club sports manual - University of Alabama at Birmingham

Fall
2014
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CLUB SPORTS MANUAL
Step by step manual for how to create a club sport at the University of Alabama at Birmingham.
Table of Contents
Mission Statement
2
Club operations
3
Eligibility
3
Responsibility
4
Form Submissions
7
Facility Scheduling
8
Event Management
9
Members Conduct
9
Hazing
10
Alcohol/Drug/Tobacco Policy
11
Financial Operations
12
Tiers
14
Travel
16
Discipline Policy/Conduct
18
Public Relations
20
Waiver Forms
22-28
Club Points System
29
Example Constitution
30
Check list
32
1
Mission Statement
UAB Club Sports provide high-quality, structured,
competitive and fun recreation activities that offer
participants the opportunity to experience physical,
social, and emotional growth in a safe learning
environment.
2
Club Operations:
How to become a club sports checklist:
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At least 10 people  students, faculty, or full-time staff
o At least 5 people must be students
No duplication of active club sports (i.e. one club per sport, per gender)
Provide a current contact person, address, and phone number
Meet with the Sr. Assistant of Programs to go over club guidelines
Become a registered student organization the UAB recognized Student Organization process
Provide a budget projecting all possible sources of revenue and expenses
Present documented evidence of prospective members, officers, coaches, and advisors
Document potential competitors, either through a governing league or clubs at nearby universities
Create a Club Constitution
Obtain a faculty or staff advisor
FYI: Club Sports are members of a national governing body, provided one exists. Teams or individuals
have the opportunity to compete for a league, regional, and/or national championship. Most, if not all, of
the games/matches are officiated or judged. Individuals may be asked to try out or show a proficiency in
the skills necessary to become a member of a club.
Eligibility:
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UAB full-time students, part-time students, faculty, and staff
Spouses and/or domestic partners (non-students) may practice but not compete
Teams can have open tryouts and participation meetings to disseminate information and to form
their Member Rosters.
Contact the Sr. Assistant of Programs before allowing varsity athletes to participate in club
sports activities.
Player eligibility will be verified through UAB’s Registrar’s Office prior to competition.
Members Rosters should be submitted as often as necessary to maintain an up-to-date list of
members.
Club officers are responsible for maintaining league/conference eligibility.
All active members must achieve and maintain a minimum 2.0 GPA and be in good academic
standing with the University.
Membership and all privileges, including voting and officer positions, must be extended to all
students without regard to age, ethnicity, gender, disability, color, national origin, race, religion,
sexual orientation, or veteran status. Programs and activities funded in whole or in part by the
University must be open to any interested student. Although most clubs prefer to not limit
membership, it is recognized that in certain cases (e.g., lack of facility space) practical
considerations must prevail. In those circumstances, only a certain number can realistically be
accommodated for team practices and competition. When necessary, each club is responsible for
working out a fair and equitable method for tryouts or limiting club memberships.
All participants must be able to meet the health and physical demands required by their specific
club.
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Member Responsibilities:
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Responsibilities of President:
Arrange
and
advertise
for
club
try-outs
if
needed.
Get every member to sign the MEMBER ROSTER and turn in to the Sr. Assistant of Programs.
Set club goals for the semester and year
All members have to have medical insurance coverage and have a physical before the start of the
season
Appoint officers and submit Officer/Coach information
Maintain CPR/First Aid/AED Certification and ensure that all practices and matches are attended
by at least 1 CPR/First Aid/AED certified club member.
Communicate with the Sr. Assistant of Programs your club practices, competitions, and
schedules.
Attend all Presidents’ meetings, officer trainings, etc…
Communicate with elected Treasurer to stay within limits of budget
When making purchasing decisions, please confer with AD of Competitive Sports.
Report club traveling prior to you leaving by filling out an intent to travel form online at the Rec
Center web site.
Report all game and tournament results as soon as you return after your event (home/away)
Perform inventory of all club uniforms and equipment.
Meet appropriate deadlines for registering you club with the university on a year to year basis.
Communicate with other clubs, national governing bodies, and league offices to make
sure you are in compliance with any national guidelines.
Responsibilities of the Vice-President:
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Presiding over meetings and business in the Captain’s absence.
Assisting the Captain with his/her duties.
Responsibilities of the Secretary:
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Recording and circulating minutes of all meetings.
Maintaining updated membership lists.
Submitting to the Sr. Assistant of Programs an updated membership list. Developing and
circulating publicity regarding club activities as approved by the Sr. Assistant of
Programs.
Responsibilities of Treasurer:
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It is the responsibility of the club treasurer to keep up with all finances of the club. In
absence of a treasure, the club president will take on these responsibilities.
Meet with the Sr. Assistant of Programs to go over the records of the club at least once
per semester.
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Keep all finances recorded and organized in a form of ledger ready for review by the Sr.
Assistant of Programs at any given day during the semester.
All receipts must be documented and kept for review.
All incoming and logged expenses must be logged properly and recorded.
An account and record of all club members that have and have not paid dues must be
kept.
Opening and maintain, should the club wish, an outside account for the club in
conjunction with the Club president and faculty advisor.
All statements of the outside account must be recorded and provided to the Sr. Assistant
of Programs twice a month.
Responsible for the record keeping of all expenses used through the budget allocated to
the club by the Campus Recreation Department.
Tax exempt status
As a part of Campus Recreation, club sports are entitled to a tax-exempt status for certain
purchases, including some out-of-state lodging. For more information, contact Sr. Assistant of
Programs.
Responsibilities of the Equipment Manager:
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Submitting an equipment inventory annually (May 1st) to the Sr. Assistant of Programs.
Obtaining club equipment for club functions from the Sr. Assistant of Programs.
Ensuring that all club equipment is stored appropriately at the Recreation Center and West
Campus Fields
Responsibility of the Safety Officer:
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Maintain a first aid kit, stocked sufficiently with supplies and this kit will be on hand at every
club practice and competition.
Restock first aid supplies as they are depleted.
Certified in CPR/First Aid/AED, & will be at every club practice and competition.
Club Sports Coach Responsibilities:
In addition to a club president, clubs may solicit the services of volunteer coaches to assist with the
teaching and coaching of a particular sport or activity.
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Coaches may not be affiliated with UAB, but they will be required to abide by all the UAB
policies; if they are not affiliated with UAB, they will need to have a background check
conducted on each individual at the expense of the club.
Coaches will supervise practices and matches/games in accordance with campus recreation
policies and procedures.
Adheres to the policies and recommendations of campus recreation regarding club sports
Maintains annual CPR/First Aid/AED certifications.
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Maintain certification by a national governing body of that activity, if applicable.
Attend all required club sports coaches meetings.
Club Sports Coaches  Recreation Center access
Coaches who do not have a campus recreation membership may have access to the recreation center for
coaching during his or her club’s recognized practice times or events. During these times, coaches may
only have access to the part of the recreation center that his or her club is using for practice or events. If
discovered that a coach is taking advantage of the given privilege, then his or her privileges will be taken
away.
In order to gain access to the facility, a coach must contact the Sr. Assistant of Programs in order to have
these privileges processed. These privileges are only active per semester and must be reprocessed each
semester
Club Sports Advisor Responsibilities:
The role of advisor is left to the individual club sports, but the advisor should serve as a resource for the
club. It is crucial for the club and advisor to clearly communicate their goals and expectations to each
other. The advisor should be a mentor and assist club officers in the routine operation of the club and
serves as a consultant with the club president in the management of the club. The advisor should also
help to ensure that activities are reflective of the Department of Campus Recreation and the University.
The advisor should meet with the club regularly and have full knowledge of all the club’s travel plans.
They need to be currently UAB faculty/staff members.
Form Submissions:
The following reports should be turned into the Sr. Assistant of Programs:
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Travel Request Form: Form should be submitted a minimum of 3 weeks in advance.
Game/tournament results:
Injury reports: Within one business day following the injury or if at an event, the following
business day after the event
Financial reports : upon request, a copy of all bank accounts shall be given to the AD of
Competitive Sports
Annual report: submitted at the end of the Spring semester to include the Fall/Spring of that
particular year.
The report includes all activities and financial information (especially fundraising) from the past
year, including a history of the past success and competition of the team, as well as goals and
upcoming activities and competition for the upcoming year.
Facility Scheduling:
Provide a copy of your club’s match/game schedule on the appropriate form no later than one month
before the first scheduled match. When planning and finalizing a schedule, please take into account
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distance traveled, accommodations, fees, equipment, etc. as it relates to your budget availability. Do not
schedule a home match or event without prior confirmation of the facility availability.
University Facilities
The UAB has several facilities options for club sports to utilize:
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UAB Recreation Center
West Campus/Dowdy/Track Fields
Tennis Courts
Facility reservations
Club sports receive privileges for practice and play on a priority higher than open recreation. To reserve a
field or facility for practice, matches, tournaments, or meetings, club officers must contact the Sr.
Assistant of Programs at least one month in advance, who will ensure that the appropriate paperwork is
filed and that arrangements are made for operational needs.
Maintenance
If the club damages fields, buildings, equipment or any other university property, fines and reparations
will be assessed. When hosting other teams for matches or tournaments, the sponsoring club assumes
responsibility for their actions. In order to maintain the field space in the best condition, report any areas
in need of repair or damage as soon as possible to the Sr. Assistant of Programs.
**Because of the demand for facility usage, reservations are taken on a first come, first serve basis.
Reservations are not guaranteed, so facilities should be reserved as far in advance as possible!!
Event Management:
Prior to the event:
1. Reserve the facility
2. Notify AD of Competitive Sports
3. Create budget for large events:
a. Paying officials, personnel
b. Buying trophies, t-shirts, etc.
c. Entry fees
d. Concession stands
e. Event marketing
f. Event sponsorships
g. Registration table/materials for check-in
4. Arrange for event set-up and clean-up with the AD of Facilities/Competitive Sports
5. Arrange for medical personnel to be in attendance and paid.
Event
Clean-up efforts
Summary
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Financial documents should be completed ASAP. Receipts, money, and other records should be
completed and turned into the appropriate offices for processing and payment.
Club Sports Members’ Conduct:
Club sports members are representatives of The University of Alabama at Birmingham and Campus
Recreation, and as such are expected to abide by the student code of conduct and guidelines appropriate to
their activity and general sportsmanship. Campus Recreation may suspend any club, individual club
member, club president, or coach from future participation and/or discontinue support, both financially
and as a recognized student group, based upon, but not limited to:
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Violation of eligibility rules
Violation of sportsmanship policies
Failure to promptly meet financial obligations
Failure to comply with the university’s hazing policy
Violation of campus recreation code of conduct policies and procedures
Violation of alcohol/drug /tobacco policy
Misuse of property, facilities, and/or equipment at The University of Alabama at Birmingham or
host institution
Restriction of membership based on race, color, religion, nationality, creed, age, gender, sexual
orientation, or disability
Hazing Policy:
The University of Alabama at Birmingham prohibits student organizations and their members from
engaging individually or collectively in hazing activities.
1. Purpose
It is the responsibility of all student organizations to encourage an atmosphere of learning, social
responsibility, and respect for human dignity and to provide positive influence and constructive
development for members and aspiring members. "Hazing" is an unproductive and hazardous custom that
is incongruous with this responsibility and has no place in university life, either on, or off, campus.
The purpose of this policy is to define hazing and to provide guidelines with regard to hazing that student
organizations and their members must follow.
2. Prohibition and Sanctions
Hazing, as defined in this policy, is prohibited, and
a. Organizations that are found to be in violation of this policy may lose status as
recognized UAB student organizations, and
b. Individual members who are found to be in violation of this policy are in violation of the
Non-Academic Conduct Policy and may be disciplined in accordance with UAB's
disciplinary procedures.
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3. Definition
Hazing is a willful action taken toward any student, or group of students, on, or off, campus by a student
organization or any of its members to produce public humiliation, physical discomfort, bodily injury, or
public ridicule or to create a situation where public humiliation, physical discomfort, bodily injury, or
public ridicule occurs.
Such activities include, but are not limited to:
a.
b.
c.
d.
e.
Paddling
Requiring or compelling exercise and calisthenics
Road trips (involuntary excursions)
Requiring or compelling exposure to uncomfortable elements
Requiring or compelling activities creating unnecessary work, detention, or any duties
that impair academic efforts
f. Verbal harassment
g. Requiring or compelling the wearing in public of apparel which is conspicuous and not in
good taste
h. Requiring or compelling the forced consumption of any liquid or solid substance
4. Responsibility
The Vice Provost for Student and Faculty Success or a designated representative is the UAB official who
has primary responsibility for administering this policy.
5. Relationship of this policy to the State of Alabama's law:
Alabama Law H.387 declares hazing illegal and establishes conditions for civil and criminal liability.
Alabama Law H.387 and subsequent related amendments will serve as a guide for action by UAB should
a hazing incident occur.
Alcohol/Drug/Tobacco Policy:
At no time shall any club members use university or club money or university vehicles to purchase or
transport alcohol, drugs, or tobacco. Alcohol, drugs and tobacco are prohibited at ALL team events and
practices.
Club members are prohibited from the consumption of alcohol:
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12 hours prior to participating in any club activity, and are prohibited from participating in an
activity while under the influence.
If the game is played off campus, club members are prohibited from the consumption of alcohol
24 hours prior to departure time for the trip, and 48 hours prior to departure if operating a
University Vehicle.
Alcohol shall not be made available to, purchased for, or consumed by any persons under the
legal drinking age at any time.
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If there is a social activity sponsored by the host institution or tournament, all club members
should drink responsibly.
Remember you represent the University of Alabama at Birmingham in all of your actions. Please be on
your best behavior.
Financial Operations
Budget requirements – How can my club receive funding?
Monetary Deposits:
All money brought in must be deposited within one week of receiving them. Holding checks/cash for an
extended period of time is not a good business practice.
Self-generated funds
Dues:
Dues must be established by the membership of the respective clubs. The method of establishing and
collecting dues should be set forth in the club constitution. Fund received from dues will be deposited
directly into the club’s operational account and may be spent, as the club deems necessary.
Donations:
If an individual or company makes a one-time donation to your club and would like to receive a tax break,
you need to bring the money to the Sr. Assistant of Programs along with the person or company’s name,
address and phone number. The university will send the donor the appropriate tax benefit form.
NOTE: before asking for donations on the UAB campus, all inquiries must be cleared through the Sr.
Assistant of Programs. This does not include going to SGA for allocation.
Club Sports funding is primarily provided by the individual members of each club through their
fundraising and sponsorship efforts.
Club Fundraising
The funding of club activities is primarily the responsibility of club sports members. For a club to
develop and thrive, the members must be active and willing to work. Clubs are encouraged to take
advantage of every opportunity to generate income to aid them in their athletic endeavors. Some
suggested methods of generating funds include: auctions, car washes, candy sales, dances, films, product
sales, exhibitions, and concert/athletic concessions.
Another fundraising option is to host competitive events. With proper marketing and promotion,
competitive events or seminars can be very successful fund-raisers. Competitive events can include
meets, races, regattas, and tournaments.
Are there any fundraising activities our club cannot do?
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Raffles, which are considered gambling, and food sales are against university policy. In addition, any
fundraising activity that may be perceived in bad taste should not be conducted; when in doubt, please ask
our office.
*No club sports are allowed to host any tournament or functions that involve the sale of alcohol.
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Club funds will be tracked by depositing them in the club sports account with the University, or
by submitting bank statements from off campus accounts.
The club fundraising fiscal year shall be from October 1st- September 30th.
Civic engagement – volunteer hours
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Civic involvement is both an integral part of the university educational experience and the club
sports experience
Volunteer hours must be cleared through the AD of Competitive Sports
Volunteer certificates must be submitted complete and accurate to the club sports office for points
to be awarded.
Clubs will be required to perform 40 hours per year of community service.
Years
Clubs will be awarded points for the number of years they have been an active club.
Department funds – tier budget classification
In the fall semester of each year, the accumulated club sports budgetary points from the previous fiscal
year (October 1st – September 30th) will be totaled and used to place each club into a Tier Budget
Classification. The top tier will receive the highest budget allocation and the lowest tier will receive the
smallest. Club sports departmental funds will be amongst the clubs starting with Tier 1 and continuing
downward until all funds have been allocated. The financial allocation will be determined by the total
amount of funds available to distribute in the given fiscal year.
Green Tier
1. Club must travel to and represent UAB for at least 2 events, not including a national event.
2. Club must fundraise at least $750.
3. Club must organize or participate in 3 distinct fundraising events, only one of which can be an
event where an entry fee is charged.
4. Club must participate in community or campus service projects with a minimum of 100 total
service hours, in at least 2 distinct events.
 If the club does a large scale event (i.e. – Relay for Life, March of Dimes) there must be a
minimum of 10 members participating
5. Two club members must be in attendance for 75% of any leadership seminars offered.
6. Club most host 1 of the following:
 Competitive event or non competitive event
7. Starting in 2014, clubs must have an active alumni network (i.e. – letter drive, newsletter)
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Gold Tier
1. Club must travel to and represent UAB for at least 2 events, not including a national event.
2. Club must fundraise at least $500 for the fiscal year.
3. Club must organize or participate in 2 distinct fundraising events, only one of which can be an
event where an entry fee is charged.
4. Club must participate in community or campus service projects with a minimum of 75 total
service hours.
 If the club does a walk/run event (i.e. – Relay for Life, March of Dimes) there must be a
minimum of 20 people
5. Two club members must be in attendance for 75% of the leadership seminars.
6. Club must host 1 of the following:
 Competitive event or noncompetitive event
7. Starting in 2014, clubs must have an active alumni network (i.e. – letter drive, newsletter)
Black Tier
1. Club must travel to and represent UAB for at least 1 event, not including a national event.
2. Club must fundraise at least $200 per year.
3. Club must organize or participate in 1 distinct fundraising event, only one of which can be an
event where an entry fee is charged.
4. Club must participate in community or campus service projects with a minimum of 40 total
service hours, in at least 2 distinct events.
 If the club does a walk/run event (i.e. – Relay for Life, March of Dimes) there must be a
minimum of 5 people
5. Two club members must be in attendance for 5 out of 6 leadership seminars.
6. Club are encouraged to host 1 of the following:
 Competitive event or non competitive event
7. Club must have an active alumni network (i.e. – letter drive, newsletter) starting in 2014.
** Clubs who fail to achieve any of the above levels will have their club sports status reviewed**
The point allocation system will go in effect beginning October 1, 2013.
Departmental funds – budget distribution/presentation
All clubs are required to present their budgets during a time deemed by AD of Competitive Sports.
Departmental Funds – assessment period
Club sports budgetary points will be accumulated from October 1st – September 30th. On October 1st, the
points will be totaled and the clubs will be placed into their appropriate Tier. This Tier placement will be
used to allot the club sports departmental funding for the upcoming school year. For example, the club
sports budgetary points accumulated during the budget year of 2010-2011 will decide what Tier a club
qualifies for during the 2011-2012 budget year.
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All clubs must have at least one point in every category of their Tier program to be considered for budget
allocations. If there is a zero in any column of the budget point system, that club will not be eligible to
receive funding! For example; if a club does not conduct a budget presentation or does not log any
volunteer hours, then they are not eligible for club sports funding.
Travel
Receipts must be submitted by the first Wednesday following return. To be properly reimbursed for
travel, clubs must strictly follow these travel guidelines:
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Rental of university vans from fleet operations if preferred as this costs less than outside vendors.
However, van availability is limited because Fleet Operations serves the entire university
community. Anyone who is traveling with the club sports (guest, friend, etc.) who is not a
registered member of the club must also be noted on the travel form.
A club officer must submit a Travel Request Form.
All drivers must be vetted through the Motor Vehicle Record Request and Release prior to
driving for any club related events
Drivers are strongly recommended to take turns driving every two to three hours.
Report any damage or accidents to Fleet Operations and the Sr. Assistant of Programs.
Travel Reimbursements:
Gas Receipts:
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Person’s name and method of payment must appear on the FRONT of the receipt.
No other purchase can be on the gas receipt (food, drinks, etc)
Receipts must be within dates listed on Travel Form.
Upon returning from a trip, we will not reimburse for filling up personal vehicles
Hotel:
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_____ the person whose name is on the printed bill must be the one who paid for that room(s). If
someone else’s name is on the bill, we must have a copy of the credit card statement of person
who paid for the room(s).
_____ Each room must have an individual itemized bill.
_____ Write names of people who stayed in each room and their UAB ID on that room’s bill.
_____ Zero Balance Due and payment type must be on the hotel bill or provide a copy of your
credit card receipt/statement or bank statement to show how it was paid for.
Rental Vehicle:
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_____ The person whose name is on the printed bill must be the one paying for that vehicle(s).
If someone else’s name is on the bill, we must have a copy of the credit card statement of person
who paid for the vehicle(s).
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Miscellaneous Receipts:
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_____ Tolls, Taxi, parking or shuttle – write person’s name that paid for it on the receipt on the
FRONT of the receipt.
Airline Tickets:
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_____ Need to submit copy of credit card statement showing purchase, e-ticket, itinerary and all
boarding passes
_____ Provide baggage ticket if applicable
Van Policy:
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Only UAB organizations or departments can reserve a university van.
Fleet operations does not reserve vans to individuals.
Assignment of vans by Fleet operations is on a first-come, first-served basis; therefore, a request
for van usage must be completed and submitted well in advance of your travels.
All potential drivers must sign an authorization form and be prepared to submit a driver’s license
and proof of insurance.
Vans may be picked up from Fleet Operations during normal working hours Monday through
Friday.
Vans returned on the weekend must follow Fleet Operations procedures.
Only 12-passenger may be rented.
All receipts should be submitted to the AD of Competitive Sports.
Using Private Vehicles
Clubs may use private vehicles for travel, provided these cars are listed on the Travel Request Form.
Drivers may be reimbursed for gas expenses if receipts are submitted to the Sr. Assistant of Programs by
the first Wednesday of the club’s return. Please bear in mind that reimbursement typically requires a twoweek turnaround time, at the least.
** Forms and receipts must be turned in by the following Wednesday after purchases, or they will not be
processed.
Insurance Coverage
The university insurance program applies to any vehicle owned, leases or rented by the university. The
university’s insurance policy covers claims made by a third party for bodily injury or property damage
against the university arising out of the operation of a university vehicle.
The university’s insurance policy does not provide primary coverage for an individual who is operating
his/her own vehicle on university business. The individual’s personal auto policy must provide primary
coverage and the university will not accept responsibility for injury for damage, regardless of fault. The
university’s insurance program does not cover the loss, theft or damage to personal property. Contact Sr.
Assistant of Programs with further questions.
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Discipline Policy
Club members, officers, and coaches are expected to hold themselves accountable to the code of conduct
laid out by the University of Alabama at Birmingham, the department of Campus Recreation, and the
additional guidelines and rules provided by this manual.
Conduct
Points will be allocated for the conduct of the club team. Points will also be subtracted for the conduct of
your club team
Verbal reprimand/warning – issued during a meeting with the Sr. Assistant of Programs for an
infraction either during practice or competition.
Fines – issued in accordance to the infractions listed below. These can be modified by the Sr. Assistant
of Programs.
Probation – a team placed on probation will have their actions closely monitored.
Suspension – privileges will be taken away from the club for a period of time deemed necessary.
Inactivity of club suspension – the club will lose all privileges and crease to exist as a team for the
remainder of the entire academic year. The team may be reinstated upon a meeting with the Sr. Assistant
of Programs at the beginning of the following academic year. There will be no budget provided to the
team for the following academic year.
Appeal process – a written request for an appeal should be made by the club president – and no other
member or coach – to the Sr. Assistant of Programs. The request must be submitted within one week for
the decision being made in order for it to be considered.
Offense
Missing a president’s meeting
without reasonable excuse and
no replacement
1st offense
$25 fine
2nd offense
$25 fine; and 1% reduction of
following years budget
3rd offense
$25 fine, and 10% reduction of
following year budget, along
with other measures deemed
necessary by the Sr. Assistant
of Programs
Fight – punch thrown in
offensive attempt by UAB club
member
Warning of termination of
game to both teams. $50 fine.
Meeting with the, Sr. Assistant
of Programs and automatic
probation of the team, as well
as suspension of the player.
Budget for following year cut
by 5%
2nd offense within the same
game results in the termination
of the game. $100 time for 2nd
offence within a game or
within a season. Suspension of
player and possible suspension
of the team. Budget cut by
10% for the following year
Automatic suspension of the
team for the rest of the
academic year and reinstating
pending hearing with the Sr.
Assistant of Programs.
Possible extra punishment by
the vice-president of judicial
affairs. No budget for the
following year.
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Large fight – Bench clearing
by UAB
Termination of game. $200
fine, no budget the following
year. Immediate suspension of
the team for the rest of the
academic year.
There will not be an
opportunity for a 2nd offense
There will not be an
opportunity for a 3rd offense
Failure to turn in budget
documents per year.
Reduction in 5% of the budget
allocated
Reduction of 25% of the
budget allocated
No budget allocated
Failure to turn in forms (this
can incorporate a serious
amount of late forms, or failure
to turn in forms period)
1st year of serious lack of forms
25% + of reduction of budget.
Failure to turn any or most
forms will result in no budget
for the following year, and the
team on probation for both
offenses.
2nd year no budget – team
suspension of certain privileges
determined by t Sr. Assistant of
Programs
3rd year budget and possible
suspension of team
Risk Management








Immediately communicate with the athletic trainer on site as well as the Sr. Assistant of Programs
in case of an emergency.
Any injury, accident, or incident must be reported to the Sr. Assistant of Programs immediately
upon return from the activity, match or tournament.
Participants are obliged to wear proper dress and appropriate protective equipment.
Clubs must obtain accident, medical, and liability insurance through a national association and/or
governing body as appropriate for your organization, coaches, and individual members.
All members should have a physical exam and medical clearance prior to the participation in club
activities.
Each participant must be on the member roster on file before participating.
Club members under 19 years of age must have verified parental consent.
Practice or games can be delayed or suspended due to severe weather and may resume 30 minutes
after the last visible lightning strike.
Public Relations:
Dealing with the media
Please refer to the Sr. Assistant of Programs when dealing with the media.
representing UAB.
Remember, you are
Advertisement through the media
The club sports office highly recommends the use of the Kaleidoscope and other outside media sources to
advertise upcoming games and events, as well as results from previous competitions. Any article
published regarding a team should not contain information that is degrading to the team, club sports
program, and/or the university, the team could be subject to punishment or probation.
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Flyers and banners may be requested and published through the Office of Campus Recreation. For ideas
or designs as well as further advertisement on campus, please contact the Assistant Director of Marketing
& Membership for Campus Recreation.
Required Forms
The following forms must be turned in as a hard copy to the Sr. Assistant of Programs:
1. Member rosters w/ signed Assumption of Risk Waivers by all club sports members
a. Must contain signatures and ID #’s of all team members wishing to participate in practice
and competition
2. Assumption of Risk Waiver form
a. Must be completed with signatures by the visiting team prior to the start of the game.
Failure to do so will result in delay of game. If it is a tournament, the teams may turn in
the form at the beginning of the tournament to cover all games
3. Incident Report
4. Accident Report
5. Reimbursement form
a. Gas receipts must be turned into the Sr. Assistant of Programs following the completion
and submission of this form no later than Wednesday following the trip.
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Club Sports Member Roster/ Assumption of Risk, Waiver, and Release from Liability
Club __________________________
President ___________________
In consideration of the use of the property, facilities and/or services of The University of Alabama at
Birmingham (UAB) Office of Campus Recreation including any travel related thereto, the undersigned
agrees as follows:
1. RISK FACTORS. The undersigned understands and acknowledges that the use of equipment and
facilities provided by the Office of Campus Recreation at The University of Alabama at Birmingham
and participation in Campus Recreation programs (Intramural, Informal, Instructional, Group Fitness,
Club Sports, Weight and Cardiovascular Training, Swimming, Outdoor Adventure, and any other
programs and services sponsored by the Office of Campus Recreation and/or non-sponsored
activities occurring in the building) involves risk including, but not limited to the following: risk of
property damage, bodily injury, including but not limited to permanent disability, paralysis and
possibly death. These risks may result from the use of the equipment or facilities, from the activity
itself, from the acts of others, or from the unavailability of emergency medical care.
2. ASSUMPTION OF THE RISK. The undersigned voluntarily assumes all the risks that may arise
out of or result from the use of the equipment or facilities, and/or the services of UAB Campus
Recreation, including those risks described in Section 1 above.
3. ACKNOWLEDGEMENT OF POLICIES AND PROCEDURES. The undersigned acknowledges
reading and knowing all policies and procedures relating to the activities, facilities, and/or equipment
and understands that the safe and proper use of facilities, equipment or participation in the activity is
dependent upon carefully following such policies and procedures. The undersigned agrees to comply
with and abide by all rules and regulations of UAB Campus Recreation. The undersigned
acknowledges that the policies and procedures may be amended at any time in the future with or
without notice, and that it is the undersigned’s responsibility to periodically review the then-currently
published policies and procedures and abide by them. The Campus Recreation staff reserves the right
to revoke or terminate the undersigned’s privileges for any violations of the rules and regulations of
UAB Campus Recreation and The University of Alabama at Birmingham or for any violations of the
policies and procedures relating to the activities, facilities, and/or equipment of UAB Campus
Recreation.
4. PREREQUISITE SKILLS. The undersigned acknowledges that he or she has the requisite skills,
qualifications, physical and mental ability necessary to properly and safely use the equipment,
facilities, and to participate in any Campus Recreation activities. The undersigned agrees that if s/he
has questions pertaining to the skills, qualifications, physical and mental abilities necessary to
properly and safely use the equipment, facilities, and to participate in Campus Recreation activities,
s/he will direct those questions to Campus Recreation staff.
5. INDEMNIFY AND DEFEND. The undersigned hereby releases, waives, indemnifies and holds The
University of Alabama at Birmingham, the Office of Campus Recreation, CENTERS, L.L.C., and all
of their officers, trustees, directors, employees, and agents (hereinafter jointly referred to as
“indemnitee”) harmless from any and all claims, causes of action, suits, liability, losses, or damages
for any property damage, property loss or theft, personal injury, death or other loss arising from or
relating to the undersigned’s use of the property, facilities, and/or services of UAB Campus
Recreation .
6. REPRESENTATIVES. The undersigned enters into this agreement for him/herself, his/her heirs,
assigns and legal representatives.
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7. CONSENT FOR EMERGENCY TREATMENT. The undersigned, as a participant in the subject
activity, hereby consent to medical treatment in a medical emergency where the undersigned is unable
to consent to such treatment
8. INSURANCE.
The undersigned understands that neither The University of Alabama at
Birmingham, nor the Office of Campus Recreation, nor CENTERS, L.L.C. will be responsible for
any medical, health or personal injury costs relating to undersigned’s use of the property, facilities
and/or services of UAB Campus Recreation. The undersigned is encouraged to have a medical
physical examination and purchase health insurance prior to any and all participation.
9. GOVERNING LAW. This Assumption of Risk, Waiver, and Release from Liability Agreement
shall be governed in all respects by the laws of the State of Alabama.
10. SEVERABILITY. If any term, clause, or provision of this Assumption of Risk, Waiver, and Release
from Liability Agreement is held to be illegal, invalid or unenforceable, or the application thereof to
any person or circumstance shall to any extent be illegal, invalid or unenforceable under present or
future laws effective during the term hereof or of any provisions hereof which survive termination,
then and in any such event, it is the express intention of the parties that the remainder of this
Agreement, or the application of such term, clause or provision other than to those as to which it is
held illegal, invalid or unenforceable, shall not be affected thereby, and each term, clause or provision
of this Assumption of Risk, Waiver, and Release from Liability Agreement and the application
thereof shall be legal, valid and enforceable to the fullest extent permitted by law.
11. ACKNOWLEDGMENT. The undersigned has read and fully understands this agreement and
realizes it relates to surrendering and releasing valuable legal rights and does so freely and
voluntarily.
Member’s Printed Name: ________________________
Signature: ___________________________________ Date: __________________
Spouse’s Printed Name: ________________________
Signature: ___________________________________ Date: _____________________
Minor’s Name: ________________________________DOB: __________________
Minor’s Name: ________________________________DOB: __________________
CONSENT AND RELEASE ON BEHALF OF MINOR(S)
I am the parent or legal guardian of the above named minor(s). I have read and understand the agreement
and realize it relates to surrendering valuable legal rights of the minor(s) and myself. I agree to be bound
by all the terms of the agreement. I also give my consent to the participation in the activity of the
minor(s).
Parent/Guardian’s Printed Name: __________________________
Parent/Guardian’s Signature: _____________________Date: _________
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UAB Club Sports Activity Report
Club ___________
Date of report _______________
Activity
Location _____________________
Dates______________________
Number of club member’s participation _________________________________
Team participation: UAB
vs. _____________________________
Method of transportation, if applicable _______________________
Results and/or brief description of event:
______________________________________________________________________
Highlights (great plays, honors, or awards):
_______________________________
________________________________
________________________________
Final Score/ _________________
Team record _____________________
Incidents (injuries, accidents, other) if any:
______________________________________________________________________
______________________________________________________________________
Club Sports Activity Report Event Review
What went well during the event?
What can be improved for future events?
How would you rate the event overall?
1
2
3
4
5
6
7
8
9
10
How would you rate the support you received from the Campus Recreation department? List any
improvements that can be made.
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Club Sports officer / Coach information
Name of club______________________________________________________
Semester/Year _________________________________
Date__________________________
Club officer_______________________________________________________
Position__________________________________________________________
Email___________________________________________________________
Phone___________________________________________________________
League/conference (if any)__________________________________________
Nation governing body_____________________________________________
Club Sports Coaches
Coaches access privilege statement:
Coaches who do not have a campus recreation membership may have access to the recreation center for
coaching during his or her club’s recognized practice times or events. During these times, coaches may
only have access to the part of the recreation center that his or her club is using for practice or events. If
discovered that a coach is taking advantage of the given privilege, then his or her privileges will be taken
away.
In order to gain access to the facility, a coach may contact the Sr. Assistant of Programs in order to have
these privileges processed. I understand the above policies and procedures, and I understand that if these
are not followed, then I will lose access to the student recreation center.
Coach’s name (Print)_______________________________________________________________
Signature________________________________________________________________________
Club____________________________________________________________________________
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UAB CLUB SPORTS MEMBER INFORMATION SHEET
TO BE COMPLETED BY ALL CLUB MEMBERS
**Please print legibly when completing the information below**
______________________________________________________________________
Last Name
First Name
Club Sport
______________________________________________________________________
E-Mail Address
Date of Birth
______________________________________________________________________
Emergency Contact Name
Emergency Contact Number
Anticipate Graduation Date _________________# hour’s currently enrolled _____
Are you covered by a personal medical insurance plan?
___ yes ___no
This includes if you are covered by your parent’s medical insurance plan or if you have purchased
medical insurance form University Health Services. If you are not covered by any medical insurance
plan you must check NO
Gender: Male ________
Female ________
Status: ________ Student________ Coach/Instructor________ Faculty/Staff________ Club Advisor
HAZING IS AGAINST STATE, FEDERAL, AND LOCAL LAW.
Hazing is defined as any intentional, negligent or reckless action, or situation which causes another pain,
embarrassment, ridicule or harassment, regardless of the willingness of the participant.
I understand all components of the UAB Hazing Policy and agree to abide it and any additional
regulations governing hazing established by the Department of Recreational Sports or the constitution
and/or bylaws of my Club Sport.
I understand the reasons why this policy was adopted by UAB. I agree to support the policy and its
implementations. Participation in hazing activities or the failure to report such activities (had prior
knowledge of hazing violations and did not take the necessary steps to stop hazing from occurring) may
cause action to be brought against myself and the organization.
Any hazing activities will result in an automatic referral to the Office of Judicial Programs.
I have read, understand, and agree to adhere to the University of Alabama at Birmingham Hazing
Policy.
_________________________________
Print Full Name
_____________________________
Date
_________________________________
Signature
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I hereby acknowledge my awareness that my participation in the University of Alabama at Birmingham
Department of Recreational Sports – Club Sports Program for the 2013-2014 Academic Year, may
involve activities which include, but are not limited to, the following : stretching, running, jumping,
kicking, throwing, swinging, catching, swimming, martial arts, horseback riding, sliding, rowing, sailing,
whitewater rafting, water skiing, and bodily contact with other players and with athletic equipment. It
may also involve competitive sports which use various types of athletic equipment which include, but are
not limited to, the following: balls, bats, racquets, helmets, cleats, pads, nets, Frisbees, goal posts, sticks,
pucks, fishing equipment, boats or other water vessels, horses and horseback riding equipment, martial art
equipment and/or other athletic equipment.
I also understand that my participation in the aforementioned activities may expose me to risk or property
damage and bodily or personal injury, including injury that maybe fatal, and any one or more of the
following: injury from slipping, tripping and falls; sickness; foreseen and unforeseen inclement weather;
cuts; abrasions and puncture wounds, broken bones; injury from uneven terrain on the fields; injury from
contact with other players and from contact with athletic equipment; muscle strains and sprains;
concussions; partial or total paralysis; drowning; and heart attack. If my team must travel to/from events
and/or travel to participate in team activities, I understand that there is a potential for accidents or illness.
In addition, I understand that I may be exposed to other risks which may not be foreseeable. I have been
informed and understand that there are inherent risks and dangers involved in this activity. I knowingly
and freely assume any and all such risks and voluntarily participate in this activity. I understand that it is
my responsibility, as the participant, to engage only in those activities for which I have the prerequisite
skills, qualifications, preparation and training.
I acknowledge that I must follow the instructions of the activity leader at all times. In addition, I
understand that none of the following entities provides insurance coverage for my participation in the
University of Alabama at Birmingham Department of Recreational Sports – Club Sports Program for the
2013-2014 Academic Year and that it is strongly recommended that I obtain my own accident and health
insurance prior to participating: The University of Alabama at Birmingham, the Board of Regents of the
University System of Alabama at Birmingham, Department of Recreation Sports, and any participating
agency.
In exchange for the use of equipment , materials, supplies and for being allowed to participate in this
program, I hereby release and forever discharge the University of Alabama at Birmingham, the Board of
Regents of the University System of Alabama at Birmingham, and all sponsoring agencies and their
members individually and their officers, agents and employees from any and all claims, demands, rights,
expenses, actions and causes of action, of whatever kind, arising from or by reason of any personal injury,
bodily injury, property damage, or the consequences thereof, whether foreseeable or not, resulting from or
in any way connected with my participation in this activity.
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Annual Club Registration:
5 points
Each club must re-register their organization through the Center for Student Organization. Registration
begins in April and must be completed by DATE in order to receive allocation credit.
Waivers and Rosters:
10 points
Clubs must submit team waivers AND rosters by DATE to receive full credit.
Meeting Attendance:
5 points/meeting
There will be club officer meetings per semester which inform officers about current issues, update them
on current events, and notify them of important upcoming dates. Some meetings will also consist of
Officer Learning Seminars which will help you better address issues that your club may face. Each club
is responsible for having at least 1 club officer present at every meeting. Officers must sign-in and out of
each meeting in order to receive credit for attendance. Officers unable to attend for any reason will forgo
that meeting’s points. Clubs will receive 5 points if 1-2 officers attend.
CPR/First Aid Certifications
5 points/CPR-FA
In case an emergency occurs during a club event, the Club Sports department requires each club to have 2
members of their club certified in CPR and First Aid (total of 4 certifications). Classes may be provided
through the Recreation Sports Department each semester.
Conduct of Club:
15 points
If no incidents occur, club will receive full allotment of points.
For any kind of incident, club will lose at least 5 points/incident, as well as being subject to further point
deduction depending on the severity of the incident.
Community Service:
10 points
Clubs that fulfill minimum requirement of 40 hours/year will qualify. If clubs don’t meet the minimum of
40 hours, no points will be given.
*Clubs will come up with remaining 50 point accumulation system at the manual discussion meeting.
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EXAMPLE: CLUB SPORTS CONSTITUTION
All clubs are encouraged to have a constitution. These can be very helpful in easing problems when
differences come up as to how the club should handle a situation or what direction it should take. The
format below is to be used as a guide for your organization. It is not necessary to follow the form exactly,
but it is important to include all areas that apply.
CONSTITUTION OF _______________(CLUB NAME)_______
ADOPTED________(DATE)__________
ARTICLE I – NAME
The official name of your Club Sport.
ARTICLE II – PURPOSE
The reasons for forming your club and the club’s objectives.
ARTICLE III – MEMBERSHIP
Who can qualify for membership, what a person must do to be recognized
as a full member, a guest member etc., and what rights and privileges
these members have.
ARTICLE IV – MEETINGS
How many meetings of the membership, when and where meetings are to
be held throughout the school year. Any procedures for calling regular
and special meetings.
ARTICLE V – EXECUTIVE BOARD
What officer’s will be elected by the club, what each officer’s duties will be,
and how vacancies will be handled.
ARTICLE VI – ELECTIONS
How officers will be selected by the membership, how long their terms will
be, and how many times a person may hold the same office. How
members are nominated for office and when elections will be held,
including procedures for runoffs.
ARTICLE VII – FUNDS
How the club requests funds and how it raises its own funds.
ARTICLE VIII – DIVISIONS
What divisions and committees will exist in the club and the function of
each.
ARTICLE IX – AFFILIATIONS
Affiliations with local, state. Regional or national organizations and ruling
body rules to which adherence will be required.
ARTICLE X – ADVISOR
Qualifications for and functions of the club advisor.
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ARTICLE XI – COACH/MANAGER
Qualifications and procedures for selection of a coach/manager and
his/her duties.
ARTICLE XII – RATIFICATION
How the constitution will be approved by the membership.
ARTICLE XIII – AMENDMENTS
How an amendment to the constitution will be presented to the
membership and how it will be ratified.
ARTICLE XIV – BYLAWS
The inclusion of any rules or regulations.
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University of Alabama at Birmingham Sports Clubs
Fall 2014 Checklist
Deadline
Item
Location

9/10
Welcome/Orientation Meeting
CRCT 150

9/19
Submit Marketing Plan/ Facility Requests
CRCT 220

10/10
Submit all Risk Management Materials
CRCT 150
(CPR/First Aide/AED & Liability Release)
Submit Membership Roster
October Monthly Meeting


11/12
12/3
November Monthly Meeting
End of the Semester Meetings
CRCT 150
CRCT 150
*All Monthly Meetings will be at 6 pm CT.
** Failure to comply with these dates will result in loss of points and/or disciplinary actions.
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