UNIVERSITY OF WISCONSIN River Falls

Sport Clubs

Sport Club Handbook

Important Contact Information

SPORT CLUB OFFICE

Contact Name

Position

Phone

Email

Campus Recreation Staff

General Information

715-425-4289

campusrec@uwrf.edu
sportclubs@uwrf.edu
www.uwrf.edu/campusrec

Ryan Rudesill

Assistant Director of Campus Recreation

O: 715-425-4717
C: 715-821-1905

ryan.rudesill@uwrf.edu

Steve Stocker

Director of Campus Recreation

O: 715-425-4640
C: 715-821-0241

steven.j.stocker@uwrf.edu

 

EXECUTIVE COUNCIL

Contact Name

Club

Phone

Email

Makayla Ford

Dance Team

651-332-4001

makayla.ford@my.uwrf.edu

Becca Schmitz

Women’s Volleyball

507-227-5347

rebecca.schmitz@my.uwrf.edu

Marissa Koller

Women’s Volleyball

715-797-6498

marissa.koller@my.uwrf.edu

Jake Backes

Men’s Volleyball

xxx-xxx-xxxx

jacob.backes@my.uwrf.edu

 

CAMPUS CONTACTS

Coming soon...

Mission and Philosophy

The Campus Recreation Department and Sport Club program are committed towards developing, promoting, and providing leadership to competition oriented student organizations on the University of Wisconsin-River Falls (UWRF) campus.  Membership within a sport club provides students with an opportunity to develop and improve athletically, socially, and educationally.  Students will have hands-on experience with leadership, travel logistics, budgets, marketing, promotions, and fundraising while participating in an activity they love.  These experiences provide practical skills and establish a base for a successful post-college life.

Sport Club Definition

A Sport Club is a group of students that come together to practice and compete in a sport of common interest.  The Sport Clubs program is a part of the Campus Recreation Department and administered by the Assistant Director of Campus Recreation.  Sport Clubs are Recognized Student Organizations (RSO) who are competitive, instructional, recreational, and social in nature with a strong emphasis in representing the University of Wisconsin-River Falls in competitions at the local, regional, and national level against other university sport club programs.

Membership

It is the responsibility of the individual club officers to enforce the membership policies that follow the competition rules of the affiliation or governing body of their respective sport.

A. AFFILIATION POLICY

  1. Any athletic or sport related RSO at UWRF who focuses on competition is eligible for membership in the Sport Club Organization following one year of status as a RSO.
    • The Sport Club Organization reserves the right to refuse recognition to any club requiring extensive funding, facilities, resources involving high liability or risk factors, or do not properly represent the UWRF student body.
  2. All clubs must remain in "good-standing" with the Sport Club office, Campus Recreation, Student Involvement Office, and the University.
  3. Prospective clubs should complete a Sport Club application by April 15th for recognition during the following academic year which can be found on the Sport Club website. 

B. INDIVIDUAL MEMBERSHIP

  1. Individual membership is open to all currently enrolled UWRF students.
    • Students not enrolled in 8+ credits will need to purchase a Falcon Center membership in order to gain access for practices, whether they plan to use the facility outside of practice times or not. This includes use in Page Arena and Hunt Arena, both outside of access control.
  2. UWRF alumni and community members are not eligible to participate on a club.
  3. Every member must complete a liability waiver and be listed on the official club roster prior to participation.
  4. Sport Clubs do not discriminate on the basis of age, race, creed, color, handicap, sex, sexual orientation, developmental disability, national origin, ancestry, marital status, arrest record, or conviction record.
    • There is a no-cut policy with UWRF Sport Clubs. Any interested student may join a Sport Club; however, due to league or affiliation rules, budget restrictions, and competitive advantages, each club may set a "Competition" or "Travel" roster based on skill level.
Sport Club Office

The Sport Clubs office consists of the Assistant Director of Campus Recreation, Sport Club Student Manager, and the members of the Executive Council.  Below are the responsibilities of each member of the office.

A. ASSISTANT DIRECTOR OF CAMPUS RECREATION is a full-time professional working within the Campus Recreation Department. 

  • Manage the day-to-day operations and administration for the Sport Club program.
  • Ensure all established University, Campus Recreation, Sport Club program, and individual club policies, procedures, and bylaws are enforced.
  • Oversee the Segregated Fee budget and off-campus individual club accounts.
  • Assist with club fundraisers, marketing strategies, promotions, community service projects, etc.
  • Schedule supervision for home events including Event Staff and Athletic Trainers, when applicable.
  • Coordinate and prepare agenda for Executive Council meetings.
  • Foster an environment of hands-on student development.

B. SPORT CLUB STUDENT MANAGER is a part-time student at UWRF hired by the Campus Recreation Department. 

  • Work directly with the Assistant Director of Campus Recreation on day-to-day operations and administration of the Sport Club program.
  • Assist with the oversight of individual club budgets.
  • Assist with club fundraisers, marketing strategies, promotions, community service projects, etc.
  • Keep an up-to-date account of current and new inventory (reported annually by individual clubs).
  • Offer support and assistance to all club members and officers, as needed.
  • Maintain a complete list of practices, contests, and events of all clubs.
  • Assist with the organization of home events and tournaments.
  • Attend Executive Council meetings to assist with the agenda and minutes.

C. EVENT STAFF are undergraduate student staff members of the Campus Recreation Department.

  • Supervise home events and tournaments; practices when applicable.
  • Assist with the coordination of tournaments and events.
  • Work with club officers prior to home events with setup of equipment.

D. EXECUTIVE COUNCIL MEMBERS - see Section 6 for requirements.

  • Serve as “representative” for a select group of clubs.
  • Assist with the addition or modification of policies and procedures associated with the Sport Club program including budget allocations, required paperwork, and policies.
  • Assist with paperwork and requirements of the club he/she represents.
  • Answer questions or help deal with issues of any Sport Club Officer related to his/her club.
  • Help to facilitate the development of new clubs.
  • Serve as a positive role model and demonstrate leadership on campus.
  • Actively attend and contribute to Executive Council meetings.
Executive Council

The Sport Club Executive Council has been created in order to provide a student voice in judicial matters pertaining to Sport Clubs, approve Registered Student Organizations as Sport Clubs, and review and allocate budgets requests.

A. MEMBERSHIP

  1. Advisor
    • Assistant Director of Campus Recreation
  2. Voting Members
    • 4-6 Student Representatives (one of which is the Sport Club Student Manager)
      • One student representative will serve on the Campus Recreation Advisory Committee to provide an update about Sport Club Executive Council.

B. MEETINGS

  1. Meetings will be held at least once a month, or as needed.

C. REQUIREMENTS TO JOIN EXECUTIVE COUNCIL

  1. Applicants must be UWRF students and serve for the entire academic year.
  2. Applicants must be a member of at least one Sport Club.
    • It is suggested, though not required, for applicants to be an officer on their club.
  3. Applications are due by April 15th of the previous academic year.
  4. Current members of the council will review applications and select members to fill the council.

D. VOTING PROCESS

  1. Any voting done by the Executive Council will rely on a majority decision.
  2. Only members in attendance at the time of the vote will be able to cast a vote.
    • 75% or more of the council must be present to conduct a vote.
    • Members may approve, deny, or abstain during the voting process.
  3. In the event of a tie, the Sport Club Student Manager will cast the deciding vote.

E. RECOMMENDATIONS TO THE CAMPUS RECREATION COMMITTEE

  1. Many decisions related to the Sport Club program reflect on the entire Campus Recreation Department.  Most, but not all, Executive Council recommendations will be reviewed by the Campus Recreation Committee prior to being final.
  2. All applications for new Sport Clubs will be reviewed by the Executive Council to ensure all Sport Club requirements are completed. The Executive Council will recommend clubs to the Campus Recreation Committee for final approval based on available facilities, funding, and resources.
  3. Prospective clubs recommended for approval may present information about their club to the Campus Recreation Committee at the meeting where the recommendation for the approval will take place.

F. APPEAL PROCESS

Clubs have the right to appeal the action taken by the Sport Clubs Executive Council or Campus Recreation Committee.

  1. Funding Appeals
    • Sport Clubs may choose to appeal the denial of a funding request (annual, post-season, emergency, or one-time funding) by submitting an appeal summarizing the amount requested, the amount granted, and justification of the appeal within one week of the notification of the allocation to the Sport Club office.
    • Official Review
      • The Director of Recreation and any Campus Recreation professional staff he/she deems necessary will preside over the appeal.
      • A representative from the Sport Club, the Sport Club Student Manager and/or Assistant Director of Recreation, and the Director of Recreation shall meet within two weeks of the appeal.
    • Appeal Hearings Process
      1. Representative from appealing Sport Club states basis for appeal.
      2. Sport Club office explains reasoning of the budget decision.
      3. The Director of Recreation holds discussion.
      4. The Director of Recreation determines whether to change or uphold the decision.
  2. General Appeal Process
    • Clubs have the right to appeal the action taken by the Sport Clubs Executive Council or Campus Recreation Committee.  Clubs will need to follow the appropriate steps:
      1. A club representative needs to type an appeal which includes an explanation for the appeal and a contact for the club.  This must be delivered to the Assistant Director of Campus Recreation within 1 week of the final decision by the Executive Council or Campus Recreation Committee.
      2. A time will be arranged for the club involved to meet with the Assistant Director of Campus Recreation, Sport Club Student Manager, and members of the Executive Council within 2 weeks.
      3. After the appeal meeting, a representative from the Executive Council will contact the club with the final outcome.
      4. Once an appeal has been heard and the appeal meeting has occurred, the decision is final and cannot be appealed again.
Student Officers

The successful history and future of the Sport Clubs program at the University of Wisconsin-River Falls is the result of dedicated student leaders volunteering their time and efforts to provide guidance to their respective clubs.  Each Sport Club must maintain an up-to-date list of student officers with the Sport Club office.  While clubs may elect to have more officers to split club duties, each club must have a President, Vice President, Treasurer, and Risk Management Officer at all times.  Each club may delegate duties as they desire; however, below is a suggested layout for responsibilities:

A. PRESIDENT

  • Responsible for the overall direction of the club.
  • Remain in contact with the Sport Club office about all aspects of the club.
  • Main contact for the governing body the club competes under.
  • Schedule home contests, away contests, practices, and meetings.
  • Preside over all meetings, practices, and club related functions.
  • Make final decisions on “travel” or “competition” rosters, if applicable.
  • Oversee all paperwork for the club.

B. VICE PRESIDENT

  • Assists with the overall direction of the club.
  • Ensure facility and equipment reservations are completed for meetings, practices, and home events.
  • Manage all equipment owned by the University and club including completing inventory once per year.
  • Assist with setting up fundraisers, community service projects, and other club functions.
  • Submit travel paperwork with the Sport Club office.
  • Create club promotions and manage the social media/websites of the club.

C. TREASURER

  • Manage the budget of the club including the Segregated Fee allocation and any on-campus accounts.
  • Collect team dues from all participants.
  • Prepare annual budget with assistance from the Sport Club office.
  • Organize fundraising opportunities for the club.
  • Prepare all reimbursement paperwork including travel.
  • Create and pay invoices for officials, tournaments, league fees, etc.

D. RISK MANAGEMENT OFFICER

  • Ensure all club members have completed the participation waiver.
  • Manage the club’s first aid kit by ensuring kit is properly stocked.
  • Bring first aid kit to all practices and contests.
  • Maintain CPR/AED and First Aid Certification for the duration of the academic year.
  • Complete accident/injury reports, when applicable, and turn into the Sport Club office immediately.
  • Be the main contact with any Certified Athletic Trainer at practices and events.
  • Contact Campus Recreation office anytime there is an injury requiring 911 or Ambulance/EMT.
  • Ensure Emergency Contact Info is in first aid kit for members of the “traveling” or “competition” roster.
Coach/Instructor

Sport Clubs are Recognized Student Organizations; therefore, Sport Clubs are run by the students of UWRF.  Clubs may, however, elect to have a coach or instructor to assist the club with instruction and practice/contest management.

A. COACH AND INSTRUCTOR POLICIES

  1.  All coaches and instructors are volunteers.  They are not hired employees of UWRF.
  2. Each year, the student officers must have each coach complete a Sport Club Coach Identification Form.  Without this form, the coach will not be recognized by the Sport Club office and may not be given access to University facilities during practice times without a membership or purchasing a daily pass.
    1. Coaches are only able to access University facilities requiring memberships (i.e. Knowles Center) for free during practice times.  Outside of scheduled practice times, the coach will need to purchase a membership or pay the daily pass rate.
  3. The hiring and firing of coaches is determined by the officers of the club and may happen at any point throughout the year for any reason.
  4. Coaches and instructors cannot be paid by the Sport Club through the Segregated Fee allocation; however, clubs may choose to reimburse coaches through money raised during fundraisers or collected from team dues.
  5. Coaches and instructors are not eligible to be reimbursed by the Segregated Fee allocation for the club for expenses related to the club.  The club will need to use money from their off-campus account to reimburse the coach/instructor.
  6. The coach or instructor does not have any standing within the Sport Club Office or the University.
    1. Coaches cannot make reservations for the club on campus.
    2. Coaches cannot complete club paperwork related to the league, conference, and University.
    3. Coaches will not have access to equipment owned by the University.
  7. In general, the coach or instructor manages the flow of practice and contests, strategies of the club as it relates to competition or training, and possibly playing-time of the members.  The students of the club are responsible for operation of the club including all paperwork, equipment, and policy adherence of the Sport Club program and University.
Funding Guidelines

The funding guidelines were established to give the Sport Clubs a thorough understanding of the expectations, timeline, and overall process of the University and its budget process.

A. ANNUAL FUNDING FOR SPORT CLUBS

  1. Prerequisites for Funding
    • Must be an approved Sport Club through the Campus Recreation Committee.
    • All Sport Clubs must be in "good standing" with Campus Recreation, Student Affairs, and the University which means no outstanding balance, probationary status, or suspensions.
    • Representation at the Budget Training held annually during the first week of the Spring semester.
  2. Submission Process
    • All Sport Clubs must submit funding requests to the Sport Club office by completing the detailed line-item budget worksheet provided at the meeting.
    • Budgets must be submitted by the second Friday of the spring semester for the following academic year to receive full consideration.
  3. Budget Meetings
    • Individual meetings between the Assistant Director of Recreation, Sport Club Student Manager, and Sport Club Officers may be setup before the submission deadline for clubs requesting assistance with budget preparation.
    • While the meetings are not required, this serves as an ideal time for representatives to explain and/or justify their annual budget request.
  4. Review and Approval of Budgets
    • The Assistant Director of Recreation, Sport Club Student Manager, and Executive Council will review and recommend budget requests to the Campus Recreation Committee.
    • Individual budgets will be submitted to the Campus Recreation Committee for review and recommendation.
    • A comprehensive line-item budget for all of Sport Clubs will be presented to Student Senate for approval by the deadline set forth by Student Senate.
    • Approved allocations to Sport Clubs will be made available on the individual Sport Club budget found on FalconSync.
  5. Funding Priorities
    • Team affiliation fees with an organized governing body.
      • National, regional, state, and/or local league fees/dues.
    • Competition and event registration fees, etc.
      • Entry fees, tournament fees, registration fees, etc.
      • Athletic Trainer fees - required for all home events.
    • Facility Rental
      • On-campus and off-campus rental fees necessary for competition or practice.
    • Travel (in accordance with Campus Recreation policies) Team
      • Transportation
        • Mileage, vehicle rental, etc.
      • Lodging
        • Traveling distance must be at least 75 miles away, or
        • Contest/event schedule dictates overnight stay.
          • Must be approved by Assistant Director of Recreation or Sport Club Student Manager.
      • Post-season travel should be included in the annual budget, but will only be allocated if a Sport Club qualifies for the competition.
    • Equipment
      • Sport specific equipment necessary for purchase each year (i.e. tennis balls).
      • Major one-time equipment purchases will be allocated funding as needed.
    • Uniforms
      • Purchased for Sport Club use only and must remain with University.
      • No personalized uniforms can be purchased with University funding.
    • Other

B. POST-SEASON TRAVEL FUND

The Post-Season Travel Fund shall consist of funds earmarked for travel specific to qualifying playoff competition. Clubs without a qualifying competition are not eligible for post-season travel funds and must treat all of their travel the same.

  1. Clubs will be allocated the money earmarked for their club as soon as they qualify for the competition.
  2. Unused money will be transferred to the Emergency/One-Shot Funding Pool if the team fails to qualify, does not attend, or does not use the entire allocation.

C. EMERGENCY/ONE-SHOT FUNDING POOL

The Emergency/One-Shot Funding Pool will consist of money allocated from the annual budget, as well as all unused money originally allocated to Sport Clubs. This account can be used at the discretion of the Assistant Director of Campus Recreation for unforeseen expenses throughout the year including facility updates, capital equipment purchases, and general office expenses.

  1. Sport Clubs may request money from the Emergency Funding Pool at any point during the year and will be reviewed on a case-by-case basis by the Executive Council. Funding will be granted as needed and if available.
    • Emergency Funding Requests are time sensitive requests where the club cannot afford the purchase/payment and is unable to wait until the next One-Shot deadline.
    • Unused or non-earmarked funds remaining on the final day of the semester will be pulled back from the Sport Clubs and rolled into the following semester funding pool.
  2. Sport Clubs may request money from the One-Shot Funding Pool twice per academic year. The Assistant Director of Campus Recreation, Sport Club Student Manager, and Executive Council will review and approve requests on or after the submission deadline.
    • The fall submission deadline for Equipment Funding will be the first Friday in October.
    • The spring submission deadline for Equipment Funding will be the first Friday in February.
    • Unused or non-earmarked funds remaining on the final day of the semester will be pulled back from the Sport Clubs and rolled into the following semester funding pool. 

D. FUNDING APPEALS

Sport Clubs may choose to appeal the denial of a funding request (annual, post-season, emergency, or one-shot) by submitting an appeal summarizing the amount requested, the amount granted, and justification of the appeal within one week of the notification of the allocation to the Sport Club Office.

  1. Official Review
    • The Director of Recreation and any Campus Recreation professional staff he/she deems necessary will preside over the appeal.
    • A representative from the Sport Club, the Sport Club Student Manager, and/or Assistant Director of Recreation, and the Director of Recreation shall meet within two weeks of the appeal.
  2. Appeal Hearings Process
    • Representative from appealing Sport Club states basis for appeal.
    • Sport Club office explains reasoning of the budget decision.
    • The Director of Recreation holds discussion.
    • The Director of Recreation determines whether to change or uphold the decision.

E. BUDGET REALLOCATION

Any Sport Club wishing to deviate from their originally approved annual budget request must obtain permission from the Assistant Director of Recreation and/or Sport Club Coordinator.

  1. Reallocation is NOT needed for moving allocated money around within a category of the budget.
    • Categories include:
      • Conference/Attending Off-Campus Events
      • Event Hosted by Organization
      • Game/Tournament Off-Campus
      • Operational Costs/Fees
      • Operational Supplies/Equipment
      • Organization Meetings
  2. Reallocation Process
    • Sport Clubs must complete the Sport Club Budget Reallocation form provided on FalconSync.
    • Reallocation requests will be reviewed by the Assistant Director of Recreation and/or Sport Club Coordinator and the decision will be made within 48 hours. 

F. FUNDING PULLBACK POLICIES

All allocated funds not used or earmarked by the last day of the spring semester will be pulled back into the Emergency Funding pool.

  1. Prior approval or earmarked allocation remaining in the budgets may remain into the summer if approved by the Assistant Director of Recreation.
  2. All funding not used by June 30th will be pulled back into the Emergency Funding pool.
Budget and Finances

Clubs may have one, two, or three accounts.  Each club has a Student Segregated Fee Account.  Clubs may also elect to have an Off-Campus account with a local bank.  Also, some highly financed clubs and clubs interested in collecting donations may also maintain a Foundation account.  Club officers may not keep finances for the club in the form of cash or in their own bank account.

A. STUDENT SEGREGATED FEE ACCOUNT (CAMPUS)

The Campus account is generated through student segregated fees and allocated to the Sport Club program annual through Student Senate.  Access to the money in the Campus account is controlled through the Sport Club office.  This money must be spend by the end of the fiscal year or it will be pulled back into the General Sport Club account.  The Campus account also has more restrictions and guidelines for usage.  Current balances can be found on the FalconSync website or by contact the Sport Club office.

  1. Usage of this money is typically for registration fees, league fees, facility rental, equipment purchases, or travel reimbursement including transportation costs such as travel reimbursement, vehicle rentals, plane tickets, and hotel rooms.
  2. The Sport Club office can assist with all paperwork needed to access the money including competing Travel Expense Reports.  Payments may also be made through a Visa card controlled by the Assistant Director of Campus Recreation.
    1. Please allow a minimum of two (2) weeks for paperwork to be process and the funds to be dispersed.  Funds can be mailed to the individual or scheduled for a pick-up in the Sport Club office unless it requires being sent to an outside company, individual, or University.
  3. New Sport Club Probationary Status
    1. New Sport Clubs will remain on probationary status for one academic year and not receive any allocated funding. These clubs may submit Emergency and One-Shot requests for funding.
    2. After one year, clubs are eligible for 50% of what would be a full share of the Campus account.
    3. After two years, clubs are eligible for a full share (100%) of the Campus account.

B. OFF-CAMPUS ACCOUNT

While clubs are not required to have an Off-Campus account, clubs must maintain finances collected from team dues and fundraisers in an account, not in cash.  Off-Campus accounts give clubs flexibility to deposit and withdraw money as frequently as they wish with limited restrictions.  Many clubs also apply for a debit card for the account so money can be spent by the club officers directly from the account without having to worry about reimbursements.  Also, money in this account will carry-over from year to year.  Off-Campus accounts can be setup at any local bank in River Falls, though it is suggested clubs use the First National Bank with a branch inside the University Center for convenience.  Please contact the Sport Club office for more information on setting up an Off-Campus account.

C. FOUNDATION ACCOUNT

The Foundation account is set up by each individual club based on their desire to collect donations from individuals outside of team members. Those who donate will receive the appropriate tax deduction paperwork. The UWRF Foundation will keep a small percentage of the donated amount. Money in Foundation accounts will carry over from year to year. Some restrictions apply to the money in the account. Please contact the Sport Club office for more information on setting up a Foundation account. 

Point System

The point system was designed to allocate the REC budget fairly between all clubs.  The system gives a value to each form, trip, event, meeting, and requirement the club has.  Points are also earned for different categories more specific to each club such as total membership, league fees paid per year, qualification for playoffs, and facility or equipment rental costs. Therefore, each club will determine their own allocation based on how many points they earn. At the end of the academic year (on or shortly after May 1st), the Executive Council will allocate a dollar amount from the Sport Club Allocation to the point system. The total number of points earned between all clubs divided by the dollar amount will give each a point value. That dollar value times the number of points a club has earned will give each club's allocation.

Example: Team A earned 100 points, Team B earned 90 points, and Team C earned 60 points. The Executive Council allocated $1000 to the point system. Therefore, each point is worth $4 ($1000/250=$4). In this example, Team A would be allocated $400, Team B would be allocated $360, and Team C would be allocated $240 for the following academic year.

A. CLUB REQUIREMENTS: each club has five requirements which must be maintained to remain in good standing as a Sport Club. Each club will forfeit 20% of the annual points earned for each requirement not completed. Sport Clubs unable to maintain good standing may go on probation or be removed from the Sport Club Organization.

  1. Fundraise 50% of Allocation
    1. Clubs are required to raise 50% of their allocation.  Fundraised money is tracked through a five “Fundraiser Notification” form found on the Officer Resource website.
      • Please notify the Campus Recreation Staff of fundraisers prior to the event.  Failure to do so will not result in lost points, but will result in less publicity through the Campus Recreation office.
        • Team Dues are considered fundraising.  The same process of notification online and deposit into the First National Bank account.
  2. Attend All Club Meetings
    1. Annual meetings include RECFest, individual and group Sport Club meetings, Student Organization Summit, and the Spring Leadership Training Series/Budget Meetings.
      • Clubs are not required to attend a different club’s event; however, attendance at another club event will earn multiple points for the club.  In order to receive credit, the club must have 10 members or half of the active roster (whichever is less) at the event.  For proof, please email the Sport Club Office a picture of your team at the event.
  3. Maintain 7+ Active Members
    1. Clubs must maintain seven (7) active UWRF student members.
    2. Active membership is defined as having all team dues paid, all necessary forms complete and turn in to the Sport Clubs Office, participate in 25% of team practices (if applicable for club) –or–  attend 50% of non-qualifying (non-playoff) events.
      • A club may have a more strict definition of “active” in specific club bylaws, but not less.
    3. If an issue is presented with low membership, the Sport Club Office will meet with the Executive Council to decide if a club is placed on membership probation.
    4. Membership probation gives the club one (1) semester to make positive progress towards increasing membership.  At the conclusion of the semester, the Executive Council will re-evaluate the club’s progress.
      • If the club membership returns to seven (7) or more active UWRF student members, the club will return to full status.
      • If the club membership grows but does not yet meet or exceed seven (7) active UWRF student members, it is at the discretion of the Executive Council whether to keep the club on probation for one (1) more semester or not.
      • If the club does not make positive progress towards seven (7) active UWRF student members or fails to obtain seven (7) active UWRF student members at the conclusion of the second semester of probation (granted by the Executive Council), the club will lose UWRF Sport Club status.
        • NOTE:  UWRF Sport Club status does not relate to UWRF Student Organization status. The group may remain a student organization but will report to Student Involvement.
      • An organization losing status as a Sport Club will immediately forfeit their budget to be absorbed by the Sport Club Office.
  4. Maintain Risk Management Officers (RMO)
    1. Each club must maintain Risk Management Officers with current CPR, AED, and First Aid certifications. If the active club roster is less than 10, only one RMO is required. One of the Risk Management Officers may hold another position as a club officer, but not both. Please see Section 13 for more information regarding the RMO.
  5. Spend Entire Allocation
    1. Each club is required to spend their entire allocation from the budget. The budget from the University is a "use it or lose it" account. Each club has until May 1st to completely spend their budget.
      • Please connect with the Sport Club Office to spend money from the account. The Sport Club Office may be able to utilize a contingency fund to assist with minor overages when trying to spend the account down.
        •  Any account with $20 or less will be considered completely spent.
        • Any money left in the account after May 1st will be absorbed by the Sport Club Office and used at the Sport Club Office's discretion.

B. COMMUNITY SERVICE: Clubs may complete community service hours to accumulate more points.  In order to earn points, your club must do 40 hour or 2 hour per active member, whichever is less.  Additional points can be earned for 60 hours (3 hours per person) or 80 hours (4 hours per person).  Community service projects must be completed by 25% of the team or 10 people, whichever is less, with at least 25% being done outside the Sport Clubs organization (working other club events as scorekeeper/event staff).

  1. In order to receive credit for community service projects, the club must complete the “Community Service” form found under Officer Resources on the Sport Club website.
    • It is also suggested, though not required, for the club to take a photo of their club completing community service and email to the Sport Club Office (for Social Media).

C. PAPERWORK: Each club must complete all paperwork required by the Sport Club Office. Most forms will be found on the Sport Clubs website under Officer Resources. Each year will require different paperwork requirements with different due dates. Below are typical forms completed each year with general due dates listed: 

  1. Officer Contact Form: generally due within the first 2 weeks of the academic year or after tryouts; also due after any club officer elections; due at end of year prior to finals.
  2. RECFest: due on the Friday prior to RECFest.
  3. Fall Roster: continually updated throughout the year; due 2 weeks after practice starts; due after tryouts have completed.
  4. Fall Schedule: due as soon as possible to ensure facility reservations and travel accommodations are coordination in a timely manner; must be completed prior to the first event of the semester.
  5. Updated Bylaws: due on November 1st; each club is required to update their club bylaws to ensure current club practices are reflected in the club bylaws.
  6. Spring Schedule: due as soon as possible to ensure facility reservations and travel accommodations are coordinated in a timely manner; must be completed prior to the first event of the semester.
  7. UWRF Email Check: completed randomly throughout the year to ensure club email account is checked.
  8. End of the Year Report: Due by May 1st or after the last competition is completed by the club.
  9. Inventory Report: Due prior to the end of finals; all club inventory must be returned to the proper storage on campus (REC pod, North Campus, etc.).

D. MEMBERSHIP: Clubs earn one point for each member on their roster. A participant must be listed on the club roster, have both liability wavier and medical release forms on file, and be considered "active" within the club to earn a point for the club.

E. LEAGUE, OFFICIAL, AND REGISTRATION FEES: In order to better assist clubs with higher expenses related to competition fees, each club will earn one point for every $50 spent on league fees, officials fees, or registration fees for tournaments and events. Clubs must submit proof (email, invoice, receipt) of payment to the Sport Club Office to receive credit for each fee.

F. LEAGUE, OFFICIAL, AND REGISTRATION FEES (Competitive-Off Campus Clubs Only): In order to better assist clubs with higher expenses, each club will earn one point for every $50 spent on equipment or facility rental fees. Clubs must submit proof (email, invoice, receipt) of payment to the Sport Club Office to receive credit for each fee.

G. TRAVEL: Any club travel which represents UWRF must be reported to and coordinated with the Sport Club Office.  Each club will receive points based on the distance of the trip:  a local trip is considered anything under 225 miles, regional is 226-550 miles, and national is more than 550 miles.  All clubs must also complete three mandatory travel forms:  Pre-Travel Approval, Pre-Travel Itinerary, and Post-Travel Report.  If the Pre-Travel Approval form is not completed on time, the team will not receive travel points for distance traveled and is only eligible for half of the points for each additional form completed on time.  All forms can be found on the Sport Club website under Officer Resources.

  1. Pre-Travel Approval: The pre-travel approval form must be completed NO LESS than 10 days prior to the departure date. This form may be completed by a club as soon as their league or semester schedule is completed. Each approval form is forwarded to and approved by the Sport Club and Events Coordinator, the Director of Recreational Sports, and the Assistant Dean of Students.
    • Each pre-travel form must indicate travel dates, location of trip, anticipated expenses for the trip, and anticipated sources of funding for the trip. You will also be asked about your current balances in the REC, SFO, and Foundation account.
    • In order for clubs to request reimbursement for travel expenses including gas receipts, hotel accommodations, and any vehicle rental/plane ticket fees, the club must have prior approval for travel through the pre-travel approval form.
  2. Pre-Travel Itinerary: The pre-travel itinerary form must be completed PRIOR TO DEPARTURE from River Falls. This form includes specific travel information including drivers, vehicle information, traveling members, and any overnight lodging information.
  3. Post-Travel Report:The post-travel report form must be completed NO LESS than 12 hours after the club has returned to River Falls. The form indicates the club has returned safely to River Falls, the results of the weekend, and any issues or injuries needing follow-up by the Sport Club Office.
Travel Options

Travel can become very expensive for clubs based on the current gas prices, average miles per gallon of automobiles, and number of automobiles needed to transport your club to the event.  It will benefit your club to research different types of transportation to each event.

A. PERSONAL VEHICLES

Personal vehicles are the most frequently used transportation for clubs. Though your club is traveling on “University business,” vehicle owners should be aware the owner’s liability insurance, not the University, will be the primary insurance in the event of an accident. The University does not provide physical damage insurance (comprehensive or collision) on vehicles it does not own.   All passengers must be on the approved travel roster.

  1. Reimbursement for personal vehicles is determined by the round trip mileage of the trip. Mileage allocations are based on University guidelines. For 2019-2020 requests, please use $.575/mile for roundtrip travel under 100 miles and $.352/mile for roundtrip travel over 100 miles.
  2. Clubs can choose to reimburse the full amount or limit to the amount of money spent on gas.  In that case, car owners should fill their car prior to departure for the trip with their own money. As soon as the car owner returns to River Falls, he/she must re-fill the car up. All expenses related to gas purchases are eligible for reimbursement.

B. RENTAL VEHICLES

The University has rental vehicles for club travel purposes.  Clubs may rent either cars or mini-vans with fees per-mile plus fuel.  Prices and charges change frequently depending on type of automobile, distance traveled, days of use, etc. so please contact the Sport Club office to reserve vehicles well in advance.

C. PLANES, TRAINS, AND BUSES

Reservations should be made as far in advance as possible. As you get closer to your departure date, rates will increase. When making a reservation, consider fares that have no penalties for changes or cancellations to the trip. Costs incurred due to non-emergency cancellation or rescheduling of transportation are non-reimbursable. Reimbursement for tickets can be covered by the Campus account given there is enough money in the account to cover all expenses.

Medical Coverage

The Sports Club office, along with the Risk Management Officer on each club, will manage all aspects of liability and medical coverage for the individual Sport Clubs.  Any Risk Management questions can be resolved with Connie Smith, UWRF Risk Management Officer, at (715) 425-4621.

A. MEDICAL INSURANCE

All club members are encouraged to have current medical coverage, either through the University or another provider.  UWRF and the Campus Recreation Department do not provide any type of medical insurance for club participants.

B. PARTICIPATION WAIVERS

  1. Participation Waivers are required by all members attending practice. These forms must be on file with the office no less than 1 week after the first practice by the individual.
  2. Failure to complete the Participation Wavier may result in a loss of facility reservations on campus and/or a hold on the Sport Club budgets including reimbursements due to individuals. 

C. FIRST AID KITS

First aid kits will be ready for check-out prior to departure for traveling clubs.  Kits typically consist of athletic tape, pre-wrap, band aids, and other minor first aid supplies.  Contact the Graduate Assistant Certified Athletic Trainer for special needs within the kit.

D. STUDENT HEALTH CENTER

The Vibrant Health Family Clinic in River Falls provides certain coverage to all UWRF students at minimal to no cost.  For more information including open times, please visit the Student Health Services website at www.uwrf.edu/StudentHealthAndCounseling/StudentHealthServices/RFMC.cfm or call (715) 425-6701.

E. INJURY REPORTS

The Risk Management Officer should complete an Injury Report anytime a club member suffers an injury requiring additional attention.  When a student obtains medical attention due to an injury, please make sure an injury report is filed with the Sport Club office.  Injury Reports can be found in the First Aid Kit and online at www.uwrf.edu/CampusRec/SportClubs/OfficerResources.cfm.  An injury report does not need to be completed if the injury happens at a home contest which is staffed by a Certified Athletic Trainer who will document all injuries treated for the Sport Club office.

Equipment Policy

All equipment purchased by the club is property of the University.  Clubs may use allocated money in their Campus account, money from fundraisers or team dues in the Off-Campus account, money donated to the club through the Foundation account, or apply for an Emergency/One-Shot allocation to purchase equipment.

  1. All equipment must be stored on campus.  Equipment storage is available in the Falcon Center, Karges Gym, IM Complex and possibly at Ramer Field.  For most clubs, the club equipment will be stored in the “Sport Club Storage” at the Falcon Center.  The current location of storage is the back of the Falcon Outdoor Adventure Rental Center in Knowles.
  2. Individuals checking equipment out of the pod must provide a valid student I.D. and individually sign out the equipment with the Campus Rec Staff.  Staff will unlock storage for you to access your equipment.
    1. Individuals who sign out such equipment are fully responsible for its care, return or replacement if destroyed lost or stolen.
  3. All equipment must be returned by the last day of the semester for the J-term/summer unless previous accommodations have been made with the Sport Club office.
  4. All clubs must complete an equipment inventory after all items have been returned.
    1. If equipment is lost, stolen or destroyed, the individual must pay for replacement costs on or before this deadline.
    2. If equipment is not returned or paid for by the deadline, individuals will be billed for the equipment.  Students with outstanding bills may be refused requests for transcripts and may be refused when registering for a new term.
  5. Coaches/instructors/advisers are not allowed to access the pod or keep/store equipment.  Only UWRF students may check-out equipment.
Event Scheduling

Scheduling of all rooms for club meetings in education buildings or the University Center is coordinated through the Campus Reservations at (715) 425-3710 or in 170 University Center.  Meeting rooms should be at no-cost to clubs if schedule far enough in advance.  Please make sure to plan ahead for meetings as there are many night classes and other student groups reserving rooms.

Scheduling of any other campus facility for practice, contests, or events is initiated through the Sport Club office in the Campus Recreation Department.  This includes all facilities at the Falcon Center, Ramer Field, IM Complex, Karges, and Emogene Nelson.

Promotions

Promoting your club or club events is a great way to get the word out to gain membership, fan base, and publicity around campus and throughout the River Falls community.  All promotions representing a UWRF sponsored program must adhere by University standards.  Below is information about ways to promote your club and standards that must be followed.

A. POSTERS AND PRINTING

Material costs including paper, ink, and design fees are at the expense of the club.  The Campus Recreation Department may assist with certain posters, but may also charge for the work depending on the event.  All posters designated for residence halls need to be dropped off at the Office of Residence Life in 3B East Hathorn.

B. SOCIAL MEDIA (FACEBOOK, INSTAGRAM, TWITTER, ETC.)

All clubs are welcome to create and maintain social media sites.  Please make sure new officers are added as administrators when current officers graduate/leave the sport club.  This will ensure multiple pages for one club are not created.

All social media outlets may be monitored by the Sport Club office for content.  As the outlet is a representation of the University, any inappropriate posts, photos, or events are subject to removal and further action through the Hazing or Alcohol, Drugs, and Illegal Activities policy.  Please use these sites for positive club promotion, recruiting, event planning, contest results, and any other positive means of promotion for the club.

  • Facebook pages should be named with “UW-River Falls (gender, if applicable) (sport) Club” with exception of “UW-River Falls Dance ‘Team’".

C. FALCONSYNC WEBSITE

All clubs are required to maintain their FalconSync website.  This site is designed as the official website for the club.  Clubs are able to post events, results, maintain team roster, submit paperwork, post photos, and utilize the site as a main communication link for the club.

D. T-SHIRTS

T-shirt designs and sales are a popular fundraiser completed by clubs each year.  T-shirt designs must be approved prior to ordering or distributing order forms.  In general, t-shirts should maintain the identity of the University of Wisconsin-River Falls as each shirt is a representation of UWRF.  Please submit t-shirt designs to the Sport Club office for approval before submitting an order.

  1. All university marks – the various logos including the falcon head, the acronym UWRF, and the words “University of Wisconsin-River Falls” are all trademarked and protected.  Branding, creating, and protecting these marks comes at a cost.  Producing items bearing any of the registered university marks requires permission from the Office of the Assistant Chancellor for Business and Finance.
  2. Items that are given away are generally exempt from royalty charges.  Items that are purchased by student orgs on a cost-recovery basis are also exempt (if the student org sells the item at cost).
  3. If the item is for resale for a profit, the items are subject to royalty payments.  The vendor producing the item is required to pay a 7.5% royalty to the university on the net sale of licensed merchandise.  The vendor must be an approved vendor (see link below) who files a quarterly royalty reporting form with the payment.

E. SPORT CLUB LOGOS

The following logos have been approved for use by clubs on promotional material.  To get the logo, please visit www.uwrf.edu/campusrec/sportclubs and click on Officer Resources; or contact the Sport Club office directly.

Falcon

falconhead

F. UNIVERSITY COMMUNICATION

Below is a list of approved and un-approved methods of representing our University, city, and department. For more information, visit the University Communications website related to the branding of UW-River Falls (www.uwrf.edu/UniversityCommunications/upload/University-Logo-Standards.pdf), specifically pages 13-19.

Approved:

University of Wisconsin-River Falls
UW-River Falls
UWRF

Not Approved:

University of Wisconsin - River Falls (spaces)
University of Wisconsin--River Falls (large dash)
University of Wisconsin River Falls (no dash)
Univ. of Wisc. -River Falls (abbreviations)
UW River Falls (no dash)
UW - River Falls (spaces and dash)
U.W. River Falls (periods)
U. of W. River Falls (periods and "of")
U.W.R.F. (periods)
UW-RF (dash)

Alcohol, Drug, and Illegal Activity Policy

Alcohol, drugs, and illegal activities use will not be tolerated at any Sport Club event, including but not limited to home contests, away contests, practices, meetings, fundraisers, and socials advertised as Sport Club events including through social media or word-of-mouth (i.e. Sport Club Specific House Party).  If an offense is found to have occurred, a representative from the club will be required to meet with the Executive Council to discuss the violation in question.  The following guidelines will be followed in determining the appropriate action for each violation.  The Executive Council reserves the right to change/advance the process due to severity of infractions.  Clubs could lose all funding and/or be dismissed from the Sport Club Organization on first offense if nature of incident is deemed severe enough.

A. PROBATION

Probation indicates a club will retain the level of “offense” for a designated time frame.  The probations status indicates a time frame when the club is still eligible to move to the next “offense” level.  If the club is able to remain “offense” free for the duration of the probation, the club will return to full status.  If the club has another issue related to policy violation during the probationary status, the club will be assessed the next “offense” level and retain the probation for an additional period.

1st Offense

  • Forfeit 25% of original budget to be absorbed by the Sport Club general account (if not enough funds to cover or if budget is exhausted there will be additional community service with a ratio of dollars to hours).
  • Additional community service to be completed
  • Probation for a minimum of 6 months

2nd Offense

  • Forfeit 50% of original budget to be absorbed by the Sport Club general account (if not enough funds to cover or if budget is exhausted there will be additional community service with a ratio of dollars to hours).
  • Additional community service to be completed
  • Probation for a minimum of 1 calendar year

3rd Offense

  • Loss of Sport Club standing and forfeit of remaining budget to be absorbed by the Sport Club general account.

 *Each offense will be documented and sent to the Office of Student Affairs.

Hazing Policy

Membership in a registered student organization at the University of Wisconsin-River Falls is meant to be a valuable and beneficial experience to every student.  Each organization is encouraged to provide new members with an orientation that is positive, informative, and in alignment with federal, state, and local laws, as well as UWRF policies.  UWRF prohibits hazing in accordance with Wisconsin Statute 948.51.

As defined by the Fraternity Executives Association, hazing is any action taken or situation created, intentionally, whether on or off premises, to produce mental or physical discomfort, embarrassment, harassment, or ridicule.  Such activities and situations can be paddling of any sort, creation of excessive fatigue, physical or psychological shocks, quests, treasure/scavenger hunts, road trips or such activities, warring, apparel which is conspicuous and not normally in good taste, engaging in public student or buffoonery, morally degrading or humiliating games, late work sessions  and any activities that interfere with scholastic activities which are not consistent with the organization laws, rituals, policies, or procedures of UWRF.

UWRF Sport Clubs have a zero tolerance policy on issues of hazing.  If an incident of hazing is brought to the attention of any member of UWRF Sport Clubs and is reported to the Sport Club Office, there will be a thorough investigation into the matter.  Once notified of a possible hazing violation a member of the Sport Clubs Executive Council will contact the appropriate parties within 48 hours to arrange a meeting to discuss the situation.  Attendees of the meeting will include members of the Executive Council, Student Manager, Assistant Director of Campus Recreation, Director of Campus Recreation and those involved in the alleged hazing.

If the incident is found to be a violation of the hazing policy, it will be submitted to the Office of Student Affairs for further review.  If the facts are not conclusive on whether or not there was a violation of the hazing policy, and the incident was reported by a third party, the UWRF Sport Clubs Executive Council reserves the right to withhold funding from the club and require additional community service hours. The club will also be placed on probation pending the review.  Another violation of bylaws occurring during the probation period can lead to further action by the UWRF Sport Clubs Executive Council including dismissal as a Sport Club.

If a club is found in violation of the UWRF Anti-Hazing Policy by the Office of Student Affairs, the club will be immediately suspended as a UWRF Sport Clubs.  Suspension will include forfeiture of all remaining funding, revocation of facility reservations, and use of university purchased equipment for club activity.  The club will also be placed on probation for the following year.  If another violation occurs during probation, the club may be permanently dismissed as a UWRF Sport Clubs.

Contact Us

Sport Clubs

A105 Falcon Center

campusrec@uwrf.edu

(715) 425.4289

 

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