Sport Club Policies and Procedures

Part I: Introduction to Sport Clubs

A Sport Club is a group of students that is voluntarily organized to further their common interests in an activity through participation and competition. The common interests should be competition, instructional, or performance-based and should promote physical activity. Each Sport Club will determine its own membership guidelines, but they must be free of any restrictions or discrimination based on race, color, national or ethnic origin, religion, disability, age, or sexual orientation. Any restrictions based on gender are subject to the approval of Armstrong Atlantic State University and the Department of Recreation & Wellness.

While the Sport Club staff and the Department of Recreation & Wellness assist clubs in their operations, the emphasis is on student leadership and development. Students are directly and ultimately responsible for all aspects of operating and managing a successful and competitive organization. As a result, Sport Clubs present a unique opportunity for students to develop both athletic and leadership abilities, which will assist participants well beyond the years spent at Armstrong Atlantic State University.

Some of the additional advantages of forming a club include:

1. Administrative assistance and guidance
2. Facility reservations and scheduling
3. Equipment storage and check-out – as available and on a limited basis
4. Budget assistance - available and on a limited basis
5. Mailboxes
6. Telephone usage – as available and on a limited basis on long distance phone calls
7. Fundraising assistance
8. Publicity and promotion
9. Copy service – as available and on a limited basis
10. Fax service
11. Assistance in the development of new clubs

This Handbook outlines the policies and procedures of Armstrong Atlantic State University and the Department of Recreation & Wellness that directly affect the safety of the sport club participants and the operation of each club. All individuals who choose to participate in a sport club are required to become familiar with and agree to abide by the guidelines, rules, and requirements for sport clubs instituted by Armstrong Atlantic State University and the Department of Recreation & Wellness, many of which are detailed in this Handbook. As such, all sport club participants, are strongly encouraged to become familiar with the material presented in this Handbook, as well as any additional guidelines established by Armstrong Atlantic State University (particularly Student Activities) or the Department of Recreation & Wellness. The policies and procedures outlined in this handbook are subject to change at any time, provided such changes are adequately distributed.

**Participation in any Club Sports program as a purely voluntary activity. INDIVIDUALS PARTICIPATE AT THEIR OWN RISK. It is the responsibility of each individual sport club member to be aware of the possibilities of bodily or other injury that may occur during the course of participation in a sport club, and to be aware of the fact that each participant will be responsible for any and all costs arising out of injury or property damage sustained through participation.

Part II: Starting and Maintaining a Sport Club

Sport Club Membership

1. In order to be a voting member of a sport club, an individual must be a current AASU student. Other members of the AASU community (faculty/staff) who are affiliated with the club (in other than a coaching role) may only be associate (non-voting) members. Alumni or community members may serve as an instructor or coach for any club, but cannot be an active club participant unless participating with a non-competitive club. Regardless, each club must consist of at least 75% students.


2. All club sport participants, coaches, or instructors—whether voting or associate—must have a completed liability/waiver and have membership form on file prior to participation in any club activity.


3. Unless prohibited by Armstrong Atlantic State University or the Department of Recreation & Wellness, membership in any individual clubs may be governed by the guidelines of that particular club as written in advance in the club's constitution and circulated in advance. For example, clubs may have a designated competitive or traveling team and may “cut” players to form a manageable number of players based on pre-established and disseminated criteria.


4. Any individual wishing to take part in a sport club that trains or meets at the Student Recreation Center, must first become a valid member of the facility. Facility access will not be granted unless the participant holds a current membership at to the SRC.

**Only those members listed on the official club roster (see below) may perform, practice, and/or compete with the club.

Starting a Sport Club
If you have a special interest and can’t find an existing sport club that meets that interest, you may apply to start your own recognized student organization/sport club. Follow these steps to create a new club sport:

1. Check the list of current registered student organizations on the Student Life website to see if the club already exists.
   1. Is there an organization on campus already providing the same or similar activity?
   2. Does an organization exist that might be receptive to your ideas, talents, interests, and enthusiasm?
   3. If you answered yes to either of these questions, please speak with the existing organization to learn how you might become involved. Applications for duplicative clubs will not be accepted.
2. Consider the following questions before you submit an application to become a new recognized student organization/club sport:
   1. How will you define your organization?
   2. What will be your goals and how will you accomplish these goals?
   3. Do you have support from fellow students in this area of interest?
   4. Do you believe these students would be interested in joining the newly formed organization?
   5. What is unique about the organization?
   6. What benefits will this group offer to its members?
   7. What type of commitment will members be required to make?
   8. What will be the typical activities of the organization?
3. Set up a meeting with the Department Of Recreation & Wellness to discuss creating the club.
4. Complete the procedures for becoming a recognized student organization through the Office of Student Activities. For registration information, visit the student life website.
5. Submit copies of the Registration materials (club constitution, roster, practice/game schedule, officer contact list, and proposed budget) to the Department of Recreation and Wellness.
6. After the registration process with Student Activities is completed and the club is a recognized organization, a meeting will be held by the staff of the Department of Recreation & Wellness with the new organization regarding the status of the club as it related to the department as a sport club. No funding or facility space will be allocated to the club until the registration review process is complete and the club has officially been approved for Sport Club status.

Maintaining a Sport Club
To maintain status as an active student organization/sport club, each club must:

1. Keep on file in the Club Sport Office an updated:
   1. Constitution (updated each year)
   2. Roster (updated on a semester basis). A club must always have at least 5 members on its roster to maintain its status as an active club.
   3. Liability/Waiver forms of each member on Roster. (Updated each year)
   4. Practice Request/Game Schedule (Updated each semester)
   5. Officer Contact List. At a minimum, clubs must have a President, a Vice President, and a Treasurer.
   6. Policy and Procedure Contract (updated each year)
   7. Semester and Annual Reports, including a report on the expenses and revenues for each semester.
   8. Inventory Sheet of all University purchased items
   9. Budget Report (submitted annually and revised each semester).
2. Have officer present at all sport club meetings held by the Department of Recreation & Wellness.
3. Attend semester one-on-one meetings as required with the Department of Recreation & Wellness.
4. Submit facility reservation requests as required by the Department of Recreation & Wellness.

Part III: Obligations of Recognized Clubs

As a university recognized student organization and sport club, each club must:

1. Adhere to all policies and procedures that are required to maintain club status.
2. Provide a plan for injuries and insurance:
   1. Participation in the program is voluntary; participants are responsible for their own insurance.
   2. It is highly recommended that all participants receive a physical examination prior to participation.
   3. Each participant shares in the responsibility of safety and agrees to follow safe procedures and to avoid any unnecessary, hazardous situations.
   4. Participants are obligated to wear proper attire for their respective activity and appropriate protective equipment. If the participant chooses not to use such equipment, the participant must realize that he/she is doing so at his/her own risk.
   5. Should an injury occur, an Accident Report Form must be completed and filed (within 48 hours) with the Recreation & Wellness office.
   6. An injured participant is responsible for all financial obligations incurred in any treatment necessitated by an injury.
   7. First Aid Kits are available for "check-out" by clubs during their season.
   8. CPR/AED classes will be offered by Campus Recreation at various times throughout the year. It is required that the risk management officer be certified and strongly advised that 2-3 club members also be certified to assist if an injury occurs during club related activity or travel.
3. Avoid sponsoring or hosting any destructive activities that could tarnish the reputation of the university or cause damage or injury to club sports, the university, personal property, or individuals.
4. Prohibit the use of alcohol and the unlawful manufacturing, distribution, dispensation, possession, or use of illegal drugs or controlled substances during any sport club functions.
5. Prohibit the sexual or anti-discriminatory harassment of all club members in accordance with University policy.
6. Prohibit “hazing” of club members. Hazing is defined below, as well as in the AASU Code of Conduct. Generally, hazing "refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate." (See www.stophazing.org).
7. Remain in good standing with local, regional, and national affiliations as appropriate.

Part IV: Standards of Conduct and Disciplinary Procedures

General Standards of Conduct
As students of Armstrong Atlantic State University, sport club members have an obligation to conduct themselves and their organization in a manner compatible with the University’s philosophy and function as an educational institution. Members of sport clubs are expected to act in a mature and responsible manner both on and off campus and especially while participating in club activities. It is the responsibility of all club members to not engage in any actions that could result in harm to AASU's reputation.

Inappropriate conduct or actions while participating in any sport club related activity could jeopardize the club’s continued status as a recognized Sport Club. Furthermore, club members who participate in any activity which violates University policies, the guidelines of any appropriate national governing body, or federal, state or local law will be subject to disciplinary action by the Department of Recreation & Wellness, Armstrong Atlantic State University, and/or appropriate legal authorities.

Member & Officer Expectations
Here are some examples of the specific basic expectations related to participating in a sport club:
Members Expectations:

• Abide by all policies, rules, and procedures established by Armstrong Atlantic State University and the Department of Recreation & Wellness.
• Have a signed Liability Waiver on file with the Department of Recreation & Wellness prior to any participation with the club;
• Present AASU IDs when entering facilities coordinated by the Department of Recreation & Wellness and enter through the designated access point;
• Be courteous to and respectful of all staff, sport club participants, fans, and members;
• Demonstrate and advocate role modeling and sportsmanship.
• Each participant is responsible for knowing his or her own physical limitations and restrictions and for taking personal responsibility to limit his or her participation to be within the bounds of those limitations and restrictions. Participants are strongly encouraged to seek the advice of a physician prior to participating in a sport club program.

Officer Expectations:

• Be familiar with the information presented in this Handbook and share and enforce the policies with club members, participants, and coaches/instructors;
• Use initiative and good judgment when handling club matters;
• Develop a club constitution containing information that is applicable and unique to the club;
• Maintain good communication with the Department of Recreation & Wellness;
• Turn in all forms, as required, to the Department of Recreation & Wellness;
• Ensure that an updated copy of the club’s constitution is on file with the Department of Recreation & Wellness.
• Submit all forms and paperwork complete and on-time, including travel rosters, facility reservation requests, etc.
• Prepare and submit accident/incident reports completely and in a timely manner.
• Attend all mandatory club meetings. It is recommended that 2 officers attend.
• Meet with the Department of Recreation & Wellness at least once per semester;
• Hold regular club meetings to discuss any and all necessary club business with the membership.

Alcohol and Other Drug Use
Armstrong community members owe it to themselves and others to make educated decisions about their use or distribution of alcohol and other drugs. The university respects and adheres to state laws governing the sale, use, possession and transportation of alcohol and/or other drugs.

When student organizations sponsor off campus events at which alcoholic beverages are sold and/or offered for consumption, the organization and its officers shall be solely responsible for the conduct of such affairs in accord with civil law and university policies, including the alcohol policy. For further information, please consult the Student Activities “Student Handbook" on the Student life website.

Hazing
“Hazing” is frequently defined as any intentional, knowing, or reckless act committed by a student, whether individually or in concert with other persons, against another student, and in which both of the following apply:

1. The act was committed in connection with an initiation into, an affiliation with, or the maintenance of membership in any organization that is affiliated with the university.
2. The act contributes to a substantial risk of potential physical injury, mental harm, or degradation or causes physical injury, mental harm or personal degradation.

Hazing includes, but is not limited to,

1. Paddling in any form,
2. Physical or psychological shocks,
3. Late work sessions that interfere with scholastic activities,
4. Advocating or promoting alcohol or substance abuse,
5. Tests of endurance,
6. Submission of members or prospective members to potentially dangerous or hazardous circumstances or activities which have a foreseeable potential for resulting in personal injury,
7. Any activity which by its nature may have a potential to cause mental distress, panic, human degradation, or embarrassment.

Hazing is illegal and is prohibited at Armstrong Atlantic State University. Any solicitation to engage in hazing is prohibited. Aiding and abetting another person who is engaging in hazing is prohibited. All students, faculty, and staff must make reasonable measures within the scope of their individual authority to prevent violations of this policy. It is not a defense to a violation that the hazing victim consented in the hazing activity.

Violations of this policy or interference in an investigation under this policy by students or student organizations are subject to sanctions.

Disciplinary Procedures & Process
All Sport Clubs and their members and officers have an obligation to follow all of the policies, procedures, and standards of conduct set forth in this Handbook, the Code of Conduct, guidelines of any appropriate national governing body, or directives otherwise articulated by the Department of Recreation & Wellness or Armstrong Atlantic State University. Disciplinary action may result from failure to follow any of policy, procedure, standard of conduct, guideline, or other expectation.

Sanctions that may be applied to clubs or individuals could include:

1. Loss of copying/printing privileges
2. Loss of ability to reserve and use facility space for practice/competition or store/use equipment
3. Denial of Funding
4. Loss of travel authorization
5. Removal of individuals from the club
6. Removal of officers, advisors, or coaches from their respective positions
7. Letter to the National Governing Body removing the club from participation
8. Loss of club sport status
9. Individual or club probation
10. Other disciplinary action by the Department of Campus Recreation of the University

Part V: Officers and Coaches

In addition to the "Officer Expectations" detailed above, the following are guidelines designed to assist in determining the duties of Club leadership:

Officers—Student Responsibility & Suggested Roles
**Only AASU students may hold officer positions**

Clubs are run by students. The success or failure of any club is determined by the students. Officers must know the exact status of the club (financial, compliance, and members’ involvement). Responsibility for the success of the club rests on the officers’ and members’ shoulders, not the coach’s.

Since, clubs are both student-run and self administered the management of club business is the responsibility of the officers. Each club should identify the responsibilities of its officers. These duties must be outlined in each club's constitution.

The following list of suggested duties should serve as a guideline and checklist to assist in the smooth operation of the club:

1. President (mandatory position):
   1. Provide overall vision and direction for the club
   2. Serve as a liaison between the club and the Department of Recreation & Wellness
   3. Attend assigned club sport meetings
   4. Check the club mailbox on regular occurrence
   5. Work with other club members to promote the club (or appoint a publicity chairperson)
   6. Report results of competitions within 48 hours to the Department of Recreation & Wellness
   7. Notify the Department of Recreation & Wellness immediately of any schedule changes
   8. Assure members are up-to-date on policies and procedures from Handbook
   9. Train future president on duties and procedures
   10. Maintain inventory of club equipment and supplies
   11. Submit necessary paperwork, forms, and reports by the indicated deadlines
   12. Delegate responsibility to involve other club members
2. Vice President (mandatory position):
   1. Preside over club meetings and business during the president’s absence
   2. Attend mandatory meetings with or in the absence of the president
   3. Assist the president as needed
   4. Learn the role of the president (typically this position will later become the club president)
3. Treasurer (mandatory position):
   1. Collect dues (if club collects dues) and keep an accurate financial record
   1. Keep all receipts to document expenditures.
   2. Work with president in budget preparation
4. Risk Management Officer (mandatory position for contact clubs)
   Club members are expected to place the highest priority on safety and risk management. All clubs must have a Risk Management Officer. The Risk Management Officer is responsible for:
   1. Maintaining current CPR/AED certification and ensuring that at least one CPR/AED certified club member is present at all club activities.
   2. Attending meetings and ensuring that the club has and adheres to a comprehensive risk management plan.
   3. Reporting all safety concerns, issues and incidents to the Department of Recreation & Wellness in a timely manner.
   4. Inspecting all equipment and facilities utilized by the club and report all maintenance and repair needs to the facility management.
   5. Ensuring that club members are thoroughly familiar with the evacuation plan for relevant facilities and the emergency action plan for events.
   6. Ensuring that a copy of all liability/waiver forms and emergency procedures are present during any club travel.
   7. Filling out team accident/incident reports when necessary and turn them in within 48 hours of the occurrence.
5. Secretary (optional position):
   1. Attend all club meetings and record minutes
   2. Conduct correspondence for the club and update the club roster and Submit any changes to the Club Sport Office

Passing the Baton—Can the club survive without you?
A smooth transition between incoming and outgoing officers is essential for the survival of any club. For this reason, it is helpful to keep a survival notebook for the club to pass along to the next president. This book might include:

• Special contact people (to call for game scheduling, businesses to contact for donations, etc.);
• Evaluations of and ideas for fundraising and other special projects;
• Old flyers used for publicity;
• Budget summaries;
• Needs and ideas for the following year

This notebook is generally kept by the President, and can become an invaluable tool for the next person who follows in this position. Juggling Responsibilities Many clubs start enthusiastically only to fizzle out before the end of the year. This dilemma is usually the result of one person (commonly the president) trying to take care of every club detail, but one person alone cannot successfully accomplish everything pertaining to the club along with schoolwork.

In order to be successful, presidents need to delegate responsibilities to other club members, keeping these tips in mind: Not everyone is suitable for every job. Let a person who is good with numbers take care of finances, a person who is outgoing take care of contacting other schools for matches, etc. A proper match of person with task is essential for success.

Coaches/Instructors
A club is first and foremost a student organization. A coach should restrict their contributions to coaching/advising and should minimize active involvement in the club. The philosophy and key to the success of the sport club program has been the continued emphasis placed on student leadership and participation. Clubs are designed to allow students to handle the leadership roles including, but not limited to administering a budget, securing facilities, scheduling contests, and arranging for travel, etc. Being a coach is a position of SERVICE and should be spent serving the club and its members. How much time is spent though, is up to the coach. Please remember that students grow through the responsibility of leading a club: coaches are not to run the club for officers or to perform their duties. They should let the club succeed or fail, acting as a mentor and supporting good decision-making. Coaches should be mindful in the relationship with the students and in turn, will see the members grow and mature, learning skills and habits useful throughout their lives. This is an important purpose of student organizations.

The Department of Recreation & Wellness does not have the expertise to determine the technical skills of a coach/instructor and, therefore, rely on the judgment of the club sport members to evaluate those qualities and skills. However, selection of coaches and instructors is always subject to the approval of the Department of Recreation & Wellness. Coaches/instructors may be students, faculty, staff, or community members. Coaches who are community members will be allowed access to the Student Recreation Center only during scheduled club activities.

COACHES/INSTRUCTORS ARE VOLUNTEERS AND ARE NOT EMPLOYEES OF ARMSTRONG ATLANTIC STATE UNIVERSITY. COACH/INSTRUCTORS MAY NOT RECEIVE ANY PAY OR RENUMERATION FOR THEIR RESPONSIBILITIES THROUGH UNIVERSITY FUNDS.

The following are recommended duties of a sport club coach/instructor:

1. Develop and improve skills of club members
2. Assist club officers in scheduling practices and games
3. Develop and employ safety practices for all participants to include the inspection of gear and the reporting of any hazardous facility condition
4. Attend games and practices
5. Promote good sportsmanship on and off the field
6. Help advise students on equipment purchases that may be necessary for practices and games

Part VI: Risk Management

CPR/AED
It is required that at least one club member for clubs with contact (Risk Management Officer) be CPR and AED certified and recommended that this person also be First Aid certified. Certification opportunities will be available to club members for FREE. However, if the risk management officer is unable to attend the scheduled certification, they will be required to obtain the certification at their own cost and turn copies of their cards into the Department of Recreation & Wellness prior to being able to hold any club functions. It is the duty of the Club President to assure that at least one individual that is CPR/AED certified is present at any sanctioned club activity.

First Aid Kits
First aid kits will be made available on a check out basis for club functions. These kits will generally be stocked with ice packs, band-aids, gauze, alcohol swipes, gloves, CPR mask, trash bag, biohazard bag, first aid tape, antibiotic ointment, scissors, and an accident report form.

Injuries/Incidents

1. Minimize the occurrence of accidents and injuries through sound risk management practices.
2. Follow appropriate documentation procedures should an injury occur.
3. If on campus, contact the facility supervisor to assist with the injury and fill out the accident report.
4. If off campus, the risk management officer should fill out an accident report form and submit to the Department of Recreation & Wellness within 48 hours. If it is an emergency, contact the office as soon as possible

**Each participant must have a liability/waiver filled out and on file with the Department of Recreation & Wellness prior to participating in any club activity**

Lightning
In the event lightning is spotted:

1. Seek shelter immediately in buildings or cars/trucks. All outdoor activity should be postponed.
2. Avoid open areas, elevated ground, water, flagpoles, tall trees, metal fences, golf carts or mowers, cellular phones, and radios.
3. Wait at least thirty minutes after the lightning has ended before resuming activities.

Emergency Procedures
For minor injuries:

• A qualified individual may render first aid as required on the spot
• Complete an accident report form and submit it to the Club Sport Office within 48 hours

For injuries requiring medical attention:

• Do not allow the injured party to go to a medical facility unescorted.
• Complete an Injury Report form and submit it to the Club Sport Office within 48 hours.

For emergencies:

• Call 911 and request EMS
• Explain the nature of the emergency and inform them that no EMT is on the scene
• Give them clear and specific directions to the site.
• Provide the name and exact location of the victim a brief description of the injury, identification of the caller, and phone number.
• Provide any necessary CPR.
• If on campus, contact University Police (912-344-4444)
• Meet or designate someone to meet personnel at the entrance to the building or scene of the accident and guide them to the injured party.
• Emergency personnel will be responsible for determining if and how the injured party shall be transported.

Part VII: Travel Policies

Making the Decision to Take a Trip
As the club makes the decision to take a club trip, here are some of the general issues to consider:

• Is this trip something the club should do?
• Is the trip in line with the mission and purpose of the club?
• Is the trip inline with the club's vision and goals?
• Does the club have the capability to plan such a trip?
• Does this trip make sense for the club’s membership?
• What is the expected outcome?
• Have club members assessed the risk associated with this trip?
• Has the club made decisions about accepting, reducing, or eliminating those areas of risk?
• Has the club discussed a trip with the coach/instructor?
• Has the trip been approved through the proper decision making process?

HAS THE CLUB FOLLOWED THE AUTHORIZED TRAVEL PROCEDURES?

Authorized Travel
Travel not authorized is in violation of travel guidelines and will result in sanctions including fines, loss of benefits, and/or loss of recognized status.

It is important to obtain travel authorization so that the Department of Recreation & Wellness can assist the club with trip planning, managing risk (particularly when club members will be driving), and travel arrangements generally. Additionally, authorizing travel ensures that each club is complying with travel guidelines established by Armstrong Atlantic State University. In short, authorizing travel through the Department of Recreation & Wellness helps protect a club and its members from the risks of travel. To do this effectively, club officers should speak with the Department of Recreation & Wellness about trip planning prior to travel. The Department of Recreation & Wellness will work with the club to ensure that travel is properly authorized, including filling out all of the required forms. ALL forms must be completed prior to travel if the travel is to be considered authorized travel.

Required Documentation
The following documentation is required for Travel Authorization:

• Club Sport Trip Itinerary – will include the following information:
  1. Club name;
  2. Name of the scheduled tournament or opponent;
  3. Location of the tournament/contest (city and state);
  4. Tournament or contest date(s);
  5. Estimated time of departure and return;
• Who's Traveling Form – will list the names (first and last) of all students who will be traveling.


• Driver’s Form – All students who drive vehicles during club travel, whether privately owned or commercially rented must complete the Driver’s Form for any individual that may potentially be driving during the trip. This needs to be done once during the year for each potential driver. The information collected will be driver’s license information, insurance information, and registration information


• Waiver & Release Forms – Waiver & Release Forms must be completed for EVERY PARTICIPANT WHO IS TRAVELLING. One master set stays with the Club Sport Office and one travels in the same vehicle as each student. Any student that does not have a liability/waiver on file in the Club Sport office will put the club in jeopardy of not being authorized for travel to the event. The Risk Management Officer is expected to assure that these documents are with the club on all trips.


• Emergency Procedures – The club must bring a copy of the emergency procedures with them to all events to which they travel. The Risk Management Officer is expected to assure that these documents are with the club on all trips.

**All documentation is due one week in advance to the Department of Recreation & Wellness, except for the Who's Traveling Form, which is due 48 hours in advance.**

What documentation should go with the club on the trip?

• Cell Phones: one for each vehicle/group leader
• Credit Cards (for gas or emergencies)
• Maps of route/directions
• What happens if the club gets separated on the road? Have a plan!
• Accommodations – where is the club staying? Have all contact information in each car.
• Waiver & Release Forms: two sets,

Travel Options
Clubs can choose from a variety of modes of transportation including airlines, chartered buses, commercial rental vans and buses, and private vehicles to get to their competition sites. Each option has its own benefits and challenges. Weighing those benefits and challenges is an important part of choosing the best mode of travel. The following information pertains primarily to ground transportation, as the vast majority of travel takes place in this format.

Chartered Bus Service
Chartered bus service is a safe and easy form of transportation. Chartered services are typically more expensive than other modes of transportation because of the cost of the certified driver, particularly if the trip lasts more than one day. However, the charter service does provide a licensed driver and the club can just to sit back and enjoy the ride.

Commercial Rental Vehicles
Commercial rental vehicles are a common form of transportation for clubs on a limited budget, because the vehicle is driven by a member of the club, rather than a certified/licensed driver, thus saving money. However, the risks associated with driving a high occupancy vehicle need to be considered. Much data exists on the risks associated with high-occupancy vehicles. Accidents can occur more frequently when the vehicles are driven by people not accustomed to the larger vehicle’s size and weight.

University Vehicles
Sport Clubs do not have access to University vehicles.

Privately Owned Vehicles
While private automobiles provide a very cost effective means of transportation, there are disadvantages that must be considered. Liability issues should be a primary concern for organizations that choose to use personal automobiles to travel. Be sure that each vehicle has appropriate insurance, current inspection and registration as required, and that individuals traveling in private vehicles understand that they do so at their own risk. Drivers need to be aware that by choosing to drive, they assume responsibility for the safety of those traveling in their vehicle. This means that drivers must follow all traffic laws and safety guidelines, and should also make sure that their vehicle is in a safe working condition before beginning the trip. Additionally, there are risks associated with driving a high occupancy vehicle need to be considered. Much data exists on the risks associated with high-occupancy vehicles. Accidents can occur more frequently when the vehicles are driven by people not accustomed to the larger vehicle’s size and weight.

Driver Selection
All drivers (whether in rental vehicles or private owned vehicles) will be required to complete a Driver Form prior to each trip. In order for an individual to be eligible to drive during club sport trips, a driver must:

1. be at least 18 years of age;
2. have a valid Georgia or other state driver license;
3. have current vehicle registration (if driving a private vehicle);
4. possess personal automobile insurance coverage as mandated by the State of Georgia;
5. agree to obey all local, state and federal traffic laws;
6. agree not to drive under the influence of alcohol or any illegal drug;
7. agree not to possess or transport any alcohol, illegal drugs, firearms or weapons;
8. agree to wear a seatbelt and require all passengers to wear a seatbelt;
9. agree to abstain from horseplay, racing or other distracting or aggressive behavior;
10. not permit any unauthorized persons to drive the vehicle.

Emergency Procedures
If you are involved in an accident:

• Stop immediately and notify the local police or call 911.
• Fill out a police report (necessary for insurance purposes).
• Obtain the names and addresses of all witnesses.
• Do not make any statements as to who is at fault. Do not make any offers to pay damages. Fault or legal liability will be decided by the appropriate authorities.
• If you are driving a rental vehicle, follow the notification and emergency procedures outlined in the rental packet.

If someone is injured in the accident or while participating in the event:

• Call 911 immediately and obtain medical attention.
• Notify the Club Sport office immediately after taking any steps necessary for emergency care. Call 773-325-4556 (office), 773-325-4555 (front desk), 801-540-9859 (Assistant Director cell), 773-447-9984 (Associate Director’s cell). Should a major accident or injury occur, also contact (773) 325-7777 (Public Safety) and (773) 325-7290 (Dean of Students).

Travel Confirmation Letters
Occasionally, club members will need to be absent from classes in order to attend scheduled club sport competitions. At such times, club members can prevent misunderstandings and academic difficulties by obtaining a letter from the Department of Recreation & Wellness verifying the club’s plans to travel and compete. If a letter is needed, it must be requested at least 1 week prior to leaving for travel. Sport Club travel is not a university excused absence. Therefore, trip confirmation letters do not mandate that professors excuse the absence. To avoid a negative situation, club members are highly encouraged to discuss class absences as a result of club sport participation with their professors in advance. Club members are responsible for all work missed during their absence and are required to comply with their instructor’s demands for rescheduled or make-up exams and assignments.

Behavioral Expectations During the Trip
As representatives of Armstrong Atlantic State University and the Department of Recreation & Wellness, all sport club members are expected to conduct themselves in an appropriate manner when traveling. Member behavior can impact a club's reputation as well as the reputation of AASU. The policies and procedures of the University and those articulated in this Handbook are in effect when clubs travel. Reports of violations or any other activities that negatively reflect upon the University may result in disciplinary actions.

Part VIII: University Licensing and Trademark

The official Armstrong Atlantic logo, or visual identification, is a distinctive compass rose accompanied by the words AASU Armstrong Atlantic State University. The words are sized and spaced specifically for visual impact and are as much a part of the total design as the points of the compass. Any design that may cause confusion as to the reference of trademark in the minds of the public is an infringement on the University's trademark rights.

When To Contact AASU'S Marketing & Communications Office

1. Whenever putting a design on any type of product. For example, putting a design or words "Armstrong Atlantic State University or AASU" on t-shirts, sweatshirts, mugs and other promotional material.
2. When making a department or organization purchase, to find out if a vendor is licensed by the University to use our marks.
3. To find out if a design is a registered trademark.
4. When a preferred vendor wants to become licensed with AASU.
5. To obtain camera-ready artwork.
6. For answers to any questions regarding AASU's licensing program.
Plan ahead and call the licensing office early so the process of ordering, production and delivery goes smoothly and deadlines are met.

For more information on the artistic use of the logo or the compass rose, contact Joan Lehon, publications specialist, at 344.2766 or .(JavaScript must be enabled to view this email address).

Part IX: Armstrong Services Available to Clubs

Facilities & Playing Field Use
One of the benefits sport clubs enjoy is the use of facilities and playing fields on campus. Unless additional support staff is needed to assist in the coverage of the event, this use is usually at NO COST to the sport club. This is for locations and spaces directly supervised by the Department of Recreation & Wellness. Other university of athletic spaces may require a fee.

Some things to remember regarding the use of AASU facilities:

1. Make facility requests by designated dates (space is assigned each semester).
2. Space requests for single events, should be made as far in advance as possible.
Tournaments, practices with other institutions, and seminars will be approved on a case by case basis.
3. Each club is responsible for any damage incurred while using the facility or field. In addition, the club is responsible for the conduct of its participants.
4. Proper identification will be necessary to gain access to the facility.
5. If an instructor/coach requires access to the facility, arrangements need to be made with the Department of Recreation & Wellness office at least 48 hours in advance.
6. University facilities may not be used for commercial purposes or for personal gain.
7. Adhere to scheduled times. If a practice is from 5pm-7pm, the practice (including set-up) must start at 5pm and end (including tear-down) at 7pm. Do not abuse the time allotted.
8. Understand that with limited space, clubs may have to share space locations with other groups (intramural sports, reservations, ect.).

Telephone, Fax, and Copies
Telephones may be available to clubs in the Department of Recreation & Wellness on an as-available basis. In addition, clubs may have access to a fax machine for club purposes and to a limited number of copies from the copier. Clubs must request copy privileges from a member of the professional staff.

Mailboxes
Clubs each have a mailbox in the office of the Student Recreation Center. The mailboxes will be accessible during building operation hours. Only officers may have this access, and must be prepared to show identification.

Equipment and Equipment Storage

1. All club equipment purchased by Armstrong Atlantic State University funds becomes the property of Armstrong Atlantic State University.
2. Sport Clubs equipment may be used only during the club’s activity season. During the remainder of the year, it must be securely stored. Storage arrangements must be made with the Department of Recreation & Wellness.
3. All equipment and supplies must be issued under the direction of the Department of Recreation & Wellness and with the assistance of the club president and/or club equipment manager.
4. Any equipment not turned in will be charged against the club and/or its members.
5. Equipment may not be modified in appearance, representation, and /or functionality

Publicity
Publicity is crucial for all clubs to attract new members and inform others of club activities. Clubs are encouraged to use a variety of methods for exposure.

1. Appoint a Publicity Chairperson for the club.
2. Promote the club during the Organization Fair.
3. Publicize regular meetings, games, and special events through:
   1. Club flyers, posters, handbills, and promotional wall advertisements
   2. Campus bulletin boards
   3. Newspaper - The Inkwell

The use of flyers, posters, handbills and promo walls must be in compliance with all relevant university posting policies. Contact Joan Lehon, publications specialist, at 344.2766 or .(JavaScript must be enabled to view this email address).

Part X: Finances

Clubs may receive funds from a variety of sources:

1. Membership Dues
   1. Dues must be established in advance by the membership of the respective clubs, approved by the Department of Recreation & Wellness, and written in the club's constitution.
   2. Clubs are encouraged to use good judgment when establishing dues. It should be understood that dues are supplementary funds to be established at a moderate rate.
   3. Funds received from dues should be deposited directly in the club's account and may be spent, as the club deems necessary.
2. Fundraising
   1. A fundraising request form must be completed and turned in to the Department of Recreation & Wellness at least 1 week prior to beginning any fundraising. These projects must be in compliance with the University Solicitation Policy and any state or local laws regarding fundraising activities.
   2. In order to accept donations, clubs must insure that they handle gifts according to the donor's specifications and that the donor is able to take advantage of any tax benefits. The procedures for this are:
      1. Register the fundraising activity with the Department of Recreation & Wellness.
      2. Checks should be made payable to “Armstrong Atlantic State University.”
      3. A cover letter should accompany the check specifying that the donation be made to a specific club. It should also be noted on the check that the gift is earmarked for that club.
   3. If the funds came from a donor, the club should send a letter of receipt and appreciation to the donor, and the money will be deposited in the club's account.
3. Departmental Funding
   Sport clubs may request funs from the Department of Recreation & Wellness. Funds should be requested on a semester basis, not individual ones. Departmental funding is limited and will be divided between all clubs to maximize effectiveness.

Reporting funds and transactions
Accompanying each semester report should be:

1. A report showing the club's revenues and expenses for the previous semester.
2. A report showing the club's projected revenues and expenses for the upcoming semester.
3. These reports should be turned into the Club Sport Office and should be completed by either the Club President or his/her designee (preferably the Club Treasurer).
4. These reports should be made available to all members of the club.

Budgeting Suggestions
The following suggestions should help with the coordination and effective management of club funds:

1. Set a budget at the beginning of the year and track it each semester.
2. Stay within the budget. Spend the club's money carefully and make sure expenses will assist the club in reaching its goals. Receipt all expenses, keep copies of invoices, and record all deposits. Keep track of all money that is spent and deposited.
3. Pay all bills in a timely manner.
4. The treasurer should approve all expenditures. Require all club members to obtain approval before they pay for anything for which they expect reimbursement. Demand receipts and do not reimburse members for expenditures not approved in advance: No approval and/or no receipts = No reimbursement.
5. Devise a separate budget for major events (i.e. hosting a tournament, staging a fundraiser, etc.) that itemizes all projected income and expenses.
6. Receipt all income received. Be sure to record and deposit any cash received on the day it was received.