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Campus Recreation Club Sports Member Handbook

Contact Information

Campus Recreation Staff

Introduction

SUNY Brockport Club Sports program operates under the guidance of the Office of Campus Recreation; and the Division of Student Affairs. Students who organize and manage clubs determine their success and ultimately the club sports program. Without strong student leadership, clubs may find it difficult to operate successfully. This handbook will assist members to effectively operate a club.

Club Sports Defined

A club is a student-run recognized organization formed by students interested in participating in a sport or recreational activity.

The Club Sports program provides students an opportunity to participate in a variety of activities promoting social interaction, physical activity, skill development and teamwork, in a safe and enjoyable environment. The program provides students with opportunities to gain valuable administrative experience by refining leadership, communication, and decision-making skills.

Club Sports Schedules

Clubs may only be active when classes are in session. Any alternative activity must be approved by the Club Sports Coordinator (Dylan Hill). Club activity is prohibited during Moratorium week (midnight of the last day of classes until midnight of the last day of exams – both semesters). Club funds may be used during winter break – excluding travel. All club spending must be completed by midnight on the last day of classes in the spring, and, is prohibited Moratorium week in May until the first day of classes the following fall. All club accounts are suspended during this time.

Initiating a New Club

Students interested in forming a new club or reorganizing an inactive club must follow the procedure outlined here. An inactive club is defined as: A club that has been suspended, terminated and/or has ceased to exist for at least one (1) year, or a club that has not received allocated funds (from Campus Recreation) for at least one (1) year.

To establish a new club, submit the Club Sport Application. This can be also found on the Campus Recreation website in the Forms section under Club Sports on the left side of the page. A meeting will be scheduled with the Coordinator to discuss available access to facility space for the club to practice and/or compete, available funding, safety, etc.

Once the Application is submitted, the Club Sports Coordinator will schedule a meeting with the Club Sports Executive Committee (CSEC). The purpose of this meeting is to allow interested students an opportunity to present their request to the CSEC, which is then responsible for submitting a written recommendation to the Coordinator. Once the written recommendation is received, the Coordinator will consider the recommendation and make a final decision. Regardless of the decision, the Coordinator will meet with the interested students to explain the decision.

When a club is approved, it may begin operating as soon as the following semester. Detailed guidelines will be provided by the Club Sports office and the CSEC. New clubs must operate for a one-year probationary period without receiving funds (from Campus Recreation). Clubs on probation may use fundraising money but do not earn a fundraise bonus.

If a club is not approved, it may apply for club status the following semester.

The Role of the Office of Campus Recreation

Campus Recreation serves multiple roles pertaining to the Club Sports program. Services and resources provided to club sports include (but are not limited to):

  • The Club Sports Coordinator serves as an advisor for each club
  • Managing Club Sports funds
  • Ensuring that clubs follow documented policies and procedures
  • Revising and adding new policies and procedures as necessary
  • Providing equipment storage
  • Scheduling use of facilities

The Campus Recreation staff maintains an open door policy. Students are invited to stop by at any time during regular office hours to discuss concerns or to offer suggestions.

Membership Requirements

Members of a club sport must satisfy the following requirements:

  • Be classified as a full time SUNY Brockport student who has paid the BSG mandatory fee.
  • Submit a participation packet via DoSportsEasy (DSE). (Link is located on the Campus Recreation website and myBrockport)
  • Varsity athletes may only participate in Club Sports during their off-season. They may only participate in Club Sports that are unrelated to the varsity team they are a member of.
    • Please note that participation in Club Sports does impact NCAA eligibility as a student athlete. For more information, visit the NCAA website.

Participation Guidelines

Club Sports Code of Conduct

Club members have an obligation to conduct themselves and their club management in a manner consistent with all applicable university policies, local and state federal laws. Members must always act in a mature and responsible manner whether participating in an official event or socializing with a group of friends on, or off-campus. All members must abide by the rules and policies outlined in the current Code of Student Conduct Handbook as well as those outlined in this handbook.

Disciplinary Actions

Clubs/members must abide by the rules and policies outlined in the current Code of Student Conduct handbook. Any violation of these policies, including alcohol or hazing violations, will be referred to the Campus Judicial System or University Police for possible disciplinary action. Campus Recreation may suspend a club/member involved in an alleged violation pending the outcome of the Judicial System or Police investigation.

Any violation of the policies and procedures listed in this handbook, not covered in the “Code of Student Conduct” shall be referred to as an administrative violation. If an administrative violation occurs, the Coordinator will meet with the club president and any involved member(s) to determine if disciplinary action shall be taken.

Discipline for administrative violations will vary based upon the severity of the violation and/or the history of the club/member. Following is a list of potential discipline (this list is not all-inclusive):

  • Possible Member Discipline
    • Probation
    • Practice restriction
    • Competition/Performance restriction
    • Removal from club
  • Possible Club Discipline
    • Probation
    • Practice restriction
    • Travel restriction
    • Funding restriction
    • Suspension of club
    • Termination of club status

Appeal Process

Only disciplinary decisions by Campus Recreation may be appealed to the Club Sports Executive Committee (CSEC). If a club/member appeals a decision any sanction(s) issued remain in place during the appeal process.

To appeal club/member must submit a written statement that includes a specific reason for the appeal to the Coordinator within seven (7) business days from the date of the decision notification letter. CSEC will then schedule a hearing.

No Campus Recreation staff nor any club/member may discuss the appeal with the CSEC prior to the hearing. The only individuals permitted at the appeal are a staff member of Campus Recreation, a club representative, all members directly involved, and any witnesses.

The following procedure shall be followed when conducting a hearing.

  1. The Coordinator has 10 minutes to present their case.
  2. The club/member involved has 10 minutes to present their case.
  3. The Coordinator has 5 minutes for rebuttal and/or closing.
  4. The club/member has 5 minutes for rebuttal and/or closing.
  5. The CSEC has an indefinite period of time to make further inquiries.

The CSEC must provide a written decision to Campus Recreation and other parties involved within two (2) business days. The CSEC may support, reduce, or dismiss the sanctions issued by Campus Recreation. Regardless of the outcome, the complete matter may be placed in the clubs file and may be referenced in future disciplinary actions.

If an appeal involves a club/member where a member is serving on the CSEC, that member shall abstain from any involvement in the appeal.

Decisions made by the Campus Judicial System, University Police, or other outside agency may not be appealed to the CSEC.

Officers

All Club Sports are required to hold annual elections for the club’s officer positions. Elections must be held by the second Monday of April each year to elect or re-elect officers for the following school year. Each Club President is required to update their officers by this date with the Club Sports Graduate Assistant. It is imperative that officer information is updated and accurate with the Department of Campus Recreation.

It is required that each club elect a president, vice president, and travel officer. It is recommended each club have a treasurer, secretary, marketing and fundraising officer to assist in the organization and administration of the club.

Clubs are required to maintain safety officers as described in the safety system section of this handbook.

Following is a list of the general responsibilities of club officers (this list is not all-inclusive).

  • Operate the club according to the standards and guidelines in this handbook, the Code of Student Conduct Handbook and BSG guidelines.
  • Inform members of the proper techniques to ensure safe participation. If needed, seek outside resources to assist with instruction.
  • Organize participation in community service and fundraising efforts throughout the year.
  • Provide proper leadership to assist with the transition from year to year.
  • Establish good communication with the Campus Recreation staff, members, and other officers.
  • Abide by the club’s constitution.

The following is a list of Officer’s Responsibilities:

  • President – preside over club meetings and conduct club business; inform members of pertinent information, attend club officer meetings; delegate authority to other officers and members as needed; approve all budget matters; assist in the training of future club officers; ensure that all required paperwork is completed and timely submitted; ensure all rules, regulations, and policies are followed; and organize the preparation of the annual funding allocation procedure.
  • Vice-President – assist the President with the responsibilities listed above, complete and submit forms, maintain, and order equipment, and assist with the preparation of the annual funding allocation procedure.
  • Travel Officer – Will serve as the club point of contact for all travel. Complete and submit all pertinent club travel forms at least 3 days prior to travel. Email the Coordinator upon arrival in Brockport confirming that the club is home. Complete a report on DSE 24 hours upon return. (Travel officers may hold another officer title within the club).
  • Secretary – record and circulate minutes from all meetings, establish and maintain game schedules, check the club’s mailbox daily, assist the vice-president with the completion of all required paperwork, and assist with the preparation of the annual funding allocation procedure.
  • Treasurer – collect and submit fund raised money within 48 hours of the conclusion of the event, prepare the annual budget, and assist with the preparation of the annual funding allocation procedure.
  • Marketing – create and develop new innovative ways to communicate the clubs’ message to prospective, current students, and the Campus Community.
  • Fundraising – responsible for the coordination of fundraising events an initiative for the club. The fundraising officer should identify and suggest fundraising opportunities in conjunction with the treasurer. Responsible for the collection and deposit of all proceeds. Money allocated must be brought to the office of Campus Recreation within 48 hours of collection.
  • Risk Management Officer – responsible for the general safety of all members during practices, competitions, or performances. Risk Management officers must submit valid CPR and First Aid certifications to the club sports office prior to any club practice or “try out”. Certifications must be issued by a recognized entity (i.e. American Red Cross, American Heart Association, etc.) On-line certification is NOT accepted. Risk Management officers may be reimbursed for cost of certification course. Based upon tier guidelines, safety officers must attend all practices and must inspect all facilities equipment prior to member activity. Risk Management officers must provide care in accordance with CPR/FA standards until trained medical staff arrives or until they are unable to perform treatment. Risk Management officers must possess accident/injury reports at every club practice, game or during travel, and must submit reports to the Campus Recreation Office within 24 hours of the accident or within 24 hours of returning to campus.

Executive Committee

The Club Sports Executive Committee (CSEC) will consist of members from five (5) clubs and a BSG representative. Club members are encouraged to apply in the Spring Semester to become a member of CSEC. Applications are reviewed by the Coordinator and Graduate Assistants. Each club will have the opportunity to be represented by the Executive Committee and may do so based on their availability and level of interest. The CSEC will assist the Coordinator in overseeing the officer meetings. The following is an outline of the major responsibilities of the CSEC. This list is not meant to be all-inclusive.

  • Attend monthly meetings with the Coordinator.
  • Annually recommend financial club allocations based on club’s written proposal and presentation and approved by the Coordinator and Director for Campus Recreation.
  • Consider new club applications to determine the feasibility of adding the club to the program.
  • Investigate members’ complaints and provide Campus Recreation with ideas and constructive feedback to correct discontent.
  • Hear appeals related to administrative sanctions.
  • Evaluate club request to dismiss a member.
  • Assist the Coordinator with developing and implementing new policies.
  • Identify community service and fundraising projects.

Organization and Administration

It is essential for each club to have officers in place throughout the academic year, as well as the summer. Contact information (e.g. phone number, address, etc.) for each officer should be submitted via DSE. Failure to provide such information may result in missed notifications of important information essential to club operations (e.g. meeting dates, policy changes, etc.).

Typically, a mandatory officer orientation is held during the first week of fall classes, and if necessary an additional orientation may be scheduled in the spring.

Safety System and Club Status

Clubs must submit an Emergency Action Plan prior to practice or competition.

Once operational, clubs are assigned to an impact section. Factors used to determine the impact may include but are not limited to degree of physical contact, location of activity, access to emergency personnel, number of participants and the severity of injuries. The following is a list of clubs and their status:

High Impact Clubs Active Status Baseline Required?
Cheer Active Yes
Equestrian Inactive No
Gymnastics (Men) Active Yes
Gymnastics (Women) Active Yes
Ice Hockey (Men) Active Yes
Ice Hockey (Women) Active Yes
Judo Active No
Lacrosse (Men) Active Yes
Roller Hockey Inactive No
Rugby (Men) Active Yes
Rugby (Women) Active Yes
Ski and Snowboard Active No
Soccer (Men) Active Yes
Soccer (Women) Active Yes
Minimum Impact Clubs Active Status
Barbell Active
Baseball Active
Basketball (Women) Active
Dance Active
Field Hockey Inactive
Goalball Inactive
Ice Skating Inactive
Lacrosse (Women) Active
Softball Active
Tae Kwon Do Active
Ultimate Active
Volleyball (Men) Active
Volleyball (Women) Active
Low Impact Clubs Active Status
Bass Fishing Inactive
Disc Golf Active
Esports Active
Golf Active
Running Inactive
Swim Inactive
Tennis Active

Funding and Allocation Process

Travel Procedures

Clubs must appoint a Travel Officer to manage all travel related details.

Hosting Tournament, Competition, or Event

Clubs hosting a tournament, competition or event must follow the policies and procedures outlined below. These policies may not apply to single games such as a rugby or volleyball match.

  1. Reserve necessary facility space with the Coordinator Field/Gym Request for Home Competitions at least 60 days prior to the event.
  2. Meet with the Coordinator to discuss event logistics at least 60 days prior to the event (after the facility space has been reserved). Once approved, the event registration forms, and advertising may be distributed.
  3. If required, schedule medical personnel and/or police at least 30 days prior to the event.
  4. If applicable, apply for a BASC food waiver at least 30 days prior to the event.
  5. Meet with the Coordinator two (2) weeks prior to the event to discuss final preparations.

The following policies and procedures must be followed when planning an event:

  • Registration form: an event form must be submitted on DSE in order to have the event approved. If the event includes minors, teams will be required to provide proof of insurance from their school (this must be included with the registration form).
  • Registration fees: If a registration fee is required, the registration form and fees must be submitted directly to Campus Recreation. All fees received will be deposited directly into the club’s secondary account.
  • Admission: If desired, clubs may collect a reasonable admission approved by the Coordinator, the money must be submitted to the Campus Recreation secretary for deposit into the club’s secondary account. SUNY Brockport students may not be charged admission for any event.
  • Vendors: If vendors will be present, they must submit required paperwork at least 30 days prior to the event. Vendors should contact the Facilities Coordinator at (585)395-2774, and are required to pay $50 to Campus Recreation
  • Staffing: If the event requires extensive setup, supervision, or facility access beyond normal hours, the Coordinator may require assistance of additional employees. If so, the club must pay Campus Recreation the standard rate of $20 per hour per employee.
  • Medical Personnel and Police: Refer to the Tier System and Club Status for the minimal requirement for safety officer and medical personnel. However, based on the type and size of the event, additional medical personnel and/or police may be required.

Appendix