Texas Southern University Recreation Services CLUB SPORTS HANDBOOK
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Introduction Vision Statement Mission Statement Goals Students Club Sports Managements Role
Club Sports Classification Provisional Clubs Recreational Clubs Instructional Clubs Competitive Clubs
Club Sports Policies and Procedures Accountability Registration Process Constitution and Bylaws Club Officers Club Advisor(s) Coaches/ Instructors Membership Publicity Equipment Intramural Participation Forms and Reports Facilities Spectators
Competitions Conference/League Affiliation Scheduling Officials Sources of Revenue Budget Appropriation Process New/Provisional Clubs Fund Raising and Development Purchasing
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Travel Travel Request TSU Policy regulating student travel Purpose Definitions Objectives Student Travel Guidelines Procedures Faculty/Staff operation of motor vehicle to transport student Student Organizations Reporting Accidents
Safety/ Risk Management Forms Insurance Alcohol and Drug Use Facility Inspections Incidents Reports Accident/Injury Reports Personal Identification Numbers & Social Security Numbers Conduct Club Sports Discipline Sample Constitution
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Sport Club Definition: A Sport Club is a group of students, including (2) two advisors, whom are voluntarily organized for the purpose of furthering their common interest in an activity through participation and competition. These interests can be competitive, recreational, or instructional in nature; whereas clubs may represent the University in intercollegiate competition or conduct intra-club activities such as: practice, instruction, social and tournament play.
Mission Statement To establish and maintain a Recreation Service Unit that will support broad based programming, in order to educate and provide opportunities for the practical application of services; by doing so, this will promote lifelong health and wellness for Texas Southern University students, faculty, staff, alumni, and other community members who might not otherwise have access to such services and programs.
Goals To enhance student leadership/character development and also to promote responsible TSU students. To improve the health and wellness of TSU students. To develop and improve the campus recreational and club sports organization activities. To improve knowledge and professional development of Club Sports Management. To improve management of fiscal, physical, and human resources.
Students Within the Club Sports Organization, students have an unlimited number of opportunities to become directly involved in the administration and supervision of their club. Students collectively have the responsibility for writing their club constitution and bylaws, determining their membership requirements, establishing their dues schedule, selecting their club members, selecting who will serve as the faculty/ staff advisors, establishing their clubs officers, selecting their volunteer coach, and developing/administering their club budget.
Club Sports Management Role The Department of Club Sports Management will provide encouragement, guidance, and general supervision for the various affiliated clubs. In addition, it directly oversees the operation of club sports organizations. All club coaches or representatives will work directly with club sports management concerning the club sports operations. All clubs will abide by ALL rules, policies and procedures of Texas Southern University and the Recreation Services/Club Sports Organization/Student Organization. Club Sports Management is comprised of TSU staff and students who represent Club Sports. Club Sports Management promotes and governs over the clubs and individual members associated with those clubs.
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The primary function of Club Sports Management is to advise the club sports organization on the following: Provide direction for the implementation of new policies and procedures. Conduct disciplinary actions as needed. Review the budget proposal from individual clubs. Coordinate activities that promote the Club Sports Organization including socials, recruiting efforts, flyer posting, etc. Provide leadership, direction, and guidance for the Club Sports participants. Monitor and advise club compliance with rules, regulations, and procedures as needed.
Club Sports Classification The classification system is established in recognizing that individual clubs have missions and goals unique to that club. The Club Sports Organization has limited resources in money, facilities and equipment for the program. This classification system allows the program to bring consistency in the allocation of resources to all clubs.
Provisional Clubs Any new club that obtains Club Sports status will be considered provisional for the first year and will receive limited resources from the club sports organization. These clubs must demonstrate consistent leadership and active participation by the Club’s Officers and membership.
Criteria for provisional Clubs: Financial assistance for Club Sports programs will not be available for provisional clubs. Exhibit club leadership throughout the clubs provisional period. Complete all administrative duties for the Club Sports program: - 100% attendance at all scheduled meetings - Follow through with responsibilities including requesting and submitting all information/forms in a timely manner.
Recreational Clubs These clubs are generally not affiliated with a collegiate league or conference. Participation in competitive activities is important along with social and lifetime skill development. These sports are often considered “lifetime sports”. They may hold regular practices or meet several times a month. These clubs usually do not have to qualify through a competitive format for national competition. Ex. Hiking Club Criteria for Recreational Clubs Financial assistance will be very limited. Primarily self supporting, with most funding raised by the club.
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Must establish effective club leadership. Must keep an attentive meeting schedule throughout the semester. 100% attendance to all scheduled meetings.
Instructional Clubs Schedules, practices times, and program instruction are based on student interest. Tournament opportunities could be available, though not necessarily required. Skill level can range from beginner to advanced. Ex. Karate Club. Criteria for Instructional Clubs: Financial assistance will be very limited. Primarily self supporting; most funding will be raised by the club. Must establish effective club leadership. 100% attendance to all scheduled meetings. Must hold individual club meetings each month.
Competitive Clubs These clubs compete in numerous competitions and events. Generally they have a certain level of coaching and are associated with a league or organization that has national championship affiliation(s). Ex. Basketball Club. Criteria for Competitive Clubs: Financial assistance will be limited. Self supporting with funding raised by the club. Must have very strong leadership. 100% attendance to all scheduled meetings. Must hold individual meetings each month. Competitive schedule that has four or more competitions a semester. A commitment to the TSU Club Sports Program along with the TSU Recreation Center.
Club Sports Tier Point System The Tier/ Point system should be a reflection of a club’s involvement, accountability, leadership, success, and expenses. The budget points are used as a budgeting guideline to assist Sport Club Management in allocating funds and are not considered an absolute criterion when funding. A club’s points and tier level will also be taken into consideration when determining post-season or discretionary allocations.
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White A. Clubs must satisfy the following criteria that defines Tier 1: 1. Clubs must fundraise at least 25% of its Recreational Sports appropriations or $500 per school year ($250 per semester). 2. Clubs must participate in 2 community service projects with a minimum of 5 total service hours within the school year. a) Community service must be in at least 2 distinct events, with a minimum of 2.5 hours for each event b) At least 50% of members must be in attendance at each event. 3. Have completed at least one year as a Registered Student Organization (Proven ability to meet Sport Club standards) 4. Club must host an interest meeting/camp for prospective members 5. Practice once a week while in season
Gray A. Clubs must satisfy the following criteria that defines Tier 2: 1. Clubs must fundraise at least 50% of its Recreational Sports appropriations or $750 per school year ($375 per semester). 2. Clubs must participate in 3 community service projects with a minimum of 9 total service hours within the school year. c)
Community service must be in at least 3 distinct events, with a minimum of 3 hours for each event.
d) At least 50% of members must be in attendance at each event.
3. Clubs must have 5 members attend 2 events as spectators of another sport club a) Must be two distinct sports b) Must be in attendance for entire game or at least two hours to receive credit 4. Clubs must be an active Sport Club for 1 year before applying for Tier 2 status
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B. Clubs must also meet 3 of 5 of the following criteria: 1. Clubs must practice/meet 2 days a week in season 2. Require attendance to practice or has tryouts in order to compete/perform 3. Club must host an interest meeting/camp for prospective members 4. Travel to and/or represent Texas Southern University in 1 or more event per year: collegiate competitions, conferences, exhibitions, or seminars 5. Club must have a coach/instructor with appropriate certification and/or relevant experience
Maroon A. Clubs must satisfy the following criteria that defines Tier 3: 1.
Clubs must fundraise at least 75% of its Recreational Sports appropriations or $1000 per school year ($500 per semester).
2.
Clubs must participate in community service projects with a minimum of 12 total service hours within the school year. a) Community service must be in at least 3 distinct events, with a minimum of 4 hours per event. b) At least 10 members or 50% of roster count must be in attendance at each event.
3.
Clubs must have 10 members or 50% of roster count must attend 2 events as spectators of another sport club. a) Must be two distinct sports b) Must be in attendance for entire game or at least two hours to receive credit.
4. Clubs must be an active Sport Club for 1 year before applying for Tier 3 status B. Clubs must also meet 4 of 5 of the following criteria: 1. Clubs must practice/meet 3 days a week in season
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2. Require attendance to practice or has tryouts in order to compete/perform 3. Club must host an interest meeting/camp for prospective members 4. Travel to and/or represent Texas Southern University in 2 or more events: collegiate competitions, conferences, exhibitions, or seminars 5. Club must have a coach/instructor with appropriate certification and/or relevant experience
Maintaining Club Sports Status Club eligibility for status in the above three classifications depends on the purpose, goals, longevity and how the club operated the previous semester. At the end of each semester the Club Sports Management will review and evaluate all club progress and come to a decision that will determine the club’s status. To retain status in provisional, instructional, and competitive clubs, the following requirements MUST be met: The club officers’ must attend all scheduled meetings. The clubs’ purpose is consistent with the Recreation Center and University policies. Clubs must willingly participate in student organization and Recreation Center activities and anything deemed important by Club Sports Management. Student interest in the club is demonstrated by a membership of either: 4 active members or the minimum number of members needed to participate in the activity. Each club must follow through with their responsibilities to the Sports Club Program, which includes but is not limited to: fundraising, meetings, paperwork, promoting, etc. Every single Sports Club participant must maintain a 2.0 cumulative GPA each semester. In addition to the criteria listed for each tier, a Club’s eligibility for membership in a particular level depends on abiding the following listed guidelines and requirements: All appropriate forms were filed as directed at the specified time during the year. Club continues to have at least four active officers including a president, vice president, a treasurer, and a secretary at all times with the knowledge of the activity, time commitment, and ability to follow and enforce club sport policies and procedures. Three or more minor infractions and/or one major infraction during an academic year may result in probationary status or immediate review of tier status Every Club’s status will be reviewed a week before Sport Club Orientation and will be notified of status at orientation. ***Clubs who fail to achieve any of the above levels will have their sport club tier status reviewed***
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Club Sports Management Office The Club Sports Management Office coordinates the efforts of all Club Sports and promotes the sport clubs overall program. The following services are available through the Club Sports program and/or Student Services: Administrative assistance and guidance Facility clearance and scheduling Storage and checkout Mailboxes Limited telephone usage Funding/fund-raising assistance Publicity and promotions Copying services Assistance in the development of new clubs
Club Sports Policies and Procedures Accountability Each club will be held accountable for all club members’ actions, both on and off the field/court, at home or away. Membership should institute a strict club policy concerning negative behavior and conduct. Negative conduct will not be tolerated. It is the responsibility of the club president and advisors to adhere to the following: Communicate weekly with Club Sports management. Meet with the Club Sports Management and discuss the possibility of establishing a club. Complete all paperwork to become a registered student organization with Club Sports and the Student Organization Department. Develop a constitution and by-laws for the club. Complete the Club Sports Application form and submit to Club Sports Management. Provide information relative to the specific needs of the club (facility, equipment, etc…). Publicize an interest meeting on campus to determine the interest level of the club. Obtain two (2) advisors who are full-time faculty or staff at TSU. Provide a competition schedule, if applicable. Provide proof of health insurance of each team participant. Attend all scheduled captain’s/president’s meetings. Enter his/her team in the desired activity by entry deadlines. Full name and T- numbers must be submitted along with signed personal data and liability waiver forms. Have all student under the age of 18 obtain a parent’s signature on release waiver. Obtain and ensure completion of the Recreation Services/Recreation Center Membership Application and Liability Waiver by all club participants.
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Fill out and sign all Campus Organization forms and documents. Provide Club Sports Management with a copy of students current semester schedule. Each member must provide (2) forms of I.D (Valid. Current Tiger 1 ID Card & Driver License.). Each member must turn in a copy of their unofficial transcript to Club Sports Management.
Constitution and Bylaws In order to be successful an organization must have a set of operational guidelines by which the members govern themselves. All clubs are required to have a constitution and bylaws. A copy will be kept in the Club Sports Management Office. The club constitution and bylaws should be suited to the practical operations of the operating club. General provisions should include: club name, purpose, dues, meeting, officer elections and duties, advisors duties, and qualifying regulations should provide the internal needs of the club. Specific provisions should include: membership, eligibility and qualifications, voting quorum, and amendments. The Constitution and Bylaws must be easily interpreted so that the club can operate consistently from year to year. All new clubs have 21 days from the application submission date to turn in their constitution and bylaws to Club Sports Management, NO EXCEPTIONS! Failure to do so may risk putting the club on probation or possibly suspended. All previous existing clubs must submit a copy of their constitution and bylaws to Club Sports Management at the beginning of the fall semester, unless otherwise stated.
It is the club’s responsibility to submit a new/revised constitution each year. *Also when registering with Student Organizations a copy of your clubs Constitution and Bylaws will be submitted (this goes for new and previous clubs).
Club Officers All Club Sports Officers must be currently enrolled at Texas Southern University and must have at least a 2.25 cumulative GPA. It is recommended that different classes of students (freshmen, sophomore, etc.) be represented in the officer ranks, so that continuity in the administration continues from year to year. Officers are expected to be mature, energetic, responsible and honest. Each position is responsible for the entire Sports Club membership. A current list of officers’ names, phone numbers, and email addresses must be provided to the club sports management office. Since clubs are self-administered, the daily operation of any club is the responsibility of its officers. Although, the contributions made by each officer are vital to the overall success of the club, it is the president(s) and the advisors who are ultimately responsible for seeing that the club functions properly.
The task of conducting the business of a club is usually too large for any one individual. A president should learn to delegate some of his/her general responsibilities to others. By delegating the responsibilities, it helps to eliminate the possibility of having one person to do all the work, as well as giving other members a sense of value. Since each club is different, the duties of the officers will vary from one club to the next. Here is a list of suggested duties as follows:
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President:
Preside over meetings.
Know the handbook and follow its policies.
Maintain consistent communication with Club Sports Management Office.
Attend all Club Sports Officers meetings.
Informing the next president of the routines and guidelines for the clubs operations. This includes the transfer of the club sports handbook. Provide transitional training to new officers.
Provide a meeting with new and current members.
Vice President:
Assist the President.
Preside in the absence of the President.
Attend all presidents meeting’s.
Circulate publicity.
Completing all travel waivers if needed.
Furnishing copies of the clubs schedule to all club members at the beginning of each semester.
Secretary
Maintain all club records.
Handle club correspondence.
Work with the Club Sports Management Office on travel related issues.
Keeping the release forms of each member updated.
Keeping the membership roster updated.
Keeping the clubs constitution and bylaws updated.
Treasurer
Handle all financial transactions.
Collecting dues from club members.
Maintain a semester budget.
Maintain all financial records.
Keep the Club Sports Management and its membership informed of any financial concerns.
Circulate publicity.
** All Sport Club officers must maintain at least a 2.25 cumulative academic GPA at all times!! Any officer who does not maintain requirement will be immediately removed from their position. NO EXCEPTIONS!!
Club Advisor A good advisor can be a valuable asset to a club sports organization in terms of providing mature
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judgment, advice based on experience, and insight of Club Sports and Recreation Services operations and policies. Each club must have (2) two advisors, one which MUST ATTEND ALL SCHEDULED GAMES/ACTIVITIES. The members of the club must choose the advisors and accept him/her as their advisor. The advisor should be a full-time faculty or staff member who carries status within the student membership. Ideally, an effective advisor can bridge the gap from year to year without eliminating the authority of student leaders. A capable advisor participates without domination. The advisor should attend the meetings of the club as often as possible, as this puts him/her in a better position to understand and assist the group. He/she should always serve and advise, not sit in judgment. Any advisor, who takes over the club to the extent that students are no longer making the vital decisions, is in effect diminishing the opportunity for student development. It is imperative that all club advisors leave all administrative decisions to the officers of the respective clubs. Advisors do not have the individual authority to make any decision pertaining to but not limited to:
Club practice times and dates
Selection of competitive leagues and events to participate in
Community service decisions
Selection of members
Fundraiser decisions
***The advisor is most helpful when he/she uses mature judgment and experience to help the club members refine their programs, plans, and discussions to a point where they are effective and realistic.***
Coaches/ Instructors Clubs may elect to have coaches or instructors for their club. Coaches may range from students, outsiders, staff members and graduate assistants. A club may choose to pay for coaches or choose volunteers; CLUB SPORTS MANAGMENT WILL NOT PAY FOR ANY COACHES AND OR INSTRUCTORS. Anyone who has an interest in becoming a coach/instructor must complete the Coaching Application and submit it to Club Sports Management; this provides information of his/her prior experience and other pertinent information. It is imperative that the coach/instructor restrict their contributions to those involving his/her skills and knowledge in the area of coaching and refrain from trying to manage the club. Students must be allowed to take on as much responsibility in the administration of the club as possible. The following is a breakdown of responsibilities between club officers and the coach/instructor. These responsibilities are general guidelines and should be supplemented by more specific ones as dictated by each clubs needs.
Scheduled club activities inside the Recreation and Wellness Center need prior approval before non-affiliated individuals can come in, unless they are a member of Recreation Center. All members of the club must show their ID before entering the facilities. Coach Develop and improve skills. Develop and employ safety procedures.
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Attend games and practices. Promote good sportsmanship on and off the field. Maintain philosophy of student development with the club. Club Officers Administer the club meetings. Serve as a liaison between the club and Club Sports Management. Complete all university forms. Submit monthly report. Deposit funds. Keep an updated membership lists. Submit membership and liability waivers to the Club Sports Management. Approve expenditures of funds in accordance with the clubs wishes. Publicize club activities. Update club constitution for approval by membership. Collect dues. Oversee the generation of funds. Supervise fund raising events. Insure club abides by all Recreation Services, Club Sports, Student Organization and University rules and procedures.
Practice/ Tryouts All operating clubs must hold open tryouts for TSU students in the fall semester. It will be at the discretion of the individual club if they would like to hold a spring semester tryout. All competitive clubs are required but not limited to, two (2) scheduled practices a week. Please coordinate schedules with Club Sports Management for gymnasium and field availability.
Clubs that are affiliated with any competitive leagues will have a home and away uniform (light and dark) with non duplicating numbers on the front and back. All members will have their own uniform, no exceptions. All members will look like a team when on the playing field, NO EXCEPTIONS! Prior to ordering uniforms, officers must get with Club Sports Management for approval. Uniforms colors will be either Maroon, Gray, white, black or any combination but nothing other than. No clubs will leave their belongings in the Club Sports/ Intramural Office and/or gym. Clubs must follow the Recreation Center policy and put all personal belongings in the shelves in the fitness center or purchase a rental locker.
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Membership Membership to any Club Sports Organization is restricted to currently enrolled students, faculty, and staff of Texas Southern University and Recreation Center members when appropriate. Clubs may determine their own membership rules in addition to the above rules, but they must be free of any restrictions based on race, color, religion, sex, age, national origin, or handicaps. Each club constitution must carry a statement to this effect. In addition clubs may not deny membership to anyone based on his/her skill level. All members must be in good standing with the Texas Southern University Recreation Services/Club Sports Management.
Publicity Any type of media or publicity (posters, t-shirts, flyers, etc.) must be approved by Club Sports Management. This is to insure that clubs are properly adhering to publicity and media guidelines established by the University Administrators.
Equipment Only officers from a currently active club can check out equipment from the equipment department. All equipment must be returned by its due date. Any officer that loses, damages, or fails to return equipment is held accountable for all charges. The charges will be billed to your university student account in the Bursar's office or to your club account.. All equipment that is purchased with funds from the University accounts is available for use, only by the club for which it was purchased. Upon receipt of the equipment, the club becomes responsible for its maintenance and care. The University remains the owner of the equipment and the club and/or its members may be billed by the Recreational Services/Club Sports Management for lost or damaged equipment. Club Sports equipment must be kept safe and secure to ensure future use of the equipment by members of the Club Sports program.
THE CLUB SPORTS DEPARTMENT IS NOT RESPONSIBLE FOR ANY EQUIPMENTAND/OR UNIFORMS.
Intramural Participation All club sports participants are eligible to participate in the intramural sports activity of their choice. However, if the participant chooses to take part in an intramural sport that is identical to their sport club of choice, they will be able to do so with the following restrictions: If the intramural sport requires five or (5) or more players on the field/court, then there will be a maximum of two (2) sport club members per team. Example: Three members of the men’s basketball club want to join an intramural basketball team in the Intramural basketball tournament. Verdict: Illegal. The maximum amount of players on an
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intramural basketball team from the men’s basketball club team can only be two (2). If the intramural sport requires fewer than five (5) players on the field/court, then the maximum number of sport club members on that intramural team will be one (1).
Forms and Reports The Club officers are responsible for completing and submitting the following forms and reports, as needed: Form
Required
Due Date
Sports Club Application
Mandatory
1-18-2013
Current Sports Club Roster
Mandatory
1-23-2013
Advisor Verification Form
Mandatory
1-23-2013
Campus Organization Packet
Mandatory
1-30-2013
Facility Request Form
Mandatory
2-01-2013
Constitution & By laws
Mandatory
Liability Waiver
Mandatory
Before member can participate in activity
Personal Data Form
Mandatory
Before member can participate in activity
Budget Report
Mandatory
Last day of each month
Monthly Meeting Report
Mandatory
Last day of each month
Travel Roster
Upon Request
Five days before date of trip
Travel Request
Upon Request
Five days before date of trip
Fund Raiser Request Form
Upon Request
Five days before date of activity
Community Service Verification Form
Upon Request
The next business day after completion of event
Post Game/Trip Report
Mandatory
After each travel date
Semester Report
Mandatory
Last day of Semester
Facilities All facilities operated by Club Sports Management are available to all clubs for regularly scheduled practices, competitions, instruction/coaching, club meetings, display of promotional materials and
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special events. In addition, the Club Sports Management office will always work with individual clubs to meet their facility needs. Before any club is granted access to any recreation facility, a facility request form must be submitted to the Sports Club office by the required deadline. Once the request has been submitted to the Sports Club office, final approval of facility space will be decided by the Facilities Coordinator. Club Sports Management must approve all game schedules before they become final. At times, Club Sports may be pre-empted from their facility space due to an event sponsored by the Department of Recreation Service and University Administration. These incidents will be kept to a minimum. When these incidents do occur, Club Sports Management will attempt to provide alternate facility space and notify a club representative regarding these changes.
Spectators Spectators are welcome to all club sports related activities. Each spectator is expected to follow the rules and regulations of the Recreation Center. Spectators are restricted to the area serving the competitions, and do not have the privilege to use the facility. Each club is responsible for the behavior of its spectators and guests. If clubs find facilities/equipment being vandalized, destroyed or being treated poorly by spectators, club members should immediately report such occurrences to Club Sports Management as soon as possible. Damages and corrections will be assessed once management has reviewed the items.
Competitions Conference/League Affiliation All competitive clubs are encouraged to affiliate with a league or conference to maintain a consistent schedule. Before joining a league or conference, affiliation must be approved by Club Sports Management. Management can assist clubs with affiliation. Even though clubs are open to everyone on campus, there may be some restrictions and limitations based on the sport or the conference, in which they can participate. It is the responsibility of the clubs president to be familiar with and follow all the conference/league affiliation policies and procedures for their sport. Club League Affiliations for Fall and Spring Leagues semester are as follows: Collegiate Golf Alliance (CGA) Lone Star Sports Club Conference (LSC) Houston Club Sports Conference (HCSC) National Collegiate Table Tennis Association (NCTTA)
Scheduling All scheduling must be done in conjunction with the Club Sports Management. This will prevent scheduling conflicts. Handwritten or confusing schedules will not be accepted by Club Sports
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Management.
Officials It is important that all Club Sports contests, games, and matches that qualified and impartial official are selected. All requests for the payment of officials using University funds must have approval from Club Sports Management. No club member will be paid for officiating services to his/her club.
Sources of Revenue The five (5) primary sources of all Club Sports at Texas Southern University are: 1) Dues 2) Fundraising 3) Sponsorships 4) Donations 5) Recreational Sports appropriations. Each club that request money from Recreation Services/Club Sports Management must assess semester dues. In addition there MUST be group fundraising efforts to help offset the operational costs of the club. These are two key points that Club Sports Management looks for when making Recreational Sports appropriations. Clubs must present a Financial Report each month showing all monies received through dues, fundraisers, sponsorships and/or donations. The report must also include an itemized listing of all expenditures from the club. This report must be submitted upon request. Each club must generate revenue equaling 50% of their Recreational Sports appropriations; failure to do so will result in lower appropriations from Recreational Services/Club Sports Management the following year. Clubs must demonstrate their commitment to Texas Southern University by making good faith efforts to raise money on their own.
New/Provisional Clubs Budget appropriations for new/provisional clubs will be discussed with Management. The club will have to meet all the requirements for starting a club and demonstrate active participation in the Club Sports Organization to receive monies. For the first year, the allocation will be minimal. After the first year, the club will be evaluated by the Club Sports Management and re-classified for budget allocations.
Fund Raising and Development Fundraising and development can come in a variety of ways. Examples of fundraising efforts include candy sales, car washes, raffles, donated monies, corporate sponsorship and camps. Each club should keep a list of all sponsors and submit them to Club Sports Management prior to making any commitment with the sponsor. Any fundraising efforts must be communicated and approved by Club Sports Management. * All clubs must at least participate in (2) two fundraisers, and (1) community service project a semester. Club Sports Fundraising Ideas Company that has Matching Funds
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Pizza Night Sand/Indoor Volleyball/Basketball Tournaments Discount Coupon Book Sale Bake Sale Auctions Raffles Bingo Car Washes Booths at University events Donations
Purchasing The purchasing office, under the direction of the Chief Fiscal Officer, has sole authority to obligate the University for the purchase of the supplies, equipment and service. The University will not assume liability for payment of obligations undertaken which have not been made in accordance with University policies and procedures or that have not been approved by the designated purchasing officers for the University. All purchases must be made in accordance with the established University Policy and Procedures, which states: No employee and or student is authorized to obligate the University for the payment of goods or services without first obtaining a properly issued Purchase Order or a signed contract that is in compliance with the University’s contract administration policy. Purchases of goods and services made without a purchase order or an approved contract will be, solely and totally, the responsibility of the employee, student, or club for payment of any debt incurred. Employees and or students who do not adhere to the established policies and procedures may be subjected to progressive disciplinary action. Exceptions: Goods and services may be purchased with the State of Texas Purchasing Procurement Card if purchases are in compliance with applicable state and University rules and regulations. Travel expenses related to valid University business may be incurred pursuant to an approved Authorization to Travel Form. If you have any questions regarding this matter, please contact Club Sports Management.
Student Travel Travel Request A limited amount of funds may be available for those clubs that qualify for competition or participation in regional and national tournaments or events past their regular scheduled season. Request for additional funding for this travel must be submitted on the Travel Request Form at least three weeks before the trip takes place.
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Travel Texas Southern University POLICY REGULATING STUDENT TRAVEL 1.0
Purpose
In accordance with Texas Higher Education Code Section, 51.949, Student Travel, Texas Southern University has adopted policies and procedures to govern travel by student and student groups. These policies and procedures apply to students and student groups traveling to an event or activity both more and less than twenty-five (25) miles from the University campus. 1.1 It is the policy of Texas Southern University (TSU) to assure that all student groups who travel on its behalf do so under conditions that assure their safety and that they are effective representatives of the university. 1.2 The University will inform students and student groups and their sponsors of these procedures in writing and will provide ongoing training for faculty and staff on the expectations, regulations, and procedures that govern student travel at Texas Southern University.
2.0
Definitions
2.1 Authorization to Travel Form: 2.3 Certification: A signed statement by the Responsible Party indicating that a student or participant in a student travel group is properly enrolled in the university at the time the student travel occurs. 2.4 Driver Certification: Certification received by a University employee after completing the driver certification program. Employees receive a driver certification card upon successful completion of the certification program. 2.5 Enrolled Student: Any person who is identified as enrolled at the University during the current semester. Enrollment can be confirmed through inquiry of the university’s registration system.
2.6 Representing the University: Each student and/or member of a student group, faculty and staff member will be considered to be representing the University when attending University-organized or sponsored activities or events. When traveling with a student group, each member of the group is considered to be representing the University by virtue of inclusion on a list relating to the specific student travel.
2.7 Responsible Party: The faculty or staff member who certifies that the student group is official and that each group member’s enrollment status is current. The Responsible Party is also responsible for ensuring that the travel is being funded from the proper funding sources and for verifying that the intended travel is in the interest of the university. The Responsible Party must be from the administrative level of Dean of the College/School or Department Head or higher.
2.8 Student Group or Organization:
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2.9 Student Travel: Trips by students or student groups to University-organized or sponsored activities or events; activities or events that require students to be away from the Texas Southern University campus as representatives of the university.
2.10 Travel Sponsor: The person who is directly responsible for all the individuals participating in the travel. The Travel Sponsor’s responsibilities include proper preparation of the participants on appropriate behavior and guidelines for travel. This party is also responsible for ensuring that the travel has been properly approved. The Travel Sponsor will accompany the students at all times during the student travel.
3. 0 Objectives The objectives of this policy are as follows: 3.1 To ensure that all students or members of student groups who travel as representatives of the University are clearly identified as such. 3.2 To ensure that students who travel are properly enrolled at the university. 3.3 To ensure that the responsibility for student travel is affixed to the responsible person.
3.4 To ensure that the university has complete and clearly written documentation on all travel by student groups.
4.0
Student Travel Guidelines
4.1 Students are not permitted to drive University-owned or leased vehicles. Faculty or staff members who have been certified to drive University vehicles must drive on any University-organized or sponsored trip involving the transport of students. 4.2 Alcohol and drug use is prohibited during any University-organized or sponsored travel. 4.3 Students are governed by the Student Code of Conduct as outlined in the Student Handbook and Student Code of Conduct while on University-organized or sponsored travel. This includes attendance at conferences, workshops, programs, events, and activities. 4.4 All student groups traveling for the purpose of attending conferences, workshops, programs and events representing either their student organizations or the university must follow the procedures as prescribed herein. Students shall: 4.4.1
4.4.2
Conduct themselves in a manner that positively reflects upon themselves and Texas Southern University.
Participate fully in the conference or workshop by attending all programs and events as outlined by the conference, workshop, programs, activities, and events as outlined by the hosts or sponsors. If participating as a group, the group will seek to attend as many different sessions as possible in order to
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obtain the greatest amount of information and/or resources. 4.4.3
Dress appropriately for the conference or event based on the guidelines provided by the conference or event organizers. Any questions regarding dress should be directed to the advisor(s) or the conference organizers prior to leaving.
5.0
Procedures
These procedures shall govern all student travel to an event or activity that is organized and sponsored by the university shall adhere to the following procedures: 5.1 The travel sponsor will obtain a student travel information package from the Associate Provost for Student Services. The package will contain the necessary forms and guidelines for travel by student groups. 5.2 All requests for approval of travel involving student groups must be submitted to the office of the Associate Provost for Student Services at least two (2) weeks in advance of the travel date. 5.3 The Associate Provost for Student Services may approve the request for travel when all required documents have been received. 5.4 The Dean of Students’ approval must be obtained before submitting the completed authorization to travel form to the Purchasing Department for processing. 5.5 The authorization to travel form will be used to document student group travel. The form must state: 5.5.1 5.5.2 5.5.3 5.5.4
the purpose of the trip;
the nature of activities during the trip;
the length of stay, and name of lodging if the trip is an overnight stay;
5.5.5
the name of the faculty/staff person accompanying the student(s); 5.5.6 5.5.7
5.5.8
the intended destination;
the mode of transportation;
the list of students who will participate in this trip, and;
the appropriate funding sources, whether or not paid for by the University.
5.6 The Associate Provost for Student Services must approve the authorization to travel form. 5.7 The Fiscal Office will not process the authorization to travel form for student travel unless the form is signed by the Department Head, Vice President or Dean of the College/School and the Dean of Students. 5.8 The University considers failure of employees to comply with these procedures a direct violation of established policy. Violation of some provisions by a University faculty or staff member may be of such seriousness that it will result in disciplinary action ranging from reprimand to termination. Any such disciplinary action will be taken through normal established procedures. 5.9 Exceptions to the procedures will require written approval from the Vice President or Dean of the college/school. 6.0
Faculty or staff operation of motor vehicles to transport students
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6.1 Any faculty or staff driver who transports students must comply with the University’s policy relating to operation of motor vehicles. He or she must have a valid Texas Driver’s License to operate the vehicle being driven and be certified to drive under the University’s driver certification plan. He or she shall have a driver’s license and certification card in his or her possession at all times while transporting students. All drivers shall notify the University’s Safety Officer of any changes in license status. 6.2 Any driver operating a University-owned or leased vehicle to transport students, or operating his or her personal vehicle to transport students, must comply with the following: 6.2.1
Each vehicle shall be loaded in accordance with vehicle manufacturers’ recommendations. Vehicles may not be loaded with more passengers than manufacturers’ recommended passenger load. The number of occupants in a vehicle shall not exceed the number of working seat belts in the vehicle.
6.2.2 6.2.3
All passengers must be seated and required to wear seat belts while the vehicle is in motion.
Drivers shall not transport passengers such as hitchhikers, family members or friends for unauthorized use. 6.2.4
6.2.5
Drivers shall turn the vehicle ignition off, remove the keys, and lock the vehicle when it is left unattended. Drivers should never drive the vehicle at speeds that are inappropriate for the road, weather or traffic conditions. 6.2.6
6.2.7
6.2.8
6.2.9
Drivers should not smoke.
Drivers should not eat, drink, use a cellular telephone or operate any equipment that may distract or interfere with the safe operation of the vehicle. Use, possession or transporting of weapons, illegal substances and/or alcohol is forbidden on University-organized or sponsored trips. Drivers should not use radar/laser detection devices or wear headphones/earphones while operating University-owned or leased vehicles. 6.2.10
Drivers should observe state and municipal traffic laws at all times. 6.2.11
Drivers should drive courteously and defensively.
6.3 A driver shall assume responsibility for any and all fines or traffic violations associated with his or her use of a University-owned or leased vehicle. 6.4 Operators should recognize that driving a vehicle for long hours is challenging and should practice certain safety precautions for staying safe and alert. Student trips should be planned in accordance with the following restrictions: 6.4.1
The maximum number of hours that a driver may drive in any calendar day is eight (8) hours.
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6.4.2 6.4.3 6.4.4
The maximum number of hours a driver may drive in a week is forty-eight (48) hours.
Every driver must take a rest period of a least twelve (12) hours between his/her driving period. The maximum number of hours any passenger car or van may be driven during any calendar day is twelve (12) hours. 6.4.5
6.4.6
Drivers should get enough sleep prior to the trip.
Avoid medication before driving, especially if the label warns against operating vehicles while taking the medication. 6.4.7 6.4.8 6.4.9
Keep the vehicle well ventilated.
Divide the trip in reasonable segments and take frequent short breaks. When drowsy, stop for the night or pull off at a safe place and rest. 6.4.10 7.0
Avoid any type of drug to stay awake. Student Organizations
7.1 This procedure shall be on file in the department requesting the vehicle(s). When more than one vehicle goes on a trip outside the Houston area and only a university faculty or staff member is along, the vehicles shall travel as a caravan. There shall be two faculty or staff drivers who are certified to drive each vehicle. 7.2 In the event a Transportation Center vehicle is not available, the appropriate Department Head, or his or her representative, may authorize the use of a personal vehicle or the lease of a vehicle from a local rental agency on a per trip basis.
7.3 Registered student organizations are free to make such off-campus trips as are deemed worthwhile by the membership and sponsors of the organization. Students and their parents should understand that participation in such off-campus trips and activities is at the student’s own risk. If personal injury or accident should occur to students or other persons during such activities, Texas Southern University will assume no responsibility, financial or otherwise.
7.4 Faculty and staff sponsors and organizations officers are urged to take all possible precautions to ensure the safety and well being of all persons participating in the off-campus activity.
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7.5 There are no official registration procedures for official off-campus trips, and there are no official class absences for students who participate in off-campus trips by student organizations. Students will be responsible for making their own individual arrangements with instructors for class work missed while participating in an offcampus trip. Instructors will be free to set their own requirements for class work missed under such circumstances; they must grant students an opportunity to make up all course work missed while participating in an official off-campus trip.
8.0
Reporting Accidents
Texas Southern University employees driving University-owned or leased vehicles are required to report all accidents or other losses in accordance with these guidelines. In the event of an accident:
8. 1 Stop immediately, take the necessary steps to prevent another accident, and report the accident to the local police department and/or emergency medical services so that an official report can document the accident. 8.2 Render aid to the injured until help arrives. 8.3 Call the Texas Southern University Police Department at (713) 313-7000. 8.4 Obtain the following information from the other driver in the event of an accident: 8.4.1 8.4.2
make and model of the vehicle, 8.4.3
8.4.4 8.4.5
year of the vehicle,
color of the vehicle,
vehicle license plate number, and
driver’s license number of the other driver.
8.5 Do not make any statement, oral or written, as to who was at fault. Any admission of fault may impair the insurer’s ability to defend a case of questionable legal liability. The appropriate legal authority will decide fault or liability. 8.6 Record the names, addresses, and phone numbers of all witnesses. 8.7 Provide all required information to law enforcement officers. 8.8 If the vehicle is inoperable, the driver should contact the Police Department at (713) 313-7000 for towing
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instructions. When towing a vehicle, remove the logbook, keys, fuel cards and all property, which might be lost or stolen.
8.9 Upon return to campus, immediately contact the Environmental Health and Safety Department to complete a Vehicle Accident Report form.
Safety/Risk Management The safety of participants is of the utmost importance. There are inherent risks involved in all recreational and competitive sports programs. The participants in the Club Sports Organization should be aware that involvement is totally voluntary at Texas Southern University. It is the responsibility of each to club minimize the risk of injury at all club functions.
Insurance Texas Southern University offers a good insurance policy for the protection of currently enrolled students at TSU. The Insurance covers accidents resulting from Club Sports injuries. All students who plan to participate in any club sports activity must have formal sick/accident insurance. Any student who is currently staying in a Lanier East, Lanier West, Greystone, University Courtyard, and Tierwester Oaks is covered by the university medical insurance policy. Those who do not have or are not sure of current membership should see the student health center or Club Sports Management to obtain information and receive the correct forms to enroll in this insurance policy.
Alcohol and Drug Use Consumption of alcohol or illegal drugs is strictly forbidden during Club Sports Organizations games, matches tournaments or during travel. Alcoholic beverages and illegal drugs are prohibited from all University facilities, indoor or outdoor. Infractions of this policy will not be tolerated. It is the responsibility of the club to enforce these guidelines.
Facility Inspections Clubs are responsible for inspecting fields and facilities prior to every practice session, game or special event. Report any unsafe conditions to the Club Sports Management immediately. If at an off-campus site, report the conditions to the proper managing authority. Do not use facilities or equipment if it appears unsafe.
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Incidents Reports Clubs are required to turn in a report any time an incident occurs during a practice session, game, or special event. Situations that warrant an incident report are, but not limited to: University or local police being called to the scene for any reason, physical confrontations between club members and other members, visitors, or spectators, or someone being ejected from the game or facility by officials. Club Sports Management should be notified within 24 hours of the incident.
Personal Identification & Social Security Numbers Club sports managers, directors, advisors, and coaches cannot release the personal identification number or social security numbers of any members of the club to anyone. Requests for this information must be made through the club sports director and/or managers. All clubs should take necessary precautions when developing membership rosters to protect this personal information of their members.
Conduct Club Sports participants are responsible to the club and to the University for individual’s conduct. Irresponsible behavior can be reprimanded with individuals’ sanctions, as well as effect the club’s privileges. Irresponsible behavior may also lead to the denial of facility use requests. It is important for all members to consider the intent of the club sports organization, its policies and procedures as well as those of Texas Southern University when participating in any student organization and or activity.
Sport Clubs Discipline Each club within the TSU club sports organization is student operated under the administration and guidance of the Department of Recreation Services and Club Sports Management. Each club member is responsible for the knowledge and adherence to the policies set forth by this manual, Recreational Services and Club Sports Organization, and the Student Organization Handbook. Failure to return registration forms, attend meetings, show proof of insurance, complete roster information, sign the Risk of Participation , violating conduct codes, misusing funds and unapproved travel are a few serious violations. The Club Sports Management will set disciplinary action. All sport clubs are expected to comply with University requirements, Campus Recreation expectations and at all times reflect well on the University. The Coordinator of Recreational Sports has the right to access disciplinary actions against any club for failure to meet the stated expectations. All disciplinary action will be delivered to the sport club in written form.
INFRACTIONS The Discipline procedures are based off minor and major infractions. The violations consist of: MINOR (
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Failure to call if you are going to be late or cannot attend a meeting. Late for a scheduled meeting or not attending a meeting. Failure to submit requested paperwork. Failure to submit required forms and documentation by the deadlines Failure to reserve practice or game facilities by the deadline. This list is not exhaustive. MAJOR Displaying conduct that in incompatible with the University’s function as an educational institution and the stated purpose of the Club Sport Program. Violating policy and procedures of the Club Sports Handbook. Ejection from an activity or inappropriate behavior while participating in an activity. Failure to get Club Sports Management approval for marketing and advertisement. Misusing club funds. Allowing ineligible individuals to participate in club activities. Failure to follow the rules of affiliated leagues and conferences.
The Disciplinary Process Violation of, or non-compliance with University policies, campus regulations, Club Sport procedures or Club Sport standard of conduct, may result in the loss of Club Sport status or other disciplinary action to the Club Sport involved. Minor Infractions: If the violation is the club’s first during the current academic year and the club is not under probation from violations committed the preceding year, the following steps are taken: The club is placed on probation for a designated period of time or until the club corrects the problem. The Coordinator of Rec Sports and Graduate Assistant will notify the club representatives of the following: 1. Three or more minor infractions and/or one major infraction during an academic year (from August 1st to June 1st ) may result in probationary status or immediate review of tier status for your club. 2.
If at the end of each semester, your club has more than four infractions, you will be placed on probation for the following semester (summer not included) and may lose tier status. If your club acquires 7 infractions at any time, the club will be placed on suspension for a minimum of one semester (summer not included).
3.
Different offenses have a range of points that can be given and this is up to the Club Sports Manager.
4.
All offenses are documented in each clubs file.
5.
Any time you cannot make a scheduled meeting, you need to make sure someone is there to represent your club.
6.
Any clubs with the accumulation of three infractions will be placed on probation and have to meet with the Club Sports management.
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7.
An accumulation of seven or more infractions will result in suspension.
8.
Each case will be judged on an independent basis and depending o the severity of the offense, corrective action will be taken.
9.
During suspension, the suspended club will have no affiliation with Club Sports or Recreation Services.
10. The club can first appeal to Club Sports Manager and then to the Club Sports Coordinator.
The reason for the probation. The length of the probation. The possible consequences the club will face if additional infractions occur. If additional infractions occur: The club’s funds are frozen and part of the club’s allocation may be forfeited. The Coordinator of Club Sports may take any action deemed appropriate including determining the amount of the action forfeited by the club. The club is notified in writing of the action(s) taken.
For all major infractions: 1. A meeting with the Coordinator of Rec Sports, Club Sports Graduate Assistant and the club representatives will be scheduled. 2. Input from appropriate administrators, staff members, and other parties may be solicited when deemed appropriate. 3. The Coordinator of Club Sports, along with the Club Sport Graduate Assistant will determine the disciplinary action(s) to be taken. 4. The club is notified in writing of the decision.
DISCIPLINARY ACTION All clubs are expected to abide by the previously stated guidelines and regulations. Failure to do so will result in disciplinary action, as listed below: All Sport Club misconduct will be brought forward to the Sport Clubs Coordinator (Any case possibly involving a violation of laws may be referred to the court system by the appropriate University authority). The Sport Clubs Graduate Assistant may respond to potential misconduct in the following ways: Review the facts of the case and rule on any violation(s); Refer the alleged violation to Rec Sports Management; Refer the alleged violation to the Office of Student Services. DISCIPLINE Club Sports members may face disciplinary action for inappropriate on-campus and off-campus actions while participating in related club activity. Disciplinary action may result in the revocation of Club support (monetary or facility) by the Campus Recreation Department. Discipline can result in sanctions handed down towards the club, its officers and members, such as probation, suspension, or termination.
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Disciplinary actions may be any of the following: Cancellation of scheduled events Funds frozen. Loss of Club Sport status Loss of facility reservations. Loss of funding (partial, complete) Sanctions Suspension of travel privileges Suspension Probation Temporary freeze of funds Temporary loss of facility space Termination and removal as a registered student organization
SANCTIONS PROBATION: Club Sports that have failed to regularly abide by Club Sport Management’s policies and procedures will be placed on probation for the current semester and/or for the following semester/year. Club Sports on probation will result in a letter in the club’s permanent file plus a designated time frame during which the club will be closely monitored. Depending on the infraction, probation may also include club members participating in required educational and/or developmental seminars and activities. Members may not utilize University allocated funding during this period. This probation could also affect requests for the following years funding. Also, facility requests may be cancelled during this period of time. All probation may be restored at the termination of the probation. SUSPENSION: Club Sports that have failed to comply with Texas Southern University Sport Club policies and procedures that are listed under “Maintaining Sports Club Status” will be placed on suspension for the current semester as well as for the following semester/year. Club Sports suspension is effective immediately, upon receipt of a written letter, and will be in effect until the completions of all club sport requirements are met. The suspension letter will be kept in the club’s permanent file. During suspension the club will also lose access to university facilities, Club Funding, equipment, and programs for a defined period of time. They will also lose the ability to participate in university events or events utilizing university resources for a defined period of time. When all matters are resolved, you may contact our office to discuss future involvement in all extramural leagues. Rec Sports Management may will not allow the club to act in the capacity as a recognized sports club at any event in the city, county, state or nationally. This includes, but is not limited to, participation in the following: club meetings; team practices; fundraising activities; community service; and sponsored clinics, shows or workshops. TERMINATION: If any Club Sport begins to show a steady decrease in participation, student leadership, and general interest, the Rec Sports Coordinator and Graduate Assistant will investigate the decline to ascertain the possible causes and whether the problem is a temporary condition. If it is determined that a Club Sport is no longer meeting the needs for acceptance, as a Club Sport, termination of the current status may be
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appropriate. Once terminated, a Club Sport will have no affiliation with Club Sports or Recreation Services. Revocation of Club Charter/Recognition: The University no longer recognizes the club and the club loses all university rights and privileges permanently. They must re-enter the program by following the procedures for forming a new club.
Constitution and Bylaws Sample Constitution The format below has been developed to be used as a guide in the development of a Constitution for your organization. It is not necessary to follow this form exactly, but it is important to include all areas that apply.
CONSTITUTION OF ________________________________________________ (Club Name) ADOPTED
_________________________________________________ (Date) ARTICLE I – Name State the official name of the Sport Club organization
ARTICLE II – Purpose State the reasons for the formation of the club and the club’s objectives.
ARTICLE III – Membership State which people are qualified for membership (assuring that no discrimination shall take place). State what a member must do to be recognized as a full member. State what rights and privileges a full member has.
ARTICLE IV – Meetings State how many meetings of the membership are to be held during the school year. State procedures for calling regular and/or special meetings
ARTICLE V - Executive Board State what officers will make up the club, what each officer’s duties will be, and when they are to be held. State procedures for handling vacancies within the Executive Board.
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ARTICLE VI – Name State which officers will be selected by the membership, how long the terms of these officers will last, and how many times a person may hold the same office. State the nominating procedures and when they will
ARTICLE VII - Funds State procedures for the allocation of club funds (revenue and expenses)
ARTICLE VIII - Committees/Divisions State what standing and/or ad-hoc committees, what divisions will exist in the club, and the function and composition of each.
ARTICLE IX – Affiliations State any affiliations with local, state, regional, or national organizations. State adherence of any rules by a sports governing body.
ARTICLE X – Advisor State procedures for the qualifications and selection of a club Advisor and the function and duties of said person.
ARTICLE XI - Coach/Manager State procedures for the qualifications and selection of a Coach/Manager and the function(s) and duties of said person(s). State how nominees will present their qualifications and how and when elections will be held. State procedures in case a runoff is necessary.
ARTICLE XII – Ratification State how the Constitution will be approved by the membership.
ARTICLE XIII – Amendments State how an amendment will be presented, to whom it will be presented, and how it will be ratified.
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ARTICLE XIV – Bylaws State procedures for the inclusion of any rules or regulations specific to the club.
Club Sports Staff Iisha Voltz, Assistant Director of Programs voltzid@tsu.edu
713-313-6896
Jeremy Lewis, Rec Sports Coordinator lewisjx@tsu.edu
713-313-6897
Falan Davis, Club Sports Graduate Assistant davisfn@tsu.edu
713-313-6897
Club Sports Website http://www.tsu.edu/campusrec