|
|
|
Informed Consent and Travel Agreement
|
Before participating in any club activity
|
The informed consent and travel agreement must be read and signed by every player who is participating in any club activity, tryouts included. The informed consent and travel agreement should be handed in as needed to the SCC Secretary once it is completed. |
|
Team Roster
|
Sept. 19
|
The roster must be submitted each semester and updates as needed. Team Rosters have pertinent information to contacting all Sport Club participants. The roster should be submitted online as needed to keep your roster up to date. No paper copies will be accepted. |
|
Officer Update
|
3rd Friday in April
|
The officer update must be completed yearly in the spring semester. The officer update communicates who each clubs new Executive Officers are for the next year. The officer update must be signed by club officers as well as the club advisor. The officer update should be handed into the SCC Secretary once it is completed. |
|
UREC's 7 Charges
|
3rd Friday in April
|
The UREC’s 7 charges form must be completed yearly in the spring semester. UREC’s 7 charges are the requirements and expectations for each clubs executive officers. This includes information that the officers should be sharing with their club membership. UREC’s 7 charges should be signed by the club advisor as well. The UREC’s 7 charges form should be handed into the SCC Secretary once it is completed. |
|
Participation Numbers Template
|
20th of each month |
The Participation Number Template must be submitted each month on the 20th of the month. It is used to track practices, games, community service, fundraising and general club activity. The Participation Numbers Template should be emailed to the SCC Secretary once it is completed. |
Competitions and Facility Space
|
Activity Request
|
3 weeks before event
|
The activity request should be used to request space for all games, tournaments, meetings or club events. Once submitted, the requester will receive a confirmation or denial email within 7 business days. The activity request should be submitted online and as often as needed. No paper copies will be accepted. |
|
Travel Roster/Itinerary
|
24 hours before travel
|
The travel roster/itinerary is used to communicate with the Sport Club Coordinator when a club is leaving JMU, who is going and other trip details. Should the Coordinator need to contact any club member who is traveling they will be able to. The travel roster/itinerary should be submitted online at least 24 hours before travel takes place. |
|
Practice Request
|
Oct. 28
|
The practice request is used to communicate club requests for practice space with the Coordinator of Sport Clubs. Based on the clubs current standing within the point system they will be awarded their schedule. The practice request should be submitted online by November 20th for the Spring 2010 semester. |
Expenditure and Reimbursement
|
Travel Authorization
|
3 weeks before event
|
The travel authorization must be submitted complete and with appropriate club signatures at least 3 weeks prior to game or event. The travel authorization is used to pay for tournament fees and hotels. It is also used anytime a club wants to be reimbursed for the above mentioned. For complete process click here. The travel authorization should be handed into the SCC Treasurer once it is completed. |
|
Travel Reimbursement Voucher
|
Within 5 business days after travel
|
The travel reimbursement voucher must be submitted with a travel reimbursement receipt within 5 business days after travel. Also included with the reimbursement receipt should be a copy of invoice or a copy of the check used to pay. For complete process click here. The travel reimbursement voucher should be handed into the SCC Treasurer once travel has occurred. |
|
Reimbursement Receipt
|
Within 5 days after travel
|
The reimbursement receipt must be submitted with a travel reimbursement voucher within 5 business days after travel. Also included with the reimbursement receipt should be a copy of invoice or a copy of the check used to pay. For complete process click here. The reimbursement receipt should be handed into the SCC Treasurer once travel has occurred. |
|
Purchase Request
|
3 weeks before event
|
The purchase request should be used when a club is interested in purchasing equipment or supplies for club events/competitions from their UREC allotted money. Purchases from UREC allotted money must benefit the entire club membership and will be handled on a case by case situation. The purchase request should be emailed to the Coordinator of Sport Clubs as needed. |
|
Merchandise Approval Form
|
3 weeks before merchandise is needed
|
The merchandise approval form must be submitted and approved for all club merchandies/clothing/uniform purchases regardless of how the club will be paying for the merchandise. It should be handed in with the purchase request to the Coordinator of Sport Clubs. Once the purchase/logo has been approved, the club will be notified. The approval process can take up to one week. |
Community Service and Matching Funds
|
Verification of Community Service
|
Within 1 week after event
|
The verification of community service form should be used to communicate with the SCC Secretary once a community service project has been completed. This will allow the SCC Secretary to award the club its points for this project. The verification of community service form should be handed into the SCC Secretary once it is completed. |
|
Matching Funds Template
|
Bring to Matching Funds Meeting
|
The matching funds template should be used to present at the clubs matching funds meeting with the SCC Executive Committee. Please be a specific as possible with details of dues, fundraising, monetary needs, community service, etc. Direct any questions pertaining to matching funds to the SCC President. |
Coaches and Officials
|
Coach/Instructor Application
|
As it applies
|
The coach/instructor application should needs to be turned in to communicate when club membership has decided to have a coach or instructor present to run practices and games. This will allow the coach or instructor to be eligible for a guest parking pass as well. If the club wants to pay this person they must complete the W-9, Skilled Services Contract and Appendix L. The coach/instructor application should be handed into the Coordinator of Sport Clubs as needed. |
|
Skilled Services Contract and Appendix L
|
3 weeks prior to payment
|
The skilled services contract and appendix L forms should be used when a club wants to pay a coach or official for services rendered. The skilled services contract and appendix L must be complete and signed by the club president and the person who is providing the service. It must be submitted with a W-9 to be processed. The skilled services contract and appendix L should be handed in to the Coordinator of Sport Clubs 3 weeks prior to payment need. |
|
W-9
|
3 weeks prior to payment need
|
The W-9 should be used when a club wants to pay a coach or official for services rendered. The W-9 must be completed and signed by the person who is providing the service. It must be submitted with a skilled services contract and appendix L to be processed. The W-9 should be handed in to the Coordinator of Sport Clubs 3 weeks prior to payment need. |
|
|
