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Club Sports Handbook

Introduction
Recognition
Expectations
Roles
Elections and Officer Transition
Transportation
Facilities and Equipment
Funding
Risk Management
Accountability
Annual Awards
Frequently Asked Questions

Introduction

Roanoke College Club Sports are considered officially recognized student organizations with an interest in competitive sport. All clubs are student-run and maintained with the assistance of the Club Sports office and the Department of Campus Recreation. Club Sports provide opportunities for students to participate in competitive leagues and tournaments while maintaining a fun and enjoyable atmosphere. Each Club Sport must practice regularly and maintain membership in a competitive conference. Additionally, Club Sports offer opportunities for students to learn leadership skills and to become more involved within the Roanoke College community.

This handbook is provided to assist the club’s leadership in the operation and organization of their individual clubs. It will provide guidance on handling situations both in and out of practice and competition. This handbook is not designed to supersede any College policies in the Student Handbook.

Recognition

Expectations

Club Sports Officers

Club Sports must maintain a good standing to be afforded a budget for the following year.  Clubs must complete the following criteria to remain in good standing:

  • All officers must attend initial Club Sports Training at the beginning of each academic year
  • Representation at all Club Sports Officer meetings
  • Register the club on ClubHub each semester
  • Maintain an updated presence on ClubHub
  • Each member should have a completed and signed Club Sports Waiver and Membership Form on ClubHub
  • Have a table at the activities fair each semester
  • Recruit new members and maintain an active team roster
  • Submit an accurate schedule noting dates and locations of games/tournaments
  • Have at least 4 team members complete the van certification course
  • Be members in good standing with the governing body that administers the particular sport
  • Represent Roanoke College in a professional manner at all times

Club Sports Athletes

All students involved in Club Sports will strive to continuously better themselves on the field, in the classroom, and otherwise. Club Sports athletes are expected to:

  • Maintain a GPA of 2.0
  • Pay the member dues for the particular Club Sport
  • Complete and sign the Club Sports Waiver and Membership Form prior to participating your first practice
  • Maintain all college-issued attire and equipment in a serviceable condition
  • Represent Roanoke College by conducting yourself in a respectable manner at all times
  • Abide by the Student Code of Conduct and understand that violations may negatively affect your status as a Club Sports athlete
  • Remember that your actions will bring credit or discredit upon yourself, your team, and Roanoke College

The Club Sport

Each club sport will promote fair play, sportsmanship, and teamwork within their club. They will refrain from arguing with sport officials and will practice self-control at all times. Team members will not participate in hazing within their own team or amongst other teams. Racism and discrimination will not be tolerated at any level and any incidents of either racism or discrimination will be dealt with immediately.

Once per academic year each club sport will be responsible for organizing a sport related event that will be open to the Roanoke College community. This event can be either on or off campus and will serve to promote each club individually to your fellow students.

All clubs are required to re-register on ClubHub at the beginning of each semester. This process is necessary to update officer information as well as the membership roster on file. Once re-registered, each club will be given all the privileges of a recognized student organization and affiliated club sport.

Roles

Club Officers

Club Officers are vital to the success of every Club Sport. Effective leadership will go a long way in ensuring the success of each and every club. The club officers are responsible for managing and leading their individual clubs.

Actual positions and their duties for each club may include:

  • President
    • Maintain an accurate, up-to-date club page on ClubHub
    • Ensure all players have completed the Club Sports Waiver and Membership Form prior to beginning practice
    • Respond to all email inquiries in a timely manner, copying the club's email address
    • Maintain club membership with the governing body that oversees the particular sport
    • Attend or designate attendee for all Club Sports meetings
  • Vice President
    • Take over club responsibilities when the President in unavailable
    • Work with Secretary to ensure equipment inventory is completed at the end of each semester
    • Submit timely Van Requests to secure van transportation to off-campus events
    • Perform duties as delegated by the President
  • Treasurer
    • Maintain an accurate checkbook on ClubHub
    • Collect and deposit membership dues and fundraising
    • Submit invoices and itemized receipts in a timely manner
    • Submit an annual budget request during the spring semester
    • Perform duties as delegated by the President and/or Vice President
  • Secretary
    • Effectively market and promote the club to the campus community
    • Keep an updated roster on ClubHub
    • Submit a Competition Report within 48 hours of the competition
    • Maintain an accurate inventory of all club equipment
    • Perform duties as delegated by the President and/or Vice President
  • Safety Officer
    • Inspect playing surface and immediate surrounding area for hazards prior to each practice/competition
    • Submit Athletic Training Coverage Request at least 2 weeks in advance
    • Coordinate with the Rescue Squad for coverage if necessary
    • Submit Incident Reports within 48 hours of the incident occurring
    • Maintain certification in First Aid, CPR & AED
    • Respond to emergency situations according to training and certification
  • Captain and/or Coach
    • Schedule and hold practices
    • Plan practices in a safe and productive manner
    • Implement effective game strategy
    • Ensure a safe environment for both practices and games
    • Encourage good sportsmanship on and off the field
    • Notify the Club Sports Supervisor if practices/games are canceled
  • Advisor or Coach
    • Be a present figure and supporter of the club sport
    • Offer guidance on goal-setting, club management, and program planning
    • Be aware of the club's plans and activities
    • Understand the institutional policies that club sports must follow
    • Assist the club officers but not do the work for them
    • Encourage balance between academics and extracurricular involvement
    • Maintain continuity as officers and members graduate

The Club Sports Office

The Club Sports officers and coaches will report directly to the Club Sports Office. The Club Sports Office (in coordination with the Department of Campus Recreation) will be an advocate across campus for all active and applicant Club Sports, providing the expertise, resources, and encouragement to allow each of the Club Sports to be successful. Examples of services provided are:

  • Budget assistance and guidance
  • Hiring of coaching staff
  • Facility scheduling
  • Game management assistance
  • Service contracts to pay officials and facility rentals as needed
  • Communication with leagues for scheduling and payment of dues
  • Marketing and promotional materials
  • Equipment procurement
  • Fundraising assistance
  • Risk management assistance
  • Office services (copy, fax, etc.)

Twice per academic year the Club Sports Office will help organize an Activities Fair. The purpose of this event will be to promote Club Sports to the Roanoke College community and recruit new members. All Club Sports are expected to be represented at each Activities Fair.

The Department of Campus Recreation

The Department of Campus Recreation administers the Club Sports program. Club Sports are expected to meet the requirements and expectations outlined in this handbook.

Elections and Officer Transition

Elections

Executive board members will serve a one-year term beginning May 1st. Executive board elections will be held during the spring semester and no later than March 31st. All elections should be completed in a time frame that will allow the outgoing officer(s) ample time to teach the incoming officer(s) the duties of their role(s). The new executive board may be contacted during the summer months if club issues need to be resolved prior to the start of the fall semester.

Officer Transition

Outgoing officers will schedule a meeting with the Club Sports Office to introduce the incoming officers. Incoming officers will be a part of the budget meeting as well as the end of semester inventories.

Outgoing and incoming officers will schedule a meeting to cover:

  • Constitution
  • Budget
  • League Information
  • Practices & Games
  • Team Rosters
  • Equipment

Transportation

Motor Pool

With a limited number of vehicles available through the Motor Pool and the number of clubs and organizations on campus, there is no guarantee that vehicles will be available for travel. Therefore, a van request is encouraged to be placed well in advance but no less than 2 weeks prior to the anticipated departure date. Once a confirmation is received from the Motor Pool, the requestor will be notified via email by the Club Sports Office. On the date of departure, it is the driver’s responsibility to report to Campus Safety at the time specified to retrieve the vehicle keys, credit card, and vehicle log.

It is the driver’s responsibility to check the vehicle for:

  • Damage
  • Cleanliness (both inside and out)
  • Fuel Level
  • Oil Level
  • Tire Pressure

Upon returning the vehicle, it is the driver’s responsibility to refuel the vehicle and to check for the above mentioned items. If it is reported that a vehicle was returned dirty, damaged, or low on fuel, the club’s Motor Pool privileges may be suspended. At the discretion of the Club Sports Office, the length of the suspension will be determined by the severity of the infraction.

Personal Vehicles

If there are no vans available in the Motor Pool, the club may choose to carpool in personal vehicles. Students will not be reimbursed for mileage or fuel unless the request form was submitted on time and there were no vans available in the Motor Pool.

Funding

Financial Policies

Club Sports are largely funded by member dues and an allocation of the student activity fee determined by the Department of Campus Recreation. The treasurer shall complete the annual budget request form for the next academic year to the Club Sports Office before the end of the spring semester. Subsequently, a budget meeting may be scheduled with the incoming and outgoing presidents and treasurers if necessary.

The amount of the student activity fee allocated will be based on the following criteria:

  • Status of the club
  • Expenditures during the current academic year
  • Needs for the upcoming academic year
  • Commitment of students involved in the club
  • Collection of expected member dues
  • Meeting expectations outlined in the Club Sports handbook

Financial Accounts

All revenues and expenditures should flow through the club's account setup with the college's Business Office. The money in this account can be used only for club-related expenses. This money returns to the College at the end of the academic year if it is not spent. Additional revenues can be generated from member dues or fundraising activities. The treasurer should maintain an accurate checkbook on ClubHub recording all revenues and expenditures at the time of deposit or purchase.

Club-Related Expenses

Club-related expenses are purchases covered by each club’s budget. These purchases can include (but are not limited to):

  • Team Equipment
  • Lodging
  • Transportation
  • League Dues
  • Coach’s Salary
  • Referee Payment
  • Team Banquet

There are certain restricted items that cannot be purchased using club funds. These items can include (but are not limited to):

  • Meals
  • Parties
  • Alcohol
  • Tobacco
  • Drugs (legal or illegal)
  • Personal Expenses

Anything not covered in the above lists must be approved by the Club Sports Office before a purchase is made. Any club found not in compliance may have their account frozen and credit card use suspended.

Generated Revenue

The amount of student activity fee allocated to each club is likely not enough to cover all of the club's expenses. Therefore, all Club Sports are expected to generate revenue as a complement to their allocated budget. This shall be done by:

  • Requiring dues of all members
  • Fundraising activities
  • Securing sponsorships
  • Asking for donations

The amount of dues should be carefully considered and must be approved by the Club Sports Office and the Director of Campus Recreation. All fundraising activities and sponsorships must also have prior approval by the Director of Campus Recreation.

Expending Funds

Club Officers must submit requests for payments to the Club Sports Office for any club-related expenses. Invoices and itemized receipts must be submitted in order to disburse funds. Only presidents and treasurers are able to request disbursement.

A Petty Cash Request is used for purchases that total $50 or less to reimburse Club Officers. The form must be approved by the Club Sports Office and the Director of Campus Recreation before being submitted with accompanying documentation to the Business Office.

A Check Request is used for purchases that total more than $50 to reimburse Club Officers or pay vendors. A vendor payment will not be issued without a completed W-9 form attached. The form must be approved by the Club Sports Office and the Director of Campus Recreation before being submitted with any accompanying documentation to the Business Office.

It is important to submit Petty Cash Requests and Check Requests in a timely manner to ensure that payment is processed on time. This is necessary for paying referees, facility rentals, and vendors for the services and equipment that they provide.

Credit Cards

Club Sports can submit a Credit Card Request for club-related purchases. Credit cards are available to checkout from the Club Sports Supervisor or the Director of Campus Recreation but must be picked up by 4:30pm Monday through Friday. The card should be returned the following business day by 2:00pm.  When using a credit card, itemized receipts must be obtained and submitted upon return. Credit cards may only be used for club-related expenses and may NOT be used for restricted items as listed previously. Any credit cards issued by Campus Safety with van keys may only be used for fuel or other expenses related to that vehicle (i.e. oil, washer fluid, coolant, etc.).

Facilities and Equipment

Facility/Field Maintenance

Playing surfaces will be lined with according to the needs of the sport(s) using a particular facility. Requests for regulation lines should be made to the Club Sports office at least 2 weeks prior.

Before practice/competition, the Club Officers (in coordination with the Club Sports Assistant on-site) should inspect the playing surface for any potential hazards. The practice or competition should be postponed or canceled if the hazard cannot be immediately remedied. Any needed repairs and upkeep items should be reported to the Club Sports Office as soon as possible. Club Sports and Campus Recreation will work directly with Buildings and Grounds to remedy any situations as they arise.

It is the club’s responsibility to leave the facility or field in a better condition than it was prior to practice or competition. Clubs must remove and properly store all club equipment as well as properly dispose of all trash that may be left. If a facility or field is left in a disorderly fashion, the responsible club risks have the privilege to reserve facilities suspended.

Inventory

The Club Officers are responsible for the procurement, maintenance, and inventory of needed equipment and supplies. New equipment can be purchased after approval by the Club Sports Office. If the club possesses equipment that belongs to the College and not the individual members, an Inventory Report Form must be completed. The Inventory Report shall be completed at the beginning of the fall semester prior to the club being deemed active. The club must submit an Inventory Report again at the end of the spring semester to close the club in good standing. If inventories are not completed and turned in before the start of final exams or equipment is damaged/missing, the club may lose their equipment budget for the following year.

Risk Management

Injuries

In the event of an injury that requires immediate medical attention, the certified person on-site will attend to the injured person. Once the extent of the injuries is noted, another person (not the certified individual) should immediately contact Campus Safety at 540-375-2310 or 540-375-2500. If an ambulance is required, call 911 after contacting Campus Safety. Once the scene has calmed and the injured person has been attended to, contact the Club Sports Office and then submit an Incident Report Form within 48 hours.

In the event of an injury that does not require immediate medical attention, the certified person on-site will attend to the injured person. Once the event has concluded, complete the Incident Report Form.

All teams that engage in contact sports will have a first aid kit within their team gear to be present during all practices and competitions. This kit is to be inventoried, at the same time equipment inventories are done, for completeness and to ensure that any dated items are not expired.

Athletic Training

Club Sports has an Athletic Trainer on staff to provide preventative, emergency, and therapeutic services. The Athletic Trainer may need to prioritize sports at higher risk of injury when determining on-site coverage for competitions. The athletic trainer may also conduct baseline concussion testing during the preseason. These sports include:

  • Rugby
  • Ice Hockey
  • Cheerleading
  • Soccer

Should a Club Sports athlete become injured, return to play is at the discretion of the Athletic Trainer or other healthcare provider.

Student Health & Counseling Services

Injured students may be referred to Student Health & Counseling Services for evaluation. Should further treatment be necessary, a student may be subsequently referred to an off-campus provider. Students are encouraged to make appointments with Student Health & Counseling Services to ensure prompt service.

Campus Safety

Campus Safety is located at 9 North College Avenue. They conduct campus patrol, calls for service, emergency and crisis response, event security, and parking and traffic patrol to name a few of their services. They can be reached 24 hours a day, 7 days a week.

First Aid Emergencies

Each Club Sport must identify two safety specialists who are certified in First Aid, CPR & AED. Safety Specialists may be an officer or another member of the team. In addition, all coaches are required to maintain certification in First Aid, CPR & AED. Major injuries or conditions may require calling 9-1-1.

Rescue Squad

Prior to on-campus competitions (particularly rugby), the rescue squad should be contacted to determine their availability to provide coverage.

Rain

Unless fields are closed by Roanoke College Buildings and Grounds, practices and competitions in the rain or otherwise wet conditions will be left to the discretion of the team's coach or captain in consultation with the Club Sports Office and/or Athletic Trainer. Thoughtful consideration should be given to ensure the safety of all participants and maintain the integrity of the condition of the field.

Lightning

Once lightning is within 5 miles of your area, all activities are suspended and all participants are to remain inside for a minimum of 30 minutes after the last visible lightning strike. Your cover location should be away from trees, open fields, and should have running water and communication capabilities. In the event you hear thunder but do not see lightning, it is up to the coach or executive board member present to suspend or continue activities. You can determine lightning distance by counting from the time you see the flash until you hear the thunder. A 5 second count would determine that the lightning is within 1 mile of your area and a 25 second count would determine that lightning is within 5 miles of your area.

Accountability

Process

All Club Sports are expected to comply with the policies of Roanoke College and the expectations of Campus Recreation. The Club Sports Supervisor or the Director of Campus Recreation has the right to assess the performance of a club then enforce disciplinary actions as deemed necessary for failure to meet the stated expectations.  All disciplinary actions will be delivered to the club in the form of an email.

Disciplinary actions may include (but are not limited to) any of the following:

  • Probation
  • Temporary loss of facility space
  • Temporary freeze of funds
  • Partial or complete loss of funds
  • Suspension of Motor Pool and/or travel privileges
  • Suspension as a Club Sport and recognized student organization

For more information, review the Student Handbook.

Alcohol & Drug Policy

Alcohol is not permitted at any Club Sport event without prior approval from the Club Sports Office while illegal drugs are not permitted at anytime. Infractions of this policy will result in club sanctions and will be forwarded to Student Conduct. 

For more information, review the College Policies on Alcohol and Drugs.

Hazing

Hazing activities are not condoned nor tolerated. Infractions of this policy will result in club sanctions and will be forwarded to Student Conduct.

For more information, review the College Policy on Hazing.

Sexual Misconduct

Club Sports maintains zero tolerance for Sexual Misconduct of any kind. All reports or allegations of Sexual Misconduct will be forwarded to Student Conduct.

For more information, review the College Policy on Sexual Misconduct.

Annual Awards

Club Sport of the Year

Awarded to the Club Sport that demonstrates 

Most Improved Club Sport

Awarded to the Club Sport that improved 

Officer of the Year

Awarded to the Club Sports Officer that best exemplified leadership in service to their club.

All-Academic Team

Awarded to individual Club Sports members that achieve a 3.25 GPA during the academic year.

Frequently Asked Questions

  •  What do I do if a referee, or other league official, is requesting payment on site?
    • If while on site a referee or league official requests payment, inform them that Roanoke College pays their dues by form of invoices and checks. If they still have questions, direct them to contact their scheduler or the Club Sports Supervisor.
  •  What do I do if a school credit card is lost or stolen?
    • As soon as it is realized that the credit card is missing contact the Club Sports Supervisor. Ensure that you know which card number you have (i.e. Campus Rec 1 or Van 70). The continuation of your trip will be determined after the appropriate personnel have been notified of the missing card.
  • What do I do if one or more of our certified drivers does not show up?
    • If a certified van driver does not arrive and cannot be reached by any means, contact the Club Sports Supervisor. Depending on the distance your team is traveling and the length of your trip, it may be possible to receive authorization to carpool or another driver may be found from a different organization.
  • What do I do if not enough of my team shows up to participate in a league sanctioned event?
    • If you do not have enough participants show up for your event, contact the hosting facility to ask if the competition can be postponed. If this is not possible then you may be forced to forfeit the competition. Keep in mind that depending on the circumstances, a forfeited competition may incur sanctions from the league. In either case, contact the Club Sports Supervisor to inform them of the situation and the outcome.