OFFICE OF INTRAMURAL, RECREATION, AND SPORT CLUBS

SPORT CLUB ADMINISTRATIVE PERSONNEL

We are located in Gerald Ratner Center, Room 141. Contact Tamsen Burke, 773/702-4658 or tburke@uchicago.edu.

Sport Club Chairperson (helps you do everything)

Sport Club Faculty Advisor

Sport Club Officers

Sport Club Officers Responsibility

TAMSEN K. BURKE, Assistant Chair- Intramural, Recreation, Sport Clubs
The Assistant Chair Intramural, Recreation, Sport Clubs, who serves as the official representative of the Department of Physical Education and Athletics governing all Sport Club business, questions, and related to club operations.

1. Responsible for all communications and inquires about Sport Clubs business and liabilities.
2. Legal matters (Title IX, Insurance claims, etc.)
3. Approval of Fundraising/Sponsorship
4. Approval to hire coaches, instructor, and volunteer
5. Decisions associated with expenditure of University and student money
6. Payment of financial obligations, including purchasing of equipment, payment of bills
7. Travel Arrangements - utilizing university van
8. Facility safety and reservations
9. Contracts with organizations, local regional, national
10. Approval or written information disseminated to organization

FACULTY ADVISOR
Each club is encouraged to have one faculty/staff advisor. The advisor must file his/her intent to assist the club with the Assistant Chair Intramural, Recreation, Sport Clubs and should provide an email and campus address and telephone number.

1. The advisor is chosen and approved by the members of the club.
2. The advisor must be a part or full-time faculty or staff member of the university.
3. The advisor should be helpful in providing continuity, advising, counseling and supervision.
4. Faculty, staff, alumni, or spouses may not serve as club officers nor administer nor assume active responsibilities of the club.

SPORT CLUB OFFICERS
Positions for officers are as follows: President, Vice President, Treasurer, and Secretary.

1. Each club must elect officers on a yearly basis. It is strongly encouraged that those clubs who are active at the beginning of fall quarter elect officers at the end of spring quarter to ensure success of the club.
2. Each club is responsible for supplying the office with the telephone numbers, email addresses, and campus addresses of all officers.
3. The officers are to coordinate of the club's activities with guidance from the Assistant Chair and the Faculty Advisor. Specific duties assigned to each officer are left to the discretion of each individual club.
4. Clubs are encouraged to involve their younger members in leadership positions in order to build a core of leadership that will remain to promote the club's activities when active seniors or graduate students are lost to graduation.
5. All club officers will meet at the beginning of Fall Quarter each year to review Sport Clubs and University policies with the Assistant Chair Intramural, Recreation, and Sport Clubs. Failure to attend this meeting will cause the budget to be withdrawn and all club activities to cease.
6. All league mailings and information pertinent to the organization and administration of club activities are to be sent directly to the Office of Intramural, Recreation, and Sport Clubs at 5530 S. Ellis Ave, Rm 141, Chicago IL 60637. Due to the change of student leaders from year to year, information sent to student addresses frequently does not reach the correct person.

ADMINISTRATIVE RESPONSIBILITY OF OFFICERS

As a Sport Club, you are expected to follow all procedures contained in this manual. Club members accept responsibility for their actions at all games, practices, and during travel to and from the same. Although the Office of Intramural, Recreation, Sport Clubs will assist with many organizational aspects to ensure successful administration of your sport, the club members and officers are ultimately responsible to see that all activities are conducted safely and for maximum enjoyment. Experience has shown that the most successful clubs are the ones with outstanding student leaders.

The Office of Intramural, Recreation, and Sport Clubs provides encouragement, guidance and supervision; but in the final analysis the club survives and thrives only by means of involvement and participation. In addition to the duties outlined in the club constitution but not limited to, each Sport Clubs Officer is responsible for the following:

President's Responsibility

1. Serve as a liaison between the club and Assistant Chair of Sport Clubs.
2. Operate the club in compliance with the policies of the Sport Clubs.
3. Assist in providing informing newly elected president of policies and procedures
4. Insure all members a completed Assumption of Risk and Release on file with the Assistant Chair Intramural, Recreation, and Sport Clubs of Sport Clubs.
5. Submit a current roster of club members, officers and advisor.
6. Submit a written quarterly report summarizing club activities.
7. Meet financial obligations incurred as a club.
8. Regularly collect club mail from the Office of Intramural, Recreation, and Sport Clubs.
9. Furnish copies of the club practice and game schedule to the Office of Intramural, Recreation, and Sport Clubs two (2) weeks prior to the beginning of each competitive season.
10. Submit travel forms prior to departure.
11. Complete and submit Injury Report immediately for an injury that occurs during any Sport Clubs related activity.
12. Report the results of all club competitions.
13. Ensure club constitution and by-laws are governed properly and amendments submitted to Assistant Chair of Campus Recreation.
14. Complete Annual Report to reactivate their club.
15. Attend the Sport Clubs Mandatory Officer Workshop

Vice President's Responsibility

1. Assist president with assigned duties
2. Encourage participation of all club members in club related decisions
3. Assume role of president in the event of their absence
4. Attend the Sport Clubs Mandatory Officer Workshop

Secretary's Responsibility

1. Primary responsible for scheduling extramural competitions
2. Maintain minutes of official meetings
3. Publicize club activities
4. Keep organizational records
5. Other administrative duties assigned by club president
6. Attend the Sport Clubs Mandatory Officer Workshop
7. Maintains Inventory of Equipment and Supplies to be submitted to the Assistant Chair at the conclusion of each academic year

Treasurer's Responsibility

1. Collects dues from the members and ensures the regular deposit into Bursar account established through the Office of Intramural, Recreation, and Sport Clubs.
2. Maintains record of receipts and expenditures
3. Submits bills and other necessary payments to the Assistant Chair Intramural, Recreation, Sport Clubs of Sport Clubs
4. Ensures club monies are properly used
5. Prepares budget report in conjunction with president, vice president and secretary and submit to Assistant Chair Intramural, Recreation, Sport Clubs
6. Knows the rules and regulations governing the financial and budgetary procedures
7. Initiates and ensures that club members assume responsibility for generated revenue
8. Other administrative duties as assigned by the club president
9. Attend the Sport Clubs Mandatory Officer Workshop

Questions or comments?
Contact the University of Chicago Office of Intramural, Recreation, Sports Clubs.