Club Sports Fall Meeting October 1 st, 2013 Introductions: Sport Administrators Pam Mahlow:...

Club Sports Fall Club Sports Fall MeetingMeeting

October 1October 1stst, 2013 , 2013

Introductions: Sport Introductions: Sport AdministratorsAdministrators

Pam MahlowPam Mahlow: Associate Director for : Associate Director for Campus Recreation- Sports and PECampus Recreation- Sports and PE

Claire DavisClaire Davis: Coordinator for Club : Coordinator for Club Sports and Intramural SportsSports and Intramural Sports

Travis JewTravis Jew: Assistant Director for : Assistant Director for Intramural Sports and CampsIntramural Sports and Camps

Steven DiPaoloSteven DiPaolo: Director for : Director for Marketing and Special ProjectsMarketing and Special Projects

Cardinalrec.stanford.edu

Introductions: Executive Introductions: Executive CommitteeCommittee

Michelle Teo Michelle Teo (Women(Women’’s Rugby): s Rugby): Administrative Co-PresidentAdministrative Co-President

John Butterfield John Butterfield (Triathlon): (Triathlon): Financial Co-PresidentFinancial Co-President

Nicole RichardsonNicole Richardson (Women (Women’’s s Rugby): Committee MemberRugby): Committee Member

Greg Heon Greg Heon (Men(Men’’s Ultimate): s Ultimate): Committee MemberCommittee Member


Introductions: Eric SteinIntroductions: Eric Stein

Senior Associate Athletic Director for Senior Associate Athletic Director for Physical Education, Recreation and Physical Education, Recreation and WellnessWellness


Club Sports Re-OrgClub Sports Re-Org Club Sports no longer has a Club Sports no longer has a ““directordirector”” position position PamPam’’s role in the department has changed s role in the department has changed

some but she will still be directly involved and some but she will still be directly involved and have ultimate oversight over Club Sports, as have ultimate oversight over Club Sports, as well as the Intramural Sports and Physical well as the Intramural Sports and Physical Education programsEducation programs

Teams have been assigned Sport Teams have been assigned Sport Administrators to communicate with (Varsity Administrators to communicate with (Varsity model)model)

Hope is teams will get more individualized Hope is teams will get more individualized attention and assistanceattention and assistance


Club Sport Re-Org continuedClub Sport Re-Org continued

There will be Sport Administrator-There will be Sport Administrator-specific responsibilities as well as specific responsibilities as well as centralized responsibilitiescentralized responsibilities

Use the cheat sheet as a guide for Use the cheat sheet as a guide for who to contact whenwho to contact when

Contact Claire when in doubtContact Claire when in doubt Questions?Questions?


Team Requirements: Team Requirements: IMLeaguesIMLeagues

Anyone who wishes to participate with your Anyone who wishes to participate with your team MUST do the following BEFORE team MUST do the following BEFORE participating:participating:– Register on IMLeagues.com and join your teamRegister on IMLeagues.com and join your team– Sign the online waiverSign the online waiver– Complete the Acknowledgement of Health form Complete the Acknowledgement of Health form

(must be approved by staff in IMLeagues)(must be approved by staff in IMLeagues)

It is YOUR responsibility to ensure that EVERY It is YOUR responsibility to ensure that EVERY person participating with the team has person participating with the team has completed all of these requirementscompleted all of these requirements


Team Requirements: Team Requirements: IMLeaguesIMLeagues

Please print rosters before each practice, or Please print rosters before each practice, or have a smart phone/tablet available to have a smart phone/tablet available to check athletescheck athletes’’ status status– Name: should be regular text, no line through it Name: should be regular text, no line through it

(line=something missing)(line=something missing)– Waiver: should list date and time signedWaiver: should list date and time signed– Acknowledgement of Health: should be green Acknowledgement of Health: should be green

and and ‘‘verifiedverified’’ (red = not started or temporarily (red = not started or temporarily denied)denied)

Check IMLeagues regularly as athletes Check IMLeagues regularly as athletes begin to register and follow up with those begin to register and follow up with those who missing requirementswho missing requirements


Team Requirements: Team Requirements: CoachesCoaches

Coaching Agreements: for ALL coaches, old Coaching Agreements: for ALL coaches, old and newand new– Must be filled out completely and be signed by Must be filled out completely and be signed by

both coach and one officerboth coach and one officer– Due Tuesday, October 15Due Tuesday, October 15thth

Livescan Background Checks: for NEW Livescan Background Checks: for NEW coaches only (or those missing livescans coaches only (or those missing livescans from last year)from last year)– See email for detailsSee email for details– Due Tuesday, October 15Due Tuesday, October 15thth

Coach Resources: Facility passes and Coach Resources: Facility passes and parking permit sponsorship forms (coaches parking permit sponsorship forms (coaches must pay for parking)must pay for parking)


Team Requirements: Team Requirements: Competitive SchedulesCompetitive Schedules

Use the Use the ““Competitive ScheduleCompetitive Schedule”” form, form, which can be found on the Club Sports which can be found on the Club Sports website under website under ‘‘Team DocumentsTeam Documents’’

Due to your Sport Administrator by Due to your Sport Administrator by Tuesday, October 15th Tuesday, October 15th for Fall for Fall QuarterQuarter

Communicate any changes or Communicate any changes or cancellations to your Sport cancellations to your Sport Administrator as the quarter goes onAdministrator as the quarter goes on


Team Requirements: Driver Team Requirements: Driver FormsForms

Anyone (coach or athlete) who will be driving Anyone (coach or athlete) who will be driving others to team practices or competitions need others to team practices or competitions need to fill these outto fill these out

2 forms: Driver Authorization (2 pages) and 2 forms: Driver Authorization (2 pages) and Driving Guidelines formDriving Guidelines form

Due Tuesday, October 15th or before Due Tuesday, October 15th or before travelingtraveling

Can be scanned (no pictures) and sent via Can be scanned (no pictures) and sent via email, faxed, or dropped off in person (to Sport email, faxed, or dropped off in person (to Sport Admin)Admin)

Will email out a Google doc with approved Will email out a Google doc with approved driver list from Winter/Spring 2013driver list from Winter/Spring 2013


Team Requirements: Travel Team Requirements: Travel FormsForms

Required for all travel outside of Santa Clara county Required for all travel outside of Santa Clara county & San Mateo county (East Bay, SF and Santa Cruz & San Mateo county (East Bay, SF and Santa Cruz okay)okay)

On Mondays, Sport Admins will email teams that On Mondays, Sport Admins will email teams that have upcoming events on the calendar and request have upcoming events on the calendar and request travel formstravel forms

Due 24 hours in advance of departureDue 24 hours in advance of departure Sport Admins will be cross-checking with IMLeagues Sport Admins will be cross-checking with IMLeagues

rosters and approved driver listrosters and approved driver list Insurance verification is available when driving Insurance verification is available when driving

university or rental vehiclesuniversity or rental vehicles Sport admins can also provide statements verifying Sport admins can also provide statements verifying

travel to professors when athletes have to miss classtravel to professors when athletes have to miss class


Team Requirements: Accident Team Requirements: Accident FormsForms

Required for injuries sustained during Required for injuries sustained during practice, competition, or team eventspractice, competition, or team events

Submit to Sport Administrator within 24 Submit to Sport Administrator within 24 hours of incidenthours of incident

We will provide a copy to our Athletic Trainer, We will provide a copy to our Athletic Trainer, Sonja, and she can follow up to provide Sonja, and she can follow up to provide support and campus resource informationsupport and campus resource information

For injuries resulting in loss of consciousness For injuries resulting in loss of consciousness or immediate medical attention, call Sport or immediate medical attention, call Sport Administrator immediatelyAdministrator immediately


Team Requirements: Weekly Team Requirements: Weekly ResultsResults

On Mondays, Claire will email teams On Mondays, Claire will email teams who competed the previous weekend who competed the previous weekend requesting resultsrequesting results

Due by 12 noonDue by 12 noon Please provide a detailed response Please provide a detailed response

with placements, highlights, etc.with placements, highlights, etc. This information gets passed along to This information gets passed along to

Senior Staff within Athletics and is Senior Staff within Athletics and is saved to maintain Club Sports recordssaved to maintain Club Sports records


Team Requirements: Facility Team Requirements: Facility SchedulesSchedules

Fall quarter changes request due by Fall quarter changes request due by Tuesday, October 15Tuesday, October 15thth to Travisto Travis

Winter quarter facility request will be Winter quarter facility request will be due in Novemberdue in November


Team ResourcesTeam Resources clubsports.stanford.edu- contact clubsports.stanford.edu- contact

information, all forms, event schedule, etc.information, all forms, event schedule, etc.– Club Sports ManualClub Sports Manual– this powerpointthis powerpoint

Mailboxes in BurnhamMailboxes in Burnham– If you walk in from Ford, in the office located If you walk in from Ford, in the office located

between the bleachers on the rightbetween the bleachers on the right– Attention: Team Name, 615 Serra Street Attention: Team Name, 615 Serra Street

Stanford, California 94305-6150Stanford, California 94305-6150 Club Sports credit cardsClub Sports credit cards Athletic TrainingAthletic Training


October 15October 15thth Deadline Deadline

Athletes registered in IMLeagues with Athletes registered in IMLeagues with all requirements metall requirements met

Coaching Agreements and Coaching Agreements and Background Checks (Sport Admin)Background Checks (Sport Admin)

Competitive Schedule (Sport Admin)Competitive Schedule (Sport Admin) Driver Forms (Sport Admin)Driver Forms (Sport Admin) Fall facility schedules changes Fall facility schedules changes

(Travis)(Travis)


Finances: Budget ProposalsFinances: Budget Proposals

Due Due Friday October 18Friday October 18thth to John at to John at [email protected]

Contact Pam if you need last yearContact Pam if you need last year’’s s budget as a resourcebudget as a resource

John will be holding office hours the John will be holding office hours the week of October 14-18 in Old Union week of October 14-18 in Old Union (exact times to be emailed out later)(exact times to be emailed out later)


Finances: Financial AidFinances: Financial Aid

Available through university grants Available through university grants and the ASSU Executive to help and the ASSU Executive to help Stanford club sports athletes (full-time Stanford club sports athletes (full-time students)students)

Applications will be due Applications will be due Friday, Friday, October 25October 25thth

Maximum assistance per athlete is Maximum assistance per athlete is $100/quarter or $300/year$100/quarter or $300/year

Priority to athletes on Tier I-III teamsPriority to athletes on Tier I-III teams


Finances: TSF PresentationFinances: TSF Presentation

Nora Martin: Partnership Program Nora Martin: Partnership Program Coordinator for The Stanford FundCoordinator for The Stanford Fund


Finances: ASSU Banking Finances: ASSU Banking WorkshopsWorkshops

Schedule available onlineSchedule available online All new FOs must to attend a All new FOs must to attend a

workshop to access accountworkshop to access account


ElectionsElections

Amy King (Triathlon)Amy King (Triathlon) Alexander Paraschuk (Judo)Alexander Paraschuk (Judo) Irving Rodriguez (Men’s Soccer)Irving Rodriguez (Men’s Soccer)


Questions???Questions???


Club Sports Fall Meeting October 1 st, 2013 Introductions: Sport Administrators Pam Mahlow:...

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