Competitive Clubs Meeting 201819 AGENDA 1 Introductions 2

Competitive Clubs Meeting 2018/19

AGENDA 1. Introductions 2. Club Finances and Accounts – Yolana Junco, Director of Finance and Operations 3. CUSA Services – Jeffrey Thorslund, Clubs & Societies Commissioner 4. Our Turn Carleton – Natalie York, CUSA Vice President Internal 5. Risk Management – Bruce Marshall, Manager of Health and Wellness Programs 6. Ravens Brand – Sheryl Hunt, Assistant Director Marketing and Brand Dev. 7. Club Administration – Anthony Moniuszko, Competitive Sport Program Assistant 8. Athletic Therapy and Sport Medicine – Nadine Smith, Head Athletic Therapist 9. Questions?

INTRODUCTIONS • Representative name(s) • Competitive club sport • How many years you’ve been at the club • Your role at the club

CLUB FINANCES AND ACCOUNT MANAGEMENT Yolana Junco – Director of Finance and Operations • Review of policies regarding club finances and accounts • Review of financial procedures

BANK ACCOUNTS/FINANCES • NO BANK ACCOUNT OUTSIDE SCOTIABANK IS PERMITTED.

Club deficit or surplus is carried forward to the following year in each bank account. • – Expenses will not be processed if there is a deficit in the account, and/or until fundraising is deposited. • Any fundraising revenue can be deposited at any Scotiabank branch. • Any expenses are to be paid in the form of cheques and MUST be signed by Carleton university signing authorities – Bruce or Yolana plus one Club member, with the appropriate documentation (receipts, invoices etc. ). In the case where an expense needs to be reimbursed to an individual, all the appropriate receipts need to be submitted • – invoice and proof of payment

• Use a cheque to pay for expenses— NOT cash or a debit memo draft purchase. You always want to have proof of purchase. • Any expense over $5, 000 requires two quotes ( mainly for equipment ) • Annual Financial statements to Athletics should be provided prior to April 7 in the form of your team’s transaction history. • The cheque that you will be receiving is provided by CUSA and Athletics contributes 25 K and CUSA 25 K for a total of 50 K for all clubs. • The university grant cannot be used for parties, gift, personal expenses. . • If you lose receipts you need to fill out a statement of claim, we will allow that to happen twice in the season.

The clubs will designate one signing authority (treasurer or coach) and athletics has two signing authorities: • – Director of Finance (Yolana Junco Yolana. junco@Carleton. ca) and Bruce Marshall To sign cheques, the process is: • – – leave the cheque in an envelope at the Welcome Center with a big note saying TO: Yolana Junco and Return to: Name of the Club (Not NAME of the person). The Financial Administrator will pick up the cheques and bring them for signature. Once the cheques are signed will be going downstairs to the pick up folders under the name of the club. • For changes in the signing authority you need to contact CUSA office to arrange those changes with the bank; • For staff payments it needs to go through Carleton University payroll and the Club will reimburse Carleton including all the benefits at the end of the season; • If you have a conflict of interest with a supplier you need to declare that conflict in advance in writing to the Department.

CUSA SERVICES • CUSA Clubs & Societies Commissioner – Jeffrey Thorslund – clubs@cusaonline. ca • CUSA Vice President Internal – Natalie York – vpi@cusaonline. ca *** Register with CUSA HUB!

RISK MANAGEMENT Bruce Marshall – Manager of Health and Wellness Programs • Concussion and Return to Play Protocol • Travel Policy • Hazing

CONCUSSIONS AND RETURN TO PLAY PROTOCOL Concussion Awareness 101

TRAVEL POLICY • All travel forms are available through Go. Ravens > Club Info.

TRAVEL POLICY • ALL travel plans and forms must be submitted for approval through the Club Coordinator at least 7 days in advance; submit schedules asap. 1. Activity Registration Form - Must be completed for any games/tryouts/fundraisers. Due at least 72 hours prior to event. (Fundraisers, tryouts, game etc. ) 2. Driver Authorization Form - Must be completed if you will be driving to events. Complete online. Must receive approval. • Out-of-country travel requirements…

HAZING • Carleton University and the Athletic Department will not tolerate any forms of Hazing • Participation in hazing activities will lead to individual disciplinary action, team disciplinary action and/or termination of the team or student organization. • As a coach, student-athlete or participant, YOU are responsible for the behavior of your teammates at formal and informal, scheduled and unscheduled events.

Hazing: Any activity expected of a new member joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate….

ASK YOURSELF… 1) Are participants required to consume alcohol or drugs of any kind? (e. g. drinking games, excessive consumption, providing alcohol to minors) 2) Are new members asked to do something that senior member would refuse? 3) Does the activity involve humiliating, intimidating, or demeaning treatment of the new members? 4) Does the activity risk, threaten, or involve emotional or physical abuse?

5) Would you wear your team uniform in public while participating in the event? 6) Would you feel comfortable participating in this activity if someone you respect were watching? (e. g. parents, mentors, coaches) 7) Would you object to media attention of the activity being run in newspaper or posted on social media

RAVENS BRAND Sheryl Hunt – Manager of Marketing and Brand Development • Club branding guidelines • Bird Gang • Social media • Rodney’s House • Sponsorship and Donations

BRANDING GUIDELINES • All use of the Raven logo must be submitted to the clubs coordinator and/or Sheryl Hunt for approval (please provide at least 2 days notice) • Only recognized Competitive Clubs get to use the Ravens brand. • All posters, uniforms, flyers etc. must be reviewed by Athletics before it is used. • All club gear must be purchased through Gadar Sportswear. (tom@gadar. ca) – In rare circumstances, we will allow other suppliers – i. e. if you can find a supplier that would reduce your uniform expenses by at least 10%

BRANDING GUIDELINES • You may not use the old Raven’s logo - it must be the new brand.

BIRD GANG • Bird Gang – our student spirit club @CUBird. Gang – Join our social community and post information about your events – start and join conversations • All Ravens athletes are automatically Bird Gang members and get an exclusive Bird gang t-shirt and sticker on your campus card that gets you free access to all Ravens home games. – Come to Rodney’s House any weekday between 8 am and 4 pm to pick up your shirt and get your sticker.

RODNEY’S HOUSE • Apparel store at Alumni Hall • Open 8: 00 am-4: 00 pm Monday – Friday • Exclusive Ravens Under Armour merchandise • All Ravens Athletes get staff pricing (cost +10%) • All proceeds from the store go back into supporting our athletic programs

SPONSORSHIP/DONATIONS • Please contact Paul Armstrong (Paul. Armstrong@Carleton. ca) for any inquiries regarding donations. • Please contact Barbara Poujade (Barbara. Poujade@Carleton. ca) for any inquiries regarding sponsorships.

SPORTS INFORMATION AND SOCIAL MEDIA • Mitch Dick – Assistant Manager, Communications and Digital Marketing – Mitchell. Dick@carleton. ca • Varsity/club accounts – Content from varsity/club games and athletes – @curavens Facebook, Instagram, Twitter, Youtube & Snapchat • Social media accounts & behaviour policy

CLUB ADMINISTRATION Anthony Moniuszko – Clubs Coordinator • Student athlete registration/Formstack • Facility requests • Expo 2018 • Code of conduct • Evaluations

STUDENT ATHLETE REGISTRATION ROSTERS AND FORMSTACK • Each club leader will receive an email invitation to Formstack. • Once you have your team, each member MUST complete this BEFORE any competition. No form, no play. • Formstack produces your team roster that will be sent to the registrar’s office to ensure that ALL athletes are eligible students enrolled at Carleton University (as well as other league-specific monitoring). • If your league has eligibility rules and timelines beyond simply being a Carleton student, please advise the Club Coordinator asap.

YEAR-END EVALUATIONS • Completed at the end of the year by Club Executives/Leaders. • A year end evaluation of how you think you did as a club. • Membership, Leadership, Participation, Competitions, Financial Stability, Code of Conduct. • This will be posted on goravens. ca website • Should be submitted before March 31 st each year

FACILITY USAGE REQUESTS • Any and all facility requests (one time requests or recurring) are to be emailed to Ravensclubs@cunet. Carleton. ca and/or Mark De. Bruyn. – Pool requests can be sent directly to Steve Baird • Please avoid/limit new field/gym/pool requests and changes to schedule during season. • Facility booking during non-peak hours will be provided if available (usually limited to 4 hours per week), with some exceptions. • Peak hour facility requests will be charged the student rate where available.

EXPO 2018 • Registration for this year’s Expo Carleton is now open for all Carleton University clubs, societies, and services. • Event details: – DATE: Tuesday September 4 th, 2018 TIME: 12: 00 pm – 4: 00 pm WHERE: Athletics Fieldhouse • In order to participate, your group must be registered with Carleton’s Co -Curricular Record. You may also wish to contact ccr@carleton. ca for any concerns or questions that may arise. • Please ensure that your club, society, or service is only registered once for the event. • If you have any questions or concerns, Jack Todd: 430 Tory Building | (613) 520 -2600 x 7595 Jack. Todd@cmail. carleton. ca

CODE OF CONDUCT • You are all ambassadors of the Ravens brand Carleton University • There is ZERO tolerance for any initiation/hazing. • There is ZERO tolerance for inappropriate use of social media. • Please conduct yourselves in a manner that reflects Carleton University in a positive image.

ATHLETIC THERAPY AND SPORT MEDICINE Nadine Smith – Head Athletic Therapist • Athletic Therapy Kit and Game Coverage • Access to Athletic Therapy • Tryout Waiver Forms • Medical Forms

MEDICAL FORM • This form is found on the clubs page at goravens. ca under Clubs > Club Information

• All medical forms must be completed and payment for access to athletic therapy has to be processed before treatment of athletes. • It is mandatory that everyone who will compete with the team complete this form; no form, no play. • These are to be collected by each team and provided to the Athletic Therapy Clinic. • The Medical Form is not required for tryout (use the tryout waiver form)

ACCESS TO ATHLETIC THERAPY • Optional coverage for each team • All team members must opt-in • Cost is $50 per team member for 10 athletic therapy sessions • Treatment access through the Athletic Therapy Clinic for those who purchase the optional coverage • Treatment access through the Sport Medicine Clinic (or other) for those who do not purchase the optional coverage • Access to athletic therapy must be paid before treatment of athletes

ATHLETIC THERAPY KIT AND GAME COVERAGE • Teams will be provided a medical kit upon request • Teams requiring additional supplies will be invoiced • Teams who require or desire athletic therapy coverage at games must submit a request at least 10 days in advance • Typical home / on-campus game coverage is $75 (but can vary depending on the sport) • Away / off-campus game coverage costs vary on location and time requirement

TRYOUT WAIVER FORMS • This form is found on the clubs page at goravens. ca under Clubs > Club Information.

• It is mandatory that everyone who tries out complete this form before taking place in tryouts. • These are to be maintained by the coaches/team executive and a copy is to be provided to the Clubs Coordinator. • Please print these off and have them available at tryouts.

? ? ? QUESTIONS?

THANK YOU!