COVID-19 UPDATE: Our policies and procedures have changed in response to the COVID-19 outbreak. Please review policies below. Updates and points of emphasis are in bold.
Please note that failure to follow these policies is a breach of your membership agreement and/or the Student Code of Conduct. Failure to follow could result in a suspension or loss of access privileges.
SPECIAL COVID-19 CONSIDERATIONS:
Please view area-specific policies below.
The Northern Kentucky University (NKU) Department of Campus Recreation is committed to providing safe and inviting facilities for NKU students, faculty, staff, and members for the purpose of academics, recreation, and athletics in an effort to support the University’s mission. In addition, it is understood that NKU is a regional institution and is committed to serving the surrounding community when possible. Therefore, the Department of Campus Recreation has established these Campus Recreation Center Policies to provide a consistent and equitable framework for the administration of the Campus Recreation Center (CRC).
NKU Campus Recreation strives to provide a welcoming, inclusive, and accessible environment for all individuals regardless of race, ethnicity, religion, gender, gender identity, age, sexual orientation, ability, veteran status, or national origin. All issues and incidents regarding concerning, worrisome, threating behaviors, hardships, conduct, relationship violence, sexual misconduct, or stalking will be investigated and may be grounds for having all membership privileges revoked.
Participating in activities and/or using these facilities are voluntary. NKU is not responsible for illness or injury sustained using these facilities. Each participant is encouraged to have a complete physical exam and to carry health/injury insurance.
It is important that we protect the recreational privileges of the NKU community by assuring that only those individuals eligible to use our facility are allowed access. Security is one of our most important responsibilities. The Campus Recreation Center (CRC), located in the Albright Health Center, is a controlled access facility and therefore, the following entrance policies apply:
Facility Access Procedures:
By entering NKU Campus Recreation facilities, individuals agree to:
Guests can purchase a guest membership at the rate of $10.00 plus tax each per day with the following restrictions:
Students, staff/faculty, and members may not sponsor a guest they do not know personally.
If the guest is under the age of 18, their sponsor must be 18 or older for them to enter. Minors are permitted into the Campus Recreation Center as long as they are under direct Adult Supervision of that sponsor during the entirety of their visit. (Adult Supervision: Accompanying adult should be in the same activity area as the child.)
Click here to view our Age Requirements for Minors if you have any questions.
Parking on Campus
NKU Parking Services charges fees for all vehicles parked on campus.
There are two options avaialble to park on campus:
We expect all individuals using the NKU Campus Recreation facilities to conduct themselves in a respectful and considerate manner towards others. The following behaviors are strictly prohibited in Campus Recreation facilities. Any person found violating these rules will be immediately asked to leave the facility and will not be refunded for any purchases.
Following items are not permitted:
INTRAMURAL FIELD COMPLEX POLICIES
Purpose
The Northern Kentucky University (NKU) Department of Campus Recreation is committed to providing safe and inviting facilities for current NKU students, faculty, staff, and alumni for the purpose of academics, recreation and athletics in an effort to support the university’s mission. In addition, it is understood that NKU is also committed to serving the surrounding community when possible. The Department of Campus Recreation has established the following policies & procedures to provide a consistent and equitable framework for the administration of the Intramural (IM) Field Complex.
Entrance Policy / Controlled Access Facility
It is important that we protect the recreational privileges of the NKU community by assuring that only those individuals eligible to use our facility are allowed access. Security is one of our most important responsibilities. The IM Field Complex is a controlled access facility and, the following entrance policies will apply:
By entering the IM Field Complex, individuals agree to:
Guests
General Use Policies
Music Policy
Music will be provided and regulated by Campus Recreation staff. Groups or individuals are not permitted to bring or play their own music devices.
All artificial noise makers are banned from contest areas during athletics events.
Photography/Video Policy
Participants and spectators are permitted to photograph or film activities for their own personal use.
All other photography or filming requires prior approval from Campus Recreation. Submit the Photography Request Form to the Assistant Director for Intramural Sports.
Permission to photograph/video tape will be withdrawn if the above guidelines are not adhered to.
Authorization Procedure
Participating in activities and/or using these facilities are voluntary. NKU is not responsible for illness or injury sustained using these facilities. Each participant is encouraged to have a complete physical exam and to carry health/injury insurance.
Accidents/Injuries
Report all accidents and injuries to the IM Field Complex Office. The IM Field Complex Office will supply ice and band aids if necessary. IM Field Complex staff is CPR/AED/First Aid certified. No Athletic Trainers on duty. IM Field Complex staff will contact EMS and initiate emergency action procedures for medical emergencies.
Inclement Weather Policy
The intent of this policy is to ensure the safety of Northern Kentucky University students, faculty, staff, alumni and their guests and to ensure efficient operation of the University during severe/hazardous weather.
Lightning Policy
An IM Field Complex staff member will monitor the local weather with the utilization of weatherTAP.com.
During a lightning storm or severe/inclement weather, the IM Field Complex does not have an area set aside for patrons and participants to go to for safety other than their own vehicles. Please make sure that if you are renting the IM Field Complex and have your group being dropped off and picked up, that you have a vehicle plan for safety when lightning or severe/inclement weather arrives.
Banner Policy
The following policy is designed to allow recognized student organizations, and administrative and academic departments to properly hang banners for sponsored activities or Northern Kentucky University related functions to be conducted at the IM Field Complex. All banners must have approval of the NKU Campus Recreation Department. All banners must adhere to the following rules and regulations to be displayed:
Parking
Food & Beverages
Food and/or beverages (other than water or sports drinks) are not permitted in the IM Field Complex. The use of food, sunflower seeds, gum, tobacco and alcohol is strictly prohibited within the IM Field Complex. Only water and sports drinks in plastic, resealable containers are permitted.
Concession Policy
Northern Kentucky University policy prohibits any reservation groups from selling concessions at their scheduled event at the IM Field Complex.
For more information or questions concerning concessions for your event you must contact Chartwells Catering Service. For Permission to provide free water or sports drinks contact Andy Meeks with NKU Dining Services at (859) 572-5575 or by emailing meeksa@nku.edu.
Open Recreation Policy
All current NKU students, faculty, staff and Campus Rec Center alumni members are eligible to participate in Open Recreation hours at the IM Field Complex. Anyone under the age of 18 must be accompanied by an adult at all times.
Intramural Spectator Policy
Each NKU student, faculty and staff participating in an event at the IM Field Complex is allowed to have five (5) spectators or fans enter the facility on their behalf. They will be asked to sign in under our Spectator Sign-In/Waiver and are required to follow all established policies.
Guest Policy
Fronting Policy
Events scheduled at the IM Field Complex are primarily for the members of NKU and must comply with the policy prohibiting "fronting". Fronting occurs when an on-campus organization is used to represent primarily the interests of an off-campus group. The IM Field Complex does not recognize co-sponsorship between non-university groups and student organizations or campus departments when the co-sponsorship seeks to reduce applicable costs for facilities or services. Groups should not use their privileges for access to NKU spaces inappropriately to "front" for a non-university group or commercial vendor in order to avoid or reduce rental rates. On campus organizations can only reserve space for events of which they directly sponsor, are integrally involved in, and will attend.
Lost & Found
NKU is not responsible for lost or stolen items. For your convenience, a lost and found bin is located in the IM Field Complex Office for all items that are turned into our staff. Staff members are not permitted to hold equipment, valuables or bags. Found items should be turned in at the IM Field Complex Office. Inquiries regarding lost items should be directed to the IM Field Complex Office. Items not claimed within 30 days will be disposed of/donated to charity organization.
Only NKU students, faculty/staff and Campus Recreation Center members are permitted to use the Sand Volleyball Courts for open recreation activities.
Groups are eligible to reserve facility for special events.
Scheduling and reservation information available at campusrec.nku.edu.
The Department of Campus Recreation reserves the right to make appropriate changes to the schedule without prior notice.
Motor vehicles, skateboards, roller blades, bicycles, golf equipment, glass products, marking tape,
chairs, sharp objects and pets are prohibited.
The use of food, sunflower seeds, gum, tobacco and alcohol is strictly prohibited within the facility.
Caution, be aware of objects leaving the field of play.
Refrain from striking objects, leaning upon, climbing, or affixing items to the fence.
Patrons will be held responsible for picking up all trash from the area before vacating the premises.
NKU is not responsible for lost or stolen items.
Failure to adhere to Sand Volleyball Court policies & procedures, including trespassing, are a violation of the code of conduct and will result in removal from the courts and disciplinary action.
In case of emergency contact the NKU Police at 859-572-7777 or use the BLUE LIGHT EMERGENCY
PHONE located in Parking Lot Q to contact the NKU Police Department.
OUTDOOR BASKETBALL COURT POLICIES
Only NKU students, faculty/staff and Campus Recreation Center members are permitted to use the Outdoor Basketball Courts for open recreation activities.
Groups are eligible to reserve facility for special events.
Scheduling and reservation information available at campusrec.nku.edu.
The Department of Campus Recreation reserves the right to make appropriate changes to the schedule
without prior notice.
Motor vehicles, skateboards, roller blades, bicycles, golf equipment, glass products, marking tape,
chairs, sharp objects and pets are prohibited.
The use of food, tobacco and alcohol is strictly prohibited within the facility.
Caution, be aware of objects leaving the field of play.
Refrain from striking objects, leaning upon, climbing, or affixing items to the fence.
Patrons will be held responsible for picking up all trash from the area before vacating the premises.
NKU is not responsible for lost or stolen items.
Facility open dawn until dusk.
Failure to adhere to Outdoor Basketball Court policies & procedures, including trespassing, are a
violation of the code of conduct and will result in removal from the courts and disciplinary action.
In case of emergency contact the NKU Police at 859-572-7777 or use the BLUE LIGHT EMERGENCY
PHONE located in Parking Lot Q to contact the NKU Police Department.
Before Each Lesson
Parent/Guardian Reminders
Cancellations/Missed Classes
Registration Policies
We are glad you have taken a step to become a student leader on campus. The Sport Club program at NKU continues to grow, both in terms of new clubs and membership in our existing clubs. Student leaders like you play a major role in this growth. We know leading a club is time consuming and can be a lot of work. With this in mind, we have worked hard to make this manual user-friendly. Please take the time to review the information presented. It is the foundation that you will need in order to stay organized.
This resource can help you maintain accurate record keeping, financial accounting and equipment inventories. Plus, we’ll show you how to do the fun stuff like reserving a room or field for a meeting/practice or steps to take when purchasing equipment for your club!
You will have many opportunities to grow and learn this year. Campus Recreation will have answers to a lot of your questions and likewise, you’ll have answers to many of our questions. It works when we work together!
Campus Recreation is dedicated to helping you and your club members have a positive and successful sport club experience. Best of luck to you and your club this year!
Sincerely,
Sport Club Staff
Introduction to Sport Clubs
The Northern Kentucky University Sport Club Program is made up of those student organizations that meet the requirements posted in this manual (Recognition of a Sport Club). The Department of Campus Recreation provides professional administration to the program. As an officially recognized student organization, all sport clubs are subject to those rules and regulations established by the University, detailed in the Code of Student Rights and Responsibilities and this manual. Sport Clubs are administered by the Department of Campus Recreation.
The success of your club depends on student leadership, participation and organization. The day-to-day operations are organized and managed by student leaders within the club. The Sport Club Handbook serves as a resource for officers in the daily management and operation of clubs. The handbook also contains policies and guidelines pertaining to the Department of Campus Recreation. Please contact the Assistant Director at (859) 572-1346 should you have questions not addressed in this manual.
Purpose and Authority of the Sport Club Staff
The Sport Club staff serves as the official representative of the Division of Campus Recreation in the supervision of the Sport Club Program. A close relationship is maintained between the personnel of the Office of Dean of Students, the Office of Student Engagement, and Campus Recreation to help provide assistance to the student organizations recognized as sport clubs.
It is in the best interest of clubs to communicate frequently with the Sport Club Staff to remain informed of policies and meetings that pertain to the Sport Club Program. The chain of communication between the Sport Club Staff and the sport club members will be through the Sport Club President. If the president is not available, then we will communicate with the Vice President of the club. In the event of a problem or question, sport club members should contact the sport club president and if the president is not sure of the answer or needs assistance, then he/she will contact the Sport Club Staff. Club officers may be included in the communication chain as a courtesy to help keep more officers informed.
Club Organization & Responsibilities
Sport Clubs Affiliation Policy
Sport – An activity involving physical exertion and skill that is governed by a set of rules or customs and often undertaken competitively.
Game – An activity providing entertainment or amusement; a pastime.
Sport Clubs shall be defined as a group that meets regularly to purse an interest in team or individual sport activity. Sport Clubs can be competitive, recreational and/or instructional in nature.
To be eligible for consideration as a recognized Sport Club at NKU, a potential club shall meet the following requirements:
1. Fit definition of Sport Club; AND
2. Offer an activity that does not duplicate an existing Sport Club.
For more information on sport clubs and/or the recognition process, please contact the Sport Club Staff.
Sport Club Dates & Communication
All of the important dates and times of meetings will be sent out via email to the president of each Sport Club. Important dates will include Sport Club Council meetings, CPR/First Aid Certification dates and deadlines, Sport Club events, paperwork deadlines, as well as other general information.
Re-Activate or Start a New Club
Starting a new club can be a lot of fun. In order to start a new club, you must have the following:
The success of a new club depends on the amount of organization and energy you are willing to dedicate. Your enthusiasm will make the difference! The key to starting a new club is identifying a core group of leaders to help share the load. Don’t try to do it all by yourself. By the time the club gets going, you’ll be burned out. Good luck!
NCAA Compliance
Active intercollegiate athletes and red-shirts are not eligible to participate in a sport or related sport in which they intend to compete in at the varsity, junior varsity or freshman level during the same academic year.
· Member of a varsity, junior varsity or freshman intercollegiate team
· Suited up for an intercollegiate contest
· Participated in an intercollegiate contest
· Practiced with an intercollegiate team after the last cut
· Red-shirted for an intercollegiate team
· If an active intercollegiate athlete or red-shirt’s season of competition is in the Fall semester, they are not eligible for Intramural Sports participation in their same sport or a related sport until the following Fall semester. If the season of competition is the Spring semester, they are ineligible for Intramural Sports participation in their same sport until the following Spring semester. Team Managers are advised to seek clarification of this policy when they wish to have an intercollegiate athlete or a red-shirt participate on their team.
If you are a club sport participant at NKU, and may be interested in participating in the same sport for the NKU Athletic Department, please note the following: Your participation on the club sport team will use one of your four seasons of NCAA eligibility (examples include: soccer, tennis, basketball and volleyball).
Club Constitution
Every sport club is required to have a constitution submitted to the Office of Student Engagement, as well as to the Sport Club Staff in charge of sport clubs each year they are in existence. Constitutions are important in laying the foundations for a club’s existence. Because the constitution is important in the maintenance and operation of a sport club, it should be reviewed and updated on a regular basis by the club’s membership. The constitution should only include the fundamental framework of the club. It should be made difficult to amend in order to maintain the original intent for organizing the club. By-laws and standing rules help in keeping the constitution contemporary with the direction of the club. By-laws are established to govern its internal operation. Standing rules are those rules that may be adopted or rescinded by a majority vote at any club meeting. They usually entail details such as the meeting times for the year and location, etc. and should not conflict with the constitution and by-laws. Your constitution needs to be submitted to the Sport Club staff at the beginning of every academic year and anytime there are changes made to the document.
Read and Follow Your Club Constitution
Your club exists today because students came together some time in the past and wrote a constitution. The University recognizes your club because of that constitution. You can change it, but you must follow it. Your club constitution contains all sorts of useful information. The duties of your officers, membership eligibility, how and when to hold elections should all be included in your constitution.
Sport Club Status
As recognized Student Organizations, Sport Clubs are subject to all rights and responsibilities stated in the Student Organization Handbook and the Sport Club Manual. The Sport Club Staff member serves as the University Administrator overseeing the day-to-day operation and management of the program and its clubs.
Active v. In-Active
The “Active” status is given to those clubs that re-register with the Office of Student Engagement and Sport Club Program each fall semester, submit officer update forms after elections, maintain a level of club activity (regular meetings, participate in SCC, host or travel to events), maintain a minimum of at least 5 members & officers (at least 5) and submit a constitution. “In- Active” status is designated to those clubs that have not re-registered by the fall deadline, have ceased club activity, fall below the minimum number of members or officers or request the “In-Active” status. “In-Active” clubs are not eligible to use or receive funds, use reserved space or reserve any future facilities, practice or compete. “In-Active” clubs wishing to become “Active” should contact the Sport Club Staff.
The NKU Logo & Name
Sport Clubs may NOT use the NKU Athletics name and/or logo in the name of the organization. This includes “Norse” and any other trademark. All application of any New Club logo must be submitted to Campus Recreation for review. This includes any apparel or publication. Any replica of a Sport Club Logo will need approval from the Department of Campus Recreation and University Communications. This includes any t-shirt ideas, warm-ups, jerseys, etc. Clubs can use NKU or Northern Kentucky University for logo designs.
The use of the NKU name in conjunction with off campus bank accounts is strictly prohibited. Your club is prohibited from using both “Northern Kentucky University” and “NKU” in the any part of your off-campus bank account.
Publicity
Public relations are an important means of informing the University community of your club’s activities as well as attracting new members to your club. The University has numerous resources for your club’s use:
http://marcomm.nku.edu/digital-signage.html
The Campus Recreation Department can help you with your publicity efforts. Other departments may have students willing to work on special projects as part of a term project. You can contact the appropriate department (art or marketing, for example) to inquire about the availability of the students. Any published material should be legible, eye-catching and informative. A well-organized publicity campaign will draw interest to your club.
All flyers must meet the approval of the Department of Campus Recreation before they are posted!
Non-Discrimination Guidelines for Student Organizations
Northern Kentucky University believes that student organizations play a vital role in every student’s education. Therefore, every student shall have the right to participate in the student organization of his or her choice regardless of race, color, religion, sex, sexual orientation, national origin, handicap, age or ancestry.
Northern Kentucky University encourages students to join and actively participate in all registered student organizations. Additionally, NKU encourages students to recruit new members for their organizations and to create new organizations when needs are not met by existing groups.
A criterion for registration as an organization on NKU’s campus is the requirement that the organization shall have a policy that every student shall have the right to actively participate in that student organization regardless of race, color, religion, sex, national origin, sexual orientation, handicap, age, or ancestry and shall have equal opportunities for membership in all registered student organizations.
The exception shall be the recognized social fraternities and sororities whose right to remain single sex organizations is guaranteed under Title IX of the Education Amendments of 1972. Every other provision of this statement applies to those organizations as it does to all student organizations.
Therefore, no student organization shall refuse membership to a student on the basis of race, color, religion, national origin, handicap, sexual orientation, age or ancestry. Nor shall any student organization discharge a member without just cause or otherwise illegally discriminate against that person with respect to privileges and promotions within that student organization.
Furthermore, no student organization shall limit or classify its members on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, age, handicap or ancestry. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy.
Furthermore, no student organization shall limit or classify its members on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, age, handicap or ancestry. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy.
Further, no student organization shall print, publish, cause to be printed or published any material that is discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry. Nor shall any student organization conduct any activities that tend to harass, embarrass or generally disturb any person on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
Any violation of this statement by any student organization shall result in disciplinary action. Students may file a complaint with the Student Engagement Office, the Affirmative Action Coordinator of the University, a representative of Student Government Association, or a member and of the Faculty or the Dean of Students. Penalties for violations of this policy may result in suspension or probation of the organization and loss of privileges associated with registered student organizations.
Required Officer Positions & Electing Officers
All clubs must have five (5) officer positions filled at all times: President, Vice President, Secretary, Treasurer, and Safety Officer. These are the recommended position titles, but they may be changed if approved by the Sport Club Staff. If an officer chooses to forfeit their position it is the executive committee’s responsibility to find a replacement for the vacant position within (5) business days. Note: Officers can only hold 1 officer position at a time.
Every club constitution should address how officers are to be selected. Most clubs hold elections in spring semester. Clubs can take nominations one meeting and elect officers, through secret or open ballot, at the next meeting. Remember you must follow your club constitution.
Club Officers Role
It takes a lot of time, organization and commitment to effectively administer a sport club. Too often the President is stuck doing all the “work.” One characteristic of good leadership is the ability to motivate and empower your membership. You have great leaders in your club right now! Some are more willing to accept responsibility than others. The sure way to know which ones to look to are the ones that run for office, ask if they can help, or always have ideas about what the club should do. Utilize these people! Here is a list of duties broken-up by officer title. Adapt them to fit your needs. Below are examples of how to divvy up certain roles amongst the 5 officers. Each responsibility should be spelled out in your constitution.
President: Responsible for all club actions and functions. Oversee and help other officers. Responsible for making sure that new officers are trained properly to successfully do their job.
Vice President: Acts in place of President in the President’s absence. Schedules meetings, practices and competitions. Coordinates fundraising and sponsorship efforts.
Secretary: Maintains membership paperwork, rosters, end of semester reports and club meetings. Handles all official correspondence.
Treasurer: Responsible for creating budget reports and requests. Handles all fiscal transactions including processing of expenditures, and the deposit of revenue. Should maintain an on-going and accurate summary of club account.
Safety Officer: Responsible for getting 2 club members American Red Cross CPR/AED and First Aid Certified. The Department of Campus Recreation will offer at least 1 free class per semester for sport club officers and members to get certified. If you do not take this free opportunity up, then your club will have to pay for this certification out of your club budget. The Safety Officer is also responsible for composing and implementing the club’s Emergency Action Plan
It will be the responsibility of the club officers to make sure that ALL club members have an opportunity to read and review the current version of the Sport club Handbook. Clubs are responsible for knowing and implementing all policies, procedures, and regulations as specified or referenced in the Sports Club Handbook and the Code of Student Rights. Club officers are also responsible for the accurateness of their club roster. Roster must be updated as soon as a team member has a change in status to avoid any problems later.
Officer Check-In Meetings
Each Club President will be required to have a meeting once a semester with the Sport Club staff to discuss the progress of the club. This is also a great time to bring forward any issues or complications that may be happening within your club. The semester can get hectic so this is a great opportunity to have a set time to come together with all of your officers and advisors to look closely at how your club is managing.
The Club Member’s Role
Within the sport club’s activity program, members have an unlimited number of opportunities to become directly involved in the administration and supervision of their club. Within the requirements set by the Sport Club Handbook and Code of Student Rights, club members collectively have the responsibility for the following: the writing of their club constitution and by-laws, the determination of their membership requirements, the establishment of their dues and schedule, the selection of their club advisor, the establishment of the duties of their officers, the selection of their coach(s), and the development and administration of their club budget.
The chain of communication between the Sport Club Staff and the sport club members will be through the Sport Club President. If the president is not available, the Sport Club staff member will communicate with the Vice President of the club. In the event of a problem or question, sport club members should contact the sport club president and if the president is not sure of the answer or needs assistance, then he/she will contact the Assistant Director responsible for the Sport Club program.
Identify a Faculty or Staff Advisor
Clubs are required to have an Advisor. Full time faculty/staff members make the best candidates. The primary role of the club’s advisor is to act as the first point of approval of all activities of the club (budget, expenditures, fund-raising, purchasing, schedules, and travel). The advisor shall be responsible for ensuring that the activities and undertakings of the club are sound and reflect favorably on Northern Kentucky University. The foremost goal is to allow the club to be self-organized and self-governed, but the advisor is to guide and counsel club members where it is appropriate or necessary.
Advisors are intended to help with the guidance, conduct, and eligibility status of club members. In addition, it is recommended to help with the following:
Register a Coach
If a sport desires, members may seek the assistance of a coach. All potential club coaches will need to have a background check done before they are approved to become a sport club coach. Each coach will also be responsible to fill out and sign the Role & Responsibilities form/contract at the beginning of each academic year. It is highly recommended that all coaches selected by a club have coaching certifications
and/or endorsements recognized by the national sanctioning body of that sport. If your club has a heightened risk factor and/or is a combat sport (i.e. boxing, wrestling, fencing, etc), it is mandatory that a coach or instructor is certified by said national sanctioning body. The sport club office reserves the right to deny the approval or dismiss a coach from their position
Coaches are encouraged to provide guidance in terms of practice schedule and game strategies. Club operations remain the responsibility of the club President and club officers. Coaches may not participate in competition unless they are NKU students and approved through the sanctioning body policy. The Coach position is primarily a voluntary position and does not allow an individual to promote private enterprise for personal gain. If a club desires to have a paid coaching position, a contract must be drawn and approved by club officers and the Department of Campus Recreation. Coaches may receive a CR Tag to access the Campus Recreation facilities only during practice times. All documents MUST be completed before they may coach/train with the team and have access to the facilities. No club should have more than 3 coaches.
Member Eligibility
Currently enrolled Northern Kentucky University students who have paid student fees are eligible to participate in the Sport Club Program. Furthermore, Northern Kentucky University Faculty & Staff members may participate in the Sport Club program, but cannot participate in competitions as a part of the club. Club funds can only be spent on the student members; therefore, no faculty/staff members may benefit from any club funds. All Sport Club participants must have a valid NKU All-Card and completed the NKU Informed Consent Form. The NKU Informed Consent Form is located on the Club Sports page on IMLeagues.
Campus Recreation maintains a membership database for each club. Only those individuals listed in the database are considered club members. Only official club members may participate in club activities, including but not limited to: practice, travel and fundraisers and other events. Below is a break down of the eligibility requirements:
Eligibility Checks
Random eligibility checks will be conducted for the entire roster of each active Sport Club. If any member of the club’s roster does not meet the member eligibility requirements mentioned in the above section, the President and the individual club member will be notified via e-mail that they are no longer an active member of the club. This means that they are not to participate in practice, travel, fundraisers, or other events related to the club. Allowing an in-active club member to participate in club events will result in disciplinary action for the club as a whole.
Monetary/Equipment won by Sport Clubs
All proceeds or equipment acquired while participating as an NKU sport club becomes the property of the NKU Campus Recreation Department with funds to be distributed to the club sport program or individual clubs at the discretion of the Director of Campus Recreation.
Sport Club Awards
The Office of Student Engagement usually hosts the Gold and White Gala each spring semester. This event highlights students and organizations who have been successful in advancing our community by exemplifying what it means to be engaged. Awards will be given by several Student Affairs departments to recognize the breadth of engagement at NKU. Sport Clubs gives out three awards each year: Sport Club of the Year, Fundraising Award and the Newcomer Club of the Year. These winners will be selected by the Sport Club Staff.
Event Hosting Guidelines
If your club is planning to host an event (competition, tournament, fundraiser, etc), in order for your event to be approved, your club must meet with the Sport Club Staff at least 10 business days in advance of your event. For large events (tournaments, etc.) your club should meet with the Sport Club Staff at least 20 business days in advance of your event. There is a form to fill out on IMLeagues for hosting an event. This must be done so within the guidelines listed above of either 10 or 20 business days.
Your club is responsible for the behavior and conduct of the visiting team. Invite those teams that you know to be of high quality on and off the field!
Enterprise Vehicle Rental
Northern Kentucky University has a relationship with Enterprise Car Rental. The Contract ID # is XZ38332. If your sport club is interested in reserving a vehicle, please contact the Sport Club Staff.
Running a Meeting
The number one rule about a meeting is: Make sure you have something important to discuss. Your club members will not want to attend a meeting if they think it is a waste of time. You’ll know if they think that way, because no one will be at your next meeting! Make sure you have an agenda and STICK TO IT! The agenda should be made available to everyone. If cost is a consideration, write it on the board or email a copy of the agenda to everyone before the meeting. Keep the meeting on topic. Start on time and end on time. We know people like to hang out and talk, plan for it. Add “social time” to the end of the agenda. That way your members will at least recognize that they will have a designated time to talk about whatever.
Running a Practice
What is the focus of today’s practice? Will you work on a specific skill? Will you scrimmage or drill? Who’s running practice? How many people do you expect? Here are a few things you need to remember and consider.
Only Club members may participate at club practices. All Sport Club members must have a valid NKU ID card and be prepared to present it. Sport Club coaches must have a form of photo identification and their CR Tag when in Campus Recreation facilities.
If your club wants to host a joint practice with another university in our facilities, this must be requested to the Sport Club Staff five (5) business days in advance. A visiting team waiver must be filled out and we must provide a roster to the check-in desk for access. The other university members must show a picture identification card to verify who they are with the roster that was provided to the facility staff.
Finance
Keep Track of Your Budget
All clubs have a Treasurer. This officer, or some other designee, should be charged with handling the fiscal responsibility for the club. IT IS THE CLUB’S RESPONSIBILITY TO MONITOR THE BUDGET.
Open a Bank Account
Local Bank Account
When opening a local bank account, do not use “Northern Kentucky University” or “NKU” in your account name. For example, the swim club cannot open a local bank account called “NKU Swim Club”. An example of a correct account name would be “Norse Swim Club”. For questions, contact the Sport Club Staff.
If your club has an off-campus bank account, it is highly suggested that you need 2 signatures to withdrawal any funds from the account. It is also highly suggested that if your club has an off-campus bank account, that your club advisor have access to your club account.
What you need to open a savings/checking account
· Typed written purpose of the club, when was the organization established, each officers’ duties & responsibilities, previous meeting minutes.
· Each person on the account (2 to 3 club members) must bring a valid driver’s license
· Typed document must be signed by the members on the account
· EIN #
Federal Tax ID #/EIN #
TIN stands for "Taxpayer Identification Number". It is an identification number used by the IRS. There are 5 different types of TINs:
https://sa.www4.irs.gov/modiein/individual/index.jsp
1. SSN - Social Security Number
2. EIN - Employer Identification Number
3. ITIN - Individual Taxpayer Identification Number
4. ATIN - Taxpayer Identification Number for Pending U.S. Adoptions
5. PTIN - Preparer Taxpayer Identification Number
An EIN is also known as a "Federal Tax ID Number" or "Federal Tax Identification Number". Now these are the same thing: an EIN and a Federal Tax ID Number are synonymous, although, officially, EIN is used more often by the IRS. Sometimes it will be referred to as a "Federal Employer Identification Number" too. And rarely, you may find the acronym FEIN, although is not commonly seen and the IRS does not refer to it is the FEIN. The IRS does note that the EIN is also known as a Federal Tax ID Number, but not an FEIN.
Hopefully this helps! So, in short, they are not the same, but rather an EIN is a type of TIN that is used to identify a business entity (LLC, Corporation, Limited Partnership, etc).
Budget Allotments
Each club will have to give a presentation showcasing and highlighting their year in review. The Sport Club Council will hear all presentations and review all material with the Sport Club Staff.
Once a club has and given a presentation, the SCC will give a recommendation of a budget allotment for each club to the Sport Club Staff. The Sport Club Staff will review the SCC recommendations and write a final recommendation of club allotments.
Once a club has been awarded an amount of funds, Sport Club Staff will send an email to the club president to report their funding amount. Allocations are designed to provide a fraction of the club’s operating budget. It is very important for your club to show that your club members put effort and time into raising money for your club. Clubs that have low member dues and low fundraising will not receive substantial funds from the Department of Campus Recreation.
*Budget allocations for each year must be spent by the last day of classes for that academic year.
Legacy Funding
Sport Clubs are eligible to request travel funding from the Legacy Fund with the Office of Student Engagement. Sport Clubs are eligible for funding one time per academic year (July 1-June30). A sport club can be funded a maximum of $1,500 total for travel expenses for Student Travel Assistance. Additionally, only 70% of the total trip shall be funded at the cap of $1,500 (i.e. trips where the total cost is below $1,500 should only be funded at 70% of the trip – no trip should be funded in total)
Officiating
The securing and compensating of officials for athletic contests is the responsibility of the individual club. Officials cannot be paid with university allocated funds.
Fundraising
All sport clubs are required to do 1 fundraiser per semester. Revenue from fundraisers and member dues should be the majority of your club’s income. If a club does not hold a fundraiser each semester, this may affect the club budget allocation for the next year. To make certain that clubs work independently to raise funds for their own club and not rely heavily on funds allocated by the SCC, the Budget Allocation Process is weighted heavily on club fundraising efforts and membership dues.
Fundraisers are also a good way to create social interaction among club members as well as create awareness about the club. Ideas for fundraisers include: BB&T concessions, trash pick-up, restaurant sponsors, etc. Be creative! Talk to other clubs and find out what works well for them. Meet with a Sport Club staff member if you plan to utilize a commercial sponsor in relation to the fundraising activity.
The Division of Student Affairs and the Department of Campus Recreation do not feel that alcohol or tobacco products are appropriate sponsors for Sport Club sponsored activities or programs. Use of such sponsors for Sport Club fund-raising activities is strictly prohibited.
To be successful in your fundraising efforts, it is crucial that you be organized. Some possible suggestions for organizing are:
Sport Club Council [SCC]
The Sport Club Council will be selected by the Campus Recreation Sport Club staff.
Sport Club Council meetings will cover important upcoming events, deadlines, and other miscellaneous information.
Organization and Purpose
Through the Sport Club Council (SCC) budget allocation process, the Department of Campus Recreation has a limited amount of funds available for sport club use. The amount of funds available each year is solely dependant on the fiscal well-being of the department and University. The budget allocation system has been established to ensure the fair and appropriate allocation of funds for each club. To make certain that clubs work independently to raise funds for their own club and not rely heavily on funds allocated by the SCC, the Budget Allocation Process is weighted heavily on club fundraising efforts and membership dues.
The Sport Club Council is comprised of leaders from the Sport Club Program and express their needs and concerns. This structure provides a unique opportunity for involvement and development of student leadership. Also, it provides communication between the clubs and the administration. The primary objective of the Sport Club Council is to provide the means for exchange of ideas and information regarding University policies and procedures and mutual improvement.
The University recognizes the Sport Club Council as an official governing body. The purpose of the SCC is:
Insurance, Liability & Safety
Member Registration
Each club member is required to register on the NKU IMLeagues website, as well as the Student Engagement website. Each club member must be signed up under the Club Sports umbrella as well as be signed up under your specific Sport Club on MyEngagement. This registration will not be complete and approved until all of the forms are completed correctly. The Department of Campus Recreation recommends that all Sport Club members have current Medical insurance and receive a physical before participating in any Sport Club event. New members will not be able to participate in any club activity until they have registered for the specific club on MyEngagement.
CPR & First Aid Guidelines
As part of our Risk Management plan, all clubs are required to have once club member CPR, First-Aid and AED certified member by the American Red Cross or American Heart at any event off campus. It is the responsibility of the Safety Officer to make sure this guideline is being upheld. Campus Recreation will provide 2 free certifications for each club. A sign-up link will be emailed to the Sport Club President’s and it is their responsibility to get members to sign-up and attend. Each club is required to have 2 active club members certified in CPR, First-Aid and AED and have their certification cards on file with Campus Recreation.
Visiting Teams
All members of the visiting team(s) during a home game / tournament hosted by your club must fill out a Visiting Team Waiver before the competition begins. This form is on IMLeagues that you can print out and take to the competition. If your club hosts a competition and fails to have the visiting team complete these forms, your club will be In Active. If the link is not working, please email the sport club staff and we can email you a copy.
Spectators
Spectators are welcome at club-related activities. If your event is held in the Campus Recreation Center or at the IM Complex, all spectators must sign a spectator waiver before entering. Additionally, all spectators and visiting team members must comply with any access policies that have been put in place for their game/event.
Risk Management
As more than half of all sports and recreation injuries can be prevented, prevention is of the utmost importance. Managing risk is the process of planning, organizing, leading and controlling the activities and resources of a program or organization in order to minimize adverse effects of risk on people, property, operations, reputation and financial resources. IN SHORT: It is the process of assessing your risk exposure – then developing & implementing action plans to minimize its impact.
Sport Club Safety Requirements
Emergency Action Plan
An Emergency Response Plan outlines who does what and what is to be done in the event of an emergency. An Emergency Response Plan (ERP) or Emergency Action Plan (EAP) can be defined as a predetermined plan to deal with an emergency in an organized and efficient manner. Each club is required to develop their own plans to identify the main steps and tasks that need to be performed in the event of an emergency. Communication before, during and after an emergency is key to the success of the designated emergency response plan.
Facility Reservation & Usage
Members of the Sport Club Program are eligible to use designated facilities that fall under the management of Campus Recreation. Recognized Sport Clubs are eligible to use designated Campus Recreation facilities free of charge for sporting events/competitions, practices and club meetings.
Clubs are prohibited from holding ‘informal’ practices in Campus Recreation facilities. If it is determined that a club has met on a space otherwise designated for open recreation, the club will be subject to disciplinary action. Campus Recreation reserves the right to cancel facility reservations.
At the beginning of each semester, forms will be emailed out to request practice and competition facility space for the upcoming semester. The goal is for each club to get 2 practices per week on the facility schedule that each last 1 and a half to 2 hours long. Clubs need to be flexible and understanding with their availability for practice times. Weeknights from 8-11pm and weekends are going to be more available for Sport Clubs to gain practice space. Once the schedule is out, additional facility space may be requested through the Sport Club Staff. Additional space should be requested at least two weeks in advance.
Sport Club Facility Reservation Policy
Areas that can be reserved:
· Campus Rec Center
o Main Gym (4) Courts
o Auxiliary Gym
o MAC Court
o Racquetball Courts
o Pool
o Track
o Multipurpose/Studio Space
o Bouldering Wall
o Courtyard
· IM Field Complex
o Field 1
o Field 2
· Sand Volleyball Complex
· Outdoor Basketball Courts
Canceling Reservations
Clubs should contact the Sport Club Professional Staff via email or text if practice is canceled. If
a club has to cancel a weekend home event, they must inform the Sport Club Office ASAP.
If possible, the space will be made available to other club requests. Event cancelations within one week of the event may negatively impact future event requests. If a club no call/no shows a practice time, that club will lose privileges for further practices determined by the Sport Club staff. Multiple no call/no show offenses will lead to permanent loss of practice time and space.
Reserving Practice Times
• The requests must be sent to the Assistant Director of Programs and the Graduate Assistants of Programs
• The practices must be no more than 2 hours
1. This is due to the volume of facility reservation both indoor and outdoor that the CRC receives and to make it fair to all clubs
• Clubs may practice a maximum of 2 times a week
• Practice times are subject to change if they are during peak hours
1. Intramural sports, open recreation hours, and paid facility reservations take priority over practice times
2. Each of these are held during peak hours
• Requests must be sent in at minimum a month ahead of each club’s first practice
Facility Charges
If a club plans to host an event that meets any of the following criteria, a rental fee may apply.
During normal operating hours there will be no charge for facility reservations. Outside normal facility operating hours at the Rec Center, groups will pay a $20 per hour staffing cost.
Travel
Competition / Event Registration
All club competitions/events are required to be registered on NKU IMLeagues. Under forms there will be a Pre-Trip and Post-Trip form that must be completed by the Sport Club President in order to have your event approved. All events need to be registered at least 10 Business days prior to the date of the event (regardless if the competition is on or off campus). Once your club event is registered, you will hear back from the Sport Club staff if your event is approved or denied. If your event is approved, once the event is completed your club must input the results of the event on the Post-Trip form. If your club competes without authorization from the Sport Club staff, your club will be subject to be In-Active.
Travel using University Funds
Purpose
While travel experiences offer valuable learning opportunities, they also present potential risks and safety concerns. These guidelines have been adopted to address these potential risks, increase safety, and set forth a consistent set of standards to be followed in connection with Northern Kentucky University sponsored activities and events involving student organization travel.
Definitions
The following definitions apply for purposes of these guidelines:
· Travel Activity(ies): Northern Kentucky University sponsored activities and events involving student travel governed by these guidelines.
· Travel Coordinator: the representative of a registered student organization responsible for organizing the Travel Activity, obtaining approval for the Travel Activity, and coordinating student participating in the Travel Activity.
· Student Organization: The Northern Kentucky University student organization that is (1) registered with Student Engagement, (2) the Travel Coordinator represents, and (3) is responsible for maintain documentation related to the Travel Activity.
· Northern Kentucky University defines a Registered Student Organization (RSO) as a group of five or more students actively enrolled at NKU who share a common purpose or interest. A RSO is entirely operated and organized by actively enrolled students with the exception of a required NKU faculty or staff advisor. RSOs may also be members of other university-based communities that impose additional standards of conduct. RSOs shall not unlawfully discriminate on the basis of race, age, color, religion, national origin, sexual orientation, gender, veteran status, or disability
Required Guidelines
Section 1: Applicable Forms
All forms can be found on the NKU IMLeagues website.
· Travel Request
· Driver Information Verification
Section 2: Registration and Approval
2.1 Designate a Travel Coordinator
A. Student organization member that will serve as the group representative for the travel activity. This student will work directly with Sport Club staff on all travel
B. Attend one specialized training session offered periodically by the Office of Student Engagement.
C. Submit Travel Request on behalf of Sport club and all travelers.
2.2 Complete the Travel Registration Form
A. Travel Registration form can be found on the NKU IMLeagues website.
B. Must be submitted at least 10 business days (two weeks) before first day of proposed travel and be approved prior to purchasing airline tickets or registration
C. Must include
· For ALL Travelers
o Name
o Phone Number
o Email
o Emergency contact with phone number
o Indication of having a signed Travel Waiver/Student Driver – add to Travel Request
o Authorization in the academic year if driving Enterprise rental vehicles
· For Student Organization
o Student organization advisor contact information
· Notice of whether or not the advisor is traveling with the group
· Specific Travel Plans
o Travel destination
o Modes of transportation
o Lodging plans
o Purpose of trip
o Travel and stay itinerary
§ Including who will be driving and anticipated driving schedule – add to Travel Request form
2.3 Travel Activity Approval Process
A. Sport Club Staff will review the registration and communicate with the Travel Coordinator if additional information is needed. Please track the progress of your submission by logging into IMLeagues
B. Responding to campus partners’ requests will be necessary for approval.
C. You will be informed of the decision via IMLeagues message (which may go to your NKU email dependent on personal notification settings) on the submission page.
D. At the time your Travel Request form is approved, the sport club staff will be your on-call contact for your trip. This staff should be contacted with any issues that arise.
2.4 Finalize Travel Arrangements with the sport club staff
A. Schedule an appointment with the sport club staff to make the following arrangements
a. Register for the tournament
b. Book lodging
c. Book transportation
2.5 Report changes
A. Changes can be made up to the day before travel and should be directly emailed to the contact on-call
d. Changes in travel roster
e. Itinerary changes
f. Flight or mode of transportation changes
g. Cancellation of trip
h. Any additional relevant changes or additions
2.6 Post Travel
A. Report any incidents using the Incident Report Form found on IMLeagues
B. Complete any paperwork for financial processes and turn in receipts
ALL POST TRAVEL FORMS SHOULD BE COMPLETED NO MORE THAN 5 BUSINESS DAYS AFTER RETURN TO CAMPUS
Section 3: Acceptable Modes of Transportation and Lodging
3.1 Transportation – multiple modes are possible per trip
A. Enterprise rental car
§ Must be 21 years of age or older to reserve a car.
§ If travel is greater than 500 miles one way, we encourage groups to fly
§ Students MUST reserve and pay for a rental vehicle with a university credit card. Students are not allowed to rent vehicles with their personal credit card
§ Rental of 15 passenger vans is not permitted
B. Air
C. Bus
D. Public Transportation
E. Train
F. Uber, Lyft, or Taxi
G. Personal Vehicle
§ Organizations driving personal vehicles greater than 500 miles need to develop a detailed travel plan in coordination with the Office of Campus Recreation. Refer to section for 4.1 for student driving times.
§ If a student chooses to use a personal vehicle for a Northern Kentucky University event or business, the student must be aware that there is no coverage for the student under Northern Kentucky University’s auto liability policy. Any injuries/damages to a third party, including their passengers, would only be covered by the student’s personal auto liability policy. Students must maintain liability insurance on their vehicles, which meets the minimum statutory requirement for their state of residency, and provide the university with a copy of their insurance card.
§ If an employee (professional staff) chooses to use a personal vehicle for university business, the personal auto liability policy covering the vehicle is primary. Employees must maintain insurance on their vehicles which meets the minimum statutory requirement for their state of residency. The university’s auto policy may cover their party liability damages in excess of the coverage available under the employee’s personal auto liability policy.
3.2 Lodging
A. Hotel
B. Air B&B
§ Air B&B is only allowed if the reservation if for private lodging (designated as entire home) and not a shared or common residential space.
§ Must include address, contact information of host, and confirmation from host that host knows that college students will be staying in space.
C. Family/private home
D. Camping
E. Rented Facility
F. Other University or Campus accommodations (hosted conferences or competitions)
G. Coaches, advisors, or non-current organization members are required to have their own bedroom/sleeping space and should not share a bedroom/sleeping space with students. The university funding does not fund travel for these individuals.
H. The number of individuals housed in a room should be no more than the room is equipped to accommodate.
I. Damage to property, hotel or hotel incidentals are the responsibility of the students registered in that room/house.
Section 4: Safety and Expectations When Driving
4.1 Restrictions on student driving times
A. Students may drive no more than four consecutive hours, and then must take a break from driving for at least 30 minutes
B. Students are not permitted to drive more than 10 hours per 24-hour period
C. No students may drive between the hours of 12am and 4am
D. Another traveler who is sitting in the front seat must be awake with the driver at all times
E. Use of alcohol or other controlled substances by any student, available to drive or not, during the travel is strictly prohibited
4.2 All students who drive must complete and submit a Driver Verification Form on IMLeagues
A. All drivers must have a valid United States driver’s license, free of any suspension or revocation from the individual state of issuance. The driver must have at least one year of driving experience
B. Should not have had any major accidents within the last 12 months, no more than one moving violations within the last year from the date of travel and no citations for DUI/DWI or reckless driving
4.3 Damages to property or vehicles
A. Any payment for damages to or by vehicles not covered under Enterprise insurance is the sole responsibility of the department, organization or program sponsoring the trip –
B. Students must report any accidents or damages to vehicles or property to the Student Affairs contact on call and must complete an incident report upon return to campus
C. Students should take photos of any damages to rental vehicles before they are returned to the rental car facility and submit the photos with the incident report
D. If the accident involves another moving vehicle or pedestrian, immediately call the police and file a report. Obtain the police information and report number
E. Students are expected to cooperate fully with NKU and the university’s insurance carrier following any accident
Drivers 21 and old |
Deductible covered by the insurance agreement with Enterprise |
4.4 Moving, traffic, parking tickets and toll violations
A. The student driving the car at the time of the ticket, or renter of the car is responsible to pay any fines or fees associated with the ticket or unpaid tolls
B. Any payment for parking or traffic tickets or toll violations is the sole responsibility of the student and will not be reimbursed by Campus Recreation
C. Students must report any moving violations, traffic, or parking tickets to the Student Engagement office or Campus Recreation immediately upon returning to campus and must complete an incident report
4.5 Use of cell phones or other devices by the driver is not allowed
A. No TEXTING and DRIVING
B. This includes talking on a cell phone using Bluetooth device, using talk-to-text or similar technology, or using the phone for directions. A passenger should be responsible for navigation and any necessary device usage
C. Each vehicle must have written/printed directions to the destination in the car at all times
Section 5: General Expectations for all travelers
5.1 Behavior should align with the University Code of Student Rights and Responsibilities
a. Alcohol use by students under the age of 21 is strictly prohibited
b. Use of any recreational or other drugs besides those prescribed by a doctor is strictly prohibited
5.2 Unused airfare booked for student organization travel should be transferred to other group members or used for student organization business and not used for personal travel in the future
5.3 Students are expected to attend all scheduled activities when traveling with student organization
5.4 The sponsoring student organization will be responsible for any damages to any transportation, lodging, or activity spaces or materials during the planned travel activity
5.5 When traveling with groups, students are considered ambassadors of Northern Kentucky University and are responsible for following all rules and regulations in the University Code of Student Rights and Responsibilities
5.6 No minors under the age of 18 may travel with student organizations without parental permission forms. If you need parental consent forms, please contact the Office of Student Engagement to obtain the forms. Minors need to disclose their age to the student organization.
5.7 If students miss class(es) for student organization travel, those students are responsible for missed classes assignments and all communication with professors. Note that professors are not required to excuse absences for student organization travel, but may do so at their discretion.
Section 6: Procedure in Case of Emergencies
6.1 Incident Reporting
A. Car Accident
§ If medical attention is needed, make sure student gets medical attention as soon as possible. Dial 911
§ Students must report any accidents or damages to vehicles or property to the Assistant Director for Intramural and Club Sports on call and the number provided by Enterprise immediately and must complete an incident report upon return to campus
§ Students should take photos of any damages to rental vehicle before they are returned to the rental car facility
§ If the accident involves another moving vehicle or pedestrian, call the police and file a report. Obtain the police information and report number
§ Students are expected to cooperate fully with Northern Kentucky University and all insurance carriers following any accident
B. Illness or Serious Injury
§ If medical attention is needed, make sure student gets medical attention as soon as possible. Dial 911
§ Inform Assistant Director of Sport Programs and group advisor immediately and complete and submit Incident Report Form upon returning to campus if injury or illness is more than minor.
6.2 If there is another serious incident, contact the Assistant Director of Sport Programs and complete and submit an Incident Report Form upon group’s return to campus. Such incidents may include:
§ Crimes committed by or against someone participating in the Travel Activity
§ Recurring alcohol or drug abuse by one or more students
§ Somebody participating in the Travel activity goes missing
§ Natural disasters affecting those participating in the Travel Activity
§ Political unrest affecting those participating in the Travel Activity
§ Any incident requiring emergency medical response or involvement of law enforcement
§ Missed flights, busses, or other transportation problems
§ Cancellation of or other serious problems with lodging
§ Any incident involving significant violation of University policy
§ Any incident that could require the use of significant University resources
§ Any other crisis involving the immediate well-being of those participating in the Travel Activity
Section 7: Funding for Student Organization Travel
7.1 All Travel Activities should adhere to all the guidelines listed above.
7.2 Groups that receive travel money from university funding must also adhere to those
guidelines
6.3 Failure to follow these guidelines could result in a loss of travel privileges and/or
funding
Hotel Receipt Policy
If your club has reserved a hotel room for an out of town event, it is the person’s responsibility that holds the hotel reservation to return all receipts to HC 264 within 5 business days of returning from your event. Tip: take a picture of your bill and email it to the sport club staff. If you do not return the receipts to the Sport Club Staff within 5 business days after returning from your trip, your club could become In-Active.
Conduct, Discipline, and Due Process
Conduct & Behavior
All Sport Clubs and its members assume an obligation to conduct themselves and their organizations in a manner compatible with the University’s function as an educational institution. Individual’s behavior in game situations and particularly with game officials, the misuse of equipment and facilities (including not using reserved space and/or neglect in following facility use procedures; i.e. leaving debris or equipment in a facility) as well as inappropriate conduct and actions while participating in any Sport Club related activity will jeopardize the club’s continued status as a member of the Sport Club Program. All Sport Club members shall be held to the standards set forth in the NKU Code of Students Rights & Responsibilities. https://inside.nku.edu/scra/information/students/rights-responsibilities.html
Alcohol Policy
The policy is very easy to understand. Alcohol is prohibited at any and all Sport Club functions both on and off campus. This includes but is not limited to: practice, meetings, competition, travel, conferences, and club socials and banquets. The only exception is if a competition is at a venue that sells alcohol. In this case the sport club shall not handle or sell any alcohol and the venue will take full responsibility of carding, selling, controlling all alcohol sales.
Violation of this policy:
Clubs found “responsible” in respect to the violation might face consequences including but not limited to, probation, loss of practice time, loss of SCC allocated funds, loss of Good Standing status, or elimination from the Sport Club Program.
The use or distribution of drugs, except those prescribed by a physician for medical purposes is prohibited at Sport Club sponsored events both on and off campus. The NKU community is expected to comply with the laws of the state of Kentucky and Campbell County as well as University regulations. Consult the Code of Student’s Rights & Responsibilities, the Student Conduct, Rights & Advocacy Office or the Department of Public Safety at NKU for further explanation.
Hazing
Sport Clubs are subject to all local, state and national laws pertaining to hazing of members. Refer to the Code of Student’s Rights & Responsibilities, for further explanation.
Discipline & Due Process
Violation of, or noncompliance with the University policies, campus regulations, Sport Club Council (SCC) procedures or Student Organization procedures & standards of conduct may result in revocation of SCC recognition or other disciplinary action. The discipline process has been developed to assist club leaders in correcting the mistakes that may cause problems for the club and the University. Situations and conduct that violate the Code of Student’s Rights & Responsibilities or State and Federal law may be turned over to the Student Conduct, Rights & Advocacy Office.
Campus Recreation Programs
The Sport Club staff has jurisdiction over all Sport Club Program Policy (this manual as approved) and Campus Recreation policy and may render decisions related to such. The Sport Club staff will notify club officers and begin to investigate violations. Upon completion of the investigation the Associate Director of Recreational Programs will consult with the Director of Campus Recreation and then make a decision. Clubs found responsible for violation of the Code of Student Rights & Responsibilities / Sport Club Handbook / Campus Recreation policy may receive one or more of the following disciplinary sanctions (The Sport Club staff reserves the right to suspend individuals from Sport Club activity).
Appeals Process
Sport Clubs have the opportunity to appeal sanctions imposed by the Sport Club staff to the Director of Campus Recreation. The club has (5) business days to provide the Sport Club staff with a written notification that they wish to appeal the decision.
If the situation involves alleged criminal acts or a violation of the student code, it may be referred to the Student Conduct, Rights & Advocacy Office for processing. A detailed description of the process may be found in the Code of Student Rights & Responsibilities.
DISCLAIMER
All policies are subject to change without prior written notice. The Campus Recreation Professional Staff has the right to make adjustments to any of these policies at any given time.
Department of Campus Recreation - HC 101
| Front Office | 572-1964 | |
| CRC Facility Rentals | 572-6024 | Rochelle Shields / shieldsr3@nku.edu |
| IM Field Complex Facility Rentals | 572-1346 | Michael Carr / carrm6@nku.edu |
| Student Organizations | 572-6498 | TBD / TBD |
| Emergency (non-campus phone or off campus) | (859) 572-7777 |
| On Campus (campus phone) | 7777 |
| Non-emergency | (859) 572-5500 |
The Northern Kentucky University Sport Club Program is made
up of those student organizations that meet the requirements posted in this
manual (Recognition of a Sport Club). The Department of Campus Recreation provides
professional administration to the program. As an officially recognized student
organization, all sport clubs are subject to those rules and regulations
established by the University, detailed in the Code of Student Rights and
Responsibilities and this manual. Sport
Clubs are administered by the Department of Campus Recreation.
The success of your club depends on student leadership,
participation and organization. The day-to-day operations are organized and
managed by student leaders within the club. The Sport Club Handbook serves as a
resource for officers in the daily management and operation of clubs. The
handbook also contains policies and guidelines pertaining to the Department of
Campus Recreation. Please contact the Assistant Director at (859) 572-1346 should
you have questions not addressed in this manual.
The Sport Club staff serves as the official representative
of the Division of Campus Recreation in the supervision of the Sport Club
Program. A close relationship is maintained between the personnel of the Office
of Dean of Students, the Office of Student Engagement, and Campus Recreation to
help provide assistance to the student organizations recognized as sport clubs.
It is in the best interest of clubs to communicate
frequently with the Sport Club Staff to remain informed of policies and
meetings that pertain to the Sport Club Program. The chain of communication
between the Sport Club Staff and the sport club members will be through the
Sport Club President. If the president is not available, then we will communicate
with the Vice President of the club. In the event of a problem or question,
sport club members should contact the sport club president and if the president
is not sure of the answer or needs assistance, then he/she will contact the Sport
Club Staff. Club officers may be included in the communication chain as a
courtesy to help keep more officers informed.
Sport – An activity involving physical exertion and skill that is governed by a set of rules or customs and often undertaken competitively.
Game – An activity providing entertainment or amusement; a pastime.
Sport Clubs shall be defined as a group that meets regularly to purse an interest in team or individual sport activity. Sport Clubs can be competitive, recreational and/or instructional in nature.
To be eligible for consideration as a recognized Sport Club at NKU, a potential club shall meet the following requirements:
For more information on sport clubs and/or the recognition process, please contact the Sport Club Staff.
All of the important dates and times of meetings will be sent out via email to the president of each Sport Club. Important dates will include Sport Club Council meetings, CPR/First Aid Certification dates and deadlines, Sport Club events, paperwork deadlines, as well as other general information.
Starting a new club can be a lot of fun. In order to start a new club, you must have the following:
The success of a new club depends on the amount of organization and energy you are willing to dedicate. Your enthusiasm will make the difference! The key to starting a new club is identifying a core group of leaders to help share the load. Don’t try to do it all by yourself. By the time the club gets going, you’ll be burned out. Good luck!
Active intercollegiate athletes and red-shirts are not eligible to participate in a sport or related sport in which they intend to compete in at the varsity, junior varsity or freshman level during the same academic year.
If you are a club sport participant at NKU, and may be interested in participating in the same sport for the NKU Athletic Department, please note the following: Your participation on the club sport team will use one of your four seasons of NCAA eligibility (examples include: soccer, tennis, basketball and volleyball).
Every sport club is required to have a constitution submitted to the Office of Student Engagement, as well as to the Sport Club Staff in charge of sport clubs each year they are in existence.
Constitutions are important in laying the foundations for a club’s existence. Because the constitution is important in the maintenance and operation of a sport club, it should be reviewed and updated on a regular basis by the club’s membership. The constitution should only include the fundamental framework of the club. It should be made difficult to amend in order to maintain the original intent for organizing the club. By-laws and standing rules help in keeping the constitution contemporary with the direction of the club. By-laws are established to govern its internal operation. Standing rules are those rules that may be adopted or rescinded by a majority vote at any club meeting. They usually entail details such as the meeting times for the year and location, etc. and should not conflict with the constitution and by-laws.
Your constitution needs to be submitted to the Sport Club staff at the beginning of every academic year and anytime there are changes made to the document.
Your club exists today because students came together some time in the past and wrote a constitution. The University recognizes your club because of that constitution. You can change it, but you must follow it. Your club constitution contains all sorts of useful information. The duties of your officers, membership eligibility, how and when to hold elections should all be included in your constitution.
As recognized Student Organizations, Sport Clubs are subject to all rights and responsibilities stated in the Student Organization Handbook and the Sport Club Manual. The Sport Club Staff member serves as the University Administrator overseeing the day-to-day operation and management of the program and its clubs.
Active v. In-Active
The “Active” status is given to those clubs that re-register with the Office of Student Engagement and Sport Club Program each fall semester, submit officer update forms after elections, maintain a level of club activity (regular meetings, participate in SCC, host or travel to events), maintain a minimum of at least 5 members & officers (at least 5) and submit a constitution. “In- Active” status is designated to those clubs that have not re-registered by the fall deadline, have ceased club activity, fall below the minimum number of members or officers or request the “In-Active” status. “In- Active” clubs are not eligible to use or receive funds, use reserved space or reserve any future facilities, practice or compete. “In-Active” clubs wishing to become “Active” should contact the Sport Club Staff.
Sport Clubs may NOT use the NKU Athletics name and/or logo in the name of the organization. This includes “Norse” and any other trademark. All application of any New Club logo must be submitted to Campus Recreation for review. This includes any apparel or publication. Any replica of a Sport Club Logo will need approval from the Department of Campus Recreation and University Communications. This includes any t-shirt ideas, warm-ups, jerseys, etc. Clubs can use NKU or Northern Kentucky University for logo designs.
The use of the NKU name in conjunction with off campus bank accounts is strictly prohibited. Your club is prohibited from using both “Northern Kentucky University” and “NKU” in the any part of your off campus bank account.
Public relations are an important means of informing the University community of your club’s activities as well as attracting new members to your club. The University has numerous resources for your club’s use:
The Campus Recreation Department can help you with your publicity efforts. Other departments may have students willing to work on special projects as part of a term project. You can contact the appropriate department (art or marketing, for example) to inquire about the availability of the students. Any published material should be legible, eye-catching and informative. A well- organized publicity campaign will draw interest to your club.
All flyers must meet the approval of the Department of Campus Recreation before they are posted!
Northern Kentucky University believes that student organizations play a vital role in every student’s education. Therefore, every student shall have the right to participate in the student organization of his or her choice regardless of race, color, religion, sex, sexual orientation, national origin, handicap, age or ancestry.
Northern Kentucky University encourages students to join and actively participate in all registered student organizations. Additionally, NKU encourages students to recruit new members for their organizations and to create new organizations when needs are not met by existing groups.
A criterion for registration as an organization on NKU’s campus is the requirement that the organization shall have a policy that every student shall have the right to actively participate in that student organization regardless of race, color, religion, sex, national origin, sexual orientation, handicap, age, or ancestry and shall have equal opportunities for membership in all registered student organizations.
The exception shall be the recognized social fraternities and sororities whose right to remain single sex organizations is guaranteed under Title IX of the Education Amendments of 1972. Every other provision of this statement applies to those organizations as it does to all student organizations.
Therefore, no student organization shall refuse membership to a student on the basis of race, color, religion, national origin, handicap, sexual orientation, age or ancestry. Nor shall any student organization discharge a member without just cause or otherwise illegally discriminate against that person with respect to privileges and promotions within that student organization.
Furthermore, no student organization shall limit or classify its members on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, age, handicap or ancestry. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy.
Furthermore, no student organization shall limit or classify its members on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
No student organization shall have any subordinate members or subordinate organizations affiliated with it that are discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, age, handicap or ancestry. Every member of every organization shall be a full member entitled to all of the rights and privileges of said membership. Those organizations with an initiation period for new members must have this initiation period approved by the University. The existence of said initiation period and organizational policy and procedures must not violate any University policy.
Further, no student organization shall print, publish, cause to be printed or published any material that is discriminatory on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry. Nor shall any student organization conduct any activities that tend to harass, embarrass or generally disturb any person on the basis of race, color, religion, sex, sexual orientation, national origin, handicap, age, or ancestry.
Any violation of this statement by any student organization shall result in disciplinary action. Students may file a complaint with the Student Engagement Office, the Affirmative Action Coordinator of the University, a representative of Student Government Association, or a member and of the Faculty or the Dean of Students. Penalties for violations of this policy may result in suspension or probation of the organization and loss of privileges associated with registered student organizations.
All clubs must have five (5) officer positions filled at all times: President, Vice President, Secretary, Treasurer, and Safety Officer. These are the recommended position titles, but they may be changed if approved by the Sport Club Staff. If an officer chooses to forfeit their position it is the executive committee’s responsibility to find a replacement for the vacant position within (5) business days.
Note: Officers can only hold 1 officer position at a time.
Every club constitution should address how officers are to be selected. Most clubs hold elections in spring semester. Clubs can take nominations one meeting and elect officers, through secret or open ballot, at the next meeting. Remember you must follow your club constitution.
It takes a lot of time, organization and commitment to effectively administer a sport club. Too often the President is stuck doing all the “work.” One characteristic of good leadership is the ability to motivate and empower your membership. You have great leaders in your club right now! Some are more willing to accept responsibility than others. The sure way to know which ones to look to are the ones that run for office, ask if they can help, or always have ideas about what the club should do. Utilize these people! Here is a list of duties broken-up by officer title. Adapt them to fit your needs. Below are examples of how to divvy up certain roles amongst the 5 officers. Each responsibility should be spelled out in your constitution.
President: Responsible for all club actions and functions. Oversee and help other officers. Responsible for making sure that new officers are trained properly to successfully do their job.
Vice President: Acts in place of President in the President’s absence. Schedules meetings, practices and competitions. Coordinates fundraising and sponsorship efforts.
Secretary: Maintains membership paperwork, rosters, end of semester reports and club meetings. Handles all official correspondence.
Treasurer: Responsible for creating budget reports and requests. Handles all fiscal transactions including processing of expenditures, and the deposit of revenue. Should maintain an on-going and accurate summary of club account.
Safety Officer: Responsible for getting 2 club members American Red Cross CPR/AED and First Aid Certified. The Department of Campus Recreation will offer at least 1 free class per semester for sport club officers and members to get certified. If you do not take this free opportunity up, then your club will have to pay for this certification out of your club budget. The Safety Officer is also responsible for composing and implementing the club’s Emergency Action Plan
It will be the responsibility of the club officers to make sure that ALL club members have an opportunity to read and review the current version of the Sport club Handbook. Clubs are responsible for knowing and implementing all policies, procedures, and regulations as specified or referenced in the Sports Club Handbook and the Code of Student Rights. Club officers are also responsible for the accurateness of their club roster. Roster must be updated as soon as a team member has a change in status to avoid any problems later.
Each Club President will be required to have a meeting once a semester to discuss the progress of the club. This is also a great time to bring forward any issues or complications that may be happening within your club. The semester can get hectic so this is a great opportunity to have a set time to come together with all of your officers and advisors to look closely at how your club is managing.
Within the sport club’s activity program, members have an unlimited number of opportunities to become directly involved in the administration and supervision of their club. Within the requirements set by the Sport Club Handbook and Code of Student Rights, club members collectively have the responsibility for the following: the writing of their club constitution and by- laws, the determination of their membership requirements, the establishment of their dues and schedule, the selection of their club advisor, the establishment of the duties of their officers, the selection of their coach(s), and the development and administration of their club budget.
The chain of communication between the Sport Club Staff and the sport club members will be through the Sport Club President. If the president is not available, the Sport Club staff member will communicate with the Vice President of the club. In the event of a problem or question, sport club members should contact the sport club president and if the president is not sure of the answer or needs assistance, then he/she will contact the Assistant Director responsible for the Sport Club program.
Clubs are required to have an Advisor. Full time faculty/staff members make the best candidates. The primary role of the club’s advisor is to act as the first point of approval of all activities of the club (budget, expenditures, fund-raising, purchasing, schedules, and travel). The advisor shall be responsible for ensuring that the activities and undertakings of the club are sound and reflect favorably on Northern Kentucky University. The foremost goal is to allow the club to be self- organized and self-governed, but the advisor is to guide and counsel club members where it is appropriate or necessary.
Advisors are intended to help with the guidance, conduct, and eligibility status of club members. In addition, it is recommended to help with the following:
If a sport desires, members may seek the assistance of a coach. All potential club coaches will need to have a background check done before they are approved to become a sport club coach. Each coach will also be responsible to fill out and sign the Role & Responsibilities form/contract at the beginning of each academic year. It is highly recommended that all coaches selected by a club have coaching certifications and/or endorsements recognized by the national sanctioning body of that sport. The sport club office reserves the right to deny the approval or dismiss a coach from their position.
Coaches are encouraged to provide guidance in terms of practice schedule and game strategies. Club operations remain the responsibility of the club President and club officers. Coaches may not participate in competition unless they are NKU students and approved through the sanctioning body policy. The Coach position is primarily a voluntary position and does not allow an individual to promote private enterprise for personal gain. If a club desires to have a paid coaching position, a contract must be drawn and approved by club officers and the Department of Campus Recreation.
Coaches may receive a CR Tag to access the Campus Recreation facilities only during practice times. All documents MUST be completed before they may coach/train with the team and have access to the facilities. No club should have more than 3 coaches.
Currently enrolled Northern Kentucky University students who have paid student fees are eligible to participate in the Sport Club Program. Furthermore, Northern Kentucky University Faculty & Staff members may participate in the Sport Club program, but cannot participate in competitions as a part of the club. Club funds can only be spent on the student members, therefore no faculty/staff members may benefit from any club funds. All Sport Club participants must have a valid NKU All-Card and completed the NKU Informed Consent Form. The NKU Informed Consent Form is located on the Club Sports page in MyEngagement.
Campus Recreation maintains a membership database for each club. Only those individuals listed in the database are considered club members. Only official club members may participate in club activities, including but not limited to: practice, travel and fundraisers and other events. Below is a break down of the eligibility requirements:
Random eligibility checks will be conducted for the entire roster of each active Sport Club. If any member of the club’s roster does not meet the member eligibility requirements mentioned in the above section, the President and the individual club member will be notified via e-mail that they are no longer an active member of the club. This means that they are not to participate in practice, travel, fundraisers, or other events related to the club. Allowing an in-active club member to participate in club events will result in disciplinary action for the club as a whole.
All proceeds or equipment acquired while participating as an NKU sport club becomes the property of the NKU Campus Recreation Department with funds to be distributed to the club sport program or individual clubs at the discretion of the Director of Campus Recreation.
The Office of Student Engagement hosts the Gold and White Gala each spring semester. This event highlights students and organizations who have been successful in advancing our community by exemplifying what it means to be engaged. Awards will be given by several Student Affairs departments to recognize the breadth of engagement at NKU. Sport Clubs gives out three awards each year: Sport Club of the Year, Fundraising Award and the Newcomer Club of the Year. These winners will be selected by the Sport Club Staff.
If your club is planning to host an event (competition, tournament, fundraiser, etc), in order for your event to be approved, your club must meet with the Sport Club Staff at least 10 business days in advance of your event. For large events (tournaments, etc.) your club should meet with the Sport Club Staff at least 20 business days in advance of your event. There is a form to fill out on the Club Sport portal on MyEngagement for hosting an event. This must be done so within the guidelines listed above of either 10 or 20 business days.
Your club is responsible for the behavior and conduct of the visiting team. Invite those teams that you know to be of high quality on and off the field!
Northern Kentucky University has a relationship with Enterprise Car Rental. The Contract ID # is XZ38332. If your sport club is interested in reserving a vehicle, please contact the Sport Club Staff.
The number one rule about a meeting is: Make sure you have something important to discuss. Your club members will not want to attend a meeting if they think it is a waste of time. You’ll know if they think that way, because no one will be at your next meeting! Make sure you have an agenda and STICK TO IT! The agenda should be made available to everyone. If cost is a consideration, write it on the board or email a copy of the agenda to everyone before the meeting. Keep the meeting on topic. Start on time and end on time. We know people like to hang out and talk, plan for it. Add “social time” to the end of the agenda. That way your members will at least recognize that they will have a designated time to talk about whatever.
What is the focus of today’s practice? Will you work on a specific skill? Will you scrimmage or drill? Who’s running practice? How many people do you expect? Here are a few things you need to remember and consider.
Only Club members may participate at club practices. All Sport Club members must have a valid NKU ID card and be prepared to present it. Sport Club coaches must have a form of photo identification and their CR Tag when in Campus Recreation facilities.
If your club wants to host a joint practice with another university in our facilities, this must be requested to the Sport Club Staff five (5) business days in advance. A visiting team waiver must be filled out and we must provide a roster to the check-in desk for access. The other university members must show a picture identification card to verify who they are with the roster that was provided to the facility staff.
All clubs have a Treasurer. This officer, or some other designee, should be charged with handling the fiscal responsibility for the club. It is the club's responsibility to monitor the budget.
Local Bank Account
When opening a local bank account, do not use “Northern Kentucky University” or “NKU” in your account name. For example, the swim club cannot open a local bank account called “NKU Swim Club”. An example of a correct account name would be “Norse Swim Club”. For questions, contact the Sport Club Staff.
If your club has an off-campus bank account, it is highly suggested that you need 2 signatures to withdrawal any funds from the account. It is also highly suggested that if your club has an off-campus bank account, that your club advisor have access to your club account.
What you need to open a savings/checking account
TIN stands for "Taxpayer Identification Number". It is an identification number used by the IRS. There are 5 different types of TINs:
https://sa.www4.irs.gov/modiein/individual/index.jsp
1. SSN - Social Security Number
2. EIN - Employer Identification Number
3. ITIN - Individual Taxpayer Identification Number
4. ATIN - Taxpayer Identification Number for Pending U.S. Adoptions
5. PTIN - Preparer Taxpayer Identification Number
An EIN is also known as a "Federal Tax ID Number" or "Federal Tax Identification Number". Now these are the same thing: an EIN and a Federal Tax ID Number are synonymous, although, officially, EIN is used more often by the IRS. Sometimes it will be referred to as a "Federal Employer Identification Number" too. And rarely, you may find the acronym FEIN, although is not commonly seen and the IRS does not refer to it is the FEIN. The IRS does note that the EIN is also known as a Federal Tax ID Number, but not an FEIN.
Hopefully this helps! So in short, they are not the same, but rather an EIN is a type of TIN that is used to identify a business entity (LLC, Corporation, Limited Partnership, etc).
Each club will have to give a presentation showcasing and highlighting their year in review. The Sport Club Council will hear all presentations and review all material with the Sport Club Staff.
Once a club has and given a presentation, the SCC will give a recommendation of a budget allotment for each club to the Sport Club Staff. The Sport Club Staff will review the SCC recommendations and write a final recommendation of club allotments.
Once a club has been awarded an amount of funds, Sport Club Staff will send an email to the club president to report their funding amount. Allocations are designed to provide a fraction of the club’s operating budget. It is very important for your club to show that your club members put effort and time into raising money for your club. Clubs that have low member dues and low fundraising will not receive substantial funds from the Department of Campus Recreation.
*Budget allocations for each year must be spent by the last day of classes for that academic year.
Sport Clubs are eligible to request travel funding from the Legacy Fund with the Office of Student Engagement. Sport Clubs are eligible for funding one time per academic year (July 1-June30). A sport club can be funded a maximum of $1500 total for travel expenses for Student Travel Assistance. Additionally, only 70% of the total trip shall be funded at the cap of $1,500 (i.e. trips where the total cost is below $1,500 should only be funded at 70% of the trip – no trip should be funded in total)
The securing and compensating of officials for athletic contests is the responsibility of the individual club. Officials cannot be paid with university allocated funds.
All sport clubs are required to do 1 fundraiser per semester. Revenue from fundraisers and member dues should be the majority of your club’s income. If a club does not hold a fundraiser each semester, this may affect the club budget allocation for the next year. To make certain that clubs work independently to raise funds for their own club and not rely heavily on funds allocated by the SCC, the Budget Allocation Process is weighted heavily on club fundraising efforts and membership dues.
Fundraisers are also a good way to create social interaction among club members as well as create awareness about the club. Ideas for fundraisers include: BB&T concessions, trash pick-up, restaurant sponsors, etc. Be creative! Talk to other clubs and find out what works well for them.
Meet with a Sport Club staff member if you plan to utilize a commercial sponsor in relation to the fundraising activity.
The Division of Student Affairs and the Department of Campus Recreation do not feel that alcohol or tobacco products are appropriate sponsors for Sport Club sponsored activities or programs. Use of such sponsors for Sport Club fund-raising activities is strictly prohibited.
To be successful in your fundraising efforts, it is crucial that you be organized. Some possible suggestions for organizing are:
The Sport Club Council will be selected by the Campus Recreation Sport Club staff. Sport Club Council meetings will cover important upcoming events, deadlines, and other miscellaneous information.
Through the Sport Club Council (SCC) budget allocation process, the Department of Campus Recreation has a limited amount of funds available for sport club use. The amount of funds available each year is solely dependant on the fiscal well-being of the department and University. The budget allocation system has been established to ensure the fair and appropriate allocation of funds for each club. To make certain that clubs work independently to raise funds for their own club and not rely heavily on funds allocated by the SCC, the Budget Allocation Process is weighted heavily on club fundraising efforts and membership dues.
The Sport Club Council is comprised of leaders from the Sport Club Program and express their needs and concerns. This structure provides a unique opportunity for involvement and development of student leadership. Also, it provides communication between the clubs and the administration. The primary objective of the Sport Club Council is to provide the means for exchange of ideas and information regarding University policies and procedures and mutual improvement.
The University recognizes the Sport Club Council as an official governing body. The purpose of the SCC is:
Each club member is required to register on MyEngagement https://nku.campuslabs.com/engage/organization/recsports. Each club member must be signed up under the Club Sports umbrella as well as be signed up under your specific Sport Club on MyEngagement. This registration will not be complete and approved until all of the forms are completed correctly. The Department of Campus Recreation recommends that all Sport Club members have current Medical insurance and receive a physical before participating in any Sport Club event. New members will not be able to participate in any club activity until they have registered for the specific club on MyEngagement.
As part of our Risk Management plan, all clubs are required to have a club members CPR, First-Aid and AED certified member by the American Red Cross or American Heart at any event off campus. It is the responsibility of the Safety Officer to make sure this guideline is being upheld. Campus Recreation will provide 2 free certifications for each club. A sign-up link will be emailed to the Sport Club President’s and it is their responsibility to get members to sign-up and attend. Each club is required to have 2 active club members certified in CPR, First-Aid and AED and have their certification cards on file with Campus Recreation.
All members of the visiting team(s) during a home game / tournament hosted by your club must fill out a Visiting Team Waiver before the competition begins. This form is online that you can print out and take to the competition. If your club hosts a competition and fails to have the visiting team complete these forms, your club will be In Active. You can get this visiting team waiver under Documents on MyEngagement https://nku.campuslabs.com/engage/organization/recsports. If the link is not working, please email Jill Wood, woodj10@nku.edu and she can email you a copy.
Spectators are welcome at club-related activities. If your event is held in the Campus Recreation Center or at the IM Complex, all spectators must sign a spectator waiver before entering.
Additionally, all spectators and visiting team members must comply with any access policies that have been put in place for their game/event.
As more than half of all sports and recreation injuries can be prevented, prevention is of the utmost importance. Managing risk is the process of planning, organizing, leading and controlling the activities and resources of a program or organization in order to minimize adverse effects of risk on people, property, operations, reputation and financial resources. IN SHORT: It is the process of assessing your risk exposure – then developing & implementing action plans to minimize its impact.
An Emergency Response Plan outlines who does what and what is to be done in the event of an emergency. An Emergency Response Plan (ERP) or Emergency Action Plan (EAP) can be defined as a predetermined plan to deal with an emergency in an organized and efficient manner. Each club is required to develop their own plans to identify the main steps and tasks that need to be performed in the event of an emergency. Communication before, during and after an emergency is key to the success of the designated emergency response plan.
Members of the Sport Club Program are eligible to use designated facilities that fall under the management of Campus Recreation. Recognized Sport Clubs are eligible to use designated Campus Recreation facilities free of charge for sporting events/competitions, practices and club meetings.
Clubs are prohibited from holding ‘informal’ practices in Campus Recreation facilities. If it is determined that a club has met on a space otherwise designated for open recreation, the club will be subject to disciplinary action. Campus Recreation reserves the right to cancel facility reservations.
At the beginning of each semester, forms will be emailed out to request practice and competition facility space for the upcoming semester. The goal is for each club to get 2 practices per week on the facility schedule that each last 1 and a half to 2 hours long. Clubs need to be flexible and understanding with their availability for practice times. Weeknights from 8-11pm and weekends are going to be more available for Sport Clubs to gain practice space. Once the schedule is out, additional facility space may be requested through the Sport Club Staff. Additional space should be requested at least two weeks in advance.
Clubs should contact the Sport Club Professional Staff via email or text if practice is canceled. If a club has to cancel a weekend home event, they must inform the Sport Club Office ASAP.
If possible, the space will be made available to other club requests. Event cancelations within one week of the event may negatively impact future event requests. If a club no call/no shows a practice time, that club will lose privileges for further practices determined by the Sport Club staff. Multiple no call/no show offenses will lead to permanent loss of practice time and space.
If a club plans to host an event that meets any of the following criteria, a rental fee may apply.
During normal operating hours there will be no charge for facility reservations. Outside normal facility operating hours at the Rec Center, groups will pay a $20 per hour staffing cost.
All club competitions/events are required to be registered on MyEngagement https://nku.campuslabs.com/engage/organization/recsports. Under forms there will be a Pre-Trip and Post-Trip form that must be completed by the Sport Club President in order to have your event approved. All events need to be registered at least 5 Business days prior to the date of the event (regardless if the competition is on or off campus). Once your club event is registered, you will hear back from the Sport Club staff if your event is approved or denied. If your event is approved, once the event is completed your club must input the results of the event on the Post-Trip form. If your club competes without authorization from the Sport Club staff, your club will be subject to be In-Active.
Purpose
While travel experiences offer valuable learning opportunities, they also present potential risks and safety concerns. These guidelines have been adopted to address these potential risks, increase safety, and set forth a consistent set of standards to be followed in connection with Northern Kentucky University sponsored activities and events involving student organization travel.
Definitions
The following definitions apply for purposes of these guidelines:
Required Guidelines
Section 1: Applicable Forms
1.1 All forms can be found in myEngagement in the Student Engagement Branch Forms.
1.2 Student Travel Registration: https://myengagement.nku.edu/submitter/form/start/197149
1.3 Travel Waiver and Driver Authorization Form: https://myengagement.nku.edu/submitter/form/start/193541
Section 2: Registration and Approval
2.1 Designate a Travel Coordinator
2.2 Complete the Travel Registration Form
2.3 Travel Activity Approval Process
2.4 Finalize Travel Arrangements with the Assistant Director for Intramural and Club Sports
2.5 Report changes
2.6 Post Travel
ALL POST TRAVEL FORMS SHOULD BE COMPLETED NO MORE THAN 5 BUSINESS DAYS AFTER RETURN TO CAMPUS
Section 3: Acceptable Modes of Transportation and Lodging
3.1 Transportation – multiple modes are possible per trip
3.2 Lodging
Section 4: Safety and Expectations When Driving
4.1 Restrictions on student driving times
4.2 All students who drive must complete and submit a Student Driver Authorization Form (as a part of the travel waiver)
4.3 Damages to property or vehicles
4.4 Moving, traffic, parking tickets and toll violations
4.5 Use of cell phones or other devices by the driver is not allowed
Section 5: General Expectations for all travelers
5.1 Behavior should align with the University Code of Student Rights and Responsibilities
5.2 Unused airfare booked for student organization travel should be transferred to other group members or used for student organization business and not used for personal travel in the future
5.3 Students are expected to attend all scheduled activities when traveling with student organization
5.4 The sponsoring student organization will be responsible for any damages to any transportation, lodging, or activity spaces or materials during the planned travel activity
5.5 When traveling with groups, students are considered ambassadors of Northern Kentucky University and are responsible for following all rules and regulations in the University Code of Student Rights and Responsibilities
5.6 No minors under the age of 18 may travel with student organizations without parental permission forms. If you need parental consent forms, please contact AJ Miller in the Office of Student Engagement to obtain the forms. Minors need to disclose their age to the student organization.
5.7 If students miss class(es) for student organization travel, those students are responsible for missed classes assignments and all communication with professors. Note that professors are not required to excuse absences for student organization travel, but may do so at their discretion.
Section 6: Procedure in Case of Emergencies
6.1 Incident Reporting
6.2 If there is another serious incident, contact the Assistant Director for Intramural and Club Sports on call and complete and submit an Incident Report Form upon group’s return to campus. Such incidents may include:
Section 7: Funding for Student Organization Travel
7.1 All Travel Activities should adhere to all the guidelines listed above.
7.2 Groups that receive travel money from university funding must also adhere to those guidelines
7.3 Failure to follow these guidelines could result in a loss of travel privileges and/or funding
If your club has reserved a hotel room for an out of town event, it is the person’s responsibility that holds the hotel reservation to return all receipts to HC 264 within 5 business days of returning from your event. If you do not return the receipts to the Sport Club Staff within 5 business days after returning from your trip, your club could become In-Active.
All Sport Clubs and its members assume an obligation to conduct themselves and their organizations in a manner compatible with the University’s function as an educational institution. Individual’s behavior in game situations and particularly with game officials, the misuse of equipment and facilities (including not using reserved space and/or neglect in following facility use procedures; i.e. leaving debris or equipment in a facility) as well as inappropriate conduct and actions while participating in any Sport Club related activity will jeopardize the club’s continued status as a member of the Sport Club Program. All Sport Club members shall be held to the standards set forth in the NKU Code of Students Rights & Responsibilities. https://inside.nku.edu/scra/information/students/rights-responsibilities.html
The policy is very easy to understand. Alcohol is prohibited at any and all Sport Club functions both on and off campus. This includes but is not limited to: practice, meetings, competition, travel, conferences, and club socials and banquets. The only exception is if a competition is at a venue that sells alcohol. In this case the sport club shall not handle or sell any alcohol and the venue will take full responsibility of carding, selling, controlling all alcohol sales.
Violation of this policy:
Clubs found “responsible” in respect to the violation might face consequences including but not limited to, probation, loss of practice time, loss of SCC allocated funds, loss of Good Standing status, or elimination from the Sport Club Program.
The use or distribution of drugs, except those prescribed by a physician for medical purposes is prohibited at Sport Club sponsored events both on and off campus. The NKU community is expected to comply with the laws of the state of Kentucky and Campbell County as well as University regulations. Consult the Code of Student’s Rights & Responsibilities, the Student Conduct, Rights & Advocacy Office or the Department of Public Safety at NKU for further explanation.
Sport Clubs are subject to all local, state and national laws pertaining to hazing of members. Refer to the Code of Student’s Rights & Responsibilities, for further explanation.
Violation of, or noncompliance with the University policies, campus regulations, Sport Club Council (SCC) procedures or Student Organization procedures & standards of conduct may result in revocation of SCC recognition or other disciplinary action. The discipline process has been developed to assist club leaders in correcting the mistakes that may cause problems for the club and the University. Situations and conduct that violate the Code of Student’s Rights & Responsibilities or State and Federal law may be turned over to the Student Conduct, Rights & Advocacy Office.
The Sport Club staff has jurisdiction over all Sport Club Program Policy (this manual as approved) and Campus Recreation policy and may render decisions related to such. The Sport Club staff will notify club officers and begin to investigate violations. Upon completion of the investigation the Associate Director of Recreational Programs will consult with the Director of Campus Recreation and then make a decision. Clubs found responsible for violation of the Code of Student Rights & Responsibilities / Sport Club Handbook / Campus Recreation policy may receive one or more of the following disciplinary sanctions (The Sport Club staff reserves the right to suspend individuals from Sport Club activity).
Director determines whether the Sport Club has met the conditions imposed and is otherwise eligible for reinstatement. The Sport Club is still considered a registered Student Organization.
Sport Clubs have the opportunity to appeal sanctions imposed by the Sport Club staff to the Director of Campus Recreation. The club has (5) business days to provide the Sport Club staff with a written notification that they wish to appeal the decision.
If the situation involves alleged criminal acts or a violation of the student code, it may be referred to the Student Conduct, Rights & Advocacy Office for processing. A detailed description of the process may be found in the Code of Student Rights & Responsibilities.
Disclaimer
All policies are subject to change without prior written notice. The Campus Recreation Professional Staff has the right to make adjustments to any of these policies at any given time.
Purpose:
The Northern Kentucky University (NKU) Department of Campus Recreation is committed to providing diverse, fun and competitive Intramural Sports activities to serve the recreational needs of the NKU students, faculty, staff and alumni. Therefore, the Department of Campus Recreation has established an Intramural Sports Policy to provide a consistent and equitable framework for the management of the Intramural Sports program.
Eligibility:
All currently enrolled students (undergraduate, graduate, and law), faculty, and staff of Northern Kentucky University may participate in the intramural and recreational sports activities provided they meet the following criteria:
Related Sports:
| Intramural Sport: | Varsity Sport: |
| 3on3, 5on5 Basketball/ 3pt, free-throw or dunk | Basketball |
| Sand or Indoor Volleyball | Volleyball |
| Futsal, 3v3, Indoor or Outdoor Soccer | Soccer |
| Wiffleball, Softball, or HR Derby/Hitting | Baseball |
| Tennis Singles | Tennis |
Eligibility (cont.):
ALL INTRAMURAL PARTICIPANTS WILL BE REQUIRED TO CREATE AN ACCOUNT ON IMLeagues AND JOIN A TEAM TO BE ELIGIBLE FOR PLAY
To create an IMLeagues account: **Note** IMLeagues offers a live support button on the right side of all pages, please use this button if you encounter any difficulties.
How to sign up for an intramural sport:
Organization of Competition:
Intramural competition is offered in three leagues:
League Divisions (levels of competition):
Equipment Damage:
Any damages to equipment, fields, and/or any other facility/building(s) that has occurred within the framework of the intramural event will be charged to the offending participant(s). He or she will be financially responsible for any and all deliberate or negligent destruction to the building, fields, or equipment. Individuals who do not pay for the damaged equipment may have a departmental and/or administrative hold placed upon their student accounts.
Spectators:
The role of spectators/fans is to provide support and encouragement that is beneficial to all participants. Spectators must remain in their designated area and may not enter the playing areas. Any one violating these guidelines will be asked to leave the facilities and will be assessed additional penalties if necessary. Spectators should refrain from making negative and belittling comments and are subject to all participants’ rules and obligations. If a spectator refuses to leave the facility after Intramural Staff have asked them to leave, Campus Police will be contacted for them to escort that spectator out of the facility.
“Fair Play” Rule:
The Intramural Professional Staff reserves the right to put into effect any new ruling pertaining to Intramural Sports and unsportsmanlike behavior, fair play, and the safety of all participants.
Team Names & Sponsorship:
The Intramural Sports program reserves the right to change or alter any name that is deemed vulgar, offensive, or in poor taste. The Intramural Sports program will also name any team entries that are turned in without a name. The Intramural Sports Program reserves the right to refuse participation to any participant(s) or team(s) that have sponsorship logos that are deemed vulgar, offensive or violate any NKU policies.
Free Agent Service:
The free agent service assists individuals in becoming participants in our team sport activities. If you have an interest in a particular team sport but do not have a team, a player will list himself/herself on the free agents list for the sport he wishes to play by signing up through IMLeagues. Signing up on the free agent list does not guarantee a participant a place on an active roster. It allows for team captains to see that participant is interested and gives that captain the option to pick them up.
Responsibilities of the Team Captain:
Team Captains play a vital role in the Intramural Sports Program by providing team leadership and serving as a liaison between the Department of Campus Recreation and their team members. It is the Team Captain’s responsibility to inform all team members of the policies that govern Campus Recreation programs and facilities. Specific duties of the Team Captain include the following:
Forfeit & Default Policy:
Forfeits are one of the most damaging aspects of any Intramural Sports Program. Teams want to play, not win by a forfeit. A forfeit creates a void in the use of the facility and the Campus Recreation Department incurs unnecessary labor expenses by having to pay officials and scorekeepers to work a game that doesn’t take place. An Intramural Sports registered team is considered a contract between the Department of Campus Recreation signifying we agree to schedule the registered team for competition and that the registered team will participate in all scheduled games. The following rules will apply to forfeits:
Protests:
The following policy outlines the rules and procedures governing protests:
Sportsmanship:
It is the philosophy of the Department of Campus Recreation that sportsmanship and fair play are vital aspects of intramural sports competition. In order to insure proper conduct before, during, and after a contest, officials, activity supervisors, and administrative personnel will make decisions to warn, penalize or eject players/teams displaying unsportsmanlike conduct. The team captain is responsible for the actions of individual members of the team and for their spectators. The conduct of players, coaches and spectators before and after the game is as important as during the game. Teams will be held accountable for their conduct at these times. The following are examples of what the Department of Campus Recreation considers poor sportsmanship:
Conduct and Sportsmanship:
Sportsmanship Ratings will be based on the following criteria:
5-Excellent Conduct and Sportsmanship - Players cooperate fully with the officials and other team members. The captain calmly converses with officials about rule interpretations and calls. The captain also has full control of his/her teammates. Teams that win by forfeit will receive a “5.”
4-Good Conduct and Sportsmanship – Team members verbally complain about some decisions made by the officials and/ or show minor dissension, which may or may not merit a yellow card (soccer), unsportsmanlike flag (flag football), technical foul (basketball).
3-Average Conduct and Sportsmanship – Team shows verbal dissent towards officials and/or the opposing team, receiving a card(s), unsportsmanlike flag(s) or technical foul(s). Captain exhibits minor control over his/her teammates, but is in control with himself/herself.
2-Below Average Conduct and Sportsmanship – Teams constantly comments to the officials and/or the opposing team from the field and/or the sidelines. The team captain exhibits little or no control over teammates and/ or himself/herself.
1-Poor Conduct and Sportsmanship – Team is completely uncooperative. Captain has no control of teammates, and/ or himself/herself. Any team causing a game to be forfeited, other than by not showing, or receives multiple ejections shall receive a “1” rating.
A team that receives a “1” rating must have their captain meet with the Intramural Professional Staff the following day to be eligible to play their next contest.
Sportsmanship Rating During the Playoffs:
Unsportsmanlike Conduct:
The following are minimum sanctions for unsportsmanlike behavior:
Injuries:
Participation in the Intramural Sports program is voluntary. NKU, Campus Recreation and the Intramural Sports Program are not liable for injuries suffered by participants. Therefore, all participants are advised to have proper medical coverage before participating. Injuries are inherent to sports and can happen to any player regardless of age, skill level or conditioning. Participants should be in good health before participating and consider obtaining some type of medical insurance to cover any potential medical expenses from injuries. If you are injured during an intramural contest, notify the IM Supervisor on duty for assistance. At Intramural events, there will be a staff member trained in basic First Aid/CPR/AED and can contact Emergency Medical Services if further assistance is needed. Participants assume liability for any costs associated with Emergency Medical Services. Campus Recreation reserves the right to remove players from competition after an injury. After an injury, it is recommended that participants seek out medical care from a licensed practitioner and are cleared to return before resuming any sporting activities.
Concussions:
Concussions can happen in any sport. Please refer to the CDC website listed below to learn more about:
http://www.cdc.gov/concussion/signs_symptoms.html
Inclement Weather Policy
The Department of Campus Recreation reserves the right to postpone or reschedule a contest if circumstances warrant such action. Postponements due to field and/or weather conditions will be made by a representative of the Department of Campus Recreation. This decision will be made one hour prior to the start of the first scheduled contest for the day. Scheduled contests postponed due to inclement weather, darkness, or other reasons beyond the control of the activity supervisor shall be rescheduled at the discretion of the Department of Campus Recreation.
The Director’s Cup is designed to increase participation, reward sportsmanship and recognize a campus intramural champion. Each team will be awarded points based on the system described below. At the end of the year, each team's points are added up. The team with the most points is crowned "NKU Intramural Champion." The team’s name is engraved on the Director's Cup Trophy and displayed the following year at the Campus Recreation Center for all to see. Intramural Sports are separated into 3 categories
Participation Points:
Competition Points (Competition points will be awarded in sports listed below):
For each game played, both teams will receive competition points according to the following scale:
Men and Women’s Sports:
| Sporting Event | Participation | League | Playoffs |
| Leagues | 1st team: 150 pts 2nd team: 100 pts *Max of 250 points |
1st: 35 pts 2nd: 25 pts 3rd: 15 pts 4th: 15 pts |
1st: 100 pts 2nd: 75 pts 3rd: 50 pts 4th: 50 pts |
| Individual Tournaments | 20 pts/person *Max of 160 points |
N/A | 1st: 25 pts 2nd: 15 pts 3rd: 5 pts 4th: 5 pts |
| Team Tournaments | 50 pts/team *Max of 100 points |
N/A | 1st: 75 pts 2nd: 50 pts 3rd: 25 pts 4th: 25 pts |
| Sporting Event | Participation | League | Tournament |
| Leagues | 1st team: 150 pts 2nd team: 100 pts *Max of 250 points |
1st: 35 pts 2nd: 25 pts 3rd: 15 pts 4th: 15 pts |
1st: 100 pts 2nd: 75 pts 3rd: 50 pts 4th: 50 pts |
| Team Tournaments | 50 pts/team *Max of 100 points |
N/A | 1st: 75 pts 2nd: 50 pts 3rd: 25 pts 4th: 25 pts |
Purpose
The Northern Kentucky University (NKU) Department of Campus Recreation is committed to providing safe and inviting facilities for NKU students, faculty, staff and alumni for the purpose of academics, recreation and athletics in an effort to support the University’s mission. In addition, it is understood that NKU is a regional institution and is committed to serving the surrounding community whenever possible. The Department of Campus Recreation has established the following Facility Scheduling and Rental Policy to provide a consistent and equitable framework for the scheduling of the Campus Recreation Center (CRC).
Campus Recreation Center Reservation Eligibility
Facility Scheduling and Rental Policies and Procedures
Scheduling Priority Policy
Reservation Timeline
Reservation requests for student organization and university department events will be accepted following the timelines listed below:
Reservation requests for community/non-university events will be accepted following the timelines listed below:
Facility Rental Fees
Facility rental fees will be assessed under the following circumstances:
Insurance Policy
Rental groups are required to provide the university with a comprehensive liability insurance policy with NKU named as the insured in the following instances:
The insurance policy needs to be for $1 million dollars of coverage. Affordable short term liability insurance policies for events can be obtained utilizing the following website:
Proof of insurance is required at least 2 weeks prior to the event date.
Cancellation Policy
The sponsor of the reservation shall use the facility at the scheduled time or properly cancel the reservation. The following cancellation policies apply to all groups including student organizations.
IM Field Complex Reservation Eligibility
Facility Reservations: Policies & Procedures
- Picking up and removing all trash and/or unwanted items to trash cans
- Separating recyclable items and placing in appropriate recycle containers
- Returning equipment to original location
- Restacking any borrowed tables/chairs and returning to a specified location
Scheduling Priority Policy
*Open recreation times will be made available each semester. See campusrec.nku.edu for days and times.
Reservation Timeline
Reservation requests for student organization and university department events will be accepted following the timelines listed below:
Reservation requests for community/non university events will be accepted following the timelines listed below:
Rental Fees
Facility rental fees will be assessed under the following circumstances:
Campus Recreation Sport Clubs are allowed to utilize the IM Field Complex for one (1) fundraising event per semester without being charged facility rental fees.
Facility Rental Rates
The IM Field Complex has two sets of group rates for the use of facilities.
For information on Rental Fee Schedule go to campusrec.nku.edu
Supervision and Equipment Charges
Departments and organizations will be responsible for all charges related to supervision and equipment rental at the IM Field Complex. For safety and security reasons the Department of Campus Recreation reserves the right to determine the appropriate number of IM Field Complex supervisors needed for each event. Event supervision requirements will be provided during event planning meeting.
Insurance Policy
Rental groups are required to provide the university with a comprehensive liability insurance policy with NKU named as the insured in the following instances:
The insurance policy needs to be for $1 million dollars of coverage. Affordable short term liability insurance policies for events can be obtained utilizing the following website:
Proof of insurance is required at least 2 weeks prior to the event date.
Cancellation Policy
The sponsor of the reservation shall use the facility or field space at the scheduled time or properly cancel the reservation. The following cancellation policies apply to all groups including student organizations.
Campus Recreation Sport Clubs are allowed to cancel game or practice reservations two times per semester without penalty by submitting the cancellation in writing 24 hours in advance. If clubs do not properly cancel activities or cancel more than two times in a semester, the club’s facility reservation privileges will be suspended.
Sand Volleyball Complex Reservation Eligibility
Facility Reservations: Policies & Procedures
Scheduling Priority Policy
*Open recreation times will be made available each semester. See campusrec.nku.edu website for days and times.
Rental Fees
NKU departments or officially recognized student organizations are not assessed a rental fee to reserve the Sand Volleyball Courts for any reservation in which all participants are currently enrolled NKU students, faculty and staff.
For information on Rental Fee Schedule, see below.
Insurance Policy
Rental groups are required to provide the university with a comprehensive liability insurance policy with NKU named as the insured in the following instances:
The insurance policy needs to be for $1 million dollars of coverage. Affordable short term liability insurance policies for events can be obtained utilizing the following website:
Proof of insurance is required at least 2 weeks prior to the event date.
Cancellation Policy
The sponsor of the reservation shall use the facility at the scheduled time or properly cancel the reservation. The following cancellation policies apply to all groups including student organizations.
Failure to properly cancel the reservation or “no shows” will result in loss of rental fees and will affect future reservation privileges.
Music Policy
Groups or individuals are not permitted to bring or play their own music devices without prior approval.
Banner Policy
The following policy is designed to allow recognized student organizations, and administrative and academic departments to properly hang banners for sponsored activities or Northern Kentucky University related functions to be conducted at the Sand Volleyball Courts. All banners must have approval of the NKU Campus Recreation Department. All banners must adhere to the following rules and regulations to be displayed:
Campus Recreation is not responsible for lost or damaged banners.
| INDOOR RENTAL AREA | PRICE |
|---|---|
| Basketball / Volleyball Court | $50/hour |
| Multipurpose Rooms | $40-$60/hour |
| Multi-Activity Court | $80/hour |
| CRC Pool (entire pool) | $200/hour |
| CRC Pool (per lane cost) | $30/hour |
| CRC Pool (entire diving well) | $60/hour |
| IM FIELD COMPLEX | Student Organization Rate | Community Rate |
| Competition Soccer Field (100 x 60 yards) | $35.00/hour | $75.00/hour |
| Intramural Soccer Field (100 x 40 yard) | $25.00/hour | $60.00/hour |
| IM Field Complex Facility Supervisor |
$15.00/hour | $15.00/hour |
| SAND VOLLEYBALL COMPLEX | Student Organization Rate | Community Rate |
| Sand Volleyball Courts (per court) | $20.00/hour | $40.00/hour |
| Sand Volleyball Pavilion | $20.00/hour | $40.00/hour |
| OUTDOOR BASKETBALL COURTS | Student Organization Rate |
Community Rate |
| Basketball Courts (per court) | $20.00/hour | $40.00/hour |
Facility rental fees will be assessed under the following circumstances:
This includes all forms of cameras and all video recording devices.
Permission to photograph/video tape will be withdrawn if the above guidelines are not adhered to.
Personal Access - No authorization required
Personal photography and videotaping are permitted in Campus Recreation facilities. Personal photography and videotaping is defined as media of yourself/friends/family obtained informally for personal/private use.
Academic Access - Prior authorization required
Academic photography and videotaping are permitted in Campus Recreation facilities with prior authorization. Academic photography and videotaping is defined as media obtained and/or reproduced for academic purposes including class projects, University promotions and information.
Media Access - Prior authorization required
Media access is allowed in Campus Recreation facilities with prior authorization. Media access is defined as media obtained and/or reproduced for use by a media outlet. Proper usage includes published materials produced by the media outlet.
Authorization Procedure
Northern Kentucky University Campus Recreation allows minors (under the age of 18) and guests to utilize the facility under the direct supervision of a responsible adult sponsor. Minors without direct adult supervision will not be permitted to enter the facility. Certain restrictions on access to facilities and programs apply to minors. In the event of an outside group facility rental, proof of insurance must be presented upon registration. Outside rental groups must adhere to Northern Kentucky University Campus Recreation terms of general use.
Ages |
1-5 |
6-12 |
13-17 |
18+ |
|---|---|---|---|---|
Bouldering Wall |
Not Permitted |
Adult Spotter |
Adult Supervision |
Yes |
Pool |
Adult in water |
Adult Supervision |
Adult Supervision |
Yes |
Warm Water Pool |
Not Permitted |
Not Permitted |
Not Permitted |
Yes |
Sauna |
Not Permitted |
Not Permitted |
Not Permitted |
Yes |
General Facility (Main Gym, Mac, Aux, MPR1, Locker rooms, lounge areas) |
Adult Supervision |
Adult Supervision |
Adult Supervision |
Yes |
Weight room |
Not Permitted |
Not Permitted |
Adult Supervision |
Yes |
Track |
Adult Supervision |
Adult Supervision |
Adult Supervision |
Yes |
Cardio Equipment |
Not Permitted |
Not Permitted |
Adult Supervision |
Yes |
Fitness Classes |
Not Permitted |
Not Permitted |
Adult Supervision |
Yes |
Personal Training, Buddy Training, Small Group Training |
Not Permitted |
Not Permitted |
Adult Supervision |
Yes |
Memberships are available to purchase in-person for the following groups:
Memberships Policies:
As consideration for the opportunity to use the property, facilities, equipment, and/or services of the NKU Campus Recreation Department, I acknowledge that I have read the following and voluntarily agree to its terms and conditions:
Assumption of Risks: Physical activity, by its nature, carries with it certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. The Northern Kentucky University Department of Campus Recreation provides for activities such as weight lifting, running, swimming, aerobic activity classes, personal training and other sporting activities. These activities involve strenuous exertions of strength using various muscle groups, some involve quick movements using speed and change of direction, and others involve sustained physical activity that places stress on the cardiovascular system. The specific risks vary from one activity to another, but the risks range from 1) minor injuries such as scratches, bruises, and sprains 2) major injuries such as eye injury or loss of sight, joint or back injuries, heart attacks, and concussions 3) catastrophic injuries including paralysis and death. I understand and appreciate that the activities and programs at the CRC have certain inherent risk, and I hereby assert that my participation is voluntary and that I knowingly assume all such risks.
Accessibility Accommodation:
Campus Recreation is committed to supporting equitable utilization of all programs and services to individuals regardless of ability. If you need accommodations for facilities, programs, or services please contact 859-572-5198 or the department of Human Resources at nkuhr@nku.edu or 859-572-5200.
Waiver of Liability and Indemnification: In consideration of permission to use, today and on all future dates, the property, facilities, staff, equipment, services, and programs of the CRC, I, myself on behalf of my heirs, personal representatives or assigns, do hereby release, waive, discharge, and agree not to sue Northern Kentucky University and its governing board, officers, employees, and agents from any and all liability for any harm, injury, damage, claims, demands of any kind, actions, causes of action, costs and expenses that I may have or that hereafter may accrue to me, arising out of any loss, damage, or injury, including death, that may be sustained by me or any loss or damage to any property belonging to me while in or upon premises or equipment of the CRC engaged in any activity or program offered at and by the CRC.
I also agree to Indemnify and Hold Releasees HARMLESS from any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney’s fees, that result from my participation in or involvement with any program or activity at or associated with the CRC to reimburse Releasees for any incurred expenses.
Northern Kentucky University CRC employees are safety conscious and follow appropriate safety procedures. In case of emergency, accident, illness, or other incapacity which occurs while using the property, facilities, equipment, and/or services of the NKU Campus Recreation Department, I authorize Northern Kentucky University to administer first aid and/or CPR. The Department of Campus Recreation reserves the right to contact Advanced Medical Personnel in any case of emergency.
I approve the use of any photographs and video taken by the Department of Campus Recreation or Northern Kentucky University photographers to be used on the Campus Recreation at Northern Kentucky University web site or print media.
Members agree to abide by all rules and policies of the NKU Campus Recreation Department. Failure to comply with all rules and policies of the NKU Campus Recreation Department may result in the suspension of recreational privileges. The Campus Recreation Department reserves the right to discontinue access to recreational facilities and programs. Facilities may be closed or unavailable due to maintenance, repairs, holidays or other circumstances. Facility hours and policies are subject to change.
Participating in activities and/or using these facilities are voluntary. NKU is not responsible for illness or injury sustained using these facilities. Each participant is encouraged to have a complete physical exam and to carry health/injury insurance.
Supplemental Membership Terms: Supplemental memberships include yourself and your spouse/partner or one dependent under age 26 in each membership category. For students and faculty/staff, supplemental memberships only include your spouse/partner or one dependent under age 26.
Family Membership Terms: Family memberships include yourself, your spouse/partner, and dependents under age 26 of the main member in each membership category. For students and faculty/staff, family memberships only include your spouse/partner and any of your dependents under age 26.
Guests can enter the facility at the rate of $7.00 each per day with the following restrictions:
Victor e. Zone Policies
Help Us Keep the Esports Zone Running By
Northern Kentucky University
Campus Recreation Center
Kenton Drive
Highland Heights, KY 41099
Membership Services: +1 (859) 572-5197
Main: +1 (859) 572-1964
