CRC - General Facility

• Use of NKU recreational facilities is considered a privilege. Individuals not complying with the established policies and/or procedures, and the General Use Agreement may be asked to leave the facility and may have all membership privileges revoked.
• NKU is not responsible for lost or stolen items.  It is strongly recommended that members refrain from bringing valuables to the CRC.  Members are encouraged to store all personal belongings in lockers. Locks are available at no charge for day use lockers.
  
• Appropriate athletic attire, such as t-shirts, shorts, warm-up suits, sweat suits or aerobic clothing, is recommended at all times during recreation.
• Shirts and shoes are required except in locker rooms and the pool.
• All policies outlined in the “Code of Student Rights and Responsibilities”, which can be found here will be enforced.
• All issues and incidents regarding concerning, worrisome, threatening behaviors, hardships, conduct, relationship violence, sexual misconduct, or stalking will be investigated and may be grounds for having all membership and use privileges revoked.
• The CRC is a shared use facility.  All activity areas are subject to availability.  Please check posted schedules to confirm availability.  The Department of Campus Recreation reserves the right to make appropriate changes to the schedule without prior notice.
• Animals are not allowed in the CRC.
• Vulgar, abusive, or profane language is not permitted.
• Riding/skating on bicycles, rollerblades, skates, skateboards, and scooters are not permitted in facility areas during open recreation. 
• Upon request, an All-Card, membership card or photo ID must be presented to the requesting NKU employee.
• Private training/coaching sessions are not permitted
• 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.
• Patrons should sanitize equipment before and after use.
• Masks/Facial Coverings Starting Tuesday, March 8, 2022, masks will be optional in the Campus Recreation Center. 

Gym Activity Areas (basketball courts & multi-activity court)

• Athletic, non-marking shoes are required. Black soled shoes or any shoes suspected of marking or damaging the floor are prohibited.
  
• Shirts are required.
  
• No hanging on or snapping the rim.
  
• No food, gum or drinks are permitted in the Main
  Activity Area, except water in sealed plastic containers.
• Kicking or throwing basketballs and/or other equipment towards the wall, ceiling, and/or track. Violators will be asked to leave the facility immediately.
• Fighting, unruly conduct, profanity, or rough play. Violators will be asked to leave the facility immediately. 

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: 

• Using angry or vulgar language: swearing, name calling or shouting 
• Making physical contact with another person in an angry or threatening way 
• Harassment or intimidation with works, gestures or body language 
• Behavior which is inappropriate, threatening or offensive in nature.  
• Smoking / Vaping in any facilities. 

Weight Training Area

• Athletic workout clothes required. No pants/shorts with zippers, belts, or rivets.
• Shirts required.
  
• Closed toe athletic shoes are required. No sandals, flip flops, dress shoes or boots.
  
• Use towels to wipe down equipment, benches and cardiovascular machines before and after use.
  
• No one under the age of 13 is allowed in the weight room.
  Patrons 13-17 years of age must be supervised by parent or adult sponsor.
  
• Report damaged equipment and/or equipment malfunctions to staff.
  Ask for assistance if you have questions about use of equipment.
  
• Personal training conducted by anyone other than Campus Recreation staff is prohibited.
  
• Removing equipment from weight room is prohibited.
• Backpacks, gym bags, coats or other personal items are not permitted in the Weight Room.
  
• Food, gum or drinks (except water in sealed container) are not permitted in the Weight Room.
  
• Spotters are recommended for all free weight exercises.
• Use of lock collars/clips is required on all free-weight bars.
  
• Equipment may only be used for its intended purpose.
  
• Individuals are responsible for checking equipment prior to each use.
• Olympic lifts (e.g., clean, clean and jerks, clean & press, and snatch) are prohibited.
  
• Leaning weights and equipment against walls, pillars or mirrors are prohibited. Stacking weights under equipment is prohibited. 
• Top loading on weight machines is prohibited.
  
• Slamming or dropping weight stacks, plates or dumbbells is prohibited.
  
• Topical grip aids (i.e. chalk, liquids, sprays, lotions, etc) are prohibited.
  
• Exercising or weight lifting in walkways is prohibited.
  
• Activities that may put the user or others at risk are prohibited.
  
• Use of personal radios or other electronic devices without headphones are not permitted in the Weight Room.
• Do not move equipment or benches

Running Track

• For member’s safety, it is prohibited for groups to use the track with more than two individual’s side-by-side.
• Observe posted running/walking direction signs.
• The two outside lanes are for joggers and the two inside lanes are for walkers.
• Stretching is allowed in designated areas only.
• For member’s safety, do not stand or stop on any lanes of the track. 
• It is prohibited to use the running track as an observation deck for the Main Activity Area at any time.
• Athletic shoes are required.  Spikes, cleats or turf shoes are prohibited.

Racquetball Courts

• Racquet bumper guards and thongs are required.
• Athletic shoes are required.  Black soled shoes, street shoes, or any shoes suspected of marking the gym floor are prohibited.
• No black racquetballs or handballs allowed.
• Eye protection is strongly recommended and may be checked-out at the Equipment Issue desk at no cost.

Racquetball Court Reservations:

• Reservations may be made through the CRC website here.  Court reservations can be made for the current day or one day in advance.  Reservations may be taken on Friday for Saturday, Sunday, and the following Monday.
• ALL persons are restricted to one hour of play.
• ALL courts are restricted to one reservation per day per person.
• Court reservations are scheduled on the hour.
• Forfeit time is 10 minutes after the scheduled reservation time.  Reservations may be cancelled with no penalty by calling at least one hour prior to the scheduled reservation.
• Court reservations are scheduled and posted at the front desk.

Locker Room

• It is prohibited to hang items on the outside of a locker at any time.
• There are a limited amount of first come, first serve day use lockers in each locker room. All other lockers are reserved for locker rentals. Students, faculty, staff, and members may purchase a locker rental at Membership Services.
• It is prohibited to leave items in a locker overnight unless the locker has been rented through the Department of Campus Recreation.
• Valuables should not be left in a locker at anytime.
• The Campus Recreation staff is not responsible for items left in a locker at anytime.
• It is not the responsibility of Campus Recreation to secure items remaining in a locker after the renewal date has passed.

Studios

• No one is permitted to use the studios without the approval of the building supervisor.
• Athletic shoes are required.  Black soled shoes, cleats, street shoes, or any shoes suspected of marking or damaging the floor are prohibited.
• Use of the studios equipment is restricted to CRC programs, academic classes and persons under the presence of an approved supervisor.
• No food, gum, tobacco products or drinks in the multipurpose room, except water in sealed plastic containers.

Swimming Pool

• Please deposit used equipment in designated bins, not in the "clean" bin
• Swimming is permitted only when an NKU lifeguard is on duty.
• Running is prohibited.  Walk at all times.
• A responsible adult must accompany all youth under the age of 18.
• All users are REQUIRED to shower before entering the pool.
• Proper swimwear is required.  Cut offs, gyms shorts and/or t-shirts are prohibited.  Street shoes are prohibited on the pool deck.
• Infants wearing diapers must wear a waterproof brief over the diaper.
• People with open sores, skin rashes, infectious diseases, or discharges will not be permitted to enter the pool.
• Gum and adhesive bandages are not allowed in the pool area.
• Training equipment must be used in the manner for which it was intended.
• Any activity considered unsafe will be stopped, including rough play, running, pushing, dunking, excessive splashing, loud vulgar language, and/or inappropriate behaviors.
• Spitting, spouting water, or discharging bodily waste in the pool is strictly prohibited
• Diving is prohibited in the shallow area.
• Food and drinks are prohibited in the pool area (exception:  bottled water).
• Lap lanes are for lap swimming only.  Do not hang on lane lines or use them for support of any kind.
• During peak usage, please share lanes.  Swimmers should swim with others of their ability.  All swimmers should circle swim when sharing a lane with other and always swim to the right of the lane.
• Only one bounce is permitted on the diving boards.  Inward dives and gainers are prohibited.
• Caution should be used when using diving boards.
• Lifeguards have the authority to switch lane lines to meet the needs of ALL guests using the pool.
• No hanging on or misuse of the water basketball goal or diving boards.
• Patrons may use the 1-meter dive board and AquaClimb rock wall in the dive well.  The 3-meter dive board is reserved for dive teams only.
• Youth under the age of 18 may not use the warm water pool and sauna. 
• No gym, tote or swim bags on the pool deck. Personal items should be kept in a locker at all times. Locker rentals are available at the Equipment Check Out Desk.
• Flotation devises are not permitted in the diving well

Sauna

• Dry Sauna - Do not pour water or other liquids on rocks
• Swim attire or shorts required. T-shirts and tank tops are permitted
• Pants, sweats or other excessive clothing are not permitted
• Flip flops and sandals are permitted, no shoes
• No food or drinks permitted besides water
• Glass containers, newspapers, or magazines are not permitted
• Use reasonable time limit: 10-12 minutes. Do not exceed 30 minutes
• No one under the age of 18 is permitted into the sauna
• To promote hygiene, patrons should sit on towel
• Exercising (including yoga) is prohibited in the sauna.
• Remove all jewelry before using sauna
• After using the sauna, participants must shower prior to entering the pool or hot tub.
• Cool down at least five minutes after exercising prior to use
• Exit sauna if you experience nausea or dizziness
• Individuals at high risk with the following conditions should not use sauna unless authorized by a physician: High/low blood pressure, Heart disease, Respiratory problems, Pregnancy, Diabetes, Kidney disease, Skin infections, Open sores.
• Maximum Capacity: 12

BOULDERING WALL

• Use of the Bouldering Wall is only permitted when the wall is open. Please see website for Bouldering Wall hours.
  
• It is strongly recommended that you have a spotter at all times.
• All participants that are under 18 years old and are not NKU students must have an adult with them at all times.
• No one under the age of 6 is allowed on the bouldering wall.
• Loose chalk is not permitted in the bouldering wall area.
• All climbers must wear non-marking shoes at all times. Climbing shoes are recommended and can be checked out from Equipment Issue.
• Socks must be worn at all times with Campus Recreation rental shoes.
• No topping out.
• Food and drinks are not permitted in the climbing area.
• Shirts are required.
• Athletic workout clothes required. No jewelry, belts, or watches.
• Report damaged equipment and/or equipment malfunctions to staff.
• Backpacks, gym bags, coats or other personal items are not permitted in the climbing area.
• Activities that may put the user or others at risk are prohibited.
• Use of personal radios or other electronic devices without headphones are not permitted in the Bouldering Area.
  
• Department of Campus Recreation programming has priority over open rec use.
  

EQUIPMENT ISSUE

• See Fitness Policies for use of fitness equipment. 
• Members must present their All-Card or CR Tag to check out any item.
• The following equipment may be checked out at no cost for use in the CRC only:
  • Basketballs
  • Volleyballs
  • Indoor soccer balls
  • Locks
  • Towels
  • Badminton racquets
  • Tennis racquets
  • Wallyball equipment
  • Jump ropes
  • Racquetball racquets

• Towel service is offered to patrons. Please exchange your used towel for a clean one at Equipment Issue. 
• Locks are available at the Equipment Issue desk to use for daily use only.
• All equipment must be returned and checked in to the Equipment Issue Desk. Any equipment not checked in or damaged will result in membership suspension until the equipment is returned or the replacement fee is paid.
• All checked-out equipment will be inspected upon return.  If damages occur, the member will be responsible for the cost of repairing or replacing the item.

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:

• NKU students, faculty and staff must present their NKU All-Card.
• Alumni Rec Center members need to have a valid Campus Rec scan tag.
• All spectators must sign in with their host NKU student, faculty/staff or Rec Center member. 
• Persons who are caught fraudulently using an ID card other than their own will be denied entrance, the ID card will be revoked, and both the individual and owner of the card may face disciplinary action, and may be trespassed from the facility.

By entering the IM Field Complex, individuals agree to:

• Abide by all written NKU and IM Field Complex policies.
• Follow any verbal direction given by any NKU student employee or professional staff member to ensure the written word and implied intent of the policies are upheld.

Guests

• Campus Recreation Center members are eligible to sponsor up to two guests per day.
• Sponsor must accompany guests at all times and are responsible for the behavior of their guests.
• Guests must follow all university and Campus Recreation policies.
• Guests must present photo ID and sign NKU Campus Recreation Guest Use Agreement.
• Guests under 18 years of age are required to have their parent or legal guardian complete the NKU Campus Recreation Use Agreement For Minors.
• Guest Pass Fee is $7 per day.
• Guests at the IM Turf Field Complex must purchase a pass during the Campus Recreation Center hours of operation. 
  
• Guest pass sales may be limited based on facility availability. 

General Use Policies 

• All current NKU students, faculty, staff must have a valid NKU I.D. to gain entry into the IM Field Complex. Alumni Rec Center members need to have a valid Campus Rec scan tag.
• Non NKU students under the age of 18 must be directly supervised at all times by an adult 18 years of age or older.
• The IM Field Complex is available for recreational activities during posted Open Recreation hours.  Flammable items, motor vehicles, skateboards, roller blades, bicycles, golf equipment, glass products, marking tape, chairs, sharp objects or pets are prohibited.
• The use of food, sunflower seeds, gum, tobacco and alcohol is strictly prohibited with the facility.  Only water and sports drinks, in sealed containers, are permitted.
• Refrain from striking objects, leaning upon, climbing, or affixing items to the fence. 
• Caution, be aware of objects leaving the field of play.
• Campus Recreation will make all decisions pertaining to field and weather conditions and reserves the right to close the IM Field Complex and/or cancel activities at any time. 
• NKU is not responsible for lost or stolen items.  
• Appropriate athletic attire including shirts and shoes are required to enter and participate at the IM Field Complex.  Bare feet, metal, screw on cleats or spikes are prohibited.
• All issues and incidents regarding concerning, worrisome, threatening behaviors, hardships, conduct, relationship violence, sexual misconduct, or stalking will be investigated and may be grounds for having all membership and use privileges revoked.
• Failure to adhere to the IM Field Complex policies & procedures, including trespassing, are a violation of the code of conduct and will result in immediate removal from the IM Field Complex and disciplinary action.
• Facility operating hours and scheduling information is available at campusrec.nku.edu. The Department of Campus Recreation reserves the right to make appropriate changes to the schedule without prior notice.

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.

• 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

• In advance of intended filming date, complete the Academic Access/Media Access Photography and Videotaping Request.
• Requests to utilize indoor facilities for photography or videotaping should be submitted to the Director for Recreational Center, Jill Wood. Albright Health Center Rm 261 woodj10@nku.edu, Phone (859) 572-5728.
• Requests to utilize outdoor facilities for photography or videotaping should be submitted to to the Director for Recreational Center, Jill Wood. Albright Health Center Rm 261 woodj10@nku.edu, Phone (859) 572-5728.
• If permission is granted and arrangements have been made, representatives must check in at the facility’s admissions desk and  present approved request form to supervisor on duty.

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.

• The IM Field Complex Staff will be monitoring weather conditions during facility operating hours and will provide patrons & participants with notification of severe weather in the immediate area.
• IM Complex staff reserves the right to postpone, delay or cancel any event due to unsafe playing conditions, inclement weather, lightning, or general precautionary measures to maintain a safe environment.

Lightning Policy

An IM Field Complex staff member will monitor the local weather with the utilization of weatherTAP.com.

• Once lightning enters the 30 mile radius of IM Field complex, event organizers will be notified of potential inclement weather.
• Once lightning enters an 8 mile radius of the IM Field Complex, all outside activities will be suspended.
• Participants, spectators and support personnel will need to seek shelter immediately.
• Activities will not resume until the IM Field Complex area is free of sight/sound of lightning/thunder and free of lightning within 8 miles on weatherTAP.com for at least 30 minutes.
• An All-Clear announcement will be made over the PA system when fields are re-opened for play.

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:

• Banner must be given to the Campus Recreation Department at least two days prior to reservation in order to approve the banner.
• Banner must include the name of the sponsoring recognized student organization or University department.
• The student organization or University department’s logo must be most prominent on the banner if other sponsor logos are on the banner.
• Banners must measure no more than 8 feet long by 4 feet high with grommets on each corner of the banner to assist in the hanging of the banner.
• Banners must be of professional quality. Banners may be made of vinyl or canvas.  Hand-painted canvas banners and sheets are unacceptable.
• Banners maybe hung during event time frame only.
• Banners will be removed by an IM Field Complex supervisor or professional staff member at the conclusion of the reservation.
• Campus Recreation and the IM Field Complex are not responsible for lost or damaged banners.

Parking

• NKU students with a valid parking permit can utilize Lots F, I, M, P, Q, R, U, W & Y at any time while visiting the IM Field Complex. https://campustours.com/pdfs/NKU3D_FINAL.pdf
• If individuals or rental groups wish to have access to Lot Q in front of the IM Turf Field Complex, they must make special arrangements to pay for and obtain a daily parking pass in advance of their visit through Parking Services. These arrangements will be made with the Assistant Director of Intramural Sports, Jeremy Chipman chipmanje@nku.edu, prior to the reservation date.
• Lot Q could be utilized by rental groups during the summer months as a part of the rental agreement and reservation process. These arrangements will be made with the Assistant Director of Intramural Sports, Jeremy Chipman chipmanje@nku.edu, prior to the reservation date. 
• Campus Recreation members may access Lot P next to the dorms with their Campus Recreation Parking Pass for parking at the IM Turf Field Complex.
• Rental groups can drop off/pickup players at the IM Turf Field Complex entrance.
• Visitors may also park in the parking garages for a fee.  Please see the Parking Services website for a list of garages and prices nku.edu/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.

• Chartwells Catering Service has exclusive catering rights to Northern Kentucky University; outside caterers may not be used for IM Field Complex events.
• Groups may request to provide drinks at no charge to their patrons and guests at the IM Field Complex.  This request will need to be stated during the initial reservation and will be subject to approval by the Campus Recreation department and Chartwells Catering Service.

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

• Individuals should go to the Campus Recreation Center Office to purchase guest passes.
• Campus Recreation Center members are eligible to sponsor up to two guests per day.
• Sponsor must accompany guests at all times and are responsible for the behavior of their guests.
• Guests must follow all university and Campus Recreation policies.
• Guests must present photo ID and sign NKU Campus Recreation Guest Use Agreement.
• Guests under 18 years of age are required to have their parent or legal guardian complete the NKU Campus Recreation Use Agreement For Minors.
• Guest Pass Fee is $7 per day.
• The guest should take the receipt and a photo ID to the IM Field Complex to enter the facility.   

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.

Sand VOLLEYBALL COMPLEX POLICIES

• 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.

• Participants must wipe down all equipment before and after each use
• All participants must be 13 years or older. Any participant that is a minor and not an NKU student must complete a NKU Campus Recreation Use Agreement for Minors.
• Proper athletic attire such as t-shirt, shorts, aerobic clothing, and athletic shoes is required at all times in Norse Fitness Classes.  Bare feet permitted for designated classes only.
• Use of the multipurpose room equipment is restricted to persons under the presence of an approved supervisor.
• No food, gum, tobacco products or drinks are allowed in the multipurpose room, except water in sealed plastic containers.
• Each participant must scan their All-Card or CRC Card prior to start of class and sign-in with the Fitness Assistant.
• Arrival of 5-10 minutes prior to class is recommended. No late entrance is permitted once a class has begun.
• All participants must respect one another.
• Participants are responsible for the security and safety of their personal belongings at all times.
• Please share with your instructor any limitations you may have so they can provide modifications for you.
• In step classes, risers should not be stacked more than 2 high.
• Participants are encouraged to regularly monitor their own workout intensity and take water breaks frequently.
• In order to ensure the safety of participants, class size may be limited at the discretion of the Coordinator of Fitness.
• The instructor reserves the right to ask a participant to leave should these policies not be followed.

Intramural Sports Participant Handbook

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:

• STUDENTS: Students must be registered for a minimum of one credit hour and have a valid NKU All-Card. If, at any time, the student is not enrolled for a minimum of one credit hour, they immediately become ineligible to participate in any Campus Recreation activity.
  • NKU VARSITY ATHLETES: A NKU varsity athlete is defined as a student who is listed on a varsity roster. Varsity athletes will not be permitted to participate in related intramural sports during the same academic year in which they are classified as a varsity athlete.
  • FACULTY AND STAFF: Faculty and Staff must be an employee recognized by the NKU Department of Human Resources and have the option of playing on any Non-Greek Intramural Sports team 

Related Sports:

Eligibility (cont.):

1. If a team disbands (not forfeiture) prior to their second scheduled contest, members of that team who still wish to participate will be eligible to join another team.
2. To be eligible to participate in post-season tournament play, individuals must be on the roster before the 1 st playoff game.
3. A team is only eligible to participate in post-season tournament play when the following criteria has been met: 
   1. 4.0 or better sportsmanship rating
   2. Has not forfeited a game during the regular season
   3. Has not defaulted 2 or more games during the regular season
   4. Paid the team fee (if applicable)
4. The use of an assumed name in any manner shall constitute a violation of the Intramural Sports Policy and good sportsmanship. The individual violating this rule will be immediately suspended and may receive additional sanctions. Any team allowing a participant to play under an assumed name will receive a forfeit for every game associated with this violation and may receive additional sanctions.
5. Any individual who has played a sport at any professional level is ineligible to participate in that sport and all related sports.
6. Men are eligible to participate in men’s and co-recreational leagues only and women are eligible to participate in women’s and co-recreational leagues only. Exceptions to this policy must be approved in advance by the Intramural Professional Staff.
7. Individuals may play for only one men’s or women’s team AND one Co-Rec team for each sport. Once an individual has actually played for a team, he/she may not play for any other team during that sport. Individuals who participate on more than one team are ineligible for further participation in that sport for the balance of the league and/or tournament. The team for whom the individual participates illegally may be assessed a forfeit for all games associated with the violation. Final ruling will be made by Intramural Professional Staff.
8. Any individual ruled ineligible by the Intramural Professional Staff for whatever reason, will remain ineligible unless otherwise determined.
9. The use of alcohol and/or drugs by spectators and/or participants is strictly prohibited and will be dealt with swiftly and severely.
10. Determination of participant eligibility status is the responsibility of the team captains. Violation of the eligibility rules will result in forfeiture of the contest(s) in which the infraction occurs. In addition, the following penalties will be imposed for eligibility violations:
    1. Any person participating on more than one team in any Intramural Sports league will be ineligible for further participation in that sport for the remainder of the semester.
    2. Any team using a player who is not an NKU student, faculty/staff member, or alumnus will be eliminated from further league and tournament competition in the activity in which the violation occurred and will lose their team fee.

Organization of Competition:
Intramural competition is offered in three leagues:

1. Men’s League: Intramural programs are available for men to participate in individual, dual and team activities.
2. Women’s League: Intramural programs are available for women to participate in individual, dual and team activities.
3. Co-Rec League: Intramural programs are available for men AND women to participate in dual and team activities which require a minimum number of players of each gender.
4. Max Roster per Sport: There will be a maximum amount of participants allowed per team/per sport. Double the number of players on the field/court at the start of the game are permitted on a team’s roster
   1. e.g. Flag Football is 7 players on the field= maximum 14 people per roster.
5. Tie Breaker System-In the case of a tie situation regarding playoffs, the following procedures will be used to determine where teams are seeded in the playoffs. * The Intramural Sports Department reserves the right to have a playoff game to break any ties if possible.
   1. #1) Head to Head Competition #2) Sportsmanship Rating #3) Point Differential

League Divisions (levels of competition):

1. Team Sports: Independent teams may choose to participate in one of two divisions. The Competitive Division (Upper) is designed for teams seeking a high level of competition. The Recreational Division (Lower) offers a less competitive environment for teams that desire to compete against teams of average skill. The (Greek) league is designed for teams who are comprised of players who are ALL active members of a nationally recognized chapter.
   1. Upper and Lower will only be offered in the Flag Football and Basketball Leagues.
2. Individual/Dual Sports: Depending on the number of entries, individual/dual sport competition may be divided into ability levels. When this system is used, individuals must choose their own competition level based on their ability and level of competition they desire. The Open Division (Upper) is for highly skilled athletes who possess above-average skills and have competitive experience. The Intermediate Division (Lower) is for average skilled players who have limited experience in competitive play.
3. The goal of this system is to allow teams/players to compete at a level that is appropriate for their ability level. In addition, this system is designed to create an atmosphere where participants of all ability levels can, and will, participate and can enjoy some measure of success.
4. If a limited amount of entries are received for any league/division, the Intramural Professional Staff reserves the right to combine leagues/divisions without prior notice.
5. At the end of the regular season, Intramural Staff has the right to move any team from the lower division to the upper division for playoffs. 

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:

1. Make sure each player has registered on IMLeagues and joined the team’s roster.
2. Notification of all team members regarding the date, place, and times of their team’s scheduled contests and ensuring they are ready to play at their scheduled time.
3. Knowledgeable of the policies that govern Campus Recreation programs and facilities, including eligibility rules, and ensuring that all team members adhere to these policies.
4. Familiarization with the rules governing the sport and the operation of a NKU Campus Recreation Intramural Sports contest and keeping team members informed to eliminate misunderstandings.
5. Lead by example! Through your leadership, you can encourage good sportsmanship.
6. Responsibility for the actions of your team members and for spectators directly related to the team, including the conduct of your players and spectators before, during and after the game.
7. Help escort any ejected player(s) from the facility immediately.
8. Notify the activity supervisor immediately if any team member is injured or needs medical attention. 

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:

1. Any individual or team that leaves the playing area before a contest is completed or before it is terminated by the official(s) will forfeit the contest and be charged with a loss.
2. Any individual or team not ready to play within 10 minutes after the scheduled starting time of an activity will forfeit that contest.
   1. The game clock will start at game time regardless if both teams are ready or not
3. If a team is suspended for any reason (including forfeiture), future scheduled games will be considered as forfeits in league standings unless a replacement team can be scheduled in the suspended team’s spot.
4. If your team has future knowledge that it cannot make a game, please notify the Intramural Professional Staff by 2pm on a weekday and 11am on a weekend to default a game and not receive a forfeit penalty.
5. Each team can only default one game per regular season.
6. Any team with a forfeit will be ineligible for post-season play. 

Protests:
The following policy outlines the rules and procedures governing protests:

1. All protests must be submitted in writing to the Department of Campus Recreation within 24 hours of the incident in question. An exception to this rule would be protests that occur during a weekend activity. In this event, the protest must be submitted no later than 4:30 p.m. on the first working day following the incident.
2. Anyone protesting the eligibility of a player must furnish proof that the player is ineligible. The Intramural Professional Staff will rule on all cases concerning eligibility.
3. Protests concerning the interpretation of a rule and obviously changes the outcome of the game will be accepted. When such a situation arises, the captain or team representative must notify the official and the opponent immediately that the game is being played under protest.
4. Protests concerning the judgment of an official will not be accepted.
5. After a protest has been officially filed, the team or individual protested against will have 24 hours from the time they are notified of the protest to respond before a decision is reached. Failure to respond to a protest within the stated time will render an automatic decision against the accused team or individual.

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:

1. Profanity.
2. Unnecessary delay of game.
3. Participation under an assumed name.
4. Striking an opponent or official (This will result in an automatic ejection from the game and further disciplinary action from the Student Rights, Conduct & Advocacy Office).
5. Arguing with officials concerning decisions.
6. Any action or intent to injure an opponent.
7. Derogatory and abusive remarks toward an opponent, teammate, or official.
8. Any action-showing disregard for the rules and/or policies of the Department of Campus Recreation.

Conduct and Sportsmanship:

• A sportsmanship rating system will be used to control player, captain and bench personnel unsportsmanlike conduct and improper behavior. A player, captain or other bench personnel receiving an ejection from the game shall not be allowed to compete in the next regularly scheduled contest. Campus Recreation may also enforce additional penalties against such persons based on the ejected players.
• Team captains are responsible for the conduct of their players, sidelines, and spectators. If a player is ejected and refuses to tell his/her name, the captain may also be ejected if he/she will not reveal the name. 

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.

• A team must have a 4.0 average or better sportsmanship rating to be eligible to participate in the playoffs
• A team winning a contest by forfeit or default will receive a “5” rating
• A team losing a contest by forfeit will receive a “2” rating and not be allowed into the playoffs.
• A team defaulting a game/match will receive a 4 sportsmanship rating
  • Team getting defaulted on will receive a 5 

Sportsmanship Rating During the Playoffs:

• If a team receives a “1” rating they will be eliminated from the playoffs.
• If a team receives a “2” rating, the captain must meet with the Intramural Professional Staff the following day to discuss the rating. A decision will be made as to whether the team will continue to participate in the playoffs. If they do continue in the playoffs, they must receive a “5” or “4” rating for the remaining playoff games.
• A player receiving an ejection will need to schedule an administrative meeting with Intramural Professional Staff. 

Unsportsmanlike Conduct:

• In the event an individual(s), and/or spectator(s) conducts himself or herself in an unsportsmanlike manner during intramural sports competition, the official(s) working the game has complete authority in taking action, as they deem it necessary, in order to keep the game in control. Depending on the severity of the incident, which would be left up to the official’s judgment, the official may take the following action: give warning, ejection from game, and/or suspend the game. Any player that is ejected from the game must leave the facility immediately. Individual will be escorted from the facility by a professional staff member or Intramural Supervisor not involved in the incident as well as the captain of the team. If the player refuses to leave the facility, University Police will be contacted for them to escort that player out of the facility. The game will not continue until the ejected player leaves the facility and may result in a forfeited contest.
• Incidents related to unsportsmanlike conduct (examples: using an ineligible player(s); theft of or damage to facilities or equipment; physical and/or verbal abuse toward official(s), supervisor(s), player(s), or spectator(s) etc.) will be investigated by the Intramural Professional Staff. In doing so, the individual(s) and/or team(s) involved may be required to meet and/or submit a written statement of the incident. 
• The offender(s) will be suspended from further play until the investigation is complete and a ruling is made by professional staff. Penalties could include suspension from a game, games or season, temporary or permanent probation, and/or suspension from intramurals/campus recreation facility for a specific period of time.
• Verbal and/or physical abuse towards an employee of Campus Recreation will result in immediate removal from the facility. In appropriate circumstances, criminal charges may be filed with University Police. In addition, disciplinary charges, which can result in penalties up to and including suspension or expulsion from the University, may be filed with Student Rights, Conduct & Advocacy Office.
• Students will be held responsible for any information posted on Campus Recreation electronic media.
• If a player is ejected from an intramural contest, he or she must set up an administrative meeting with professional staff. They are immediately ineligible to participate in any intramural programming. 

The following are minimum sanctions for unsportsmanlike behavior:

1. Minimum One Game Suspension
   1. Unsportsmanlike Behavior (includes spectators)
   2. Ejection from a contest
   3. Verbal Abuse
   4. Playing under an assumed name
2. Minimum Two Game Suspension
   1. Physical unsportsmanlike contact
3. Minimum 4 Intramural Programming Weeks
   1. Threatening Behavior towards a player, IM Staff or IM Official
4. Minimum 16 Intramural Programming Weeks
   1. Swinging at, attempting to make contact with or striking another player, IM Staff or IM Official.

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:

• Signs and Symptoms
• When to Seek Immediate Medical Attention
• Danger Signs in Adults

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

• Leagues: Flag Football, Basketball, Outdoor Soccer, 3 v 3 Basketball, 4 on 4 Sand Volleyball, Indoor Soccer, Indoor Volleyball, Wiffle Ball, Dodgeball, and Floor Hockey
• Individual Tournaments: Rock Paper Scissors, Bench Press Competition, Home Run Derby, Hit Challenge, Free-Throw Competition, 3pt. Competition, Texas Hold ‘em, Tennis Singles, NFL Combine
• Team Tournaments: Cornhole, Spikeball, Ultimate Frisbee, 2-Ball Soccer, 3v3 Soccer, PreSeason Basketball, InnerTube Water Polo, Softball 

Participation Points:

• Teams must use the same name (or designate an affiliation) for each sport to accumulate points.
• Regardless of the number of teams entered by a particular organization, only TWO teams will be eligible to accumulate points for Leagues and Team Tournaments
• Participation points will be awarded in all activities. For individual and duel events, participants must identify their affiliation with a certain team or organization to receive points.
  • 100% of participants for a Greek organization must be initiated
    • If a participant is a “pledge” they will only be able to participate in the independent leagues.
    • If a “pledge” becomes an active member of a Greek Organization, they must complete their current sport/season on that pledge team.
• Forfeits: 1st (- half participation points), 2nd (Lose all sports participation points).
  • Example: Organization Y has two teams: A and B. Team A forfeits one game, Teams B plays all of their games. Organization Y will receive only half of all of their team participation points for that sport.
  • This counts towards CoRec teams as well

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: 

Co-Rec Sports:

DISCLAIMER:
All policies are subject to change without prior written notice. The Campus Recreation Professional Staff has the right to adjust any of these policies at any given time.

Intramural Sports Participant Handbook (pdf document)

Before Each Lesson

• Arrive early. Allow at least 10 minutes prior to the start of class to help you find parking, get into the facility and assist your child into swimming attire. 
• Parents, guardians or any guests are required to sign in at the Front Desk (Main Lobby) with the Student Employee prior to every class before entering into the Aquatic area.
• Please bring a swimsuit and a dry towel for your child, goggles and caps are optional. 
• Please make sure that your child uses the restroom before the start of class or entering the pool. 
• Regular diapers are not permitted in the CRC pool, children not potty trained must wear swim diapers under their swim suits.  NOTE: Diaper changing is not allowed in the pool area.
• Clothes, street shoes and other personal items must be stored in the locker rooms. Please bring your own lock if applicable, or leave your valuables at home.  
• Food or drinks are NOT allowed in the pool area.
  

Parent/Guardian Reminders

• The most important role of a parent or guardian during swimming lessons is to be positive and patient with your swimmer's success. There is no set pace for your child's swimming improvement. 
• To maintain quality class management, parents, guardians and guests are asked to sit and observe lessons from the designated seating area.
• If your child has a fever, open soars (with discharge) or diarrhea, please do not bring them to class.  These illnesses are harmful to the other class participants and can spread swimming related illnesses.  We will not be able to make up individual classes missed, however if a condition effect more than one day, please refer to our cancellation/missed classes policies.
• If you have questions about your child's progress, please approach the instructor before or after the class has finished. They will be happy to answer any of your questions, or will direct you to someone on staff who can assist you. Please direct any non-lesson-related questions to the lifeguard(s) on duty or the any staff working in the front desk. 
  

Cancellations/Missed Classes

• In order to maintain a positive relationship between the instructor and the class participants, missed classes cannot be made up, credited or prorated.
• In order to ensure a positive group experience, we are committed to running as many classes as possible; however, we reserve the right to cancel any class. Every effort will be made to accommodate your child in another class prior to the start of the session. 

Registration Policies

• Please refer to group lessons or private lessons to view registration dates.
• Registration may be done in person at Membership Services or online. Only current CRC members can purchase swim lessons online.
• Payment is due at time of registration. 
• Register for group classes early; space is limited and is first-come, first-serve. 
• Registration is open for group lessons until the session is full or through the last Friday before a session begins. No additions will be made once registration is closed. 
• Classes that do not have a minimum of two students registered prior to the Friday before classes start will be cancelled. Participants will be notified prior to the class.
• All swim lesson participants will be required to sign the Swim Lesson Agreement

Personal Training Registration

• All individuals wishing to purchase Personal Training sessions must complete an NKU Campus Recreation Personal Training Packet.  These packets are also located at Membership Services.
  
• Any member of NKU Campus Recreation ages 13 and older may participate in the NKU Campus Recreation Personal Training Program.
• Parents or Guardians of a minor child wishing to participate in the Personal Training Program will also need to complete the NKU Campus Recreation Use Agreement For Minors.
  
• All completed Personal Training Packets must be returned with payment to Membership Services.
• All Personal Training sessions must be paid in full at the time of registration.
• The registration process is complete after the Personal Training Packet is received and payment for the sessions is received.

Personal Trainer Selection

• Personal Trainers are paired with clients based on the individual needs of the client.  Current skill level, schedule, and medical conditions are considered before a Personal Trainer is selected.
• Participants may request a specific Personal Trainer.  This request must be made in the Personal Training Packet.
• Participants may request either a male or female trainer.  This request must be made in the Personal Training Packet.

Scheduling Personal Training Sessions

• Personal Training sessions are scheduled at the convenience of the Client and Personal Trainer. 
  
• The initial session, the Fitness Assessment, is scheduled by the Coordinator of Fitness in conjunction with the Clients' and Personal Trainers' schedule.
• The Client and Personal Trainer can meet for sessions as often as the Client prefers.
• It is recommended to meet for Personal Training sessions at least two times per week.

Introduction

Welcome!

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:

1. Identify a sport that is not currently offered as a Sport Club.
2. 5 NKU students that are interested and are eligible to be part of a club
3. 5 Club officers that are interested in taking a leadership role and are eligible to be part of a club.
4. A club constitution and Student Engagement registration fee of $35 – Meet w/ the Office of Student Engagement SU303. – check this is the correct price.
5. Contact a member of the Sport Club Staff to schedule a meeting to discuss the steps in starting a new club.

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

INTERCOLLEGIATE ATHLETES

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.

CRITERIA DETERMINING ACTIVE INTERCOLLEGIATE STATUS

·         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.

NCAA ELIGIBILITY

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:

1. Below is a link that each club can take advantage of and use if they are looking to get the word out about an event, tryout, etc. related to your club.  Marcomm will use the information you provide for the slide and develop new graphics and share it on all digital signage they control around campus.  This could be a tremendous asset to spreading the word about your club or getting more members to join. 

http://marcomm.nku.edu/digital-signage.html

1. Digital Slides in the Rec – Submit the information you want posted to woodj10@nku.edu
2. University Posting - Registered student organizations with the Office of Student Engagement and University departments of Northern Kentucky University are eligible to post materials on campus. Posting must be in accordance with AR-II-5.0-5. This document may be accessed on line through the Student Union Web Address: http://studentunion.nku.edu/index.php
3. Registered student organizations may also advertise by chalking walkways. The Chalking policy should be reviewed before chalking and can be found on the Student Union website: http://studentunion.nku.edu/index.php
4. Word of mouth

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:

1. Is encouraged to work closely with the officers and to offer input in to the organization’s decision-making process.
2. Lends his/her experience, judgment and knowledge, and assists the club members in the development of the club.
3. Helps maintain continuity in club programming and provides knowledge of University policies and procedures.
4. Should attend club meetings and be available to counsel club leaders and members as much as possible.

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:

1. Currently enrolled (with at least 1 credit hour) NKU students are eligible to participate in the Sport Club Program.
2. NKU Faculty & Staff members may participate in the Sport Club program, but cannot participate in competitions as a member of the club.
3. NKU Faculty & Staff members may participate in the Sport Club program, but cannot use any club funds given by the university or raised by the club.

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.

1. Communicate. Let your club members know what you have planned for practice today.
2. Allow for social time. Just like a meeting, your club members will like to hang out and talk about what happened today in class. The warm up session is a good way to accommodate this into practice.
3. Warm-up. The American Council of Sports Medicine, 2^nd edition, advocates 15-20 minutes gradually progressing to target activity levels involving large muscles groups. Remember, warm up then stretch. Warm muscles stretch better than cold. You can reduce the chance of injury by stretching after a few minutes of light exercise. We can help you identify stretching techniques and exercises that you can use.
4. Set a goal. What do you want to do today in practice? Name the specific skill, element or activity that you want the group to perform at a higher level.
5. Have Options. Now you know what you want to work on, how do you do it? You might have examples of drills from your high school coach or friends. Remember that people learn differently, so have a couple of versions of the same drill. One may work better than the other.
6. Give people the opportunity to learn. It’s OK to mess-up in practice. Especially when learning a new skill. Create an environment that is positive and conducive to learning, i.e. supportive.
7. Cool down. 10 to 15 minutes of light exercise and stretching will help you bring everybody together. You can go over important information and take care of any other club business at this time.
8. Communicate. End practice by giving the members the date and time of your next club function: practice, meeting, competition, or community service project.

 

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:

1. Form a committee involving several members of your club.
2. Plan early.
3. Select the correct season and time for the fundraising event. Be aware of conflicting events and take weather into account. (Off-season when your club is not competing is the best time for fundraisers)
4. Select the proper location.
5. Set goals.
6. Publicize.
7. Design a budget.
8. Use a checklist.
9. Evaluate event to make improvements for the next event.

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:

1. To review all existing Sport Club policies and procedures and express the collective viewpoint on said policies and procedures in the interests of all member sports.
2. To govern the allocation of funds allotted to sports clubs.
3. To act as a liaison between the members of the SCC and University Administration and its organizations.
4. To represent and support all club members in matters involving conflict with campus or community organizations.
5. To monitor all sports clubs and provide explanation of University policies and procedures and to assure that these guidelines are followed.
6. To act as a conduct board governing all indiscretions and violation of policies and procedures.  To incur penalties, including monetary penalties and membership penalties up to, and including, loss of funding and expulsion of sport clubs or their participants from the sport club program.
7. To resolve conflicts between sports clubs in an attempt to insure unity in the SCC.
8. To encourage and support the establishment of new sports clubs in an attempt to provide interested students, faculty and staff with the opportunities to participate in an organized sports activity program.
9. To assist in new club trainings as a means to provide leadership development for new club officers and members.

 

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

1. Participants are responsible for discussing with their family doctor any known physical problems that may limit participation in the Sport Clubs program. This must be accomplished prior to participation.
2. Participants are responsible for proper conditioning as a prerequisite for participation.
3. It is required that one certified member be at each away practice and/or competitions. Proof of certification must be filed with the Department of Campus Recreation.
4. Campus Recreation will have a Certified Athletic Trainer available at most home competitions.
5. Sport Club officers are expected to survey the fields and facilities prior to every practice, game, or special event. Unsafe conditions must be reported to the Sport Club staff.
6. An “Injury Report” form should be completed and turned in within 24 hours, or the next business day, with the Department of Campus Recreation. Form is located on the NKU IMLeagues website.

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.

• The event is cosponsored with any organization other than another Sport Club or Campus Recreation program area.
• The event is generating money that will go anywhere other than a Sport Club account. The Student Organization Rate will be charged for these rentals. Other fees may apply depending on event setup needs.

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:

1. Is considered a Major Infraction
2. Will result in the initiation of the discipline process.
3. Individuals involved may be referred to the Dean of Students office for a hearing.
4. Will result in an automatic and immediate suspension of all club activities indefinitely.

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).

1. Disciplinary warning: An official written notification that the sport club’s behavior is in violation of university regulations or standards, and clarifies expected behavior for the future. Further misconduct may be treated with more serious sanctions.

1. Disciplinary probation: Probation allows the sport club to remain enrolled and be an active member of the University and Campus Recreation Sport Club Program, however, it places a severe warning that if the sport club has one more violation of the Code, regardless of the severity of the violation, that the sport club may be suspended indefinitely. The Code Officer will determine the time frame of the probation.

1. Loss of privileges: including but not limited to restrictions from specific university areas, participation in activities, voting rights, or ability to travel and compete. The time frame for the imposed loss of privilege(s) will be determined by the Code Officer.

1. Educational/Developmental activity: Requirement of participation in an educational or developmental activity which may include but is not limited to mandatory counseling, mandatory attendance at a workshop for alcohol, drug, or anger management, writing an essay, letter of apology, organizing an activity on campus, or attending a specific class.

1. Restitution for damages: Reimbursement for damages caused by the sport club’s actions to the University and/or individuals.

1. University service: Service to the University for a specific amount of hours to be served within a specified time frame.

1. Restriction: A restriction upon a sport club’s privileges for a minimum of one semester. This restriction may include, for example, denial of the right to represent the university in any way, denial of the use of facilities, denial of parking privileges, denial of participation in extracurricular activities, or restriction of organizational privileges.

 

1. Indefinite Suspension of Activity: Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of all scheduled competition for at least the next two full semesters (fall and spring) and ordinarily carries with it conditions which must be met for reinstatement. Reinstatement after an indefinite suspension requires that: the club applies to the Sport Club staff at the close of the imposed period; the Associate 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.

 

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.

Important Phone Numbers

Department of Campus Recreation - HC 101

Office of Student Engagement - SU 303

Department of Public Safety

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:

1. Identify a sport that is not currently offered as a Sport Club.
2. 5 NKU students that are interested and are eligible to be part of a club
3. 5 Club officers that are interested in taking a leadership role and are eligible to be part of a club.
4. A club constitution and Student Engagement registration fee of $35 – Meet w/ the Office of Student Engagement SU303.
5. Contact a member of the Sport Club Staff to schedule a meeting to discuss the steps in starting a new club.

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

Intercollegiate Athletes

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.

Criteria Determining Active Intercollegiate Status

• 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.

NCAA Eligibility

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:

1. Below is a link that each club can take advantage of and use if they are looking to get the word out about an event, tryout, etc. related to your club. Marcomm will use the information you provide for the slide and develop new graphics and share it on all digital signage they control around campus. This could be a tremendous asset to spreading the word about your club or getting more members to join. http://marcomm.nku.edu/digital-signage.html
2. Digital Slides in the Rec – Submit the information you want posted to woodj10@nku.edu
3. University Posting - Registered student organizations with the Office of Student Engagement and University departments of Northern Kentucky University are eligible to post materials on campus. Posting must be in accordance with AR-II-5.0-5. This document may be accessed on line through the Student Union Web Address: http://studentunion.nku.edu/index.php
4. Registered student organizations may also advertise by chalking walkways. The Chalking policy should be reviewed before chalking and can be found on the Student Union website: http://studentunion.nku.edu/index.php
5. Word of mouth

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 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:

1. Is encouraged to work closely with the officers and to offer input in to the organization’s decision-making process.
2. Lends his/her experience, judgment and knowledge, and assists the club members in the development of the club.
3. Helps maintain continuity in club programming and provides knowledge of University policies and procedures.
4. Should attend club meetings and be available to counsel club leaders and members as much as possible.

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. 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 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:

1. Currently enrolled (with at least 1 credit hour) NKU students are eligible to participate in the Sport Club Program.
2. NKU Faculty & Staff members may participate in the Sport Club program, but cannot participate in competitions as a member of the club.
3. NKU Faculty & Staff members may participate in the Sport Club program, but cannot use any club funds given by the university or raised by the club.

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 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 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!

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.

1. Communicate. Let your club members know what you have planned for practice today.
2. Allow for social time. Just like a meeting, your club members will like to hang out and talk about what happened today in class. The warm up session is a good way to accommodate this into practice.
3. Warm-up. The American Council of Sports Medicine, 2nd  edition, advocates 15-20 minutes gradually progressing to target activity levels involving large muscles groups. Remember, warm up then stretch. Warm muscles stretch better than cold. You can reduce the chance of injury by stretching after a few minutes of light exercise. We can help you identify stretching techniques and exercises that you can use.
4. Set a goal. What do you want to do today in practice? Name the specific skill, element or activity that you want the group to perform at a higher level.
5. Have Options. Now you know what you want to work on, how do you do it? You might have examples of drills from your high school coach or friends. Remember that people learn differently, so have a couple of versions of the same drill. One may work better than the other.
6. Give people the opportunity to learn. It’s OK to mess-up in practice. Especially when learning a new skill. Create an environment that is positive and conducive to learning, i.e. supportive.
7. Cool down. 10 to 15 minutes of light exercise and stretching will help you bring everybody together. You can go over important information and take care of any other club business at this time.
8. Communicate. End practice by giving the members the date and time of your next club function: practice, meeting, competition, or community service project.

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 $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)

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:

1. Form a committee involving several members of your club.
2. Plan early.
3. Select the correct season and time for the fundraising event. Be aware of conflicting events and take weather into account. (Off-season when your club is not competing is the best time for fundraisers)
4. Select the proper location.
5. Set goals.
6. Publicize.
7. Design a budget.
8. Use a checklist.
9. Evaluate event to make improvements for the next event.

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:

1. To review all existing Sport Club policies and procedures and express the collective viewpoint on said policies and procedures in the interests of all member sports.
2. To govern the allocation of funds allotted to sports clubs.
3. To act as a liaison between the members of the SCC and University Administration and its organizations.
4. To represent and support all club members in matters involving conflict with campus or community organizations.
5. To monitor all sports clubs and provide explanation of University policies and procedures and to assure that these guidelines are followed.
6. To act as a conduct board governing all indiscretions and violation of policies and procedures. To incur penalties, including monetary penalties and membership penalties up to, and including, loss of funding and expulsion of sport clubs or their participants from the sport club program.
7. To resolve conflicts between sports clubs in an attempt to insure unity in the SCC.
8. To encourage and support the establishment of new sports clubs in an attempt to provide interested students, faculty and staff with the opportunities to participate in an organized sports activity program.
9. To assist in new club trainings as a means to provide leadership development for new club officers and members.

Insurance, Liability & Safety

Member Registration

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.

CPR & First Aid Guidelines

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.

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 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

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

1. Participants are responsible for discussing with their family doctor any known physical problems that may limit participation in the Sport Clubs program. This must be accomplished prior to participation.
2. Participants are responsible for proper conditioning as a prerequisite for participation.
3. It is required that one certified member be at each away practices and/or competitions. Proof of certification must be filed with the Department of Campus Recreation.
4. Campus Recreation will have a Certified Athletic Trainer available at most home competitions.
5. Sport Club officers are expected to survey the fields and facilities prior to every practice, game, or special event. Unsafe conditions must be reported to the Sport Club staff.
6. An “Injury Report” form should be completed and turned in within 24 hours, or the next business day, with the Department of Campus Recreation. Form is located on MyEngagement https://nku.campuslabs.com/engage/organization/recsports

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
  • Main Gym (4) Courts
  • Auxiliary Gym
  • MAC Court
  • Racquetball Courts
  • Pool
  • Track
  • Multipurpose/Studio Space
  • Bouldering Wall
  • Courtyard
• IM Field Complex
  • Field 1
  • 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.

Facility Charges

If a club plans to host an event that meets any of the following criteria, a rental fee may apply.

• The event is cosponsored with any organization other than another Sport Club or Campus Recreation program area.
• The event is generating money that will go anywhere other than a Sport Club account. The Student Organization Rate will be charged for these rentals. Other fees may apply depending on event setup needs.

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 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.

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

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

1. Student organization member that will serve as the group representative for the travel activity. This student will work directly with the Specialist in the Student Engagement Office or the Assistant Director for Intramural Sports in Campus Recreation on all travel
2. Attend one specialized training session offered periodically by the Office of Student Engagement.
3. Submit Travel Registration on behalf of Student Organization and all travelers.

2.2  Complete the Travel Registration Form

1. Travel Registration form can be found on MyEngagement in the Student Engagement Portal
2. 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
3. Must include

• For ALL Travelers (Excel upload)
  • Name
  • Phone Number
  • Email
  • Emergency contact with phone number
  • Indication of having a signed Travel Waiver/Student Driver Authorization in the academic year if driving Enterprise rental vehicles
• For Student Organization
  • Student organization advisor contact information
    • Notice of whether or not the advisor is traveling with the group
• Specific Travel Plans
  • Travel destination
  • Modes of transportation
  • Lodging plans
  • Purpose of trip
  • Travel and stay itinerary
    • Including who will be driving and anticipated driving schedule

2.3  Travel Activity Approval Process

1. 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 MyEngagement and accessing the “my submissions” section. Responding to campus partners’ requests will be necessary for approval.
2. You will be informed of the decision via MyEngagement message (which may go to your NKU email dependent on personal notification settings) on the submission page.
3. At the time your Travel Registration form is approved, the Assistant Director for Intramural and Club Sports will be your on-call contact for your trip. This staff member should be contacted with any issues that arise.

2.4  Finalize Travel Arrangements with the Assistant Director for Intramural and Club Sports

1. Schedule an appointment with the Assistant Director for Intramural and Club Sports to make the following arrangements
   1. Register for the tournament
   2. Book lodging
   3. Book transportation

2.5  Report changes

1. Changes can be made up to the day before travel and should be directly emailed to the contact on-call
   1. Changes in travel roster
   2. Itinerary changes
   3. Flight or mode of transportation changes
   4. Cancellation of trip
   5. Any additional relevant changes or additions

2.6  Post Travel

1. Report any incidents using the Incident Report Form found on MyEngagement
2. 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

1. Enterprise rental car
   1. Must be 21 years of age or older to reserve a car.
   2. If travel is greater than 500 miles one way, we encourage groups to fly
   3. 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
   4. Rental of 15 passenger vans is not permitted
2. Air
3. Bus
4. Public Transportation
5. Train
6. Uber, Lyft, or Taxi
7. Personal Vehicle
   1. 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.
   2. 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.
   3. 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

1. Hotel
2. Air B&B
   1. 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.
   2. Must include address, contact information of host, and confirmation from host that host knows that college students will be staying in space.
3. Family/private home
4. Camping
5. Rented Facility
6. Other University or Campus accommodations (hosted conferences or competitions)
7. 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.
8. The number of individuals housed in a room should be no more than the room is equipped to accommodate.
9. 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

1. Students may drive no more than four consecutive hours, and then must take a break from driving for at least 30 minutes
2. Students are not permitted to drive more than 10 hours per 24-hour period
3. No students may drive between the hours of 12am and 4am
4. Another traveler who is sitting in the front seat must be awake with the driver at all times
5. 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 Student Driver Authorization Form (as a part of the travel waiver)

1. 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
2. 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

1. 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 –
2. 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
3. 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
4. If the accident involves another moving vehicle or pedestrian, immediately call the police and file a report. Obtain the police information and report number
5. Students are expected to cooperate fully with NKU and the university’s insurance carrier following any accident
   1. Drivers 21 and older: Deductible covered by the insurance agreement with Enterprise
      

4.4  Moving, traffic, parking tickets and toll violations

1. 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
2. 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
3. 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

1. No TEXTING and DRIVING
2. 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
3. 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

1. Alcohol use by students under the age of 21 is strictly prohibited
2. 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 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

1. Car Accident
   1. If medical attention is needed, make sure student gets medical attention as soon as possible.  Dial 911
   2. 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
   3. Students should take photos of any damages to rental vehicle before they are returned to the rental car facility
   4. If the accident involves another moving vehicle or pedestrian, call the police and file a report.  Obtain the police information and report number
   5. Students are expected to cooperate fully with Northern Kentucky University and all insurance carriers following any accident
2. Illness or Serious Injury
   1. If medical attention is needed, make sure student gets medical attention as soon as possible.  Dial 911
   2. Inform Assistant Director for Intramural and Club Sports on call 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 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:

• 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

7.3 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. 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:

1. Is considered a Major Infraction.
2. Will result in the initiation of the discipline process.
3. Individuals involved may be referred to the Dean of Students office for a hearing.
4. Will result in an automatic and immediate suspension of all club activities indefinitely.

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).

1. Disciplinary warning: An official written notification that the sport club’s behavior is in violation of university regulations or standards, and clarifies expected behavior for the future. Further misconduct may be treated with more serious sanctions.
2. Disciplinary probation: Probation allows the sport club to remain enrolled and be an active member of the University and Campus Recreation Sport Club Program, however, it places a severe warning that if the sport club has one more violation of the Code, regardless of the severity of the violation, that the sport club may be suspended indefinitely. The Code Officer will determine the time frame of the probation.
3. Loss of privileges: including but not limited to restrictions from specific university areas, participation in activities, voting rights, or ability to travel and compete. The time frame for the imposed loss of privilege(s) will be determined by the Code Officer.
4. Educational/Developmental activity: Requirement of participation in an educational or developmental activity which may include but is not limited to mandatory counseling, mandatory attendance at a workshop for alcohol, drug, or anger management, writing an essay, letter of apology, organizing an activity on campus, or attending a specific class.
5. Restitution for damages: Reimbursement for damages caused by the sport club’s actions to the University and/or individuals.
6. University service: Service to the University for a specific amount of hours to be served within a specified time frame.
7. Restriction: A restriction upon a sport club’s privileges for a minimum of one semester. This restriction may include, for example, denial of the right to represent the university in any way, denial of the use of facilities, denial of parking privileges, denial of participation in extracurricular activities, or restriction of organizational privileges.
8. Indefinite Suspension of Activity: Involves exclusion from all or specified privileges or activities of the Sport Club Program and cancellation of all scheduled competition for at least the next two full semesters (fall and spring) and ordinarily carries with it conditions which must be met for reinstatement. Reinstatement after an indefinite suspension requires that: the club applies to the Sport Club staff at the close of the imposed period; the Associate

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.

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.

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

• Student Organizations must be registered with the Office of Student Engagement and/or Greek Life to gain facility reservation privileges.
  • Student Organization Summer Meeting Reservations - Student organizations reserving space in the Campus Recreation Center for a meeting during the summer semester will need to provide a roster of attendees to Campus Recreation staff at least three (3) business days before the reservation to ensure that attendees without a CRC student summer membership can enter the facility.
• NKU administrative departments must be officially recognized by the university to gain facility reservation privileges.
• Groups other than NKU student organizations and departments can rent the facility but must provide proof of a comprehensive liability insurance policy. See the Insurance Policy section below for more details. 
  

Facility Scheduling and Rental Policies and Procedures

• All groups interested in reserving space in the Campus Recreation Center must submit a completed Campus Recreation Center Facility Rental Request Form at least (14) fourteen days prior to the requested event date.  Forms are available at campusrec.nku.edu.  Requests will be processed by the Assistant Director for Facilities.
• The Campus Recreation Center may be requested for tournaments, sporting competitions or specials events. Event requests will be considered based on space availability, impact to existing programs and the scope and nature of the event itself.
• Requests will be processed in the order in which they were received and prioritized according to the Scheduling Priority Policy.  Individuals requesting facilities will be contacted by the Assistant Director for Facilities to discuss the facility request.  Notification of approval or non-approval of facility reservation requests will be provided in writing.  Event planning meetings will be required for all events.
• The sponsor for the event or reservation is responsible for the actions of all individuals that participate in or attend the event.  All participants shall adhere to the regulations outlined in the Campus Recreation Center Policies.  Failure to adhere to stated policies will immediately terminate the reservation and may result in the loss of future reservation privileges, penalties, fines or disciplinary action.
• Any group approved for reservation of the Campus Recreation Center will be responsible for returning the space to its pre-event condition.
  • Picking up and removing trash and/or unwanted items to the trash cans.
  • Separating recyclable items and placing in appropriate recycle containers
  • Returning equipment to original location
  • Restacking any borrowed table/chairs and returning to a specified location
• Events are not considered confirmed until a signed contract has been submitted to the CRC along with a release of liability (and a copy of the user group’s insurance certificate, if required).

Scheduling Priority Policy

• Campus Recreation programs and academic classes
• Officially registered student organizations
• University departments
• Faculty rentals by other groups

Reservation Timeline

Reservation requests for student organization and university department events will be accepted following the timelines listed below:

• Beginning July 1 for Fall Semester
• Beginning October 1st for Spring Semester
• Beginning March 1st for Summer Semester

Reservation requests for community/non-university events will be accepted following the timelines listed below:

• Beginning July 15th for Fall Semester
• Beginning October 15th for Spring Semester
• Beginning March 15th for Summer Semester

Facility Rental Fees

Facility rental fees will be assessed under the following circumstances:

• All community/non-university reservations.
• If admission fees or registration fees are being charged for the event.  (Facility rental fees for student organization philanthropy events will be waived if documentation is provided that all proceeds from the event have been donated to the designated charity.
• If event will involve participants that are not current NKU student or faculty/staff.
• Additional fees may be assessed for the use of special equipment/set-up requests including tables, chairs, access to electricity, racquetball equipment, basketballs, etc. Please inquire about fees associated with special requests when making a facility reservation with the Assistant Director of Facilities.
• Student Organization Summer Activity Reservations
  • Student organizations reserving activity space in the Campus Recreation Center during the summer semester with attendees that do not have a CRC Summer Membership will be required to pay an hourly fee for the space and provide a roster of attendees to Campus Recreation staff at least three (3) business days before the reservation to ensure that attendees without a CRC student summer membership can enter the facility. Activity space is defined as all Campus Recreation spaces, except the following spaces: Multi-Purpose Room and Studio 2 classroom set-up.

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:

• All facility rentals by groups other than NKU students and departments.
• NKU student group or department events with participants other than NKU students, faculty/staff.

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:

https://tulip.ajgrms.com/

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.

• All cancellations need to be made in writing at least 14 days prior to the reservation date to avoid penalties.   
• No refunds will be given for reservations that are not cancelled properly.
• Groups will be responsible for paying agreed upon rental fees.
• Failure to properly cancel reservations will affect future reservation privileges. 
• Invoices for events or facility rentals hosted in NKU Campus Recreation facilities must be paid within 30 days of the invoice date.
• Groups with outstanding payments over 30 days will be considered past due. Groups with past due payments will not be allowed to schedule events or reserve spaces in NKU Campus Recreation facilities until the invoice is paid.
• After 6 months, unpaid invoices will be sent to University Collections. Groups with past due payments that have been sent to University Collections will be unable to schedule events or reserve spaces in NKU Campus Recreation facilities until the invoice is paid.

IM Field Complex Reservation Eligibility

• Student organizations must be registered with the Office of Student Engagement and/or Greek Life to gain facility reservation privileges.
• NKU administrative departments must be officially recognized by the university to gain facility reservation privileges.
• Groups other than NKU student organizations and departments can rent the facility.

Facility Reservations: Policies & Procedures

• All groups interested in reserving the IM Field Complex must submit a completed Campus Recreation Outdoor Facility Rental Request Form at least (14) fourteen days prior to the requested event date. Forms are available at campusrec.nku.edu. Requests will be processed by the Associate Director for Facilities.
• The IM Field Complex may be requested for tournaments, sporting competitions or specials events. Event requests will be considered based on space availability, impact to existing programs and the scope and nature of the event itself.
• Facility requests need to be submitted using the Outside Facility Rental Form at campusrec.nku.edu. Reservations will be processed in the order in which they were received and prioritized according to the Scheduling Priority Policy. Individuals requesting facilities will be contacted by the Associate Director for Facilities to discuss the facility request. Notification of approval or non-approval of facility reservation requests will be provided in writing. Event planning meetings will be required for all events.
• The sponsor of the event or reservation is responsible for the actions of all individuals that participate in or attend the event.  All participants shall adhere to the regulations outlined in the IM Field Complex Policies.  Failure to adhere to stated policies will immediately terminate the reservation and may result in the loss of future reservation privileges, penalties, fines or disciplinary action. 
• Any group approved for reservation of the IM Field Complex will be responsible for returning the space to its pre-event condition.

- 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

1. Campus Recreation programs and academic classes
2. Officially registered student organizations
3. University departments
4. Facility rentals by other groups

*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:

• Beginning July 1st for Fall semester
• Beginning October 1st for Spring semester
• Beginning March 1st for Summer semester

Reservation requests for community/non university events will be accepted following the timelines listed below:

• Beginning July 15th for Fall semester
• Beginning October 15th for Spring semester
• Beginning March 15thfor Summer semester

Rental Fees

Facility rental fees will be assessed under the following circumstances:

• All community/non-university reservations.
• If admission fees or registration fees are being charged for the event.( Facility rental fees for student organization philanthropy events will be waived if documentation is provided that all proceeds from the event have been donated to the designated charity.
• If event will involve participants that are not current NKU students or faculty/staff.

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. 

1. Student Organization Rate
2. Department/Community Rate

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:

• All facility rentals by groups other than NKU students and departments.
• NKU student group or department events with participants other than NKU students, faculty/staff.

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:

https://tulip.ajgrms.com/

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.

• When the fields are deemed playable by the IM Field Complex staff, groups are responsible for utilizing reserved facilities.
• All cancellations need to be made in writing at least 14 days prior to the reservation date to avoid penalties.   
• No refunds will be given for reservations that are not cancelled properly.
• Groups will be responsible for paying agreed upon rental fees.
• Failure to properly cancel reservations will affect future reservation privileges.
• IM Field Complex staff will make decisions regarding playability no more than 24 hours in advance of the reservation.  If fields are deemed unplayable by IM Field Complex staff, no rental fees will be assessed.
• Invoices for events or facility rentals hosted in NKU Campus Recreation facilities must be paid within 30 days of the invoice date.
• Groups with outstanding payments over 30 days will be considered past due. Groups with past due payments will not be allowed to schedule events or reserve spaces in NKU Campus Recreation facilities until the invoice is paid.
• After 6 months, unpaid invoices will be sent to University Collections. Groups with past due payments that have been sent to University Collections will be unable to schedule events or reserve spaces in NKU Campus Recreation facilities until the invoice is paid.

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.

Facility rental fees will be assessed under the following circumstances:

• All community/non-university reservations.
• If admission fees or registration fees are being charged for the event.  (Facility rental fees for student organization philanthropy events will be waived if documentation is provided that all proceeds from the event have been donated to the designated charity.
• If event will involve participants that are not current NKU student or faculty/staff.
• Additional fees may be assessed for the use of special equipment/set-up requests including tables, chairs, access to electricity, racquetball equipment, basketballs, etc. Please inquire about fees associated with special requests when making a facility reservation.