Loyola University Maryland

Department of Recreational Sports

Club Sport FAQs for Officers

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The Basics

I’m a new club sport officer.  Where do I start?
How can I contact the Department of Recreational Sports?
I’m having something mailed to the club.  Where should they send it?
A team is sending us a check.  Where do they send it and who do they make it out to?
Where is our team mailbox located?
What are these Officer Council Meetings?  Do I have to go?

Starting the Year

Who is eligible to participate on a club sports team?
Can teams hold tryouts if too many people want to play?
Can varsity athletes play a club sport?
I’m interested in starting a new club sport that is not yet offered.  What do I have to do?
Our team is set and we’re ready to play!  What paperwork do we need to turn in?
There are some freshmen on our team who are still 17.  Is there anything special they need to do?

Equipment

Where is our stuff (equipment/uniforms) kept during breaks?  How do we access it?
Can I get our uniforms washed?
How do I return equipment or uniforms?

Travel

We’re planning our first away trip!  What do we need to do?
It’s Tuesday and our club wants to travel Saturday.  Are we out of luck since we missed the 9 day deadline?
Our club missed the deadline and our motor pool request was canceled.  Are our plans doomed?
I submitted my travel request and just received my motor pool confirmation!  How do I pick up my vans?
Who can drive Loyola vans?
How do we pay for gas/tolls/parking/etc.?
We missed the motor pool deadline and had to use our own cars.  Can we get reimbursed for gas?
I got a ticket while in a Loyola vehicle.  Am I responsible for this?
I want to request vans, but I’m not sure yet when we will leave or get back.  What should I do?
We are playing in a two-day tournament at a nearby school, so we aren’t getting a hotel.  Do I need to put in two vehicle requests for both days?
How do I book a hotel?

Spending Money and the Budget

How can I see our team budget?
What can we spend our club budget on?
I want to order some equipment.  How do I do that?
How do we order uniforms or other custom apparel?
How do I secure officials?
When is it ok to use Loyola money on uniforms?
It’s the end of the year and we have money left over for a team dinner.  Is that ok?
How do we deposit money?
How much do we have to fundraise?
We are doing a fundraiser and want to use an Evergreen Card Reader – how do we get that?
I noticed fines on our team budget – why?

Injuries and Risk Management

What are these red bags we are required to carry around?
We had an injury at a game and had to use supplies from our EAP Kit.  How do I get it restocked?
I was injured during a club sport game.  What should I do?
I was injured during a club sport game, and had to make several trips to the doctor.  Will Loyola cover my medical bills?
After an injury, I’m now ready to play again!  Can I just head back out to practice?
How should we handle head injuries?

Events/Scheduling

How do I reserve space – fields, courts, classroom, etc.?
Where can I find a club sport calendar?

Marketing and Club Promotion

How do we hang fliers on campus?
What is the student activities fair?

Still Need Help?

The Basics

I’m a new club sport officer.  Where do I start?
Right here!  This guide has been put together to answer the most common questions about being a club sport student leader.  Use this site as a resource for how to run and manage your club team.  We will try to address most things, but if you have a question or issue not answered here, email Alan Bakertop

How can I contact the Department of Recreational Sports?
Here are some important numbers to know – put them in your cell phone!
Alan Baker, Associate Director, Programs and Assessment 410-617-5454 (office), 510-898-8252 (cell)
James Daniels, Graduate Assistant 410-617-5425 (office), 724-504-8420 (cell)
Curtis Wills, Athletic Trainer  410-617-5436 (office)  top

I’m having something mailed to the club.  Where should they send it?

For anything sent United States Postal Service (letters) use the main Loyola mailing address:

(Name of Club) – Recreational Sports
Loyola University MD
4501 N. Charles St.
Baltimore, MD 21210

For larger packages/shipments sent via UPS, FedEx, etc., use the FAC’s address:

(Name of Club)
Loyola FAC
4900 N. Charles St.
Baltimore, MD 21210  top

A team is sending us a check.  Where do they send it and who do they make it out to?

A check should be sent to the main Loyola address:

(Name of Club) – Recreational Sports
Loyola University MD
4501 N. Charles St.
Baltimore, MD 21210

Checks can be made out to Loyola University MD.  Let Alan, Associate Director know to look out for it, and he will make sure it is deposited into your team account. 

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Where is our team mailbox located?

In the Office Suite at the Fitness and Aquatics Center.  Sometimes mail will arrive for your club, or Alan, Associate Director  will put things in there that you need.  It’s important to check your mailbox regularly so you don’t miss anything.  You’ll also find contact cards from students who are interested in joining your club. 

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What are these Officer Council Meetings?  Do I have to go?

Periodically throughout the semester, we will hold Officer Council Meetings at the FAC.  These meetings are mandatory, so at least one officer from each club must attend.  We go over important issues/questions, give reminders on policy and upcoming deadlines, etc., basically information all the clubs need in order to operate successfully.  We will notify the club officers ahead of time so you know when the meetings will take place.  Clubs not represented at these meetings will be fined! 

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Starting the Year

Who is eligible to participate on a club sports team?
All full-time undergraduate students are eligible to participate.  Graduate students, faculty, and staff may also participate, but they must be members of the Fitness & Aquatic Center.  Contact our membership department to sign up!

*Important note – be sure to check your sport’s governing body,league,conference to get their rules and regulations on student eligibility.  Some sports may accept staff for example, others may not.  top

Can teams hold tryouts if too many people want to play?
Yes, club sports teams can have tryouts.  It’s important that the club officers and coach(es) have an equal say in determining who makes the team.  The club leader (you!) is responsible for ensuring the tryout process is fair and equitable.  After tryouts, final rosters are due to the Rec Sports department.  top

Can varsity athletes play a club sport?
Generally speaking, no.  There are NCAA Bylaws in place that could jeopardize one’s eligibility.  Each sport may have individual rules and regulations in place from their governing body.  It’s important to check first before competition.  However, there are exceptions, so do your homework on this to get answers.  top

I’m interested in starting a new club sport that is not yet offered.  What do I have to do?
There is an application process in place for establishing a new club sport.  A complete application includes:

1.    Name/Sport
2.    Names of club officers/leaders and their contact information (email/phone)
3.    Mission statement
4.    Qualifications for membership
5.    Rules and regulations for fulfilling mission
6.    Roster – at least 10 members
7.    A proposed schedule of competition
8.    A proposed budget for the first year

Once complete, these documents can be emailed to Alan Baker.  A preliminary meeting will be held to discuss the club and its plans and goals.  top

Our team is set and we’re ready to play!  What paperwork do we need to turn in?
Once a roster is final, each student-athlete on the club needs to turn in 6 forms:

1.    Participant Registration Form
2.    Release Agreement
3.    Release Agreement Addendum for Club Sports
4.    Code of Conduct
5.    Permission to Treat/Acceptance of Risk Form
6.    Health Screen Questionnaire

Please turn in all paperwork together, neat and stapled so it’s easier on us to review.  And don't forget to include the roster, so we can cross-check!  top

There are some freshmen on our team who are still 17.  Is there anything special they need to do?
Yes!  There is a separate, Child Release Agreement their parent or guardian will need to sign.  This is in place of the standard Release Agreement.  Their parent or guardian will also need to sign the Release Agreement Addendum for Club Sportstop

Equipment

Where is our stuff (equipment/uniforms) kept during breaks?  How do we access it?
All club equipment and apparel is stored here at the FAC.  Most things are in the equipment room, and club officers and coaches are given access to pick up whatever they may need.  There are labeled lockers in the back, and it is the responsibility of each club to keep track of what goes in and out.  Some other equipment is kept in other parts of the building (pool storage, MAC closet, etc.), and building supervisors can help get you what you need.  top

Can I get our uniforms washed?
Yes, the equipment room staff can launder uniforms but be sure to make arrangements ahead of time.  Advance notice is required as clean uniforms can’t be turned around immediately.  Email Alan for more information.  top

How do I return equipment or uniforms?
Same way you picked them up, officers and coaches will be given access to the equipment room to return items to where they were originally stored.  Again, it is the responsibility of each club to ensure equipment is returned.  The Department of Recreational Sports is not responsible for missing equipment or apparel.  top

Travel

We’re planning our first away trip!  What do we need to do?
There are several things to coordinate when planning an away trip, whether it be up the road to Towson or for a 5 night stay in Georgia.  First thing is to complete the Travel Request Form.  This needs to be filled out as completely as possible in order to go on your trip.  This form is due 9 days before departure in order to guarantee motor pool vehicles.  top

It’s Tuesday and our club wants to travel Saturday.  Are we out of luck since we missed the 9 day deadline?

No, not necessarily.  Put your travel request in and we will see what we can do.  Ideally, we want all clubs to use motor pool vehicles so that we are under Loyola’s insurance.  Every effort will be made to accommodate your request, however there are no guarantees.  If we can still get you the vans, the club will be fined.  top

Our club missed the deadline and our motor pool request was canceled.  Are our plans doomed?
If vans aren’t available due to a late request, the club may use personal cars to travel.  However, it’s important to note that when using a personally-owned vehicle, the driver and everyone in the vehicle is covered by that student’s own insurance, NOT Loyola’s, even though it is for a club activity.  top

I submitted my travel request and just received my motor pool confirmation!  How do I pick up my vans?
Print out the confirmation and head over to 5104 York Road – you must have the paper copy, you can’t show them the email on your phone.  All drivers must report to the motor pool office at the time indicated on their request, with their driver’s license.  Do not be late or early!  The attendant in the office will give you the keys, and go over what to do with the binder.  top

Who can drive Loyola vans?
Only students who have completed the online certification/form may drive a Loyola vehicle.  There is a one-week turn around time on this, so get your club driver’s certified sooner rather than later!  If someone completes this on a Monday, they will NOT be driving that weekend.  top

How do we pay for gas/tolls/parking/etc.?
For longer trips, motor pool may give you a credit card to use for gas (and GAS ONLY – it will only work at gas stations).  If you do not get a gas card, keep all receipts and we can reimburse you.  For tolls/parking, keep the receipt to get reimbursed.  Fill out a reimbursement form and turn it in along with the receipts to Alan.  top

We missed the motor pool deadline and had to use our own cars.  Can we get reimbursed for gas?
Unfortunately, no.  We do not process reimbursements for gas in personally-owned vehicles.  Yet another reason to plan ahead and get your requests in early!  top

I got a ticket while in a Loyola vehicle.  Am I responsible for this?

Yes.  Any ticket or violation recorded while driving a Loyola vehicle is the responsibility of the driver.  The motor pool office will get a copy of the ticket or violation in the mail and forward over to Rec Sports.  They will follow-up with the driver to make sure it gets paid.  top

I want to request vans, but I’m not sure yet when we will leave or get back.  What should I do?
Put the request in, and put the widest-possible range of time (the earliest you think you’d leave, the latest you think you’d be back).  It’s always easier to cut down on the time you need to van than it is to request them for longer.  Not knowing the game schedule is not an excuse for a late van request.  top

We are playing in a two-day tournament at a nearby school, so we aren’t getting a hotel.  Do I need to put in two vehicle requests for both days?

No.  Just put in one request, with a pick-up time on the first day and a return time on the second day.  You can park the vehicles at motor pool overnight.  top

How do I book a hotel?

First, do your homework.  Call around to a few places in the area to make sure you are getting the best rate.  Work with the hotel on making the reservation, then when they get to payment, ask them to fax a credit card authorization form to Alan Baker, Associate Director at 410-617-5321.  Let Alan, Associate Director to know it’s coming so he can look out for it.  Once he completes the form and faxes back, CALL THE HOTEL to confirm everything is squared away.  And don’t forget to bring back the receipt! 

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Spending Money and the Budget

How can I see our team budget?
Simply email Alan.  He can provide an up-to-date snapshot of your team budget.  top

What can we spend our club budget on?
Club funds are allocated for the operation of your team.  Expenses could include equipment, tournament entry fees, officials, and in some cases uniforms.  top

I want to order some equipment.  How do I do that?

The easiest way to order equipment is to send an email to Alan, Associate Director, that includes a link to the product and complete description  - product name/#, quantity, color, etc.  She can place the order and let you know when it comes in. 

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How do we order uniforms or other custom apparel?

Find the vendor/company you want to work with and get in touch with a sales rep to get the order going.  The Rec Sports office has a few connections with various suppliers, so if you need some help getting started let us know.  All designs must be approved before production, so email the artwork to Alan beforehand.  Finalize all order details – colors, artwork, sizes, numbers, etc. then ask the sales rep to send Alan an invoice.  Sometimes they require full or partial payment to begin production, in which case Alan can take care of that with a phone call.  top

How do I secure officials?
This is different for each sport, but it is the responsibility of the club leadership to get officials.  Usually there is an assignor we’ve used in the past that you can email to get officials scheduled.  Ask your coach or former club officer for that person.  At the game, have each official fill out a payment form then turn into Alan or Chris O'Hara, GA for Rec Sports.  Some refs may request to be paid on site, but we do not cut checks in advance or pay in cash at the field.  top

When is it ok to use Loyola money on uniforms?

Uniforms (or any apparel) that stays with the club from year to year can be purchases with Loyola club money.  Anything that students will keep or is personalized (names) will need to be paid for by the students individually.  If students are going to purchase their own apparel, we can pay the bill with club money than ensure each student reimburses the club.  top

It’s the end of the year and we have money left over for a team dinner.  Is that ok?
All team dinners or banquets must be approved ahead of time.  If there is money left in your account, usually this is no problem.  We ask that the dinners are modest and within budgetary limits.  Absolutely no alcohol can be present at any team social event being funded by your club’s account.  top

How do we deposit money?

Fill out a deposit form and seal the cash/checks in an envelope with your club’s name on it.  Turn it into Annie Marshall, the department’s program assistant.  If, for any reason, Annie or Alan is not available to take the deposit, do not leave it anywhere, including Alan's office or mailbox!  Please place the deposit in the club sports safe in the office suite kitchen.  top

How much do we have to fundraise?

Each club is responsible for fundraising 20% of their allocated funds for the year.  For example, if you were allocated $1,000 at the start of the year, your club will need to raise $200.  Fundraising may include dues collection, entry fees to home tournaments, or specialty sales like Yankee Candle.  Talk to Alan for more fundraising ideas.  top

We are doing a fundraiser and want to use an Evergreen Card Reader – how do we get that?
Go through Event Services.  There is a form on their website that you’ll need, Alan has to sign it before you can turn it in.  top

I noticed fines on our team budget – why?
We ask that club officers abide by several policies and procedures that ensure the club sport program as a whole operates smoothly.  Clubs are fined when these policies are not met – late motor pool requests, missed Officer Meetings, failure to turn in an EAP Supply Form, etc.  The first offense is $20, second is $30, third is $40, and so on.  top

Injuries and Risk Management

What are these red bags we are required to carry around?
That is your club’s Emergency Action Plan (EAP) Kit.  Each club is issued a labeled bag at the start of the year.  Inside, you’ll find everything you would need to respond to an injury – first aid supplies, biohazard clean-up materials, and more.  top

We had an injury at a game and had to use supplies from our EAP Kit.  How do I get it restocked?
Easy!  Fill out our online form and our Risk Management staff will pull together the supplies you need and put it in your club’s mailbox.  If it’s too large, you can find the items in Alan's office.  top

I was injured during a club sport game.  What should I do?
It’s important we respond and manage all injuries sustained during club sports activities.  Fortunately, we have a great athletic trainer on staff who is here to provide care for our student-athletes.

At the time of injury, a club officer should complete a yellow Accident Report Form found in the EAP Kit.  It’s important to fill this out as thoroughly as possible, so that Curtis has the information he needs when providing treatment later.  This form can be turned into a building supervisor at the FAC.

If the injury is serious or involves a trip to the hospital, please call Alan immediately (510-898-8252) and let him know.  Next, call Curtis Wills (610-463-6183).  Depending on where you are, Curtis may be able to call ahead to Union Memorial and get the student seen quicker.  top

I was injured during a club sport game, and had to make several trips to the doctor.  Will Loyola cover my medical bills?
No, Loyola does not cover any medical expenses due to a club sport injury.  We require all student-athletes to have their own health insurance.  Participation in club sports is voluntary and there are risks associated with playing any sport.  These policies are outlined in the Release Agreementtop

After an injury, I’m now ready to play again!  Can I just head back out to practice?
Not so fast.  Once we have record of an injury on file that was referred to a doctor, Curtis Wills needs documentation clearing you to play.  Talk to Curtis, he can accept doctor’s notes via fax.  top

How should we handle head injuries?
All head injuries should be taken seriously.  Know the symptoms of a concussion – confusion, headache, loss of consciousness, balance problems or dizziness, blurred vision, sensitivity to light/noise, nausea, feeling sluggish/groggy, irritability, concentration issues, slowed reaction time.  Document the injury via Accident Report Form and make sure that student does not participate until he/she has a chance to see Curtis.  top

Events/Scheduling

How do I reserve space – fields, courts, classroom, etc.?
Use the Facility Request Form.  All requests for any type of reservation must be done on this form.  Requests can be made at any time, however we will solicit requests periodically so we can better plan on our semester calendar.   This form is used for all home practices, games, tournaments, meetings, etc.

If you are looking to reserve space on campus outside the FAC or athletic field, you’ll need to go through Event Servicestop

Where can I find a club sport calendar?
On our website!  We have a different Google calendar for each space (FAC, DGA, Lugano, Other/Off-site).  top

Marketing and Club Promotion

How do we hang fliers on campus?
First, get your flier approved by Alan.  Next, take it to the office of student activities.  They will stamp your flier.  Be sure to get it stamped BEFORE you make copies, as each copy hung on campus needs the stamp.  Please follow the posting guidelinestop

What is the student activities fair?
Each September, the office of student activities hosts a big fair on the quad.  Each club has the opportunity to have a table at the fair in order to promote your club and encourage new members to join. Alan will take table requests in August, and it is free to have a table.  top

Still Need Help?

What if, after thorough review of this FAQ, I still have an unanswered question?
Contact Alan Baker or Chris O'Hara and we will be happy to help you out!  top