Mission Statement

The Club Sport program at Villanova University offers the Villanova community an opportunity to participate in a wide variety of athletic and recreational activities. The Club Sport program aims to enhance the Villanova experience by creating an environment where students can unite in diverse groups to achieve common goals and objectives. Ultimately, our program is seen as a healthy avenue for developing young leaders: intellectually, emotionally, spiritually, culturally, socially, and physically.

Introduction

The administration at Villanova University has long recognized the benefits that can be gained by participating in organized sports. The Office of Intramurals & Recreation has created this manual in order to provide students with the structural framework necessary for clubs to gain recognition, develop leadership skills, and run safe efficient programs. It is the responsibility of all club sport members, coaches and faculty/staff representatives to read, understand and follow the rules and deadlines set forth within the Villanova University Club Sport Manual. Participation in club sports is a privilege, one that can be taken away at the discretion of the Office of Intramurals & Recreation. Please read the following document in its entirety to ensure your compliance with the Villanova University Club Sport rules and regulations.

Club Organization

Club Sport Classifications
Each club sport will fall under one of the following classifications:

Competitive:

• Governed by an external body of legislation.
• Seeks outside competition and affiliation with a conference or league.
• Eligibility requirements are set forth by league.

Semi-Competitive:

• Is not governed by an external body of legislation.
• Participates in external competition.
• Team officers coordinate all external competition with near-by schools.
• Undergraduate and graduate students are able to participate. However, for external competition, captains must come to an agreement on whether graduate students will be allowed to participate.

Recreational/Instructional:

• For purpose of skill refinement and recreational health. 
• Does not participate in extramural competition.
• Faculty and staff may participate.

Officer Responsibilities
Each club must appoint a President, Vice President and Treasurer. Appointed officers must be reported to the Office of Intramurals & Recreation via the Officer Agreement Form. (See Appendix A for Officer Agreement Form).

President – The President acts as the primary contact person for their club. Each Club President will automatically become a member of the Club Sport Council and is the only club member with voting rights. The President is responsible for but not limited to:

• Coordinating team meetings.
• Attending all scheduled club sport meetings.
• Representing their club’s opinions at monthly club sport meetings.
• Scheduling all practices and/or competitions.
• Relaying all club sport rules and regulations to their coach, advisor and club members. 
• Ensuring adherence to all regulations outlined in the Club Sport manual.
• Ensuring that all required paperwork is filled out completely and turned in to the Office of Intramurals & Recreation promptly.
• Assisting the Treasurer in preparing the annual budget and coordinating fundraising efforts.
• For competitive clubs, Club Sport Presidents are responsible for ensuring team compliance with rules and deadlines set forth by the governing organization.

Vice President – The Vice President is responsible for:

• Assisting the President in all of the aforementioned roles.
• Attending all Club Sport meetings.
• In absence of a secretary will maintain club files/records and submit the club’s End of Semester Form (See Appendix T for End of Semester Form).

Treasurer – The Treasurer is responsible for:

• Coordinating and implementing fundraising efforts as well as taking the necessary steps to gain approval for fundraising projects.
• Collecting club dues (if applicable).
• Budget development and management.
• Making account deposits.
• Submitting requests for petty cash or reimbursements.
• Receiving permission from the Office of Intramurals & Recreation for all transactions, purchases or financial agreements.  (Officers cannot enter into a financial contract without prior approval from the Coordinator of Club Sports.)

Other offices, which are recommended but not required:

Captain - The captain is responsible for:

• Executing practice plans or assisting the coach in the execution of practice plans.
• Uniting the team to achieve common goals during practice and competition.

 Webmaster - The webmaster is responsible for:

• Requesting a website (new clubs) or requesting website access for the existing club website.
• Creating and maintaining the club website.
• Ensuring any information displayed on the Recreation Home Page regarding their club is accurate and up-to-date.
• Submitting team pictures, results and press releases to the Office of Intramurals & Recreation to be posted on the Club Sport webpage.

Secretary - The secretary is responsible for:

• Maintaining club files and records.
• Submit club’s End of Semester Form.

Club Sport Council
The Club Sport Council will be comprised of all club presidents, the Director of Intramurals & Recreation and the Coordinator of Intramurals & Recreation. The council will meet only as necessary. Each member of the Council is a voting member and will be responsible for representing their club’s views when decisions are put to vote by the administration.

Club Faculty/Staff Advisor Responsibilities
All clubs are required to find a Faculty or Staff Advisor unless waived by the Coordinator of Intramurals & Recreation. The advisor must be a faculty or staff member at Villanova. Club Sport Advisors serve as a valuable resource for clubs. In addition to the following expectations, it is important for the Club President and Club Advisor to meet and discuss advisor expectations prior to signing the Club Advisor Agreement Form. As far as the Office of Intramurals & Recreation is concerned, club advisors are responsible for the following:

• Attending important club meetings.
• Attending practices and competitions on a periodic basis.
• Providing club continuity from year to year by assisting with officer transitions.
• Providing valuable feedback for decision-making.
• Overseeing scheduling, budgeting, and financial transactions.
• Relaying university policies and expectations to the club.
• Acting as a mediator if team conflicts should arise.
• Initiating frequent correspondence with club officers.
• Staying involved with club activities.

The advisor must understand and agree to all of the terms in the Club Advisor Agreement (See Appendix B for Faculty/Staff Agreement).

Club Coach Responsibilities
A coach is required for any sport which the Director/Coordinator of Intramurals and Recreation deems necessary due to safety concerns. If the club is not required to have a coach, clubs may still choose to elect a coach. Club coaches are volunteer positions. The Coordinator of Intramurals & Recreation must approve all club coaches. Coaches must understand and sign the Volunteer Coach Agreement Form prior to any involvement with the club (See Appendix C for Volunteer Coach Agreement). The team doesn’t have the right to arrange an additional paid contract.  The coach must understand that their agreement is on a yearly basis and may not transfer from year to year. In order to gain approval, the coach must:

• Be at least of 21 years of age.
• Display in-depth knowledge of the sport and training principles related to the sport.
• Have an extensive history of involvement in the sport.
• Not be an undergraduate student.
• Meet with the Coordinator of Intramurals and Recreation.

Coach Responsibilities:

• Attend all practices and competitions.
• Develop and implement training programs to prepare athletes for competition.
• Assist in the scheduling of competitions and practices.
• Promote good sportsmanship.
• Limit team size or travel squad size (if necessary).
• Act as a mediator if team conflicts should arise.
• Travel to overnight competitions with the team.
• Enforce University policies and code of conduct.

Club Sport Recognition

Requirements to Become a Recognized Club
Any club wishing to be recognized by the Villanova University Athletic Department must submit a proposal to the Office of Intramurals & Recreation (See Appendix D for Club Sport Recognition Proposal Outline). Proposals for new sports must be received by the last day of classes of the spring semester, preceding the academic year the club wishes to be recognized. Club representatives will be notified of their club status prior to the first day of the fall semester.  Please review the Club Sports manual prior to submitting your proposal to ensure the awareness of club expectations upon recognition.

How to Maintain University Recognition
Returning clubs must submit a Recognition Renewal Proposal to the Office of Intramurals and Recreation no later than the last day of spring classes the semester prior to which they are requesting recognition renewal (See Appendix E for Recognition Renewal Outline). 

Recognition Benefits
Once your club has received recognition you will be afforded the following benefits:

• Rights to use Villanova University Club ___________ as your club name.
• Ability to post contact information, recruiting information, schedule information, pictures, press releases, etc. on the University’s Recreation website.
• Ability to create an individual club website, which will be linked from the Recreation website.
• Ability to create a university club email address.
• Access to a copy and fax machine after gaining approval from the Director/Coordinator of Intramurals & Recreation.
• Access to Villanova University vendors and eligibility to receive significant discounts on Nike and Russell Athletic products.
• Ability to schedule the use of Villanova facilities for practices and home competitions.
• Ability to send campus wide Wildcat Newswires.
• After one year of recognition, clubs may be eligible to receive university funding. (Please refer to the Budget Allocation Criteria section on page 8.)
• Ability to use University vehicles when available.
• Ability to get flyers approved for posting on campus.

Eligibility Requirements

Participation in the club sport program shall not be denied to any individual based on the premise of age, race, gender, ethnicity, sexual orientation or disability.

Student Eligibility
All full and part-time matriculating students are eligible to try out and participate in club sports. Sports that belong to outside governing bodies are subject to eligibility requirements as set forth by that organization. Students are expected to maintain a good academic standing (2.0 GPA).

Faculty/Staff Eligibility
Faculty and staff are eligible to participate in any non-contact sport at the recreational/instructional level.  They may not participate in competitive or semi-competitive clubs. 

General Eligibility Requirements

• Must read, understand and agree to follow the Villanova University Code of Conduct at all times. 
• Must be in good physical condition and be cleared by their physician to partake in vigorous physical activity.
• Must have health insurance and provide proof of insurance to the University.
• Must understand the inherent risks associated with participation in their sport.
• Must sign a waiver to release Villanova of liability for any injury that they may sustain during any club related activities.
• Must agree to pay club dues (if applicable).

Intramural Eligibility
When participating in intramural competition equivalent to your club sport, no more than two club sport members participating in that sport can be included on one intramural roster. This includes combination of male and female players for co-ed intramural competition. If that intramural team is deemed intramural champions, club members may not participate in the City Six Extramural Championship.

Conduct Expectations
As a participant in the Club Sports program at Villanova University, individuals are expected to act in accordance with the Villanova University Student Code of Conduct and follow policies as outlined in the Villanova University Club Sport Manual at all times, especially when traveling for club purposes.  Any behavior that is inconsistent with University policies may warrant disciplinary action from the Dean of Students as well as additional disciplinary action as seen fit by the Director of Athletics. All cases will be reviewed on an individual basis.  Certain or repeated offenses may warrant loss of club recognition. If recognition is revoked, decisions can be appealed within two weeks of recognition loss by submitting an Appeal Form (See Appendix F for Appeal Form) to the Office of Intramurals & Recreation. If your club recognition is revoked, there will be a 4-year period before that sport can re-apply for recognition.

The following occurrences will result in disciplinary action and possible loss of recognition: 

• Insufficient funds in club account 
• Misconduct
• Displayed disregard for club/university policies and procedures
• Negligence
• Failure to turn in documents in accordance with paperwork timeline
• Failure to send a team representative to club sport meetings
• Hazing
• Making unauthorized purchases
• Unauthorized travel
• Ineligible players found participating
• Entering into an unapproved financial agreement on behalf of Villanova University

Hazing
Villanova University has a zero tolerance policy for hazing. Hazing is defined as, “any action or situation which recklessly or intentionally endangers the mental or physical health or safety of an individual or which willfully destroys or removes public or private property for the purpose of initiation or admission into or affiliation with, or as a condition for continued membership in, any organization operating under the sanction of or recognized as an organization by the University.” (Villanova Handbook, Code of Conduct , page 22 of Villanova Student Handbook).

Yearly Responsibilities

Club Sport Meetings
There will be a mandatory introductory meeting for all club sport officers at the start of each academic year.  In addition, each club is responsible for sending at least one officer representative to club sport monthly meetings (See Appendix G for Meeting Schedule).  It is recommended that all officers/advisors/coaches attend the meetings; however it is only mandatory for one officer. Officers are expected to check their email on a regular basis to ensure efficient communication between the Coordinator of Intramurals & Recreation and each club.  

Financial Responsibility

A. Budget Proposal
Each club must submit a budget proposal along with their application for recognition or recognition renewal (See Appendix H for Budget Proposal Form). Factors to take into consideration when budgeting include but are not limited to the following:

• Equipment/uniform purchases
• Rental of off-campus facilities
• Travel expenses (gas, tolls, vehicle rental, hotel costs)
• Officials’ costs
• League dues
• Medical personnel for home contests
• CPR certification costs

B. Club Accounts and Purchases
Each club will receive their own private account to deposit funds. This will be referred to as your “Fundraising Account”. Funds from this account will roll over from year to year. 

Fundraising dollars may be used for any of the following expenses:

• Approved travel costs such as gas, tolls, rental vehicles and documented mileage by personal vehicles
• Lodging in accordance with competition
• Officials/medical personnel
• League or conference dues/memberships
• Tournament entry fees
• Pre-approved equipment and uniforms
• Medical supplies
• Apparel (which can be kept by club participants at year end)
• Food, refreshments and meals
• Awards or gifts
• Any other approved purchase

Once a club has been recognized by the University for one full year, they are eligible to receive University funding. Funds will be allocated based on a point system. (See section C of the Financial Responsibility section, page 8.) Funds allocated by the University will be held in a separate account from your fundraising account. This account will be called your “UniversityAccount”. See the following break down of approved and non-approved purchases from your university account.

Approved Purchases:

• Any approved travel costs such as gas, tolls, rental vehicles and documented mileage by personal vehicles.
• Lodging in accordance with competition
• Officials/medical personnel
• League or conference dues/memberships
• Tournament entry fees
• Pre-approved equipment  
  • This equipment must be labeled, inventoried and returned to Office of Intramurals & Recreation after each academic year.
• Medical supplies  
• Pre-approved uniforms
  • These uniforms must be labeled, inventoried and returned to Office of Intramurals & Recreation after each academic year.
• Any other approved purchases

Non-Approved:

• Socks or undergarments
• T-shirts, sweats, warm-up suits, jackets and shoes
• Food, refreshments and meals
• Awards or gifts
• Any other unauthorized purchase

Clubs will not be allowed to make any financial transactions or enter into a financial contract without prior approval from the Coordinator of Intramurals and Recreation.  There must be adequate funds in your account for all purchases prior to the date of purchase. All purchases must be club related and approved by the Coordinator of Intramurals and Recreation. Only club Presidents, Vice Presidents or Treasurers will be allowed to submit requests for payment. In order to process the request, one must show proof of ID.

Four methods of payment that can be used:

• Reimbursement
• Credit Card
• Check
• Petty Cash

Reimbursement

In order to be reimbursed for any purchases, you must gain approval for the purchase from the Coordinator of Intramurals and Recreation prior to the transaction.  Additionally, YOU MUST SAVE YOUR RECEIPTS and turn them in to the Office of Intramurals & Recreation for payment. Receipts must be accompanied by the following information: 

• Description of purchase
• Date of purchase
• Payee name and complete address
• Payee Banner #
• Amount of payment
• Original method of payment (cash, check, credit card etc.)
• DO NOT PAY INDIVIDUALS SUCH AS OFFICIALS IN CHECK OR CASH! You will not be reimbursed for any individuals paid in cash or by check.

Travel Reimbursement.  If you are traveling in University Vehicles, you must save gas and toll receipts for reimbursement.  When traveling by personal cars, the driver will be reimbursed by mileage.  In order to be reimbursed, the driver must have the necessary driver information on file with the Intramural and Recreation Office in addition to being indicated on the travel authorization form.

Credit Card
Credit card payments can only be made by contacting the Coordinator of Intramurals and Recreation.  Examples of approved credit card transactions include hotel payments and on-line purchases.

Check
A request can be made to issue a check to a payee through the University. In order to request a check, you must provide the Office of Intramurals & Recreation with the following information:

• Description of service or purchase
• Date of purchase or service
• Payee name and complete address
• Due date of payment
• Amount of payment
• Invoice number (if applicable)
• Officials and other event staff must provide their social security number, as well as fill out a W-9 form and Villanova Event Staff Form for payment. The Office of Intramurals & Recreation will provide you with these forms.
• Students wishing to be paid (For EMT Service) will have to submit a supplemental pay form.

Allow sufficient time to process a check request, at least 2 to 3 weeks.

Villanova University’s fiscal year ends May 31st. Any requests for payment must be submitted by May 15th. Any payments made after May 15th will automatically be deducted from your fundraising account.  If said account has insufficient funds available, the check request will not be granted.  Upon year end, all funds remaining in your fundraising account will roll over into the next fiscal year. Funds in your fundraising account may not be withdrawn at year end to close out the account. (For example, team members may not divide left over funds amongst themselves and receive a refund of dues.) Unused university funds will result in a deduction of budget points for the following academic year. 

Petty Cash
Petty cash requests can only be made when clubs have sufficient funds in their account.  Requests must be made three days in advance of when the funds are needed.  Anywhere from $100 to $500 in petty cash can be requested.  Receipts and change totaling the amount issued must be turned in to the Office of Intramurals and Recreation no later than two business days after use.  Failure to submit receipts and change in a timely fashion will result in loss of privilege and a deduction of club funding allocation points.

C. Budget Allocation Criteria & Point System
Once a club has been recognized by the University for one full year, they are eligible to receive University funding. Recreational/Instructional club allocations will be based on the prior year’s spending and their submitted budget proposal. Funds for competitive and semi-competitive clubs will be allocated based on the following point system:

Criteria for receiving points: If the category does not apply, no points will be awarded. 50 points is the maximum points that can be awarded.

1. Members

• Defined: Total members reported on the official Participant Form accompanied by a waiver.
• Point Breakdown:
  • 1pt-   5-10 members
  • 2pts- 11-20 members
  • 3pts- 21-30 members
  • 4pts- 31-40 members
  • 5pts- 41+ members

2. Years in Existence

• Defined: The number of consecutive years the club has been recognized by the University.
• Point Breakdown
  • 1pt- 1-4 years
  • 2pts-5-7 years
  • 3pts-8-10 years
  • 4pts-11-13 years
  • 5pts-14+ years

3. League Dues

• Defined: The amount paid through your club account required by your governing body in order to participate in the league or conference.
• Point Breakdown:
  • 1pt- $1.00-$100.00
  • 2pts- $101.01-$200.00
  • 3pts- $201.01-$300.00
  • 4pts- $301.00-$400.00
  • 5pts- $401.01+

4. Club Member Dues

• Defined: Dues paid by each individual club member to participate. This does not include funds from external parties.
• Point Breakdown:
  • 1pt-   $50.00-$100.00
  • 2pts- $101.01-$200.00
  • 3pts- $201.01-$300.00
  • 4pts- $301.01-$400.00
  • 5pts- $401.01-$500.00
  • 6pts- $501.01-$600.00
  • 7pts- $601.01-$700.00
  • 8pts- $701.01-$800.00
  • 9pts- $801.00-$900.00
  • 10pts- $901.00+         

5. Competitive Schedule

• A single home or away game will be counted as 1 game. A single day tournament will be counted as 1 game. A two day (or more) tournament will count as a total of 2 games. Results and Travel Authorization Forms must be handed into the Office of Intramurals & Recreation one week prior to competition in order to receive credit for each competition.
• Point Breakdown:
  • 1pt-   1-3 games
  • 2pts- 4-6 games
  • 3pts- 7-9 games
  • 4pts- 10-12 games
  • 5pts- 13+ games

6. Fundraising

• Defined: Funds raised by the club that are deposited into the club “fundraising account” (does not include member dues). This can come in the form of fundraising initiatives, donations or sponsorships.
• Point Breakdown:
  • 1pt-   $100.00-$500.00
  • 2pts- $501.01-$1000.00
  • 3pts- $1001.01-$1500.00
  • 4pts- $1501.00-$2000.00
  • 5pts- $2001.00+

7. National Competition Participation

• 3 points will be awarded to any team that participated in a National Competition the previous year. All appropriate travel forms must be submitted in to the Office of Intramurals & Recreation in order to receive points.

8. Club Sport Classification

• Defined: Points received based on the club’s competitive level.
• Point Breakdown:
  • 0pts-    Recreational/Instructional
  • 1pt-      Semi-Competitive
  • 2pts-    Competitive                

9. Facility Usage

• Defined: Points received based on the club practice and competition site.
• Point Breakdown:
  • 0pts-    On-campus facility
  • 2.5pts- Combination of on/off campus facility
  • 5pts-    Off-campus facility

Extra points:  If awarded extra points, they will be added to your club’s point total for the following academic year.

-Community Service

• Community Service is defined as services volunteered by individuals or an organization to benefit a community or its institutions.  Community Service points will be awarded based on the fact that a minimum of 40% of your club roster participates in the project.  Community Service projects must be reported prior to and after the event to the Office of Intramurals & Recreation via the Community Service Form (See Appendix V for Community Service Form).

• Point Breakdown:

2.5pts-   For each successful community service effort (Max of 5pts per year).

Deduction of Points: Points will be deducted from your club’s point total for the following academic year for the following infractions:

- Failure to send at least one club representative to monthly meetings

• 2 points per meeting missed

- Late paperwork

• All paperwork will have a due date. Failure to hand in paperwork by the due date will result in a deduction of club points at the discretion of the Office of Intramurals & Recreation. This includes failure to hand in injury reports on time.

- Incidents:

• Unauthorized travel and unauthorized purchases will result in a deduction of points determined by the Director/Coordinator of Intramurals and Recreation.
• Leaving a practice facility in unsatisfactory condition will result in a deduction of 1 point per occurrence. If the problem persists, access to the facility will be denied.
• University van misusage will result in a deduction of points at the discretion of the Director and Coordinator of Intramurals & Recreation. If the misusage persists, the privileges of University van use will be removed.
• Left over funds in your University account will result in the loss of points. The remaining percentage of funds from the total amount allocated will be the percentage of points deducted from your point total. (For example, if the club was allocated $1000 and had $500 remaining, 50% of your points would be deducted from your total points earned for the following academic year.)
• Other actions resulting in the loss of points at the Coordinator’s discretion include (but are not limited to): misspending university allocated funds, paying for tournaments that aren’t attended, participation by ineligible players, illegally hosting guests on campus.

Negative Points
If a club falls below zero points, the club will be put on probation and have one semester to bring points above zero or will be in jeopardy of having their University recognition revoked.

D. National Tournament Funding
Each year the Office of Intramurals and Recreation holds aside a small amount of money for teams that qualify and travel to their respective National Tournaments.  In an effort to provide a fair allocation process, the Office of Intramurals and Recreation has each club team traveling to their National Tournament fill out the Nationals Funding Request Form (See Appendix U for Nationals Funding Form).  Funding will be determined by the amount of teams traveling, the amount of money held aside, and the budgets of each team’s national tournament expenses.  Nationals Funding Forms are generally due within the first two weeks of November.

Fundraising & Club Dues
Clubs are encouraged to charge club dues in order to generate an initial source of funds. It is the responsibility of the club officers, in conjunction with the club advisor, to calculate the amount to charge for club dues according to proposed budget and squad size. Once your club is established, fundraising is the preferred method of generating funds.

Clubs must present all fundraising ideas to the Coordinator of Intramurals & Recreation for approval before the fundraising endeavor begins (See Appendix W for Fundraiser Form).

Reporting Club Participants
Participant forms are to be turned in to the Office of Intramurals & Recreation as soon as cuts have been made and your roster is finalized for the year. (See Appendix I for Participant Form.) If team cuts are not made, the Participant Form must be turned in to the Office of Intramurals & Recreation no later than five days after your first team meeting. Participant additions and corrections should be updated regularly. The participant form must be accompanied by a signed waiver for each individual listed and should include:

• First and last name
• Jersey number (if applicable)
• Year (fresh., soph., jr. sr. grad, faculty/staff)
• Email address
• Phone number
• Banner ID #

Officers
Officer information should be turned in to the Office of Intramurals & Recreation after your first practice of the academic year. (See Appendix A for Officer Agreement Form.) Additions or changes to officer appointments can be made throughout the season and must be reported to the Office of Intramurals & Recreation (See Pg. 2 for Officer Responsibilities).

Facility Requests
Villanova University athletic facilities are scheduled in accordance to the following prioritization:

• In-season varsity teams
• Intramurals
• Out-of-season varsity teams
• Club Sports

If you reserve a facility and then someone above you in the hierarchy makes a facility request for the same time, you will lose your reservation. In order to request the use of on-campus athletic facilities, you must submit a Facility Request Form (See Appendix L for Facility Request Form). Requests for facility usage in the fall must be submitted with Recognition/Recognition Renewal Form. Requests for facility usage in the spring must be turned in by December 1.  If your club has facility space reserved for a time that you will not be using it, you must cancel your facility reservation with the Office of Intramurals and Recreation immediately. 

If using an on-campus facility, it is the clubs responsibility to return any university equipment used and clean the facility of trash after use. Further use of facilities can be denied if there is unreasonable damage to the field/facility. Misusing an on or off campus facility will result in a deduction of club points for the following year. Also the Athletic Facilities and Operations Department has the right to refuse use of any facility due to inclement weather or any other reason.

There is no guarantee that your club will be granted on-campus facility usage.  If your team desires to use off-campus facilities for their activities, the Office of Intramurals & Recreation must inspect, approve, and meet with the individuals at said location prior to any formal agreement between your club and an outside organization. 

Equipment/Uniform Orders
All equipment and uniform purchases must be accounted for in your budget proposal. You must have sufficient funds in your account prior to purchasing any equipment. All uniform/apparel designs must be approved by the Director/Coordinator of Intramurals & Recreation before being purchased. Clubs have the option to purchase Nike and Russell apparel at discounted prices through the Office of Intramurals and Recreation.

Process for purchasing equipment:

1. Set up a meeting with the Coordinator of Intramurals and Recreation to discuss ordering options.
2. Each club will receive an order form that must be filled out and returned to the Office of Intramurals and Recreation for approval. Be sure to make a copy of your order form to keep for your records. Provide the original to the Office of Intramurals & Recreation.
3. The Coordinator of Intramurals & Recreation will notify the team when the order is received. There is no guarantee as to when orders will be received.  Please allow a minimum of one month for orders to arrive.

League Information
Competitive clubs that are governed by an outside organization must update their contact information with the governing organization annually. The Coordinator of Intramurals & Recreation must be added as a contact person for all leagues. Clubs are financially responsible for league dues. Club presidents are responsible for ensuring compliance will all league rules and regulations. League information must be reported to the Office of Intramurals & Recreation with proposal for recognition/re-recognition. (See Appendix M for League Information Form.)

Practice/Game Schedule
Game schedules (See Appendix J for Game Schedule Form) must be turned in to the Office of Intramurals & Recreation at least two weeks prior to competition. If you practice off campus, practice schedules must be submitted to the Office of Intramurals & Recreation two weeks prior to commencement as well. (See Appendix K for Off-campus Practice Schedule Form.) Schedules must include:

• Dates
• Time
• Location
• Opponent (if applicable)
• Off-campus practice facility contact information (if applicable)

If you would like to host a home competition or scrimmage you must set up a meeting with the Coordinator of Intramurals and Recreation to discuss event requirements at least 3 weeks prior to desired competition date.

Officials
Any home contests must have the appropriate number of certified officials working the game for safety purposes. Officials are to be compensated by the club or through the league. It is the club’s responsibility to secure officials for the contest and report the names of officials to the Office of Intramurals & Recreation at least one week prior to the game date. Officials must complete a W-9 and a Villanova Event Staff form in order to receive payment. Please inform officials that checks will be mailed to them after all proper paperwork is filled out and received by the Office of Intramurals & Recreation. Do not pay officials in cash or check!

Opponent – Proof of Insurance
Clubs that host extramural competition on campus must provide proof of liability insurance from the visiting school two weeks prior to competition. If opponents cannot provide proof of liability insurance, each visiting participant must sign the Visiting Team Wavier prior to the start of competition (See Coordinator of Recreation for form).

2. Travel
Teams must subsidize any travel expenses including but not limited to:

• Tolls
• Gas
• Vehicle rental
• Hotel accommodations

The Travel Authorization Form must be submitted to the Office of Intramurals & Recreation one week prior to departure from campus (See Appendix N for Travel Authorization Form). It is required that each team turn in an official travel roster prior to departure from campus for each competition.  If you need assistance booking hotel accommodations, please contact the Coordinator of Intramurals & Recreation.

A.  University Vehicle Requests
To request the use of University vans, clubs must complete a Vehicle Request Form (See Appendix R for Vehicle Request Form).  In order to request an athletic van, the driver must be 21 years of age and have submitted a Motor Vehicle Consent Form (See Appendix S for MV Consent Form) along with a copy of their license to the Office of Intramurals and Recreation.  These documents must be submitted prior to requesting an Athletic van.

Athletics vans are allotted in the same hierarchy as athletic facilities:

• In-season varsity teams
• Intramurals
• Out-of-season varsity teams
• Club Sports

If you reserve a van and then someone above you in the hierarchy makes a van request for the same time, you will lose your van.

Things to know:

• Vans will be located in the East Main Lot.
• When using athletics vans, you will need the lock box key from the Office of Intramurals and Recreation.
• The lock box key must be returned to the Intramural Office immediately.  Do not take it with you on your trip.  Others may need the key while you are out of town.
• You must sign out the van you will be using.
• You must take the vehicle you are assigned.  If your van is not there do not take an alternate van without approval from the Coordinator of Intramurals and Recreation.
• Vans must be returned to their original parking location, and used gas must be replaced.
• Any damage to University vehicles must be reported to the Coordinator of Intramurals and Recreation immediately following the incident.

Requesting Other University Vans:
In order to request a University van from a department other than the Athletic Department, each driver must have completed the Fleet Management Safety Program through Public Safety.  This must be done prior to requesting the van.  To schedule a training session please contact Mr. David Mann at (610) 519-6986 or via email: david.manniii@villanova.edu .

B. Out-Sourced Vehicles
You may rent out-sourced vehicles through the Office of Intramurals & Recreation by submitting a Vehicle Request Form (Appendix R for Vehicle Request Form). This form must be turned into the Office of Intramurals & Recreation two weeks before the date when the vehicle is needed. You must have sufficient funds in your account in order to make the request.

C. Personal Vehicles
You may also choose to take personal modes of transportation. In order to take personal vehicles you must provide the following information to the Office of Intramurals & Recreation:

• Proof of a valid driver’s license
• Proof of vehicle registration and insurance
• Completed Travel Authorization Form (See Appendix N For Travel Authorization Form)

In the instance a University van or out-sourced vehicle reservation needs to be canceled, please contact the Office of Intramurals & Recreation as soon as possible. Failure to notify the Office of Intramurals & Recreation can result in the denial of future vehicle requests. Please only reserve vans if you intend on using them.

End of Semester Form
Clubs are responsible for filling out an end of semester form prior to the end of each semester (See Appendix T for End of Semester Form).

Risk Management

Participation in club sports is voluntary. Participants in club sports must recognize, understand and assume all inherent risks associated with participation in club sports and the sport in which they participate. Participants must be in good physical condition and be cleared by their physician to partake in vigorous physical activity.

Insurance
All participants must have their own (primary) medical insurance in order to participate.

Clubs that host competitions on campus must provide proof of liability insurance to the Office of Intramurals & Recreation from the visiting school two weeks prior to competition.  On site waivers will be accepted for schools unable to provide proof of liability insurance.

Waivers
Each participant must fill out a Waiver and Emergency Contact Form (See Appendix O for Waiver & Emergency Contact Form) prior to any participation in club sport activities (including try-outs). Club presidents must collect the waivers and turn them in to the Office of Intramurals & Recreation (including waivers for individuals that participated prior to team cuts). A signed waiver must accompany any additions to the Participant Form. Any participant under the age of 18 must have a legal guardian sign their waiver. The fax machine in the Office of Intramurals & Recreation can be used for this purpose, if necessary.

First Aid & CPR Certifications
There must be three individuals on each club certified in First Aid and CPR (Life guard certification required for water sports). A coach can be one of the three individuals that are certified. At least two of these individuals must be present at each practice or competition. The Office of Intramurals & Recreation will set up several dates on campus for individuals to obtain certification. Clubs must inform the Office of Intramurals & Recreation which individuals from their club will become certified and the date they will attend the certification class. If for some reason you cannot make any of the dates that are scheduled by the Office of Intramurals & Recreation, you must contact the Red Cross/VEMS to set up a certification test on your own.  A Club Sport will be unable to begin practices until this is completed and reported to the Coordinator of Intramurals and Recreation.

*It is mandated that all teams purchase a first aid kit to have on site during all practices and competitions.*

Medical Personnel
Sports that are deemed high-risk will be required to have a dedicated ambulance on site during home contests. Also, sports that are deemed high risk are required to have an AED on site during games and practices. An AED machine can be borrowed from the Office of Intramurals & Recreation. All other contact sports must have an Athletic Trainer or EMT on site during home contests. The Office of Intramurals & Recreation will aid you in the process of finding an Athletic Trainer, EMT or ambulance to work your games. Find out your club requirements before planning to host a home contest.

Environmental Conditions
Club Presidents are responsible for inspecting playing surfaces prior to each practice or competition to identify and remedy any unsafe playing conditions. Any unsafe facilities that cannot be remedied immediately should not be used. Unsafe conditions must be reported to the Office of Intramurals & Recreation immediately so that they can be remedied prior to the next use of the facility. Club Presidents are responsible for assessing weather conditions which may be hazardous. Any unsafe environmental conditions that may limit visibility or inhibit the ability to perform the necessary actions required for each sport must be taken into consideration. If conditions are deemed unsafe, the club should cancel practice or competition immediately. In the case of lightning, everyone should find the nearest indoor facility for refuge. In the absence of a building, all players should take coverage in a vehicle with the windows rolled up. Participants may not resume play until a minimum of 30 minutes has passed since the last flash of lightning (2006-2007 NCAA Sports Medicine Handbook, page 14). In order to prevent heat related illnesses, make sure to take frequent breaks to replenish lost fluids during exercise. Club participants should be sure to hydrate adequately prior to participation. 

Equipment
Players must ensure proper fit and maintenance of protective equipment. Read all manufacturer safety information before using equipment. For specifications on what protective equipment is necessary to participate in each sport, please refer to the NCAA website (www.ncaa.org).

Travel
While traveling, teams are responsible for the following:

• Traveling with their approved authorized drivers
• Obeying the posted speed limits
• Making sure each individual traveling has a seat and seatbelt
• Adhering to all local seatbelt/cell phone laws

Reporting an Injury
All non life-threatening injuries (generally orthopedic injuries) must be reported to the Office of Intramurals & Recreation the day following an injury by filling out an Injury Report Form (See Appendix P for Injury Report Form).  If the injury occurs over the weekend, forms should be submitted the following Monday. Forms are to be available during practice and competition so the reports can be filled out completely and accurately on-site.  Life threatening injuries must be reported to the Coordinator of Intramurals & Recreation as soon as the injured party has received the proper medical attention needed. During normal business hours (9:00am – 5:00pm), injuries can be reported to the office (610) 519-6387. Outside of normal operating hours, notify the Coordinator of Intramurals and Recreation by cell phone.  If you do not reach the Coordinator directly, leave a detailed message including your name, club sport, name of the person injured, their disposition and a phone number where you can be reached.

Emergency Preparedness Plan
The purpose of the Emergency Preparedness Plan is to, “ensure a rapid response to an unanticipated emergency.” (Villanova University Emergency Preparedness Plan, page 1) Sections that are applicable to club sports are included. A complete copy of the Villanova University Emergency Preparedness Plan can be obtained through the Office of Environmental Health and Safety.

In the event of an injury or medical emergency the CPR and First Aid certified individuals must be the first responders to the site. They are responsible for:

• Surveying the scene
• Assessing the injury
• Instructing someone to contact the Villanova University Public Safety Department, in the case of an injury that requires further medical assistance. It is the responsibility of Public Safety to request outside medical assistance. The number for Public Safety is (610) 519- 4444 or ext 9-4444 from an on-campus phone. When contacting Public Safety be sure to inform the dispatcher of the following information:
  • Your location
  • Disposition of the injured party
  • Your name
  • Your contact phone number

**Do not hang up until the dispatcher instructs you to do so.**

• Each team must have at least two cell phones at site of practice or competition to contact the Public Safety Department if necessary. In addition to cell phones, each team member must be aware of the nearest campus phone from which a call can be made to public safety. To find out where the closest campus phone is located to the facility in which you will use, contact the Office of Intramurals & Recreation. 
• For all contests on campus, the Athletic Trainer or EMT must have access to a cell phone.

Pertinent Sections of the Emergency Preparedness Manual
Section IV

A.     Preferred method of reporting a fire or other emergency:

In the event of a fire or other emergency a report shall be made immediately by calling the Public Safety Department at 9-4444 from an on campus telephone or 610-519-4444 from a telephone not tied into the 

University’s telephone system. This report shall include the location and nature of the emergency.  Once the emergency has been reported, the Public Safety Department shall set into motion the emergency action required to address the particular emergency.

   1. A visible fire or the presence of smoke provides sufficient cause to evacuate a building.

   2. For other emergencies, the decision whether to evacuate a building or specific area of the campus will be made by the Emergency Plan Coordinator or such persons as he/she designates.

Reaction to Riot or Civil Unrest 

In the event of civil unrest, the primary goal of the University is to provide for the safety of students and employees, protect University property when and where practical, and to disperse persons involved in the civil unrest.  Any potentially riotous situation will be monitored by the Public Safety Department.  As the situation dictates, the Public Safety Department will confer with and act in concert with both local and state police agencies.

At the first indication that an unauthorized assembly or demonstration is in progress, the person making this observation should notify the Public Safety Department at 610-519-4444 (or 9-4444 from an on-campus telephone).  The Public Safety Department shall conduct an inquiry to determine the cause of the disturbance and/or the identity of the parties involved.

After conducting the above cursory inquiry, the Public Safety Department shall notify the appropriate University Vice President of the situation and provide to him/her all available information relevant to the situation.  The Vice President, in consultation with the General Counsel’s office, will determine from the information provided if the assembly or demonstration is within the University’s regulations (See Appendix B).

In the event of an incident during which the Vice President with jurisdiction is unavailable, the Emergency Plan Coordinator or his/her designee shall take such actions as are reasonable and prudent to preserve order.

All requests for information or other inquiries from the media or public regarding the situation will be directed to the Assistant Vice President for Public Relations at 610-519-4591, 610-519-4560 or by fax at 610-519-7583.

The Radnor Police Department shall, at minimum, be provided with an advisory notice of any such situation.

Reaction to Injuries or Medical Emergencies

Student
In the event of an injury or medical emergency involving a Villanova University student, the Public Safety Department should be notified immediately at 9-4444 and provided with a brief description of the injury or medical emergency and the location of the student involved.  When possible, and reasonable under the circumstances, persons possessing the necessary training should administer first aid to the injured student pending the arrival of emergency personnel at the scene.  The Public Safety Department shift supervisor will make the determination if outside assistance is required and make the necessary contacts.  The Public Safety Department shall file an incident report documenting the incident.  A copy of this incident report shall be sent to the Vice President of Student Life, the Insurance Manager and to the person responsible for the location in which the student was injured. 

Student illnesses involving reportable communicable disease must be reported to the Pa. Department of Health by the Health Care Center.  The Pa. Department of Health will provide guidance in the manner in which the situation should be addressed.

Reaction to Severe Weather Conditions

If the National Weather Bureau has predicted severe weather conditions, the Executive Director for Facilities Management in consultation with the Vice President for Academic Affairs and the Senior Vice President for Administration will determine if it is necessary to cancel classes and/or close the University.  The Executive Director for Facilities Management will maintain a check on weather conditions by the best means available.  Information relative to the University’s open/closed status will be communicated to students, staff and the general public via KYW Radio (1060 AM) and broadcast voice mail message.

Additionally, students and staff can obtain information relative to the open/closed status of the University by dialing (610)519-4505, or by logging on the University’s web site www.vpaa.villanova.edu/snow.htm.  Do not call the Public Safety Department regarding the open/closed status of the University as it ties up telephone lines.

In the event severe weather conditions occur during the normal business hours of the University, the Executive Director for Facilities Management in consultation with the Vice President for Academic Affairs and the Senior Vice President for Administration will arrange for students and staff to be dismissed before the normal close of business if warranted.  The facility will be readied for severe weather and possible power outages.  Severe weather conditions characteristic of the Villanova, Pa. area are listed below.  See Appendix K – for the precautions recommended for building occupants.

1. Severe Winter Storms
The US Weather Service issues the following winter storm warnings:  Heavy snow indicates an expected snowfall of 4 inches or more within a 12 hour period, or 6 inches or more within a 24 hour period; sleet is rain mixed with small particles of ice; freezing rain is rain that is likely to freeze as soon as it strikes a surface; an ice storm is freezing rain that is likely to accumulate; a blizzard is the most dangerous of all winter storms combining cold air, heavy snow, and strong winds of 35 miles per hour or more and temperatures of 10º F or lower. 

2. Hurricanes
Hurricanes are the largest storms experienced on the eastern seaboard.  They form over the south Atlantic with winds in excess of 75 miles per hour.  The tons of water picked up over the ocean can cause extreme devastation in the path of the storm.  The US Weather Service will issue a warning to any area expected to be in the storm’s path.  When a hurricane warning is issued, be prepared for strong winds, possible flooding and tornadoes.

3. Tornadoes
Tornadoes are violent local storms with swirling winds that can reach speeds of 200 to 300 miles per hour.  Tornadoes are small, short-lived storms, but they are the most destructive over a small area.  The US Weather Service issues a tornado warning when conditions are optimal for the formation of tornadoes.  A tornado warning means that a tornado has been spotted in the general area.

4. Floods and Flash Floods
Most floods develop rather slowly, normally building gradually with adequate warning.  A flash flood, however, is a rapid, dangerous rise in the water level of a stream or land depression usually caused by heavy rain and inadequate drainage.  The US Weather Service issues two types of flash flood advisories: a flash flood watch means that heavy rains occurring or expected to occur may soon cause flash flooding in certain areas; a flash flood warning means that flash flooding is occurring or imminent in certain streams or designated areas.

5. Earthquakes
An earthquake is the shaking or trembling of the crust of the earth caused by underground volcanic forces or by the breaking and shifting of rock beneath the surface.  The ability to make precise predictions of earthquakes does not yet exist.  During an earthquake, most casualties are caused from falling objects and debris, splintering glass, and resultant fires.