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Club Sports Handbook

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Statement of Purpose

    The purpose of this handbook is to clarify the expectations of the Xavier University Recreational Sports Department. The function of the Recreational Sports Department is to ensure that all club sports are following applicable policies and procedures and to assist in program development. While the Recreational Sports staff provides professional guidance, the club administration is the responsibility of club officers, advisors, coaches, and/or instructors. This handbook includes administrative policies and procedures and should serve as a resource to club leaders. This online version is the official Club Sports Handbook and may be periodically updated as needed.

Mission Statements

    Recreational Sports

    The Mission of the Recreational Sports Department is to provide the Xavier community with the finest programs, services, facilities, and equipment in an effort to enhance the learning opportunity and to foster a lifetime appreciation of the total development (body, mind, spirit) experience.

    Club Sports

    The club sports program is designed to serve the interests of Xavier students, faculty and staff in different sports and recreational activities.  These interests may be competitive, recreational, and/ or instructional in nature.  The clubs are meant to be a learning experience for the members through their involvement in the organization and administration of club activities as well as the development of sports skills.  Clubs may vary in focus and programming since the members are active participants in the leadership and decision making process of club activities. 

    Club Sport Council

    To organize individual Club Sports into a more unified body, as well as to ensure the well being and future success of those Sports Clubs at Xavier University.

     

About Club Sports

    Club Sports provide opportunities for Xavier University students, faculty and staff to continue participating or learn a new sport/recreational activity.  Club Sports fall between intramurals and intercollegiate athletics.  Teams hold practices two to four times per week and many of them have coaches.  They do not have large budgets,  so clubs must fundraise and charge dues to sustain. These teams compete against other club teams from other universities.  Many club sports play in leagues and can compete for a national championship.  Other clubs may choose to function on a recreational level.  Participating in the Club Sports program is wonderful way to develop leadership skills, meet new friends with similar interests, stay in shape and enhance athletic skills.

    Club Sports Council

    The Club Sports program is governed by the Club Sports Council.  The Council is a student advisory group who interacts directly with the Recreational Sports Department.  The Council serves as an action committee representing all Club Sports organizations.  The Club Sport Council shall exist to adjudicate disciplinary situations and appeals and to evaluate proposed program and policy changes.  Primarily, this Board recognizes its duty to improve and promote a quality Club Sports Program at Xavier University. It is the philosophy of the Club Sports Program to endeavor to create the opportunity for all students, faculty, and staff members at X.U. to participate in the club(s) of their choice.  It is the intention of the program to promote athletic vigor and not necessarily varsity skill in accordance with established policies and procedures of X.U. and the Recreational Sports Department.  As a part of the Recreational Sports Department, the Club Sports Council recognizes the need for a professional and objective judiciary system.  It is the intention of this Council to provide an ethically sound committee, which is professional in its operation, objective in all its decisions, and committed to the philosophy and policies of the Recreational Sports Department and Xavier University.

     

    The following are some of the duties of the Club Sports Council:

    • Provide direction for the implementation of new policies and regulations
    • Provide a forum for clubs to discuss general concerns regarding the Club Sports program
    • Decide on funding allocations and requests
    • Conduct disciplinary hearings as needed
    • Review membership applications for new Club Sports teams / activities
    • Provide leadership, direction and guidance for Club Sports membership

    Council Membership

    All clubs with more than 20 members are required to have a representative serve on the Club Sports Council. All remaining clubs are strongly encouraged to have a representative. Please contact the Assistant Director about having a representative from your club.

     

Membership/Eligibility

    The Xavier University Club Sports Program operates in accordance with all Federal laws and regulations requiring non-discrimination on the basis of age, sex, race, religion, ethnic group, national origin, sexual orientation or handicap. Membership in all XU Club Sports programs must be open to all currently enrolled students (undergraduate and graduate), faculty and staff, pending any league rules stating otherwise.

    • Students must be enrolled for at least one (1) credit hour per semester he/she is participating with the club.
    • Graduate students, faculty or staff may be restricted from league or association competition. Please check with that league or association in advance of competition for eligibility guidelines.
    • A member is not permitted to practice or play until a Physical, Medical History and Liability Release have been completed and signed. These documents need to be kept on file with the Club Sports Office.
    • Intercollegiate athletes are not eligible to participate in Club Sports.
    • Alumni are not eligible to participate in Club Sports. Alumni may assist the club in general club operations.

    Tryouts can only be held to determine what members of the club will compete or to determine A and B squads etc.. Tryouts can not be conducted to cut members from the club. All eligible persons that wish to join a club can do so, provided the established membership requirements set forth by the Club Sports Council are met.

Starting A New Club Sport

    Clubs and organizations form the basis of co-curricular life at Xavier and are an important element to educating the total person. Although we have many Club Sports, we may not have a particular one that you whish to join. The following serves as an outline of the process by which you can start your own Club Sport recognized by the Club Sport Council.

    Click Here for more information.

Club Leadership

    History has shown that successful clubs are those that take advantage of all available resources, has strong student leadership, an active advisor(s), and active club members. It is the duty of each officer to train and familiarize incoming officers of their duties and responsibilities to the club and the offices they hold.

    The leadership of the club consists of the officers, coach/instructor and the faculty/staff advisor.

    Club Sports officers are an extremely vital and important part of the success of clubs. The clubs are student administered, thus, clubs are dependent on the professionalism and leadership shown by officers, advisors, and coaches. Club Sport participants have ample opportunities to take part in the administration and supervision of club activities.

    Click Here to veiw the full Club Leader Responsibilities

Funding/Money Use

    Distribution of Funds

    All recognized student organizations that receive an allocation of SGA funding from Club Sport Council have a club budget.  Currently, any club sport begins its request for funding by completing a detailed budget proposal.  Once the packet has been completed by the club sport officers, the materials are submitted to the Club Sport Council.  The Council will then evaluate the club’s request in the following manner:

    1. The club submits a budget proposal to the Assistant Director by the requested deadline.
    2. The total amount requested is submitted to the Student Government Association.
    3. SGA allocates a reduced lump sum to the Club Sports Council.
    4. The Club Sports Council (at its discretion) allocates the money to the individual clubs based on the following criteria:
      Note: Not all clubs can/will receive funding.

    Click here to veiw the full funding information

Conduct/Discipline

    The Club Sports program acts in accordance with the Xavier University Standards of Student Conduct outlined in the Student Handbook. The Club Sports Council reserves the right to handle matters of conduct as it sees fit when deemed necessary.

    Special Section on Hazing

    “Hazing” refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate. In years past, hazing practices were typically considered harmless pranks or comical antics associated with young men in college fraternities.

    Today we know that hazing extends far beyond college fraternities and is experienced by boys/men and girls/women in school groups, university organizations, athletic teams, the military, and other social and professional organizations. Hazing is a complex social problem that is shaped by power dynamics operating in a group and/or organization and within a particular cultural context.

    Hazing activities are generally considered to be: physically abusive, hazardous, and/or sexually violating. The specific behaviors or activities within these categories vary widely among participants, groups and settings. While alcohol use is common in many types of hazing, other examples of typical hazing practices include: personal servitude; sleep deprivation and restrictions on personal hygiene; yelling, swearing and insulting new members/rookies; being forced to wear embarrassing or humiliating attire in public; consumption of vile substances or smearing of such on one's skin; brandings; physical beatings; binge drinking and drinking games; sexual simulation and sexual assault.

    Some common definitions and examples of hazing are below:

    In the Alfred/NCAA survey of college athletes, hazing was defined as:

    "any activity expected of someone joining a group that
    humiliates, degrades, abuses or endangers, regardless of the person's willingness to participate. This does not include activities such as rookies carrying the balls, team parties with community games, or going out with your teammates, unless an atmosphere of humiliation, degradation, abuse or danger arises."

    Click Here For the full conduct/discipline information

Travel and Risk Management

    Procedure

    • Submit a completed Travel Itinerary to the Assistant Director - IM & Club Sports five (5) days in advance for trip approval.
    • If you will be driving your own personal vehicles, you will need to fill out and submit a Driver Clearance Form
    • If you will be driving University or rental vehicles, you will need to fill out and submit a Driver Clearance Form and a Xavier University Vehicle Use Authorization card (available in the Office of Risk Management - Flynn Hall)

      Xavier University Vehicle Use Authorization cards are to be submitted at least two (2) weeks prior to travel date or that person will not be permitted to drive.

      Note: As soon as you know who will be driving at any time during the year, you should submit the above items

    • A Xavier University chaperone or employee (inclusive of an advisor or coach) must accompany the club on every trip
    • The Club President will be notified if the trip has not been approved.

      Click Here for travel and risk management information.

Field and Facility Use

    University recreational facilities and fields are available to use for practices and games. Keep in mind that Xavier University Intramural Sports have priority use of these facilities and fields.

    Note:  The Park Fields are not to be used for club practices, only games.

    Clubs seeking use of University recreational facilities, fields and meeting rooms must contact the appropriate people.

    • O’Connor Sports Center – Leslie Dulle, 745-3209
    • Schmidt Fieldhouse – Derek Crawford, 745-3671
    • The Armory – Leslie Dulle, 745-3209
    • Park Fields – Derek Crawford, 745-3671
    • Soccer Complex – Derek Crawford, 745-3671
    • Sand Volleyball Courts - Derek Crawford - 745-3671
    • Sherman Fields – Patty Williams, 745-2856