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.
Elections - Each club must elect officers by the end of the Spring semester for the upcoming academic year.
The club is responsible for its officers and the officers are responsible for the actions of their club members during all club activities. If problems concerning officers arise, please contact the Assistant Director.
Below are guidelines and responsibilities for the members of the club leadership to help ensure effective management of the club.
All members of the club leadership must be knowledgeable of the policies and procedures in the Club Sports Handbook.
Officer Responsibilities
- Ensure club abides by university and department policies and procedures
- Maintaining the club’s constitution and bylaws
- Establishing membership requirements
- Selecting and evaluating a club advisor, coach/instructor
- Fund raising
- Properly scheduling opponents, events and facilities
- Development and administration of club finances
- Planning club meeting and practices
- Establishing and delegating the duties of the officers
- Ensure that all club members are eligible for participation, have proper insurance (each athlete should double check their own insurance) and have a completed Physical, Medical History and Liability Release and signed on file with Club Sports Office.
- Complete all required Club Sport and University forms
- Communicate with the Assistant Director and serve as a liaison between the club and the University
- Know the legal responsibilities that affect club operation
- Collect dues
- Prepare and submit annual registration, budget requests and any other requested documents to the Assistant Director
- Oversee generation of funds/fundraising
- Deposit funds
- Approve expenditures of funds in accordance with department and university policy
- Maintain accurate and itemized accounts of expenditures and deposits
- Prepare and submit end-of-year report to Assistant Director – IM & Club Sports
- Make all travel arrangements
- Administer club meetings
- Maintain accurate and up to date club files i.e. membership roster, inventory, physicals
- Publicize club events
- Fulfill additional responsibilities as outlined by the Recreational Sports Department
- Promote safety and sportsmanship
- Inform club members of policies, procedures, expectations, emergency procedures and other regulations that must be followed.
- Notify Assistant Director of any changes regarding club activities and leadership etc.
Coach/Instructor Responsibilities
The Department of Recreational Sports appreciates the dedication and commitment of our Club Sport coaches. However, it must be clear to all coaches/instructors that they are employees of the club and NOT Xavier University. In addition, due to the nature and structure of the Club Sport Program it is necessary to clarify the coaches’ role in the development of the Club Sport participant. It is the club’s responsibility to secure the services of a coach. However, the Club Sports Council has the right and obligation to protect the club and if the coach/instructor is not working in the best interest of the club. The club members must select a coach who meets the specified requirement and will abide by the rules outlined below. The coach/instructor should have a firm grasp of the basics, understand safe conditioning and training methods, can relate to the club members, and be knowledgeable of the policies and procedures of the Club Sport Program. Coach(s)/Instructor(s) must understand that Club Sports are directed and governed by students, therefore, he/she must acknowledge and respect the leadership positions of the officers and abide by all decisions made on behalf of the group. Recommendations by the coach/instructor are encouraged and will be considered by the group; but ultimately the final decision rest on the club members, who will be held accountable.
The coach/instructor shall:
- Be a positive role model for all participants
- Develop and improve sport skills in a safe and organized manner
- Have personal medical and liability insurance coverage (must provide proof)
- Provide expertise and mature judgment
- Help ensure that activities and undertakings of the club are sound and reflect favorably on the University
- Attend club meetings when deemed necessary
- Know university policies affecting club operations
- Be familiar with all club business transactions
- Monitor conduct of participants
- Develop leadership qualities of club officers
- Provide continuity between new and outgoing officers
- Act as positive critic to club operations
- Serve as resource for alternative ideas or solutions to problems
- Sign coach/instructor agreement and contract
- Abide by all University/Sport Club rules and regulations and insure that club members do the same
- Promote good sportsmanship on and off the field
- Keep abreast on technical knowledge of the game.
- Assist officers in scheduling activities and practices.
- Establish a plan and course of action for safety and risk management
- Provide proper supervision
- Check practice areas for hazardous conditions and ensure equipment is working properly.
- Assist club officers with purchasing and maintenance of equipment.
- Select goals that are attainable and realistic challenges.
- Encourage talk with group about how performance can be improved during competition and practices.
- Encourage positive team-building activities.
- Monitor performance for purposes of evaluating skill levels for recognition or assignment of competitive entries.
Club Advisor
Each recognized Club Sport must have at least one active advisor selected from the faculty, administration, or staff of Xavier University. The advisor is selected by members of the club and should be an individual who has a high interest level in the activity and has some expertise in the areas or respected by the club. The advisor is a vital link between the club and University, providing guidance and offering mature judgment and experience in program development.
The Advisor shall:
- Provide expertise and mature judgment
- Help ensure that activities and undertakings of the club are sound and reflect favorably on the University
- Attend club meetings when deemed necessary
- Know university policies affecting club operations
- Abide by all University/Sport Club rules and regulations and insure that club members do the same
- Be familiar with all club business transactions
- Monitor conduct of participants
- Develop leadership qualities of club officers
- Provide continuity between new and outgoing officers
- Act as positive critic to club operations
- Serve as resource for alternative ideas or solutions to problems
- Approve budgets, travel and necessary paperwork as requested
- Sign advisor agreement
- Assist members and officers in organizational matters
- Assist in development of club goals
- Assist members in maintaining a balance between academic endeavors and extracurricular activities