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Recreational Clubs Operational Guidelines

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Queen’s Recreational Clubs Handbook Contents

Important Dates .................................................................................................................................................................. 4

Recreational Clubs Defined ................................................................................................................................................. 5

Sanctioning Guidelines ........................................................................................................................................................ 6

Spring/Summer Sanctioning ........................................................................................................................................... 6

Sanctioning for New Recreational Clubs ......................................................................................................................... 6

Recreational Club Operating Guidelines ............................................................................................................................. 8

Athletics & Recreation Policies ........................................................................................................................................... 9

Financial Information ........................................................................................................................................................ 10

Financial Structure ........................................................................................................................................................ 10

Recreational Club Grants .............................................................................................................................................. 10

Remuneration for Executive Positions .......................................................................................................................... 10

Recreational Club Membership Fees ............................................................................................................................ 11

ARC Fee ......................................................................................................................................................................... 11

Equipment Purchases .................................................................................................................................................... 11

Fiscal Responsibility ...................................................................................................................................................... 11

Fundraising .................................................................................................................................................................... 11

Instructor Certifications ................................................................................................................................................ 11

Facilities............................................................................................................................................................................. 12

Procedure for Booking Facilities ................................................................................................................................... 12

Instructors ......................................................................................................................................................................... 13

Instructor Access ........................................................................................................................................................... 13

Payment to Instructors ................................................................................................................................................. 13

Mandatory Training ...................................................................................................................................................... 13

Safety Policies and Procedures ......................................................................................................................................... 14

Emergency Action Plan (EAP) ........................................................................................................................................ 14

Accident/Incident Reporting ......................................................................................................................................... 14

Insurance ....................................................................................................................................................................... 14

Travel................................................................................................................................................................................. 15

Support from Athletics & Recreation ................................................................................................................................ 16

Leadership ..................................................................................................................................................................... 16

Audiovisual Equipment ................................................................................................................................................. 16

Recreational Club Bulletin Board .................................................................................................................................. 16

Recreational Club President Councils ........................................................................................................................... 16

Communications ........................................................................................................................................................... 16

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Web Site ........................................................................................................................................................................ 16

Sports Equipment .......................................................................................................................................................... 16

Storage .......................................................................................................................................................................... 16

Administrative Information/Glossary of Terms ................................................................................................................ 17

Appendix A: Recreational Club Sanctioning Process ........................................................................................................ 19

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Important Dates

Date Event/Item Time

May 1 annually Incoming Executive assumes office

September 13, 2016 Tricolour Open House 5:00pm-8:00pm

September 14, 2016 Leaders Reception (Kin 101) 5:30pm-6:30pm

September 25, 2016 Treasurers Training (Kin 101) 5:30pm-6:30pm

September 16, 2016 Fall Activities begin

December 4, 2016 Last day of Fall Activities

January 9, 2017 First day of Winter Activities

Tbd Sanctioning Renewal Due

Tbd Sanctioning Released

April 9, 2017 Last day of Winter Activities

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Recreational Clubs Defined Recreational Clubs provide the opportunity for a positive student sport experience, with an emphasis on student initiative – not only in training and competition, but also in club management and administration. The Recreational Club structure provides participants with an unparalleled opportunity to have a strong influence on the nature and scope of their experience. Recreational Clubs possess many of the following attributes:

A demonstrated history of high student demand/interest;

Student-based with physical activity elements as a core component;

Participation-based with no selection or tryouts;

No requirement for formal membership to post-secondary, PSO or NSO sanctioning bodies (competition fee may apply);

Competition, where applicable, is primarily within the club, but may include limited (and approved) competition against community or other post-secondary opponents;

Student-athletes come to these sports with a varying range of skills, previous training or experience is not required;

Club recruitment is peer-based;

Stable student-led leadership exists, generally in the form of a Club Executive, with planned year-to-year transition;

Access to appropriate training facilities on, or in close proximity to campus;

Ability to organize and to fundraise to support club activities;

Ability to manage the administrative aspects and determine the extent and scope of their program. Recreational Clubs are sanctioned by Athletics & Recreation. Queen’s University and Athletics & Recreation exercises supervision and control over Recreational Club policy and activity. The Recreational Clubs philosophy encourages diversity, initiative, leadership, and responsibility. Recreational Clubs fall under one of the five streams; Dance, Martial Arts, Outdoor Recreation, Sports, or Specialty.

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Sanctioning Guidelines When a group is considered for sanctioning, the following will be taken into account:

A group must fit the description of Recreational Clubs as defined in this handbook.

A Recreational Club must be not for profit in nature and cannot be conducted or maintained for the purpose of making a profit or source of revenue.

Recreational Clubs are open to all current students of Queen’s University, regardless of skill or level. Other members of the Queen’s Community (faculty, staff, alumni, and their spouses) may apply for membership to a Recreational Club, as outlined in the clubs membership fees and conditions.

Recreational Clubs that offer a competition component must demonstrate a clear model for determining which club members shall represent the Recreational Club in each competition. All members must be given equal-opportunity to participate in the competition.

A group requesting initial sanctioning (new Recreational Club) must demonstrate that the group caters to a distinctly unique interest on campus and may have to initially exist independently to demonstrate the growing need. Recreational Club proposals which are similar in nature to those in existence will not be considered.

Facility availability and financial requirements will be a key consideration in determining the sanctioning of all returning and new Recreational Clubs.

Each Recreational Club must establish an Executive of at least 4 members who will be responsible for the day to day operations and administration of the club. Cooperation and communication with the Coordinator, Sport Clubs as well as other ARC staff is important. Previous interaction, if applicable, will be reviewed.

The Coordinator, Sport Clubs, or their designate, will conduct 2 audits of each Recreational Club throughout the year to assess and monitor activity. Adherence to Recreational Club policies, the effectiveness of facility use, participation level, and the nature of group activities will comprise a significant part of this review. Recreational Clubs that do not meet criteria or have an unsatisfactory review may be refused sanctioning in the following year, or may have their current sanctioning suspended. In extreme cases, where the safety of participants is in question, the auditor may immediately cease the activity.

Spring/Summer Sanctioning Existing Recreational Clubs (from Fall/Winter) may apply for extended sanctioning to operate in the Spring/Summer by indicating their intent on the Recreational Club Sanctioning form. In order for any existing Recreational Club to be considered for Spring/Summer sanctioning, all of the following criteria must be met:

Spring/Summer sanction applications must be submitted to the Coordinator, Sport Clubs by March 1 of the current year.

To participate in summer activities, all participants in club programs (both on and off campus) must have a current ARC membership. This will be monitored by the Coordinator, Sport Clubs.

At least one member of the Executive and one Safety Officer shall be present for all activities.

Recreational Clubs wishing to use A&R facilities for Spring/Summer may do so at internal rental costs.

Sanctioning for New Recreational Clubs Prior to submitting a Sanctioning Application the interested parties will meet with the Coordinator, Sport Clubs to discuss the proposal and review the sanctioning application process. In addition to the all of the sanction documents required by all Recreational Clubs, a new Recreational Club must submit a description of the sport body to which the Recreational Club may wish to hold membership (if applicable), and a financial plan for the first two years of operation. Newly formed Recreational Clubs will have a 2 year probationary period in order to determine their ability to:

Sustain student interest and develop a solid and inclusive membership.

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Develop a financially sound budget to sustain the club over their first two years.

Develop a plan for student transitional management.

During this probationary period, the club is not eligible for a grant, will only have access to facility time based on availability, travel is limited to within the province and the club will not be allocated storage space. Recreational Clubs may use membership funds to purchase equipment, however, all equipment purchases must be approved and ordered through Athletics & Recreation.

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Recreational Club Operating Guidelines Recreational Clubs that have received approval for sanctioning must adopt the following operating guidelines for the management and function of their club:

Each Recreational Club is required to elect a minimum of four student officers; President, Vice-President, Treasurer, and Safety Coordinator to serve on the Club Executive. In the event the club is conducting any form of travel, they must also elect a Club Travel Coordinator. All executive must provide a clear CPIC including a Vulnerable Sector Screening (valid for 4 years from time of submission to A&R).

These individuals are responsible for organizing club activities and will serve as the main communication link between the club and the Coordinator, Sport Clubs. The Club Executive is the body that is accountable to the membership. The Club President represents the group on the Recreational Club Council.

A Recreational Club must have a clearly written constitution or terms of reference listing specific purposes, objectives and avenues through which objectives will be met. These shall be reviewed and updated annually and presented at the Annual General Meeting for approval by the membership, prior to being submitted to the Coordinator, Sport Clubs.

A Recreational Club must have written safety policies that are updated and reviewed annually (reflecting relevant activity-specific rules and practices). The President and Safety Coordinator must ensure these policies are enforced. Copies of these safety policies must be submitted to and approved by the Coordinator, Sport Clubs, and distributed to all members. Athletics & Recreation holds final authority on all operating policies.

All sanctioned Recreational Clubs are responsible for maintaining up to date membership lists, which their members complete through the online Wufoo Website.

Should a Recreational Club request to enter or host any form of competition, all members must be given equal-opportunity to compete for a place on the competitive team.

All members of a Recreational Club must pay a Club membership fee prior to participating in any activities.

Membership in a Recreational Club is open to:

Current full-time students of Queen’s University

Current part-time students of Queen’s University with an active ARC membership

Current faculty, staff, alumni of Queen’s University with an active ARC membership

Spouses of the above with an active ARC membership

General community members are not eligible for membership in a Recreational Club Note: Elite athletes competing at the Interuniversity or Varsity Club level in the same or directly related sport may only be involved as an instructor and not as a regular participant. Recreational Clubs operating under the Queen’s Athletics & Recreation umbrella are NOT open to members of the Kingston community. Special, one-time guest instructors (e.g. visiting Sensei), can be arranged with the Coordinator, Sport Clubs.

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Athletics & Recreation Policies All Recreational Clubs are responsible to adhere to the Athletics & Recreation departmental policies & procedures, including but not limited to:

Athletics & Recreation Non-Academic Discipline Policy

Recreation Participant Guidelines for Behavior

Queen’s Student Code of Conduct

Athletics & Recreation Hazing Education

Athletics & Recreation Travel Policy

Athletics & Recreation Visual Identity Standards

Athletics & Recreation Sport Model Any violation of the policies will be dealt with through the Athletics & Recreation Discipline policy, or as outlined within the violated policy.

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Financial Information

Financial Structure

Recreational Club Grants Queen’s Athletics & Recreation may provide financial assistance for sanctioned Recreational Clubs to subsidize club activities in the following areas:

General operations (publicity, communication, promotions)

Equipment/facility purchase and rentals

Safety related expenses The Coordinator, Sport Clubs will allocate grants based on:

Fixed costs related to the activity

Fund raising efforts by the club

The ratio of membership fees in relation to subsidy requested

The general expense of each club in relation to average cost of all organizations; and

Size of the group and membership fees in relation to club function Grants will not be used for:

Registration or certification fees

Club socials

T-shirts or other personal apparel

Lifeguard costs

Transportation

Internal facility rentals These costs must be borne by the members through membership fees and/or fundraising ventures. A Club using grant money for a specific purchase must receive preapproval and provide the receipt and documentation prior to receiving their grant funding. Grant reimbursements are given at the end of each term.

Remuneration for Executive Positions All Executive positions of a Recreational Club are deemed strictly voluntary. No Executive member of a sanctioned Recreational Club may receive financial remuneration for their organizational or administrative responsibilities associated with the management of club operations. Club Executives who receive remuneration as instructors, may not serve as signing authorities on such payments.

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Recreational Club Membership Fees A minimum Recreational Club membership fee of $10.00 must be charged to all students and a minimum fee of $15.00 to all non-student members. A higher fee for non-student members is required because student activity fees are used to subsidize all Athletics & Recreation programs. In addition, all members must hold an active ARC membership during their membership in the Recreational Club. Membership fees should reflect the cost of club operations and the services that are being provided with the desired intent of at least cost recovery.

ARC Fee All Recreational Clubs that accept fees for instructional programming or classes from paid instructors are subject to a $10 per participant fee. Recreational Clubs will be invoiced in January based on their current membership. Any differential in membership at the end of the year will be invoiced in April.

Equipment Purchases All equipment purchased with club funds (whether through grant monies, membership fees or fundraising income) is available for use by the club, however the Queen’s Athletics & Recreation Department remains the owner of the equipment. Equipment purchased for personal use (e.g. specialized clothing, helmets, gloves, etc.) is the responsibility of individual members. All Recreational Clubs shall maintain an up-to-date equipment inventory and log. All equipment purchases must be clearly documented and included in the Financial/Activity Reports submitted twice per year. Club inventory records must be updated when purchases or disposal of equipment occurs. Clubs may not purchase or dispose of equipment without the consent of the Coordinator, Sport Clubs.

Fiscal Responsibility Each Recreational Club is responsible for the generation and spending of their own funds. Each club must accurately anticipate expenses and ensure that funds are available to satisfy the costs that will accrue throughout the year. A budget must be submitted each year using the template provided to ensure adequate funding is available for the club. Athletics & Recreation or the University will not be responsible for any debt accrued or refunds owed by the club. Delinquent bills could threaten the status of the club.

Fundraising Each Recreational Club is responsible for initiating their own fund raising activities. The Athletics & Recreation Department is involved in a number of sponsorship arrangements. Recreational Clubs interested in contacting sponsors for events must first talk to the Coordinator, Sport Clubs to ensure that established sponsorship arrangements are respected.

Instructor Certifications Recreational Clubs wishing to use club money to obtain recognized certification for member(s) must request approval from the Coordinator, Sport Clubs. Any individual who has a certification paid for by the club, must reimburse the club through in-kind instruction. Once the value of the certification has been reclaimed, the instructor is welcome to continue as a paid instructor for the club. They are required to meet all criteria as set out in the Instructors section of this document.

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Facilities Recreational Clubs receiving facility allocations within the ARC, PEC, or on the playing fields, shall receive up to three hours of facility time per week, at no charge, during sanctioned activity periods.The allotment of facility time for Recreational Clubs is based on the criteria listed below:

Size of club membership and capacity of the assigned facility

Ratio of participants to the facility/equipment capacity

Demand on the required/requested facility

Regular attendance at club sessions

Sport Model criteria

Facility bookings for Recreational Club activities will be scheduled:

Friday following Tricolour Open House to the Sunday following the end of fall classes

First Monday of winter classes to the Sunday following the end of winter classes

Time outside of those dates shall be subject to internal rental rates. Please adhere to the 10-minute change-over time in ALL facilities. This has been scheduled to allow groups the opportunity to put away equipment and clear their members from the facility in sufficient time to allow the next user group to start their activity at the designated time. Recreational Club members and instructors should be advised not to enter a facility before the designated start time. This will allow for a smooth change-over. Subject to availability, clubs may access additional facility time at the current rates charged to students. Outstanding invoices will result in cancellation of booked facility time.

Procedure for Booking Facilities Please note that Interuniversity Sports, Intramurals, Camps, Fitness and Wellness programming, and rentals take priority over Recreational Club scheduling. Requests for facility allocations will be submitted in the spring with the sanctioning application form. When submitting sanctioning application forms, be sure your facility request is accurate. Changes to these requests will not be entertained. If your request is unavailable and you are assigned a modified time, changes to that may be possible, subject to facility availability. Any requests for additional facility allocations should also be included in this request. Athletics & Recreation staff will generate the fall & winter schedules based on this information. In the fall & winter semesters, booking requests (this includes additions and changes) must be submitted a minimum of 10 days before the requested date to Coordinator, Sport Clubs. Booking requests or changes less than 10 days in advance are subject to approval by the Associate Director, Facility & Operations. Cancellations inside the 10-day window may still incur fees. A special request to cancel due to inclement weather may be made to the Coordinator, Sport Clubs, no later than 2pm on the day of the booking.

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Instructors Clubs wishing to utilize instructors must establish a contractual arrangement. It is the responsibility of the Recreational Club to ensure that qualified instructors are selected and that each individual is familiar with the safety policies of the Recreational Club and sport governing body. All instructors, whether paid or voluntary, must provide the following documentation to the Coordinator, Sport Clubs through the Club President, a minimum of 5 days prior to their class:

Instructor contract indicating position and rate of pay

Resume

Current Canadian Police Information Centre (CPIC) with Vulnerable Sector check

A CPIC is valid with Queen’s Athletics & Recreation for a period of 4 years from its date of issue.

A CPIC will be accepted by Queen’s Athletics & Recreation if it has been issued within the last calendar year

Proof of certifications Contracts must be signed off on by the supervisor (the Coordinator, Sport Clubs) and submitted to finance for hire.

Instructor Access Access to the ARC must be arranged with the Coordinator, Sport Clubs by September 12th. Instructors will only be given access on days their club meets. Failure to present an instructor access card will result in denial of access.

Payment to Instructors Clubs are responsible for generating enough revenue to pay their instructors (if applicable). All payments will be made by Athletics & Recreation from the club operating account. The Club Executive is responsible for establishing a reasonable rate of pay for instructors consistent with sport specific rates (e.g. as established by a sport governing body), or comparable to market value (e.g. in line with the rates paid to dance instructors in community-based programs).

Mandatory Training All full-time and casual staff at the University must complete the following mandatory training modules. Upon completing, the modules, employees must email the Coordinator, Sport Clubs with a copy of the confirmation of completion (screen shot, pdf, etc.).

1. Health & Safety Orientation Training- http://www.safety.queensu.ca/orient.htm

You will need your NetID and Password to log in to Moodle to access the training. Once you have completed this training, please provide let your supervisor know.

2. AODA Training - http://www.queensu.ca/equity/training

Under the Accessibility for Ontarians with Disabilities Acts (2005) all employees of the University are required to complete the 3 sections of AODA training. This include Accessible Customer Service, Access Forward and Human Rights 101. You will need your NetID and Password to log in to the training portal. Once you have completed all three training modules, please let your supervisor know.

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Safety Policies and Procedures Each Recreational Club must have current and documented safety policies which incorporate relevant standard rules, practices and procedures specific to the activity of the club. Adherence to these policies is the responsibility of the President and Safety Coordinator. The policies must be reviewed annually and submitted to the Coordinator, Sport Clubs at the start of each season. The Recreational Club must designate Safety Officer(s), who have current first aid certification, one of which is required to be on-site during all activities.

Emergency Action Plan (EAP) The Recreational Club Safety Coordinator is responsible for developing an EAP and communicating it to all members. An EAP is unique to each Recreational Club, but must include the following information per facility (example ARC, PEC, West Campus Fields, etc.) that your club uses:

Contact information for medical responders;

Facility address;

Site address of nearest hospital to your location;

Note emergency exits to your venue(s);

Access to full medical supplies;

Access to an emergency phone;

Access to emergency phone numbers;

Action plan if the on-site Safety Officer is injured; and

Completed participant medical forms must be on-site.

Sample EAP’s shall be provided from the facilities team to all Club Executive, who will then be required to make any modifications specific to their group.

Accident/Incident Reporting When an accident or incident happens during a Recreational Club activity (on or off campus) the Safety Officer must complete an incident report form. Incident report forms are also available online and at the ARC Equipment Counter, and in the Recreational Club travel kit. If the accident is deemed major, contact the Coordinator, Sport Clubs immediately. The incident report form must be submitted to the Coordinator, Sport Clubs within 24 hours.

Insurance All Recreational Club members must be covered by OHIP insurance or comparable coverage.

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Travel Recreational Clubs that travel are required to follow the current Athletics & Recreation Travel Policy. The Recreational Club Travel Coordinator will:

Understand the Travel Policy

Contact the Coordinator, Sport Clubs regarding all trips and trip status

Designate trip leaders

Submit Wufoo Travel Requests

Submit online OCASP forms (high-risk form)

OCASP 1: Pursuant to the Queen's University Off-Campus Activity Safety Policy (OCASP), all sections of this form are to be completed/collected by the Coordinator, Sport Clubs.

OCASP 3: Pursuant to the Queen’s University Off-Campus Activity Safety Policy, this Form is to be completed by the Off-Campus Activity Leader at the conclusion of an off-campus activity if a critical or non-critical incident occurred during the activity. The report is to be submitted within 24 hours of the conclusion of the activity along with an Athletics & Recreation Incident Report Form to the Coordinator, Sport Clubs.

Submit travel party lists

Oversee payment of trip bills, traffic tickets, toll roads, or other charges incurred during the trip.

Email the Coordinator, Sport Clubs within 24 hours of an accident with a detailed follow-up report of the accident.

Upon returning to the University, provide all reports and photos (including police reports) to the Coordinator, Sport Clubs.

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Support from Athletics & Recreation

Leadership Assistance in the area of budgeting, safety and general club organization are available to Executive committee members of all Recreational Clubs.

Audiovisual Equipment Athletics & Recreation has a variety of audio-visual resources that can be accessed by Recreational Club Executive members or instructors for use during sessions.

Projector and screen

iPod connections

Recreational Club Bulletin Board

Each recognized Recreational Club has an area allocated on the Recreational Clubs Bulletin Board located across from the elevators on LL2 in the ARC. Recreational Clubs should utilize this space to promote their activities and to keep members informed.

Recreational Club President Councils Club Council is composed of the elected Presidents of each Recreational Club stream; dance, martial arts, outdoor recreation, sports, and specialty. The Club Council provides a venue for groups to brainstorm new ideas and partner with each other to enhance club programming.

Communications

Recreational Club mail box is in the Coordinator, Sport Clubs office located on L2 A509.

Recreational Club Email address has been assigned a clubname@gogaelsgo.com. It will remain with the club from year to year. This will assist with the transition each year and hopefully reduce the amount of email directed to the Club President’s personal email address. The password for each club email address should be passed from one Executive to the next and can also be reset as needed. The password must also be provided to the Coordinator, Sport Clubs.

Web Site Each Recreational Club is profiled on the Athletics & Recreation website. Recreational Club websites must only be accessed through www.gogaelsgo.com.

Sports Equipment Recreational Clubs have access to the general pool of equipment that is issued at the ARC Equipment Counter. All other equipment is the responsibility of the individual club. Specialized equipment that has been purchased for club activity is the property of Queen’s Athletics & Recreation and must be handed over from the outgoing Club Executive to the incoming members. Equipment should not be retained by individual club members.

Storage The Coordinator, Sport Clubs will make every attempt to facilitate the storage of club equipment within the ARC. Personal items (e.g. bicycles) will not be stored on site due to a shortage of secure storage facilities and the liability and risk associated with storing personal items. Some Recreational Clubs have been allocated a storage area exclusively for their use, while others have been issued lockers for the storage of smaller equipment.

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Administrative Information/Glossary of Terms

Copies of administrative forms are available online at www.gogaelsgo.com/recclubs.

Club Constitution A “Terms of Reference” outlining the objective of your club and roles and responsibilities of the club Executive and members must be updated on an annual basis and submitted with your club sanctioning application. It must also be distributed to all members.

Student-Athlete Guidelines for Behaviour It is mandatory that all Recreational Club members register online through Wufoo and check off that they have read and understood this waiver. This is to ensure that all participants are aware and accountable for their behaviour during Recreational Club participation. The Executive is responsible for ensuring that all members feel comfortable and safe in the club environment.

Recreational Club Sanction Application Form All Recreational Clubs are required to submit a yearly application for sanctioning.

Financial/Activity Report Reports that summarize club activity are due at the end of each term.

Grant Funding Recreational Clubs can be preapproved for funding from Athletics & Recreation.

Audit Checklist Over the course of the club season, the Coordinator, Sport Clubs will meet with each club President and visit a club activity session(s) to ensure that policies outlined in the Club Handbook are being implemented. The audit checklist provides details regarding information for that meeting.

Activity Waiver Form It is mandatory that all club members register online through Wufoo and check off that they have read and understood this waiver before participation in club activities. This is essential to protect the Club and the University during club operation. The Executive is responsible for ensuring that this process is completed.

Incident Report Form Incident report forms must be completed for any incident such as accidents, injuries, assault, theft, damage etc. which occurs during club activity sessions. Obtain names and as much information as possible, including student or staff numbers. Submit the completed form to the Coordinator, Sport Clubs within 24 hours after the incident. Additional forms can be found at the Equipment Services Counter.

Wufoo Travel Request Clubs traveling to an off-campus venue for any sanctioned club activity must submit an online travel request a minimum of 21 days prior to the date of departure. The Club Travel Coordinator is the only person authorized to submit the request.

Traveling Party List Clubs traveling to off-campus venues for a special event or to activity sites must submit traveling party lists to the Coordinator, Sport Clubs a minimum of 5 days prior to departure each time they travel. If participants are traveling in multiple vehicles, this form should indicate what vehicle each participant will be riding in.

Driver Authorization Form

All drivers must fill out Drivers Authorization Form and provide verification of driving history from the MTO ($2 charge to process). The Club Travel Coordinator must submit the form to the Coordinator, Sport Clubs as well as a copy of the driver’s license a minimum of 5 days prior to departure date.

Key List In order to gain access to facilities, club storage or equipment areas, a limited list of names must be submitted to the Coordinator, Sport Clubs for approval. Student/staff cards are required to withdraw keys. Access to keys automatically

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expires at the end of the April following the end of classes.

Instructor Employment Contract Individuals who will be instructing for your club must complete a contract which is submitted to the Coordinator, Sport Clubs.

Garment Order Form (GOF)

This form must be filled out when ordering club clothing. Clubs are required to use Queen's sponsors (Adidas and Primetime Marketing) unless they do not sell the gear you are looking for.

Trademarks & Logos – Queen’s Athletics & Recreation Visual Identity Guidelines All club clothing must display the Queen’s Logo as the prominent mark. Clubs must follow the clothing order guidelines and processes as posted online. Completed GOFs must be approved by the Associate Director, Marketing, Communications and Events and the Director, Athletics & Recreation before any orders are placed.

OCASP Through this policy, Queen’s establishes a framework for risk assessment, planning, preparation and support of all University-sanctioned off-campus activities, and it defines the responsibilities of various individuals throughout the process. The Club Travel Coordinator is the only person authorized to submit an OCASP for the Coordinator, Sport Clubs for approval. OCASP’s must be submitted a minimum 21 DAYS prior to the date of departure.

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Appendix A: Recreational Club Sanctioning Process

The following are the steps required to be considered for Recreational Club sanctioning:

Submit a completed sanctioning application form that includes: Evidence of demonstrated interest in club activity (i.e. past event participation details,) and proof that your

suggested club fills a void in the Recreational Clubs program The names of all elected club officers and their roles within the club structure Completed club bank account information form and signing authorities Coaching/Instructor/contracts, if applicable Résumés, copies of certifications and a current CPIC for all club instructors, if applicable Internal facility requests and session details External facility requests and associated costs Emergency Action Plan for each facility or location to be used A full list of all trips planned for the club, if applicable A complete equipment inventory list and a detailed storage plan for the equipment, if applicable Club constitution and by-laws Program details that will be posted on the www.gogaelsgo.com/recclubs website Financial plan

The Coordinator, Sport Clubs, will then review all of the sanctioning requests and determine:

Whether any request needs to be grouped together as they cater to a common interest group The financial viability of each club The facility impact of each club The risk designation of each club (High or Low) Note if a club is designated high risk, additional information is

required Whether the club meets all sanctioning criteria

Once a new club is sanctioned1, the new President will meet with the Coordinator, Sport Clubs in order to review:

Facility requests and confirmations, including rental costs incurred by the club Facility rules & procedures Club email address and password through @gogaelsgo.com and review of Wufoo Online registration system Visual Identity Guidelines and Garment Order Form (GOF) Executive roles and responsibilities and training expectations Financial management expectations Membership communication plan

1Clubs, who receive sanctioned status but fail to fulfill their administrative commitments, as per this handbook, shall be placed on probation and may have

restrictions on their privileges as a result. Status such as probation or complete removal of sanction privileges are at the discretion of the Manager, Recreation & Sport Clubs.