McGill University Athletics

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Sport Club members must also abide by the following:

Student-Athlete Code of Conduct

Hazing Policy

Anti-Doping Policy

C. Key Contacts

McGill Sports Centre Front Desk	(514) 398-2341
Athletics and Recreation Main Number/Security	(514) 398-7000
Campus Recreation (SCC)	(514) 398-7000 X01639
Promotions and Sponsorship	(514) 398-1436
Sports Medicine Clinic	(514) 398-7007
Walk Safe	(514) 398-2498
Equipment Room (Sports Centre)	(514) 398-7009
Equipment Room (Arena)	(514) 398-7016

*Use the Athletics and Recreation web-site (www.mcgillathletics.ca) to find all coaches administrators contact information. The Campus Recreation Office is located in Room G-20C of the McGill Sports Centre, 475 Pine Avenue West.


II. CLUB REQUIREMENTS AND RESPONSIBILITIES
A. Constitution and Operational Guidelines
All McGill Sport Clubs must provide an approved constitution that defines the clubs intent, organization, and administration. This should include:

• Official name of sports club
• Intent and purpose
• Organizational structure (Executive) and contact information
• Annual budget
• Proposed annual schedule of events

B. Executive & Membership
Each Sport Club must elect or appoint an executive of at least three members all of whom are full-time McGill Students. These members are responsible for the operation and supervision of the club.

Membership is open to all McGill students, staff and faculty, and Continuing Education, non-McGill students and the community-at-large. All participants must pay the club membership fees as well as have a valid Sports Complex Membership, which can be purchased online or in person at Client Services.

C. Procedure to Gain Club Status
1. Individuals interested in starting a Sport Club at McGill University must first meet with the SCC. The following must be included with a request to gain Club status:

• Letter of Application to the Manager, Campus Recreation
• List of interested students-athletes with student numbers (including contact information, ID's #)
• Proposed operating budget (including sources of revenue)
• Constitution (including general administrative information)
• Facility request form

2. Status approval will be dependent upon:

• The degree of student participation, leadership, and interest in the proposed activity
• Availability of the sport club's financial resources and potential to generate the necessary revenue to operate
• Availability of qualified/certified coaches
• Availability of facilities, equipment, and resources to accommodate the needs of the proposed activity
• Availability of adequate competition

*Athletics and Recreation reserve the right to refuse recognition of any Sport Club requiring extensive funding or resources, any Sport Club involving high risk or high liability factors, or any Sport Club that does not represent McGill University according to the regulations outlined in the Sport Clubs Manual.

D. Fees
All Sport Club members may be charged annual dues as determined by their respective club executives. When deposited in the club's internal account, the monies collected become the property of McGill Athletics and Recreation. This money is a primary source of funding for the planned activities and commitments of the club. Collecting membership dues are the responsibility of the club.

E. Yearly Renewal
The status of every sport club will be reviewed at the end of the winter term. No sport club is guaranteed automatic renewal. In order to retain club status, the following criteria must be met:

• Request for Renewal forms must be submitted to the SCC by March 31^st. Your annual report, new executive information and final budget should be included.

Failure to produce the necessary renewal forms by the above deadline will result in consideration for status to be reviewed after September 15^th of the new competitive season.

F. Uniform Orders
Each club may make uniform orders through the Sport Clubs coordinator.* in accordance with our Sponsorship agreement with Adidas. Sport Clubs submit the Adidas order form from the template and/or catalogue supplied by the SCC. Please provide the SCC with specific embroider/printing instructions. The standard embroidery for hoodies is "McGILL" in block letters with the club name underneath. The standard embroidery for t-shirts, polos, track pants, and shorts is a small "M" logo with the club name underneath.

All order must be made by the following two deadlines:

• Aug-Oct. 15
• Jan-Feb. 15

Adidas orders are placed, received and verified by the SCC, and then sent to Quality Sports for embroidery and/or printing. This generally requires 6-8 weeks for turnaround, provided that items are not placed on back order. As some more popular items may sell out, it is advisable that orders be placed as early as possible and that a list of potential backup items are identified when consulting the catalogue.

*Fundraising accounts must be in good standing when uniform orders are placed in order to cover the cost of purchases, embroidery and/or printing.

III. RISK MANAGEMENT
*EACH INDIVIDUAL PARTICIPATING IN A SPORT CLUB ACTIVITY ASSUMES RESPONSIBILITY FOR HIS/HER OWN HEALTH

• Safety during all sport club activities should be emphasized by the Executive at all times
• Executive members should inspect fields and facilities prior to activity and report any problems to the facilities manager or delegate.
• Participants MUST wear proper dress and protective equipment for their activity as decided by the executive and the SCC. If the member chooses not to comply, they do so at their own risk

IV. FINANCES
A. Internal & External Bank Accounts
Sport Clubs are allowed to open and operate off-campus bank accounts. These accounts are to be affiliated with Athletics and Recreation in so far as the office is aware of their existence, as well as written approval being obtained from the office, should the bank require it. All clubs with an account, or wishing to create one, must have their monthly bank statements mailed to the Sports Centre. Upon receipt of these statements the office will make a copy for the records and the original will be returned to the team in the designated mailbox. These statements will be checked over by the SCC on a monthly basis.

In addition, every club must fill out the External Bank Account form and submit it to the SCC at the end of each school year. You must also inform the SCC immediately if there is a change in signing officers for this account.

Deposits (cash, cheque, interac, etc.) to fundraising accounts can be done at Client Services, Office G-20, on the main floor of Currie Gym.

B. Expense Reports & Reimbursement
Purchased items may be reimbursed from the internal account with the following documentation:

• Original PAID invoices-no photocopies acceptable
• Proof of payment: debit/credit card receipt, credit card statement, bank account statement indicating the cheque number, money order number, bank institution
• The name of the person indicated on invoice should be the claimant requesting the funds.
• Expense summary of charges, who they were applied for or to, the affiliation of the person submitting the receipts, confirmation that they were reimbursed for the amount on the receipt from what account
• Signed and dated all paperwork. Approval, signature amount of reimbursement and account must be indicated prior to submitting claims to Accounting Clerk Alice Nunes in the Business Office (by appointment only).
• SCC signed and dated all paperwork

V. SPONSORSHIP
Solicitation of sponsors must be channeled through the Marketing & Sales Office, Jeremiah Gordon.

• Use of the McGill Logo and Wordmark - Please refer to the appendix for the exact details and specifications for printing etc.

VI. TRAVEL
When traveling to a location other than McGill University, you are expected to conduct yourselves in a manner appropriate to representatives of McGill University. Please adhere to the following guidelines:

• Applicable for travel outside a 75 kilometer range
• For a club complement of 6 or less, the acceptable means of transportation is by 7-passenger van or hired bus. For a club complement greater than 6, the acceptable means of transportation is by hired bus.
• Any Sport Club may request the assistance of Athletics & Recreation in making transportation arrangement. The McGill Athletics bus may be rented when not in use by other Varsity Teams. Contact the SCC with date(s) of travel, and distance, for specific rates. Note that fees may include the driver's accommodation.

VII. FACILITY USE
Sport Clubs may, based upon availability, gain access to McGill University facilities for the following activities (in season):

• competition
• transacting Sport Club business
• displays (to be approved by facilities) and promotions
• fundraising events (may have cost associated)
• social events (may have cost associated)

Sport Clubs are requested to submit facility needs to the SCC for the regular school year (September - May) no later than March 31^st using the Sport Club Facilities Request Form. Please refer to the Google calendars on the Athletics website facilities pages before submitting your requests to ensure a greater possibility of access at your desired times. Keep in mind that facilities are also scheduled for Recreation classes, Varsity practices and events, and are rented out, so prepare to be flexible with your requested time slot(s). All attempts will be made to balance and meet these requests.

All bookings are subject to a $10.00 reservation fee. At the conclusion of each semester, the business office will tally all the club's booking for that semester and transfer funds from teh club's internal McGill account in order to cover the costs.

Assigned Activity Rooms will be unlocked for Sport Club use by Equipment Room Staff (Room G-48) staff. Equipment is to be provided by the Sport Club (sound system, etc.). All bags, coats, boots and other outdoor gear must be stored in lockers during club sessions. N.B., Activity Rooms cannot be booked before 7h as the Equipment Room Desk does not open before this time.

Equipment for events (tables, etc.) can be arranged through the Equipment Room Manager Andrew Persons.


VIII. COACHING/SUPERVISION
It is the Sport Club's responsibility to secure the services of an instructor or coach for their team or club members should they choose to have a coach. While the selection of instructors and coaches is the responsibility of the sport club, the individual is subject to approval by the SCC.

• Instructors and/or coaches not affiliated with McGill University must arrange for a facility pass and will be able to use the facilities only during the regularly scheduled sport club activities.

IX. SERVICES
A. Mailboxes
Each sport club will have access to their own Sport Club mailbox. Executives are responsible for checking for their mail each week. This is located on the Main floor in the Red Thunder Hallway.

B. Web Site
All Sport Clubs in good standing will be listed on the Athletics and Recreation Web page. Requests for changes or additions to your particular Sport Club information should be made through the SCC. Contact information should be kept up to date.

Please note the following regarding third-party websites:

• The McGill Athletics and Recreation website is the primary source of information for related programs and services. Its role is to centralize all information while maintaining an image that reflects the McGill brand and tradition of excellence.
• All McGill varsity and club teams are required to make the Athletics and Recreation website its primary website for the posting of all current stats, schedules, team and player info. Any outlying sites currently maintained by teams should be shut with the information transferred to the Athletics site.
• With the realization that some of these outlying sites may contain historical data that is not readily transferable to the McGill Athletics site, we will allow links from team web pages to sites should state clearly that they are unofficial and post a prominent link to the McGill Athletics and Recreation site.
• Also outlined prominently on any outlying sites should be a statement that their information is historical and that current team information (stats, schedules, player and team info) can be found on the McGill Athletics and Recreation site.

If you have questions concerning the policy regarding outlying McGill team/club sites, please contact Jill Barker, Manager Communications, Athletics and Recreation.

C. Postering
All postering and visual imaging must be approved by the Facilities Office.









 

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