Bowling Green State University

Club Sports Handbook

TABLE OF CONTENTS

      
PROGRAM OVERVIEW
THE NATURE OF CLUB SPORTS
BGSU Club Sports continue the long standing tradition of student-developed and student-led clubs. A Club Sport is a registered student organization with the Office of Student Engagement established to promote and develop the interests and skills of members in a particular sport activity. Club Sports are competitive in nature competing and traveling locally, regionally, and nationally. Club Sports Athletes serve as ambassadors for Bowling Green State University during all events.
 
BGSU CLUB SPORTS MISSION
The mission of Club Sports at BGSU is to provide an environment for excellence for those clubs who become and remain eligible for affiliation with Club Sports and the Office of Student Engagement. Assistance is provided in the form of professional consultation, facility space, office resources, historical data, on-campus contact information, and more.  Win-loss records do not define a club's success, but their individual and team activities on and off campus ambassadors of BGSU.
 
CONSENT TO PARTICIPATE
Bowling Green State University and Club Sports are not responsible for any injury or property loss incurred by a participant, instructor, volunteer, or coach in the club sport program.  Each participant is strongly urged to have an annual physical and to carry personal health and accident insurance through the University, their parents, or their own plan.  All participants are required to sign a release form, notifying them of possible hazards involved with club sport participation along with the Club Sport Code of Conduct before they are allowed to participate in any Club Sport practice, game, or event.
 
ACTIVE CLUB SPORTS BENEFITS

1. Access to open Perry Field House space for practices scheduled by the Club Sports Director.
2. Assistance with tournament, game, and event scheduling of home games. 
3. Ability to store Club Sport equipment within the Perry Field House.
4. Direct access to multiple advisors with experience in the recreation & sport industry.

 
ACTIVE CLUB SPORT REQUIREMENTS

1. To be recognized, a club must have and maintain a minimum membership of 10 students on their campus activities profile and on rosters within the Club Sports Office.
2. All Club Sports currently have a Faculty/Staff advisor. It is the Club Sports department’s wish and request that all clubs search for their own unique advisor, who can provide them with more personalized, sport-specific, and ongoing leadership, due to their ability to focus on just one club.  When a new advisor is found, each club can make the change in their campus activities portal.
3. Maintain all certifications required for each individual officer position within the club.
4. Maintain all requirements for a registered student organizations within the Office of Student Engagement.

 
MEMBERSHIP AND ELIGIBILITY
WHO MAY JOIN A CLUB
Club Sport membership is open to currently enrolled undergraduate and graduate/non-traditional students at Bowling Green State University. Admission is voluntary and open to all eligible students regardless of race, color, religion, sex, age, or national origin. Such clubs are not agents of the University, and have no authority to represent the institution or commit it to any contract without prior written approval from the Club Sports Office or the Office of Student Engagement.
 
CLUB SPORT ATHLETES
Club Sports are student organizations that offer opportunities for students to become directly involved in the leadership and administration of their respective clubs.  In addition to being able to continue participation or learn a new sport, students are also in charge of supervision of the club and actively take part in the management of each club.  Students may also take direct leadership positions as a club officer as outlined below.
In order to be eligible for practice, travel, and competition, all club sport athletes must meet the following:

1. Be enrolled at the below requirements depending upon their class standing with the university
2. Join the Club Sport Portal as designed by Campus Activities.
   1. Complete and submit the assumption of risk waiver and code of conduct form
3. Join their respective individual Club Sport roster through the Campus Activities portal

 
Club Sport athletes enrolled in the following capacity at BGSU must maintain the following credit hours per semester:

• Undergraduate, Full-time                                                                                          10 credit hours
• Graduating seniors during final semester                                                                1 credit hour
• Graduate/Non-traditional                                                                                           6 credit hours

 
All club sport athletes must also meet their league and/or national association rules in regards to credit hours and/or academic standing in order to be eligible for play. Former varsity players are eligible for Club Sport participation, based on league and/or national association rules. Club Sport athletes are eligible to participate in Intramural Sports programming with some restrictions based upon the sport(s) that has the athlete listed on their roster for the academic year. See the related sports section of the BGSU Intramural Sports Handbook for more information. High school students enrolled in the College Credit Plus Program are not eligible to participate in Club Sport activities.
 
The Office of the Dean of Students requires all officers to have an overall minimum GPA OF 2.25, and be in good discipline standing (not on University probation, etc.). Club Sport athletes, outside of officers, are not required to meet a minimum GPA. Faculty/Staff, alumni, and community members are not eligible for membership, participation, or funding. 
 
CLUB SPORT OFFICERS AND ROLES
 
PRESIDENT AND VICE PRESIDENT
It is the responsibility of each Club President to promote and coordinate their club sport's activity on campus and to work with the Club Sports Office and the Office of Student Engagement when needed. Club Sport Presidents are responsible for the delegation and completion of, but not limited to, the following:

• Serving as the liaison between the Club Sport and the Club Sports Office and Office of Student Engagement. 
• Annual review, maintenance, and updating of the Club Sports Constitution.
• Educating club athletes and operating the club in conjunction with the Trip Leaders and Safety Officers
• Complying with the Club Sports Handbook, the Club Sport’s constitution, and the Code of Student Conduct.
• Submit paperwork to the Office of Student Engagement and/or the Club Sports Office as required.
• Making sure a club officer attends any mandatory meetings to give and receive club updates.  Missing meetings may result in the loss of practice time, freezing of funds, and/or ability to travel
• Keeping all required paperwork current in the Club Sports Office and the Office of Student Engagement. Late information may result in the loss of practice time and/or ability to travel
• Assisting with the transition of the next club president of the routines and guidelines for club operation prior to the next president's assumption of duties. 
• Any additional duties assigned by the Club Sport’s individual Constitution.

 
TREASURER
It is the responsibility of the Treasurer that all Club Sport financial obligations are met and updated, accurate records are kept. Treasurers are responsible for, but not limited to, the following:

• The Treasurer must be a different member than Club Sport President.
• Submit all withdrawals, payments, and deposits through the Office of Student Engagement.
• Prepare the annual budget for submittal to the Office of Student Engagement
• Submit any special funding requests to the Office of Student Engagement
• Any additional duties assigned by the Club Sport’s individual Constitution

 
SAFETY OFFICER
All Club Sports teams are required to have at least two Safety Officers at each club sport event as outlined later in the scheduling events section. The club must provide 1 First Aid Kit per traveling team and the safety officer is responsible for checking in/out the first aid kit at the start and end of the academic year. Recreation and Wellness offers multiple certification classes for Club Sport Safety Officers at a discounted rate. At least one safety must be a different person from the President and the Treasurer. An athletic trainer may take the place of two safety officers if brought on by the club.
 
The first aid kit and all first aid supplies used must be maintained by each club.  A first aid kit and copies of everyone’s Emergency Medical Information form must be kept on-site at all practices and events. First Aid Kits must be stored at the Perry Field House during summer breaks.
 
The duties of the safety officer include, but are not limited to the following:

• Maintain CPR, First AID, AED Certification on file with the Club Sport Office
• Inform and train team on the steps of an Emergency Action Plan
• Complete annual concussion training, whether it be Baseline Testing or NFHS Concussion Training and keep certification on file with the Club Sport Office
• Responsible for the maintenance and upkeep of supplies for First Aid Kit and return to Club Sport Office in May
  • Bring first aid kit to ALL team events
  • Keep first aid kit fully stocked
• Attend all games (both home and away) for their individual Club Sport
• Report injuries or incidents and submit proper paperwork for such occurrences to Club Sport Office.
• Check the safety of home site facilities and equipment before any practice, game, or tournament
• Promote and model club safety during all club functions.
• Any additional duties assigned by the Club Sport’s individual Constitution

 
MARKETING OFFICER
The Marketing Officer is responsible for all marketing aspects for their individual Club Sport and should preferably be a different person from the President. The Marketing Officer must be a student member of the individual Club Sport. Responsibilities include, but are not limited to, the following:

• Maintain Microsoft Teams folder with active roster, schedule, and photos to insure the validity of their Club Sports website.
• Utilize social media to activate their audience and keep their followers up to date on any changes that may come to schedules, score updates and news.
• Add stories and scores to the Club Sports website so as to create a running catalog of the season and entice potential viewers.
• Check in weekly with the website to ensure that all information is being logged correctly and in a timely manner. Any missing information should be sent directly to the Club Sports Director, Assistant Director or Graduate Assistant to be updated.

CLUB SPORT COACHES

BGSU Club Sports are not required to have a coach. They are encouraged to operate with the services of volunteer coaches or instructor, made up of students, graduate assistants, faculty/staff members, or community members. It is the responsibility of each club sport to secure the services of a coach if so desired. All coaches must be approved by the Club Sports Director, who may deny/dismiss a coach if necessary.  Before assuming coaching responsibilities, the volunteer must complete and submit the coach-volunteer packet to the Club Sports Office.
 
Any club sport with a non-student coach who needs access to the PFH or SRC during practice, must notify the Club Sports Office at least 48 hours in advance of the coach entering the building.  Recreation & Wellness creates a membership for Club coaches’ access to the Recreation & Wellness facilities for their practice time only. If a coach’s membership is not into RecTrac at least 48 hours in advance, they must pay the guest fee for that facility in order to enter.
 
A coach of a BGSU Club Sport assumes considerable responsibility, and must understand the following, along with the roles and responsibilities outlined in the Coach – Volunteer Packet:

• The Coach should restrict his/her contributions to coaching and should refrain from activities involved in the club’s management. A club sport is first and foremost a student organization and, as such, the club officers (not the Coach) serve as the link between the Club, the Office of Student Engagement and the Club Sports Office.
• All paperwork must be completed by the club officers and submitted in a timely matter to the Office of Student Engagement or the Club Sports Office.
• The coach is experienced and knowledgeable in their sport and aims to improve the skills of the Club Sport Athletes.
• The coach maintains a philosophy which promotes fair play and conduct at all times among all Club Sport Athletes.
• The coach is encouraged to attend all practices and games in order to fulfill their commitment to the club, and assumes control of club activities during those times relating to coaching responsibilities.
• It is recommended that this individual is certified in CPR, First Aid, and AED.

 
 
CONDUCT AND DISCIPLINE
EXPECTED CONDUCT
Individuals representing the club, including Club Sport Athletes, coaches, and spectators, must always act in a way that does not detract from the reputation of the University, both on and off the field of play. When involved in Club Sport events, no matter the location, the individual members and Club Sports continue to represent Bowling Green State University and are expected to adhere to the Student Code of Conduct at all times. Any reports regarding a Club Sport by other teams, administrators of activities that reflect negatively upon Bowling Green State University may result in disciplinary action which may include, but not limited to, the loss of practice space, short term suspension, loss of travel, freezing of club funds, etc.
 
Violations are split into two categories: Administrative & Student Code of Conduct. Administrative violations and disciplinary actions are handled by the Club Sports Office. Any appeals of administrative violations or disciplinary actions must be made to the Club Sports Director. Student Code of Conduct violations are handled by the Office of Student Engagement. Any conduct appeals may be made following the appeals process outlined in the student handbook.
 
Examples of Administrative violations can include, but are not limited to, the following:

• Behavior: Disregarding Club Sport program policies and procedures or breaking the Club Sports Code of Conduct
• Facility Policies: Intentionally disregarding existing facility policies
• Paperwork: Improper/late submission of required paperwork to the Club Sports Office or the Office of Student Engagement

 
Examples of Student Code of Conduct violations can include, but are not limited to, the following:

• Behavior: Disregarding Club Sports program policies and procedures about drugs, alcohols, and behavior
• Staff/Participant Safety: Jeopardizing the perceived safety of staff, participants, and/or officials by word or action
• Facility Policies: Damaging or destruction of any facilities
• Travel: Inappropriate behavior while on Club Sport Business

 
SOCIAL EVENTS
Club Sports are prohibited from using the organization name to advertise any off-campus event serving or having the potential for alcohol without approval of the Club Sports Director or the Office of Student Engagement.

DISCIPLINE PROCESS
The discipline process shall be applied to all situations classified in one of the following ways:

• Team Issues: Incidents and/or situations in which most or all of a Club Sport team is involved. This can be during a Club Sport Activity or an activity not related to Club Sport/University Business
• Individual Club Sport Athlete Issues: incidents and/or situations in which a member of a Club Sports team is involved during a sponsored club activity.
• Individual Issues during Non-Club Activities: incidents and/or situations in which a member of a Club Sport team is involved in a University or legal issue that does not relate to anything club related.

 
 
Disciplinary action may result in revocation of recognition as a Club Sport and/or additional disciplinary action may be deemed appropriate by the Club Sports Office and/or the Office of Student Engagement.
For the above situations, the same general process shall be used:

1. Written notice of complaint, incident, and/or situation
2. Meeting with respondent(s)
3. Informing relevant parties of situation and process
4. Review by appropriate office based off violation
5. Appeal process

 
WITHDRAWAL/SUSPENSION RECOGNITION
The recognition of an organization may be withdrawn/suspended by the Office of Student Engagement for non-compliance with policies pertaining to student organizations, the Code of Student Conduct and other University regulations. The procedure for such withdrawal/suspension is:

1. The primary contact for the organization and its faculty/staff advisor shall be notified in writing of the proposed action to withdraw/suspend recognition, the effective date of this action and the reason(s) for the proposed action.
2. The decision of the Office of Student Engagement to withdraw/suspend recognition from an organization may be appealed by the organization, in writing, to the Office of Student Engagement within five (5) University working days from the date of notification of withdrawal of recognition. If an appeal is not filed within the time limit, the decision of the Dean of Students will be final.
3. The decision of the Office of Student Engagement is final.
4. If a student organization loses official recognition from its national/international organization, it will also cease to be recognized by the University; loss of University recognition in this manner will be effective at least as long as the national/international suspension is in effect.

 
ALCOHOL AND DRUG POLICY
It is the policy of Bowling Green State University to prohibit the unlawful use, sale, distribution, transfer or possession of controlled substances, alcoholic beverages, drugs not medically authorized, and any other substance that may impair an individual’s academic or work performance or pose a hazard to the individual, the public, students or employees of the University on its property or at any of its sponsored activities.
 
It is the responsibility of each faculty member, employee and student to adhere to this policy. If a violation of this policy occurs, support programs shall be made available where appropriate. Conduct action may be taken, up to and including dismissal or expulsion from the University and possible criminal prosecution. The University will make appropriate efforts to provide rehabilitative support before giving consideration to termination of employment for cause as stipulated in the Academic Charter and BGSU Employee Handbook.
 
Bowling Green State University’s compliance with provisions of the Drug Free School and Communities Act amendments applies to students and employees. Compliance is achieved through a comprehensive alcohol and other drug prevention program which includes policy enforcement, educational programs, referral to treatment and other support services.
 
See important links section for more information on Bowling Green State University’s Alcohol and Drug Policy.
 
Club Sports Athletes traveling on official trips are not allowed to consume alcohol no matter the age of the athletes traveling and/or participating.
 
HAZING
In keeping with its commitment to a positive academic environment, the BGSU community is unconditionally opposed to any situation created intentionally to produce mental or physical discomfort, embarrassment, harassment or ridicule. Respect and cooperation among peers within registered student organizations is a guaranteed right that all students possess, regardless of race, sex, sexual orientation, gender identity, gender expression, color, national origin, ancestry, genetic information, pregnancy, religion, age, marital status, disability, or status as a veteran. Hazing is a Code of Student Conduct violation and a crime in Ohio.
 
Hazing encompasses any action or activity which does not contribute to the positive development of a person; which inflicts or intends to cause physical or mental harm or anxieties; and/ or which demeans, degrades or disgraces any person regardless of location, intent or consent of participants. Hazing can also be defined as any action or situation that intentionally or unintentionally endangers a student in connection with an initiation into, an affiliation with, or the maintenance of membership in any organization, club, or team that is affiliated with the University.
 
See important links section for more information on Bowling Green State University’s Hazing Policy.
 
SCHEDULING EVENTS
 
 
 
CLUB SPORT EVENTS
Any time a club sport and its members meet to participate in some form or sport function, it shall be considered an official club sport event.
 
An event shall be considered a game if a club sport is hosting two or fewer outside institutions within one day of competition. An event shall be considered a practice if it is only the individual club sport gathering to participate in some aspect of sport related to their club. An event shall be considered a tournament if a club is hosting three or more outside institutions within one day of competition or when outside institutions use BGSU RecWell space to play a separate event not involving an affiliated Club.
 
For all club sports events, a minimum of one safety officer must be present. For all games, at least two safety officers must be present.
 
TOURNAMENTS
All tournaments must be registered with the university no later than two weeks in advance of the tournament. If the club is hosting a tournament, it will pay for a qualified RecWell staff member to be on-site for the duration of the tournament at $12/hour. This staff member, the site supervisor, shall take the place of the two safety officers for the club and have additional duties assigned as required by the event, the Club Sports Director, or the club.
 
POST EVENT REPORTS
All trip coordinators are required to submit a Post-Event report within 24 hours of the conclusion of the game/meet/tournament through the Club Sport portal as designated by Campus Activities. If this does not occur, that Club may lose their right to travel for their next event. This applies to both home and away games/meets/tournaments.
 
PRACTICE REQUESTS
All fall semester practice requests and schedules must be submitted to the Club Sports Director before being scheduled. The Club Sports Director will contact Club Presidents during the fall semester for spring practice times.
 
Any space reserved within the Perry Field House for practice is at no cost to the Club during traditional Mon.-Thu. evening usage hours. If the club reserves space for a game, meet, or tournament within Perry Field House or the Student Recreation Center, the club is charged a discounted rate, based on the number of non-BGSU teams involved.
 
CLUB SPORT SCHEDULES
No club practice, game schedule, or tournament schedule is official until it has been approved by the Club Sports Director and/or the Office of Student Engagement.  
 
Clubs should contact opponents at least 3-5 days in advance of games to confirm game details. Any time a scheduled trip is canceled or rescheduled, the following people must be notified immediately:

• Representative from the Office of Student Engagement working with the Club
• Club Sports Director, Assistant Director or the Graduate Assistant

 
INJURIES DURING HOME EVENTS
For any injury incurred by the BGSU Club Sport, the safety officer is to complete an accident report and submit it to the Club Sports Office within 24 hours for weekday events or by Monday at 12pm Noon for weekend events.
 
For an injury incurred by a visiting Club Sport participant, an injury report must be filled out for major injuries. Major injuries are defined as injuries that require advanced medical care. Injury reports needed for visiting club sport athletes include, but are not limited to:

• Loss of consciousness
• Potential broken bones or open fractures
• Seizures, potential strokes, or cardiac arrests

 
If an ambulance is called or an injury that requires advanced medical care occurs, the Club Sports Director, Assistant Director or the Graduate Assistant must be notified as soon as possible. If an ambulance is needed, an injury report must be filled out no matter the institution of the individual club athlete. A safety officer, club president, EMT, or certified athletic trainer are the only ones able to complete the injury reports for any injured player(s), no matter the club they represent.
 
FACILITY USAGE
FACILITY CONTACTS

• Bill Switaj: Club Sports                                                                                                                             419.372.8045
• Patrick Nelson: Perry Fieldhouse and Outdoor Space                                                                         419.494.1606
• Jamie Baringer:  Ice Arena                                                                                                                        419-372-2264
• Dave Hollinger:  Student Recreation Center                                                                                          419-372-7477
• TBA:  Eppler Complex (ecfacility@bgsu.edu)                                                                                      419-372-2883
• Event Planning & Reservations: Stadium field and surrounding                                      419-372-2241 or 372-2941
• Facilities Grounds Dept. (maintain College Park field)                                                                       419-372-7650

 
OUTDOOR FACILITIES
All persons and organizations using University facilities are expected to leave the facilities in the same or better condition than they found them.  Contact appropriate grounds department to provide trash service.  Failure to leave premise in proper order may result in a financial penalty and/or loss of facility privileges.
 
Visiting teams or competitors may be permitted showering and dressing privileges with use of lockers and showers.  Locks and towels are not provided.  These privileges must be requested 5 days prior to the event and approved by the Club Sports Director and/or the proper facility director.  If the use of a facility is approved, only the specific facility designated by the facility director may be used.
 
No holes, ditches, or pits may be dug for any purpose.  Pop-up tents are allowed to be set-up provided they are properly weighted down. No other tents or other structures may be erected without the Club Sports Director permission.  The field is to be used as is unless prior authorization is given by the facility director. Any damage incurred must be paid for in full by the person or organization responsible for the activity.
 
Due to the expense, the time necessary to grow grass, and the "shared" use of most University field areas, weather and turf conditions become reasons for postponing or canceling scheduled activities.  Clubs are expected to use their best judgment when faced with hazardous or inclement weather.
 
Possession and/or consumption of alcoholic beverages is prohibited at all outdoor facilities and fields. All pets must be controlled and cleaned up after. Only the game of tennis is permitted to be played on all outdoor tennis courts. No form of wheeled transportation is allowed on the outdoor tennis courts. Willful destruction or abuse of University property may result in forfeiture of the outdoor facility and field use privileges and/or other University disciplinary action may be taken.
 
INDOOR FACILITIES
All persons and organizations using University facilities are expected to leave the facility in the same or better condition than it was when they arrived that day. If excessive maintenance services are required or if any damages occur, the organization or individual who was responsible for the activity shall be billed. All individual facility rules shall be followed by the club.
 
Smoking is prohibited in all areas including classrooms, swimming pools, gymnasiums, and all other activity areas. Possession or consumption of alcoholic beverages is prohibited in all University indoor sports facilities. Outside food and soft drinks, other than water, are not permitted in Recreation and Wellness facilities. Individuals and groups may not sell or provide food or drinks without prior authorization from the Club Sports Office or authorized facility manager.
 
Any footwear that marks or scuffs is prohibited in all activity areas, unless otherwise posted in writing.  Some activity areas require special footwear that must be worn. Spectators are permitted only in designated seating areas or the restroom facilities, and have no usage privileges. Animals are not permitted in any Recreation and Wellness facility unless their services are medically required and certified. Willful destruction or abuse of University property may result in the forfeiture of the facility use privileges and/or other University disciplinary action, if appropriate.
 
 
DEPARTMENT OF RECREATION AND WELLNESS FACILITY GUIDELINES:
Organizations that use the facilities assume responsibility for enforcing these regulations among members and guests of their organization. Failure to observe the following rules and regulations may result in financial penalties and/or forfeiture of the right to use Recreation and Wellness facilities. 
 
Perry Field House (PFH)
Meeting room requests should be made at least a week in advance to the Club Sports Office. Additional indoor practice space may be opened up after Intramural Sports registration has been completed. Any event requests for Perry Field House usage outside the M-R, 7p-12a period must be made to the Club Sports Director.
 
The PFH is available for teams with up-to-date paperwork, based on priorities for Club Sports that are in-season, competing for regional/national championships, and/or external rental group.

• Any sports club with a reserved space must either use the space as scheduled, or cancel their reservation by 3 pm the day of their reservation during the week or by 3 pm Friday for any weekend usage.
• If any club causes problems, fails to follow facility rules, or fails to cancel their reservation properly, sanctions and/or loss of PFH privileges may result.
• To access the Intramural/Club Sport cage, a PFH staff member must accompany the club member. 

 
Student Recreation Center (SRC)
Any Club Sport practice, event or game within the SRC must first be approved by the Facility Coordinator and submitted at least three weeks in advance of practice, event, or game. Club Sports are allowed to reserve only the following areas in the SRC for practices:

• Multi-purpose room
• Cooper Pool

 
Sandy Keefe Intramural Fields
For outdoor contests scheduled on the Intramural fields the same day as varsity soccer or football games:

• Any club games hosted on-campus on home football gamedays must start at least 3 hours in advance of the home football kickoff.
• On home varsity soccer days, club soccer must not be played at the same time as BGSU varsity matches.

 
FACILITY CANCELLATIONS
In the event of a change of schedule or failure to play, clubs must give advance notice of any facility cancellations to the respective facility coordinator. Clubs must follow each facility’s policy on how to give proper cancellation notification.
 
HEALTH, SAFETY, AND EMERGENCY PROCEDURES
CONCUSSIONS –
The Club Sports Director will provide all Safety Officers with a link to the NFHS Concussion training course and have their certification on file with the Club Sports Office. This certification lasts for one calendar year. Additionally, if their club is eligible for baseline concussion testing, that club must complete the baseline testing requirements as designated by the Club Sports Director.
 
Safety Officers have the ability to recommend that a Club Sport Athlete does not enter a game, but cannot stop a player from returning to the game. The decision to play/re-enter a game after a possible concussion has been sustained lies with:

1. The injured Club Sport athlete and/or;
2. A certified EMT or athletic trainer paid for by the Club

 
If a club sport athlete has a potential concussion, the Club Sports Office recommends they visit a medical professional for further examination and clearance to play again. However, the Club Sports Office does not require this for an athlete to return to play. It is up to the individual athlete to determine if they are able to return to play or not.  
 

BLOODBORNE PATHOGENS

Safety Officers, EMTs, or certified athletic trainers are required to handle all incidents that have the potential for bloodborne pathogens. “Universal Precautions” are guidelines for infection control are as follows:

• Be sure to use a barrier (latex gloves) before coming in contact with any body fluids.
• Be sure to use a biohazard kit when dealing with spilled fluids.
• After performing first aid with the presence of biohazards, be sure to place all infected material (including gloves, towels, etc.) in a biohazard bag and turn in to the nearest biohazard waste container.
• Immediately wash hands and exposed areas thoroughly with soap and water, even if you used gloves. 

BIOHAZARDS

In the event of a fecal, blood, or vomit contamination, the following procedures must be followed:

• Clear and close effected immediate area. Notify a Safety Officer and/or Recreation and Wellness facility staff.
• With gloves, remove the feces, blood, fluid or vomit and place in a sealed (tied off) biohazard bag. Dispose of bag in designated area as soon as possible, not in to a regular trashcan.
• Clean up the affected area with bleach and water solution or a designated power or spray solidifier mix found in a biohazard clean up kits.
• Any persons exposed to a biohazard must remove any contaminated clothing and wash thoroughly as soon as possible.

 
STATE AND LOCAL LAWS
All clubs are expected to abide by all Federal, State, and Local health and safety regulations and laws.  In addition, clubs are expected to be familiar with regulations and laws which might be relevant to their sport and conduct regular safety training for their Club Sport Athletes.
 
INSURANCE AND PHYSICAL EXAMS
Bowling Green State University and the Club Sports Office are not responsible for any injury or property loss incurred by a participant, instructor, volunteer, or coach in the club sports program. 
 
It is strongly recommended that all club sports members have an annual physical examination.  In addition, each participant is required to carry personal health and accident insurance through the University, their parents, or their own plan. In particular, participants should make sure their policy covers them during club sport travel, practice, competition, or other club-related activity. 
 
Individual Club Sports or National Associations may require medical insurance and/or annual physical exams as part of their criteria for membership. Other clubs may be required to provide insurance coverage on larger equipment/vehicles. All participants are required to sign a release before participating in any Club activity.
 
WEATHER AND CANCELLATIONS
All cancellation decisions should be based on facility playing conditions, weather forecasts, the safety and comfort of players, spectators, and officials, and the preservation of facilities for future use.  Anytime BGSU closes due to weather, any Club Sports activities are cancelled. If a club is traveling and their opposing school closes for the day, the club is not allowed to travel.
 
If a Club is hosting an event, the decision to delay or cancel the tournament rests with the site supervisor, the Club Sports Graduate Assistant, and/or the Club Sports Director or Assistant Director.
 
Under most circumstances, the following are recommended safety guidelines to follow during specific weather conditions:

• Tornado or Thunderstorm Watch                                            
  • Play with caution, or postpone play
• Tornado, Thunderstorm, Winter Storm, or Flood Warning
  • Cancel or Postpone Play and move to safe area immediately
• Lightning or thunder detected near the playing area           
  • Cancel or Postpone Play
  • Clubs must wait at least 30 minutes after last visible lightning to resume play

 
EMERGENCY TELEPHONE NUMBERS
Emergency                                                                                                    911
Bowling Green Fire and Ambulance Department                                419-353-5111
Campus Police                                                                                             419-372-2346
Bowling Green City Police                                                                        419-352-2571
Wood County Hospital                                                                              419-354-8900
       
The Perry Field House, Student Recreation Center, and Ice Arena all have qualified personnel to provide assistance in cases of emergency.  If club sport activities are taking place at another on-campus (Eppler Building, Memorial Hall, etc.) or off-campus facility (Carter Park, Maumee River, etc.), and an emergency situation arises, the emergency action plan for the specific facility must be followed.  If no written plan is available, please notify the Club Sports Office. 
 
The safety of everyone is of paramount importance.  All club sports programs involve inherent risks, and must be properly monitored. Club Sport athletes must be aware that involvement is entirely voluntary and personal insurance is the individual’s responsibility. It is the responsibility of each club to minimize the risk of injury at every club sport activities. 
 
TRAVEL REGULATIONS AND GUIDELINES
TRAVEL REQUEST PROCESS

1. The Treasurer fills out travel registration form and participant list through Presence.
2. Registration form is submitted to OCA at least 48 hours prior to travel.
3. Medical and liability forms for participants traveling are submitted.
   1. All medical and liability forms are stored in electronic formats through Presence. These forms are shared electronically with the BGSU Police Department in case of emergency.
4. The Office of Student Engagement reviews travel registration and determines whether an advisor/chaperone is required to accompany the students on the trip. The organization is notified if the trip is approved and/or if there are any issues with the travel plans or registration
5. Approximately 48 hours prior to the trip, Student Engagement staff assembles a travel binder including student liability forms.      
6. The Treasurers are notified that they can check the binder out from the OCA office. Student checks binder out from the OCA office 24 hours before travel.
7. At the completion of the trip, the Treasurer returns the travel binder to the OCA office within 48 hours.
8. Any non-emergency incidents such as discipline violations, minor injuries, etc. are to be reported to OCA and the organization advisor immediately on return.

 
TRAVEL BINDERS
After receiving approval for travel, the Treasurer is contacted by a Graduate Assistant from the Office of Student Engagement when their travel binder is ready. The binder contains information about travel process, useful trips about relevant methods of travel, emergency response quick-guides. It also contains trip related paperwork including registration, medical, and driver forms. It must be picked up from OCA at least 24 hours prior to trip and returned no later than 48 hours following the trip.  If returned after 48 hours, a $10/day fee is incurred to the Club Sports account.
 
PERMITTED VEHICLES & INSURANCE
Rental Vehicles
Drivers of Rental Vehicles only do NOT need to be approved by Risk management to drive rental vehicles Renting vehicles from University-approved rental car vendors is an accepted practice. Drivers must be at least 21 years of age when renting a vehicle using the BGSU Enterprise corporate contract.
 
If a club wants to use rental vehicles, they must call the local Enterprise and request a quote for the dates they are traveling. Once they have the quote, they must submit a payment request and the Club Sports Office will contact Enterprise to reserve the vehicles.
 
University Owned Vehicles
Drivers of University-Owned vehicles MUST be approved by Risk Management before operating vehicles. Only licensed drivers who are at least 18 years of age may drive a car or minivan. Operation of a University owned vehicle with more than 8 seats is prohibited for student organizations.
 
Personal Vehicles
Drivers of personal vehicles for university business do NOT need to be approved drivers with Risk Management to drive. The use of personal vehicles is strongly discouraged because the institution lacks control over the condition, maintenance, and insurance coverage on personal vehicles.
 
Large Passenger Vans
Because large passenger vans pose a special risk, students are prohibited from driving or riding in a vehicle with more than eight seats unless permission is granted by the Office of Student Engagement (or designee). Those designed to carry 8 or more passengers must complete the Van Driver Safety training program one time to become approved to drive passenger vans. To register for the training, complete the Driving Application for BGSU employees, students, or nonemployees. Drivers of rented passenger vans must be at least 21 years of age.
 
 
 
Insurance
When using University owned or rented vehicles, the University provides all necessary liability and physical damage coverage.  Renting a vehicle using the BGSU Enterprise corporate contract, renters may DECLINE the optional insurance as it is included in the negotiated rental rate. Renting from any other rental company, renters should ACCEPT the optional collision and liability insurance. Personal vehicle owners are expected to carry automobile liability insurance in an amount sufficient to cover any damage or liability loss and be responsible for the payment of their own deductible including the defense of any claim. The University is unable to reimburse vehicle owners for accident-related repairs/ deductible payment.
 
DRIVER REQUIREMENTS
Drivers must obey all traffic laws including seat-belt use. If failure to obey traffic laws results in a ticket, the driver is responsible for any fines or parking tickets. The University is not responsible for loss/damage to personal belongings of employees or students inside vehicles.
 
INCLEMENT WEATHER
When planning the travel route, check the forecast to see if inclement weather is predicted. Suring inclement weather, travel safety should follow guidelines set forth by the National Weather Service. Drivers should contact local law enforcement and the BGSU Police Department to determine the best course of action based on driving conditions. During inclement weather drivers are to use extreme caution.
 
When driving in treacherous weather and conditions are deemed dangerous or unsafe, immediately cease all travel and find the nearest shelter or hotel. The University will defray the cost of an overnight stay if unexpected bad weather impedes the safe return to campus. Permission to seek extended stays due to weather conditions must be approved by the BGSU Police Department or the Club Sports Office. If an overnight stay is needed, please contact the BGSU Police Department.
 
ABSENCE LETTERS
If a Club Sport would like an absence letter, they must submit a request to the Club Sports Director at least 10 days in advance from their travel departure date. The letters of absence for all Clubs must include a full roster of students traveling, their BGSU Student ID Numbers and email. This letter can be presented to faculty, explaining that students are participating in a club-sponsored activity, representing BGSU.  The final decision comes from the individual professor if the Club Sport Athlete is excused or not.
 
HOTEL RESERVATIONS
If a Club is staying overnight at a hotel, the Treasurer must call the hotel and place a hold on the amount of rooms required at least two and a half weeks from the date of travel using a personal credit card. The Treasurer is not allowed to use any third party booking websites (i.e. Booking.com, Kayak, Expedia, etc). The trip coordinator then submits a payment request with all the correct information and the Office of Student Engagement will contact the hotel to complete the payment.
 
FUNDING
Student organizations interested in requesting University funding or accessing funds in a University account are required to have their president, treasurer, and advisor participate in and complete annual training. The president, treasurer, and advisor will understand and comply with University policies related to initiating contracts. Expenses incurred on-campus (e.g., Bookstore or BGSU Dining charges) must be directly billed to the organization and submitted to Campus Activities.  All other expenses, including travel arrangements, must be submitted for processing in advance to Campus Activities, and the staff will coordinate the payment process. 


All funds allocated to the organization from University controlled sources (SOAB Funding, Foundation Accounts, etc.) must be maintained in a University account and spent in accordance with University policies and procedures.
Recognized student organizations with non-University allocated funds (i.e., agency or revenue dollars) in a University account may request one pre-loaded debit card.  The use of debit cards must comply with all University policies and procedures. Each transaction must be reconciled with the Office of Student Engagement (SOAB).  Failure to adhere to these expectations will result in the student organization forfeiting its right to have a debit card. Student organizations are not allowed to use any derivation of the University name related to external banking relationships. An organization shall not exist to provide access to campus resources for external entities, sell goods or provide services for commercial enterprises, or for the private financial gain of any of its individual members or advisors. Organization members shall have the right to know how their money is being spent. The treasurer should keep detailed financial records and make them available to members, the advisor(s) Student Engagement, as well as local, state, and federal officials upon request. All records associated with University fund allocations and expenses are available for public inspection as required by state law. Organizations must pay all debts incurred in the name of the organization within 60 days.
 
STUDENT BUDGET COMMITTEE FUNDING REQUESTS AND ACCOUNTS
See the website for updated information…
 
INCOME AND FUNDRAISING
Fundraising is encouraged within the guidelines for solicitation set down by the Office of Student Engagement.  A variety of fund-raising activities exist, but their success depends on the planning and organization of the fund-raiser, and subsequently the consistent dedication and effort of club members working together.  Clubs are not permitted to host fundraisers that serve alcohol.
 
Some fundraising options include, but are not limited to the following:
Annual/Semester Dues
Dues are individual payments established by each club individually and are considered income.  All dues must be documented and recorded by each club.  The cost /coverage of the dues must be explained in each Club Sport’s constitution.
 
Falcon Funded: BGSU’s Crowdfunding service can be used in a variety of capacities, including, but not limited to, funding for research projects, scholarships, specialized equipment, service projects, student organization trips, athletic department projects and more. Falcon Funded is administered by University Advancement using the Scale Funder platform (see important links sections for more information).
 
COLLABORATIONS AND CO-SPONSORSHIPS
Student organizations are encouraged to work collaboratively and form partnerships with other student organizations and University departments.
 
Student organizations may intentionally seek co-sponsorships from other organizations and/or departments; however, blanket solicitation is not permitted. Blanket solicitation includes sending out generic co-sponsorship letters to departments and organizations.
 
Co-sponsorships are permitted when the student organization and/or department being asked for co-sponsorship has:

• a significant role in the planning of the event;
• the program is identified as an annual department or organization goal or strategy, or
• the mission complements the mission of the organization.

 
When co-sponsoring an initiative with other organizations or departments, an official written agreement is highly encouraged. Such agreement should outline the terms of the collaboration as well as the expectations for all parties.
 
Sponsorships:  Approval is required from the Club Sports Office and the Office of Student Engagement before any sponsorship agreement is agreed upon. This includes any sponsorship associated with printed uniforms, banners, or equipment; commercial endorsements via radio, television, or print media; or the provision of other goods or services to any club by any external party. 
 
BGSU Logo/Trademark/Sponsor on apparel or printed literature: 

• All orders must first be approved by the Club Sports Office
• All orders must meet the marketing and branding standards as stated below

 
Donations and Gifts: Parents, alumni, and friends of the University may be a good source of income for any club, but all such campaigns must be approved and coordinated by the Club Sports Office.  Individuals wishing to contribute to a club’s BGSU “Foundation Account” (for tax deduction purposes) must write a check with the name and gender of the club.  
 
Tournament/ Event Admission Fees:  For on-campus club events, income from entry fees must have prior written approval by the Club Sports Director or the Office of Student Engagement.  Fees must be documented and recorded by each club.
 
CONTRACTS
Authority to obligate the University by contract in all matters relating to recognized student organizations lies solely with the Division of Student Affairs. All contracts involving recognized student organizations’ funds managed by the University must be submitted to the Office of Student Engagement no later than 4 weeks prior to the event or contracted date, for signature by the Vice President for Student Engagement (or designee) after approval from the University’s General Counsel (if applicable). The Vice President for Student Engagement (or designee) is the ONLY person who can sign contracts for recognized student organizations. This review is established for the protection of the organization, its officers and members, and the University.  Some service providers may not be eligible for use by student organizations because of existing contractual relationships the University has with other vendors. 
To expedite the contract review and signature process, all student organizations must use the approved Performance/Service Agreement Template provided by the Office of Student Engagement. The Vice President for Student Engagement (or designee) must pre-approve the use of any contract that differs from this template.  
Note, to enter into any agreement, Student Engagement requires that a student organization be able to financially cover the cost of any contract without relying on projected revenue (e.g., ticket sales).  A student organization might consider co-sponsorship with another organization to secure needed funds.  
 
MARKETING & BRANDING
UNIFORMS AND APPAREL BRANDING
Any Club ordering apparel, jerseys, or equipment must get approval from the BGSU Athletic Department and Office of Club Sports before placing the order. All orders must go through Erin Whittaker, the BSN Sports Representative with BGSU Athletics. All designs must have the word “Club” somewhere on the design and must meet the licensing requirements for student organizations (see important links sections for more information).
 
ON-CAMPUS RESOURCES
The Club Sports Office may assist clubs in publicizing club events as needed.  Each club is encouraged to take advantage of the numerous sources of on-campus media vehicles including campus update, the BGSU Club Sports social media outlets, and options available in the Bowen-Thompson Student Union. 
 
RECREATION & WELLNESS
Flyers and posters can be displayed around the Student Recreation Center and Perry Field House for upcoming tryouts, games, and fundraisers. Must be first approved by the Club Sports Director and the Facility Director. The Club must take down all flyers within 2 days of the event’s completion.
 
CAMPUS AND ALL OTHER DISPLAYS
All posters, flyers, and other printed materials must clearly identify the group as a club, so as to avoid confusion with varsity teams.  Violators may be subject to financial, facility, and clean-up penalties, as well as a loss of artistic freedom in future publicity design.
 
SUPPORT SERVICES PROVIDED
CLUB SPORTS MAILING
Each club is has access for mailing to Room 130 of the Perry Field House. Faxes may be received and sent for clubs in the Club Sports Office.  All club mailings sent through University mail must be identified with the name of the club on the envelope.
Incoming mail may be directed to:
______ Club (specify sport and gender)
130 Perry Field House
Bowling Green State University
801 North Mercer Road
Bowling Green, Ohio 43403  
 
CLUB SPORTS FORMS 
All required club sports paperwork and appropriate numbers of copies are supplied to each club by the Club Sports Office in either paper form or through the portal designated by Campus Activities. Documents may be submitted through or into the Club Sports Office on or before the due date.If copies are needed, see Club Sports staff.
 
24 HOUR DROP BOX
Outside of normal Club Sports Office hours, clubs are able to drop off paperwork in the mail slot to the right of the Club Sports Office door.
 
ASSISTANCE IN SCHEDULING FACILITIES
Facility scheduling assistance may be sought from the Club Sports Director and Assistant Director.All clubs are encouraged to discuss upcoming facility/outdoor/indoor space availability prior to scheduling home matches.
 
PROVIDING MONTHLY SCHEDULES
A composite schedule is produced each month, detailing the practice and game activities (Monday through Sunday) of all clubs actively practicing.Club members are expected to provide timely information and game schedules to the SC Office for the monthly schedules.
 
EQUIPMENT STORAGE: 
Space may be available for some clubs in the Intramurals/Clubs cage within Perry Field House. The Club Sports Director or Graduate Assistant must approve storage and assist in placing materials in cages.
 
ALUMNI LISTS
For clubs wanting to track down previous members, or start mailing lists for fundraising reasons, the Club Sports Office may have some previous team rosters on file.
 
FOOD PREPARATION AND DISTRIBUTION ASSISTANCE
If providing food or drinks at an event, all clubs must meet the BGSU University Food Service Policy. The link can be found in the appendix.
 
MINORS ON CAMPUS
Any Club Sport bringing minors on campus for any purpose must be in accordance with the University’s Minors on Campus policy. See the important links section for the policy. Any questions can be directed to the Club Sports Director.
 
 
IMPORTANT LINKS

• BGSU Hazing Policy
• BGSU Alcohol & Drug Policy
• Falcon Funded
• Student Organization Licensing & Branding
• Student Organization Constitution Checklist
• Student Organization Recommended Constitution Structure

 

• BGSU Volunteer Procedures
• BGSU Volunteer Agreement
• BGSU Food Service Policy
• BGSU Minors On Campus