Table of Contents
Important Contact Information
Introduction
Club Sports Administration and Leadership
Club Sport Council
Club Leadership Opportunities
Membership and Eligibility Requirements
Process for Attaining Active Status
Advisors
Coaches and Instructors
Insurance, Risk and Responsibility
Liability Waiver
Risk Management
Head Injury Policy
Concussion Information
Emergency Contact
Transportation
Finances
Equipment
Practice Request and Facility Reservation
Scheduling
Officials, Referees and Judges
Off-season Responsibilities of Officers
Conduct
Syracuse University Anti-Hazing Policy
Trademark and Licensing
Sales and Solicitations
Donations
Academic Responsibilities
Important Contact Information
Club Sports Administrative Team
Pete Way, Director for Competitive Club Sports
Chris Jones, Assistant Director for Competitive Club Sports
Maiya Turner, Competitive Club Sports Coordinator
Anthony Ortega, Competitive Club Sports Coordinator
Introduction
Welcome to the Club Sports at Syracuse University. Club Sports provides opportunities for students to participate in a wide variety of recreational and competitive activities in an inclusive environment. Club Sports are registered student organizations formed by individuals with a common interest in a sport or activity. Club Sports are organized and operated by students under the administrative supervision of the Competitive Club Sports unit.
The key to success for Club Sports is student leadership, interest, involvement, and participation. Clubs may be instructional, recreational, competitive, or a combination of all three. Characterized as being student- initiated, student-managed, and student-led, the structure of Club Sports allows students the opportunity to enhance transferable skills such as leadership, collaboration, organization, communication, and decision- making. Club Sports are governed by the rules and regulations established for student organizations and Syracuse University.
We hope that through your involvement as a club officer and participant you will have the opportunity to gain and enhance competence in your chosen sport or activity while also developing other valuable leadership and management skills. If at any time the Competitive Club Sports staff team can be of assistance to you, or you wish to share any comments, questions, or concerns regarding Club Sports, please do not hesitate to contact us, or stop by and see us in the Women’s Building, Suite 204.
This Club Sports Handbook contains policies and guidelines to be followed by all Club Sports. This handbook will serve as a guide to assist club officers and participants in the daily management and operation of their respective clubs.
Club Sports Administration and Leadership
Competitive Club Sports consists of full-time professional staff members to support Club Sports and all their activities. The Club Sports Administrative Team is comprised of the Director for Clubs Sports, Assistant Director, two Club Sports Coordinators, and the Club Sports Athletic Trainer. The Club Sports Administrative Team is available to assist clubs in implementing sound safety and risk management practices; managing funds and accounts; facilitating arrangements for travel, competitions, and special events; ensuring that all university and program procedures are followed; and providing and tracking compliance.
Club Sports Council
The Club Sports Council is a monthly gathering of officers from each of the recognized Club Sports. Monthly meetings will be centered on discussing successes and challenges clubs are experiencing and idea sharing.
Clubs are required to send at least one officer or representative to the council meetings. Meetings will be moderated by the Club Sports Administrative Team.
Club Leadership Opportunities
The level of accomplishment of each club will be a direct result of its leaders’ efforts and the participation of its members. Students are given the opportunity to become directly involved with the administration and supervision of their organization. Each club must elect, appoint, or designate a minimum four student officers, which must include a President and Treasurer.
Club officers should be prepared to devote time and energy toward developing the organization and assuring its continuity. Responsibilities include, but are not limited to:
- Completing officer training and attending all other required training, meetings, and events.
- Conducting club meetings/practice sessions and providing daily management such as reserving facilities for practice and/or competition, planning fundraisers, etc.
- Coordinating all club activities (schedules, travel, inventories, fundraising) with the Club Sports Administrative Team.
- Developing and implementing orientation for all new club officers.
- Ensuring all members have completed the required training, participation waivers, and are cleared by Club Sports Administrative Team before allowing any individuals to participate in club activities.
- Ensuring club activities are conducted safely and in accordance with program risk management protocols.
- Ensuring that all club financial obligations are met and that a club does not exceed its annual budgeted spending.
- Ensuring timely completion of registration forms, facility request forms, travel forms, and other forms.
- Participating in Club Sports is a privilege and benefit of academic success. All Club Sports athletes are encouraged to maintain a 2.0 GPA for continued participation. Athletes that exhibit poor academic participation may be referred to tutor programs.
- Athletes should be aware of their governing body’s academic requirement for participation in events.
- Maintaining accurate club rosters.
- Maintaining complete equipment inventory records and updating the club’s inventory when requested by the Club Sports Administrative Team.
- Registering the club with the Competitive Clubs Sports unit each fall. This also registers your club as a student organization.
- Reporting any injury or incident that occurs at club practices or competitions to the Club Sports Administrative Team within twenty-four hours, and completing the Accident/Incident report.
- Reporting major accidents/injuries immediately to the Club Sports Administrative Team
- Serving as a liaison between club members and the Club Sports Administrative Team and maintaining appropriate communication throughout the year.
- Submitting all required financial and administrative forms complete and on time.
- Understanding and abiding by university guidelines, policies, and procedures. Informing club members of such policies, procedures, expectations, emergency procedures and other regulations.
Please note: Officers’ responsibilities may include other tasks and duties in addition to those listed above.
Membership and Eligibility Requirements
Only students at Syracuse University and SUNY College of Environmental Science and Forestry (SUNY ESF) are eligible to become a member of a club sport. Each club will determine its own membership in accordance with university and program policies. Membership and participation in all club sports must be open to all students regardless of age, color, ethnic or national origin, disability, marital status, political or social affiliation, race, religion, sex, or sexual orientation. Although clubs prefer not to limit the number of members allowed to join their ranks, it is recognized that only a certain number can realistically participate in practice and/or competition.
Clubs may not charge fees for individuals to tryout. If teams utilize tryouts to select team members, all players must tryout, including returning players. Each club must determine a fair and equitable method for accommodating members' needs for participation in practice and competition. Not all club members may be eligible to compete.
Each club is responsible for knowing its own association/league regulations and for ensuring that it is meeting those regulations. In addition, some clubs may not accept new members beyond an established date. Clubs may conduct up to two tryout sessions with all individuals having signed participation waivers. Participants that are selected for the club must complete all required training before participating in club practices.
Process for Attaining Active Status
Returning Clubs
Please note that registration as a club sport is a privilege and Competitive Club Sports unit reserves the right to revoke an organization’s registration status at any time.
Clubs
Officers
- Complete University required trainings for alcohol and sexual assault prevention
- Complete Online ImPACT Concussion Testing (High Risk teams only)
- Complete Online Concussion Education Training
- Submit signed Individual Club Sport Participation Waiver
- Attend mandatory Club Officer Organizational Meeting
Coaches
- New
- Submit resume
- Complete screening/interview with Club Sports Administrative Team
- Complete Human Resources Staff Online Trainings
- Complete Human Resources Background Check
- Submit signed Coaches Agreement
- Review Club Sports Handbook
- Complete Online Concussion Education Training
- Semester Meeting with Coaches
- Returning
- Submit signed Coaches Agreement
- Review Club Sports Handbook
- Complete Online Concussion Education Training
- Semester Meeting with Coaches
Members
- Complete University required trainings for alcohol and sexual assault prevention
- Complete Online ImPACT Concussion Testing (High Risk teams only)
- Complete Online Concussion Education Training
- Review Club Sports Handbook
- Submit signed Individual Club Sports Participation Waiver
Note: Club members need to be cleared individually by the Club Sports Administrative Team to become active and eligible to practice and compete. The Club Sports Administrative Team along with the Athletic Trainer have the right to restrict participation on a Club Sport team if it poses a threat to the individuals health and safety,
Advisors
Each club must have a faculty or staff advisor of their own choosing. Some advisors play highly active roles: attending meetings, working with student officers, and assisting in program planning and development.
Ideally, advisors will maintain some regular contact with the club. An advisor accepts responsibility for
staying informed regarding activities of the organization and for advising officers of the organization on the appropriateness and general merits of policies and activities. However, advisors are not responsible for the actions or policies of student organizations; students are solely responsible.
Basic Advisor Expectations
- Assist club but do not dictate the Club Sport’s activities. Advisors should be frank; however, in offering ideas, considerations, or group discussion topics.
- Assist in orienting new officers and developing the leadership skills of members.
- Attend some events of the club throughout the year.
- Be aware of the goals and directions of the club.
- Encourage members to fully participate, assume appropriate responsibility for activities, and maintain a balance between academic activities and extracurricular commitments.
- Ensure the club's compliance with University policies and procedures.
- Provide continuity within the club from year to year. They should be familiar with the constitution and bylaws.
- Recognize and support participation in Club Sports for its contribution to the educational and personal development of students.
- Stay well informed about the plans of the club.
- The voluntary association between an advisor and a club sport should continue as long as both parties believe the relationship is productive and mutually satisfying.
Coaches and Instructors
Each club may identify one or more volunteer coaches or instructors to assist with practice and competition. Coaches and instructors must abide by the following guidelines:
- Prospective coach/instructor must submit a coaching resume.
- All coach/instructors must be vetted and approved by the Assistant Director for Sport Programs.
- All coaches/instructors must complete mandatory Club Sports training including sexual harassment and Title IX training.
- All coaches/instructors must undergo a University background check prior to approval.
- Club officers must provide the Assistant Director of Sport Programs with the prospective coach/instructor email address to get necessary Human Resources background check forms sent electronically.
- Coach/instructor must sign a Volunteer Coach/Instructor Agreement.
- Coaches/instructors are not representatives of Syracuse University and may not sign contracts or agreements nor facilitate contracts or agreements on behalf of the University or club.
- Coaches/instructors should help to always ensure good sporting behavior. Club members and coaches/instructors should conduct themselves in a manner that does not detract from the reputation of Syracuse University.
- Participation in Club Sports is completely voluntary. Monetary rewards or scholarships shall not be promised to any student-athlete or prospective student-athlete by the coach/instructor, any “friend of” organization or program booster.
- The coach/instructor has an obligation to protect the safety of club members and should ensure steps are taken to reduce the risk of injury.
- The coach/instructor is a volunteer position. The University will not pay for such services, nor will it extend any benefits to the individual.
- The coach/instructor may attend league organization meetings when club officers are unable to attend. This must be approved by the Assistant Director of Sport Programs.
- The coach/instructor must restrict their involvement with the club to teaching/coaching and should refrain from activities involved in the club’s management as discussed in the Club Officer Training Session. Club officers, NOT the coach/instructor, must serve as the liaison between the club and the Club Sports Administrative Team.
- The coach/instructor shall be aware of and follow all Syracuse University policies and procedures relative to Club Sports.
- The utilization of a non-student coach/instructor is subject to the approval of the Assistant Director of Sport Programs.
- Coaches must understand and accept the philosophy and policies of Club Sports and be aware that club officers and members, the Club Sports Advisory Board, and the Club Sports Administrative Team have the authority to terminate any relationship with the club.
Insurance, Risk, and Responsibility
Each Club Sports player assumes responsibility for their health. It is recommended that all individuals who intend to participate should, for their own protection, have a physical examination before participating. In addition, clubs may sign out a first aid kit.
The university assumes no liability for accidents or injuries incurred in connection with participation in Club Sports. Syracuse University DOES NOT provide insurance coverage for accidents or illness incurred while participating in Club Sports. It is recommended that everyone secure their own insurance policy. Every University student is required by University policy to carry appropriate health insurance.
In the event of an injury, a club officer must complete an Accident Report found online and submit it to the Club Sport Athletic Trainer immediately following an incident occurring on- or off-campus.
Liability Waiver (please read carefully)
All participants in Club Sports are exposed to the possibility of physical injury including death and disability due to the nature of these activities. Each participant accepts the risk and responsibility as their own by choosing to participate in these activities. By so participating, each participant waives and releases any and all rights and claims for damages that the participant or his/her heirs or successors may have against Syracuse University or its personnel arising out of or resulting from the participant's participation in Club Sports except to the extent caused by negligence of Syracuse University or its personnel.
Risk Management
To provide a safe and positive recreational experience for all participants, it is necessary to try and prevent accidents and injuries before they happen. It is strongly recommended that every club sport develops, implements, and practices the following safety policies.
- Become familiar with accident and liability insurance available through the national association governing your sport and the University. Remember, participation in Club Sports is strictly voluntary. Medical insurance is the responsibility of club participants.
- Develop and practice safety guidelines relevant to your sport as established by your certifying agency.
- Encourage all members of your organization to carry personal health insurance.
- Encourage all members of your club sport to have a physical examination or appropriate activity testing prior to participation in club activities.
- Have at least two First Aid and CPR/AED certified members available at club practices, games, etc. Certified athletic trainers are suggested for all home/away competitions. This should be coordinated at least two weeks in advance.
- Inspect fields and facilities prior to every practice session, game, or special event. Report any unsafe conditions to the Assistant Director of Club Sports immediately. If at an off-campus site, report the condition to the proper managing authority. Do not use facilities if they are unsafe.
- Know safe procedures for blood borne pathogen issues.
- Review the club’s emergency procedures with the Club Sports Athletic Trainer.
- Club Sports officers, club members, volunteer coaches and instructors should emphasize safety during all club related activities as per university and club association guidelines.
- Club Sports safety officers must submit an accident report for injuries that occur to club members during on- or off-campus practice or competition. These reports must be submitted to the Athletic Trainer within 24 hours after each occurrence. A link to accident forms can be found on IMLeagues in the “Forms” section.
- Reports are also required for injuries that occur to visiting club members during on- or off- campus home competitions.
- Any injury resulting in a muscle strain, ligament sprain or worse requires follow-up with the Barnes Center at the Arch Athletic Trainer and clearance to return to participation.
- The Club Sports Administrative Team will work with clubs to coordinate athletic training services for home competitions for high-risk sports.
Note: All participation in Club Sports is strictly voluntary. Participants are responsible for their own medical insurance. Syracuse University and the Barnes Center at The Arch are not responsible for any injury or property loss incurred by participants while involved in any Club Sports.
Head Injury Policy
This policy is in addition to any rules imposed by your league and/or association. This policy will not be superseded by any league or association rule(s) regarding head injuries. In some instances, a league or association rule may call for a lengthier absence from competition after a head injury. Please review the following policies:
- All club members are required to read the concussion information handout and complete the online concussion training quiz on the IMLeagues website.
- All new Club Sports members competing in a high-risk sport (including volleyball) are required to take an online baseline concussion test through ImPACT, along with anyone that has sustained a
concussion within the past year. Any other teams or participants who would like a baseline test are able to request one.
- Accident reports are submitted online to the Club Sport Athletic Trainer for all injuries, including individuals that may display concussion symptoms.
- Any player displaying concussion signs and symptoms must immediately stop participation.
- Players with a suspected concussion are directed to go to the Barnes Center at The Arch Athletic Trainer who will then refer them to a physician after the initial examination.
- Players diagnosed with a concussion need to provide medical clearance documentation from a medical provider to the Club Sports Athletic Trainer to begin the return to play protocol.
- Players may not return to practice or competition prior to acknowledgement by the Barnes Center at The Arch Athletic Trainer and receipt of medical clearance from a medical provider is obtained.
- After a player has given proof of medical clearance, they must complete the mandatory return to play protocol with the Barnes Center Athletic Trainer.
- If an athlete returns to participation before completing all necessary steps in the return to play protocol the team will be sanctioned.
Concussion Information (Add to EAP, not Handbook)
What Should I Do If I Think I Have a Concussion?
- Report it: Tell your athletic trainer, coach, or captain. Never ignore a blow to the head or concussion symptoms.
- Also, tell your athletic trainer, coach, or captain if one of your teammates might have a concussion.
- Get checked out: Your athletic trainer or health care professional can tell you if you have had a concussion and when you are cleared to return to play. After assessment by the athletic trainer, if a concussion is suspected, players will be referred to a physician for follow-up.
- Rest: Due to brain vulnerability after a concussion, an athlete may be more likely to suffer another concussion while symptomatic from the first one. In rare cases, repeat head trauma can result in brain swelling, permanent brain damage or even death. Continuing to play after a concussion increases the chance of sustaining other injuries too, not just concussion.
- Clearance: Once an individual is symptom free for 24 hours, they will be able to return to the physician and receive a clearance note to begin the return to play protocol. Once the student athlete gives proof of clearance to the Assistant Director for Sport Programs and the Barnes Center Athletic Trainer, they will begin the return to play protocol overseen by the Barnes center athletic trainer. It is better to miss one game than the whole season. When in doubt, get checked out. For more information and resources, visit the NCAA Well-Being (ncaa.org/health-and-safety) and the CDC (Centers for Disease Control) (cdc.gov/headsup).
- To obtain class accommodations, you must set up an appointment with a healthcare provider in the Barnes Center at the Arch Health Center, or set up an appointment with Student Outreach and Retention (SOaR)
Emergency Contact
Each club sport member is required to provide Emergency Contact information. This information will allow the Director of Club Sports to notify the correct individual in an emergency. Club officers must submit a completed roster with all club members’ information, located on syracuse.edu/BeWell. Members who join clubs after the academic year starts must provide this information before their participation and notify the Club Sports Administrative Team.
Transportation
It is the policy of Syracuse University that funds will not be allocated to clubs for transportation. All transportation costs for vehicle rental and usage, fuel, and overnight accommodations will be the responsibility of each individual club. The University may provide some assistance to clubs who travel for regional and/or national competition if funds are available. Insurance coverage for non-university vehicles or their drivers and passengers will not be provided. Each club is required to complete a Travel Form, located on IMLeagues, the Monday prior to traveling to an off-campus event.
Large Vans
When large passenger vans are utilized for any form of travel, the following guidelines apply:
- Seatbelts should be always used by all passengers regardless of seating location and, in addition, they must comply with applicable state laws.
- All drivers must have safe driving records and fill out a Vehicle Driver Form located on IMLeagues. Experience driving vans or similar vehicles is strongly preferred.
- Whenever possible, drivers should be experienced, non-student adults. If it is necessary for students to drive, they should, whenever possible, be:
- Non-participants (i.e., non-competing team members, coach, manager, statisticians, etc.)
- 21 years of age or older
- Under no circumstances may a driver less than 18 years of age be assigned.
- Single day total driving mileage per van should not exceed five (5) hours (about 250 miles). Rest stops and rotation of drivers about every two hours are strongly encouraged. For example:
- Van travels up to two-and-a-half (2.5) hours (about 125 miles) to the site of competition and then returns, same day. (Fresh, alert, non-fatigued persons should drive on the way home.)
- Van travels up to five (5) hours (about 250 miles) to the site of competition, team stays overnight and returns the following day. (Rotate drivers every 2 hours.)
- The loading of luggage racks on top of these vehicles is strongly discouraged due to the increased roll- over risk.
- There is no driving between midnight and 6 a.m.
All Other Vehicles
When vehicles other than large passenger vans are utilized for any form of travel, the following guidelines apply:
- A valid driver’s license is required for each driver and must adhere to all applicable local, state, and federal laws
- There is no driving between midnight and 6 a.m.
- Seatbelts should be always used by all passengers regardless of seating location and, in addition, they must comply with applicable state laws.
- All drivers must have safe driving records and fill out a Vehicle Driver Form located on IMLeagues. Experience driving vans or similar vehicles is strongly preferred.
- Whenever possible, drivers should be experienced adults (approved team/group personnel). If it is necessary for students to drive, they should, whenever possible, be:
- Non-participants (e.g., non-competing team members, manager, statisticians, etc.)
- 21 years of age or older
- Under no circumstances may a driver less than 18 years of age be assigned.
- Single day total driving mileage should not exceed ten (10) hours or 600 miles.
- An individual may not drive more than four (4) hours in a day.
- Drivers should be rotated every two (2) hours.
- A rest stop of 15 minutes (taken all together) for every two (2) hours of driving is strongly recommended.
- Immediately following a competition (same day), a competing individual may not drive more than two (2) hours, and the team may not drive/travel more than five (5) hours or 300 miles.
- Rotate drivers every two (2) hours or less.
Finances
Each recognized Club Sport is eligible to receive financial support from Competitive Club Sports unit through the Co-Curricular Fee. Financial support may be provided for the following:
- Events (tournaments, games, entry fees, etc.)
- Facility rental
- Non-personal equipment purchases and repair
- Officials' fees
- Organization/League Dues
- Uniforms that remain with the University
The members of each club share in the financial support of their club through the payment of annual individual dues and fundraising projects. This helps to subsidize additional expenses not covered by Club Sports allocations. Clubs must comply with the following to become eligible to receive funding:
- The club must be a registered club sport no later than September 30.
- Club officers must meet with the Club Sports Administrative Team to determine funds allocated to that group for that academic year.
- Clubs receiving funding for equipment must provide specific information on each item requested for purchase, including the name of the vendor.
- Clubs are responsible for submitting a budget request for the following academic year through the IMLeagues Budget request Form.
- Annual budget request information is given to club representatives in January.
- Individual appointments may be scheduled with the Club Sports Administrative Team to discuss budget request guidelines and questions regarding the budget process.
- Clubs inactive for one or more years and new clubs serve a probationary period of one academic year before being eligible to participate in the annual budget allocation process.
- Limited funds are available to new or reinstated clubs during their return or first year of operation.
- Clubs must use funds specifically for which they were allocated. Payment for tournament entry fees, league membership fees, and facility rental fees must be accompanied by an invoice and Expenditure of Funds Form located on IMLeagues. Students will not be reimbursed for payments made for club activities.
Club Sports Budget Request
Budget requests must be a typed document and include a presentation to submitted electronically to the Assistant Director for Sport Programs in March. The information below is an example of what should be included in the budget request.
Brief Description:
- Purpose of the club
- The number of years the club has been active
- League, regional, and/or national organization affiliation
- Fall and Spring semester club highlights
- Breakdown of club membership (undergraduates, graduates)
Sources of Income:
- Dues collected
- Out-of-pocket costs (personal equipment, travel, meals, etc.)
- Fundraisers (t-shirt sales, income from hosting a tournament, etc.)
- Donations
Itemized Request (listed in order of priority):
- Item (please be specific)
- Cost
- Total requested
- Rationale for each item requested
Fundable Items:
- Club equipment that will remain property of Syracuse University
- Club uniforms that will remain property of Syracuse University
- Facility Rental/Supervisor Fees
- Medical and Safety Personnel for home competition
- Organization/League Dues
- Referee/Judge Fees
- Tournament Entry Fees (home and away)
Equipment
Non-fundable Items:
- Accommodations
- Coaching Fees
- First Aid Kit
- Gas and Tolls
- Meals
- Promotional Items
- Stationery
- Telephone
- Trophies
- Vehicle Rental
- Website Fees
Clubs are eligible to receive funding for equipment. Equipment funded through the budget process is property of Syracuse University and is governed by a check-out system. Club representatives should become familiar with the following check-out system:
- All equipment that is purchased for club use as an approved budget item becomes available for use only by the club for which it was purchased.
- Club equipment cannot be utilized for personal use.
- Upon receipt of the equipment, the club becomes responsible for its maintenance and care.
- The university retains ownership of the equipment, and the club is responsible for lost, damaged, or stolen equipment.
- All Club Sports items that are checked out by a club representative must be returned prior to the end of the academic year for summer storage. Arrangements will be made for clubs active during the summer and those with their own storage space.
- Club members who sign out uniforms are responsible for their proper return.
- Any equipment damaged or not returned may be charged against the club. Any remaining funds allocated for the club will be frozen until the proper equipment is returned or will be used to purchase replacement equipment. If the club has expended all its allocated funds for that fiscal year, the funds to replace the equipment will be taken from the following years' allocation.
- Uniforms not returned will be charged through collections against the club member who signed them out.
- The Assistant Director of Sport Programs may suspend all club activity until all equipment is returned and can place individuals on the stop list with a bursar hold.
- Any team utilizing helmets or chest coverings will need to meet with the Barnes Center Athletic Trainer to discuss emergency action plan procedures regarding removal of such equipment.
Practice Request and Facility Reservation
Clubs must submit a Practice Request Form for the use of athletic facilities (Coyne Field, Skytop Turf, Upper Hookway, and Manley Field House) on IMLeagues to conduct practices and competitions.
Clubs that wish to host a special event (competition, tournament, show, etc.) in any Recreation facility (Barnes Center at The Arch, Flanagan Gymnasium, Women’s Building, etc.) must complete a
Facility Reservation request, in the
Wellness Portal (mywellness.syr.edu) for approval or contact the Assistant Director for Club Sports
Scheduling
The Club Sports Administrative Team will assist club representatives with scheduling matches and tournaments.
Many Club Sports are organized for the purpose of competition. As a Club Sport, groups are not restricted to competition with other colleges and universities and may also compete with other viable, organized clubs. In the establishment of their extramural schedules, the club officers, advisor, or coach/instructor should consider the maintenance of a balance between home and away contests.
Club competition will have priority over club practice for the use of facilities. However, it is the discretion of the Assistant Director for Sport Programs to limit the number of competitions due to budgetary constraints or conduct sanctions.
It is required that a signed agreement for all home contests be on file with the Club Sports Administrative Team. Clubs must keep an updated listing of all scheduled competitions/events on file with Club Sports Administrative Team.
Officials, Referees, and Judges
The Club Sports Administrative Team will assist club representatives with arranging officials, referees or judges for matches and tournaments. Club representatives need to provide qualified, certified individuals to officiate, referee or judge any competitive activity or special event that takes place on university premises. Official Verification and W-9 Forms must be completed and signed by referees, officials, and/or judges at the time of the competition or special event and returned to the Assistant Director for Sport Programs for prompt and proper payment.
Off-season Responsibilities of Officers
Officers must complete and submit team Budget Proposals in a timely manner. Budget proposals will be due at the end of March. Failing to submit a budget proposal on time will result in a reduced budget allocation. Late budget proposals will result in a fifty percent reduction in the funds the club may receive. Officers are also responsible for checking their team’s social media pages (if applicable) and keeping them up to date.
Social Media Etiquette
- Always remember that you are not only representing yourself and your team, but also Club Sports, the Recreation department, and Syracuse University.
- Understand the vision and mission of Syracuse University, Club Sports, and of your team. Keep this in mind when posting.
- Please refrain from the use of crude or foul language, pictures or written words referencing and/or displaying the use of alcohol, drugs, or illegal activity.
- Club officers are responsible for being active on social media and responding to inquiries to their pages.
Conduct
Syracuse University Code of Student Conduct
All Syracuse University students are expected to conduct themselves in a manner that supports and promotes the educational mission of the University. Integrity, respect for one another and others’ property, and a commitment to intellectual and personal growth in a diverse population are values deemed fundamental to the Syracuse University community.
Syracuse University acknowledges that bias-based conduct can threaten the mental health and safety of students and the community. Therefore, evidence that the student’s conduct was motivated by bias regarding an individual or group’s real or perceived race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, political or social affiliation, age, disability, sexual orientation, reproductive health decisions, gender identity and gender expression, and/or veteran status may result in more substantial sanctions.
The following behaviors, or attempted behaviors, are considered violations of the Syracuse University Code of Student Conduct:
- Physical harm or threat of physical harm to any person or persons, including, but not limited to assault, sexual abuse, or other forms of physical abuse.
- Assistance, participation in, promotion of, or perpetuation of harassment, whether physical, digital, oral, written or video, including any violation of the Syracuse University Anti-Harassment Policy or Sexual Harassment, Abuse, and Assault Prevention Policy. Bias-related incidents, including instances of hate speech, may qualify as harassment under this Code and the University’s Anti-Harassment Policy.
- Assistance, participation in, promotion of, or perpetuation of conduct, whether physical, electronic, oral, written or video, which threatens the mental health, physical health, or safety of anyone.
- Academic dishonesty, including but not limited to plagiarism and cheating; and other forms of academic misconduct, such as, misuse of academic resources or facilities, intellectual property theft and/or misuse of computer software, data, equipment, or networks.
- Intentional disruption or obstruction of lawful activities of the University or its members including their exercise of the right to assemble and to peaceful protest.
- Theft of or damage to University, personal, public, or private property/services or illegal possession or use of the same.
- Forgery, alteration or fabrication of identification cards, records, reports, grades, diplomas, University documents, possession or purchase of falsified identification cards or misrepresentation of any kind to a University office, University official, or law enforcement.
- Unauthorized entry or use of University facilities that are locked, closed, or otherwise restricted as to use.
- Disorderly conduct including, but not limited to, public intoxication, lewd, indecent, or obscene behavior.
- Illegal use or possession of alcohol, drugs or drug paraphernalia, or any other violation of the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco.
- Illegal purchase, distribution, manufacture, or sale of alcohol, drugs, or drug paraphernalia or any other violation of the Syracuse University Policy on Alcohol, Other Drugs, and Tobacco.
- Failure to comply with the lawful directives of University officials who are performing the duties of their office, especially as they are related to the maintenance of safety or security.
- Unauthorized possession or use of any weapon, including firearms, BB-guns, airsoft guns, air rifles, explosive devices, fireworks, or any other dangerous, illegal, or hazardous object or material, and improper use as a weapon of any otherwise permitted object or material. This includes violations of the University’s weapons policy. Exceptions may be approved by the Office of Student Rights and Responsibilities for theatrical productions or athletic/recreational events.
- Interference with or misuse of fire alarms, blue lights, elevators or other safety and security equipment or programs.
- Assistance, participation in, promotion of, or perpetuation of hazing as defined in the Syracuse University Anti-Hazing Policy.
- Assistance, participation in, or promotion of a student organization that has lost University recognition on a temporary or permanent basis.
- For student leaders, failure to intervene or notify the University when a student knows of a situation that threatens the health and safety of another individual or the campus community.
- Violation of any international, federal, state, or local law.
- Violation of University policies, rules or regulations that are published in the Student Handbook, or other official University publications or agreements.
The Code of Student Conduct applies to all students and student organizations at Syracuse University. Violations can occur either on or off campus, and individuals and/or groups can be held accountable. Ignorance of the code and/or acts committed under the influence of alcohol or drugs do not diminish one’s responsibility.
Other policies of the University may be found on the Syracuse University website and in other University publications.
Cases involving academic dishonesty are handled by the Academic Integrity Office. Please find
additional information online. (syracuse.edu/life/students)
Student Leaders
Syracuse University considers student leaders to be those that hold positional offices in organizations (i.e., president, vice president, secretary, treasurer, recruitment chair) or those that influence the behaviors and decisions of an organization (i.e., unofficial membership coordinator or event planner).
Amnesty
Syracuse University encourages all community members to care for themselves and others. Therefore, when a student or student organization initiates help from a campus or community resource, involved students or organizations will not be subject to the University’s Code of Student Conduct. Students may be required to complete educational interventions designed to assist them in their decision-making process and/or the outcomes of their decisions and the University will alert emergency contacts. The University retains the right
to hold individuals and organizations accountable when the health and safety of community members is at risk.
Syracuse University Anti-Hazing Policy
Syracuse University is dedicated to promoting a safe and healthy campus environment for its students, faculty, staff, and visitors. In addition, Syracuse University is committed to promoting an environment that fosters respect for the dignity and rights of all its community members. As such, the University will not tolerate hazing activities by any individuals, groups, teams, or recognized student organizations. For more information regarding Syracuse University's Statement of Student Rights and Responsibilities, call Community Standards at 315.443.3728 or the Office of the Senior Vice President for Enrollment and the Student Experience at 315.443.4357 for more information.
Enforcement: Syracuse University will enforce this policy through internal disciplinary procedures, the external prosecution of alleged offenders, or both. Individuals who participate in acts of hazing will be held accountable under this policy and the Code of Student Conduct. For more information regarding the Code of Student Conduct, call Community Standards at 315.443.3728.
Definitions (as of August 13, 2018): Hazing is punishable under New York State Law as follows:
New York Penal Law 120.16; Hazing in the First Degree: A person is guilty of hazing in the first degree when in the course of another person's initiation into or affiliation with any organization when such person engages in intentionally or recklessly conduct. This includes engaging in physical contact or requiring physical activity during the initiation or affiliation ceremonies, which creates a substantial risk of physical injury to such other person or a third person and thereby causes such injury. Hazing in the First Degree is a class A misdemeanor.
New York Penal Law 120.17; Hazing in the Second Degree: A person is guilty of hazing in the second degree when, in the course of another person's initiation or affiliation with any organization, he intentionally or recklessly engages in conduct, including, but not limited to, making physical contact with, or requiring physical activity of such other person, which creates a substantial risk of physical injury to such other person or a third person. Hazing in the Second Degree is a violation.
In addition, Syracuse University defines hazing to include any action that intentionally or recklessly causes or poses a substantial risk of harm to the mental or physical health or safety of one or more persons. Subjecting any person to and/or encouraging any person to commit an act that violates human dignity, the Code of Student Conduct, or the law for the purpose of initiating, promoting, fostering, or confirming any form of affiliation with a group or organization is prohibited. The express or implied consent of participants or reporting individuals will not be a defense.
Examples of hazing include, but are not limited to:
- Actual physical harm (e.g., paddling, beating, branding)
- Expecting certain items to always be in one’s possession
- Forced or coerced consumption of alcohol or other substances
- Forcing new members to be deprived of maintaining their normal class study or schedule
- Illegal activities such as the requirement to steal local items as part of a scavenger hunt
- Participation in physical activities such as calisthenics or other exercises
- Performing any service or action under coercion or duress (e.g., running errands, cooking, cleaning)
- Requirement to eat spicy foods, other substances
- Requirement to endure hardships such as staying awake, menial tasks, physical labor, running while blindfolded, etc.
- Requiring new members to perform skits with degrading, crude, or humiliating acts
- Sleep deprivation
- Threats of harm
- Verbal abuse (i.e., name calling, yelling, screaming, berating)
Sanctions
Hazing poses substantial risks to the safety and well-being of individual students and the University community. As such, violations of this policy will result in referral to the Community Standards for the club and the individuals who have allegedly hazed others. Possible disciplinary action may include, but is not limited to, any or all the following: suspension or expulsion from the University, loss of university recognition and privileges, referral to law enforcement, participation in educational programs, and other educational or remedial action appropriate to the circumstances. Sanctions imposed under this policy do not diminish or replace the penalties available under applicable federal, state, and local laws.
Reporting
To make a report on hazing, or to determine whether a proposed activity constitutes or will constitute hazing, the following resources are available via telephone:
Overview of Club Sport Conduct Process
All actions that may potentially violate the Code of Student Conduct will be reported to the Community Standards for resolution. Any potential violations or non-compliance with Club Sports or Syracuse University policies will be addressed by the Club Sports Administrative Team. An administrative meeting will be held if a club, its members and/or coach are in violation of program or departmental policies. The Club Sports Advisory Board may also be notified of alleged violation(s). The Assistant Director of Club Sports will arrange an administrative meeting with the officers or other individuals to discuss the alleged violation(s) and to determine what, if any sanctions are warranted. Sanctions for individuals or clubs may include but are not limited to written warnings, probation, educational programs, community service and suspension.
Appeals
Clubs or club members may appeal the outcome of their administrative meetings to the Competitive Club Sports Director. Appeals must be submitted in writing within five (5) business days of being notified of sanctions. A decision from the Director will be pursued as quickly as possible and will serve as the final resolution of the incident.
Participant/Coach Conduct
Club Sports participants have an obligation to conduct themselves and their organization in a manner that is compatible with the University’s philosophy and function as an educational institution. All Clubs must comply with the University Recognition and Standards for Student Organizations of Syracuse University, which shall be part of the basic rules, charter, constitution, or by-laws of each group. This pertains to student- athletes and volunteer coaches/instructors. Club members are expected to act in a mature and responsible manner both on- and off-campus and when participating in club-related activities.
Acts that may cause a club, its members, or coach(s)/instructor(s) to be sanctioned include, but are not limited to, the following categories:
- Violations of Student Code of Conduct or other University policies.
- Inappropriate conduct or actions, including the misuse of equipment or facilities and inappropriate language while participating in any club-related activity.
- The presence of alcohol at an event involving the club including, but not limited to, competitions, practices, fundraisers, and banquets.
- Allowing participation of ineligible individuals or individuals that have not completed all training and requirements and have not been cleared to participate by Club Sports Administrative Team.
- Delinquency when turning in forms, requests, reports, equipment return, etc.
- Non-compliance with any policies and procedures outlined in Club Sports Handbook.
Trademark and Licensing
Club Sports recognized by Syracuse University Recreation are authorized to utilize select University marks in conjunction with team names, uniform designs, and creation of promotional products.
Club Sports with corresponding NCAA Syracuse University team names must incorporate indication of Club Sports status, i.e., “Syracuse University Club Lacrosse” Club Sports identity, artwork and any use of Syracuse University marks or references must be approved by the Assistant Director of Sport Programs prior to use.
Use of the University’s name for any commercial purpose or in any way which may reflect adversely upon the University is prohibited.
All Club Sports are required to use an officially licensed vendor to produce uniforms and promotional products. Visit the
Office of Trademark Licensing (trademarks.syr.edu) to find a licensee who can assist in sourcing items and who is approved to produce University artwork.
Sales and Solicitations
Any club or club member wishing to solicit funds or engage in the sale or promotion of services or products must receive permission from the Assistant Director for Sport Programs. The University maintains the right to deny any application or restrict any such activity to locations, times, and format.
Clubs must gain approval from the Assistant Director of Sport Programs for all fund-raising activities, printed items (flyers, posters, etc.), uniforms and advertisements. Copies can be made in the Barnes Center at The Arch Recreation office, no more than 250 a semester, but sending an electronic copy is best. We will not copy at the time of drop off, you will need to leave it and pick it up later that day or the following day. “Raffles” are illegal at colleges and universities in New York State. As such, clubs must use the terminology “donation” or “drawing.”
Donations
Clubs may solicit donations from sources outside of the university. To ensure clubs receive and have access to these gifts, they must comply with the following:
- The prospective donor must forward a check payable to Syracuse University.
- The donor must include a letter indicating the donation be expended on behalf of the specific club and whether it should be tax deductible.
- Donations of equipment are subject to review and inspection prior to acceptance.
- The Assistant Director of Sport Programs will notify the club once a donation has been made.
- Expenditures of money donated, or use of equipment must be consistent with the educational mission of the university and purpose of the club.
- Upon receipt of donations, a club representative is required to send the donator a thank you letter from the club.
Academic Responsibilities
Regular class attendance is the responsibility of the student. Students are responsible for all work, including tests and written assignments, as well as special class meetings. Syracuse University students are encouraged to maintain a cumulative 2.0 GPA to participate in Club Sports.
Membership in Club Sports does not give a student the right or privilege to be absent from class. Thus, absence from class for valid reasons is excused by faculty members only. Students should inform faculty members of known absences well in advance. The Assistant Director of Sport Programs will provide informational memorandums to faculty members for club trips that take place during class periods. It is the responsibility of the club officer to request these well in advance from the Assistant Director of Sport Programs.
