APRIL OFFICER MEETING - UW-WHITEWATER CLUB SPORTS MONDAY, APRIL 5, 2021 5:30 PM - via Webex
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APRIL OFFICER MEETING
UW-WHITEWATER CLUB SPORTS
MONDAY, APRIL 5, 2021
5:30 PM – via WebexTONIGHT’S TOPICS • Practice Schedule Review • Outdoor Field/Space Status • Events Schedule Overview • Recognition for 2021-22 Academic Year • Elections and Contact Information • Annual Reports • Budget/SUFAC Updates • Communication Assessment • Monthly Report for March • Upcoming Service/Fundraising Opportunities
CLUB SHOUT-OUTS
• THANK YOU
• Practicing
• Turning Forms In
• Compliance with Testing
• Men’s Basketball
• Men’s Bowling
• Paintball
• TennisPRACTICE SCHEDULE REVIEW • Now using our 4th Quarter schedule • Email Review • Club Sports website • Practices should be added to Presence/UWWConnect • Report attendance by 2:00 pm the following day • Post-Spring Break Practices & Intentions – will follow same schedule • Outdoor practices (and some indoor) will be supervised by Rec Sports staff as a term of agreement with the EOC & Exceptions Committee
OUTDOOR FIELD/SPACE STATUS • Outdoor Club officers on email list • Daily emails by mid-afternoon • If fields are open, we expect you to practice unless we hear otherwise from you • If fields are closed, no practice • Can ask about indoor space, but space not guaranteed • Status can also be accessed via the Rec Sports website and the free UW-W Rec Sports App • Please do not assume anything related to field status
INJURIES • We’re seeing a rise in the number of injuries • Not sure if it’s because practices are staffed by Rec Sports now • Remember, all injuries MUST be reported and follow the procedure outlined in Risk Management training • If you are unsure of what to do, call Matt immediately • First Aid basics review • 9-1-1 process review
EVENTS SCHEDULE OVERVIEW • Club Sports website • Events should be added to Presence/UWWConnect • Upcoming Events Include (see calendar) • Make sure the proper forms are turned in/updated: • Waivers • Membership Roster • Travel Itinerary – three days prior to event • Post-Travel Report – two days after event • Post-Home Event Report • Receipts for expenses using SUF budget – two days after event • Receipts for SFO reimbursements – two days after event
EVENTS SCHEDULE OVERVIEW
•Get your drivers authorized
• Any issues authorizing drivers? Let Matt know
• Contact for campus driver authorization:
• Lance Fredrick
• fredricl@uww.edu
• 262-472-5723
• Office in Hyer Hall (3rd Floor)
• Resources on the Club Sports Website
• https://www.uww.edu/rec-sports/club-sports#adminitems#driver-authorizationsEOC/EXCEPTIONS COMMITTEE REMINDERS • If your club intends on having any activity and has not yet received authorization from the Exceptions Committee, please be mindful of the following timeline • Submit request three weeks in advance • Send to Matt for review by Tuesday • Matt will submit to EOC by Wednesday • Review on Friday • Example
TESTING
• Review of testing protocol
• Clubs are not reporting well – we need 100% of testing roster to be
compliant
• What if a club does not fully test?
• Vaccinated? What does it mean?
• I’ve previously tested positive – what does that mean?QUESTIONS/CONCERNS? • Feel free to use the chat/Q&A feature in Webex as well • Can also text/email if you’d like • 850-980-1816 (Matt) • SchneideMD30@uww.edu • clubsports@uww.edu
2021-22 INTENTIONS
• As we prepare for recognition, please be mindful of:
• Chancellor Watson has announced intentions for UW-Whitewater to
return to pre-pandemic levels of activity
• What does this mean?
• Not sure yet, however we will work with governing bodies and individual clubs
to schedule events as we traditionally would
• Cannot guarantee mask/face coverings/social covenant will be a thing of the
past
• Cannot guarantee no more practice attendance
• Let’s focus on the optimistic2021-22 INTENTIONS – FOR YOUR RADAR • This is all emphasized in your recognition process for Club Sports, however we ask you be aware of: • Officer Training (dates/times TBD) • Risk Management Officers & Training • Club Sports Awareness Day and Involvement Fairs (dates/times TBD) • Schedules and Reservation Requests • and more!
WELCOME TO OUR GUESTS!
KIM CLARKSEN & CALAH WILLIAMS
CAREER & LEADERSHIP DEVELOPMENT2021-22 RECOGNITION
• What does it mean to be recognized?
• Recognition meeting attendance: club officer training counts for this
• Start with url link: tinyurl.com/OrgRec2122
• Follow your path – Club Sports (flow chart)
• Complete by Saturday, May 15, 2021
• Be mindful of final exams!2021-22 RECOGNITION • Recognition process walk-through/tutorial w/ Kim and Calah
2021-22 RECOGNITION • Student Leader Certification (x2) • President Confirmation of Service • Connect Portal Update • Update constitution • Have membership roster ready • Advisor Confirmation of Service • Attend Recognition Meeting (officer training)
2021-22 RECOGNITION
• Club Sports-specific items:
• Starting this spring, all club teams must complete:
• Club Sports Information Form
• Combines some forms – fewer forms to complete in the fall!
• Officer Agreement for each officer
• Should be the last thing you complete (individual)
• What happens if a graduating/leaving club member completes
recognition and fills outs contact information?
• This is acceptable, still want to see officer agreement align with contacts
• Officer agreement can be completed any time after initial submission
(things change)ELECTIONS AND CONTACT INFORMATION
• Holding elections?
• Please inform Club Sports of your newly-elected leaders via recognition
form
• Difficulty finding new officers? Matt, Maddie or Bri can attend a
meeting/practice/event to talk with your team
• Elections should be defined in your constitution – follow the process you
have outlined
• Contact information for next fall’s officers will be requested in the Club
Sports-specific portion of recognitionEXPECTING RECOGNITION FROM: CLUB NAME CLUB NAME CLUB NAME CLUB NAME AIKIDO DISC GOLF LACROSSE, WOMEN SOCCER, WOMEN BADMINTON DUCKS UNLIMITED OFFICIALS ASSOC. SOFTBALL BASEBALL ESPORTS OUTDOOR ADVENTURE TABLE TENNIS BASKETBALL, MEN FENCING PAINTBALL TENNIS BASKETBALL, WOMEN FISHING PICKLEBALL ULTIMATE FRISBEE, MEN BILLIARDS FITWELL RUGBY, MEN VOLLEYBALL, MEN BOWLING, MEN GOLF RUGBY, WOMEN VOLLEYBALL, WOMEN BRAZILIAN JIU JITSU KARATE/WMA SKI & SNOWBOARD WARHAWK BARBELL CLUB CYCLING LACROSSE, MEN SOCCER, MEN
MOVING FORWARD WITH CONNECT • Club Sports fully intends to utilize more of Connects features & functionality • All clubs will be expected to be more active with their portals • One-stop area (along with club sports website) for information, access, etc. • More details and information will be made available during Fall 2021 officer training
QUESTIONS/CONCERNS? • Feel free to use the chat/Q&A feature in Webex as well • Can also text/email if you’d like • 850-980-1816 (Matt) • SchneideMD30@uww.edu • clubsports@uww.edu
ANNUAL REPORTS
• Basic annual report now included as part of your recognition
• Will not be recognized for 2021-22 without submitting
• Look for an email specifically from Matt or the Club Sports
account with a very simple annual report addition related to your
club’s specific pandemic operations – will be submitted to Ryan
Callahan for review with the Chancellor’s cabinet
• DO NOT MISS THIS REPORT – must be filled out before end of final exams
weekWHY IS DATA AND INVOLVEMENT IMPORTANT • Here’s why we pay attention to numbers and ask for your assistance (Kim)
BUDGET/SUFAC UPDATE
• What is SUFAC?
• Spend your allocation by the end of the fiscal year
• Matt imposing deadline of May 15 to let us know of your purchase intentions
• Don’t go crazy with your money – appropriate uses only, should still follow
your Redbook proposal
• DO NOT purchase anything out-of-pocket and seek reimbursement
• Carry-over requests for 2021-22 (possible, but amounts not guaranteed)
• Anything else to add, Kim/Calah?BUDGET/SUFAC UPDATE • 2021-22 Governing Body Agreements • Do not enter into an agreement without Matt’s knowledge • Do not sign anything without consulting Matt • Want to know your balance? Let Matt know
BUDGET/SFO UPDATE • If your club would like an update on its SFO budget, please let us know and we will provide an updated statement to you • Last update was received from Cashier’s Office 3/31/2021 • What is SFO?
COMMUNICATION ASSESSMENT
• Looking for feedback on best ways to communicate
• Do we (specifically Matt) communicate too often/too much?
• What format is ideal? Does email work?
• Messages are not being read in GroupMe or email – please respond
• Let us know in the chat or via email to clubsports@uww.edu please
• This is VERY important to us as we move forward with the goal of keeping you
all informed while being simplistic and not as bombardingREMINDER: MONTHLY REPORT FOR MARCH • Submit your monthly update for the month of March by 5:00 pm Friday, April 16 • Use the Spring 2021 specific form, please • Club Sports website, online forms drop-down menu • “Spring 2021 Monthly Update” • OR CHECK YOUR UW-W EMAIL • https://uwwhitewater.co1.qualtrics.com/jfe/form/SV_dmTyNfLjfOq5kG1
SERVICE/FUNDRAISING OPPORTUNITIES • Service/volunteer hours is not currently a requirement of Club Sports, but it is expected clubs take opportunities seriously and look for ways to give back to the community • Upcoming opportunities • Saturday, May 8 – Whitewater Parks & Rec Pitch, Hit & Run at Starin Park • Sunday, May 9 – Special Olympics T&F Meet @ Edgerton High School • Athletics will be looking for help with Track & Field events, possibly more – this is a fundraiser (review email from Lucas)
NEXT MEETING • Monday, May 3 • 5:30 pm via Webex • Link to come out towards the end of April • Meeting intends to be a final review of the academic year • W2W4 over summer, in preparation for Fall 2021
QUESTIONS/CONCERNS? • Feel free to use the chat/Q&A feature in Webex as well • Can also text/email if you’d like • 850-980-1816 (Matt) • SchneideMD30@uww.edu • clubsports@uww.edu
THANK YOU FOR ATTENDING!
IF YOU ARE WATCHING THE RECORDED MEETING, PLEASE SEND YOUR
THREE (3) TAKEAWAYS TO US FOR ATTENDANCE CREDIT BY FRIDAY, APRIL 16
APRIL OFFICER MEETING
UW-WHITEWATER CLUB SPORTS
MONDAY, APRIL 5, 2021
5:30 PM – via WebexYou can also read
