Sport Club Handbook 2011-2012 - Recreational Sports - Virginia Tech

SPORT CLUBS
HANDBOOK
2011-2012

Table of Contents
Recreational Sports Contact Information. . . . . . . . . . . . . . . . . . . . . . . 3
Fall Semester Calendar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Spring Semester Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Directory of Sport Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Mailing Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Overview of Sport Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Extramural Sport Club Federation (ESCF). . . . . . . . . . . . . . . . . . . . . . . 8
Services Provided to Sport Clubs . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Sport Club Funding $ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Expenditure and Reimbursement Requests . . . . . . . . . . . . . . . . . . . . . . 12
General Rules for ALL Purchases. . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Budget Proposals and Financial Planning. . . . . . . . . . . . .. . . . . . . . . . . . 16
Licensing Guidelines for Apparel . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Student Conduct/Violation of Procedures . . . . . . . . . . . . . . . . . . . . . . . 19
Alcohol Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Hazing & Sexual Harassment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Sport Club Code of Conduct . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fleet Service Vehicles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Student Driver Agreement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Fleet Service Driver Registration Instructions . . . . . . . . . . . . . . . . . . . . 29
Game Managers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Coaches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Competitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Health and Safety. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Constitution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Sport Club Evaluation System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Sport Club Evaluation System Description. . . . . . . . . . . . . . . . . . . . . . . 36
Sport Club Incentive and Penalty System. . . . . . . . . . . . . . . . . . . . . . . 39
Disciplinary Action. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Sport Club Awards and Recognition Dinner . . . . . . . . . . . . . . . . . . . . . . 41
“How To” List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Mileage from Blacksburg . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Travel Agencies & Bus Companies Under University Contract . . . . . . . . . . . .
Reserving space for practices and competitions . . . . . . . . . . . . . . . . . . .
Sport Clubs Account Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Leadership. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Interpersonal Skills. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Conflict Resolution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Time Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Stress Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Study Skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Nutrition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Sponsorship and Marketing Information and Strategies. . . . . . . . . . . . . . 78
25
26
45
46
47
2

IMPORTANT CONTACT INFORMATION:
VT Sport Clubs
125 War Memorial Hall (0391)
Blacksburg, VA 24061
Telephone: 540-231-9983
Fax: 540-231-7003
DEPARTMENT OF RECREATIONAL SPORTS STAFF
www.recsports.vt.edu
Recreational Sports Main Office (McComas Hall): 231-6856
Director of Recreational Sports: Chris Wise 231-6856 wisecg@vt.edu
Assistant Director for Sport Clubs: Alan Glick 231-4058 aglick@vt.edu
Cell: (540) 357-0422
Sport Clubs Coordinator: DJ Preston 231-3681 insert email
Cell: (276) 732-8425
Sport Clubs Fiscal Technician: Jennifer Yates 231-9926 jyates@vt.edu
Facility Mgr. WMH/Scheduler: Sam Van Curen 231-1855 scuren@vt.edu
Asst. Facility Mgr. WMH: Bob Hudson 231-2996 lefty80@vt.edu
Asst. Dir. Intramurals/IT: Jennifer Rezac 231-8289 rezac@vt.edu
Aquatics & Instructional Programs: Insert Name 231-9917 Insert email
Marketing Manager: Cathy Kropff 231-6184 ckropff@vt.edu
Fiscal Technician Sr.: Carrie Reed 231-8288 carriea@vt.edu
Rec. Sports Main Office Mgr: Donna Dickerson 231-6857 dodicker@vt.edu
OTHER IMPORTANT PHONE NUMBERS
Sport Club Field Office: 231-4610
Intramural Fields: 231-5295
War Memorial Equipment Room: 231-9899
McComas Hall Control Desk: 231-8236
Virginia Tech Fleet Services: 231-6141
VT Police Department: 231-6411
VT Rescue Squad: 231-7138/7984
Montgomery Regional Hospital (MRH): 951-1111
MRH 24-Hour Emergency Care: 953-5122
3

VT SPORT CLUB CALENDAR
FALL SEMESTER, 2011
Date Event Location & Time
Sat. Aug. 27
Sun. Aug. 28
Wed. Aug. 31
Tues. Sept. 6
Tues. Sept. 13
Tues. Sept. 20
Tues. Oct. 4
Tues. Oct. 4
Wednesday BEFORE
EVERY Competition
Wednesday AFTER
EVERY Competition
~CPR / First Aid / BBP
Training
~MANDATORY FALL WORKSHOP
~Club Constitutions DUE
~Display Case DUE
~Website Updates DUE
~Officer List DUE (if necessary)
~Initial Fall Game Schedule DUE
Online:
~Code of Conduct Forms
~Assumption of Risk Forms
~Student Driver Agreement DUE
~Team Picture and Action Picture
DUE
~Proof of CPR and FIRST AID
Certifications MUST BE TURNED IN
Pre - Competition Forms
Post - Competition Forms
McComas
Time
Squires (Sunday)
(Rm 341-345)
3:00PM – 5:00PM
Squires Brush Mtn Rm
(Wed.) 5:00 – 7:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
4

VT SPORT CLUB CALENDAR
SPRING SEMESTER, 2012
Date Event Location & Time
Tues. Feb. 7
Tues. Feb. 7
TBA
Tues. Apr. 10
Tues. May 8
Thurs. April 26
Thurs. May 3
Tues. May 8
Wednesday BEFORE
EVERY Competition
Wednesday AFTER
EVERY Competition
~Deadline for Flyer, Display
Case and Website to be Updated
~Initial Spring Schedule DUE
2012-2013
Budget Materials DUE
~Club Officer Elections for
2012-2013 Completed and
complete Officer List DUE
Update the following w/ New
Officers and Fall Information:
~ Flyer
~Display Case
~Website
Sport Clubs Officers and Staff
Awards and Recognition Night
REC. SPORTS STUDENT
EMPLOYEES AWARDS AND
RECOGNITION NIGHT
Annual Report DUE
Pre - Competition Forms
Post - Competition Forms
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
No Later than 5:00PM
No Later than 5:00PM
Squires BreakZone
5:00-7:00PM
Squires BreakZone
5:00-7:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
Sport Club Office
No Later than 5:00PM
5

♦ BASEBALL
♦ WOMEN’S BASKETBALL
♦ BOWLING
♦ CLAY TARGET
♦ CREW
♦ CRICKET
♦ CYCLING
♦ EQUESTRIAN
♦ FENCING
♦ FIELD HOCKEY
♦ GOLF
♦ GYMNASTICS
♦ ICE HOCKEY
♦ MEN'S LACROSSE
♦ WOMEN'S LACROSSE
♦ MEN'S RUGBY
♦ WOMEN'S RUGBY
♦ SNOW SKI
♦ MEN'S SOCCER
♦ WOMEN'S SOCCER
♦ SOFTBALL
♦ MEN’S TENNIS
♦ WOMEN’S TENNIS
DIRECTORY OF SPORT CLUBS
♦ TRIATHLON
♦ MEN'S VOLLEYBALL
♦ WOMEN'S VOLLEYBALL
♦ MEN’S WATER POLO
♦ WOMEN’S WATER POLO
♦ WAKEBOARD
6

NEW MAILING ADDRESS
SPORT CLUB MAIL WILL NOW BE DELIVERED DIRECTLY TO WAR MEMORIAL HALL.
USE OUR NEW MAILING ADDRESS:
VIRGINIA TECH (YOUR CLUB)
VT SPORT CLUBS
125 WAR MEMORIAL HALL (0391)
BLACKSBURG, VA 24061
♦ INTRODUCTION
There are currently 29 Extramural Sport Clubs administered by the Virginia Tech Department
of Recreational Sports. Each club is comprised of enthusiastic, hardworking, and dedicated
athletes, who organize, fund, and promote their clubs with the ultimate goal of competing
against other colleges and universities on both a regional and national level. Sport clubs are also
involved in a variety of community service projects throughout the year.
Extramural Sport Clubs provide unique opportunities for students to participate, compete, and
develop skills in a variety of sports. These clubs actively recruit both new and experienced
student athletes during the year, and through weekly practices, prepare for intercollegiate
competitions. Sport clubs are governed by regulations of both the Department of Recreational
Sports and the Extramural Sport Club Federation. Sport Club members represent not only
their club, but also the Department of Recreational Sports and Virginia Tech as well.
The success of the Extramural Sport Club program at Virginia Tech is the result of dedicated
student leaders volunteering their time, effort, and guidance to their respective clubs. Sport
club officers provide strong leadership as well as a vision that carries each club into the new
academic year. This handbook has been created to assist you and to develop continuity in the
administration of the Extramural Sport Club program. Contained in this handbook are the
policies and procedures that each club is expected to follow. Hopefully, you will find this
handbook to be a useful resource throughout the year.
Good luck to all of you and your clubs this year!
7

OVERVIEW OF SPORT CLUBS
What is an Extramural Sport Club?
An Extramural Sport Club is a group of students who form an organization to practice and
compete in a sport. Extramural Sport Clubs are classified as a “University Student Life
Program” (USLP) at Virginia Tech, and this group of 29 clubs are advised by, and legally
considered to be a part of the Department of Recreational Sports. There are a number of
other sport-related student organizations at Tech, but these clubs are not advised by the
Department of Recreational Sports and are classified as “Registered Student Organizations” on
campus. Sport clubs are competitive, instructional, recreational, and social in nature with a
strong emphasis on competing against other college and university sport club programs.
How do Sport Clubs differ from Varsity Sport programs?
Sport Clubs differ from varsity athletics in that sport clubs are not scholarship-based. Sport
Clubs are responsible for their own administration and for many of their own expenses. Unlike
varsity sports, students themselves manage sport clubs. Sport Clubs are required to have a
faculty advisor and may or may not have a coach. The Assistant Director of Recreational
Sports for Sport Clubs oversees the Virginia Tech Sport Club program.
How do Sport Clubs differ from the Intramural Sports programs?
The intramural sports program provides an opportunity for students, faculty, staff, and other
members of the university community to participate in team and individual sports against other
Virginia Tech teams or opponents. The purpose of intramurals is to provide exercise,
recreation, and fun for all participants. The intramural sports program is different from sport
clubs in that sport clubs travel to other college and university campuses/cities to compete, and
schedule their own practices, games, and tournaments.
EXTRAMURAL SPORT CLUB FEDERATION (ESCF)
All sport clubs that become affiliated with the Department of Recreational Sports are
considered an Extramural Sport Club (ESC). The 29 Extramural Sport Clubs currently
affiliated with the Department of Recreational Sports comprise the Extramural Sport Club
Federation (ESCF). The Federation represents all Extramural Sport Clubs within the
Department.
• Sport Club officers should voice concerns to the ESCF Officers or to the Sport Club
staff.
• Current Federation members offer recommendations regarding the admission of new
sport clubs into the ESCF.
8

SERVICES PROVIDED TO SPORT CLUBS
The Sport Club office is located in 125 War Memorial Hall. The offices of the Assistant
Director for Sport Clubs, the Sport Clubs Coordinator, and the Sport Clubs Account Manager
are also located in room 125E. The office is generally open from 8:00am-5:00pm Monday-
Friday. Club officers may access the office at other hours and on weekends by checking in
at the War Memorial Equipment Room (231-7086). Please make sure that the door is
locked and the lights are off when you leave the office.
The following services are provided for Sport Club-related business. Items 6-10 are available
for checkout from the Assistant Director or the Sport Clubs Coordinator on a first come-first
serve basis. Check with them to see if the equipment that you would like to use is available.
1. Fax Machine
a. Club members need to fill out a fax cover sheet and send it with the document.
Please proof-read all documents. The Assistant Director must approve any
fax or letter on Virginia Tech letterhead.
b. Record all fax transmissions on the fax log sheet.
c. The Sport Club Office fax number is (540)-231-7003.
2. Copier
a. The copier is available for Sport Club related work only
and is not intended to be used for copying homework, notes, etc.
b. copy front and back (duplex) when possible, in order to conserve paper.
c. Report any copier problems to any Sport Club Office staff member.
d. Don’t try to fix the copier yourself- let a staff member know
e. For excessive copying (more than 100 sheets), please fill out copy form and take
to the Copy Center in Burruss or Torgerson Hall.
3. Telephone
a. A telephone is available in the Sport Club office for club-related business.
b. All long–distance phone calls should be recorded in the phone log.
c. Personal calls should not be made from the Sport Club office.
d. To make long distance calls dial 9-1-area code- phone number.
4. University Postal Service
a. All Sport Clubs have a designated mailbox in the office.
b. Club-related mailings can be sent through the Department of Recreational
Sports.
c. Mailings should reflect your club and Virginia Tech in a positive way.
d. The Assistant Director must approve all fund-raising related mailings.
e. The Sport Club office has a tray for outgoing business-related mail.
5. Computers with Printers and Scanner
The computers in the Sport Club office can be used for email, Internet access, and
word processing/desktop publishing. Any Sport Club member can use the
computers.
9

6. 2-Way Radios
a. 2-Way Radios can be checked out from the Assistant Director or Sport Clubs
Coordinator when your club is traveling for a game or tournament.
b. Radios should be requested in advance of the date needed.
7. Sound System
There is a portable sound system available for checkout.
The sound system can be used for indoor or outdoor games or tournaments. For
more information or to reserve the sound system, contact the Assistant Director
or the Sport Clubs Coordinator.
8. Portable Indoor / Outdoor Scoreboards
There are 2 portable scoreboards, which can be checked out for indoor or outdoor
games and tournaments. These are available on a first-come, first-serve basis and
must be reserved ahead of time with the Assistant Director or the Sport Clubs
Coordinator.
9. Water Jugs
There are water jugs that are available to you for ice and/or water at your game
or tournament. Check with the Assistant Director or Sport Clubs Coordinator to
see if they are available.
10. Sandwich Boards
The Sport Club Office has a sandwich board that is available and placed outside of
War Memorial Hall each week for your use to advertise home games. Clubs can
give fliers/advertisements to the Assistant Director or Sport Clubs Coordinator to
post to help promote your competitions.
11. Medical Supplies
The Sport Club Office maintains a supply cabinet stocked with commonly used
medical supplies such as tape, band-aids, and ointments. You should see the
Assistant Director or the Sport Clubs Coordinator AT LEAST 2 days prior to a
competition to get necessary supplies. ** The Sport Club Staff reserves the
right to limit the amount of supplies given to each club to a reasonable amount
per week. **
12. Facilities
a. All Sport Clubs have access to various Recreational Sports indoor and outdoor
facilities for practices, instruction, and competitions.
b. See the section on reserving space for practices and competitions.
**Use of any of the above services for personal use/benefit is strictly prohibited, and is a
violation of University Policy. The Assistant Director and the Department of Recreational
Sports will deal with abuses.
10

SPORT CLUB FUNDING
The 29 Extramural Sport Clubs have two operating accounts (a regular operating account and a
foundation account for donations), which are managed through the Department of Recreational
Sports.
WARNING: UNLESS PURCHASES ARE MADE IN ACCORDANCE WITH THE
OUTLINED PROCEDURE, THE SPORT CLUB OFFICE WILL NOT BE RESPONSIBLE,
NOR WILL PAYMENT BE GUARANTEED. NON-AUTHORIZED PURCHASES WILL BE
THE RESPONSIBILITY OF THE INDIVIDUAL MAKING THE PURCHASE.
CLUB MEMBERS WILL NOT BE REIMBURSED FOR MEALS OUT OF ANY CLUB
ACCOUNT
1. Sport Club Account. Each club has a sport club account that is maintained and
monitored by the Sport Clubs Office Staff. Sport Clubs Staff must approve all club
expenditures. Money from this account can be used for, but not limited to, the following:
• Motor Pool, Bus, or Airfare
• Lodging
• Tournament and Competition Fees
• Equipment
• Team Uniforms
• Rental Fees
• Referees/Judges
• Apparel • Marketing Supplies/Posters
• Gifts/Awards
2. Foundation Account. Donations to your club can be deposited into this account. These
funds may be used to purchase items that your club may need throughout the year.
11

EXPENDITURE XPENDITURE AND REIMBURSEMENT EIMBURSEMENT REQUESTS EQUESTS
An Expenditure Request form is used when a club needs to spend money from one of its
accounts to purchase equipment or supplies, pay game officials, etc. When a club wants to pay
for items directly from one of its accounts, an Expenditure Request Form should be
submitted along with an invoice or a quote from the company. It is important to place orders
early so that you will receive them in time for your events. Don’t forget to budget for shipping
and handling charges. Allow AT LEAST one week to have all necessary paperwork/vouchers
prepared. Equipment, uniform, etc ORDERS will be processed by Jennifer Yates using the
online purchasing system- Hokie Mart!!
When a club member pays for any club expense, an Expenditure Request needs to be submitted,
along with all original receipts (attached to the form). Club members should only incur out-ofpocket
expenses when absolutely necessary, as the reimbursement process can take several
days.
** ADVANCE APPROVAL for expenses to be reimbursed should be requested from the
Assistant Director or Sport Clubs Coordinator. **
SPORT CLUB CLUB ACCOUNT CCOUNT DEPOSIT EPOSIT FORM ORM
To make a deposit into a club's account, a Sport Club Account Deposit Form should be filled out
and signed.
There are certain guidelines that are set by the Commonwealth of Virginia to govern the monies
that clubs spend. Sport Clubs are defined by the university as being “University Student Life
Programs” (USLP’s). USLP’s are required to follow certain procedures in order to get a check
cut.
Jennifer Yates (Rec. Sports Fiscal Technician) is a liaison between the Sport Clubs and the
University Controller’s Office. Jennifer does not issue checks. The Controller’s Office handles
all check requests from every department on campus, and REQUIRES A MINIMUM OF TWO
WEEKS NOTICE TO PROCESS A CHECK.
** A lack of planning on your part DOES NOT constitute an emergency on our part. **
Please take the time to read over the following procedures and guidelines concerning spending
money from your club accounts:
12

DO NOT spend ANY money BEFORE filling out an Expenditure Request Form and speaking
with the Sport Clubs Accounts Manager (Jennifer). All orders will be finalized by Jennifer
using Hokie Mart. The Expenditure Request form is designed to let the Sport Club Staff
verify the legitimacy of the purchase, as well as verify that there are sufficient funds in your
accounts.
Requests for entry fees and membership dues MUST be submitted AT LEAST TWO WEEKS
from the day you want the check to be mailed or picked up. This ensures ample time for the
Controller’s Office to cut the check and contact us if there are any problems.
Any requests that do not have the proper supporting documents attached will be returned to
the club.
The Controller’s Office has really cracked down on personal reimbursements. It has been a
general rule of Recreational Sports that club members should only pay for something out of
their own pocket when absolutely necessary. Again, ALL PURCHASES are to be approved IN
ADVANCE by the Sport Club Office. Clubs SHOULD NOT be buying equipment or paying for
their hotels out of pocket. Plan ahead and follow the procedures. Rec. Sports is NOT obligated
to pay a bill or reimburse a club member if the purchase was not approved beforehand.
If you are requesting a reimbursement, the Controller’s Office requires ORIGINAL receipts
showing what was purchased and how it was paid for, ORIGINAL cancelled checks (if you paid
by personal check), or your ORIGINAL credit card statement. You will also be required to sign
the Reimbursement Form once Jennifer has processed it. She will notify you via email when the
form is ready to be signed. A signature is REQUIRED for ALL reimbursements.
13

GENERAL RULES FOR ALL PURCHASES (How to fill out an Expenditure Request Form):
1. For purchases that will exceed $2,000 (including shipping and handling charges),
there are certain procedures that MUST be followed. If you anticipate having any
orders over $2,000, please talk to Jennifer!
2. Indicate the date you are filling out the form.
3. Indicate the name of the vendor or person that the check should be made payable to.
4. Vendor Federal Identification Number (FIN) – VERY IMPORTANT! Without this
number, the Controller’s Office CANNOT cut a check and the vendor cannot be paid.
Every vendor that you deal with should have a nine-digit FIN. Please make sure that you
get this number when you are placing your order or making a hotel reservation. Many
vendors that clubs do business with have been used before, so their FIN should be in our
accounting system. If you’re unsure, please ask Jennifer. If their FIN is not on file,
then you need to contact the vendor and ask them for it. If they are reluctant to give
you this number, then remind them that in order for the university to process a check,
this number is needed.
NO FIN, NO PAYMENT. You can also ask Alan or Jennifer to contact the company
about this. In the case of reimbursements for yourself or team members, you are the
“vendor”. The FIN of an individual will be his/her Social Security Number (SSN). It is
VERY important that this information be provided.
5. Vendor Address – this will be the address the payment should go to.
6. Vendor Phone – please include this in case there are any questions concerning orders or
invoices.
7. Vendor Fax – the fax number of the vendor.
8. Club Name – the name of the club making the purchase.
9. Submitted By – ALL REQUESTS SUBMITTED MUST BE MADE BY A CLUB OFFICER
ONLY.
10. Email – the email address of the person submitting the request.
11. Please indicate if you would like to pick up the check at the cashier window by checking
the appropriate box. This applies mostly to checks for entry fees and for hotels;
personal reimbursements and travel reimbursements are electronically deposited into
your checking account. Remember that it takes at least TWO weeks to get a check
cut!!!
12. Please indicate if you would like the check to be mailed by checking the appropriate box.
Keep in mind that the Controller’s Office decides when checks are mailed out.
13. Use the large boxes for the description of the purchase being made. Please provide as
much detail about the purchase as possible. This is EXTREMELY helpful when invoices
come in to be paid. Make sure you include the TOTAL cost of the purchase, including
shipping if applicable.
14. Hokie Mart (Electronic Purchasing System) Usage Procedures – Follow these steps for
ordering clothing, equipment, supplies, etc:
14

1. You need a Quote/Pricing from the Vendor.
2. Fill out an Expenditure Request Form.
3. Attach the Quote to Expenditure Request form and give to Alan for APPROVAL.
4. If approved, Alan will then give the Expenditure Request and Quote to Jennifer.
Jennifer will then process the order using the online purchasing system- Hokie Mart.
It is very important that all these above steps are followed in this exact order
when purchasing items for your club!!
Please remember to attach ALL necessary documentation to the Expenditure Request Form.
Incomplete forms will be returned to your club’s mailbox.
Some other things to remember:
• Virginia Tech has several contracts with vendors, including travel agencies, bus lines, and
vehicle rental facilities. If your club is planning on doing business with any of these
types of companies, talk with Alan, Jennifer, or the Sport Clubs Coordinator.
• Remind vendors that sport clubs are tax-exempt when making purchases.
• When ordering merchandise, make sure you have it shipped AND billed to your club
c/o VT Sport Clubs (0391), 125 War Memorial Hall, Blacksburg, VA 24061.
• Please be sure to leave ALL bills and packing slips in Jennifer’s mailbox. ANY paperwork
you receive with an order should be given to Jennifer, Alan, or the Sport Clubs
Coordinator.
• If you are paying an umpire, referee, etc. to work one of your club’s games, that person
must fill out a W-9 form every time she or he works a game and needs to be paid.
Copies of this form are in the Sport Club Office.
• If you’re requesting payment for an entry fee or membership dues, we need something
that shows how much is owed and to whom the check should be made payable to. Checks
CANNOT be made payable to an individual when paying entry fees or league dues.
The check has to be made payable to an organization (i.e. Duke University, USA
Hockey).
• Travel reimbursements – when requesting a travel reimbursement for travel expenses,
i.e. gas, hotels, parking or toll fees, you MUST indicate on the expenditure request form
the date and time that you departed Blacksburg AND the date and time you returned to
Blacksburg. Incomplete information only delays you being reimbursed. ALL receipts for
expenses MUST accompany the Expenditure Request form. You WILL NOT be
reimbursed for any expense that is not documented with a legitimate receipt.
Remember meals are NOT reimbursable.
• Page 14 has a listing of acceptable purchases.
These policies and procedures are not intended to deter you from spending the money that your
club has been allocated, or the money that you raise. However, Recreational Sports is
ultimately responsible for all clubs’ accounts and these rules and guidelines are in place to
ensure that things run as smoothly as possible. If you have any questions, stop by the office
and speak with Alan, Jennifer or the Sport Clubs Coordinator.
15

BUDGET PROPOSALS AND FINANCIAL PLANNING
Under the evaluation system, Sport Clubs will submit their budget proposals to the Assistant
Director at the beginning of the Spring Semester. The Assistant Director and Sport Clubs
Coordinator will review budgets, and then will allocate funds that are made available by the
University.
The following is a generalized guide for what the average budget proposal may include:
1. Club Operating Expenses: Daily operations of the club
2. Game/Match Expenses: These expenses include, but are not limited to participation,
league fees, judges’ fees, and facility rental fees. National
Championship expenses should also be included.
3. Travel Expenses: These expenses include travel to and from an event, including
vehicle rental, airfare, fuel, and lodging. Meals are not included.
3. Equipment: These expenses include only items that are deemed essential for
performance of the club’s sport, such as balls, bats, flags, etc.
This should not include personal equipment such as uniforms, T-shirts, shoes
or trophies. These items should be funded from fundraising or dues.
* Major Equipment Purchases will be handled on an individual basis, NOT through the
budget proposal process *
Once a “working budget” has been established, the club can then plan on receiving UP TO 50%
of the total budget amount the following year through Recreational Sports Departmental
Funding, if ALL of the evaluation system requirements are met. The remaining portion of the
club’s budget needs to come from fundraising and member dues. It is up to each club to
determine how much of their budget will come from dues and fundraising.
Recreational Sports will attempt to provide about one-third of each club’s working budget. The
remainder of the club’s budget will come from the club itself through fundraising and dues.
These two amounts can be further broken down to “cost–per–member” so that each club can
establish financial requirements for its members. Establishing these requirements at the
beginning of the year will help to set guidelines under which your club can operate most
efficiently.
Funding decisions are determined primarily by the amount of money allocated to the Sport Club
Office’s annual administrative budget by the Department of Recreational Sports. Within the
context of available funds, each club’s needs and fiscal responsibility will be looked at each
year. The Evaluation System will impact a club’s budget and will assist the Sports Club staff in
determining the allocation of Recreational Sports funds.
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The Evaluation System is explained in detail beginning on page 35. Factors such as turning in
paperwork on time, attendance at the fall workshop, and the creation of an annual report are
among the areas of criteria that will impact a club’s funding.
1. Once funding decisions are made, departmental allocations are deposited into each
club’s sport club account over the summer. The Assistant Director and Sport Club
Office Fiscal Technician manage all sport club accounts. The Sport Club Office must
approve ALL PURCHASES and the use of allocated funds PRIOR TO THEIR
EXPENDITURE.
2. Any money remaining in a club’s account will be carried over to the following year, but
may affect a club’s funding for the following year.
3. Given the availability of funds, modest amounts of money may be available to clubs
who QUALIFY for incentive money based off PERFECT Evaluation System Points
throughout the year.
17

LICENSING GUIDELINES FOR APPAREL
Any apparel design that includes the Hokie Bird or the words “Virginia Tech” must
be approved by the Sport Club Office *and* the VT Licensing Office
THE TOP TEN WAYS *NOT* TO GET YOUR STUDENT ART APPROVED BY THE
VIRGINIA TECH LICENSING OFFICE
10. Put the Hokie Bird in a compromising position.
The Hokie Bird represents Virginia Tech, just like all our logos, and should always be used
with the taste and dignity that benefits Virginia Tech. Art containing vulgar or
questionable representations of the Hokie Bird will not be approved.
9. Use some @#(&$*& vulgarity!
No vulgarity may be used on any product with any Virginia Tech trademark or logo, nor may
any language or images of questionable taste be used with them. The issue of taste will be
determined by the Virginia Tech Licensing Office
8. Leave out that pesky TM ( ) mark.
That “TM” mark might seem small to you, but it’s very important. It says to the world,
“Hey, this is a trademarked image and you need to ask to use it first.” Please make sure not
to accidentally exclude it while designing your art for submission.
7. Ask to put it on a shot glass or a beer mug.
NO SHOT GLASSES OR BEER MUGS. Don’t even ask; they will NOT be considered.
6. Obscure the logo. Or better yet just cover it up or change it completely.
Any Virginia Tech logo needs to be unaltered (expect for size or left-to-right orientation of
the Hokie Bird). When used in art, logos shouldn’t be covered up or obscured in any way.
5. Booze that bird! Associate him with drugs, sex, or alcohol.
Hey! That Hokie Bird is a pretty cool guy, but he’s also a teetotaler. No references to
drugs, sex, or alcohol can be used in conjunction with him or any other Virginia Tech logo.
4. Use Nike or UVA’s logo WITHOUT asking. (Or anyone else’s for that matter).
Just like you have to ask for permission to use the Virginia Tech logo on your product, you
also need to ask permission of Nike to use their logo, or Reebok, or UVA, or whatever other
company or college you’re interested in pairing up with the Virginia Tech logos. It’s best not
to pair them up, but if you need to, be sure to get permission from all involved companies
first. Call our office first – we’ll even get the applications for you.
3. Royalties? What’re those?
Never assume that because you’re a student organization that you’ll be royalty free. Some
are, but by no means all. Ask our office about waivers and royalty rates.
2. Don’t use a local vendor.
Only Virginia Tech approved vendors and licenses may be used to produce and sell your
products. If in doubt, ask our office – we’ll be glad to help you; that’s what we’re here for.
1. Do it without asking.
Always ask first!
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STUDENT CONDUCT/VIOLATION OF PROCEDURES
All students involved in any sport club activity should remember that they represent the Dept.
of Recreational Sports and Virginia Tech and should conduct themselves accordingly. Any
violation will be referred to the Assistant Director for Sport Clubs for appropriate action.
*A code of conduct form must be completed by all individuals (students and coaches).
All individuals and sport clubs are expected to conduct themselves in a mature and responsible
manner during all club activities or competitions, whether on or off campus. Events include any
activity where a member of a sport club is representing his/her respective club, the
Department, the ESCF, or Virginia Tech. The Assistant Director will review violations of any
Departmental or ESCF policy or procedure, and will then hold a hearing in which the individual or
club cited in the referral is given the opportunity to refute the charges or allegations. Any
disciplinary action is the decision of the Assistant Director and can take one or more of the
following forms:
1. A verbal and written warning to the individual or club and notification to the Director
of Recreational Sports.
2. Probation for a specified period.
3. Suspension of services and/or finances for a specified period.
4. Suspension from the ESCF for a specified period.
5. Expulsion from the ESCF and referral to the Vice-President of Student Affairs for
additional action, if warranted.
Individuals and clubs wishing to appeal the Assistant Director’s decision must submit a written
request for appeal, specifying the reason(s) for the appeal, within two working days to the
Director of Recreational Sports. The Director will make the final decision on any appeal. While
an appeal is pending, the decision of the Assistant Director will continue to be in effect.
** Students should be aware that in addition to any disciplinary action by the Department
of Recreational Sports, they might also be subject to university, local, state, and/or
federal action. **
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ALCOHOL POLICY
The Department of Recreational Sports emphasizes that alcohol and illegal
drug use during club activities and competitions will NOT be tolerated.
All members of the university community must abide by Virginia
state law and University policies that regulate the service,
possession, and consumption of alcoholic beverages. The University
may be required to participate in the enforcement of alcohol laws
and ordinances. NO alcohol should be in an individual or club’s
possession when representing the ESCF or the Department of
Recreational Sports. For more information regarding the University's Alcohol and
Drug policy, please refer to the following web site: http://www.judicial.vt.edu.
HAZING & SEXUAL HARASSMENT
For the purposes of this section, “hazing” means to recklessly or intentionally endanger the
health or safety of a student or students or to inflict bodily injury on a student or students in
connection with or for the purpose of initiation, admission into or affiliation with or as a
condition for continued membership in a club, organization, association, fraternity, sorority, or
student body regardless of whether the student or students so endangered or injured
participated voluntarily in the relevant activity.
Hazing as stated in Section V.I. of the Hokie Handbook
Hazing is a criminal offense in the Commonwealth of Virginia. Hazing is considered a serious
violation of university policy and is prohibited in all forms. This policy is based on the
proposition that students are entitled to be treated with consideration and respect at all times
and it applies to all student organizations and individuals. In determining whether a specific
behavior violates the hazing policy, consideration will be given to how the behavior relates to
the university’s mission and purpose.
The state statute on hazing (Virginia Hazing, Civil Criminal Liability, Code of Virginia.
18.2-56) reads as follows:
It shall be unlawful to haze, so as to cause bodily injury, to any student at any
school, college or university. Any person found guilty thereof shall be guilty of a Class 1
misdemeanor.
Any person receiving bodily injury by hazing shall have a right to sue, civilly, the
person or persons guilty thereof, whether adults or infants.
The president or other presiding official of any school, college, or university
receiving appropriations from the state treasury shall, upon satisfactory proof of the guilt of
any student hazing another student sanction and discipline such student in accordance with the
institution’s policies and procedures. The institution’s policies and procedures shall provide for
20

expulsions or other appropriate discipline based on the facts and circumstances of each case.
The president or other presiding official of any school, college or university receiving
appropriations from the state treasury shall report hazing which causes bodily injury to the
attorney for the Commonwealth of the county or city in which such school, college or university
is, who shall take such action as he/she deems appropriate.
Virginia Tech defines hazing as any mental or physical requirement, request, or obligation
placed upon any person that could cause discomfort, pain, fright, disgrace, or injury; that is
personally degrading; or that violates any federal, state, or local statute or university policy,
the willingness of an individual to participate in such activity notwithstanding. A person is
defined as a university student, any pledge, associate member, affiliate alumnus, guest of any
campus organization, or other individual. Alleged violations of this policy should be reported to
the Virginia Tech Police, the Office of Student Activities, or the Office of Judicial Affairs.
Hazing includes but is not limited to the following activities:
PHYSICAL
1. Encouraging or requiring persons to consume excessive amounts of alcohol (e.g.,
encouraging or requiring individuals to use beer bongs, play drinking games, or
drink unknown substances).
2. Requiring that a person do or submit to any act that will alter his or her
physical appearance in any significant degree for a substantial period of time
(e.g., branding; tattooing; using makeup, paint, or markers on a person; or
shaving the head or body).
3. Requiring activities that disrupt a person’s normal schedule. A normal schedule
includes three reasonably spaced meals per day, the opportunity for sufficient
rest at night (at least six full hours), time required for study outside of
scheduled class hours, and reasonable time for personal hygiene.
4. Requiring a person to engage in physical activity of unusual kind or duration,
such as: calisthenics, overly difficulty work assignments, activities that require
a person to remain in a fixed position for an extended period of time, or
confining a person in a room that is too hot or too cold, too noisy, or too small.
5. Hitting or pretending to hit an individual.
6. Performing acts that are or seem to be dangerous.
PSYCHOLOGICAL
1. Requiring a person to pretend to or actually violate a law.
2. Yelling or screaming at individuals.
3. Calling individuals demeaning names.
4. Booing, hissing, or demeaning individuals when they make mistakes.
5. Interrogating individuals in an intimidating or threatening manner.
6. Requiring a person to perform acts of servitude or perform personal errands
for others.
7. Deceiving new members prior to their gaining membership in an attempt to
convince them that they will not be initiated or will be hurt.
21

8. Forcing a person to publicly wear apparel that is abnormal and not normally in
good taste.
9. Requiring a person to appear nude at any time.
10. Engaging in activity that compels an individual or group to remain in a certain
place or transporting anyone without their knowledgeable consent (e.g., taking a
person on a road trip to an unknown destination, or kidnapping).
11. Requiring a pledge or associate period of unusual length (more than 10-12
weeks) for reasons other than achieving academic requirements.
DISTINCTION BETWEEN HAZING BY ORGANIZATIONS AND HAZING BY INDIVIDUALS
The following statement will help distinguish hazing violations by individuals from hazing
violations by student organizations.
1. It is presumed that hazing incidents involve only those persons directly
participating in the incident and those who are present at the time it occurs and
who do nothing to stop its occurrence.
2. A hazing incident may also be an organizational chapter activity, for which the
organization itself may be disciplined, if any of the following characteristics are
present:
a. The faculty advisor, or any of the executive officers of the organization,
or the person charged with the administration of an orientation or pledge
program is aware of the incident sufficiently in advance of its occurrence
to prohibit its taking place, and it takes no action to prohibit it.
b. The faculty advisor, or any of the executive officers of the organization,
or the person charged with the administration of an orientation or pledge
program knows the identity of the members involved in the incident and
refuses to divulge that information to the appropriate university
authorities or the police.
c. The incident takes place in any public area within a chapter house or in
any public place.
d. The incident involves the expenditure of any organizational funds.
e. The incident involves or is actively or passively endorsed by a majority of
the members of the organization.
HAZING EDUCATION
The officers, principally the president or chairperson, of each organization are responsible for
informing members and prospective members of this hazing policy. The UUSA Office of
Student Activities will provide copies of this policy to all student organizations.
Myths and Facts About Hazing
Myth # 1: Hazing is a problem for fraternities and sororities primarily.
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Fact: Hazing is a societal problem. Hazing incidents have been frequently documented in the
military, athletic teams, marching bands, religious cults, professional schools, and other types
of clubs and/or organizations. Reports of hazing activities in high schools are on the rise.
Myth # 2: Hazing is no more than foolish pranks that sometimes go awry.
Fact: Hazing is an act of power and control over others – it is victimization. Hazing is premeditated
and NOT accidental. Hazing is abusive, degrading, and often life-threatening.
Myth # 3: As long as there’s malicious intent, a little hazing should be OK.
Fact: Even if there’s no malicious “intent”, safety may still be a factor in traditional hazing
activities that are considered to be “all in good fun”. For example, serious accidents have
occurred during scavenger hunts and kidnapping trips. Besides, what purpose do such
activities serve in promoting the growth and development of group team members?
Myth # 4: Hazing is an effective way to teach respect and develop discipline.
Fact: First of all, respect must be EARNED – not taught. Victims of hazing rarely report
having respect for those who have hazed them. Just like other forms of victimization, hazing
breeds mistrust, apathy, and alienation.
Myth # 5: If someone agrees to participate in an activity, it can’t be considered hazing.
Fact: In states that have laws against hazing, consent of the victim can’t be used as a
defense in a civil suit. This is because even if someone agrees to participate in a potentially
hazardous action it may not be true consent when considering the peer pressure and desire to
belong to the group.
Myth # 6: It’s difficult to determine whether or not a certain activity is hazing – it’s such a
gray area sometimes.
Fact: It’s not difficult to decide if an activity is hazing if you use common sense and ask
yourself the following questions:
Make the following inquiries of each activity to determine whether or not it is hazing.
1. Is alcohol involved?
2. Will active/current members of the group refuse to participate with the new members
and do exactly what they are being asked to do?
3. Does the activity risk emotional or physical abuse?
4. Is there risk of injury or a question of safety?
5. Do you have any reservation describing the activity to your parents, to a professor, or to
a University official?
6. Would you object to the activity being photographed for the school newspaper or filmed
by the local TV news crew?
If the answer to any of these questions is “yes”, the activity is probably hazing.
Information was obtained from www.stophazing.org
23

SEXUAL HARASSMENT
(This information can be found in Virginia Tech’s “University Policies for Student Life”)
Virginia Tech students are both individuals and members of a learning community. As
individuals, they enjoy basic rights; as members of the learning community, they also accept
certain responsibilities. Virginia Tech is a place where the free exchange of ideas is valued and
where every person is valued.
To support the educational mission of the university, to create an environment where all
students have the same opportunity to succeed academically and to promote health and safety,
Virginia Tech has established policies that set minimum standards for student behavior. As an
educational institution, Virginia Tech encourages students to rise above the minimum standards,
to live and learn together in an atmosphere of mutual respect, and to learn the art of
community.
Virginia Tech abhors behaviors that are racist, sexist, homophobic, or otherwise disrespectful
or discriminating and strongly discourages these behaviors by any member of this community.
Behaviors that violate the Student Code of Conduct are addressed through the student judicial
system.
Virginia Tech is committed to providing a work and study environment for students, faculty and
staff that is free from all forms of harassment, intimidation, fear, coercion and exploitation.
Sexual harassment is reprehensible and will not be tolerated by the university. It subverts the
mission of the university and threatens the careers, educational experience and well-being of
students, faculty and staff. Sexual harassment is a form of discrimination, and relationships
involving sexual harassment or discrimination have no place within the university. When,
through fear of reprisal, a student, staff member or faculty member submits or is pressured to
submit to unwanted sexual attention, the entire university suffers.
While sexual harassment most often takes place in situations of a power differential between
the persons involved, the university also recognizes that sexual harassment may occur between
persons of the same university status. Sexual harassment may also occur between persons of
the same sex. The university will not tolerate behavior between or among members of the
university community that creates an unacceptable working environment.
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors and
other verbal, non-verbal or physical conduct of a sexual nature, including patterns of conduct
that causes discomfort or humiliation, or both, such as sexually explicit statements, questions,
jokes, anecdotes, visual materials or literature.
24

Sport Club Participant Code of Conduct Agreement
All individuals (students and coaches) involved in a Virginia Tech Sport Club represent not only him/herself,
but also the Department of Recreational Sports and Virginia Tech. Participation with a sport club carries with it
a great deal of personal responsibility. As a representative of Virginia Tech, sport club athletes are expected to
conduct themselves in the most positive way possible at all times. The "Hokies Respect" program applies to
Virginia Tech Sport Clubs as well as to varsity athletics.
All members of the Virginia Tech sport club program, and clubs/teams as a whole, are required to adhere to all
federal, state and University laws, guidelines, standards and policies. The Department of Recreational Sports,
through the Sport Club Office, reserves the right to issue sanctions, including but not limited to denying or
revoking memberships to individuals in violation of University policies.
All Sport Club Federation Teams may be held responsible for the acts of its individual members. Clubs may be
subject to suspension or expulsion from the Sport Club Federation for violation of university and/or Federal
and/or State laws.
Please check the box next to each term below to agree to that individual term. (You will not be allowed to
continue until all terms are agreed upon.)
CLUB MEMBERS, OFFICERS AND COACHES SHALL NOT:
Engage in any form of hazing. For information about hazing and other standards of behavior, refer to
the Sport Club Handbook and to the "University Policies for Student Life".
Use drugs (except for medical purposes) while practicing, traveling or competing
Consume alcohol while traveling, practicing, competing, spectating or socializing as part of a sport club
event
Consume alcohol at any Virginia Tech facility before, during or after a practice or competition
Use team funds to purchase alcohol even if any/all team members are above the legal drinking age
Encourage underage consumption of alcohol
Consume alcohol at public establishments while wearing team apparel
Attempt to strike, threaten or cause personal injury to anyone while competing
Verbally abuse another participant, coach, official, spectator, administrator or hotel employee
Cause damage to facilities or equipment
Use or enter a facility illegally, using an assumed name or false I.D.
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Use obscene gestures, profanity or disrespectful language while practicing or competing
Engage in conduct that constitutes discrimination or harassment
The above is a partial list of expected standards of behavior for sport club participants. For additional
information concerning standards of behavior, refer to the "University Policies for Student Life".
As a member of the Virginia Tech sport club program, I agree to the guidelines outlined above. I have
read and fully understand this agreement and my submission of this form confirms my understanding
that my team and I can be subject to probation, suspension or termination from the Virginia Tech Sport
Club Program for any violation of the agreement.
Failure to agree to this Code of Conduct disqualifies a student or coach from participating in the Virginia
Tech Sport Club Program.
Please check this box to agree to all of the terms outlined above and continue to the Assumption of Risk
form.
FLEET SERVICE VEHICLES
• Use of Fleet Service vehicles is a privilege extended to Sport Clubs because of their
affiliation with the Department of Recreational Sports.
• Fleet Service vehicles are used for road competitions and other official activities.
• All Fleet Service requests should be submitted well in advance of the date needed to the
Assistant Director in order to increase your club’s chances of getting the vehicles you want.
These requests must be made by sport club office staff and not by any club officers or
members.
• If a club forgets to cancel a Fleet Service reservation, it affects the reputation and
credibility of the ENTIRE SPORT CLUB PROGRAM.
• If you know that your Fleet Service needs have changed, please let Alan know AS EARLY AS
POSSIBLE so he can cancel your reservation and free up the vans/cars for other Sport
Clubs or campus groups. You can contact Alan by calling, emailing, instant messaging, or by
dropping by the office to cancel your request.
• If Fleet Service vehicles are not available, your club may rent vehicles from area car rental
companies.
• A Fleet Service vehicle’s glove box contains emergency contact procedures, which MUST be
followed in the event of an accident. Please take the time to read these instructions.
• Fleet Service vehicles may NOT be used for tournaments that take place during a major
social event (i.e. Mardi Gras).
• Abuse of Fleet Service policies/procedures may result in your club losing its ability to
reserve vehicles for a period of time to be determined by the Assistant Director
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• In the event of an accident involving a Fleet Service vehicle, please contact the following
immediately:
o VT Police for accidents on-campus
o State Police for accidents off-campus
• Also, reports must be submitted by the driver to the following as soon as possible:
o The insurance company insuring state vehicles
o Virginia Tech Fleet Services
** This should be done for all accidents regardless of the damages. Accident Report Forms are
in the glove compartment along with the insurance company’s policy and telephone numbers.
• In the event of an emergency, in addition to contacting those mentioned above,
you should also contact Alan at 231-4058 (work) or 540-357-0422 (cell) or The
Sport Clubs Coordinator at 231-3681.
• In the event of an accident, the Assistant Director will decide whether or not to
continue with the trip.
• If you experience any problems with a Fleet Service vehicle, please report the
problem to Fleet Services when you return to campus.
• Abuse of Fleet Service vehicles or policies may result in disciplinary action against
your club.
• YOUR CLUB WILL BE RESPONSIBLE FOR PAYMENT UP TO $500 FOR ANY
DAMAGE DONE TO A FLEET SERVICES VEHICLE, UNLESS YOU CAN
OBTAIN DRIVER & INSURANCE INFORMATION FROM THE OTHER
VEHICLE.
Fleet Services rents out both 7 and 12- passenger vans, and 4, 5 and 6-passenger cars.
Do not exceed the specified number of riders per vehicle. This is for your own safety!
Many accidents involving large vans have resulted from inexperienced drivers not
being familiar with the driving characteristics of these vehicles. As a result,
Fleet Services requires that:
1) The driver must have at least 2 years of automobile driving
experience
2) The driver cannot have any serious driving record violations within
the last 12 months
3) Any club members that may be planning on driving Fleet Service
vans MUST schedule a driving class with Fleet Services if they
have no previous experience in driving vans.
Appointments for van training can be scheduled directly with Fleet Services by calling them
at 231-6141.
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The following guidelines have been established by Fleet Services for all large vans, and need to
be strictly adhered to for the safety of all passengers:
1) The maximum number of passengers is limited to 12
2) All drivers must realize that a loaded van has a higher center of gravity,
which makes steering sensitive
3) Loaded vans need more distance for braking and stopping due to weight
4) Lane changes should be made carefully and be planned well in advance
5) All passengers MUST wear seatbelts
6) Cellular phones are NOT ALLOWED to be used while operating any
vehicle (Exception: AN EMERGENCY SITUATION)
7) DO NOT place signs in windows
8) DO NOT decorate windows
9) Make sure that the van is clean BEFORE you return it
These guidelines apply to ALL VANS operated by VT staff and students - this includes
rentals from local car rental companies.
STUDENT TUDENT DRIVER RIVER AGREEMENT GREEMENT
All club members must sign a Student Driver Agreement form prior to driving ANY vehicle
(Fleet Services or personal car) during a club trip. The form only has to be signed once a year.
This form is available on-line at the Sport Club website (http://www.recsports.vt.edu/clubs/).
Fleet Services is located across from the University Police Department, behind the football
stadium, and is open weekdays from 7:30am - 5:00pm. For weekend travel, be sure to pick up
vehicles no later than Friday at 5:00pm. An Automobile Reservation Form needs to be
presented to Fleet Services before they will release any vehicles. The Assistant Director or
Sport Clubs Coordinator will have these forms available for clubs at least two days prior to the
vehicle pick up date, or will place them in the club’s mailbox in the Sport Club Office.
Possession and/or consumption of alcoholic beverages and illegal drugs/substances are strictly
prohibited while traveling on Sport Club trips. Failure to abide by this policy will result in
disciplinary action.
*For Further Information, refer to the PowerPoint Presentation on the Sport Club website
(http://www.recsports.vt.edu/clubs/).
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FLEET SERVICE DRIVER REGISTRATION INSTRUCTIONS
Every potential driver of a Fleet Services vehicle has to be registered through Fleet Service’s
new on-line system. I will still do all of your car/van requests, but every potential driver
has to be registered in their system.
Start the process by clicking on the link:
https://www.fs.vt.edu/fleetcommander/_UserRegistration.asp
Directions to complete the registration form:
---Under the “Site information” section, use the drop-down menu and click on “Fleet
Services”
---Under the “User Information” section, type in your name (Last Name, First Name,
Middle Initial)
Type in your VT PID on the “Username” line
Login Password: type in “newpass” as the password, and re-enter “newpass” on the next
line
---Under the “Contact Information” section, type in “Recreational Sports” as the
Organization
Type in “Student” in the “Title” line
“Organization Name” line, use the drop-down menu, scroll down and click on “Recreational
Sport Clubs, 038000”
“Banner Charge Fund” line, leave this blank
“Address” lines, type in “125 War Memorial Hall”
Blacksburg
VA
24061
USA
“Phone Preference” line, leave “Business Phone” in that line
On the next line, type in my office #, 231-4058
Skip the next line (“Mobile Phone”)
On the “Fax” line, type in 231-7003
“Email Preference” line, leave “Work Email” on that line
“Work Email” line, type in my email (aglick@vt.edu)
Leave the “Personal Email” line blank
---Under the “Additional Information” section, type in my information:
Fund Manager Name: Alan Glick
Fund Manager Phone: 231-4058
Fund Manager Email: aglick@vt.edu
The last 3 lines are for your drivers license information…………your drivers license number,
license expiration date, the state your license is from.
Then, hit the “Save Registration” button to submit your information. And that’s it.
29

GAME MANAGERS/FIELD SUPERVISORS
Student Game Managers will be responsible for assisting with any questions that might be asked
by the visiting team, medical emergencies, and general oversight of games. The Game Manager
will be able to relieve your club of having to deal with injuries or other situations which may
arise. Game Managers are student employees of the Sports Club office and are given the
authority to represent the Department of Recreational Sports by the Assistant Director. If a
Game Manager has been scheduled for your club’s game or tournament, he/she will introduce
him/herself to your club at the beginning of the game. The Game Manager will have a wellstocked
first-aid kit at all games. Game Managers are trained in First Aid and CPR, but
are not qualified to act as athletic trainers. If any type of serious injury occurs, the
Game Manager will contact the VT Rescue Squad. Clubs competing off-campus or at a
home competition where there is no Game Manager present should call the Police and/or
Rescue Squad if necessary.
Student supervisors will be attending each practice at the Sport Club fields. They will be
assisting with any questions that clubs may have about fields, practice times, building supplies,
etc. and will act as a liaison between club officers and the Assistant Director, Sport Clubs
Coordinator and Facility Scheduler. It is the responsibility of each club using fields to
report any cancellations, delays or changes of any kind in your practice schedule to Alan
(aglick@vt.edu, 231-4058) and the Sport Clubs Coordinator (INSERT EMAIL, 231-3681).
If cancelling indoor facilities space, contact this staff, as well. Neglecting to do so will result in
fines to the responsible club(s). Any questions about Game Managers/Field Supervisors,
contact the Sport Clubs Coordinator.
COACHES
If a sport club desires, it can seek the assistance of a volunteer coach. It is imperative that
the coach adheres to the Department of Recreational Sports’ philosophy of student
development and leadership in respect to the daily functioning of sport clubs. The club’s coach
must allow students to take care of the administrative responsibilities and decision-making of
the sport club program and of the individual club. A sport club is a student organization; the
most important involvement is student involvement.
A major role of the coach is to develop and improve skills of club members, and to promote good
sportsmanship. Specific roles for coaches differ from one sport club to another, but will
usually include attending club practices and games/tournaments. A club’s coach can be relieved
of his/her duties by either the club or by the Department of Recreational Sports for violation
of state, university, or department rules or policies. Conversely, the coach can server his/her
relationship with the club if deemed appropriate.
30

On-going education and training in coaching skills is strongly recommended for all club coaches.
The department adheres to the principle that sport club coaches are volunteer, non-paid
positions. Club funds cannot be used to pay coaches.
** ALL COACHES ARE REQUIRED TO BE TRAINED AND
CERTIFIED IN CPR AND FIRST AID and FILL OUT AN ONLINE CODE OF
CONDUCT/ASSUMPTION OF RISK FORM. **
(http://www.recsports.vt.edu/clubs/).
COMPETITIONS
All clubs that are members of the ESCF must actively compete on the intercollegiate level.
Clubs are encouraged to participate at various levels of competition. Once a competition
schedule is confirmed for a semester, the club should turn this information in to the
Assistant Director or Sport Clubs Coordinator. It is suggested that club officers develop a
schedule that creates a balance between home and away competitions. Alan and the Sport
Clubs Coordinator should be made aware of any changes to schedules AS SOON AS
POSSIBLE. BEFORE each competition, a Pre-Competition Form should be completed and
given to the Assistant Director or Sport Clubs Coordinator. The results of each competition
should be reported to the Assistant Director or the Sport Clubs Coordinator immediately
following the competition using the Post-Competition Summary.
1. Home Competitions
When a competition date draws near, there are certain forms that need to be
completed before a club can participate. Only those students who have an
Assumption of Risk and Emergency Information Form on file with the Assistant
Director may participate in club competition or practice. Individuals lacking
the correct paperwork have until 5pm the day of the competition or 5pm the
Friday before weekend competition to update their status and gain eligibility
to compete.
Facility reservations need to be completed and confirmed BEFORE any home
competitions are scheduled. Reservations should be turned into Alan and the
Sport Clubs Coordinator as early in the semester as possible and BEFORE the
competition is arranged. If your practice or home game schedule should change,
you MUST notify the Assistant Director (231-4058), Sport Clubs Coordinator
(231-3681) AS SOON AS POSSIBLE.
2. Away Competitions
For away competitions, clubs need to complete the Pre-Competition Information,
Student Driver Agreements, and Motor Pool Request Forms if needed. As is the
case with Facility Requests, Pre-Competition Information should be turned in
31

to the Assistant Director or Sport Clubs Coordinator once a competition
schedule is confirmed.
Remember that individuals MUST HAVE current forms on file in order to
travel and compete. Club members lacking all proper paperwork will NOT be
allowed to travel in Motor Pool vehicles or compete. The Student Driver
Agreement needs to be submitted by all club members who will be driving
university or personal vehicles on the trip. Only those students with a Student
Driver Agreement form on file along with a valid driver's license are allowed to
drive.
Travel in university vehicles is limited to club members, coaches, and Recreational
Sports Staff members. Anyone else wishing to travel with the club must have
approval from the Assistant Director prior to the trip or make other travel
arrangements. All club members who travel to a competition in a university vehicle
must return with the team in the same vehicle. Any other arrangements are to be
approved by the Assistant Director BEFORE the club leaves town.
In some instances, Fleet Service vehicles may not be available for a given weekend.
Clubs are permitted to use personal vehicles to get to competitions. Individuals
driving their own vehicles will need to complete the Student Driver Agreement and
have it on file in the Sport Club Office.
Travel reimbursement when using personal vehicles is available for gas purchases
from your team’s account. All ORIGINAL gas receipts from the trip must be
turned in, along with a completed Expenditure Request Form. Only gas
purchases made directly before and during the trip will be reimbursed.
Fleet Services will charge clubs $5.00 for each missing gas receipt from a
trip. ALL gas receipts should be placed inside the key holder with the gas
credit card.
32

HEALTH AND SAFETY
Membership in any sport club requires full individual medical coverage. The University and
the Commonwealth of Virginia are only responsible for injury during transport to and from
practice or a competition (not during the competition itself) or as the result of negligence,
so it is essential that club members have their own health insurance coverage.
In competitive sports, injuries and accidents do occur while teams are practicing or competing.
The Sport Club Office will have a Game Manager present at many, but not all home games and
tournaments. Game Managers will be CPR and First Aid certified and will be equipped with a
first-aid kit. In the event of a serious injury, the Virginia Tech Rescue Squad and/or university
police will be contacted immediately.
Each club is required to have at least two trained and certified CPR, First Aid and
Bloodborne Pathogens Officers. At least one CPR/First Aid/BBP Officer is required to be at
all practices; otherwise the practice must be cancelled. A CPR and First Aid Officer are also
required at all home competitions, whether or not a Game Manager is present. In addition, this
person is not allowed to participate unless the other CPR/First Aid/BBP Officer is present and
is a non-participant if there is no Game Manager in attendance. The two officers may alternate
participation during competitions as long as one officer is observing at all times. Clubs are
encouraged to identify the CPR/First Aid/BBP Officers to the opposing team at home
competitions and inform them of injury procedures should one occur. If a Game Manager is
present he/she will introduce himself/herself to both clubs. If your team has a coach, he/she
is also required to be trained and certified in First Aid and CPR.
Should there be an injury during a sport club activity on the Virginia Tech Campus, the CPR and
First Aid Officer or Game Manager should immediately complete an Injury Report Form. The
Injury Report Form needs to be turned in to the Assistant Director or Sport Clubs Coordinator
within 24 hours of the injury. If the VT Rescue Squad is called and/or the participant is
taken to a hospital, the Assistant Director or Sport Clubs Coordinator is to be notified
IMMEDIATELY regardless of whether the game is at home or away.
To avoid playing field hazards, each club is responsible for checking their field regularly to
identify any potential problems. Any hazards should be reported to a representative of the
Sport Club Staff so that they can be corrected.
33

CONSTITUTION
All clubs are required to have a set of operational guidelines or rules, in the form of a
constitution. Each sport club should develop a constitution that is suited to their organization.
The constitution must be easily interpreted so that the club can operate consistently from year
to year. All sport clubs will be expected to update their constitution annually and submit a
current copy to the Sport Club Office. A constitution is the organizational framework of a
club, and expresses the fundamentals of the club's structure and purpose. The constitution
should be updated periodically as policies and officers change. Bylaws and standing rules are
easier to amend than the constitution. Bylaws govern the internal operations of a club.
Standing rules are those adopted by a majority vote at a club meeting. The following is a
suggested format for constitutions:
1. Article I: Name
2. Article II: Purpose / Mission Statement
3. Article III: Membership
4. Article IV: Finance
5. Article V: Organization
6. Article VI: Advisor / Coach
7. Article VII: Elections
8. Article VIII: Meetings
9. Article IX: Removal from Office
10. Article X: Referendum
11. Article XI: Amendments
12. Article XII: Bylaws
13. Article XIII: Ratification
14. Article XIV: Disciplinary Action and Member Conduct
15. Bylaw I: Duties of the Executive Committee
16. Bylaw II: Duties of the Officers
17. Bylaw III: Conditions for a Club Sponsor
18. Bylaw IV: Nominations and Elections
19. Bylaw V: Club Courses
20. Bylaw VI: Adoption of the Bylaws
21. Bylaw VII: Amendments to the Bylaws
34

SPORT CLUB EVALUATION SYSTEM
EVALUATION AREAS Total Deadline
Points
1. All Officers Attendance at Fall Workshop 10 Aug. 28,31
2. Club Constitution 10 Sept. 6
3. Update Sport Club Display Case – Fall 10 Sept. 13
4. Update Sport Club Website – Fall 10 Sept. 13
5. Initial Fall Game Schedules 10 Sept. 13
6. Code of Conduct/Assumption of Risk Forms 10 Sept. 20
7. Student Driver Forms 10 Sept. 20
8. Team Picture and Action Picture 10 Oct. 4
9. Proof of CPR/First Aid/BBP Certifications – 2 officers 10 Oct. 4
10. Update Sport Club Display Case – Spring 10 Feb. 7
11. Update Flyer outside of Sport Club office – Spring 10 Feb. 7
12. Update Sport Club Website – Spring 10 Feb. 7
13. Initial Spring Game Schedules 10 Feb. 7
14. 2011-2012 Budget Materials Submitted 10 TBA
15. Club Elections and New Officer List Turned In 10 Apr. 10
16. USLP Directory Information/Registration Form 10 Apr. 17
17. Update Display case, Flyer & Website w/ new Info 10 May 8
18. Annual Report 10 May 8
19. Pre - Competition Forms 10 Wed. BEFORE Comp.
20. Post - Competition Forms 10 Wed. AFTER Comp.
Total Points = 200 points
Sport Clubs will be evaluated on the above criteria throughout the school year. A perfect score
on the evaluation system is 200 points. A perfect score will allow a club to get the maximum
amount of money possible from the Department of Recreational Sports for the following school
year and possibly additional incentive allocations as well, if these incentive funds are available.
35

EVALUATION SYSTEM DESCRIPTION
Items contained in this section total 200 points. It is to a club’s advantage to be successful in
all areas of the evaluation system so that they can maximize the amount of funding to be
allocated for the following year. The evaluation system’s primary purpose is to ensure timely
return of required forms and to keep the Department of Recreational Sports up-to-date on the
activities of your club. It is hoped that this evaluation system will help each club achieve their
goals for the year and be successful.
• Fall Workshop 10 points
The purpose of the Fall Workshop is to orient new and returning officers to the sport
club program. This workshop updates current officers on policies, procedures, and other
important information needed for the academic year.
See pg. 4 for dates and times.
Please note that the Fall Workshop is MANDATORY for ALL officers; any club
members who have the potential of becoming an officer are welcome to attend any
of the workshops.
• CPR/First Aid/BBP Training 10 points
The Sport Club Program requires that Coaches AND at least TWO CPR/First Aid/BBP
trained/certified Officers or Members be present at EACH practice and home
competition. This is to ensure the safety of all club members. Certification classes are
available through the Department of Recreational Sports. Registration fees for
certification classes can be paid for by club funds. If a club officer is already certified
or newly certified, proof of certification MUST be on file in the Sport Club office.
See pg. 4 for deadlines and certification class schedules.
• USLP Directory Information/Registration Form 10 points
This form is required of all registered student organizations. The form requires
signatures of all the club officers as well as the advisor, along with some other
information. You can get this form in the Sport Club office or at the Fall Workshop.
• Club Constitution 10 points
A constitution provides a framework and structure for each club to operate within. Each
club is required to have a CURRENT constitution on file in the Sport Club Office. Clubs
are encouraged to refer to their constitution when dealing with club issues such as
conducting elections for new officers.
36

• Officer List 10 points
The Officer List can be picked up at the Sport Club Office. This form is to be
completed when new club officers are elected. The Officer List is a very important
form, since it provides important contact information for all club officers, coaches, and
advisors. It is to the club’s advantage to turn this form in as soon as possible so that
students inquiring about Sport Clubs can be given correct information.
• 2012-2013 Budget Materials Submitted 10 points
By attending the Fall Workshop, your club is eligible to submit a proposed budget for
the 2012-2013 school year. Failure to submit your club’s budget will result in penalty
points. Your club’s projected budget for the following school year needs to be
submitted to the Sport Club Office by the due date. More information about this will
be presented at the Fall workshop.
• Team Rosters (Code of Conduct/Assumption of Risk and Student Driver Agreement Forms)
Each club needs to have a roster on file in the office.
10 points
Code of Conduct/Assumption of Risk Forms are required for participation in the sport
club program. Prior to participation in any club activity, each club member MUST
sign a Code of Conduct/Assumption of Risk form. Faculty and Staff members
participating with the club must also sign these forms. All information must be
complete and current. These forms need to be completed BY EVERY MEMBER OF
YOUR CLUB, and need to be returned by the due date above. ** As your club adds
new members throughout the year, you need to have the new members complete
these forms as well. **
ANY PERSON driving to ANY competition, event, or tournament in a Fleet Services
OR personal vehicle needs to have a Student Driver Agreement form filled out and on
file in the Sport Club Office by the due date listed above.
* * If your club is traveling before the assumption of risk forms are due, your
clubs' rosters, Code of Conduct/Assumption of Risk forms, and Student Driver
Agreements need to be turned in BEFORE leaving campus. Failure to do so will
result in disciplinary action. * *
37

• Annual Report 10 points
Each club is responsible for producing an Annual Report. The report should highlight
your club’s goals, accomplishments, game/tournament results, etc. for the year. The
annual report MUST be completed before the end of spring semester, and should be a
comprehensive, typed document. The following items should be included in the report, as
well as any additional information deemed pertinent to the interests of each individual
club:
1. Goals for the year - how they were or were not met, how they are currently being
met or why they were not met.
2. Goals for the upcoming year - program proposals that will help meet the following
year’s goals.
3. Summary report for the year - include topics such as
a. FINANCIAL INFORMATION
b. MEMBERSHIP LISTS
c. COMPETITION INFORMATION/RESULTS OF GAMES, TOURNAMENTS
d. OTHER ACTIVITIES THE CLUB TOOK PART IN
(i.e. community service, clinics, fundraisers, etc…)
e. ACCOMPLISHMENTS FOR THE YEAR
f. PROBLEMS/ISSUES the club encountered and how they were/will be
addressed
g. OTHER INFORMATION you would like to include
• Fall/Spring Game Schedules and Revisions 20 points total --
10 points each semester
Complete game schedules need to be turned in and updated regularly. Revisions are just
as important as the initial schedule. The Assistant Director & Sport Clubs Coordinator
SHOULD BE UPDATED WEEKLY on changes to your schedule and as changes occur.
** Revisions need to be made WHENEVER there is a change in opponent,
location, date, or time. **
• Pre-Competition Information 20 points total --
Post-Competition Summary 10 points each
These forms are available in the Sport Club Office. You MUST fill out Pre-Competition
Information BEFORE a competition and you MUST fill out a Post-Competition Summary
AFTER a competition. These forms are due on the Wednesday before AND the
Wednesday after a game, competition, or tournament IF NOT EARLIER.
• Maintaining Sport Club Display Case and Flyer 20 points total --
38

10 points each semester
Each club has space in the Sport Club display case down the hall from the Sport Club
Office. Your display should be kept up-to-date with CURRENT information such as a
listing of club officers, game schedules, and anything else that you would like to display.
This display case is looked at a lot by current students and visitors so take some time
and effort to put together a display that represents your club in a positive way. You
can update the display case whenever you want by getting the key from the Assistant
Director or Sport Clubs Coordinator.
• Maintaining Sport Club Website 20 points total --
10 points each semester
All clubs are expected to have a well-maintained current website. Many prospective and
current VT students look at club’s websites for general information, contact
information, game schedules, scores, etc. The Department of Recreational Sports will
provide links to each club’s homepage. Clubs may want to consider creating a web page
design position if one currently does not exist. Students and visitors expect Virginia
Tech student organizations to have current informative homepages.
• Club Elections and Officer List 10 points
All clubs must complete their 2012-2013 elections for new officers, and turn in the
Sport Club Officer List to Alan NO LATER THAN TUESDAY, APRIL 10.
INCENTIVE SYSTEM DESCRIPTION
Sport Club Incentive and Penalty System
Items contained in the Evaluation System total 200 points. It is to a club’s advantage to be
successful in all areas of the Evaluation System so that they can maximize the amount of
funding to be allocated for the following year, and benefit from the new Incentive System. The
Incentive System’s primary purpose is to further reward clubs who are completing all the
requirements from the Evaluation System on time. With the timely return and completion of
required forms and tasks, it ensures that the Sport Club office is up-to-date on the activities
of your club. Along with the Evaluation System, it is hoped that this new Incentive System will
help each club achieve their goals for the year and be successful.
39

INCENTIVE SYSTEM GUIDELINES
For every club that submits all of the Evaluation System requirements on time, they will be
eligible to receive some end-of-the year Incentive System money. The total amount of
Incentive System money that will be allocated to each eligible club will depend on the amount of
Penalty System money that is generated. The total monies generated from clubs not meeting
requirement deadlines throughout the school year will be divided equally among the clubs that
meet all of the deadlines on time. This money will be deposited into your club’s account at the
end of the school year, after all of the club evaluation deadlines have been analyzed.
EVALUATION SYSTEM DESCRIPTION
Clubs that do not submit Evaluation System requirements on time will suffer financial penalties
for each late submission. The Evaluation System’s primary purpose is to deter clubs from
submitting requirements late, or not submitting them at all.
EVALUATION SYSTEM GUIDELINES
The Evaluation System will affect any club that is late in submitting, or does not submit any of
the 18 requirements throughout the school year.
Monetary fines are as follows:
Level 1 Penalty (miss original deadline) = $50.00/evaluation system requirement
Level 2 Penalty (not submitted after 1 week of original deadline) = $100.00/eval.
system requirement
Level 3 Penalty (submitted after 2 weeks of original deadline) = $200.00/eval.
system requirement, and
your Club Account will be frozen
** The Evaluation System applies to all 18 requirements (as outlined in the Sport Club
Handbook). **
After all of the club evaluation deadline requirements have been analyzed, the total money
generated from fines will be added together and divided equally among all clubs that achieve a
perfect Evaluation System score for the year.
40

DISCIPLINARY ACTION
All Sport Clubs are expected to be well–run student organizations. Failure to follow the
Evaluation System will not only cost your club funding, but may also result in disciplinary action
by both the Sport Club Office and the Department of Recreational Sports. Disciplinary action
may take the form of a club’s funds being frozen for a specified period of time, a written
warning, and possible meetings with the Assistant Director and/or other Recreational Sports
administrative staff. In extreme cases, clubs may be expelled from the Sports Club Federation
for one or more semesters.
SPORT CLUB AND REC. SPORTS AWARDS AND RECOGNITION NIGHTS
At the end of the year the Sport Club Office hosts an awards and recognition night for all
sport club officers. There is also a separate recognition event sponsored by the Rec. Sports
Dept., for all Rec. Sports student employees & sport club officers. These events are an
opportunity for the Recreational Sports Staff to thank all club officers/student employees for
their contributions to not only their club, but to the sport club program as a whole.
A number of awards are presented annually to recognize the accomplishments of selected sport
clubs, their officers and members.
Awards presented include:
• Sport Club of the Year
• Male Athlete of the Year
• Female Athlete of the Year
• Coach of the Year
• Male Club Officer of the Year
• Female Club Officer of the Year
• Most Improved Club of the Year
• Sport Club “Hokie Spirit” Award
** Selection criteria and nomination forms will be made available in the spring. **
41

“HOW TO” LIST
• MAKE A FINANCIAL DEPOSIT TO YOUR CLUB’S ACCOUNT
1. Fill out a Financial Account Deposit Form.
2. Give form and cash/checks to Fiscal Technician (Jennifer), Assistant Director (Alan),
or the Sport Clubs Coordinator.
• PAYING FOR ITEMS
1. You need a Price Quote or Invoice from the vendor.
2. Fill out an Expenditure Request Form.
3. Attach the quote or invoice to the Expenditure Request form and give it
to Alan for APPROVAL.
4. If approved, Alan will then give the Expenditure Request and Quote to
Jennifer. Jennifer will then process the order using the online purchasing
system- Hokie Mart. It is very important that all these steps are
followed in this exact order when purchasing items for your club!!
Please remember to attach ALL necessary documentation to the Expenditure Request Form.
Incomplete forms will be returned to your club’s mailbox.
HOW TO RESERVE
• YOU MAY CHECK THE AVAILABILITY OF SPACE BY GOING TO
http://schedule.recsports.vt.edu/ THEN CLICK ON VIEW SCHEDULE (UNDER THE LOGIN
FIELDS).
1. Clubs must first submit an electronic match/game(s) request (email) to Alan and the Sport Clubs
Coordinator for approval. Practice times will be carried over from the previous year and entered
in the online scheduling system by the Grounds Supervisor (Chad). Chad will assume you want the
same practice times from the prior year unless he is notified in advance for changes. (even with
prior notification, this will not guarantee that you will have the new practice times that you have
requested)
2. Once a match/game(s) is approved by Alan and the Sport Clubs Coordinator, clubs will then submit
a request via email to Chad in order to reserve facilities. All requests for practices and
competition sites/dates should be submitted as early as possible once a club’s plans are
determined for the following semester or academic year.
If your practice or game schedules should change at any time, let Alan & the Sport Clubs Coordinator
know as soon as possible and cancel your game or match by calling or emailing Chad as soon as you find
out or know the match is canceled.
FOR RESERVATIONS IN WAR MEMORIAL GYM
You must take your requests for space in War Memorial Gym to the Facility Manager, Sam
Van Curen, in War 125 D after having coordinated with the Assistant Director for Sport
Clubs and/or the Sport Clubs Coordinator. You may do so by email, or, using the
42

Recreational Sports website. To use the website to submit requests go to:
http://www.recsports.vt.edu/ click on Facilities, and then click on reservations to submit
your request.
• YOU MAY CHECK THE AVAILABILITY OF SPACE BY GOING TO http://schedule.recsports.vt.edu/
THEN CLICK ON VIEW SCHEDULE (UNDER THE LOGIN FIELDS).
When turning in your requests be sure to make note of any equipment you might require
such as tables, chairs, score pads, etc. Many times we have more than one event going on
at the same time and the other groups may have already reserved all available equipment.
If you do not let them know you need equipment you may not get any.
• HOME GAMES
1. Use a Competition Agreement with the team(s) you are going to play
2. Schedule officials and complete an Officials Contract (so your officials can be paid)
3. Fill out a Pre-Competition Form
4. Let Alan and the Sport Clubs Coordinator know your game dates and times
5. Work with Sam to plan and reserve in advance any equipment needs such as tables,
chairs, etc that your club might need when having a game/match in War.
6. Complete a Post-Competition Form
• Fleet Services RESERVATIONS AND PICKUP
1. Fill out Fleet Service Vehicle Request and turn it in to Alan
2. Have all potential drivers fill out the Student Driver Agreement on the Rec Sports
website
3. Pick up Fleet Service forms from your mailbox the week of your trip
4. Bring forms to Fleet Services when you pick up your vehicles
5. Pick up your Fleet Service vehicles on time or your reservation may be cancelled
6. Cancellations must be made at least 24 hours in advance through Alan or the Sport
Clubs Coordinator or you will be charged for one day’s rental
• INJURIES AND MEDICAL KIT
1. 2 officers are required to be CPR/First Aid/BBP certified and need to be present at
all practices and home competitions. If your team has a coach, they are also required
to be First Aid/CPR/BBP certified.
2. Make sure your team has a cell phone in the event that the VT Rescue Squad needs to
be called @ 911 or (540-231-7138)
3. Stop by the Sport Club Office if you need medical supplies
4. Complete an Injury Report if necessary and turn it in to the office
• TRAVEL EXPENSE REIMBURSEMENTS
1. Fill out an Expenditure Request
2. You MUST include the day & time you departed from Blacksburg AND the day & time
you returned to Blacksburg.
3. You must attach ORIGINAL receipts.
4. CLUB MEMBERS WILL NOT BE REIMBURSED FOR MEALS FROM CLUB ACCOUNTS
43

Mileage Sheet From Blacksburg
City, State Mileage (one way) Round Trip
Alexandria, VA 273 546
American University, D.C. 287 574
Annapolis, MD 307 614
Atlanta, GA 410 820
Avon, CT 614 1228
Baltimore, MD 350 700
Bluefield, WV 60 120
Boone, NC 275 550
Bristol, TN 122 244
Buffalo, NY 531 1062
Chapel Hill, NC 225 450
Charleston, SC 435 870
Charleston, WV 154 308
Charlotte, NC 200 400
Charlottesville, VA 150 300
Chattanooga, AL 355 710
Chicago, IL 765 1530
Cincinnati, OH 425 850
Clemson, SC 303 606
Cleveland, OH 545 1090
College Park, MD 300 600
Columbia, SC 500 1000
Columbus, OH 375 750
Denver, CO 1744 3488
Durham, NC 208 416
Emory, VA 125 250
Fairfax, VA 250 500
Fredericksburg, VA 240 480
Front Royal, VA 205 410
Galax, VA 70 140
Galveston, TX 1300 2600
Gettysburg, PA 300 600
George Mason Univ., VA 270 540
Hampton, VA 299 598
Harrisonburg, VA 139 278
High Point, NC 144 288
Indiana, PA 389 778
Knoxville, TN 234 468
44

Lexington, VA 82 164
New Orleans, LA 818 1636
Oak Ridge, TN 259 518
Occoquan, VA 263 526
Oxford, OH 429 858
Philadelphia, PA 414 828
Princeton, NJ 451 902
Raleigh, NC 230 460
Richmond, VA 218 436
South Bend, IN 642 1284
Statesboro, GA 413 826
Timberlake, VA 86 172
Virginia Beach, VA 327 654
Williamsburg, VA 269 538
Winston-Salem, NC 126 252
Sydney, Australia 11,521 23,042
Washington, DC 267 534
** Destinations not listed above can be researched through the Internet.**
TRAVEL AGENCIES & BUS COMPANIES UNDER UNIVERSITY CONTRACT
1) CHRISTIAN TRAVEL
1129 E. Main Street
Radford, VA 24141
639-9388
731-9424 (FAX)
2) MARTIN TRAVEL
1346 South Main Street
Blacksburg, VA 24060
951-7854
951-5043 (FAX)
3) OMNI TRAVEL & TOURS
508 South Main Street
Blacksburg, VA 24060
552-4120
552-4718 (FAX)
4) WORLD TRAVEL SERVICE
3615 Franklin Road
Roanoke, VA 24014
982-2200
572-4466 (FAX)
5) UNIVERSITY TRAVEL CONSULTANTS
922 University City Blvd.
Blacksburg, VA 24060
800-638-2701
961-2700
951-2921 (FAX)
6) ABBOTT BUS LINES
1704 Granby Street NE
Roanoke, VA 24012
800-433-1111
343-1133
982-3986 (FAX)
7) James River Bus Lines
915 North Allen Avenue
Richmond, VA 23220
877-342-7300
804-342-7373 (FAX)
45

IF YOU PLAN ON BOOKING HOTEL ROOMS AND/OR FLIGHTS THROUGH ANY ON-
LINE WEBSITE (such as Hotels.com, Orbitz, etc…), you CANNOT USE ALAN’s
MasterCard! You will have to use your own credit card, and then fill out the necessary
paperwork in order to get reimbursed.
IT IS STRONGLY RECOMMENDED THAT YOU USE ONE OF THE TRAVEL AGENCIES
LISTED ABOVE, OR BOOK YOUR HOTEL ROOMS DIRECTLY WITH THE HOTEL.
If you cancel a home game/tournament and you forget to let Alan, the Sport Clubs
Coordinator and/or Sam know, your club may be billed for labor charges for the Rec.
Sports field crew, and for any supplies that were used to line the fields and otherwise
prepare the fields for your game(s).
RESERVING SPACE FOR PRACTICES AND COMPETITIONS
http://schedule.recsports.vt.edu/ THEN CLICK ON VIEW SCHEDULE (UNDER THE LOGIN
FIELDS).
3. Clubs must first submit an electronic match/game(s) request (email) to Alan and the Sport Clubs
Coordinator for approval. Practice times will be carried over from the previous year and entered
in the online scheduling system by the Grounds Supervisor (Chad). Chad will assume you want the
same practice times from the prior year unless he is notified in advance for changes. (even with
prior notification, this will not guarantee that you will have the new practice times that you have
requested)
4. Once a match/game(s) is approved by Alan and the Sport Clubs Coordinator, clubs will then submit
a request via email to Chad in order to reserve facilities. All requests for practices and
competition sites/dates should be submitted as early as possible once a club’s plans are
determined for the following semester or academic year.
If your practice or game schedules should change at any time, let Alan & the Sport Clubs Coordinator
know as soon as possible and cancel your game or match by calling or emailing Chad as soon as you find
out or know the match is canceled.
FOR RESERVATIONS IN WAR MEMORIAL GYM
You must take your requests for space in War Memorial Gym to the Facility Manager, Sam
Van Curen, in War 125 D after having coordinated with the Assistant Director for Sport
Clubs and/or the Sport Clubs Coordinator. You may do so by email, or, using the
Recreational Sports website. To use the website to submit requests go to:
http://www.recsports.vt.edu/ click on Facilities, and then click on reservations to submit
your request.
• YOU MAY CHECK THE AVAILABILITY OF SPACE BY GOING TO http://schedule.recsports.vt.edu/
THEN CLICK ON VIEW SCHEDULE (UNDER THE LOGIN FIELDS).
When turning in your requests be sure to make note of any equipment you might require
such as tables, chairs, score pads, etc. Many times we have more than one event going on
at the same time and the other groups may have already reserved all available equipment.
If you do not let them know you need equipment you may not get any.
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SPORTS CLUBS ACCOUNT CODES
Department 038000
6-59819 Sports Club Administration
6-59836 Extramural Sports Clubs 6-59861 Women's Field Hockey
6-59820 Clay Target 6-59865 Ice Hockey Club
6-59831 Women's Softball 6-59867 Men's Water Polo Club
6-59838 Cycling 6-59869 Snow Ski Club
6-59850 Crew 6-59878 Cricket Club
6-59851 Bowling 6-59880 Women's Volleyball
6-59852 Fencing 6-59882 Men's Soccer
6-59853 Gymnastics 6-59885 Baseball
6-59854 Men's Lacrosse 6-59887 Women's Basketball
6-59855 Men's Rugby 6-59889 Triathlon
6-59856 Men's Volleyball 6-59893 Women's Water Polo
6-59857 Women's Lacrosse 6-59895 Golf
6-59858 Women's Rugby 6-59897 Men's Tennis
6-59859 Women's Soccer 6-59899 Women's Tennis
6-59860 Wakeboard 6-59949 Equestrian
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LEADERSHIP
Leadership is inspiring and helping people to work toward a goal. Leadership doesn’t necessarily
mean, “taking charge” – there are MANY DIFFERENT WAYS TO LEAD. For example, you can
lead by:
• Setting an example for others to follow, in what you say and do
• Helping to settle differences and disagreements by encouraging a spirit of cooperation
• Introducing new ideas that help solve problems – in other words, “thinking up” and
“speaking up”
The result of effective leadership is people working together to achieve a goal.
You should learn about developing leadership skills because even though everyone isn’t a born
leader – everyone can develop leadership skills, and EVERYONE CAN BENEFIT from using them.
Whether you are appointed, elected, or simply assuming an informal leadership role, leadership
skills can help you:
• Contribute to the achievement of group goals, by helping focus everyone’s energy
towards the task at hand
• Grow professionally, since leadership skills can be applied in any line of work
• Enjoy personal growth and satisfaction, from knowing that you’re making a difference in
the world around you!
Effective leaders are good communicators. Whenever you’re working with people, success
depends on your ability to communicate. Communication is the art of GETTING A MESSAGE
ACROSS. It may be:
• Written – informal is sent via letters, memos, emails, reports, etc.
• Spoken – the message is transmitted by the speaker via phone calls, speeches, and
conversations. Sometimes a speaker (or writer) uses other communication tools, such as
charts, slides, and films, to help get a message across.
• Unwritten and Unspoken – people form attitudes and opinions based upon the communicator’s
tone of voice, body language, mannerisms, etc,
Some tips on becoming a good communicator:
• Person-to-Person Communication
o Develop Your Speaking Skills
§� Speaking, whether to an individual or a group, is a skill that improves with
practice
o Be Timely
§� Present only information that’s current and relevant
§� Make it a point to be on time and stick to the schedule
o Practice Good Listening Habits
§� Be courteous and pay attention to what’s being said
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§� Take notes, and ask questions if you’re confused
o Keep a Positive Attitude
§� Smile!
§� Even if you disagree with what’s being said, don’t let your emotions interfere
with clear thinking
§� Summarize without injecting your opinions
• Written Communication
o Be Brief
§� Stick to the subject at hand, to avoid confusing your readers
o Be Accurate
§� Check all the facts before putting anything on paper
o Keep It Simple (KIS)
§� Don’t use confusing terminology or unnecessarily complicated explanations
Communication is the key to developing and using all other leadership skills – because people
can’t work together without communicating!
You can develop other important leadership skills by becoming “team-minded.”
• Help develop team spirit
o As a leader, you can encourage enthusiasm and a sense of belonging among group
members by showing:
§� Friendliness – others will be more willing to share ideas if you’re interested
in them
§� Understanding – everyone makes mistakes. Try to be constructive, tolerant,
and tactful when offering criticism
§� Fairness – equal treatment and equal opportunity lead to an equally good
effort from all group members
§� Good will – group members will take their tasks more seriously if you show
that you’re more interested in group goals then your own personal gain.
Remember, volunteers should be treated accordingly
• Enthusiasm is contagious!
• Keep everyone working toward team goals
o A team of individuals working TOGETHER, sharing ideas and responsibilities can
accomplish much more than a team of individuals working alone.
§� Remind everyone of the group’s purposes from time to time. It’s easy to
become sidetracked and lose sight of your goals.
§� Provide encouragement and motivation, by showing your appreciation for
good ideas and extra effort.
§� Harmonize differences and disagreements between group members by
stressing compromise and cooperation. Don’t hesitate to make decisions
when necessary.
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§� Involve everyone in discussions and decisions, even if it means asking for
opinions and ideas.
Get to know the people around you
Everyone has different abilities, wants, needs and purposes in life. To get along with other people and get
results, you need to find out what makes them tick.
• Interact with group members as often as possible. The best way to get to know someone
is through direct personal contact.
• Become familiar with every member of your group or organization. Take note of each
person’s unique qualities and characteristics.
Treat others as individuals
Put your knowledge and understanding of each group member to work!
• Be aware of expectations
o Everyone deserves individual treatment because everyone expects something
different – recognition, a chance to learn, a chance to work with other people, etc.
• Be creative
o A dull, repetitious routine can cause boredom and poor performance
o The successful leader is often the one who is able to think of new (and better)
approaches to old ways of doing things
• Provide rewards
o There’s no substitute for a pat on the back
o It’s a source of personal satisfaction and positive reinforcement for a job well
done
• Delegate responsibilities
o Everyone should share the work to be done, so that everyone can share pride in the
group’s accomplishments
o Everyone should know what’s expected of him/her, what resources are available,
what deadlines to meet, etc.
Accept responsibility for getting things done. Everyone can and should excel in this aspect of
leadership.
• Become actively involved
o You can’t do it all alone, but you can help get the job done better and faster
• Take the initiative
o Why stand around and wait for someone else to get things started?
o Roll up your sleeves and dig right in!
• Seek help and information
o Ask for advice if you need it
o This will encourage group involvement and help accomplish group goals
• Offer help and information
o Your unique knowledge and skills may be just what’s needed
• Make things happen
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o By being decisive, energetic, and enthusiastic, you can and will help get things done!
• Know when and how to say “NO”
o If your time and resources are already committed, turn down extra tasks, but do it
politely
Use a step-by-step approach to problem solving. Whether you are faced with a decision to
make or a conflict to resolve, following this logical approach will help.
1. STATE THE PROBLEM as simply and clearly as possible
2. GATHER and organize all relevant information and available resources
3. LIST as many ideas or solutions as you can think of
4. EVALUATE each idea or solution and choose the best one
5. DESIGN A PLAN for using your idea or solution. Include a timetable, assigned roles, and
resources to be used
6. Don’t forget to FOLLOW UP on your plan by asking why your idea or solution did or didn’t
work
Take time to analyze yourself. Learn to understand yourself. It’s the first step to
understanding others. Before you can successfully interact with others, you need to answer
these two important questions:
1. Who am I?
a. Am I leader who helps solve problems?
b. A leader who helps people get along?
c. A take-charge leader?
d. A person who leads by example?
e. A person who is able to combine these different leadership styles?
f. How do others see me as a leader?
2. What am I doing here?
a. What are my goal, purposes, and expectations in working with this particular group
or organization?
b. What are the purposes of the group, as a whole?
Identify areas for improvement. Taking a few minutes to answer these questions can help you
determine your strengths and weaknesses:
YES NO
• Do I try to be aware of how others think and feel?
• Do I try to help others perform to the best of their abilities?
• Am I willing to accept responsibility?
• Am I willing to try new ideas and new ways of doing things?
• Am I able to communicate with others effectively?
• Am I a good problem solver?
• Do I make it a point to offer or seek help whenever necessary?
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*Any “NO” answers may indicate areas in which improvement is needed.
Make your own self-improvement plan. After analyzing your strengths and weaknesses, it’s time
to take action. Devise a strategy for upgrading your skills. For example, you can improve your:
• Communication skills
o By taking a speech or writing class
o Observing others
o Practicing new skills as often as possible
• Understanding of groups and individuals
o By getting to know the people around you
• Willingness to accept responsibility and new ideas
o By making an effort to take on bigger, more creative challenges
Start working on your leadership skills today!
Watch and learn from other effective leaders wherever you find them
Read about leadership techniques, and practice them whenever you can
Get involved by making your group’s goals and purposes your own
Lead the way to a happy, successful future!
INTERPERSONAL SKILLS
The ability to get along with others is a talent that requires “interpersonal” skills.
For some people, it’s a natural talent. They get along well with everyone they meet, and they
are well respected. For other people, it’s a talent they must develop. They can learn skills that
will help them get along better with others – in all kinds of relationships: business, family,
friendships, etc.
Unless you’re one of the talented few, it’s important to learn interpersonal skills. Here’s why:
• You’ll be more effective in communicating your thoughts and feelings and getting the
response you want.
o Being effective means learning how to:
§� EXPRESS your feelings
§� PRESENT yourself well
§� GIVE and receive compliments gracefully
§� SAY “no” when appropriate
§� RESOLVE problems effectively
• You’ll be happier if you get along well with others
o You’ll have:
§� MORE SELF-RESPECT
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• When you recognize your success in dealing with people, you’ll also
feel good about yourself
§� MORE RESPECT FROM OTHERS
• They’ll appreciate your directness, honesty, and dependability
§� MORE RESPECT FOR OTHERS
• You’ll recognize and appreciate their skills and personal qualities
Communication is the key to getting along with others. Here are some tips for effective
communication:
1. Learn to express yourself
• This first step will:
• Help others get to know you better -- so they’ll know what to expect from you
• Help you get to know others better – because they’ll offer information about
themselves in return
o THINK CAREFULLY about what you want to say
o Be precise, not general
o Present one idea at a time, and make sure that it’s understood before
continuing
o Be pleasant and confident
o Speak clearly when expressing your ideas
o KEEP IN MIND the listener’s
§� Background
§� Knowledge
§� Feelings
§� What your point will mean to him or her
2. Learn good listening skills
• Careful listening avoids misunderstanding
• It’s work, but it helps you grasp what the speaker is trying to say.
• Here are some tips:
o Give your undivided attention to the speaker
o Show that you’re interested in what’s being said
o Don’t rush, interrupt, or finish sentences for the speaker
o Ask questions if you need more information
§� Paraphrasing is summarizing what the speaker has just said
§� It is an extremely helpful tool because it:
§� Makes you listen carefully
§� Lets the speaker know if the message was communicated correctly
§� Eliminates misunderstanding which can lead to conflict
3. Learn how to respond effectively
• This is often called providing feedback
• After you’ve listened carefully, it’s your turn to give your opinions and impressions
• Here are some tips:
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• BE SPECIFIC in your agreement or disagreement – not general
• BE DESCRIPTIVE and logical, not emotional
• BE TACTFUL by trying to say something positive, even if you disagree
o POSITIVE FEEDBACK
§� It’s pretty easy to give positive reactions – but don’t forget to
do so when appropriate
§� It tells the speaker that you liked or agreed with the idea and
gives the person positive reinforcement
o NEGATIVE FEEDBACK
§� Sometimes it is hard to tell someone you disagree
§� You can do it effectively by:
§� Explaining why you disagree
§� Making sure that the speaker knows you aren’t attacking him
or her personally
4. Learn to be assertive
• This means expressing your feelings honestly and directly, while still respecting
the other person
• You have the right (and the responsibility) to say what you believe
• This includes disagreeing and saying “no” when you don’t want to do
something
o BEING NONASSERTIVE
§� Ignoring your own feelings rather than disagreeing may avoid an
argument, but it means you aren’t being true to yourself
§� This may make you feel angry or manipulated – interfering with
your relationship with the other person and reducing your
effectiveness
An assertive person is usually happier, more effective, and dependable.
Here are some other ways to build your interpersonal skills
§� Learn to recognize your feelings
o Be aware of the way that you react when you’re listening to someone
o Is your stomach churning? Are your nostrils flaring? You’re upset or angry
§� Know your strengths and weaknesses
o Make a list of your skills and qualities
o Knowing them will help you decide which projects you can undertake to better
serve your group
o List areas where you feel you are weak but would like to improve
o Work to overcome those weaknesses
§� Practice positive ways of dealing with anger and stress
o Pay attention to the cues your body gives you to slow down
o Take deep breaths to calm yourself
o Think about what you’re going to say
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§� Learn to read between the lines
o Not all communication is verbal
o A lot is expressed by tone of voice, facial expressions, etc.
§� For example, think about the different messages you get when “I’m fine!” is
said in various ways:
• With a smile, cheerful voice, head toss
• With clenched teeth, low voice
• Looking down nose at you
• Avoiding eye contact, by looking away or down; quiet voice
Learn how to handle problems and conflicts. Some disagreements are bound to arise whenever
people work together. Conflict may make you feel bad, but it has some benefits:
§� People get to understand themselves and others better
§� Better decisions are more likely to be made
§� Working to resolve disagreements can be interesting and stimulating
Here are some positive approaches to handling conflict:
1. Address the problem
• Be specific – don’t bring up other conflicts or past hostilities
• Confront the issue – not the person
• Describe your feelings and your views objectively, while defining the problem and
analyzing how it developed
2. Generate possible solutions
• Sit down together and try to list as many possible solutions as you can
• Don’t be afraid to include some silly ones; they’ll break the tension
• The more ideas you come up with, the more you’ll have to choose from and the
better the choice you’ll be able to make
3. Evaluate the possible solutions
• Try to find one that meets each person’s needs, goals, and views, given the time
and resources available
4. Decide on a solution
• It will involve some compromise for all parties
• Realize that compromise DOESN’T mean you lose!
5. Put the solution into action
• Make a plan for using your solution, and follow-up to see how it’s working
• Establish short-range goals to help check your progress
Working with a group offers you the opportunity to put your new skills to work! You can:
§� Meet people – it’s a great opportunity to be able to work with different types of
people. The more people you meet and work with, the more effective you can become.
You can also make contacts that could lead to personal or professional gain.
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§� Learn from others – receiving positive feedback from others will give you the
incentive to keep trying and keep growing. Observing the behavior of others can give
you more insight into effective interpersonal skills.
§� Learn from yourself – you have the opportunity to get to know yourself better. How
you relate with people will clue you in to your strengths and weaknesses so you can
adapt accordingly. You become more effective as time goes on.
§� Get more done – by contributing to the group’s goals, you have the satisfaction of
knowing that you have helped accomplish something. As your skills improve, your
contribution is greater – and making a contribution becomes easier.
SOME QUESTIONS AND ANSWERS:
§� How can I handle an aggressive response from someone?
o Ask the person to give you specific examples of what you did or said that irritated
him or her. Address relevant issues, but dismiss overly emotional responses.
§� How can I overcome shyness?
o Realize that you are a worthwhile person who has something to share. Your
contribution does make a difference – so speak up and share your ideas!
§� What if we just can’t agree on something?
o You can agree to disagree. This means that while you realize that neither of you
will change your position on a subject, you won’t let that get in the way of working
together toward a common goal.
So, make an effort to develop good interpersonal skills. You’ll be:
§� Happier
§� More effective
§� Respected
You have a lot to offer, so speak up!
CONFLICT RESOLUTION
Conflict Resolution is a way to settle disagreements (conflicts) peacefully by getting to the root
of problems and finding lasting solutions.
Conflict Resolution means working things out:
• Without violence, name-calling, or hurting the feelings of others
• Without running away from difficult situations
• Without going against your feelings or beliefs
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You should learn about conflict resolution because knowing how to handle conflicts in a positive
way can benefit you, your family, friends, and co-workers.
Conflict Resolution can help:
• Promote new ideas and more effective solutions to problems
• Encourage greater understanding between individuals and groups
• Strengthen personal relationships and improve self-esteem
• Keep people safe by preventing violence
When you learn how to resolve conflicts, difficult situations are much less likely to result in
crises. With conflict resolution, everyone wins!
For a conflict to occur, you need:
• People
o A conflict can occur between 2 people or between 2 groups of people
o It can occur when you’re at home, at work, or out socializing
• Different Points of View
o This usually means each person or group:
§� Sees a situation in a different way
§� Wants a different outcome
§� Has different ideas about what to do
• Feelings
o Individuals or groups may have very strong feelings about the problem or situation
o They may feel:
§� Angry
§� Jealous
§� Lonely
§� Cheated
§� Scared
§� Frustrated
§� Disappointed
Conflict is part of life. People often experience misunderstandings when dealing with:
• Difficult people
• Broken friendships and changing relationships
• Jealousy and other feelings
o These may occur over:
§� Looks
§� Achievements
§� Money
• Possessions and who owns them
• Racism and other differences.
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o For example:
§� Sex
§� Culture
§� Class
§� Religion
• Gossip and rumors
Conflict can be hard to deal with. It can make people uneasy or angry. A person faced with conflict may:
• Try to avoid the other person, give in, or try to pretend the problem doesn’t exist.
o The drawbacks to this are that the problem or situation may never really be
settled – it could even get worse. Also, avoiding conflicts makes some people worry
and bottle up their feelings.
• Attack the other person with criticism, insults, name-calling, or violence.
o The drawbacks to this are that it can result in hurt feelings and injured bodies. In
the end, the problem will still not be solved… and new problems may be created.
• Working together is another way to handle a dispute.
o By agreeing to talk to each other and listen, people can find solutions everyone can
live with.
Problems can be solved peacefully. One way is to follow these steps:
1. Calm down – stop arguing, name calling, etc. If someone is really upset, take time out to
cool off.
2. Name the problem – be specific… avoid general comments like “You’re selfish”. Focus on
the problem, not the person – “It’s hard to concentrate when you’re talking so loudly.”
Always get both sides of the story.
3. Think of solutions – together, write down EVERY idea you can for solving the problem –
even the silly ones.
4. Weigh ideas – consider EVERY idea. Think about their consequences. Ask yourself: What
will happen if we do this? Will we both get what we need? Who else might be affected
by what we choose to do?
5. Choose a plan – pick the best idea, then carry it out. Later, decide if the plan is working.
If not, try another solution.
How you handle a conflict can determine whether or not is gets resolved.
Communication is the key to successful conflict resolution.
o Be a good listener
o Remember to:
§� Avoid interruptions
§� Ask questions when the person is finished
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§� Also, sit up, face the person, and relax
§� Let your “body language” tell him or her that you are paying attention
§� Don’t scowl, frown, fold your arms, etc.
o Say what you’re hearing
o Restate the speaker’s point of view in your own words
o This tells the person whether you understood what he or she said
o If you didn’t understand, give the person a chance to explain again
Say what’s on your mind without being hostile.
o Don’t attack the other person
o Criticism, threats, name-calling, etc., won’t help solve a problem
o The other person may not hear or want to hear what you have to say
o Be assertive
o This means expressing what YOU think and feel without attacking the other person
o One way is to use “I” statements instead of “you” statements
o For example, you can say, “I was upset because my idea was ignored” instead of,
“You think you’re the only one with brains around here.”
Remember to respect the other person’s position – even if you don’t agree.
Work for a winning solution – a solution that EVERYONE can feel good about!
Here are 2 ways to arrive at a winning solution:
1. Negotiation – This is when 2 parties or groups decide to work out a problem between
themselves.
2. Mediation – This is a kind of negotiation in which a 3 rd person or group helps the other 2
parties:
a. Communicate
b. Stick to solving the problem or solution
c. Meet halfway and work out a plan
d. Follow through with the plan
Commitment and practice are keys to making conflict resolution work!
A few words about Mediation…
Mediators cannot be directly involved in the conflict. This helps them to be fair.
A mediator’s job is to:
o Ask questions
o Listen to both sides
o Find out what each side wants out of the situation
o Make sure only one person talks at a time
o Help the 2 parties agree on a way to settle the problem and feel they both have gained –
not lost
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A mediator serves as a neutral party, not as a decision-maker. He or she helps people examine
their beliefs and values, enabling them to make their own decisions. A mediator does NOT tell
people what they should do.
Empowering both sides is one of the mediator’s most important roles. Empowering enables both
parties to:
o Reach a deeper understanding of each other and themselves
o Make a decision together
o Work cooperatively to carry out the decision
Tips for handling difficult people:
o Don’t take it personally
o Try to understand why the person is being difficult
o His or her feelings probably have little to do with you
o He or she may be under extra pressures at home, work, or school
o Recognize the person’s point of view
o This does not mean giving up your own
o You can be assertive AND understanding
o For example, “I understand you want to reorganize things now. I’d like some more
time to study your plan first.”
o Let the person “blow off steam”
o People are more likely to be cooperative if they’ve expressed their feelings
o Be patient and keep calm
o Get help if you feel you’re in danger
o Call for help or walk away
o Don’t get caught in a physical conflict
Try not to let strong feelings lead to a fight or an argument. It may help to:
o Relax your body – by slowly tightening then relaxing your muscles. Do this several times –
it can help you release any anger, frustration, etc.
o Calm your mind – by using deep breathing:
§� Breathe slowly through your nose (let your lungs fill with air)
§� Then breathe out slowly through your mouth
o Take “time out” – count to 10, take a short walk, leave the room, etc. Do whatever it
takes to avoid saying or doing something that you’ll regret.
SOME QUESTIONS AND ANSWERS:
§� What’s the difference between “aggressive” people and “assertive” people?
o Aggressive people try to solve problems at someone else’s expense – by shouting,
fighting, etc. Assertive people stand up for their rights – by saying how they feel
without putting others down.
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§� Isn’t it better to avoid conflicts altogether?
o Not usually. Ignoring conflicts often causes stress to build, leading to worse
problems. In contrast, resolving conflicts often leads to personal growth and group
cohesion – and helps reduce stress.
§� What if I can’t resolve a conflict on my own?
o Don’t be afraid to ask for help! For example, you might ask a close friend, a family
member, a co-worker, or your supervisor. Make sure the person is not involved in
the problem you wish to solve.
Dealing with conflict in a positive way helps you grow as a person!
TIME MANAGEMENT
What you should know about managing your time
Time Management is using one of the most precious resources you have – time – in ways that are
more rewarding to you! To manage your time effectively, you need to:
• Be Aware of how you spend your time each day
• Set Priorities so you know what’s important to you – and what isn’t
• Establish Goals for your personal, work, and family life
• Plan a Strategy to meet your goals
• Develop Habits that will help you get what you want in life
Time Management means taking time to make time – so you can get more done, and have the
freedom to do more of the things you want.
You need to manage your time because time can just slip through your fingers if you don’t
manage it – and that’s a waste. By knowing how to manage your time you can:
• Feel Less pressured when you’re faced with deadlines or a heavy schedule
• Be More in Control of your life by making better decisions about how to use your time
• Feel Better About Yourself because you’re using your full potential at home or at your job
• Do More and spend a lot less time trying to catch up on things
• Have More Energy for things you want or need to accomplish
• Succeed More Easily because you’ll know what you want to do and what you need to do to
achieve it
Learn the principles of effective time management…
• Take a “Time Inventory”
1. Keep a time log
o Carry a pen and pocket notebook with you wherever you go
o Every 15 minutes, jot down what you’re doing
o Just write a short phrase: “Breakfast,” “Get ready for work,” “phone call to...”
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o Make entries as you go along – don’t wait until the end of the day
o Keep the time log for at least a week – preferably two for better results
o Keep a time log for your job, as well as one for at home
o And of course, be honest – the log is for your benefit
2. Evaluate the results
o Now analyze the log
o Ask yourself:
§� Did I do everything I needed to do?
§� Did I have enough time to do things I wanted to do?
§� Was I often rushed?
§� At what times of the day was I most productive? Least productive?
§� Where did most of my time go – Job? Family? School? Recreation? Personal
growth? Friends?
§� How much time could have been used better?
3. Identify needed changes
o If you’re not satisfied with the way you used your time, try to identify:
§� Activities that were of little benefit or value
§� Specific problems that kept you from using your time well (interruptions,
phone calls, unexpected problems, etc.)
§� Personal behavior on your part that made it difficult to use your time wisely
To manage your time effectively, you need to set goals. Managing your time is a lot easier once
you decide what you want to achieve.
• Long – Range Goals
o Ask yourself: Where do I want to be in one year? 2 years? 5 years? What do I
want to be doing? Take the time to think about what you want to achieve in your
personal, family, and social life, as well as in your career
• Short – Range Goals
o Now focus on short-term goals. What do you wish to accomplish today? This week?
In the next 6 months?
Tips on effective Goal Setting:
• List your goals on paper
• Keep in mind that your goals can change – and that it’s OK if they do
• Make sure the goals you set are ones you consider important
Know your priorities. Once you know your goals, think about what you can do to achieve them.
• Decide on Priorities
o Which goals are more important for you to achieve?
o Having done this, you can then assign priorities to your every-day tasks
• Know what’s not important
o Some activities take a lot of time and effort, but don’t help you to reach your goals
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o Just as you need to know what is important, take the time to know what things are not
important in your life
• Develop a strategy
o Think about the activities you can do that will enable you to achieve your goals
o Once you’ve figured out WHAT you want to do, take the time to come up with ideas on
HOW to do it!
Plan Ahead! Planning is the key to effective time management – and a successful future.
There are rewards of good planning. Good planning saves you time and effort. By planning, your activities
well, you’ll be better able to:
• Solve problems quickly
• Make decisions
• Avoid frustration
• Keep from getting bogged down in duty-to-day tasks
• Handle crises
• Work on life goals and priorities
• Manage stress
Aids to good planning:
• Calendars: Get the big picture by using a yearly calendar to keep track of important
dates, meetings, holidays, etc.
• Weekly Planning Lists: Get a weekly overview of what you have to do by scheduling a
week’s worth of projects and activities
• To-Do Lists: Plan daily activities by listing everything you have to do, then assigning
priorities to each task. Cross off items as you do them. Make a new list at the end of
each day
Tips on good planning:
• Know Yourself – be aware of those times during the day when you’re most productive and
alert. Plan your most demanding projects and activities for when you have the most
energy
• Don’t Overschedule – don’t create a schedule that’s too rigid. Give yourself enough time
in the day to deal with unexpected interruptions
• Include Long-Range Goals – don’t lose sight of your long-range goals. Schedule time to do
things that will help you reach them.
• Take Time to Think – harness the power of creative thinking. Spend a few minutes each
day reviewing your goals and planning the next day’s activities. Take stock of where you
are and how you’re progressing towards your goals
LEARN HOW TO DELEGATE
Delegating means sharing work you’re responsible for with others. It can work for everything
from household chores to job responsibilities.
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It may be time for you to delegate when you:
• Work longer hours than other people
• Feel overly pressured to get things done on time
• Don’t have time for important goals, projects and activities
How to delegate:
• Choose the right person for the job. Consider the person’s interests, abilities, and the
difficulty of the job.
• Tell the person exactly what’s expected of him or her, and when.
• Give the person the authority to do the job.
• Reward good results.
Don’t procrastinate. Delay is a deadly enemy – but you can beat it. Follow these tips:
• Break Up Work
o Divide the work and complete it one or two steps at a time. Large projects can be
broken down into small, manageable parts.
• Set Deadlines
o Set realistic deadlines for activities you want to see accomplished – and stick to
them.
• Remove Distractions
o Create a work or study environment where noise or people won’t distract you.
• Ask for Help
o If you’re not sure what it is you’re supposed to be doing or if you run out of ideas,
ask for help.
• Start Earlier
o Give yourself extra time by starting projects earlier.
• Reward Yourself
o Promise yourself a small reward if you can achieve the results you want on time.
More time management tips:
• Learn how to say “NO” to people who make unreasonable demands on your time
• Use travel time to write letters, reports, etc.
• Know how to reduce stress and tension
• Schedule difficult or most important tasks first
• Learn from your mistakes – don’t take it out on yourself if everything you do isn’t perfect
• Take a speed reading course so you can skim information more quickly
• Stay healthy – get plenty of rest, exercise and eat well-balanced meals daily. (Consult
your physician before starting any exercise program.)
So, you CAN manage your time wisely!
Discover the rewards of:
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• Increased productivity
• Greater personal happiness
• More satisfaction at home and on the job
The future belongs to you – if you manage your time today!
STRESS MANAGEMENT
Stress – Don’t let it get you down. Stress is pressure that makes you feel tense inside. It’s a
part of daily life. Some Stress can be helpful. It can keep you on your toes. Too much stress
can be harmful. Too much stress can interfere with your daily activities. It can also harm your
health and lead to other serious problems. You can’t eliminate stress completely, but you can
learn to manage it.
Stress is the way that your mind and body react to any new, threatening, or exciting situations.
Stress can be both helpful and harmful. Stress gives you extra energy that can help you meet
physical challenges, solve problems, and reach goals. When stress continues without relief for
long periods, it can cause headaches, backaches, loss of appetite, fatigue, depression, and other
physical problems.
Your body may tell you when stress is building. Learn to recognize the warning signs. Signs of
stress vary from person to person. Some common signs include:
• Headaches
• Tight neck
• Stomach problems
• Sleeping problems
• Racing heartbeat
• Overeating or undereating
• Feeling rushed or under pressure
• Withdrawing from friends and family
• Anxiety
• Anger
• Difficulty concentrating
Stress can lead to serious problems. For example it can:
• Lead to Depression
o Depression is more than the blues everyone feels from time to time.
o It’s a strong feeling of despair that leads to apathy and withdrawal – or even
suicide.
o Common Signs of depression include:
§� Fatigue or sleeplessness
§� Inability to concentrate
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§� Feeling helpless, worthless, or hopeless
§� Lack of interest in food, sex, or life in general
• Increase Hypertension
o Stress does not cause hypertension (high blood pressure), but it can aggravate it.
o Untreated hypertension can increase the risk of heart attack, stroke, and other
serious problems.
o There are usually no symptoms of hypertension.
Beat stress before it builds up. Start by staying healthy. For example:
• Eat a variety of healthy foods every day to get the energy you need.
• Exercise regularly. Try to get 30 minutes or more of moderate physical activity on most
– preferably all – days of the week.
• Get enough sleep so that you wake up feeling rested.
Take steps to limit stress. These tips may help:
• Plan your day. You’ll use your time and energy more efficiently.
• Discuss any problems with a close friend.
• Take a break – it may give you a new outlook.
• Learn ways to relax, such as meditation, deep breathing, or deep muscle relaxation.
• Set practical goals and keep a positive attitude.
• Avoid making too many big changes in your life at the same time.
If stress is getting you down, take action!
1. See your health care provider. He or she can help diagnose and treat physical and
emotional problems that stress can cause.
2. Don’t rely on drugs. Never use any drug to try to reduce stress unless your health
care provider prescribes it. Stress can usually be managed without medication.
Using alcohol or other drugs to reduce stress can lead to more problems. Using
alcohol, sedatives, sleeping pills, tranquilizers, or tobacco can lead to dependence.
Smoking or using spit tobacco or snuff can cause cancer and other diseases.
3. Turn to others. In addition to your health care provider, some other sources of
help include the clergy, school counselors, social workers, and mental health
professionals.
DON’T GET STRESSED OUT.
YOU CAN MANAGE STRESS!
College students should learn about stress because college can be very stressful. For instance:
• As a high school student, you probably lived at home and went to school with friends you’d
known for years. You may have earned good grades fairly easily.
• As a college student, you will probably live with one or more roommates. Your classmates
will be strangers at first. The workload will be heavier and the competition tougher.
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You can learn to manage stress and get more out of college!
You can ease the stress many students feel about:
• Leaving home
o Separation can be easier if you:
§� Keep in touch through letters, phone calls, emails, or visits
§� Make new friends by introducing yourself to others, or by getting involved in
an activity or club.
• Commuting to school
o Commuters may worry about not having enough personal freedom. You can:
§� Discuss your concern with your parents
§� Work out rules that everyone can live with
• Managing finances
o Budget carefully:
§� Figure out how much money you have per semester after paying tuition, room
and board, and other fees
§� Set aside money for each month (or week) during the semester
§� Plan ahead for special expenses – car insurance, gifts, etc.
§� Stick to your budget!
• Living with a roommate
o Show your roommate the same consideration you’d like to receive:
§� Respect each other’s opinions, customs, and feelings
§� Establish “quiet hours”
§� Never borrow your roommate’s belongings without permission
§� Share chores
§� Discuss problems as they arise
§� Be willing to compromise
• Having values tested
o You’ll meet people with opinions that differ from yours. Remember to:
§� Listen – you might learn something
§� Hold your ground if you feel strongly about an issue
§� Respect the other person’s point of view
• Handling personal problems
o Resolve conflicts with parents, professors, and friends sensibly:
§� Calm down before you discuss issues
§� Be direct, but not hostile
§� Seek help from a counselor, friend, etc., if you need it
Making Choices about courses, majors, and careers can be stressful. Academic advisors and
career counselors can help.
Academic Advisors can help you pick your courses.
• Let your advisor know if you have:
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o A part-time job
o Family obligations
o Extra-curricular activities
o A long distance commute
Your major advisor can help you plan a program that meets degree requirements and
satisfies other interests.
• He or she can also write recommendations for graduate school and jobs.
Career counselors can help you explore careers:
o Visit your career development or counseling office before your senior year
o Review the materials and services provided
o Ask about test to measure your interests
o Check out job opportunities in your field
o Find out if you’ll need an advanced degree, special training, etc.
o Ask about summer jobs, cooperative education opportunities, work-study jobs,
and internships
Other sources of helpful information:
Your college catalog
o Explains course requirements
Other students
o May know about courses you’re interested in taking
Student course evaluations
o Can be helpful, but they may not reflect how popular – not necessarily how
valuable – certain courses and instructors are
Make studying less stressful.
DO:
Choose a quiet study place
o Studying demands ALL of your attention
o Choose a place that’s free of noise and other distractions – friends, stereo,
telephone, etc.
o The library I soften the best place to study
Learn to manage your time
o Make and follow a daily schedule that includes time for classes, assignments,
meals, exercise, etc.
o As a general rule, spend 2 hours studying for each hour that you spend in class
Take breaks
o After each hour of studying, loosen tense muscles by getting up, stretching and
walking around
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DON’T:
o Breaks can reward you for finishing part of your work
Recognize your limitations
o Try to earn all As and Bs, but don’t be discouraged if you don’t
o Everyone has strengths and weaknesses
Don’t give in to peer pressure
o If you planned to study, study
o You’ll thank yourself when you get good grades
Don’t skip classes
o Missing classes keeps you from learning
o Material you missed may show up later on an exam
Don’t rely on cramming
o Wild, disorganized studying increases anxiety and causes confusion
Don’t hesitate to seek help
o If you’re having difficulty with a course, talk with your instructor
o Check on tutorial or remedial programs that may help you
Avoid these pitfalls
Don’t be trapped by:
Alcohol
o This powerful depressant won’t solve your problems
o In fact, it can increase stress by creating new problems – hangovers, traffic
violations, arrests, fights, and car crashes
o It’s illegal for people under 21
Other Drugs
o As with alcohol, taking illegal drugs may cause more stress
o Consider the risks to your physical and mental health, as well as the possibility of
arrest and expulsion from school
Overwork
o All work and no play can make you tense, irritable, and less efficient
o Schedule time for rest and relaxation
o Don’t rely on caffeine to keep you going!
Panic
o How can you get everything done on time?
o The best way is to do one thing at a time
o Trying to do everything at once only increases tension
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Healthy habits can help you mange stress
Eat right
o Eat a balanced, nutritious diet
o Choose a variety of foods from the 5 food groups
o Avoid sugar and fat
Exercise regularly
o Try to do 30 minutes or more of moderate physical activity on most – preferable all –
days of the week
o Choose walking, jogging, swimming, cycling or any other activity you enjoy
Get plenty of sleep
o Most people need 6-9 hours of sleep each night
o Get enough sleep so that you feel refreshed in the morning
Take time to relax
o A change of pace can relieve tension
o Do something you enjoy
o A little fun goes a long way in reducing stress
Where to go for help
In addition to academic advisors and career counselors, you can get help from many other
sources.
o Family and friends can give you support and encouragement
o The financial aid office can provide information and advice to student
o Student health services can help with many health problems, including substance abuse,
depression, and sexually transmitted diseases (STDs)
o Health care providers / Health educators can give you information about nutrition,
exercise, and rest
o Resident advisors can find solutions to problems between roommates
o Counselors / Clergy can help you with personal problems – loneliness, shyness, anxiety,
conflicts with others, etc.
o The dean of students office can answer questions about college policies
Don’t let college “distress” you
• Recognize situations that may cause stress
• Develop effective ways to manage stress
• Seek help if you need it
Stay on the road to success by reducing stress!
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STUDY SKILLS
Successful studying means:
• Getting involved in class discussions – a good way to exchange ideas and polish
communication skills
• Getting the most out of reading – the backbone of academic success
• Taking good notes – an indispensable study aid
• Listening actively – an essential, but often neglected skill
• Scoring higher on exams – one way to make studying pay off!
Put successful studying to work for you
Listen carefully! Most of what you learn in class comes through listening. So be an active
listener:
• Move closer to the front so you won’t have any trouble seeing, hearing, or paying
attention
• Focus your attention on what the speaker is saying – not on the upcoming weekend, the
sound of the speaker’s voice, etc.
• Evaluate what you hear – think about what the speaker’s words mean and how they relate
to what you already know about the subject
• Take notes, since it’s impossible or even the best of listeners to remember all that has
been said
• Ask questions about anything you don’t understand
Develop a system for taking notes. The better your notes, the better your chances of doing
well at exam time.
• What to record
o Record the speaker’s main points in your own words – don’t try to write down
everything that’s said
o Listen for key words that tell you what’s important – “The major cause was…,” “This is
something you should remember…,” etc.
o Copy all information written on the board
• How to record it
o Use as few words as possible – devise symbols or use abbreviations
o Leave a wide left margin so you can add notes and questions
o Take notes in outline form, if possible
• Review notes
o As soon as possible after class
o Highlight points that seem particularly important
o Go over your notes at least once a week to keep the information fresh in your mind
• Be sure to attend class regularly!
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o You can’t take notes if you’re not present – and it’s not a good idea to rely on
someone else’s note-taking skills
Successful studying means budgeting your time.
Here are some tips:
• Develop a schedule that includes all “regular” activities, such as classes, a part-time job,
meals, practice with an athletic team or musical group, etc.
• Reserve time for sleep, exercise, and recreation
• Schedule review time for right after a lecture or right before a discussion, if you can
• Plan ahead for major projects and exams
• Break up the task (goal # 1 – find sources; goal # 2 – take notes; etc.)
• Try to study the same subject at the same time each day
• Take short breaks. You need – and deserve – them
Where you study is important, too.
• Choose a quiet, well-lit place that’s free of distractions – telephone, TV, music, friends,
etc. The library is an ideal place to study
• Gather all needed materials before you begin
• Try to study in the same place each day. Use that place for studying only.
Be a better reader. Studies show that people who read well are more likely to do well
academically.
• Eliminate bad habits that slow you down
o Don’t move your lips, “say” words in your mind, or point your finger
o Train your eyes to take in larger groups of words with each glance
o Avoid backtracking
• Adjust your speed according to your purpose and the material. For example:
o Skim material if you’re looking for the answer to a particular question
o Slow down when you’re reading technical material
• Expand your vocabulary in any way you can
o Use a dictionary to learn definitions, synonyms and antonyms
o Learn prefixes, suffixes and roots of words
o Ask your librarian about books to help you
o Use new words that you learn
• Get help if you need it
o Enroll in a reading improvement course, if your school has one
o Check out speed reading courses, if they’re offered
Perfect your study strategy. Here are some guidelines:
• Before you read preview the material. For example, if you’re assigned a chapter in a
textbook, read:
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o The chapter title and introduction
o Headings, subheadings and topic sentences
o Boldfaced and italicized words
o The chapter summary and any review questions
• As you read
o Pay special attention to main ideas and supporting details
o Examine graphs, charts and illustrations
o Evaluate the material (Do you agree with what you’re reading? Does the material
answer your questions about the subject?)
• After you read
o Think about what you’ve learned. Verbally summarizing the material may help
improve your retention
o Note any points you don’t understand or any questions you’d like to ask your
instructor
How to prepare for exams. Reviewing to your notes regularly can make studying for exams
easier and more efficient. Here are some suggestions:
§� Ask the instructor what to expect. What material will be covered? What should you
concentrate on? Will the test be mainly objective or essay?
§� Look up copies of old exams if they’re available in the library. They can give you an idea
of what your exam may be like. But, don’t rely heavily on them.
§� Try to predict test questions. Prepare answers to those questions.
§� Review your notes and highlighted sections of your text again. (Don’t try to reread the
entire text!)
§� Get a good night’s sleep on the night before the exam
§� Eat lightly and do some nonstrenuous exercise before the exam
Keep track of your assignments.
• Use an assignment book
o Write down assignments as soon as you get them. If you have a course syllabus, write
down assignments for the semester
o Keep track of what’s coming up by looking ahead at the next week or month. Put starts
next to tests and other important dates
• Break it up
o Divide big assignments into smaller steps (do research first, then take notes, etc.)
o Schedule deadlines for completing each step
• Decide what’s most important
o Each morning, make a list of the things you need to do that day
o Rank the items in order of importance
§� For example, use “A” for very important, “B” for slightly less important, and “C”
for least important
o Plan to do A items first, then B’s, then C’s
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o Cross off each item as you complete it
To make your schedule work, you need to stick to it! It helps to avoid:
• Interruptions
o Tell your family members, roommates, and/or friends what your study time is and ask not
to be disturbed
o If you get a phone call, say you’ll call back later
• Procrastinating
o Putting things off can become a time-wasting habit
o These tips may help:
§� Break up large projects into smaller ones
§� Set deadlines for yourself
§� Remind yourself how good you’ll feel when you finish
§� Promise yourself a reward, such as going to a movie, when you finish
• Distractions
o Think about what things distract you most (such as the TV, phone, or other people)
o Plan ways to avoid them while you study
o Consider studying at the library, if possible
You can beat test anxiety
Be prepared
o Ask the instructor what information the exam will cover and whether it will be
an objective or essay exam
o Review all lecture and reading notes
o Keep rereading of texts to a minimum
o Check your recall of facts by reciting them aloud
o Try to predict and answer possible test questions
Use relaxation techniques
o Enjoy 10-15 minutes of peace and quiet
o Sit in a comfortable chair and think about your favorite place or object
o Tighten, then relax muscle groups
o Clench your fist and arm tightly; relax those muscles
o Do the same for muscles in your shoulders, neck, legs, etc.
o See if your school offers any stress management programs
Master test-taking skills
o Read ALL directions carefully
o Survey the test – Will certain sections count more? Will certain questions take
more time?
o Budget your time
o Outline answers for essays
o Work on only one question at a time
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NUTRITION
o Mark difficult items and return to them later
o Concentrate only on what you’re doing
Be optimistic
o Think positively – “I can do well on this test”
o Don’t allow past failures to affect your attitude
Nutrition is defined as the sum of the processes involved in the intake and utilization of food
substances including ingestion, digestion, absorption, transport and metabolism of nutrients
found in food. One’s health status is influenced strongly by hereditarian predisposition and
lifestyle behaviors, particularly appropriate physical activity and a high quality diet.
The primary purpose of the food we eat is to provide our bodies with a variety of important
nutrients which are specific substances found in food that perform one or more physiological or
biochemical functions in the body. There are six major classes of nutrients found in foods:
carbohydrates, fats, proteins, vitamins, minerals and water.
It is believed by the American College of Sports Medicine that physical activity, optimal
athletic performance or physical fitness, defined, in general terms, as a set of abilities
individuals possess to perform specific types of physical activity and recovery are enhanced by
complete nutrition. Such things as selection and timing of foods and fluids aid in top health and
performance. During times of high physical activity, energy and macronutrient needs, especially
carbohydrate and protein intake must be met in order to maintain body weight, replenish
glycogen stores, and provide adequate protein for building and repairing tissue.
Nebraska Model
(How you eat each day should be based on your activity level)
1 st Choice Foods = Gold Medal
2 nd Choice Foods = Silver Medal
3 rd Choice Foods = Bronze Medal
Two things should be considered when making food choices, amount of food and types of food.
On higher energy days you should take in more food, more silver foods (according to the model),
especially silver choice carbohydrates such as bread, spaghetti, pasta, baked potatoes, cereal,
oatmeal, etc. On lower activity days, choose less silver or bronze choice foods, especially silver
or bronze carbohydrates.
Protein: The Tissue Builder/Building Blocks of Muscle
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Protein is one of our most essential nutrients and contains physiological functions that are
essential to optimal performance. Protein serves as a structural component in muscle building
and also as a source or energy during exercise.
1 st choice: Gold Medal Proteins
These foods are highest in protein and lowest in fat (less than 12 grams per serving). Examples
of these include: roast turkey, baked chicken (white meat, no skin), lean roast beef, baked fish,
skim milk, lean baked ham, tuna (packed in water), yogurt (nonfat or low fat), dried beans and
peas.
2 nd choice: Silver Medal Proteins
These are foods high in protein with moderate amounts of fat, roughly 13-25 grams of fat per
serving. Included in these choices are: 85% lean ground beef, 85% lean ham, trimmed choice
steak, trimmed pork chops, baked chicken strips, 2% milk, regular yogurt, dark meat chicken (no
skin), and peanut butter.
3 rd choice: Bronze Medal Proteins
Foods lower in protein and/or high in fat would be included in this category of protein. Usually
over 25 grams of fat per serving. Included in this category are: bacon, hot dogs, chicken with
skin, fried chicken, fried fish, whole eggs, whole milk, ham on bone, and processed meats
(bologna, potted meat).
Carbohydrates: The Main Energy Food
One of the most important nutrients in your diet, from the standpoint of both health and
athletic performance, is dietary carbohydrate. The major role of carbohydrate in human
nutrition is to provide energy, and scientists have long known that carbohydrate is one of the
prime sources of energy during exercise. Carbohydrates provide very accessible fuel for
working muscles and brain function. It is important to remember that the harder you are
working, the more critical carbohydrates are in being the basic energy provider. On the other
hand, during less intense workouts, carbohydrates become less important.
NOT ALL CARBS ARE CREATED EQUAL!
These next few notes about carbohydrates are important to consider when deciding what to eat
before, after and during workouts…or on days of rest:
• Some carbohydrates release sugar into the blood more quickly than others.
• The ability of foods to raise blood sugar quickly is known as glycemic index.
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• When blood sugar rises at a rapid rate, the body responds by producing insulin, which
quickly lowers blood sugar and promotes fat storage.
• When blood sugar drops, energy levels in turn drop and the ability to train or compete at
the same high level is compromised.
Therefore, carbohydrates are categorized into Gold, Silver and Bronze choice based on
glycemic index.
1 st choice: Gold Medal Carbohydrates
These foods produce the lowest glycemic response, are low in fat and are best for supplying
muscles with constant, long-lasting energy. Examples of these include, but are not limited to:
dried peas and beans, squash, cucumbers, green beans, broccoli, spinach, mushrooms, nectarines,
pears, plums, onions, eggplant, etc.
2 nd choice: Silver Medal Carbohydrates
These foods produce moderate glycemic responses and you can have more of these on active
days. This level of carbohydrate aid in restoring muscle fuel levels if consumed within one hour
after training or competing. Examples of Silver Choice carbohydrates are: Unsweetened
cereal, pasta, whole grain breads, brown or wild rice, cornbread, tortillas, pita bread, potatoes
(with skin), grapes, apples, bananas, corn, carrots, and GatorPro.
3 rd choice: Bronze Medal Carbohydrates
By eating these types of carbohydrates you are resorting to the highest glycemic response and
are more likely to have higher fat content. It is okay to consume moderate amounts of these
foods on high activity days however if you are trying to lose body fat, decreasing bronze choice
carbohydrates will cut down on calories and decrease fat storage. Examples include, but are not
limited to: candy, pretzels, cookies, cakes, sweetened cereal, doughnuts, pastries, white bread,
french fries, white rice, mashed potatoes, sweetened soft drinks, etc.
In conclusion, it is important to think about the glycemic level of carbohydrates to determine
your intake. In general, on active days you want about half of the food on your plate to gold and
silver choice carbs and on inactive days, reduce bronze carbs as much as possible. Gold choice
carbs are best before activity to provide good, long-lasting energy. Silver and bronze choices
are best when eaten within one hour after competing.
Information was obtained from the Nebraska Model, Amy Freel (VT Sports Nutritionist) and
www.mhhe.com/williams.
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SPONSORSHIP AND MARKETING CONTACT INFORMATION
Cathy Kropff: ckropff@vt.edu, 540-231-6184
Marketing Assistant: recsports@vt.edu
Sponsors
1) Holiday Inn University, Blacksburg: “An Official Hotel of the VT Sport Clubs”
Club members, family and fans receive a discounted room rate of $71/night plus tax at the
Holiday Inn University in Blacksburg, to book rooms call 540-552-7001 and ask for Jessica
Townshend for the VT Rec Sports special rate. New this year: also offering an advanced
purchase of breakfast discount, when you book your room sign up for an all-you-can-eat
breakfast buffet for only $5 (normally $10). For away hotel rooms, contact Jessica in advance
to see if she has any contacts in the area you are traveling to and she will try to help get you a
reduced rate if possible.
Traveling teams also get the discounted rate. Room blocks can be set up at least a month in
advance for visiting teams. If 5 room nights are booked, your club receives one free room night.
For reservations or questions contact Jessica Townshend at
jtownshend@hotel.ciblacksburg.com.
2) Days Inn Blacksburg at Virginia Tech: “An Official Hotel of the VT Sport Clubs”
Club members, family and fans receive a discounted room rate of $62/night plus tax with a free
deluxe continental breakfast at the Days Inn Blacksburg at Virginia Tech, to book rooms call
540-951-1330 and ask for VT Sport Clubs Rate. There is also an online discount code when you
visit www.daysinn.com/hotel/11245. Go to Overview Tab underneath the Days Inn picture.
Enter: L03, into the Promotions Code Box, this will take you to the VT Sport Clubs Rate. Click on
“Reserve” and you are set to reserve rooms. The rates and amenities are also extended to
traveling teams.
For reservations or questions contact Andrew H. Crowder, Director of Sales:
a.crowder@guestinc.com or 540-951-1330.
3) SUBWAY: The Subway at Kent Square, University Mall and Johnson Student Center are the
Sport Club Officer of the Month Sponsor. The Officer of the Month will receive a free 6” sub
gift certificate, chips and soda.
4) Domino’s Pizza: Domino’s Pizza is offering fundraising opportunities: see their attached
sheet. They are also willing to coming out to games or tournaments to “fundraise” pizza by-theslice.
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SPONSORSHIPS
Corporate Sponsorships offer many opportunities for sport clubs to raise additional funding,
and also gain experience in working with the public. The Department of Recreational Sports is
the primary sponsor of all sport clubs along with Days Inn Blacksburg, Holiday Inn University,
Domino’s Pizza, Subway, and vitaminwater; the Assistant Director must approve any additional
sponsors. The following guidelines for corporate sponsorships have been established for sport
clubs:
1. T-shirts and Programs
a. Must be approved by the Assistant Director before printing.
a. All companies must be licensed to use Virginia Tech trademarks, logos, and
designs.
b. The design or ads cannot reference alcohol or tobacco products. The design
should reflect positively on Virginia Tech, Sport Clubs, and Recreational Sports.
c. The club's name should not be on the same side of the t-shirt as the ad.
d. The Department of Recreational Sports reserves the right to
approve/disapprove all ads.
2. Banners
a. Banners that advertise a commercial enterprise may be permitted at Sport Club
events with the approval of the Assistant Director and as long as they do not
conflict with one of the current Recreational Sports’ sponsors.
3. Other Materials
a. Other corporate sponsorship materials must be approved by the Assistant
Director.
For information about sales and solicitation of products on campus, please refer to Cathy
Kropff, marketing manager for Recreational Sports.
VT Rec Sports Marketing/Sponsorship Tips for Sport Clubs
With today’s economic situation and bleak future outlook, many recreational sports
departments are looking for additional revenue streams to help combat today’s financial
impact and stress. One way to do this is through sponsorships.
Sponsorship as defined by IEG, Inc. “is the cash or in-kind fee paid to a property in return
for access to the exploitable commercial potential associated with the property”.
Getting sponsors can be as easy as 1-2-3!
Step 1: Set Goals and Outline Plan
Now is the time to meet with your club officers to determine the overall club’s sponsorship
goals, needs, and objectives so you can develop your sponsorship plan and brochure.
a. Develop Sponsorship Brochure or Flyer to show sponsors what you have to offer and for
how much. The Sponsorship Brochure/Flyer should include:
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o Statistics on your club that should include the number of club members, number of
competitions or tournaments, if you host tournaments, how many teams attend,
where you travel, etc.
o Goals for obtaining sponsorships. List what your club goals are such as to raise
additional funds for transportation to events, tournament entry fees, gear or
apparel, or to help supplement your club’s budget. It is important to be upfront
with your sponsors. You do not have to tell them exactly where the money will go,
just give them an idea of why you are pursuing the sponsorship. It helps include
them and make them feel more like a partner than a “bank”.
o Inventory available for sponsorships. To develop this section research sponsorship
pricing and/or trades already in place within your department. This research will
give you an idea of how much to charge for your sponsorships. There is a variety of
inventory popular with sponsors such as internet (company logo on club website),
signage (tournament posters), print (flyers, registration forms), email, event
activation (jerseys), and sampling to name a few.
b. Target potential sponsors and develop call sheet/database
o Develop a potential sponsor list. Start a list of sponsors to target include calling
other sponsored departments on campus (i.e. you’re VT Rec Sports Marketing
Department) to see if they would share their sponsor contacts (they will!), scanning
the local newspaper, reading the collegiate paper and listening to local radio station
ads to see who is advertising, asking your student athletes what merchants they
like to use, and making a list of area merchants that you personally frequent and
enjoy.
o Research potential sponsors. Once you identify sponsors you would like to contact,
make sure to research that company - visit their website online, google their
business, ask co-workers and students what they think of the company. If you can
find out the name of business owner or point of contact (someone with decision
making power) before your first call, that will make the first phone call a little
easier.
c. Call to set up meetings with potential sponsors
o Before picking up the phone, get prepared. Calling sponsors for the first time can
be frightening but there are ways to help reduce your fear. Write out a quick
script of what you intend to say (but be ready for various responses), find a quiet
and private place to make calls – then start dialing.
o Request a meeting. It is usually best to schedule a meeting with the person in
charge to talk about your sponsor partnership opportunities in person, but if a
meeting is not possible and they seem slightly interested then ask if you can send,
email, or drop off your sponsorship brochure/flyer. If they say, no or that they
are not interested, smile say “thank you for your time” and move on. You will get
no’s and you will have to get over it and move on. One of my former sales directors
always said “every no gets you on step closer to a yes.” It is just part of the
sponsorship business.
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Step 2: The Meeting – you have made calls and actually have your first meeting booked
with a potential sponsors, now what?
a. Prepare, prepare, prepare. Try to prepare your sponsorship package at least a few hours
prior to your meeting, better yet the day before so you do not feel rattled when you
head out the door. In a professional university or department folder put your business
card or contact information, a copy of your sponsorship brochure/flyer, and include any
marketing collateral you have on your club that you would like to share such as a
department calendar. Take a professional portfolio to write notes in and have a copy of
the research you did on the potential sponsor. Dress professionally and be on time. If you
have any trinkets or goodie items, take one of those.
b. Listen, listen, listen. Once you arrive at the sponsor’s location for the meeting make sure
to look around their establishment and be observant. After a brief 5-10 minute
introduction, stop talking and listen. Ask the sponsor what their marketing goals are, who
their target audience is and if you feel comfortable ask what their marketing budget is.
They may reply or they may ask you for more information about your options. Whichever
way the potential sponsor wants to go, make sure to take notes and always try to get the
sponsor to do the talking so you can listen for their goals if they don’t come right out and
tell you. Some companies’ goals may be to get access to your students and faculty in order
to create brand loyalty and awareness, stimulate sales, and/or offer sampling
opportunities. Once you find out what their goals are you can match them up with one of
your sponsorship opportunities or create a customized sponsorship for them.
c. Follow-up plan. Before leaving the meeting, make sure to discuss the follow-up process
with the sponsor, i.e. do they want to think about it and you will call them in two days or
are they ready to sign an agreement? Make sure to ask, do not leave without a follow up
plan. After you return to your office, make notes and schedule your follow up plan as well
as send a handwritten thank you note for the meeting.
Step 3: The Relationship and Renewal – so you have your first signed sponsor contract,
now what?
a. Organize Sponsorship information. Once you start signing sponsorships, you may get
overwhelmed so make sure to start a sponsor database and sponsor files or notebook.
Develop a sponsor activation worksheet. This document is a summary of all your sponsors
and sponsor obligations so you can keep track of what needs to be done and keep on top
of deadlines.
b. Be active in your sponsors’ businesses. Do not just call your sponsor once a year, try to
stay active in their business, for example eat at least once a month at their restaurant or
refer business their way. Some universities have sponsor appreciation days or picnics; if
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you have funds in your budget to do one or two appreciation events a year – do it – they
will enjoy being treated special.
c. Develop sponsor return on investment reports. Throughout the sponsor partnership
agreement, make sure to take photos of events and keep copies of contractual obligations
so at the end of the year you can prove to your sponsor(s) that you did what you
promised, i.e. hung up their banner during a home tournament or included their name on
your website, flyers, registration forms. These items will help you develop a relationship
with your sponsor or partner so that asking for a renewal will be much easier the
following year.
We hope you have found these tips helpful in supporting your club through sponsorships. If you
have questions, need more information please don’t hesitate to contact us:
Cathy Kropff, Marketing Manager, ckropff@vt.edu, 540-231-6184
Alyse Rudy, Marketing Graduate Assistant, alyser@vt.edu, 540-231-9855
Advertising Your Club
Each month, the marketing department advertising any club information that Alan and the
Sport Clubs Coordinator have. To include your club information, email Alan, the Sport Clubs
Coordinator, or the marketing department the information and specify ad medium prior to the
information due date.
Advertising Distributed Information deadline
Table Cards First week of month. 3 weeks in advance
Dorm Flyers First week of month 3 weeks in advance
Facebook/Twitter Updated every Friday By Wednesday each week
Toilet Paper First week of month 2 weeks in advance
WMH Calendars Updated each month 1st week of the month for following month
(ie Oct 1 st for November).
Press Releases & Campus Notices
Cathy and her marketing staff are happy to help you with press releases and campus notices
about upcoming home tournaments, fundraising events and/or to highlight any accomplishments.
Please note campus notices are for information that is for the faculty, staff, and students.
Press releases are for information that is for the general public and we must provide pictures
now are the press release will not be accepted by University Relations. Send us an email or talk
to Alan and the Sport Clubs Coordinator.
Rec Sports and VT Online Calendars
The Rec Sports online calendar is automatically linked to the vt.edu online event calendar. We
can add your club information that Alan and the Sport Clubs Coordinator gives us. There is a
new category just for club sports, so your information will stand out from Intramural Sports
and Athletics.
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McComas Hall Marketing TVs
We want your pictures and any video game highlights that you want to share for the six, brand,
new 55” flat screen marketing TVs located throughout McComas Hall. Contact us for the
formats needed.
Fundraising Opportunities
Sport Clubs Canned Food Drive: Details listed on the flyer on the following pages in this
handbook. Bring in canned food from September 1st through December 8th. Monetary prizes
are rewarded to the top 3 clubs that bring in the most canned food: 1 st -$500, 2 nd -$250, 3 rd -
$100. The first place team also wins the “VT Sport Club Community Award” for the fall
semester.
Domino’s pizza – Delivering the Dough Cards: This year Domino’s Pizza is partnering with VT
Sport Clubs to put dough in your clubs pocket – sell the Domino’s Pizza cards for $10 each and
your club earns $10 – 100% profit! See the information flyers on the following pages of this
handbook for more details and information on how to obtain cards. Kevin Shaw has also
suggested setting up a stand at home games or tournaments to “fundraise” by-the-slice. Contact
him at 540-382-0808 or KShaw@DominosNRV.com for more details.
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