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EXECUTIVE OFFICER TRAINING & UPDATES MASON CLUB SPORTS 2023-24

WELCOME BACK

Dear Club Sport Officers,

Welcome back to another exciting year with Mason Club Sports! We hope you had a restful and rejuvenating break, and we are thrilled to have you as part of our dedicated team of officers.

As we gear up for the upcoming year, we want to ensure that all officers receive the necessary training to excel in their roles and uphold the high standards we set for our club. To that end, we are introducing our required Executive Officer Training Modules, designed specifically to equip you with the knowledge and skills needed to effectively lead your respective teams.

These training modules cover a range of crucial topics, providing valuable insights and practical guidance that will enhance your abilities as club sport officers. We have taken great care to tailor these resources to address the unique challenges and opportunities you may encounter throughout the year.

Key Training Areas Include:

  1. Risk Management and Negligence: Understand the importance of risk management in club sports. Learn how to identify potential risks, develop risk mitigation strategies, and ensure the safety of all participants.
  2. Emergency Action Plan: Safety is paramount in any club sport, and being prepared for emergencies is crucial to ensuring the well-being of all participants. Complete our Emergency Action Plan (EAP) Training designed exclusively for club sport officers to equip you with the knowledge and skills to handle unforeseen situations with confidence and efficiency.
  3. Hazing Education: Promote a culture of inclusivity and respect by educating yourself on the harmful effects of hazing. Gain insights into alternative team-building practices and learn how to prevent hazing incidents within your club.
  4. Travel: Familiarize yourself with the travel policies and procedures relevant to club sport activities. Learn how to plan and execute safe and successful trips, including transportation, accommodation, and emergency preparedness.
  5. Concussion Education & Mental Health Resources: The well-being of club sport members goes beyond physical fitness, encompassing mental health awareness and safety considerations. Complete our Concussion Education and Mental Health Resources Training designed specifically for club sport officers, empowering you to prioritize the mental and emotional welfare of your club members while equipping you with critical knowledge on concussion prevention and management.
  6. Budget and Finance: Enhance your financial management skills by delving into budget creation, expense tracking, and fundraising strategies. Understand the importance of transparency and accountability in managing club finances.
  7. Purchasing: Gain knowledge of the purchasing process within our club sport organization. Learn about procurement guidelines, vendor selection, and best practices for acquiring equipment, uniforms, and other necessary resources.
  8. Facility Usage and Scheduling: Being a responsible steward of the facilities you utilize is crucial in maintaining a positive relationship with the venue managers and ensuring the longevity of your club sport activities. Our Facility Usage and Scheduling Training is designed specifically for club sport officers, providing you with the knowledge and guidelines to uphold facility policies and procedures effectively.

To ensure your comprehension of the training materials, we have incorporated a quiz that will be completed once you have reviewed all materials. The quiz will serve as a valuable tool to reinforce your understanding of the content and assess your progress. Successful completion of these training modules and quiz is a requirement for all club sport officers. Officers will need to complete the quiz with a score of 90% or higher.

Should you have any questions or need clarification on any aspect of the training modules, please don't hesitate to reach out to us. We are here to support you every step of the way and ensure your success as club sport officers.

Thank you for your dedication to your organization and for taking the time to invest in your personal and professional growth. Together, we will continue to elevate our club sport community and make a positive impact on campus.

REQUIRED TRAININGS

STEP 1: REVIEW ALL REQUIRED EXECUTIVE OFFICER TRAININGS

  1. Risk Management & Negligence
  2. Emergency Action Plan & Severe Weather
  3. Hazing
  4. Travel
  5. Concussion Education & Mental Health Resources
  6. Budgeting and Financial Management
  7. Purchasing
  8. Facility Usage & Scheduling

STEP 2: COMPLETE AND PASS THE FINAL QUIZ

If you are an Executive Officer and Safety Officer for your club, you only need to complete and pass the Executive Officer quiz. **However, you will need to complete all other checklist items as a Safety Officer.

A minimum score of 90% is required to pass the quiz.

STEP 3: REVIEW AND ACCEPT THE FOLLOWING FORMS:

  1. Student Code of Conduct Acknowledgement Form
  2. Club Property Acknowledgement Form

IMLEAGUES

IMLEAGUES will be available on August 17 for clubs to begin onboarding new players.

**Executive Officers and Safety Officers have been added in advance and will need to complete their quiz and forms.

Part-time students will need to pay the part-time student fee online or at the RAC front desk to be eligible.

TRYOUTS

DOES YOUR CLUB PLAN TO HOST TRYOUTS?

If yes, please have all members complete the assumption of risk on Mason360 for each day of tryouts.

Once tryouts have concluded, all members must immediately join IMLeagues and complete all requirements.

It is highly recommended that executive officers schedule a zoom call to walk their new members through how to properly complete the documents.

ADDITIONAL DEVELOPMENT TOPICS

  1. Alumni Engagement: Discover the art of fostering lasting connections and building a strong network of support through our Alumni Engagement Training. Designed specifically for club sport officers, this interactive session will equip you with the essential skills and strategies to effectively engage with alumni, promoting a sense of community and loyalty.
  2. Event Planning and Execution: Learn the ins and outs of organizing successful club sport events, from initial conceptualization to implementation and evaluation. Gain valuable tips for effective communication, logistics management, and risk assessment.
  3. Leadership and Team Management: Discover effective leadership strategies, learn how to foster team cohesion, and gain insights into motivating and inspiring your fellow club sport members.
  4. Marketing and Promotion: Explore innovative ways to promote your club and engage with your target audience. Discover effective strategies for social media marketing, branding, and building strong partnerships within the campus and local community.

RECRUITMENT OPPORTUNITIES

SAVE THE DATE!

Visit with Student Organizations and University Offices to discover how to get involved at George Mason University!

Rec Sensation: Tuesday, August 22; 11am - 1pm *mandatory event for clubs. Event will be held on Wilkins plaza.

IVth Night: Tuesday, August 24; 5pm - 7pm *mandatory event for clubs. Event will be held on RAC Field.

Get Connected Fair: Wednesday, August 30; 11am - 2pm *registration closes August 26. This is the largest involvement fair with around 350 Student Organizations.

Splash Night: Date TBD; 8pm - 10pm *Aquatic based clubs only. Event will be held at the AFC.

NEW YARD-SIGN POLICY

STUDENT CENTERS: Outdoor Freestanding Displays (Yard-signs) are a great way for Mason Departments and Registered Student Organizations to promote their events and services to the Mason Community. Outdoor Freestanding Display zones are located outdoor the Student Centers buildings (Johnson Center, Student Union Building I, and The Hub). Due to the limited number of zones, External Organizations and individuals are not able to reserve Outdoor Freestanding Display spaces.

Club Officers must reserve space through 25-Live.

MASON RECREATION: Lawn signs located around Mason Recreation Facilities must be approved by the Coordinator of Facility Operations for that building. All signs must be placed in the designated areas and removed at the agree upon time. The goal is to keep the areas cleaned and uncluttered.

General Policies and Procedures

  • Requested space for lawn signs must be submitted no later than two weeks prior to the request date.
  • All requests are first come, first serve in the order they are received and will be approved by the Coordinator of Facility Operations at the respected facility where the sign is to be posted.
  • There will be no more than 6 signs total allowed in the approved area at any given time per facility.
  • Signs must include a QR code with the group’s contact information.
  • Lawn signs may be posted for maximum of two weeks, and are to be removed within one business day after an advertised event/activity.
  • All signs must be placed in the approved location (see photos below). Signs must be in the mulched areas and not in the grass. Signs placed in the grass will be removed.
  • Mason Recreation reserves the right to relocate and remove lawn signs found to be in violation of posting procedures. Damaged, and outdated signs may be disposed of.

FY24 COACHES ONBOARDING

DOES YOUR CLUB HAVE A NEW OR RETURNING COACH FOR 2023-24?

Please submit the contact information for each of your coaches using the Mason360 for below. Deadline to submit is August 15

ONBOARDING PROCESS

  1. July 21 - Coaches may begin submitting their onboarding documents via Mason360
  2. Coaches will utilize the link in their email to access the onboarding documents specific to their coaching status (volunteer or paid).
  3. Coaches will then complete the quiz, coaching agreement, and upload any relevant certifications (coaching certs, CPR/AED/First Aid, Safe Sport, Boating Safety, etc) to Mason360.
  4. **New coaches will be required to complete a background check via TRUSCREEN. *coaches may not begin with a club until all items have been completed.
  5. Coaches will be required to attend an in-person training at the RAC. (dates/times are listed in their onboarding packet in Mason360

*As of July 1, 2022 all high-risk club sport organizations are required to have a qualified coach/instructor. Proof of certification or resume history will be required.

BEST PRACTICES

START OF THE SEMESTER

  • Meet with all members of the organization to discuss the mission, vision, values, and goals of the organization for the upcoming semester and academic year. This is a great opportunity to discuss member expectations, dues, and share important information from the Club Sports Office.

WEEKLY

  • Ensure attendance has been reported in IMLeagues immediately following each club practice or competition.
  • Monday = submit your weekly report in Mason360 before midnight
  • Monday = submit hotel receipts from the past weekend to your club sport administrator
  • Monday/Tuesday – review your club roster for anyone that has missing documents and remind them of the deadlines.
  • Physicals & Baseline testing must be completed and submitted to the athletic trainer by 3PM on Wednesday. Extensions will not be granted.
  • Wednesday = submit your travel itinerary in IMLeagues if your club will be traveling the upcoming weekend (due by 8am on Thursdays)
  • Post regularly to your social media account and create engaging content. Remember to tag @masonclubsports

MONTHLY

  • Reconcile your bank statements
  • Send dues reminders, as needed
  • If your club utilizes coaches (volunteer or paid), hold a regular meeting to discuss club business
  • Meet with all members of your organization to discuss club business. Document attendance and minutes from each meeting.

QUARTERLY

  • Create a newsletter that can be shared with alumni, friends, and family on a regular cycle.

QUICK REFERENCE MATERIALS

NEW MEMBER GUIDE

This guide provides important for individuals considering Mason Club Sports.

25-LIVE ACCESS

If your club will need to reserve space on campus that is not controlled by Mason Recreation, you must complete the 25-Live training. This includes kiosks, tables, classrooms, and etc.

ORGANIZATIONAL DEVELOPMENT

WEEKLY REPORTS

This form must be submitted each Monday by midnight and include information from the previous week (Mon –Sun).

SAFETY & RISK MANAGMENT

REPORTING ACCIDENTS & INCIDENTS

IMLEAGUES

HOTELS

BUDGET & FINANCE

H&R BLOCK TAX CONTACT

Mason Recreation is unable to provide tax advice. Club Officers are highly encouraged to establish a relationship with an outside tax professional to assist you. Please see the contact information for a gentleman from H&R Block who is familiar with our program.

VISITOR'S GUIDE