WELCOME BACK
Welcome to the George Mason University Club Sport Executive Officer Training
As a club sport executive officer at George Mason University, you have a critical role in leading your team and managing club operations. This training program is designed to provide you with essential information and guidance for your role.
The modules you are about to undertake cover various key aspects of club management, including university and Mason Recreation policies and procedures, financial management, event organization, and risk management. This information is vital for the effective and compliant operation of your club.
Please ensure you thoroughly review all modules. The knowledge gained here is crucial for your day-to-day responsibilities and will aid you in navigating university guidelines and procedures.
At the conclusion of the training, you will be required to complete a final quiz. This quiz is designed to assess your understanding of the material covered. It is important to pay attention to the details in each module, as they are integral to your success as an executive officer.
Thank you for your commitment to your role and for contributing to the George Mason University sporting community.
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.
Let's get started with the first module.
REQUIRED TRAININGS
STEP 1: REVIEW ALL REQUIRED EXECUTIVE OFFICER TRAININGS
- Risk Management & Negligence
- Emergency Action Plan & Severe Weather
- Hazing
- Travel
- Concussion Education & Mental Health Resources
- Budgeting and Financial Management
- Purchasing
- Facility Usage & Scheduling
STEP 2: COMPLETE AND PASS THE FINAL QUIZ
A minimum score of 80 points is required to pass the quiz.
STEP 3: REVIEW AND ACCEPT THE EXECUTIVE OFFICER AGREEMENT
IMLEAGUES
IMLEAGUES is the university approved platform to manage club rosters, complete daily attendance, and process travel requests. Access for new and returning members will be available on August 17 for clubs to begin onboarding players for the fall semester.
**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. *link below to pay online.
TRYOUTS
DOES YOUR CLUB PLAN TO HOST TRYOUTS?
If yes, please have all members complete the Assumption of Risk Form 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.
RECRUITMENT OPPORTUNITIES
SAVE THE DATE!
Visit with Student Organizations and University Offices to discover how to get involved at George Mason University!
Get Connected Fair: Wednesday, September 4; 11am - 2pm *This is the largest involvement fair with around 350 Student Organizations.
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.
COACHES ONBOARDING
DOES YOUR CLUB HAVE A NEW OR RETURNING COACH ?
As part of your club's re-registration process, it is mandatory to submit the contact details of all new and returning coaches. If you need to add coaches after the spring re-registration deadline, please use the Coaching Request form available on Mason360. The deadline to onboard new coaches for fall 2024 is September 13, 2024.
ONBOARDING PROCESS
- Once the club sports office receives the request to add a new or returning coach, we will send the coach and email requesting that they complete the required onboarding steps.
- Coaches will utilize the link in their email to access the onboarding documents specific to their coaching status (volunteer or paid). *Clubs may not utilize university funds to pay a coach. *all payments should be made via your off-campus account.
- **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. ($27 will be charged to the club's on-campus account) *Clubs will be charged $35 for a parking pass that will be issue to each coach. Current Mason students, faculty, or staff are ineligible for a discounted pass.
*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 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 for players to be eligible for competitions. 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.
SUMMER BREAK
- Complete any facility contracts
- Schedule a mid-summer check-in with your club administrator. This will allow time to find answers to any questions that you may have and knock out any purchases.
- Prepare marketing materials for fall and begin outreach on social media
QUICK REFERENCE MATERIALS
NEW MEMBER GUIDE
This guide provides important for individuals considering Mason Club Sports.
25-LIVE ACCESS
During the re-registration period, it is required that 1 to 2 officers from each club complete the 25-Live training. This training provides the necessary access for reserving on-campus meeting and event spaces that are not managed by Mason Recreation.
ORGANIZATIONAL DEVELOPMENT
SAFETY & RISK MANAGMENT
- Connect2 - How to Submit an Accident or Incident Report
- Athletic Training Primer - This video will introduce club officers to what services are provided by the Club Sports Athletic Training staff, concussion education, and heat illness.
- How to Identify an Off-Campus CPR/AED/First Aid Course
- How to Submit Your Completed Sports Physical Form
REPORTING ACCIDENTS & INCIDENTS
IMLEAGUES
- How to Enter Attendance via the IMLeagues Website
- How to Enter Attendance via the IMLeagues App
- How to View Your Roster and Member Eligibility Status
- How to Submit Your Travel Itinerary
HOTELS
If clubs wish to book hotel accommodations using their on-campus funds, they can do so through Lucid Travel. To understand the booking process with Lucid, please watch the instructional video provided below. It’s important to note that clubs are not allowed to use Air BNB for accommodation bookings. Additionally, Mason Recreation does not offer reimbursements for hotel expenses. When utilizing the university credit card for bookings, only the room fees and taxes are chargeable to the card. The club is responsible for any incidental charges and damages. Using Lucid Travel simplifies the management of hotel booking requests.
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.
- Name: Raymond Girouard
- Contact Number: (703) 385-7592
- Email: rgirouard215@gmail.com