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Position Descriptions
A. Each club (depending on
classification status) should have the following elected
officers who must be full-time Pennsylvania State University,
University Park students:
1.
President (Required for all
club sport organizations)
The President is the chief officer
for the club sport organization. S/he is the primary contact and
coordinator of all club sport organization activities. As such,
his/her duties include:
a.
Attending the Club Sports Officers’
Training Session;
b.
Reading and understanding the Club
Sports Manual;
c.
Completing an Officer Acceptance of
Responsibility Form;
d.
Submitting monthly, semester, and
annual reports of the club sport organization’s activities;
e.
Maintaining a current list of email
addresses and phone number for club officers and members;
f.
Determining the location of all
club sport organization equipment and submit a semester
inventory to the Club Sport Office;
g.
Conducting all club business
meetings;
h.
Remaining knowledgeable of the club
sport organization’s financial status;
i.
Ensuring club sport organization is
up to date on all requirements set by the Club Sport Office;
j.
Ensuring that all club members (or
guardians) have signed the Participation Agreement Forms;
k.
Understanding the services
available to the club sport organization from the Club Sport
Office;
l.
Notifying the Club Sport Office of
changes in leadership within the club sport organization;
m.
Periodically meeting with the club
sport organization’s Advisor;
n.
Promoting good sportsmanship;
o.
Implementing proper disciplinary
action procedures when necessary;
p.
Holding monthly meetings with the
club sport organization officers and semester meetings with the
club sport organization members;
q.
Seeking approval for all travel,
special events, and fundraising plans;
r.
Submitting semester facility
requests by the designated deadlines;
s.
Checking the club sport
organization mailbox at least once per week;
t.
Supervising fundraising projects.
2. Vice President
The Vice President shall fill in
for the President when necessary. Additional responsibilities
shall be assigned by the club sport organization.
a.
Attending the Club Sports Officers’
Training Session.
b.
Completing an Officer Acceptance of
Responsibility Form.
3. Treasurer (Required for
all club sport organizations)
The Treasurer is the chief
financial officer of the club sport organization. As such,
his/her duties include:
a.
Attending the Club Sports
Treasurers'
Training Session.
b.
Completing an Officer Acceptance of
Responsibility Form.
c.
Understanding the policies and
procedures for processing all financial requests.
d.
Understanding the policies and
procedures for all club accounts including Allocation, ASA,
ATEF, Endowment, and OUD.
e.
Submitting Financial Request forms
and accompanying invoices, receipts, and/or equipment purchase
requests.
f.
Collecting member dues in a timely
manner.
g.
Depositing all funds into the
club’s ASA or OUD accounts.
h.
Preparing and maintaining ledgers
(income, encumbrances, and expenditures) for all accounts.
i.
Preparing and submitting Annual
Budget Request form to the Coordinator of Club Sports by the
spring deadline.
j.
Preparing a revised working budget
each fall.
4. Secretary
The Secretary is the chief record
keeper for the club sport organization. As such, his/her duties
include:
a.
Attending the Club Sports Officers’
Training Session.
b.
Completing an Officer Acceptance of
Responsibility Form.
c.
Recording minutes of all club
meetings.
d.
Submitting meeting minutes to the
Club Sports Office.
e.
Notifying club members (via email
and/or phone) of all upcoming meetings, events, etc.
5. Other titles may be
substituted provided the function is similar. This list is not
comprehensive. Responsibilities may be distributed differently
depending on the availability, expertise and interest of the
Club Sport officers. The President is ultimately responsible for
ensuring that all duties are completed.
B.
Advisor.
In addition to elected
student positions, each club must have an Advisor who is a
full-time faculty or staff of Pennsylvania State University,
University Park. The Advisor shall have the following
responsibilities:
1.
Attending the annual Advisor
Training Session
2.
He/she must complete the online
Advisor Information form;
3.
Assisting the organization’s
student leaders in adherence to University, Athletic Department,
and Club Sports policies and procedures.
4.
Assisting in the development and
implementation of club sport organization goals and objectives.
5.
Assisting in the preparation of
reports (Annual Budget Request, Annual Classification Request,
Annual Report, etc).
6.
Being available to club sport
leaders during the development of projects and programs and to
provide guidance to help ensure that activities are well planned
and reflect favorably on the University.
7.
Attending semester membership
meetings and officer meetings when available.
8.
Assisting the officers in the
selection and evaluation of coaches.
9.
Assisting with the documentation of
pertinent information.
C. Safety Officers.
Some club
sport organizations (Risk Level I and II clubs) must have at
least two Safety Officers. Safety Officer responsibilities
include:
1. Possessing valid CPR/AED, and
Standard First Aid certifications from an approved organization.
The
Club Sports Program follows American Red Cross guidelines,
recognizing CPR and AED certifications for one (1) year from the
date of certification; and First Aid certifications for three
(3) years from the date of certification.
2. Attending club sport
practices, competitions, and activities – home and away.
4. Checking the safety of
facilities and equipment before allowing members to participate.
5. Attending to injured
participants in a manner consistent with the information
outlined in the responding to injures session.
6. Completing an Accident Report
form for all accidents, regardless of severity.
7. Calling 911 when necessary.
D. Coach/Instructor.
Club sport organizations may
choose or be required to seek the assistance of a
coach/instructor. Coaches/instructors should be experienced and
knowledgeable in the sport or activity. Coaches/instructors may
serve in a voluntary or paid capacity.
The officers of each club
sport organization are responsible for working with the Club
Sports Office to fill any coaching positions on an annual basis.
The officers’ role is to recommend individuals to fill coaching
positions, and the Club Sports Program Coordinator role is to
consider the officers’ input and make a final decision on all
coaching appointments, both paid and volunteer.
Approved coaches, volunteer
or paid, are indemnified by the Pennsylvania State University
against claims of liability; if the coach was acting in the
capacity of a Club Sports Program coach, and following all
University, Intercollegiate Athletics, and Club Sports policies
and procedures.
In order for a coach to be
approved, the following must occur:
1.
He/she must complete the online
Coach Information form.
2.
The printed Coach Information form
must be signed by the club president.
3.
The printed Coach Information form
must be signed by the Club Sports Program Coordinator.
In order for a coach to be paid,
the following must occur:
1.
The club president must submit a
“Paid Coach Appointment Form” to the Club Sports Coordinator.
2.
Coach must complete all required
Pennsylvania State University employee paperwork.
Coach/instructor
responsibilities shall include the following:
1.
Attending the annual
Coach/Instructor Training Session.
2.
Possessing valid CPR/AED, and
Standard First Aid certifications from an approved organization
(Risk Level I and II).
3.
Planning and conducting field/court
practices.
4.
Instructing participants on proper
technique for the particular activity.
5.
Planning and implementing contest
strategy.
6.
Ensuring safety of participants.
7.
Monitoring performance for the purpose of evaluating skill level
for recognition, promotion, or selection of competitive team
members.
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