Hello from Chicago South Suburbs (Lewis University)
Hello from Illinois State!
Hi from Oregon!
Hello from Oakland!
Hi from the University of Illinois!
Hello from Butler!
Hello from Cal Poly!
Hello from West Virginia - Fairmont State University!
Hello from Boston College!
For those that have budget presentations, Do you all have any other ideas of how to manage missing face to face presentations?
At UCF Laure my hearings aren't until June
we will be doing them via zoom if we are not in prson
We are doing presentations via zoom. Had a practice run last night sharing screens between students and it was great.
We are doing a zoom call and will share screen to show the budget packet that they submitted last month.
We use an online portal and they submit their presentations/excel sheets through that. We don’t have an Executive Council yet, so right now the plan is myself and other professional staff to review all of the submissions.
At FIU we are holding virtual budget presentation via ZOOM.
That is what we are doing at Alabama as well. We have pushed them to virtual budget meetings.
00:40:27Tony North Jr
We will be hosting virtual presentations via Microsoft Teams at Toledo
Presentation over zoom. Budget form is now online. (UARK)
We did ours on Google Meet and they shared their screen with all of us. Worked out great.
For those using ZOOM/Google/others: Do you send separate links out to each club? Do you manage a wait room? How do you run back-to-back presentations?
At NC State, we created a video tutorial that was sent to clubs on how to complete their budget proposal documents instead of in person officer meeting. This situation has made us rethink in person officer trainings as whole…looking to moving more items to online tutorials.
Since club sports are often times very physical and rely on in person meetings, how do you plan to keep participation and club engagement going while most clubs will not be able to meet?
University of Houston, Virtual budget meetings with club officers via Microsoft Teams to share screen and do video call
Eligibility question: I know that ACRA (Rowing) has extended eligibility for students by one year. Have other governing bodies made this decision to allow an extra year of competition?
I just emailed each club a link at their designated time. We had one video call with the committee that we stayed in all day.
We are now hosting an allocation packet tutorial on zoom that is optional. I will walk them through the entire packet and also record the zoom call for those who miss it.
Chad we use a separate meeting for each club and utilize the wait-room and "join before owner" feature
We do our allocation hearing in February, however, we are a co-op institution so we had virtual presentations via Teams at the University of Cincinnati.
Yes to partial refunds, as long as it’s fiscally responsible.
After speaking with our Executive Board last week they wanted to connect with the students and we will be having our elections this evening with our students. We are finding that they want to see each other and connect as an officer group
At Cal, we record the Sport Club Officer meetings via Zoom, and then send it out to the entire officer list serve as well. We also have PDF quick reference guides that we send out with our Projected Budget Excel workbook that each team must complete. Funding (very limited) is attached to Tier. We are leaving it up to each team's leadership if they would like to process refunds. As long as they have the funds, we will process the requests
at UTA we have 23 clubs and we are trying to avoid issuing refunds since they had a half semester and most were just about finished
Each club can decide on their own if they want to refund partial dues (we are on quarters so our whole spring quarter is canceled)
Arkansas- 27 clubs; Not refunding unless dues were collected for cancelled travel (i.e. dues to go to nationals)
Central Washington refunds are decided by the officers of each team. A majority decided to credit the dues towards the Fall. We only have one team refund the dues since a majority of the members are graduating.
Cincinnati-- processing any payment for service or refund that was part of travel or competition before closure
UC Davis, 39 Clubs. Each club is making their own decision based on their current finances if they are going to refund, pro-rate or credit next year’s dues.
Univ of Denver - 29 clubs, 1000 members. Once budgets fully close, we will look into refunding partial dues for clubs who were significantly impacted and have the funds to allow us to safely do it. Will likely only impact 15-20% of clubs. Examples of clubs likely impacted would be Baseball, Rowing, Women's Lax, etc.
28 teams at Montclair State, refunding (for seniors, rolling into next year for returners) or just wiping spring dues for some teams. While others are responsible for lower amounts based on what they've spent so far, others overspent in the fall and owe their spring dues still.
Western Washington University:25 Clubs Quarter School refunding based on officers requests mostly for clubs who had members already pay spring dues
Drexel University, 34 teams, 1300 participants- We are doing refunds on a Club by Club basis. We have online dues, so working with our IT department to refund for Clubs that request it. If they paid their dues in cash we are not allowing refunds right now
UCF - We have suspended all requirements for our tiers, however we are not holding clubs accountable for mot completing them but those who have completed them they will be rewarded because in actuality they've had since September to complete requirements.
At the University of Miami we have 45 club and about 1,200 athletes. We are are allowing the club officers to make the decision if they plan to refund dues. Baseball is currently our only club deciding on refunding partial dues.
UT Austin: Authorized Representatives determine refunds. We work with IT for online payments and Accounting for cash/check.
Banquet Question: What are you all doing to celebrate teams and athletes at the end of the year, since we most likely will not be able to gather together in person?
At USC, 50 clubs, we are leaving it up to clubs if they wish to refund dues to members. We have encouraged them to discuss potentially rolling over this semester's dues to next fall to club members that are planning on returning to reduce the number of reimbursements that the clubs need to process.
Texas State 35 clubs: Each club is deciding their own refunds of clubs.
We are still doing our awards, but instead of a physical banquet, we’re posting on our social media honoring the award winners!
At High Point University we have 34 clubs 650 athletes. The university is currently looking at partial refunds for underclassmen and potentially full refunds for Seniors.
UCF - 44 clubs, 3,000 students; each club handles their own membership/league dues for their members.
Also looking at crediting the students that come back and play the next year.
UCF - the Executive Board would like to move forward with awards and putting together the banquet video
At Boston College we have 27 teams and are also leaving it up to each club to determine refunds for dues. Most teams are choosing not to process refunds and instead let remaining funds rollover to be used next year
UWEC - 29 clubs - clubs handle their own dues. Some clubs are reimbursing dues to members on a prorated basis and if they still have funds within their allocation they can utilize that - otherwise they need to utilize their personal club bank funds
Butler (26 clubs)- reimbursing spring dues if requested by club exec boards. So far only lacrosse and golf have requested spring refunds due to their entire spring seasons being cancelled.
Cincinnati-- 44 clubs, 1500 athletes. University does not collect dues, the orgs do. Some are issuing refunds, some are not but are being made to follow constitution/bylaws
App State is looking into offering budget points for administrative organization
UNLV: We started an Esports league with all the sports clubs (including our esports club)
I am at the point where we don't know what kind of budget we will be getting next year (allocated funds are given to us by student government to allocate out to clubs) how is anyone dealing with the uncertainty of how much you will have to allocate after all this is over
We have offered additional "Panther Points" for clubs that can donate masks to local hospitals and food to local food banks
AT WSU I give them an idea of wha they will be allocated but, % may change based on what budget we are given to allocate
Are there other topics you all would like us to prioritize at this time?
I am in the same boat as Greg Durham where we do not know our allocation. If you are not sure of what your allocation will be for next year to pass out, how are you relaying that to your clubs and how are you planning for the Fall semester?
Ball State 29 clubs, officer elections need to follow their constitution. I’ll be reaching out to those clubs who are specifically going through a whole new board and set up virtual meetings to review what needs to be done right away. We were going to be switching to more online learning for our fall workshop as well.
University of Illinois at Chicago - we have 23 clubs and we’re leaving it up to each team to determine refunds of dues. As of now, no team has decided to refund their club dues but instead roll that over to the fall semester. Additionally, we’re looking at moving their spring banquet to the fall semester as a welcome back celebration and combine it with our officer orientation that we already had planned. We will invite the officers that are graduating this spring to come back and attend as well
What kinds of officer/leader training are you all doing? We normally have training in the Spring but, that will not be option. Virtual or Fall trainings?
Drexel we prepared a transition timeline that was sent out on Monday. They are required to have elections in the next two weeks if they have not already. We are allowing them to use google forms or zoom/skype. Scheduled finance and transition meetings during April which will be administered through zoom. We moved to online officer trainings last year through video quizzes and are looking to expand and improve those for the Summer.
What everyone is doing with regards to end of the year celebrations/awards.
At SDstate we are just emphasizing to our clubs that the amount we have been previously allocated may take a substantial hit. On the admin side we are preparing a budget for 100% of last years allocation and 80% of our previous allocation.
Our Club Sports Board is creating a Transitioning Leadership webinar that will be the required leadership event for April
For clubs who didn’t use all of their allocation dollars, are you rolling those funds over to the fall semester or next spring?
UCF - Our trainings are the first week of the Fall and Spring semesters; prior to this we were already exploring what items we would do via a webcourse and what would be in person so luckily we were not impacted (at the moment) for trainings
If anyone is transitioning to virtual officer training, are you using any specific training software to help ensure students are watching/listening to content?
Austin: At Longwood we have done a Fall half day workshop for all club officers so we will continue that. For this semester we are encouraging officers to transition virtually and providing them a recourse packet.
at VCU we do not determine their allocation amount in the spring since we also do not know how much we are given until we return in the fall semester. What the council does is review their requests to see if a club justifies their total request and plugs that number into a spreadsheet. That spreadsheet spits out a number based on % of total requests based on how much we are awarded
At Oregon State, we are continuing all our club meetings and trainings via zoom. And looking at additional trainings to help club officers/members with transitioning to the new reality
At the U we are encouraging our students to utilize google docs, zoom, or Engage (university platform) for officer elections. For transitions we plan on uploading specific video trainings on blackboard (how to request money, documents needed to travel, etc). The Fall we typically have a huge officer training, however we will look to do smaller and more intimate in-person trainings for each topic.
Has anyone's campus talked about cutting the funding to the Club Sports program due to having to reallocate money across campus?
UARK has moved our three big trainings (Travel, fundraising, purchasing online). This allows for easier trainsitions throughout the school year. The trainings are available all year. We will offer a fall officers training.
UCF - Our clubs are moving forward with their own elections via Zoom. Once this all happened I met with via zoom with all 44 clubs for a 1/2 hour each to check in and answer any questions they had. I encouraged them to have regular zoom meetings with their members to include officer transitions for those clubs that complete them in spring
01:01:10Anna Bruning (Oregon State)
We have some required fall officer training modules on Canvas
At Drexel we do blended trainings, there is an online component and an in-person training
At UW, we are seeing funds reallocated within our department, that may impact our clubs, even for the rest of this year. And certainly it may be implemented as well for next year's budget depending on the percentage of our normal club allocation that we get.
Adam: what training do you do in person?
Erin - At NC State, we are not “cutting” funding necessarily, but we normally have a pot of money that builds up for National Contingency funding from unspent allocated funding that we are not awarding this year to offset budget deficits in the department due to the situation
Ohio state: Returning Coaches may opt to do a virtual voiced over PPT with a quiz they must pass with >85%.
We do more leadership development, ethics in Club Sports and practical training. It is a great opportunity to have them come prepared with questions or things they do not understand.
We do 2 big trainings (fall and winter) and then leadership events each month
VCU records a video of our officer training and posts them to our youtube channel for officers to access throughout the year or for those students who are unable to attend the training because of not being on campus, have another job, etc. Officers are incentivized to attend as they earn tier points for coming in person.
Does anyone do virtual coaching trainings??
University of Mississippi does blended trainings for Safety Officers and are moving to do this with transition training (in works before COVID-19)
Florida State - We moved to online training for all of our hard skills this past year but continue to meet once a month to check in with clubs on an individual level then twice a semester as a program.
we are using Microsoft Teams to connect with each group
Connecting w/ clubs:
Using Microsoft Teams as well for our Club Sports board liaisons to connect
Taekwondo did a demonstration for our instagram live for a fun workout
We've been reaching out via Zoom to clubs to help them brainstorm ways to maintain their community from afar
trying to do a social media challenge where clubs can when funding for apparel
Connecting with clubs via individual zoom meetings, allowing them to submit social media challenges (tick shot, etc.) to submit to our points system, as well as sport showcase videos
Has anyone heard about spring dues refunds from National Governing Bodies?
Great question, @Jay!
NCCGA refunded our golf team dues.
All the students have told me the governing bodies are "working on it"
NCVA refunded volleyball dues
*entry for national tournament
That is good to know, Laura. I was worried because of the amount that was paid.
CWPA is still working on getting refunds to teams from last I heard.
CWPA mentioned refunds, didn’t they?
Any idea about NCBA?
Butler: Flight refunds- Airlines gave a credit to the individual on the ticket. Those members need to pay back the club for their ticket or if they are returning members they can save their credit and use for a fall event if possible.
Thanks! I was waiting to hear on volleyball as well
Last I heard from NCBA they were hopeful they could push back season - so no decision was made yet...
I believe NCBA/NCSA still thinks they’re going to hold their world series - has anyone heard that it has been actually canceled?
@Laurel - Creighton is a host for an NCBA Regional. They're still planning on having it in Omaha.
Not sure about NCBA. I know for NCBBA they didn't make their cancel decision until today for National Championships
I was going to speak up about flights, but we have had flight issues previously. Our current policy is that flights have to be funded by students individually for each trip. In this circumstance, their flight credit staying attached to them works out perfectly for us.
I would not hold your breath on a decision to refund from NCBA. We have reached out to them and keep getting blown off.
NCBBA- Their basketball association cancelled their National Championships today. I would assume they are waiting to cancel baseball and softball
Wyoming: We were instructed to create a business account with the airline and have been working with them to get the credits to our account and not the individual students/club
end of the year celebrations?
Matt - the NCBA is definitely dodging me as well
How are others getting team-owned apparel/equipment back from students? The shutdown was during exams/spring break, so no way to connect with them in person to get stuff back.
UCI - we’re doing a logo contest to design next year’s club t-shirt, then doing an Instagram vote so everyone can get involved
I 2nd Amy's question!
Students are not even allowed on our campus until May
1 of our clubs shipped their apparel to them if they delivered them to their apartment, and then reimbursed whoever paid for the shipping
YOUTUBE LIVE and then everyone sends a social media post of their premier (red carpet) outfit while we watch a highlight video for the year
W&M is running an end of year award show via Zoom
University of the Pacific- we were able to get some things back, when students were moving out, for some of those that couldn't return uniforms we plan on instructing them to mail it back and if they ask we will just cover the postage. we are a small school so that won't be too big of an expense
@Amy what we are doing at HPU is having them mail it back to us and providing labels for them through our schools mail office. If they don't return it then we put a hold on their account until we do. Obviously we may lose some items but this is what we do for pretty much all of our gear that is purchased from the schools budget.
I'm trying to coordinate with as many of our clubs as possible and trying to set up with them a way to essentially drop them off if they can at our Complex, but that's the biggest challenge we're facing
UW-Milwaukee will wait to see when the facility will open back up and will schedule equipment check in times every day. Those hours will be staffed by our Program Assistants.
Butler-we are waiting on res life to make the decision on a move out date and hope to have a club sports equipment/uniform drop off on that day. If not, we are placing the responsibility on returners to bring it back in the fall and if they don’t they are responsible for paying replacement costs. Those not returning, we are asking to mail it in.
How are Outdoor Program Areas tackling this issue, maybe?
Coordinate with Res Life.. when students are allowed back to get their stuff, they need to drop the club stuff back at the Rec.
Man, I don't want to bother res life right now. It's a tough time to be a res life pro right now
All you need is the date from Res Life. It's not another burden on that staff.
Great work Laura thank you for facilitating!
Spending allocated Club Sport funds before the end of the fiscal year (doesn't roll over)
Same question as Laura. Innovative ideas to spend down funding.
2nd that from laura Shively
Who told Randall about this???
I am looking into paying for graduation stolls for seniors, Drexel is postponing graduation to the fall so hopefully they will come back to campus to walk
Thanks for hosting Laura!
Thanks Laura and team!
thank you, Laura!
Thanks for sharing. Take care!
Great job, thanks for doing this!
Thank you Laura!!!
Thank you from Oregon State!
Thanks Content Experts, nice job!!
01:26:43Anna Bruning (Oregon State)
Thank you :)
Thanks to all!
Thanks y'all!! Great call
See y’all at 8pm for Quarantine Trivia!
Thanks from UC Irvine!
thank you for hosting! I hope everyone is able to say safe and healthy
thank you for hosting! I hope everyone is able to say safe and healthy
See y’all at 8pm for Quarantine Trivia!
Thanks from UC Irvine!
thank you for hosting! I hope everyone is able to say safe and healthy