Hi Everyone - Fairmont State University (West Virginia)
Hey everyone, University of Wyoming
Still looking for answers :) Thank you in advance!
We had a few students staff with CU equipment, I am sending them a prepaid box.
We usually put a hold on the student’s account with the amount the gear is worth
the ants go marching one by one! sign-up in 15-20 minute increments
Tom Verrico - Springfield College
If they are in town we attempt to set up a drop off zone and time and we will meet with them.
Meeting up in town to grab first aid kits. Prepaid shipping labels for uniforms.
Not necessarily an answer but I sent everyone a form that they had to sign - equipment check-out form stating that if it's not returned in August in the same condition it went out as then they'd be charged to their student account.
Just making sure that we are observing all of the guidelines set out by the CDC and the university
For us, we're somewhat lucky that some of ours are still around and our complex is off-campus so we open up the complex/field space and have them drop the items off while ensuring we aren't sharing spaces
depending on policy, put hold on account, but I would use this as last resort.
Yes, definitely abide by any of the CDC guidelines for any face to face interactions
Hosting some small zoom meeting that begin the transition period of officers. Including hazing and bullying, conflict resolution, manual review, DSE and than our ATC is sending out small workouts that they can do as individuals
I am going to be working with a Sport Psychologist to get some offerings on our website and social media. This will help the students focusing on their self motivation and mental health during these times by giving tips and suggestions based on that week’s theme.
Email Newsletter to celebrate seniors - to be sent out to campus community
Virtual End of Year Celebration - still brainstorming on how work
Annual Awards - still have voting process
Ask Teams to celebrate seniors via social media
Following up from last week’s session - my Strava idea is working well. The students are engaging and submitting times for a virtual 5k. Glad to see them getting exercise on their own
At W&M I’m encouraging Sport Clubs to engage as teams in existing W&M virtual wellness center programming, to make sure sport clubs realize the benefits of those resources
I'd love more info on how to engage on strava! We have a club, but haven't created events. Are people just doing virtual 5ks?
Virtual Club Sports Cup. List of “challenges” the clubs can do, post on social media, tag us, all areas involved repost, makes for fun content
We are thinking about doing a pre-recorded video (private YouTube) to recognize graduating seniors, announcement award winners, etc. We'll include an intro and closing remarks from our director
Virtual end-of-year awards ceremony and “new officer” trainings for newly-elected officials.
Our water polo team started a team workout challenge that expanded to all of Sport Clubs. They complete different workouts each week that we track the completions each week.
At Springfield College we are currently in day 3 of our trick shot challenge for anyone at the college. Still waiting for clubs to engage. We are also doing the 100 miles challenge to all students but I have challenge any of our clubs teams to get 5 players to finish the challenge and they will receive $100 for next years budget.
We sent out a Microsoft form with a deadline to update the contact info. Officer training in the fall
We have moved our officer transition training to our Wyocourses(Canvas) module and also been having zoom meetings to go over and answer any questions that new and old officers have for us
Ball State - 29 clubs, we took notes during our January workshop to see when clubs were transitioning, so I have a better sense of when elections are occurring. I use GroupMe chat on a daily basis with the officers of each club, so I’ve been reaching out to them for assistance with their transitions.
We are encouraging our students to use Zoom polling for their officer elections. We created a PDF with instructions on how to do that followed club voting policies.
We are also doing virtual officer elections and zoom on-boarding for new officers as well. We have our clubs submit new officers through our DSE program
00:47:26Anna Bruning (Oregon State)
I am encouraging my officers to do things like host team dinners over zoom, some of my clubs are doing zoom workouts together
since mid-February, we've been telling our clubs to have election results sent to the Club Sports Admin by 4/3 so that incoming officers could go through the last Council meeting that was geared towards transitioning, summer goals, and what to expect come August
We sent out a big resource sheet of options to stay engaged with their teammates, but it is up to them to actually get that started
If your campus has CollegiateLink/OrgSync, it has an online election tool on each club's page. We have encouraged clubs to utilize it to host elections for Fall 2020
W&M: On another note, we are meeting with each executive board to ask to how this disruption has impacted their FY21 budgeting. State funds frozen, hiring freeze (coaches), etc.
Honest answers: do you club sports members even want to be engaged? I've tried several things and it really seems like they are content just being done.
Jaclyn can you send me that document please? firstname.lastname@example.org
(About engaging students) Going off of what Megan said about our Virtual Club Sports Cup, we made it a competition, so club members and officers are all getting involved to complete the challenges. Clubs with the most points at the end of the year (from the challenges) win a prize. Clubs are quite competitive so they are getting all their members engaged and involved.
^mine are mostly “done” and not engaged
@tina Mascaro, you aren't alone we are in a similar boat at University of the Pacific. Our focus is just getting the administrative, financial, and transition stuff done
^Same at W&M in that students are “done”
@Tina I think if groups want to engage, then they will. I've seen it on both sides of the spectrum, but not in between
Those who are still in contention to move up a tier, or jump several sports are engaged. Those who have a firm hold on their spot in the tier structure are done.
Clubs can still spend money (allocations and their own funds), I’m working with clubs that still have remaining allocations to see what they want done with them. Reimbursing an approved expense, rolling over to the fall semester allocations, or rolling over to the spring semester allocations. We do allocations per semester.
Question being discussed currently: Spending for the rest of this fiscal year? Innovative ideas to spend down funding? Spending Freeze versus spend until we are told not too
We are currently on a spending freeze at NAU unless it is required for current programming needs.
At FIU our funds have been frozen and all "non-essential" spending is suspended until the end of the fiscal year. All funds that Sport Clubs didn't spend are essentially lost. Sad news to break to the officers.
For us at WKU, we just have a freeze on all spending for the rest of this fiscal year. Definitely up in the air for what the funding looks like next year, but what we've kind of been told is to expect the funding to be fairly similar to this year a la not really expecting to lose any funds moving forward
@tina I’m in the same boat as well
I have a set quadrennial budget that ends at the end of next academic year. Even though I do not lose this money, I still have to get all purchases approved right now.
We’ve had some engagement issues at Youngstown State in Ohio was well. It seems like anything related to tasks getting completed has been a little slower, but we are getting a little traction with virtual events and programs that aren’t mandatory. For example, I am running a trivia night on Instagram Live tomorrow via our @YSUCampusRec channel, and that has created a good deal of conversation, so it seems like that’s working!
At Oregon State, we are currently restricting spending to expenses that were already incurred. Other purchases may be made with special approval. Our clubs can roll over most of their unspent funds from year to year.
VCU is unable to roll it over to the next year but we can spend our club's allocated funds before Fiscal year ends. Purchases can only be made on purchases not related to travel
Yes, we can roll over funds. We can still pay remaining bills, but are not to make any new purchases.
UCF - no roll over of funds, and only spending for necessary items - equipment that needs to be replaced etc
San Diego State: we're not allowing any new purchases. Only allowing spending for outstanding expenses, e.g. league fee, ref fees..
@Mitch Potter we are the same at USU
Same as @andrea here at UC-Riverside
University of Miami— We are still able to spend funds. The deadline for purchases is May 1, however we are not making any purchases for non-essential items.
00:55:53Natalie Hawkins - SIUE
Clubs keep their allocations and their remaining funds through their multiple accounts are taken into account for future allocations requests.
SDSU-Roll over funds to the next year
Also same as @Andrea at Montana State
We are allowed to spend because our funds are allocated from Student Gov’t. We are tried to spend it quickly and wisely
At LMU, we just announced a University-wide spending freeze on ALL funds. The only things that are approved are paying for outstanding invoices/expenses.
Technically funds could roll over to next year at Arizona State, but a strong possibility that those funds get reallocated to another department in need.
W&M conversations are about planning for FY21 starting with a shortfall from FY20
UCF - It is important for me to get buy in from the students and get them to understand that we aren't under a freeze but we are wanting to be responsible
Rice University: we're not allowing any new purchases. Only allowing spending for outstanding expenses, e.g. league fee, ref fees..
Be mindful of the location where the equipment may be delivered. If your building is closed, be sure to communicate with your postal service to see where the equipment will be stored.
At Lone Star College-CyFair we are on a spending freeze, but seeking clarification since we are student fee funded. We are not allowed to roll over fund
Santa Clara University gave back $10,000 that would have been used for post season travel fund allocations to help the department offset revenue wise.
The Sport Club budget is completely separated from the department with how our funding is coming in. A few areas have already asked if it is possible to help others.
@ Jon that is very true and right in line as to why I communicated what I said previously
Love to hear more about NGB and refunds
RIP USA Rugby
Has anyone heard about MCLA and their decision since they were in the middle of the season?
any update from NCBA?
MCLA season canceled
01:00:44Anna Bruning (Oregon State)
USA Eventing is refunding entry fees for cancelled events
NCBA had a podcast yesterday, they are still planning on post-season...
NCBA sent an email today that they are trying to hold games after 5/1
NCBA is still hoping to hold a tournament based on the email I got recently
NCBA just sent an email
Specifically refunding league fees
It looks like the CWPA is prorating their dues based off the number of games each water polo team played on the women's side.
Any updates on entry fee refunds that were paid for the NCVF National Tournament?
NCVF is doing refunds
01:01:28Anna Bruning (Oregon State)
ncfv is refunding
i am calling Eric from NCBA tomorrow to express some frustration on behalf of my teams
@Andrea go get 'em!
@Andrea - get em
@Andrea please do
National Collegiate Finals Rodeo was cancelled this morning. West Coast Soccer Association still has a registration deadline of April 10th for the Fall. NCBA is still doing its thing.
I just feel they are putting the students in a predicament because we are suspended from travel through June 1.
I talked to Eric from NCBA about refunds today and he said they are working on refunds if they cancel. Their cancel decision date is April 24
keep in mind officials associations may raise game fees in the fall
We are required to have insurance for all clubs and sport clubs.
hard agree, @andrea
I have to imagine that a lot of the insurance decisions about playing Championships in Fall will be at the discretion of the Risk Manager at the specific University
Has anyone heard anything from NSSA? They are the only ones that would still be possible for our school if they are happening
Haven't heard anything from NSSA them but I meet with my surf club early next week so I will update folks
lol not typically...but you can still reach out to them
01:06:05Natalie Hawkins - SIUE
no. University has halted all student organization participation.
They can absolutely not do anything at UCF
Our athletes were told that if they compete without approval, they will be reported to the Office of Students Rights & Responsibilities
Anecdotally, I imagine most students are back in their permanent locations and "get it".
no- We ended all participation
at UTA, we have suspended all club participation and are threatening some harsh penalties if they compete on their own
for Ball State, same as @sarah h.
I will report my students as well @Sarah
Our sport clubs were informed they would be suspended if they chose to travel.
Same at UCR no traveling or practices
No travel for students at Texas State until June 1. But with classes online through July 3, I believe that ban would go through then.
we told clubs that after our travel ban went into effect that if they chose to go to not-yet-canceled events that they would not be reimbursed for any of their expenses and could potentially get in trouble beyond that
All activity cancelled at SDSU
FIU- Clubs cannot travel, practice or meet in any capacity until July 1st
No concerns. Students mostly all moved back home and we are predominately out of state students (and under shelter-in-place restrictions statewide)
No…LMU has cancelled all Club Sports activities for the remainder of the year. And most of our students have left campus and went back home to their permanent residences.
College cancelled all student/employee events
our parks are closed
Coaches and Coach payments. How did most of you handle coach payments with COVID-19 cancelations of seasons? Did you pay the total amount initially agreed upon or did anyone discontinue paying coaches? Is anyone considering amending Coach payment policies due to cancellations of events/seasons due to “x reasons”?
UCF - On campus practices are suspended through June 21
WWLL will be rolling over league dues
Xavier has cancelled all involvement and activity through July 31
All events/practices are cancelled through July 6 at Ohio State.
I paid the full amount since it is so minimal. Our coaches are technically 'volunteer' knowing that I'll give them a small stipend at the end of each semester.
MCLA - they are working on the money sitch. I believe they will partially refund or discount
We discontinued the coach payments since they aren’t technically earning the check anymore. So our business services closed their payment and they will only receive what has been paid out.
LSC-CyFair Chancellor and Board of Trustees committed to paying all employees during our shutdown through the end of their seasons
On the men's side I have not heard about refunds/credits. My women's lacrosse club has received a partial refund from SWLL
Our coaches are all independent contractors and it’s up to the team if they want to stop paying them, modify their pay, or still pay them
01:10:04Natalie Hawkins - SIUE
Have to be a currently enrolled student to participate in club sports
I default to league eligibility decisions always, as long as they are students
School eligibility supersedes anything NBGs dictate.
UM— That’s a great question. The university would not allow alumni to play either for the same reason.
We pay coaches monthly (kind of a pay as you go situation) so we will only be paying coaches out through March — and leaving it up to the individual clubs if they want to pay for all of March or partially - since we ended school halfway through the month
we haven't really had those conversations yet, but i imagine we will not alter our eligibility guidelines to adjust
At UGA we wouldn’t change our eligibility. we would continue with fees paid students.
at NAU we allow community members to be part of Sport Clubs if their NGB allows their eligibility. We have a weird setup for club funding which I think affects our ability to allow non-NAU people to participate
Has NIRSA / NSC thought of changing the eligibility for the championships?
We won't change our eligibility policies at BC. Regardless of NGB eligibility rules, our university policies will remain the same and all participants will need to be active students
01:11:18Anna Bruning (Oregon State)
We already allow non-students to participate if the governing body and club allow it, and they pay for our recsports membership since they aren't paying student fees. Clubs' student fee allocations can't go towards paying for non-student member
With grades and credit load being a factor for eligibility, I cannot see us being able to add them.
Champ Series plans to have Standards look at it
We at Xavier are paying our student employees out so I am honoring the club sport coaching fees the same way.
Golf and equestrian come to mind as well for non student participation.
@Ty - I think the fishing tournaments themselves dictate eligibility and what we found is that if a student qualified for the national tournament in the spring and then graduated that is what makes them still eligible.
FIU has added our "official" coaches to the university Zoom list so that they can host team meetings.
@Tina good clarification. I find the fishing eligibility to be pretty tricky and one I always think of when these types of discrepancies come up.
SDSU-Coaches are pt staff. We are currently paying through their last scheduled practice via the Emergency Pay
off-topic question if we have time: do any of y'all oversee your institutions' cheer and dance teams? Just found out they are moving from Athletics to Campus Rec over the summer and I'm not sure what to anticipate with them
@Crystal, at UTA, i don't, but we have them in house, i can connect you with our coordinator if you'd like
@wendy Same here with coaches. We paid them what we could based off available funding
Travis, that would be great! Crystal.Durham@nau.edu
@Crystal I oversee a university dance team, while Cheer is a varsity team. Let me know if you have questions!
@Crystal, at UR we have oversee our dance team. I’m happy to answer any questions I can for you. email@example.com
We are looking at moving more of our training to canvas and make sure our coaches do it as well.
We host an Open House specifically for the Recreation Center. This will help bring in the students who do not normally feel comfortable coming in to our facility. Every area has a specific area set up to engage with other students.
Few things on recruitment - our University is moving to not requiring SAT scores for newly admitted students. We have reached out to Admissions to find out more info to provide to prospective students to help with recruiting. Check with your Admissions program to find out how to help teams with recruiting
Our club teams have the opportunity to work as volunteers for Move-In day and have tables set up during Welcome Weekend. This is a great way for them to get information out to the new incoming students before school starts.
Off-topic - I am also a yoga teacher, so I am spending some of my new time planning a mindfulness training for our athletes that will help them with their athletic performance when we resume
Our new officer training is set up with a simple google doc with links to resources to prepare to become an officer. In addition to this resource, we meet with new leadership and go through the google doc and orient to new position. We will just move meetings to zoom orientations instead
that's my GA!!
Aaron Elder liked your message
01:25:27Yaohui (Sandy) Paul-Wei
At SU, we have been requiring our club officers and members to complete sexual assault prevention training and alcohol edu on Everfi as well as individual waivers. Is any other school doing similar stuff? What platform do you use?
UM- We were in the process of adding a tier system to the program. The plan was to spend the spring semester training the students and reviewing the structure and criteria. With this hiatus I think it would not be beneficial to implement the system fully. Does anybody suggest any ways to slowly integrate a tier system over summer or at the beginning of the Fall? Taking any and all suggestions!
just a reminder if anyone would like access to the Competitive Sports Information hub I have created email me at firstname.lastname@example.org
Is anyone having to track the potential revenue loss/expenses due to COVID-19? Does anyone have a template or potential requirements your university is mandating?
@Jaclyn, we had to track ours for all of our programs. We're still waiting on that format though
yes, we are tracking revenue losses across all programming
CU Boulder - we have to track all that and submit to Student Affairs weekly
@Jaclyn yes we have been for the entire department
UCF - yes. email me email@example.com
At WVU we are tracking lost revenue from clubs and are taking it into consideration for budget allocations next year.
we gathered in one document for outdoor adventure and sport clubs
We are required to track revenue loss.
we are having to do so at Minnesota. We are tracking it broken down by type of refund request/loss.
I speak for everyone. - Lets do another round table. I just want to see everyone again.
Group Air fair - I have converted to vouchers through airlines through cancelation requests
yes we had to track that and submit it to our vp.
yes for another roundtable
i agree with Jarrode
UCF - we don't have revenue for our program so we only calculated what we lost
@Jarrode only if I can get a mega zord background
yes to another roundtable
01:29:13Yaohui (Sandy) Paul-Wei
Do you guys manage competitive clubs and instructional clubs differently? is there additional training or requirement for competitive clubs?
In terms of recruitment - Princeton University is holding a Virtual Activities Fair. We have been designated a specific day by the university to be directly engaged with all incoming students. This is happening through their FB newly admitted group page that’s managed by the university. We’ll be holding Sport Club “tabling”, meet & greets/Q&A on that day. Each program will have an opportunity to share info about their team and how to get in touch for the fall.
@ Yaohui - nope everyone is on the same footing
Is there any talk of rescheduling the competitive sports institution for this summer?
I'd love to hear ideas on how we can collectively use our voice to advocate for our students to these NGBs
Does anyone have new/additional retention strategies that they have applied now that they have removed remote? Retention is obviously a big point at all schools nowadays.
Does anyone know if the intramural and club sports institute is still happening?
Summer competitive sport club institute update!
thanks for doing this
Thank you for hosting this
@greg it could be a collectively signed letters to each specific NGB
thanks for hosting this!
thanks LT and content peeps
lay-offs, furloughs and loss of jobs is a major concern at small universities
Thank you Laura, Chad and Aaron. Take care eveyone
thank you, everyone!! hasta la vista
01:30:19Anna Bruning (Oregon State)
Thank you for hosting - hope we can do this again soon!
Thanks! Stay safe!
Thank you for hosting this!
thank you for hosting! would love to have another one in a couple of weeks
Ryan Perreira, you're a legend for showing your dog :)