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CLUB
SPORTS OFFICE Office
Hours Summer
Office Hours
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CLUB SPORTS CONSTITUTION BINGHAMTON UNIVERSITY CLUB SPORTS INTRODUCTION Club Sports at Binghamton University are student organizations that have been formed by individuals who are motivated by a common interest and desire to participate in a particular sport. More specifically, club sports are formed so the participants on each team can learn new skills, improve existing skills, become more educated about fitness and health, engage in competition, and enjoy recreational and social fellowship. The Club Sports Program, which is student run and student initiated, is administered by Campus Recreational Services within the Division of Student Affairs. CAMPUS RECREATIONAL SERVICES' RESPONSIBILITIES TO CLUB SPORTS 1. Administration and coordination of club sports 2. Administrative assistance 3. Assistance with budget preparation 4. Assistance with publicity 5. Assistance with equipment purchase, inventory and storage 6. Process requests for facility reservation and maintenance 7. Assistance with travel arrangements 8. Assistance with Club Sports Council governance 9. Assistance with training room needs/first aid supplies
BINGHAMTON UNIVERSITY CLUB SPORTS COUNCIL CONSTITUTION ARTICLE I - NAME The official name of this organization shall be the Club Sports Council of Binghamton University, hereafter referred to as the Club Sports Council. ARTICLE II - PURPOSE The purpose of the Club Sports Council shall be to provide a vehicle for the administration of the Club Sports Program according to its Constitution and Bylaws and according to the rules and regulations of Binghamton University, the Division of Student Affairs, and Campus Recreational Services. It exists to promote participation in the Club Sports programs and has as its primary objective to provide a forum for the exchange of club sports information. ARTICLE III - MEMBERSHIP A. The Club Sports Council shall be comprised of one student representative from each of the Club Sports formally sponsored by Campus Recreational Services. B. Any matriculated undergraduate student at Binghamton University shall be eligible to be a representative to the Club Sports Council. The Club Sports Program shall not discriminate against anyone on the basis of race, color, sex or sexual preference, handicap, national origin, or religious affiliation or belief. ARTICLE IV - MEETINGS The Club Sports Council shall have regularly scheduled meetings in September, October, November, February, March, and April. At least one week's advance notice of all meetings will be made in writing to the membership. The President of the Club Sports Council, the Program Coordinator for Campus Recreational Services, the Assistant Director of Campus Recreational Services, or the Director/Associate Director of Campus Recreational Services may call special meetings. Any member may petition the President of the Club Sports Council to convene for a special meeting. ARTICLE V - OFFICERS A. The Club Sports Council will have the following officers: 1. President 2. Vice-President B. The Program Coordinator or Assistant Director of Campus Recreational Services will serve as the advisor and as ex-officio member in a non-voting capacity. ARTICLE VI - COMMITTEES The standing committees shall be the Finance Committee, and the Review Committee. The membership shall elect members of the standing committees. The Program Coordinator or Assistant Director of Campus Recreational Services may appoint additional committees as the need arises. ARTICLE VII - ELECTIONS Election of officers shall take place annually at the regularly scheduled meeting in April. All members must be sent a written list of the slate of officers at least two weeks in advance of the April meeting. Election of standing committees shall take place annually at the regularly scheduled meeting in October. In the event that no one is nominated to serve on a committee, the Program Coordinator/Assistant Director of Campus Recreational Services will appoint him or her. ARTICLE VIII - FUNDS The Binghamton University Student Association funds Club Sports. Additional money to support the goals of the club may be raised through fundraising and/or individual expenses that have been approved through Campus Recreational Services. Each club in conjunction with the Program Coordinator/Assistant Director of Campus Recreational Services administers all budget matters separately. ARTICLE IX - RATIFICATION The Constitution will be approved at a regularly scheduled Club Sports Council meeting by a two-thirds vote of a quorum of the membership. The Constitution must be presented in writing to each member at least two weeks prior to the meeting. ARTICLE X - AMENDMENTS All amendments to the Constitution shall be by a two-thirds vote of a quorum of the membership. The amendments shall be proposed at a regularly scheduled meeting and debated and voted upon at the next regularly scheduled Club Sports Council meeting. ARTICLE XI - PARLIAMENTARY PROCEDURE All parliamentary questions not determined by the Constitution or Robert's Rules of Order shall decide Bylaws. ARTICLE XII - BYLAWS Bylaws changes for the Club Sports Council must be passed by a majority vote of members present at any regularly scheduled meeting. Every member must be mailed a written copy of proposed Bylaw changes at least one week prior to the meeting. BINGHAMTON UNIVERSITY CLUB SPORTS COUNCIL BYLAWS ARTICLE I - MEMBERSHIP A. Membership in the Club Sports council is extended to one representative of each club that is sponsored by Campus Recreational Services. That representative shall be elected or appointed by the membership of each club. B. Individual Club Sports Membership a. Members must be one of the following: i. Undergraduate student ii. Graduate student iii. Staff iv. Faculty b. Membership must be at least 50% students. c. Students who demonstrate legitimate interest shall be granted membership in any club based on available resources. d. Members of any Campus Recreational Services sponsored Club Sport may attend Club Sports Council meetings with the privilege of voice, but no vote. C. Status of Individual Club Sports D. Full status: All rights and privileges as per Campus Recreational Services guidelines including voice and vote. E. Provisional status: Restricted rights and privileges as per Campus Recreational Services guidelines, including voice but no vote. F. Probationary status: Restricted rights and privileges as per Campus Recreational Services guidelines, including voice but no vote. G. Responsibilities of Individual Club Sport a. Formulate Constitution/Bylaws; b. Provide leadership for the membership; c. Develop club rules and regulations regarding membership, conduct, attendance, competition, travel, enforcement; d. Develop a budget; e. Define competition season (practice sessions, competitions); f. Fundraise and sponsor special events; g. Complete appropriate forms as required by Campus Recreational Services; h. Adhere to rules and regulations as set by Binghamton University and Campus Recreational Services H. Responsibilities of Campus Recreational Services to Club Sports a. Administration and coordination of Club Sports; b. Administrative assistance; c. Assistance with budget preparation; d. Assistance with publicity; e. Assistance with equipment purchase, inventory, and storage; f. Process requests for facility reservations and maintenance; g. Assistance with travel arrangements; h. Assistance with Club Sport Council governance; i. Assistance with training room needs I. Applying for Club Status Individuals who want to form a Club Sport at Binghamton University must take the following steps: a. Submit a written request to the Program Coordinator/Assistant Director of Campus Recreational Services at least one full semester prior to becoming a club. b. The president of the prospective club will schedule a meeting to discuss with the Program Coordinator/Assistant Director recognition as a Campus Recreational Services sponsored Club Sport. c. Acceptance as a member will be granted by the Director/Assistant Director of Club Sports. d. First year clubs will spend one year on provisional status to demonstrate their ability to function as a club. J. Requirements for Recognition of Club Sports by the Club Sports Office a. Demonstration of Interest i. Submit a list of active members. b. Demonstration of Organization i. Formulate a written Constitution/Bylaws. ii. Define the purpose of the club and submit officers' names and addresses. c. Demonstration of Need i. Demonstrate that this is a unique sport separate from other existing clubs. d. Demonstration of Safety i. The applying club must demonstrate that the welfare of its members is safeguarded. They must also have procedures in place in case of accidental injury or emergency. e. Availability of Space i. Acceptance of a new club sport will also be based on available facilities/fields for practice and competition. f. Space Allocation i. Established clubs with adequate participation have priority for facility space as determined by the Program Coordinator/Assistant Director of Campus Recreational Services, the Associate Director in charge of facilities and the Director of Campus Recreational Services. g. Funding i. First year clubs will be expected to generate all of the funds necessary for operation of their club. They may, however, request discretionary funds through the Club Sports Council Finance Committee. K. Annual Registration a. Each club must apply for yearly recognition for one academic year (September through May). Registration procedure is as follows: arrange a meeting with the Program Coordinator/Assistant Director of Campus Recreational Services to register for full status for the next academic year by April of each year. L. Probation or Suspension a. Officers of the Club Sports Council and individual club members may be placed on probation or suspension by the Intramurals and Club Sports Office for the following reasons: i. Absence at more than one of the six regularly scheduled meetings of the Club Sports Council; ii. Actions that violate the rules of Student Conduct published by Binghamton University; iii. Actions that would discredit the University, Campus Recreational Services or Division of Student Affairs. iv. Violating guidelines of probation. b. Clubs may be placed on probation or suspension by Campus Recreational Services for the following reasons: i. Absence at more than one of the six regularly scheduled meetings of the Club Sports Council; ii. Actions that violate the Rules of Student Conduct published by Binghamton University; iii. Actions that would discredit the University, Campus Recreational Services, or Division of Student Affairs. c. While on probation or suspension a club may not spend any Student Association's appropriate money or reserve facilities. d. The Review Committee will meet and make recommendations for disciplinary actions or to lift the probation or suspension to the Program Coordinator/Assistant Director of Campus Recreational Services, the Director/Associate Director of Campus Recreation and the Vice President for Student Affairs. The final decision to lift probation and suspension will be made by the Director of Campus Recreation and Vice President for Student Affairs. M. Termination a. If participation in a club has shown a steady decline, the Program Coordinator/Assistant Director of Campus Recreational Services will bring the matter before the Club Sports Council Review Committee. Termination of full status would be upon the recommendation of the Review Committee, a majority vote of a quorum of the Club Sports Council, and final approval of the Program Coordinator/Assistant Director and Director of Campus Recreational Services. N. Proxy a. Every representative may designate a proxy for any Club Sports Council meeting O. Any decision in any part of the Club Sports Program or Review Committee may be appealed initially in writing to the President of the Club Sports Council. If the President of the Club Sports Council denies the appeal, any further request for appeal must be approved by a majority vote of a quorum of the Club Sports Council. If approved by the Club Sports Council, the Vice President for Student Affairs, the Program Coordinator/Assistant Director of Campus Recreational Services, or the Director of Campus Recreational Services, will hear the appeal. ARTICLE II - MEETINGS A. Regular meetings will be held in September, October, November, December, January, February, March, April, and May of each year. B. Meetings may be called by the President of the Club Sports Council, the Program Coordinator/Assistant Director of Campus Recreational Services, the Director of Campus Recreational Services, the Vice President for Student Affairs, or by written request from a Club Sport participant to the President of the Club Sports Council. C. Any member of a club may attend a Club Sports Council meeting, special meeting or committee meeting with the privilege of voice but no vote. D. A quorum will be defined as fifty-one percent of the Club Sports Council membership (half the membership plus one). ARTICLE III - OFFICERS A. The Club Sports Council President, Review Committee, and Financial Committee will be elected at the April Council meeting. B. Nominations will also be accepted from the floor at the April Council meeting. C. If there are no nominations from the floor, the slate will be accepted by acclamation. D. If there are nominations from the floor, voting will be by secret ballot, distributed and collected by the Council President. The votes will be counted and verified by each of the officers. E. Duties of the officers: a. President i. Preside over all Club Sports Council meetings; ii. Notify members of regular and special meetings; iii. Generate any amendments to the Club Sports Council Constitution and Bylaws as needed; iv. Advise and counsel the next president; v. Be knowledgeable about Club Sports Council rules, regulations, and policies; vi. Communicate and coordinate with the Program Coordinator/Assistant Director of Club Sports; vii. Appoint committees and committee chairs; viii. Serve as ex-officio member of all committees. b. Vice-President i. Serve as Acting President in the President's absence; ii. Assist the President in duties as assigned. c. Treasurer i. Oversee and maintain the club budget. F. If any office becomes vacant, the members shall fill the vacancy at the next regularly scheduled meeting. The remaining officers may, by majority vote, designate any Club Sports Council member to act in the capacity of the vacant office until the vacancy is filled. ARTICLE IV - STANDING COMMITTEES A. The Finance Committee shall help with the development of the overall Club Sports budget. The Club Sports Council Finance Committee will include the following members: i. Competitive Sport Teams - two members; ii. Competitive Club Sports - two members; iii. Recreational Club Sports - one member; iv. Student Association - two members during the final budget negotiations; v. The Student Association Financial Vice-President as a non-voting member; vi. The Program Coordinator/Assistant Director of Campus Recreational Services as a non-voting member; b. The chair will be appointed by the Program Coordinator/Assistant Director of Campus Recreational Services. c. Any matriculated undergraduate club sports participant may be elected to the Finance Committee. d. The Program Coordinator/Assistant Director of Campus Recreational Services will break ties in voting. e. Each club may have no more than one representative on the Finance Committee, with the exception of the club of which the treasurer is a member, except in the case that the spot is not filled. f. The divisions of the Club Sports Council for purposes of electing representatives to the Finance Committee will be as follows: Competitive Sport Clubs: Crew, Cycling, Equestrian, Fencing, Ice Hockey, Kickline, Roller Hockey, Rugby (M & W), Skiing (M & W), Soccer (M & W), Ultimate Frisbee (M & W), Volleyball (M & W) Recreational Sport Clubs: Aikido, Badminton, Brazilian Jiu-Jitsu, Outdoors Club, Running, Shotokan Karate, Washin-Ryu Karate Competitive clubs meet from two or three times a week to daily. They compete against clubs from other colleges and universities in leagues and tournaments. Recreational clubs meet an average of once per week and participation usually involves other members of the club. g. The Finance Committee may not decrease the annual budget for a club by more than 25% in any fiscal year. h. Club Sports budgets will be made available to each president and/or his or her designee at any time. It is the responsibility of the Club Sports administration to provide budgetary information throughout the year when necessary. B. The Nominating Committee will formulate a slate of officers for the upcoming academic year. They will provide, in writing, the slate to the membership at least two weeks prior to the regularly scheduled meeting in April. a. The Nominating Committee will include three elected voting members, as well as the Program Coordinator and Assistant Director of Campus Recreational Services.. b. The voting members will elect their own chair. c. Any matriculated undergraduate club sports participant may be elected to the Nominating Committee. C. The Review Committee exists to review clubs that have been placed on suspension or probation for violation of Club Sports rules, bylaws, or regulations. The committee also reviews those clubs whose total number of members has significantly declined, or have not had regular executive board representation at the council meetings. The Review Committee will serve as the judiciary body for the Club Sports Program. a. The Review Committee will include the following members: i. Competitive Sports Teams - one member; ii. Competitive Club Sports - one member; iii. Recreational Club Sports - one member; iv. The President or Vice President of the Club Sports Council - one member; v. The Program Coordinator/Assistant Director of Campus Recreational Services as a non-voting member; b. All members will be appointed by the Club Sports Council President. c. Any matriculated undergraduate or graduate student club sports participant may be appointed to the Review Committee. d. If the committee is unable to be formed with the above stated membership the President of the Club Sports Council may at their discretion appoint others to serve as a proxy for missing members so as to ensure quorum. e. The Club Sport Council President will serve as chair. f. The Program Coordinator/Assistant Director of Campus Recreational Services will break ties in voting. g. The review committee will meet and here the evidence both for and against in any disciplinary case. The president of the club under review has the opportunity to attend and share their defense or in the case of individuals being reviewed that individual. The decision of the review committee is only a recommendation subject to the approval of the Program Coordinator/Assistant Director of Campus Recreational Services, the Director/Associate Director for Campus Recreational Services and the Vice President for Student Affairs.. h. Appeals i. Any decision in any part of the Club Sports Program or Review Committee may be appealed initially in writing to the President of the Club Sports Council. If the President of the Club Sports Council reviews the written document but denies the appeal, any further request for appeal must be approved by a majority vote of a quorum of the Club Sports Council. If approved by the Club Sports Council, the Vice President for Student Affairs, the Program Coordinator/Assistant Director of Campus Recreational Services, or the Director/Associate Director of Campus Recreational Services will hear the appeal. In regard to an appeal about a decision by the Review Committee: ii. The appeal must be sent to the President of the Club Sports Council within 5 business days of the Review Committee's decision. 1. Should that appeal be reviewed then denied, the appeal could be presented to the Club Sports Council as a whole. Within 2 business days of the appeal's rejection by the President of the Club Sports Council, the appealing group may present their intention of continuing the appeal by calling an emergency meeting of the Club Sports Council. At this meeting the appealing group and the Review Committee will each have a chance to speak. A majority vote of quorum of the Club Sports Council to approve the appeal will have the appeal heard. Should the appeal be rejected it will become dead and no further appeals will be heard in that case. i. The divisions of the Club Sports Council for purposes of appointing representatives to the Review Committee will be as follows: Competitive Sport Clubs: Crew, Cycling, Equestrian, Fencing, Ice Hockey, Kickline, Roller Hockey, Rugby (M &W), Skiing (M & W), Soccer (M & W), Ultimate (M & W), Volleyball (M & W) Recreational Sport Clubs: Aikido, Badminton, Brazilian Jiu Jitsu, Outdoors Club, Running, Shotokan Karate, Washin-Ryu Karate
ARTICLE V - PROCEDURE FOR AMENDMENTS Bylaws may be amended at any meeting by a two-thirds vote of the membership present. All changes will be submitted in writing to the membership at least two weeks in advance. ARTICLE VI - FUNDS The Intramural and Club Sports Office oversees the Student Association funding of its entire member clubs. A Student Association account is established to maintain the Club Sports budget. The Campus Recreational Services Business Manager will manage all activity in that account and any sub accounts related to the Club Sports Program. The Program Coordinator/Assistant Director of Campus Recreational Services will be signatory on all transactions. No off-campus checking accounts will be permitted. ARTICLE VII - CONDUCT Conduct of all participants will be according to the Rules of Conduct published by Binghamton University and the established guidelines of Campus Recreational Services and the Division of Student Affairs.. ARTICLE VIII - IMPEACHMENT An officer may be removed from office by a Resolution of No Confidence passed by a two-thirds vote by members present at a regularly scheduled Club Sports Council meeting PROCEDURES FOR PURCHASES, DEPOSITS and REIMBURSEMENTS 1) Purchases a. Purchase requests include the purchase of goods and services (e.g.- repair bills, registrations, memberships, entry fees, etc.). b. All purchase requests must be made on a Purchase/Reimbursement requisition form. For vendors that are new (i.e., not on the University's database), the vendor's address, phone number and federal ID # are required. For vendors on the University's database, only the name of the vendor is required. c. For purchase of goods, an explicit description of items to be purchased should be listed on the requisition. It should include sizes, colors, item #'s and part #'s if applicable. The price per item should be listed and the total cost of the purchase should be calculated, as well as the grand total of the order. If there are shipping costs, the amount should be included. d. Attachments that need to be sent to the vendor along with the purchase order should be noted on the requisition (e.g.- please see attached form) e. Purchase requisitions should be signed and submitted for approval to the Program Coordinator/Assistant Director of Campus Recreational Services. The person filling out the form should keep one of the copies (pink or yellow) for future reference. The requisition forms should indicate what program/budget the expenses will be charged to. The Program Coordinator/Assistant Director should forward all approved forms to the CRS Business Manager. 2) Reimbursements (non travel) a. All reimbursement requests for non-travel expenses must be made on a Purchase/Reimbursement requisition form. Information should include the name of the person, description of the reimbursement and amounts to be reimbursed. If the person is not an employee (staff or student), the form must also include a permanent address and Social Security#. b. Original receipts should be attached to the form. Any documentation has to reflect that the items have been paid. If a reimbursement was paid with a credit card, the Business Office requires a copy of the credit card statement to be attached. c. It is important to note that only allowable state expenses will be reimbursed. d. Forms must be signed and submitted to the Program Coordinator/Assistant Director of Campus Recreational Services for approval. 3) Deposits a. Club Sports deposits consist of cash and checks. b. Checks should be made out to Binghamton University. Checks should not be made out to individuals. Checks and cash collected and received should be deposited intact. c. Depositors receiving checks on a continuous basis (eg- dues and fundraising) should obtain a Binghamton University Deposit stamp from one of the Intramural and Club Sports Office. Checks should be stamped on the endorsement side for security purposes. d. All deposits must be made in person to one of the CRS Business Manager, located in the East Gym. There is a mandatory Foundation Office fee of 10% on every deposit. e. Deposits must be made on a timely basis (i.e., asap). Collections of cash, checks or credit card information should not be collected and accumulated or held in order to make one large deposit. f. Depositors who receive money from others are required to give receipts to those individuals. Receipt books are available in the Campus Recreational Services Office, located in the East Gym. g. All deposits require that a Deposit form be completed and accompany all deposits. All information should be filled out on the form including a description of the deposit and the signature of the depositor. The person receiving the deposit will count and verify the deposit and subsequently give a copy of the form as a receipt (forms are in triplicate). h. Documentation that provides necessary back up for the deposit should be attached to the form (eg- dues, fundraisers, etc.) at the time of the deposit. i. Please note: All Club Sports participants engaged in fundraising activities should notify the Intramurals and Club Sports Office for approval. Also, please contact either the Program Coordinator or Assistant Director of Campus Recreational Services regarding upcoming fundraising events.
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