Online orientation for Boston University volunteer and paid Club Sport Coaches.

1. Boston University
Club Sports
Coaches Online Orientation

2. Orientation Introduction
Welcome to the Boston University Club Sport coach
orientation slideshow. Whether you are new to our
program this fall or you have been with us years, we
hope you’ll take a few minutes to read through this
brief orientation.
We thank you for working with our teams, and helping
to guide them along their paths.
NOTE: All links in this presentation will open in a
separate window, so feel free to explore the links
without losing your place.

3. Orientation Goals
1) Familiarize the coach with the Department of
Physical Education, Recreation, and Dance (PERD)
and the professional staff who work with our
program
2) Familiarize the coach with basic policies and
procedures of Boston University Club Sports,
3) Outline expectations for coaches working within the
Boston University Club Sports program,
4) Define role of the coach with the team and with the
club administratively.

4. Who Are We?
Club Sports and PERD

5. Club Sports Defined
What is a club sport?
• Club Sports are student-run and
student-funded organizations
designed to serve individual
interests ranging from competitive,
to recreation or instructional in
nature
• Students are responsible for all
administrative and day to day
responsibilities, including but not
limited to:
• Fundraising
• Travel arrangements
• Practices and game schedules
• Alumni outreach

6. PERD and the Advisors
• The BU Department of Physical
Education, Recreation, and
Dance (PERD) is a national
leader in collegiate recreation,
and the Club Sports program is
a vital part of our department
• Our hub is the BU Fitness and
Recreation Center (FitRec), the
premier collegiate rec center in
the Northeast
• Executive Director -Tim Moore
• Business Manager – Shaun
Bossio
• Club Management Team –
(photo left to right) Jason Pride,
Scott Flickinger, Scott
Nalette…pardon our awesome
outfits at Club Sports Spirit
Night!

7. What The Advisors Do
• The Club Sports
management team helps
facilitate the day to day
needs of our clubs
• Working hand in hand with
team officers, managers
handle purchasing, facility
scheduling, coach payroll,
travel accommodations, and
many other necessities
• Managers help officers
learn and develop
leadership skills necessary
in running a team
• More than anything, the
management team wants to
ensure a safe, educational,
and fun environment for all
students involved

8. Who Are You?
The Club Sports Coach

9. Your Role as Coach
• Coach/mentor of the
team
• Facilitator of practices
and matches
• Supporter of team
student executive
board
• Resource for
fundraising ideas and
direction for team
• Supporter of safe
practices, athletic
training, and good
sportsmanship
• Communicator with
advisors on
administrative matters

10. Our Expectations
for Coaches
• Ensure a safe and
healthy team/player
environment
• Support club athletes
with their decisions
and direction of club
• Assist club with
following Club Sport
policies & procedures
• Provide ideas on
fundraising initiatives
• Coach club
participants within
scope of training
• Assist with Athletic
Training compliance

11. Working with Your Team
The BU Club Sports program is comprised of over
900 student-athletes on 32 different teams.
Coaches play a vital role in helping those students
realize their vision and goals.
We ask coaches to keep in mind that this is first
and foremost the student’s endeavor, not your
own. There may be times where you and the e-
board, team, or individuals differ on what the team
goal should be, but we stress open and honest
communication at all times. Coaching a university
club sport is very different than other kinds of
coaching in that the players ultimately steer the
direction of the team.
While your philosophy may not always align
100% with that of the team captains, we ask that if
there are issues that may harm the standing of any
individual or the club, that you please
communicate this to your advisor immediately so
that we may monitor the situation as well.

12. What Do We Do?
Club Sports Policies

13. Club Sports
Policies & Procedures
Nearly all BU Club Sport policies and
procedures can be found in the Club Sports
handbook which is located on our website
(http://www.bu.edu/fitrec/sports/club-sports/)
We ask all coaches to familiarize
themselves with its contents in order for
you to best help your team.
Request forms for your teams can be found
online as well here:
http://www.bu.edu/fitrec/sports/club-sports/forms-policies/
Please note: It is the students’
responsibility to fill out all club request
forms and turn them into our office.

14. Club Sports
Policies & Procedures
Alcohol & Drug Use Policy
• The use of alcohol or controlled
substances at any event is strictly
forbidden and will result in automatic
suspension of the individual and loss of
club recognition and privileges.
• Club sport members (including coaches)
are not permitted to consume alcoholic
beverages before, during or immediately
after a club sport activity nor are alcoholic
beverages permitted in a vehicle
(departmental van/personal car/bus)
authorized for travel for use in conjunction
with a club sport activity.
• Coaches should never consume alcohol
with the team or its members!

15. Club Sports
Policies & Procedures
Hazing Policy
• Boston University hazing policy will be in accordance
with laws of the Commonwealth of Massachusetts at all
times. However, the University's standards of personal
conduct substantially exceed the minimum expectations
of civil law and custom. Student organizations and
individual students found in violation of Massachusetts
hazing laws will be subject to University disciplinary
action.
• Any club sport member or team that engages in hazing
(or any improper team initiation) will face an automatic
suspension and loss of club recognition and privileges.
Hazing in any form is a violation of the Boston
University Code of Student Responsibilities and the laws
of the Commonwealth of Massachusetts. Hazing matters
will be referred to the Office of Judicial Affairs for
appropriate disciplinary action.
• We need our coaches to create and foster a positive team
environment where hazing is not a part of the culture!

16. Club Sports
Policies & Procedures
MA Law, Hazing Definition:
“Any conduct or method of initiation into any student
organization, whether on public or private property, which
willfully or recklessly endangers the physical or mental health of
any student or other person. Such conduct shall include whipping,
beating, branding, forced calisthenics, exposure to the weather,
forced consumption of any food, liquor, beverage, drug or other
substance, or any other brutal treatment or forced physical activity
which is likely to adversely affect the physical health or safety of
any such student or other person, or which subjects such student
or other person to extreme mental stress, including extended
deprivation of sleep or rest or extended isolation. Notwithstanding
any other provisions of this section to the contrary, consent shall
not be available as a defense to any prosecution under this action.
Whoever knows that another person is the victim of hazing as
defined in section seventeen and is at the scene of such crime
shall, to the extent that such person can do so without danger or
peril to himself or others, report such crime to an appropriate law
enforcement official as soon as reasonably practicable.”

17. Facility Usage Information
Each club that uses BU facilities is given
practice/competition time in accordance with their
needs and the availability of the space. All requests
for space both on and off campus should go through
the team’s advisor.
• Practice and competition times are designed for
registered members and coaches ONLY.
• All participants must wear the appropriate sport
equipment at all times during practices and
competitions. This includes coaches who are
playing with the team.
• Clubs must leave at their scheduled ending time,
meaning if FitRec or any other facility closes at
10:00pm, ALL club participants must be packed
up and walking out of the facility by or before
10:00pm.

18. Facility Access Information
If you are a paid coach:
• You will be given an access card to the FitRec.
• As a perk of paid coaching, you have access to the
FitRec at anytime.
• You must use your access card to use the FitRec at all
times.
• If you forget your card, you must pay the $12 guess
fee to access the FitRec, whether it is during or
outside of your team’s practice time.
If you are a volunteer coach:
• Your name will be added to the FitRec Calendar at the
Front Desk of the FitRec.
• You must check in with the Front Desk prior to each
practice to get access.
• You may only have access to the FitRec during your
club’s practice time.
• Access outside of the practice time will require
purchasing a guest pass or FitRec Membership.

19. Travel Policy
VAN USAGE
• With the exception of public
transportation, all team travel must
take place either in a department
van, or in a rental vehicle secured by
the team’s advisor (car, bus, etc.)
Teams must request vans ahead of
time for travel
• Personal vehicles may ONLY be
used when the owner/driver is
transporting his/herself.
• Coaches should not transport
students in their personal vehicle

20. Van Usage Policies
• Individual drivers should not exceed four
hours behind the wheel at any one time.
Drivers should drive no more than 8 hours
(two four-hour shifts) within a 24-hour
period. On return trips (due to
competition fatigue), teams should
alternate drivers more frequently to reduce
the amount of time behind the wheel to 2-
3 hour shift maximums.
• Drivers must have validated licenses in
order to operate the vans, attend a drivers’
education class, and complete and pass the
virtual exam offered by AlertDriving.com.
• Coaches do not have to attend the driver's
education class, but his/her license must be
on file and coaches must complete and pass
the virtual exam.

21. Van Usage Policies
ACCIDENTS
• All accidents or damages to a vehicle
(minor or major) should be reported
immediately to the Club Sports staff.
Failure to do so will result in loss of van
privileges. An accident report packet
will need to be filled out by the driver of
the vehicle within 48 hrs. after the club
returns to campus. The club is also
required to call the EMERGENCY
telephone line (listed on the first page in
each van binder) promptly after an
accident or any damage to the vehicle
takes place.

22. Athletic Training
At BU, Club athletes have the same level
of access to athletic training as varsity
athletes.
• Certain sports are assigned an AT for all
practices and games (Rugby, Ice
Hockey, Soccer)
• All Club athletes can drop in to Athletic
Training Room in FitRec or Case Center
during the open hours posted.
• All Club athletes must have completed
medical history form and AT Consent to
Treat form before participating in club
activities. Please confirm with club e-
board before practices begin.

23. Athletic Training
Coaches CANNOT allow/force a Club
Athlete to participate in practices or
matches/events if the athlete becomes
injured during a practice/event or has not
received clearance from AT to rejoin
activities. Athletes injured during a
practice/event should inform AT as soon as
possible to receive treatment.
If the injury takes place in the FitRec, call
the EMS/First Aid responder on duty.
AT recommendations supersede coach
instruction. If an AT says an athlete
cannot participate, they cannot participate.

24. Getting In The System!
Paperwork and Payroll

25. Payroll, Paperwork, &
BUWorks
• Prior to the beginning of the academic
year, all coaches MUST have the
following paperwork submitted to Club
Sports:
• NEW COACHES
• CORI background check
• Coaching Letter of Agreement
• BU Information Sheet (“Blue Form”)
• W-4 (If a paid coach)
• FERPA form
• RETURNING COACHES
• CORI background check
• Coaching Letter of Agreement
• BU Information Sheet (“Blue Form)
• FERPA form

26. Payroll, Paperwork, &
BUWorks
PAID COACHES
• Paid coaches are required to have an I-9
on file with Human Resources. If you
are a new hire, or do not have one on
file, you will be contacted by HR upon
submitting your paperwork with the
Club Sport office to complete the I-9.
• Be reminded that coaches cannot begin
coaching until:
• all paperwork (Club Sport and HR) has
been returned and put into our system.
• The CORI Background Check has
been verified.
• The advisor of the club has given the
go-ahead to the coach.

27. Payroll, Paperwork, &
BUWorks
BUworks (Paid Coaches)
BUWorks is an online employee service system that can assist you
in tracking payments. New coaches will be able to access this site
once they finished their I-9 meeting with HR. Returning coaches
must obtain a log-in and password from IS&T.
Once obtained, coaches will be able to log into BUworks and,
under Employee Self-Service, can do the following:
• Verify pay stubs,
• Sign up for direct deposit,
• Update personal information.
We HIGHLY encourage direct deposit, as it allows payments to be
directly transferred to your checking/savings account.
Please make sure ALL personal and direct deposit information is
up-to-date. This is how we, and the University, tracks your
mailing address and bank information (direct deposits). Failing to
keep this information current will result in lost checks, mailings,
or direct deposits. It is your responsibility to update BUworks and
to inform our office of any changes.

28. What Else?
Miscellaneous Information

29. Injuries Away from Home
If you have an injured athlete
during an away event:
• Seek treatment
immediately. You may
have to get transport for
the hospital if deemed
necessary.
• Call the advisor of the
club to give a run-down
of what happened and the
steps taken to help the
situation.
• Have the athlete
immediately follow-up
with the AT office here at
BU once they return. ATs
will determine status of
the player for future
practices and competition.

30. Fundraising
Fundraising is an
integral part of the
Club Sports model. In
order to cover
additional costs such
as travel, uniforms,
entry fees, etc., teams
must think creatively
and execute their plans
efficiently in order to
maximize their efforts.

31. Fundraising
As a coach, we
encourage you to help
the club e-board
develop ideas for
fundraising initiatives.
While you are not
responsible for
planning nor
implementation of the
fundraising, your
knowledge and
potential connections
can assist the club!

32. Alumni Relations
You may have alumni that maintain
connections with the team, and who
may wish to communicate with you
about team direction, alumni
opportunities such as alumni events or
games, team donations.
We want you to be engaging and
friendly with all of our alumni. You
will find they have very fond
memories of their time with the club,
and want to give back because of it!
Please use your advisor as a resource
and keep him/her abreast of any
important communication with alums.

33. Recruitment
As the coach, you may be contacted by
prospective students or their parents
who are interested in learning more
about participating on or competing
with your team.
We ask that you do your best to
provide accurate information that will
help those people make informed
decisions. When in doubt, feel free to
defer questions either to your team’s
student leadership or to your team’s
advisor.

34. Welcome!
Thank you for working
with our clubs, and we
hope you enjoy
coaching some of the
finest students at
Boston University!