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Club Sports Coaches Handbook

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Table of Contents
Mission Statement…………………………………………………………………………………………………………………….3
Introduction………………………………………………………………………………………………………………………………3
Role of Coordinator……………………………………………………………………………………………………………………3
Responsibilities of Coach……………………………………………………………………………………………………………4
Core Values………………………………………………………………………………………………………………………………..5
Policies and Procedures………………………………………………………………………………………………………….5-7
Safety & Risk Management…………………………………………………………………………………….…………….8-11
Weather Policies………………….…………………………………………….…………………………………………………….11
Travel Regulations…………………………………………….……………………………………………………………………..12
Team Sanctions….…………………………………………….…………………………………………………………………13-15
Contact List………………………………………………………………………………………………………………………………16
Maps……………………………………………………………………………………………………………………………………..…17

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Mission Statement
The mission of this Coaching Handbook is to provide a guide for our Campus Recreation Club
Sports appointed coaches. At Mount St. Mary’s a successful club is an integral part of campus
recreation. The coaches appointed to our various clubs are to follow the four pillars that our
university was built upon; Faith, Discovery, Community, and Leadership. Upon these pillars,
they are to uphold a high level of ethical standards, values of good character, and follow all
campus rules and regulations as expressed in the campus’ employment policies and
procedures, as well as any policies outlined in this handbook.
Introduction
Once a coach or instructor is hired, he/she is considered an employee of the University and
must complete the appropriate paperwork and meet all conditions provided by Human
Resources department. Coaches are entitled to a semester stipend for their duties that may be
kept for personal use or donated back to the club. Each stipend will be determined by the Club
Sports Coordinator through the use of relevant information provided by the Coach. Coaches
and instructors must meet with the Club Sports Coordinator to discuss his/her responsibilities
to the club and pertinent rules of the Campus Recreation Department.
Clubs may also secure the services of volunteer assistant coaches. In order to do so, the club
must submit the name(s) of the coach to the Club Sports Coordinator. They will then be
contacted and asked to fill out a Volunteer Coach Contract. The Club Sports Coordinator will
have final approval. If approved, the coach(s) may be entitled to compensation.
Volunteer coaches will be eligible to receive complimentary ARCC membership. This
membership will allow them to use the ARCC facility including the fitness center, Fieldhouse
and pool. This membership will run on a semester basis so they may receive one in the
beginning of the academic year and if eligible for renewal, in January. In order to obtain this
membership, they must fill out and submit the Volunteer Coaching Contract. Once approved,
they will be contacted by a member of the Campus rec staff with further instructions. They will
be required to attend a minimum of 1 practice or a total of 12 practices per semester in order
to receive this benefit.
Role of Club Sport Coordinator
The Club Sports Coordinator serves as the official representative of Campus Recreation in the
supervision of the Club Sports Program. In this role, he/she will:
 Assist clubs in the coordination of activities, including marketing and fundraising.
 Provide advice on matters of scheduling, eligibility, coaches/instructors, finances,
safety/risk management, and travel.
 Allocate facility space and funds.

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 Assist with the continuing development of policies and procedures of the individual
clubs.
 Provide all participants with training and leadership development opportunities.
 Enforce all policies and regulations as defined by Campus Recreation and Mount St.
Mary’s University.
 Discipline clubs and individual club members, as needed.
NOTE: The Club Sports Coordinator reserves the right to alter a coach’s pay based off of
coaching responsibilities not being met. All coaching positions serve on a one-year term during
the academic year corresponding with when the contract was signed. The Club Sports
Coordinator also reserves the right to terminate a coach’s contract at any time during the
academic year. All coaching positions are not guaranteed to be renewed at the end of the
contract length.
Responsibilities and Obligations of Coach/Instructor
Coaches and instructors must acknowledge and respect the leadership positions held by the
officers and abide by all decisions made by this group. Through their recommendations should
be considered, final decisions will be made by the officers and/or club because they are
ultimately held responsible. The expected roles of a club sport coach/instructor are:
 To follow all University and Department policies and guidelines relative to club sports.
 To be involved strictly with coaching/teaching the team in practice and competition and
to refrain from participating in other areas of club management. Again, the student
officers serve as the liaison between the club and Campus Recreation Department.
 To be a positive role model for all club sports.
 To provide proper supervision.
 To select goals that are attainable and provide realistic challenges for the students.
Discipline of Coaches/Instructors
Coaches and instructors may be sanctioned or dismissed for the following:
 Inappropriate behavior with students.
 Providing alcohol or other drugs, as well as drinking with students.
 Acting in an unsafe manner
 Failing to favorably represent Mount St. Mary’s University in a public setting
Campus Recreation has an obligation to protect each club and its members. If, in the opinion
of the Club Sports Coordinator, any coach or instructor neglects or misleads club members, or
is not working in the best interests of the club, he/she can be relieved of all coaching and/or
teaching functions. Coaches and instructors will be afforded the same due process as the club
and its members

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Core Values
As an employee or volunteer coach at Mount St. Mary’s University, he or she is required to
demonstrate a creative and respectful practice environment, motivate every player to
participate to the best of their abilities, remind the players to have a positive attitude, and
honest with themselves, teammates and coaches. These core values are set in place for the
betterment of the student athletes involved in the club and the coaches. The values are not
descriptions of the work or the strategies we employ to accomplish our mission. The values
underlie our work, how interact with each other, and which strategies we employ to fulfill our
mission. The core values are the basic elements of how we go about our work. They are the
practices to use every day in everything we do.
POLICIES AND PROCEDURES
RATIONALE: To provide our Club Sports with some basic guidelines so all coaches can deal with
their athletes and their problems on a consistent basis.
I. COLLEGE MONEY
All sport clubs are responsible for managing their own funds and the activities associated with
keeping a budget. This includes budget preparations, account management, fundraising, and
requesting Campus Recreation funds. Campus Recreation funds are allocated on an annual
basis (July 1–June 30) after review of the club’s budget request.
Ia. Budgets
Club sport budget requests for the subsequent year must be submitted to the Club Sports
Coordinator. Budget proposals for the upcoming year will be evaluated by the Club Sports
Coordinator.
Allocations are determined at the beginning of each school year. Allocated funds will be
available after all required forms are submitted and club-specific obligations are met.
Funds will not be allocated for “national” events unless the club qualifies for a particular
game/tournament outside of the region. Travel concerns will be evaluated on a case-by-case
basis by the Club Sports Coordinator.
Ib. Self-Generated Funds
It is not the policy of the Club Sports Program, nor is it financially possible, to fund all club
expenses. Club sports are expected to supplement their allocated funds with self-generated
revenue, such as membership dues, fundraising events, etc.
Upon completion of the event, the fundraiser must be documented and submitted to the Club
Sports Coordinator.
Once the money is collected, the funds may be transferred into the club’s account. These funds
roll over on a yearly basis.

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Ic. Campus Recreation Allocated Funds
Campus Recreation funds will be dispersed by the Club Sports Coordinator. Club account
ledgers will be kept in the CS office and may be examined at any time by club officers or
advisors. At the end of the spring semester, any funds not used by a club are subject to
redistribution based off of other club needs and the needs of the program as a whole.
In order to use Campus Recreation allocated funds for purchases, make sure to plan ahead. It
may take six weeks or longer from the time of purchase to actual product delivery.
Campus Recreation funds may not be used for the following:
 Any item that will become the permanent possession of a participant (i.e., warm-up
jackets).
 Alcohol, drugs, or any other illegal substance.
With advance approval of the Club Sports Coordinator, Campus Recreation allocated funds may
be used for the following purposes:
 Travel
 Equipment and maintenance
 Uniforms (which remain school property)
 Registration and entry fees
 Officiating/league fees and game/practice related expenses
All expenditures must be coordinated and processed through the Club Sports Coordinator. Any
additional questions about how Campus Recreation allocated funds can be used should be
directed to the Club Sports Coordinator.
Procedures for Using Allocated Funds
Clubs wishing to use allocated funds for the purchase of goods and services must contact the
Club Sports Coordinator with their intent to purchase or by using the Purchase Order form on
IMLeagues.com. Due to the complex process of purchasing with University funds, it is necessary
to do so at least six weeks prior to the date the equipment/service is desired. All requests must
be accompanied by the following information before they will be accepted by the Club Sports
Coordinator:
 Vendor Name
 Quantity/Price Per Unit and Total Price
 Vendor Address
 Point of Contact
 Telephone and Fax Number
 Federal Tax Identification Number (a nine-digit number)

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If any reimbursement (approved in advance) is to be made to an individual, original receipts
must accompany the request. Photocopies will not be considered original. Any item that is
supposed to be reimbursed must have prior approval of the Club Sports Coordinator.
Campus Recreation will not be responsible for purchases that have not been approved. The
individuals making the purchase will be held financially responsible.
Requests for Additional Funding
Any requests for additional funds should be directed in writing to the Club Sports Coordinator.
A full explanation as to the need for additional funds must be included. A representative of the
club should be prepared to meet with the Club Sports Coordinator to discuss the request.
All requests for additional funding for a national tournament must be submitted to the Club
Sports Coordinator. All requests must include the following information:
 Official letter of invitation to the event.
 List of club members invited to participate in the event.
 Itemized list of all expenses.
 Itemized list of all funds raised for the event.
 Total amount requested.
Campus Recreation may allocate money to help send a club to a national tournament. As
stated before, requests for additional funding will be considered on a case-by-case basis by
the Club Sports Coordinator.
Donations
In order to accept donations, clubs must insure that they receive gifts according to the donor’s
specifications and that the donor is able to take advantage of any tax benefits. Anyone wishing
to make a donation to your club must contact the Club Sports Coordinator for further
information. Clubs may not solicit donations without advance approval of the Coordinator.
II. SOCIALIZATION WITH STUDENTS OR STUDENT ATHLETES
A. No coach will attend alcohol consuming parties or functions with students.
1. Being close with athletes is fine, as long as a level of professionalismis maintained.
2. This should be practiced in and out of season, at home or on the road.
3. You represent our institution twenty-four hours a day-everywhere you are. Act
accordingly.

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III. ATHLETE TRAINING
A. Preseason Preparation
1. Before an athlete may begin to participate, all of their medical paperwork MUST be
complete and turned into the head coach. An athlete will be considered ineligible to
compete until all of the following materials are secured by the head coach:
a. Family Insurance Notification
b. Xerox Copy of Health Insurance Card (Front& Back)
2. The head coach will provide the Club Sport Coordinator with a list of those athletes
who have handed in their completed paperwork. It is the coach’s responsibility to
police and not allow ineligible athletes to participate.
B. Responsibilities of Mount St. Mary’s University Club Sport Coaching Staff
1. Communicate times of practices, or change in game schedules, at least 24 hours
before they are to be held to the Club Sport Coordinator.
2. Provide a schedule of the times and location of all games, departure times, and
changes in schedule to the Club Sport Coordinator’s Office.
3. Provide a preseason roster and update this roster when necessary.
4. Police and prevent ineligible athletes from participation in practices and games until
all FORMS are complete.
SAFETY & RISK MANAGEMENT
A. Release of Responsibility
1. Each participant in the Club Sports Program is required to complete a Club Sports
Membership Release Form prior to any participation. This document informs the
participants of the potential dangers associated with participation. Individuals who have
not completed a Club Sports Membership Release Form may not participate in any club
sport activity. Those clubs not in compliance will be subject to program sanctions.
B. Medical Exams
1. The University strongly recommends that all Club Sport participants have annual
physical examinations. Mount St. Mary’s University and Campus Recreation assume no
responsibility for any participant with an existing health condition that makes it
inadvisable for him/her to participate in any given activity.
C. Insurance
1. All participants who are practicing, participating in scheduled club events, and/or
traveling with the club are strongly encouraged to carry adequate health and accident
insurance coverage. Adequate insurance should include coverage for injuries incurred
while participating in club activities and during periods of travel to and from club-related
activities.

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D. Emergency Action Procedures
1. Clubs will be provided with basic first-aid supplies upon request, including pre-wrap
and tape. Club Sport Supervisors will also have first-aid supplies available at all home
games for club use.
2. If an injury occurs, here are some things to remember:
 If the injury is life threatening, call or send someone for help. Have someone assign
other club members or bystanders to specific tasks (i.e., calling campus safety, family
members, etc.). Administer first aid if necessary.
 All serious injuries that require transportation (doctor’s office, hospital, etc.) should
include a 911 call for ambulance assistance. Make sure to have someone meet the
emergency vehicle.
 When in doubt, always believe the injury is more serious than originally thought. Call for
help and do not move the injured participant, even if it means delaying a game in
progress.
 Remain with the injured participant until help arrives.
 An Injury Report Form must be completed whenever ice is dispersed, first aid or CPR is
administered, or after an injury that may warrant medical advice or observation. This
report must be completed in full and submitted to the Club Sports Coordinator within
24 hours of the injury (Form can be found on IMLeagues.com).
All clubs are required to have their own EAP specific to their practice location and typical
routine on file with the CS office for the current academic year.
Injury Report Form Tips
This form can be found on IMLeagues.com. If a Club Sports Supervisor is present at the time of
the injury and they document what occurred, there is no need for additional documentation by
the club. However, it is recommended that the clubs Safety Officer routinely check-in with the
Club Sports Coordinator regarding injuries and ensuring proper documentation for all.
 Fill out the form completely with all relevant information.
 Be specific about how the injury occurred.
1. What events led up to the injury?
2. How was the person injured?
3. When did the injury take place (during the game, warm-ups, etc.)?
4. Did it happen during the normal course of the game?
5. Was there a fight or altercation?
E. Preventing Disease Transmission
1. While the risk of becoming infected during first-aid administration is remote, there is
a small chance that some blood-borne infectious diseases can be transmitted. In order
to reduce risk, use the following procedures if confronted with blood or other
potentially harmful bodily fluids:

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 A participant that is bleeding shall be removed from a club sport activity until the
bleeding has stopped and the wound has been completely covered.
 A participant that has blood on a uniform shall be removed from the contest until the
soiled clothing has been changed.
 Before treating any injury involving blood or other body fluids, gloves (rubber, latex)
must be worn by the person administering first aid.
 Immediately wash hands after administering first aid, even if gloves were worn and no
contact with blood occurred.
 In a Campus Recreation supervised facility, get a Facility Supervisor to clean all blood-
contaminated surfaces and equipment.
 Any materials (gauze, band-aids, paper towels, etc.) that come into contact with blood
or other body fluids shall be handled while wearing gloves.
 Bloody/soiled materials should be placed in a bio-hazardous bag and then deposited in
the bio-hazardous waste container located in the Athletic Training room. Do not discard
materials into just any trash receptacle.
 Club members with bleeding or oozing skin conditions should not treat themselves or
others.
 Any time bio-hazardous waste is created, it must be reflected in the Injury Report Form.
F. Tips for Handling Fire
 Whenever you hear a fire alarm in a facility, stop all activities in progress and evacuate
the building immediately.
 When evacuating the building, make sure everyone vacates the area and moves outside.
Do not allow club members to enter another part of the building to retrieve personal
belongings.
 Close all doors leading into the building.
 Do not re-enter the building until the alarm is turned off and/or a uniformed officer
gives you permission to enter the building.
 If you discover the fire, activate the closest alarmand then call the emergency number
(911) to confirm the report. After evacuating the building, direct someone to watch for
and direct the fire department to the correct location.
 Do not attempt to extinguish the fire.
G. Tips for Handling Power Failure
 Suspend all games in progress.
 If all areas are dark and it is too difficult to move games to a lighted area, ask the
participants to sit down and be patient.
 Make a general announcement informing the participants/spectators that there is no
need to evacuate.
 Report the power failure to the Campus Recreation Facility Supervisor on duty. The
power failure might only be at the facility where you are.
 Try to assist others who are wandering around. Encourage participants/spectators to
stay out of dark areas (i.e., locker rooms, bathrooms).

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H. Tips for Handling Unsafe Facilities
 Once a facility has been deemed unsafe and closed, it may not be reopened without
approval from an appropriate Campus Recreation professional staff member and
campus security.
 If you have to close a facility:
1. Lock the doors.
2. Turn off the lights.
3. Keep participants away from the facility.
4. Post signs, if possible.
I. Additional Tips
 The individuals having the power to shut down or curtail operations are members of the
Campus Recreation professional staff or campus safety. Anyone else directing you to
shut down operations should be confirmed with an appropriate Campus Recreation staff
member.
 If you are ordered to shut down operations, you must do so. At your earliest
convenience, contact the Club Sports Coordinator to report the incident.
J. Campus Closure
 Club sport activities will not be held when the campus is closed due to inclement
weather. For further information, call the campus switchboard (301-447-5777) for
current campus closure information.
 If the weather is making travel more difficult by the minute, suspend play and take note
of game status (time remaining, score, etc.).
 Try to reschedule the event and contact the Club Sports Coordinator regarding the
event cancellation.
Weather Safety
Operating under the 30 and 30 rule, if you hear thunder and/or see lightning within 30 seconds
of each other, you are in immediate danger and should seek protective shelter in an indoor
facility at once. Any practice or activity must be postponed for 30 minutes after each
occurrence of this rule. An indoor facility is recommended as the safest protective shelter.
However, if an indoor facility is not available, an automobile is a relatively safe alternative.

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Travel
General Regulations
In order to schedule any event outside the Mid-Atlantic region (PA, NJ, NY, DE, VA, WV, MD, DC,
and NC), approval must be obtained from the Club Sports Coordinator. The request to travel
outside the region must be submitted in writing to the Club Sports Coordinator and must
include the type of activity, date(s), and location. There is no guarantee this travel will be
approved.
The club officers must report any accident or serious incident on a club-related trip to the Club
Sports Coordinator immediately.
School Vans
Club travel may be done using Mount St. Mary’s University approved vehicles. These vans are
available to all clubs for rental at a per mile fee. All work orders to reserve school vehicles
should be done at least one month in advance by notifying the Club Sports Coordinator of your
school vehicle requests.
Only approved van drivers completing the Public Safety driving program are allowed to drive a
van.
Clubs are responsible for the cleanliness of the vehicles they use. All food and debris must be
removed and vehicles should be returned in equal or better condition than when they were
picked up. Clubs failing to clean vehicles adequately after use will be fined and are subject to
loss of use of school vehicles. In addition, under no circumstances may alcohol or drugs be in a
Mount St. Mary’s University vehicle.
If a school van or school vehicle is not available for use, clubs may request to reserve an
Enterprise vehicle at an additional cost. Contact the Club Sports Coordinator for more info.
Club Travel in Private Vehicles
When school vehicles are not available or feasible for use, then private vehicles may be used.
All owners, drivers, and occupants of private vehicles during school trips, practices, games, and
events are responsible for their own insurance coverage (including third-party liability
insurance).
Mount St. Mary’s University assumes no responsibility for the use of private vehicles. The
school provides no medical or auto insurance for private or rented vehicles. The owner of the
vehicle assumes total liability for everything that happens to and in that vehicle. All drivers
must be identified as drivers on the appropriate forms located on IMLeagues.com/msmary.

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Sanctions
Club sport members have an obligation to conduct themselves and their organization in a
manner compatible with the University's philosophy and function as an educational institution.
Members of club sports are expected to act in a mature and responsible manner both on and
off campus, and especially while participating in club activities. Participants will be held
responsible for complying with club sport rules and regulations, the Mount St. Mary’s
University Code of Student Conduct, and federal, state, and local laws. They may be disciplined
for failure to do so. Prohibited conduct, includes but is not limited to:
 Reckless disregard, including misuse of equipment or facilities, while participating in any
club sport related activity.
 The use and/or presence of alcohol/drugs at any club activity (tournaments, events,
practices, travel, etc.).
 Participating in an inappropriate activity that violates University policies, campus
regulations, and/or state/federal laws.
 Failure to comply with requests of Campus Recreation employees.
 Hazing.
 Failure to comply with regulations in this handbook
When the Club Sports Coordinator has reason to believe that a club member, several club
members, or a coach/instructor have violated rules and regulations outlined in the Club Sports
Handbook, the University Code of Student Conduct, or any federal, state, or local laws, he or
she will take action to insure that cases of rule violations are handled fairly and expediently. In
addition, the Coordinator will see that individuals accused of rule violations are afforded
reasonable protection. Throughout this process, the following steps will be taken:
and that the members(s) involved are suspended from participating in club activities until
information is collected and a meeting is held with the Club Sports Coordinator. In cases where
the entire club is involved or the member(s) in violation cannot be identified, the club president
will receive written notice that an investigation is being conducted and that all club activities
are suspended until information is collected and a meeting is held with the Club Sports
Coordinator.
 The incident(s) or behavior(s) will be investigated. The Club Sports Coordinator will
promptly collect written reports and information from as many participants and
witnesses as possible.
 A meeting will be held with the individuals(s) involved. The individual(s) will have an
opportunity to present his or her version of the incident(s) and an opportunity to rebut
statements of witnesses.
 The Club Sports Coordinator will review the evidence, listen carefully to the person(s)
involved, and consider the following before taking action:
1. The attitude(s) of the club member(s)
2. Any past disciplinary record of the member(s) or the club
3. The severity of the damage, injury, or harm that resulted

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4. Whether or not the violation involved an action directed at another because of their race, religion,
ethnicity, or gender
5. Whether or not the member(s) at fault take responsibility for their actions
6. The level of the club member(s) honesty, or lack thereof, and cooperation with Campus Recreation
during the course of the investigation
 The Club Sports Coordinator will apply an appropriate penalty. Possible sanctions include:
1. A warning that further incidents will result in more serious sanctions.
2. Probation (final warning) for a period of time. Committing any violations while on
probation will result in suspension and possible expulsion.
3. Restitution/Charitable Contribution.
4. Suspension of the member(s) from all Campus Recreation-sponsored club activities and/or
suspension of all club activities (facilities, travel, and or funding) for a specific period of
time.
5. Expulsion of the member(s) from the club or expulsion of the club from the Mount St.
Mary’s University Club Sports Program.
 The Club Sports Coordinator will notify the individual(s) or club in writing of the sanctions
to be imposed and any further action (i.e., referral to Judicial Board or Public Safety) that
may be taken.
 A disciplinary record will be established and maintained in the CS Office.
 Additionally, for violations of the Code of Student Conduct, club members may be
referred to the Office of the Dean of Students and face possible judicial sanctions that
affect their student status. These sanctions include:
o Disciplinary Reprimand
o Disciplinary Probation
o Suspension/Expulsion from the University
 Campus Recreation disciplinary actions may be appealed. The decision of the Club
Sports Coordinator may be appealed to the Director of Campus Recreation. The appeal
must be addressed to the Director of Campus Recreation and submitted in writing
within seven (7) days of the date on the letter notifying the individual(s) or club of the
sanction imposed. The decision of the Director of Campus Recreation is final.
Deactivated Teams
 Failure to meet requirements and/or responsibilities outlined by the Club Sports office
may result in a club being deactivated. If a club becomes deactivated, they must follow
this procedure in order to apply for reactivation.
 The deactivated club must submit a letter to the Club Sports Coordinator requesting to
become active again and outlining exactly why they deserve to do so.
 If the letter is deemed acceptable by the Club Sports Coordinator, the club will be given
a list of requirements that need to be completed in order for the club to be considered
for reactivation. These requirements will have a strict due date.
 Upon completion of Step 2, the club will set up a meeting to present in front of the Club
Sports Council. At this meeting, the club will discuss the following: why it failed as a club
in the past, what steps they have taken to remedy the situation, goals/objectives for the

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upcoming year, an outline of their upcoming semester, team operating budget, any
other relevant information for the council.
 Once this meeting is completed, the Council will use a majority vote to determine if the
club should be considered for reactivation.
 The Club Sports Coordinator will take all of the above steps into consideration and make
a final decision regarding the club’s status.
a. If the club is accepted as an “active” club, they will be able to operate as normal
under the club sports structure and will receive all benefits related to being an active
club. They will also be obligated to follow all policies, procedures and requirements for
the current academic year.
b. If the club is denied acceptance as an “active” club, they will be disbanded and forced
to apply as a new club sport at the beginning of the following academic year.
 Clubs who become active and later deactivated, during the same academic year, will be
subject to disciplinary actions as determined by the Club Sports Coordinator.
NOTE: Once reactivated, the club will not receive any funding for the first semester. If the club
remains in good standing with the Club Sports office, they may be eligible to receive funding for
the following semester.

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Contact List
Men’s Rugby
Men’s Basketball
Men’s Soccer
Baseball
Ice Hockey
Women’s Rugby
Women’s Basketball
Women’s Lacrosse
Women’s Volleyball
Softball
Equestrian
Dance Team
Field Hockey
Brazilian Jiu Jitsu / Krav Maga
Phoenix Karate
Running
Tennis
Ultimate Frisbee

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Map