5.1 Advisor

All student organizations must have an OSU full-time faculty/staff advisor, chosen by the club. The advisor ensures compliance with university and club sport policies, approves reimbursements, and their involvement level is set by the club members. Advisors should have basic knowledge and interest in the club's activities. Their contact information will be listed on the club flyer and website.

 

Roles of the advisor:

• Activity Planning & Fundraising Support
• Member & Officer Counseling & Support
• Club Guidance
• Meeting & Event Attendance / Participation
• Serve as a resource for university – related matters
• Financial oversight – expenditure and reimbursement approval
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5.2 Coach and Club Personnel

The Competitive Sports acknowledges that the Club Sports program can benefit from the assistance and direction of coaches and/or additional club personnel. If the club wishes to have the services of a coach/instructor/director, they should seek an experienced individual who possesses technical knowledge of the role. The individual must adhere to the Department of Wellness’ philosophy of student development and leadership in respect to the daily functioning of club sports. Any club supporting personnel will be referred to as “Coach” for all club policies and procedures.

 

The coach must follow all University and departmental policies and procedures and does replace the oversight of the club’s officers and advisors. The club’s coach must allow students to take care of the administrative responsibilities and decision making of the sport club program and of the individual club. A sport club is a student organization; the most important involvement is student involvement.

 

It is highly recommended that all coaches/instructors be CPR/AED certified. Each club should seek out coaches who meet the minimum qualifications recommended by their National Governing Organization.

 

The coach should be responsible for but not limited to the following:

• Adhere to The Student Code of Conduct, Department of Wellness and Club Sport Policies
• Ensuring the safety of all participants
• Developing leaders by encouraging the development of initiative, responsibility, and leadership in the club’s members.

If a club wishes to obtain a coach, club officers must notify the Competitive Sports office. Upon notification, the following must be completed annually and on file in the Competitive Sports office.

• The Coaches’ Agreement agreed upon and signed on file in the Competitive Sports Office.
• Assumption of Risk agreed upon and signed on file in the Competitive Sports Office.
• Clubs must have an agreement with each coach outlining expectations and responsibilities.
  • • This process and documentation is required every year and any time a coach is added or replaced.

Coach contracts may be up to one year in length and can/will be reviewed annually.

 

All coaches who will need access to the Colvin Recreation Center for practice or games will be issued a facility pass. This pass will allow coaches access to the facility during scheduled practice times only. Any coach caught using this pass to access the facility at any other time will result in club discipline, and the coach will be required to purchase a Colvin Center membership at their own expense.

 

The coach shall not sign any agreement or contract on behalf of the club or the University; the Competitive Sports Office must sign any agreement or contract. It is the responsibility of the officers and the coach to be familiar with all university regulations and processes regarding such transactions, including the use of the logo. All transactions must be made with the club’s university address.

 

The coach shall not participate in, nor allow any act of hazing to be committed by any club member. Participation in, or failure to report knowledge of hazing activities will result in immediate termination of all coaching/instructing responsibilities.

 

For overnight trips, coaches may not stay/share a room with student club members.

 

At no time during a club-related activity should a coach purchase, consume or provide any alcohol, illegal or recreational drugs. If this occurs it will result in immediate removal from the sport clubs program.

 

The Competitive Sports Office has the right and obligation to protect the club by releasing any coach from their position if they are not deemed to be working in the best interest of the club. If the coach violates any sport clubs or University rules, policies or procedures, they may be released from their position with the club. Coaches/instructors may be terminated at any time for cause or no cause by either the club or the Competitive Sports Office. Payment may be amended based on consultation between the club and the club sports staff in the case of dismissal or resignation. The dismissal of the coach is not subject to appeal.

5.3 Payment of Coaches

Club coaches may be paid or volunteer. For clubs wishing to compensate a coach, the following steps must be complete:

• Coach Contract submitted and approved by the Competitive Sports Office. This must include all items below:
  • • Employment and payment start date
    • Payment total and payment date(s)
    • Job description
    • Expectations
    • Current officers, advisor, and Competitive Sports Office representative signatures
• Approval and in good standing with the Competitive Sports Office
• For coaching payment above $30,000 annually, the club must have the equivalent of 2 years designated coaches’ salary available prior to payment of coach.
  • • This total must be available at all times within the club’s foundation account

Coaches are individual contractors and are responsible for claiming their payments from the club, if applicable. The coach is required to submit a W-9 to the Competitive Sports Office prior to their payment contract beginning. Coaches will not receive university fringe benefits and are not covered under the University’s workers compensation program.