Officers and Coaches

In addition to the "Officer Expectations" detailed above, the following are guidelines designed to assist in determining the duties of Club leadership:

Officers - Student Responsibility & Suggested Roles

Clubs are run by students. The success or failure of any club is determined by the students. Officers must know the exact status of the club (financial, compliance, and members’ involvement). Responsibility for the success of the club rests on the officers’ and members’ shoulders, not the coach ’s.

Since, clubs are both student-run and self administered the management of club business is the responsibility of the officers. Each club should identify the responsibilities of its officers. These duties must be outlined in each club's constitution.

The following list of suggested duties should serve as a guideline and checklist to assist in the smooth operation of the club:

  1. President (mandatory position):
    1. Provide overall vision and direction for the club
    2. Serve as a liaison between the club and the Director. Attend assigned club sport meetings.
    3. Work with other club members to promote the club (or appoint a publicity chairperson)
    4. Report results of competitions within 48 hours to the Director’s Office
    5. Notify the Director’s Office immediately of any schedule changes
    6. Assure members are up-to-date on policies and procedures from Handbook
    7. Train future president on duties and procedures
    8. Maintain inventory of club equipment and supplies
    9. Submit necessary paperwork, forms, and reports by the indicated deadlines.
    10. Delegate responsibility to involve other club members

  2. Vice President (mandatory position):
    1. Preside over club meetings and business during the president’s absence
    2. Attend mandatory meetings with or in the absence of the president
    3. Assist the president as needed
    4. Learn the role of the president (typically this position will later become the club president)

  3. Risk Management Officer (mandatory position): Club members are expected to place the highest priority on safety and risk management. All clubs must have a Risk Management Officer. The Risk Management Officer is responsible for:
    1. Maintaining current CPR/AED certification and ensuring that at least one CPR/AED certified club member is present at all club activities.
    2. Attending meetings and ensuring that the club has and adheres to a comprehensive risk management plan;
    3. Reporting all safety concerns, issues and incidents to the Student Recreation Staff in a timely manner;
    4. Inspecting all equipment and facilities utilized by the club and report all maintenance and repair needs to the facility management.
    5. Communicating with the sport supervisors scheduled to oversee club events at Lewis University;
    6. Ensuring that club members are thoroughly familiar with the evacuation plan for relevant facilities and the emergency action plan for events.
    7. Ensuring that no individuals participate in practices or competition unless they are approved members of the club sport, on the updated roster, and signed/turned in the Liability/Waiver to the Director’s Office.
    8. Ensuring that a copy of all liability/waiver forms and emergency procedures are present during any club travel.
    9. Filling out team accident/incident reports when necessary and turn them in within 48 hours of the occurrence.

  4. Treasurer (mandatory position):
    1. Collect dues (if club collects dues) and keep an accurate financial record
    2. Work with president in budget preparation
    3. Keep all receipts to document expenditures.

  5. Secretary (optional position):
    1. Attend all club meetings and record minutes
    2. Conduct correspondence for the club and update the club roster and submit any changes to the Recreation
      3. Office.

Passing the Baton - Can the club survive without you?

A smooth transition between incoming and outgoing officers is essential for the survival of any club. For this reason, it is helpful to keep a survival notebook for the club to pass along to the next president. This book might include:

  • Special contact people (to call for game scheduling, businesses to contact for donations, etc.);
  • Evaluations of and ideas for fundraising and other special projects;
  • Old flyers used for publicity;
  • Budget summaries;
  • Needs and ideas for the following year

This notebook is generally kept by the President, and can become an invaluable tool for the next person who follows in this position.

Juggling Responsibilities

Many clubs start enthusiastically only to fizzle out before the end of the year. This dilemma is usually the result of one person (commonly the president) trying to take care of every club detail, but one person alone cannot successfully accomplish everything pertaining to the club along with schoolwork.

In order to be successful, presidents need to delegate responsibilities to other club members, keeping these tips in mind: Not everyone is suitable for every job. Let a person who is good with numbers take care of finances, a person who is outgoing take care of contacting other schools for matches, etc. A proper match of person with task is essential for success.

Coaches/Instructors

A club is first and foremost a student organization. A coach should restrict their contributions to coaching/advising and should minimize active involvement in the club. The philosophy and key to the success of the club sport program has been the continued emphasis placed on student leadership and participation. Clubs are designed to allow students to handle the leadership roles including, but not limited to administering a budget, securing facilities, scheduling contests, and arranging for travel, etc. Being a coach is a position of SERVICE and should be spent serving the club and its members. How much time is spent though, is up to the coach. Please remember that students grow through the responsibility of leading a club: coaches are not to run the club for officers or to perform their duties. They should let the club succeed or fail, acting as a mentor and supporting good decision- making. Coaches should be mindful in the relationship with the students and in turn, will see the members grow and mature, learning skills and habits useful throughout their lives. This is an important purpose of student organizations.

Student Recreation, Fitness and Wellness staff do not have the expertise to determine the technical skills of a coach/instructor and, therefore, rely on the judgment of the club sport members to evaluate those qualities and skills. However, selection of coaches and instructors is always subject to the approval of the Director’s Office. Coaches/instructors may be students, faculty or staff. Any exceptions must be approved by the Vice President for Student Services.

COACHES/INSTRUCTORS ARE VOLUNTEERS. COACH/INSTRUCTORS MAY NOT RECEIVE ANY PAY OR RENUMERATION FOR THEIR RESPONSIBILITIES THROUGH UNIVERSITY FUNDS.

COACHES ARE EXPECTED TO COMPLETE ALL NECESSARY PAPERWORK PRIOR TO ANY TEAM INVOLVEMENT.