Boston University Coaches Orientation


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

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Boston University Coaches Orientation

  1. 1. Boston University Club Sports Coaches Online Orientation
  2. 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. 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. 4. Who Are We? Club Sports and PERD
  5. 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. 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. 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. 8. Who Are You? The Club Sports Coach
  9. 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. 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. 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. 12. What Do We Do? Club Sports Policies
  13. 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 ( 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: Please note: It is the students’ responsibility to fill out all club request forms and turn them into our office.
  14. 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. 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. 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. 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. 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. 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. 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 • 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. 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. 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. 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. 24. Getting In The System! Paperwork and Payroll
  25. 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. 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. 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. 28. What Else? Miscellaneous Information
  29. 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. 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. 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. 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. 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. 34. Welcome! Thank you for working with our clubs, and we hope you enjoy coaching some of the finest students at Boston University!