CLUB SPORTS MANUAL

2020-2021

Mason Club Sports Manual 
 
 
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Table of Contents 
 
 
 
Club Sports Overview ............................................................................................................. 4 
Mission Statement .........................................................................................................................4 
Vision Statement ...........................................................................................................................4 
Competitive Sports Staff ................................................................................................................4 
Contact Information .......................................................................................................................5 
Important Dates/Deadlines ............................................................................................................5 
Current Clubs .................................................................................................................................6 
General Policy and Procedure ................................................................................................ 7 
Eligibility & Participation ................................................................................................................7 
Hazing ...........................................................................................................................................8 
Club Email – Gmail Accounts ..........................................................................................................9 
ID Policy ........................................................................................................................................9 
Pre-Participation Requirements .....................................................................................................9 
Assumption of Risk Form .............................................................................................................. 10 
Health Insurance & Physical Requirement .................................................................................... 10 
Intramural Sports Participation .................................................................................................... 10 
Mail & Packages ........................................................................................................................... 11 
Roster Verification ....................................................................................................................... 11 
Starting a New Club ..................................................................................................................... 11 
Leadership Opportunities and Organizational Procedures .................................................... 13 
Executive Council for Club Sports (ECCS) ....................................................................................... 13 
Presidents Council........................................................................................................................ 14 
Officers ........................................................................................................................................ 14 
Additional Leadership Positions.................................................................................................... 16 
Elections ...................................................................................................................................... 16 
Re-Registration with Student Involvement ................................................................................... 16 
Constitutions ............................................................................................................................... 16 
Advisors & Coaches ............................................................................................................. 17 
Faculty/Staff Advisors .................................................................................................................. 17 
Coaches and Instructors ............................................................................................................... 17 

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Consensual Relationships ............................................................................................................. 19 
Conduct, Club Status, and Disciplinary Procedure ................................................................. 20 
Standard of Conduct .................................................................................................................... 20 
Sanctions ..................................................................................................................................... 20 
Club Status .................................................................................................................................. 21 
Infractions ................................................................................................................................... 22 
Case Resolution Process ............................................................................................................... 23 
Patriot Points System .......................................................................................................... 24 
Tiers ............................................................................................................................................ 24 
Points .......................................................................................................................................... 25 
Safety and Risk Management .............................................................................................. 27 
Safety Officers ............................................................................................................................. 27 
CPR/AED/First Aid ........................................................................................................................ 27 
First Aid Kit .................................................................................................................................. 27 
Injury/Accident/Incident Reporting .............................................................................................. 28 
911 for Medical Emergencies ........................................................................................................ 28 
Severe Weather ........................................................................................................................... 28 
Weapons Storage & Acknowledgement ........................................................................................ 29 
Athletic Training .................................................................................................................. 30 
Athletic Training Coverage ........................................................................................................... 30 
Pre-Participation Physicals ........................................................................................................... 31 
Paperwork Deadlines ................................................................................................................... 31 
Concussion Education & Management .......................................................................................... 32 
Student Health Services ............................................................................................................... 35 
Finances and Purchasing ...................................................................................................... 36 
Budget Allocation Process ............................................................................................................ 36 
Account Types ............................................................................................................................. 36 
Viewing Your Budgets .................................................................................................................. 37 
Income/Deposits/Dues ................................................................................................................ 38 
Purchasing – Special Conditions .................................................................................................... 38 
Purchasing Methods .................................................................................................................... 39 
Equipment ................................................................................................................................... 41 

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Emergency Funds ......................................................................................................................... 41 
Travel .................................................................................................................................. 42 
Travel Forms ................................................................................................................................ 42 
Class Absences ............................................................................................................................. 43 
Pre-Travel Check-In ...................................................................................................................... 43 
Hotels/Lodging ............................................................................................................................ 43 
Drivers ......................................................................................................................................... 44 
Personal Vehicles ......................................................................................................................... 45 
Rental Vehicles ............................................................................................................................ 46 
Charter Buses .............................................................................................................................. 47 
Air ............................................................................................................................................... 47 
Facilities .............................................................................................................................. 49 
Facility Spaces .............................................................................................................................. 49 
Facility Use Guidelines ................................................................................................................. 49 
Inclement Weather Policy ............................................................................................................ 50 
University Closures ...................................................................................................................... 50 
Practice Times.............................................................................................................................. 50 
Event Requests ............................................................................................................................ 50 
Hosting Events ............................................................................................................................. 51 
Equipment Storage ...................................................................................................................... 53 
Marketing & Promotions ..................................................................................................... 54 
Club Sports Webpage ................................................................................................................... 54 
Mason360.................................................................................................................................... 54 
Social Media ................................................................................................................................ 54 
Photo and Filming Policy .............................................................................................................. 54 
 
 
   

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CLUB SPORTS OVERVIEW

The Club Sports program administered by Mason Recreation – Competitive Sports is designed

to provide the opportunity for individuals with common interests to participate in a variety of

recreational activities. Students are responsible for the formation, organization, and

governance of their clubs under the requirements established by George Mason University and

Mason Recreation. Club Sports are designed to provide learning experiences for each club’s

student members through their involvement in club activities, including organizing,

administering, scheduling, fundraising, and public relations. Club Sports participants not only

enjoy the rewards of athletic competition, but they also gain skills in collaboration, leadership,

problem-solving, and financial management. The success of each club depends on the

dedicated efforts of its Mason student leaders, faculty/staff advisor, coaches, and the club

members.

Mission Statement

Club Sports embodies a holistic well-being environment that fosters positive social interaction

through programs and services; we enhance the overall Mason experience and provide

recreational and educational opportunities for transformative lifestyles.

Vision Statement

• Embodying the Well-Being initiative by providing a place for all members of our Mason

community in an environment where they can personally thrive while contributing to the

overall mission.

• Embody lifelong learning

• Empower students to be socially conscious leaders.

• Create opportunities and communities for student learning, involvement and

engagement with peers, faculty staff and administrators.

• Engage Mason’s diverse, global and multicultural community to enrich the educational

environment, promote mutual respect and civility, and develop global citizens.

Competitive Sports Staff

Paul Bazzano III – Assistant Director of Competitive Sports, Camps, and Athletic Training

[email protected] | 703-993-3291

Chris Sato – Coordinator of Competitive Sports, Camps, and Special Events

[email protected] | 703-993-5656

Carissa Smith – Coordinator of Competitive Sports, Camps, and Special Events

csmit50@gmu.edu | 703-993-5818

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Competitive Sports Program Assistants

Gabby Garza and Jordan Kinder

[email protected] | 703-993-4681

Mason Recreation employs a staff of professionals and programs assistants to supervise the Club

Sports program. The staff is responsible for ensuring that clubs operate in a safe and mature

manner benefiting both the club participants and the University community as a whole.

General roles of the staff include but are not limited to:

• Advise clubs on their day-to-day operations

• Ensure rules and regulations are followed according to Mason Recreation and George

Mason University policies and procedures.

• Develop and oversee the budget and distribution of funds to clubs

• Approve purchases/expenditures and oversee collection of revenue

• Ensure compliance with Safety/Risk Management procedures

• Provide oversight for special events/tournaments.

• Advise the Executive Council for Club Sports ensuring that their efforts benefit all Club

Sports participants

Inquiries or concerns should be directed to the professional staff whose offices are located on

the 1

floor of the RAC. Typical office hours are 9:00am-5:00pm, Monday through Friday, or by

appointment. The success, of a club sport and the program as a whole, is dependent upon open

lines of communication between the department, the professional staff, current club officers and

prospective members.

Contact Information

Location: Recreation and Athletic Complex (RAC)

Office Hours: Monday-Friday; 9:00am-5:00pm

Email: [email protected]

Office: 703-993-5323

Website: https://recreation.gmu.edu/club-sports/

Mailing Address:

Attention: Club Sports

George Mason University – RAC

4400 University Dr, MS 1G6

Fairfax, VA 22030

Important Dates/Deadlines

An updated list of training dates and deadlines can be found on the Club Sports website:

https://recreation.gmu.edu/club-sports/important-dates/. Consult these dates to ensure

compliance with programmatic requirements.

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Current Clubs

Co-Recreational:

Badminton

Brazilian Jiu-Jitsu

Crew

Equestrian

Fencing

Field Hockey

Log Rolling

Powerlifting

Quidditch

Running

Ski and Snowboard

Swimming

Taekwondo

Tennis

Trap & Skeet

Underwater Hockey

Men’s:

Baseball

Football

Ice Hockey

Lacrosse

Rugby

Soccer

Ultimate

Volleyball

Women’s:

Basketball

Ice Hockey

Lacrosse

Rugby

Soccer

Softball

Ultimate

Volleyball

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GENERAL POLICY AND PROCEDURE

Eligibility & Participation

Participation in Club Sports is open to all George Mason University full-time students, part-time

students, faculty, and staff with an active Mason Recreation membership. Eligibility for

competition is based on the regulations set by each club’s governing body (if applicable). All club

officers, representatives, and members are required to abide by the policies, procedures and

rules of the Commonwealth of Virginia, George Mason University and Mason Recreation.

Membership Requirements

• Full-Time Students – no membership fee required

o Undergraduate (12 or more credit hours)

o Graduate: (9 or more credit hours)

• Part-Time Students – all part-time students must purchase a Mason Recreation

membership

• Faculty & Staff – must purchase a Mason Recreation membership

o Faculty/staff members may not be eligible to compete for the club due to policies

established by the sport’s national governing body (NGB).

• ADVANCE Students – must purchase a part-time student Mason Recreation membership

Mason Recreation Membership Information:

https://recreation.gmu.edu/memberships/

NOVA ADVANCE Program

Students that are enrolled at Northern Virginia Community College and have been accepted into

the ADVANCE program are eligible to participate in Mason Club Sports. Students enrolled in the

ADVANCE program must also purchase a Mason Recreation membership and complete all pre-

participation requirements. Eligibility for competition is based on the regulations of each club’s

national governing body (if applicable). Club officers are responsible for ensuring the eligibility of

anyone participating through the ADVANCE program.

ADVANCE Program Information:

https://www2.gmu.edu/admissions-aid/nova-advance

George Mason University Non-Discrimination Policy

University Policy Number 1201

I. SCOPE

This policy applies to all George Mason University faculty, staff, students, university contractors,

and visitors.

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II. POLICY STATEMENT

George Mason University is committed to providing equal opportunity and an educational and

work environment free from any discrimination on the basis of race, color, religion, national

origin, sex, disability, veteran status, sexual orientation, gender identity, gender expression, age,

marital status, pregnancy status or genetic information. George Mason University shall adhere to

all applicable state and federal equal opportunity/affirmative action statutes and regulations.

The University is dedicated to ensuring access, fairness and equity for minorities, women,

individuals with disabilities, and veterans (as covered by law) in its educational programs, related

activities and employment. George Mason University shall thus maintain a continuing affirmative

action program to identify and eliminate discriminatory practices in every phase of university

operation.

Any employee who becomes aware of sexual harassment or other potentially discriminatory

behavior must contact Compliance, Diversity, and Ethics.

Retaliation against an individual who has raised claims of illegal discrimination or has cooperated

with an investigation of such claims is prohibited.

TRANSGENDER INCLUSION GUIDELINES

Mason Recreation encourages athletes to participate in Club Sports activities based on their

gender identity in alignment with George Mason University’s Non-Discrimination policy. In some

cases, national governing bodies under which individual clubs compete may have additional

policies impacting gender-based participation. These policies are not under the control of the

Club Sports program. Any questions regarding gender-based participation within individual

sports should be directed to that club’s officers as they will be most familiar with their national

governing body’s policies. The Competitive Sports office is also available to support Club Sport

athletes needing assistance.

Hazing

Hazing within the Club Sports program will not be tolerated and all cases will be taken seriously.

Hazing is a broad term that encompasses a multitude of actions or activities.

The University’s Code of Student Conduct states, “The term hazing refers to any actions or

activities that do not contribute to the positive development of a person or an organization;

which cause mental or physical harm; or which subject individuals to harassment,

embarrassment, ridicule, or distress. Examples of situations that are considered hazing include,

but are not limited to, tests of endurance, physical abuse, psychological abuse, morally degrading

or humiliating activities, forced ingestion of any substance, activities which interfere with

academic pursuits, and servitude. Hazing is typically associated with membership selection and

initiation into an organization or holding office within an organization. It is possible for hazing to

occur before, during, and after membership selection and initiation.”

Hazing in any form is strictly prohibited. George Mason University will investigate all hazing

allegations. Individuals and organizations found in violation of the Mason hazing policy will be

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sanctioned and turned over to the proper law enforcement agency. If you believe you have been

a victim of hazing or know someone who has been a victim, contact the Competitive Sports office.

Individual club members (including members who volunteer to be hazed) and the club itself are

subject to sanctions imposed by the Competitive Sports office, Mason Recreation, and the Office

of Student Conduct, and are subject to criminal charges under the Code of Virginia (or the laws

of any other jurisdiction in which the incident occurs).

Club Email – Gmail Accounts

Clubs are required to have a Gmail account created for their organization. This account will be

used to communicate with club officers and share documents with the Competitive Sports office.

It is extremely important that club officers check and respond to emails in a timely fashion.

Potential club members will also use this email address to request information on your

organization.

Clubs should make sure that the club sports administrative account masoncs@gmu.edu has been

set as your recovery account in the event of a misplaced or forgotten password. This will help

ensure your club account stays active through periods of transition.

ID Policy

Participants, coaches, and volunteers in the Club Sports program are required to provide a valid

George Mason University or government issued ID when utilizing George Mason University

facilities.

Pre-Participation Requirements

The Club Sports program requires a series of documents, trainings, and forms for all new and

returning members on an annual basis. There is a great amount of risk associated with

participation in any physical activity, and these requirements are in place to help ensure the

safety of the participant and streamline the administrative procedures for the Club Sports

program.

Each club member is required to complete the following before he/she will be recognized as an

official member of a club:

1. Safe Return to Play plan and quiz – Prompted on IMLeagues when attempting to join team

2. Assumption of Risk Form – Prompted on IMLeagues when attempting to join team

3. Club Sports Participation Form – IMLeagues Form

4. Athlete Concussion Acknowledgement Form- IMLeagues Form

5. Consent for Sharing Information (FERPA & Medical) – IMLeagues Form

6. Club Sports Behavior Accountability Form – IMLeagues Form

a. Clubs may host “tryouts” by having ALL participants complete the above items.

The tryout period for an individual ends after three weeks, after which the

remaining paperwork must be completed.

7. Club Sports Emergency Contact Information – IMLeagues Form

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8. Physical Form – Forms and Documents section of Club Sports webpage

a. Valid for 365 days

b. Must be reviewed and approved by the Athletic Training Staff

c. Submit Physical Submission form on IMLeagues after submitting through Dynamic

Forms

d. See Paperwork Deadlines for submission timeline

9. Baseline (ImPACT) testing (Mandatory for high-risk clubs only – List)

a. Required before any involvement in club activities that present a risk for

concussion (this may include competitions, practices, or tryouts).

b. Only required once during enrollment at GMU

c. Open to members of clubs not classified as high-risk free of charge by scheduling

an appointment with the athletic trainer

d. Submit ImPACT Completion form on IMLeagues after taking the assessment

e. See Paperwork Deadlines for submission timeline

Assumption of Risk Form

All participants are required to have a current assumption of risk form on file prior to any

participation in club activities. This document informs the participants of the potential dangers

associated with participation.

Health Insurance & Physical Requirement

Mason Recreation does not provide medical/health insurance for our club sport athletes. All

participants in the Club Sports program are required to maintain medical insurance throughout

the duration of their Club Sports participation.

Physicals are valid for a period of 365 days. Physicals must be turned in through Dynamic Forms

to the athletic trainer prior to participation. Incomplete physicals may be returned and deemed

invalid.

Intramural Sports Participation

Club Sports participants are encouraged to participate in the Mason Recreation Intramural Sports

program; however, intramural team rosters may be limited in the number of Club Sorts members

permitted. Once rostered on IMLeagues, participants retain Club Sports status until the end of

the academic year, regardless of the sport’s active season. Consult the rules documents for sport

specific restrictions in the following sports:

Club Sport

Related Intramural Activity

Badminton

Basketball – W

Basketball

Football

Flag Football

Soccer – M/W

Soccer

Tennis

Volleyball – M/W

Volleyball

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Organizations joining the Club Sports program whose activity relates to a current intramural sport

will be added to this list. Club officers are responsible for informing all club members of the

intramural participation policy. If an intramural team is found to have too many club participants,

the team will forfeit all games in which they were in violation of the policy.

Mail & Packages

Each club has a mailbox in the RAC office suite. Clubs should have all items like payments, NGB

documents, industry publications, and packages sent to following address:

Mailing Address:

(Insert Club Name)

George Mason University - RAC

4400 University Drive, MS 1G6

Fairfax, VA 22030

Any payments received by mail will be deposited by your club sport administrator. If your club

needs to mail something, please schedule a time to meet with your club sport administrator to

determine the best method. All fees will be applied to the club account.

Roster Verification

Many clubs are required to submit roster verifications to their national governing body (NGB)

each semester or prior to participation in tournaments or regional and national events. Club

officers should plan accordingly and provide at minimum two weeks to have this completed.

Items that need to be sent to the registrar may take longer to be completed.

Please contact your club sport administrator if you anticipate the need for roster verification.

Starting a New Club

The acceptance of new club requests falls under the jurisdiction of the ECCS. Anyone wishing to

start a new club should follow the “New Club Checklist” and submit the online application to the

ECCS. The ECCS will schedule a meeting with the individual(s) making the request. Following the

in-person meeting, the ECCS will vote to accept or deny the request to join the Club Sports

program. Clubs may only apply once per semester to start a new club.

Individuals wishing to form a new club within the Club Sports program are required to adhere to

the recognition timeline listed below. All clubs new to the program will have provisional status

for one year. Provisional clubs will not receive funding from the department and are expected to

operate through club dues and fundraising initiatives. Practice allocations will be provided based

on availability. Clubs may move from provisional status to active status after one year, pending

all required meetings are attended, essential paperwork is submitted by the designated

deadlines, and its members demonstrate commitment to ensuring the success of the club.

Application Deadline: April 1 for potential admittance the following fall

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Criteria for Consideration

• Evidence that there is sufficient student interest in the activity.

• Evidence of responsible student leadership (ex. ability to meet deadlines, strong

communication skills, etc.).

• A need for recognition, specifically through Mason Recreation Club Sports, to

participate/compete in regional events and leagues

• Availability of appropriate facilities (on or near campus) for practices and, if applicable,

competitions

• Potential impact (ex. facility use, equipment, personnel, etc.) of the club on existing

Mason Recreation programs and facilities

• The ability of the club to financially support its activities (ex., availability of adequate

revenue sources)

• Where deemed appropriate by Mason Recreation, the existence of a recognized

governing body for the sport that has widely accepted and used sport rules (i.e., everyone

knows the rules and the same rules are used in all competitions) designed to minimize

participant risk

• The degree of potential risk associated with club activities and the ability of club members

to manage that risk in an acceptable manner

• The degree to which the club’s activities reflect the mission and goals of Mason

Recreation and George Mason University

The above criteria provide a general guide for decision making regarding the recognition of a new

club sport. However, the list is not exhaustive, and Mason Recreation reserves the right to

consider other relevant factors and to deny recognition to any club if the club’s activities present

an unacceptable risk to students or recognition is not otherwise in the best interest of Mason

Recreation and/or the University. Additionally, Mason Recreation reserves the right to not accept

clubs into the Club Sports program depending on available resources (facility space and funding).

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LEADERSHIP OPPORTUNITIES AND

ORGANIZATIONAL PROCEDURES

Executive Council for Club Sports (ECCS)

The Executive Council is comprised of seven students who are current members of active,

University recognized Club Sports. Executive Council members are selected to serve one-year

terms but may be chosen to serve one additional year (total term = two years) at the approval of

Competitive Sports professional staff. New members are voted upon at a spring Presidents

Council meeting

The Executive Council will advise the Competitive Sports professional staff on matters pertaining

to the administration of the program. Applicants must be a member of a current club sport

organization, maintain a minimum 2.0 cumulative GPA, and have been an officer within their club

for a minimum of one-year. In an effort to diversify the Council, no more than one member from

any club sport can serve on the Council in a given term should a sufficient applicant pool exist at

elections.

Responsibilities

• Recognition of new clubs and membership within the Club Sports program

• Hear and make recommendations on club disciplinary issues

• Review and make recommendations regarding Club Sport policies and procedures

• Oversight of the budget allocation process

• Assist in the marketing and promotion of the Club Sports program

• Assist in the development of Club Sports service projects and fundraising opportunities

• Coordination of the end-of-year banquet

• Assist clubs that may be struggling or need guidance

• Any and all matters deemed appropriate

Current Officers

• Jacob Amtmann Crew

• Anna Bertino Equestrian

• Joseph Hacherl Log Rolling

• Cameron Helfeldt Ice Hockey - M

• Ethan Kolonoski Volleyball – M

• Nathan Ritter Crew

• Emily Yoder-Tiedt Volleyball - W

Officers will serve an annual term from May 1st to April 30th.

Contact Email: [email protected]

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Presidents Council

The Club Sports Presidents Council is comprised of officers or appointed members from each

active and University recognized club sport. Each active and recognized club is eligible to be

represented by one voting member on the Council. Council members will always have the

opportunity to present issues or state concerns to the Executive Council for Club Sports (ECCS).

Council meetings are held on a monthly basis, typically the first Sunday of each month throughout

the academic year.

Council meetings provide the opportunity to share information regarding department policies,

procedures, events, etc. The council is also responsible for electing new officers to the ECCS.

Meeting Requirements

Each club is required to have one member of their executive board (president, vice president, or

treasurer) present at each Presidents Council meeting, unless they have been granted prior

written approval from the Competitive Sports professional staff. Attendance will be taken at each

meeting.

Disciplinary Actions for Violation of this Policy

• 1

offense – written warning shared with all members of the club

• 2

offense – all club operations will be suspended for 2 weeks

• 3

offense – all club operations will be suspended for 1 month

• 4

offense – club operations are suspended for the remainder of the academic

year. All unused university allocations will be returned to the Club Sports

Emergency Fund or Administrative org.

Officers

To be a recognized club sport through Mason Recreation, the student organization must be

established, maintained and developed by volunteer student leaders. Leadership opportunities

are available for club members through various officer positions. Club officers and contributing

members are responsible for writing, editing, and upholding their constitution and bylaws. Other

responsibilities include determining membership requirements and dues structure, establishing

a consensus surrounding level and amount of activity, managing club budgets and fundraising.

At minimum, clubs must identify the positions of a President, Vice President, Treasurer, and two

Safety Officers. Other recognized positions may be created within the club operations.

Club Sports officers in executive positions must have a cumulative 2.0 GPA or above and be in

good standing with their academic departments.

Service as a Club Sports officer offers many opportunities for the building of transferable skills

that are valuable when seeking employment after graduation or applying for advanced

educational opportunities. Skills gained can include communication, problem solving, ability to

work on a team, leadership, and conflict management. Officers serve as leaders within high-

functioning organizations and hone these skills through activities such as supervising club

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membership, managing complex budgets, resolving conflicts, coordinating with vendors and

other external organizations, and organizing and executing events.

President:

• Serve as the liaison between the club and the Competitive Sports professional staff

• Inform club officers and members of the program’s policies, procedures and resources

including the manual

• Utilize the club constitution to structure the club’s activity and elections; preside over

club meetings

• Attend all Club Sports required trainings and meetings or appoint a representative

• Responsible for meeting all administrative requirements and working with the vice

president and secretary to adhere to the program’s deadlines

• Work with the treasurer to maintain a knowledge of the club’s finances and submit the

budget request report annually

• Work with other officers on the maintenance and timely replacement of club owned

equipment and inventories items and their locations annually

Vice President:

• Assist the president in meeting Club Sports administrative requirements and deadlines

• Preside in the absence of the president

• Inform club officers and members of the program’s policies, procedures and resources

including the manual

• Have a comprehensive knowledge of the manual and attend club meetings to support the

president in his/her responsibilities

Treasurer:

• Oversee all financial actions and maintain club financial records

• Follow the program’s policies regarding the use of purchasing cards, purchase orders,

check requests and donations

• Complete the budget request form (annually)

• Utilize actuals (sent each semester), the clubs shadow budget (Google Sheets), and the

individual club budgets to track of expenses and income

Safety Officers (2):

• Be familiar with the promotion of safe club activity and the identification of risk

• Ensure the presence of the properly trained personnel (athletic trainer) at club home

events

• Responsible for enacting the communication action plan in case of an emergency and

enforce the department’s inclement weather policies (lightning, thunder, tornado etc.)

• Maintain a current American Red Cross CPR/AED for Professional Rescuers and Health

Care Professionals and first aid certification – these certified members can provide care

during on-campus or travel emergencies

• Document all club accidents/incidents and submit to the Competitive Sports office

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Additional Leadership Positions

Some clubs choose to utilize additional officer positions or committees to manage different

aspects of the club’s operations. Examples of areas that could be overseen by an internal

committee or supplementary officer include promotions, recruitment, social media, alumni

relations, fundraising, travel, competition coordination, and equipment management.

Elections

Frequency of officer elections is dependent on each club's constitution. However, it is highly

recommended that elections take place annually and near the end of the spring semester. At

minimum, clubs should elect a president, vice president, and treasurer and designate safety

officers. The election should be announced well in advance and allow for all qualified applicants.

At the election, nominations should be made and seconded. For spring elections, new officer

information will be collected through the re-registration process. New officer appointments that

occur outside of this time should be reported to the Competitive Sports office immediately. It is

recommended that each club have provisions in the constitution for replacement of officers who

are unable to serve due to personal situations, school requirements or other circumstances that

may arise during their term.

Re-Registration with Student Involvement

Each spring, typically in late March, all Club Sports must submit for re-registration through

Mason360. This process involves an online application that gathers general information like new

club officers, club constitution, and club mission. Clubs do not need to complete the online

training and quizzes offered through Student Involvement. Clubs that do not re-register will be

inactive in the following year.

Constitutions

Clubs are required to have an updated constitution on file with the Competitive Sports office

(through Mason360). This document contains club specific policies, procedures, and bylaws

specific to each organization. Any changes to the constitution must be submitted to the

Competitive Sports office for final ratification prior to implementation.

It is highly recommended that club officers set aside time each semester to review their

constitution with their entire executive board. Important documents should be kept on the

Google Drive account for each club.

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ADVISORS & COACHES

Faculty/Staff Advisors

A good advisor can be a valuable asset to a club sport by providing mature judgment and advice

based on experience and insight into George Mason University and Mason Recreation policies

and procedures. Ideally, the advisor can help bridge the gap from year to year club operations

without usurping the authority of the student leadership. The primary goal of club sports is

student development; therefore, the advisor should encourage and allow students to make their

own decisions with the guidance of the advisor.

Role of the Advisor

1. Each club sport must have at least one active advisor selected from the current faculty or

staff of the University. If a club is unable to find a suitable advisor, the Competitive Sports

office may act as the club’s advisor.

2. The advisor should be genuinely interested in the club/activity and play an active role in

the development and operation of the club sport’s administrative management.

3. The advisor will provide guidance in the development of leadership and responsibility of

club sports members.

4. The advisor will provide guidance to the club sport by ensuring that all club activities are

within George Mason University and Mason Recreation guidelines. The advisor should not

take a formal leadership role or make decisions on behalf of the club.

5. The advisor should be knowledgeable of the club sport’s affairs but should not dominate

decision making or administrative management.

Coaches and Instructors

Mason Recreation acknowledges that club sports often benefit from the assistance and direction

of coaches and instructors. While we realize that most coaches are volunteers, their participation

in the University sponsored club requires that they uphold our standards, policies, and

regulations.

The Club Sports program does not require club coaches. Knowledgeable coaches are appreciated

to help clubs compete and learn sport skills. Each club sport coach must complete a background

check, coaches packet and required training before they begin practicing, instructing, or

coaching. Coaches should remember that all clubs exist to support student growth and

leadership.

Coaches should also understand their role on the team as sport experts and mentors of students,

and that they have no voting privileges within the club whatsoever. Those selected as coaches

must act in a supervisory role and abide by all Mason Recreation, University Life and University

guidelines. These include, but are not limited to, sexual harassment, hazing and alcohol policies.

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Please contact the Competitive Sports office if any questions, concerns, or issues arise. All

coaches must complete the steps listed below before they can begin any work with the club:

Clubs may utilize students, alumni or members of the community as paid or volunteer

coaches/instructors by submitting the appropriate forms to the Competitive Sports office. There

is a different set of forms for PAID and VOLUNTEER coaches.

Paid and Volunteer Coaches Packets can be found here: https://recreation.gmu.edu/club-

sports/download-waiver-forms/

Volunteer Coaches:

1. Submit an application to the club and attach any certifications/resume.

2. The club shall review the application and share it with the Competitive Sports professional

staff.

3. Upon approval for hire, the candidate MUST sign the Volunteer MOU form and submit it

to the club. Forms may be faxed to 703-993-2510.

4. The candidate MUST then complete a background check which will be administered by

Mason HR at a cost of $27 to the club (valid for two years).

5. Volunteer coaches MUST complete the following trainings/paperwork on an annual basis

prior to beginning work with the club:

• Volunteer MOU

• Coach Agreement

• Concussion training

• Membership Parking Information – Decal Request Form

o Volunteer coaches will receive a complimentary parking pass and Mason

Recreation membership. The cost of the parking pass will be charged

directly to the club.

o Memberships shall be deactivated once the coach is no longer working

with the club.

• Coaches training

6. Volunteer coaches who are not a Mason employee or current Mason student are eligible

to receive an honorarium of up to $2,000 from the club. An honorarium may only be

issued once per calendar year. The individual’s services may not be recurring, and the

payment amount may not be negotiated between the club and the individual.

Paid Coaches:

1. Submit an application to the club and attach any certifications/resume

2. The club shall review the application and share it with the Competitive Sports professional

staff.

3. The candidate MUST then complete a background check which will be administered by

Mason HR at a cost of $27 to the club (valid for 2 years).

4. Determine a rate of pay. This must be an hourly rate for which the coach will be paid for

their time. Tracking, reporting and approval of hours worked is the responsibility of the

club. Failure to submit timesheet hours will result in a $20 fee to the club.

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5. Submit a Worker Request Form to HR

6. All coaches MUST complete the following trainings/paperwork on an annual basis prior

to beginning work with the club:

• Coach Agreement

• Concussion training

• Membership Parking Information – Decal Request Form

o Paid coaches will receive a discounted rate for a pass, which they must pay

for. A letter will be issued by the Competitive Sports office. The letter will

be taken to parking services to make payment and receive the pass.

o Coaches will receive a complimentary Mason Recreation membership.

Memberships shall be deactivated once the coach is no longer working

with the club.

• Coaches training

• Attend Title IX and Sexual Harassment Training

After all appropriate forms are submitted to the Competitive Sports office, the club will be

notified once the coach has been cleared to begin working. Coaches who begin working prior to

approval from the Competitive Sports office will be terminated immediately.

Coaches/instructors may be terminated at any time for cause or no cause by either the club or

Mason Recreation. Payment may be amended based on consultation between the club and the

Competitive Sports professional staff in the case of dismissal or resignation. It is expected that

coaches and instructors teach to the diverse levels of the participants of the club. Novice

participants should not be expected to perform skills or drills beyond their level of experience

and knowledge.

Consensual Relationships

In accordance with University Policy Number 1204, Mason prohibits employees with a

professional power relationship over a student from engaging in any sexual or romantic

relationships with the student. Due to the effect of undermining the atmosphere of trust on

which the educational process depends, these relationships are prohibited regardless of who

initiates the relationship and whether both the employee and student consent to the

relationship.

In the context of Club Sports, a prohibited consensual relationship could exist between a student

and a coach (volunteer or paid), faculty advisor, or any other employee that may have a

professional power relationship over a student (i.e. a relationship in which the employee may

have authority to exercise decision-making authority regarding the student).

Any violation of this policy should be reported to Competitive Sports professional staff.

University Policy Number:

https://universitypolicy.gmu.edu/policies/consensual-relationships/

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CONDUCT, CLUB STATUS, AND DISCIPLINARY

PROCEDURE

Standard of Conduct

Club Sports play a significant role within the George Mason University community and as a result

serve as representatives of the University in all their functions both on- and off-campus.

Accordingly, Clubs Sports organizations and individuals are held to a high standard of conduct.

Club officers should ensure that their clubs’ membership adheres to policies and procedures set

forth by the Club Sports program through this manual, Mason Recreation, University Life, and

the University. Individuals should always conduct themselves in a matter that does not detract

from the image of the University.

Clubs or club members that fail to adhere to the appropriate standard of conduct will face

sanctions determined by the Competitive Sports staff and/or ECCS. Severe cases of misconduct

and violations of the University’s Code of Student Conduct will be referred to the Office of

Student Conduct.

Code of Student Conduct:

https://studentconduct.gmu.edu/university-policies/code-of-student-conduct/

Alcohol and Drug Use

Consumption of alcohol or illegal drugs is strictly forbidden during Club Sports practices, games,

matches, and/or tournaments or during travel to and from a contest. Infractions of this policy

will not be tolerated. It is the responsibility of the club to enforce these guidelines during

activities.

Sanctions

Sanctions are applied when a club or club member violates University policies, department

expectations or program requirements. Depending on the situation (incident, behavior, or

violation), the club members, president, or entire club will receive notice that an investigation is

being conducted. In some cases, communication could be conducted over email or in person.

Before taking action, the following information will be considered:

• The club’s honesty and cooperation, or lack thereof, with the department; attitude of the

club member(s)

• Whether the member(s) take responsibility for their actions; past disciplinary record of

the member(s)/club

• The severity of the damage, injury or harm

• Potential risk/liability for the University

Possible sanctions include:

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• Warnings, fines, program work project

• Loss of Patriot Points

• Loss of funding, practice privileges, travel privileges, ability to host events

• Expulsion of the member(s) from the club or other department programs

• Probationary status or suspension of the club

Club Status

In addition to adhering to the Club Sports program’s policies and procedures, it is required that

each club maintain either a minimum of 10 active members or 1.5X the number of players needed

to field a team in their sport, whichever is higher, on their annual roster. For example, a Curling

Club would be required to maintain a minimum active roster of 10 participants as that number is

larger than 1.5X the team requirement in the sport (10 > 4 ∗ 1.5).

Club activity occurs primarily during the fall and spring semesters, although some clubs practice

during the summer and winter sessions. Individual club seasons can vary based on the sport and

the governing body. Clubs that are only active during one semester are still required to attend

training and meet administrative deadlines during their off-season semester to maintain

recognition within the Club Sports program.

Active

Active clubs are in good standing with the Club Sports program and Mason Recreation. Active

clubs adhere to all program guidelines. These clubs maintain the required roster minimums, with

no more than 25% consisting of faculty and staff.

Provisional

Provisional clubs are those within their first year of membership with the Club Sports program.

Clubs may only remain in provisional status for one year, during which they must demonstrate

the ability to sustain as a club and follow the policies set forth in this manual. Clubs that do not

meet satisfactory standards will be removed from the Club Sports program.

Probation

Clubs are placed on probation when officers or members violate program or department policies,

procedures, and guidelines and/or fail to meet program requirements and expectations. Clubs

may be placed on probation for reasons including, but not limited to: missing required training

sessions, repeatedly missing program deadlines, non-compliance with safety and risk

management practices, failure to adhere to policies and procedures outlined in the Club Sports

manual, Club Sports standard of conduct, and/or University code of conduct. The Competitive

Sports staff and/or ECCS determines the length of probation and sanctions to impose based on

the severity of the violation.

Suspension

Suspension can be a result of a major violation or repeated smaller violations to the policies and

procedures identified in the Club Sports manual, Club Sports standard of conduct, and/or

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University code of conduct. The club will no longer be recognized by Mason Recreation or the

University. Suspension can also be a result of inadequate improvements made during a club’s

probationary period. All club activity (including practices, events, socials, community service,

meetings, travel, budget utilization and use of facilities) is suspended. Suspensions can last up to

three years at the discretion of the ECCS and Competitive Sports professional staff. If the club

wishes to return, they must re-apply to the Club Sports program.

Clubs that are suspended at the time of budget proposals for the upcoming academic year are

ineligible to apply for funding. Clubs may request one-time emergency funding following the

completion of their probationary status.

Infractions

Infractions of the Club Sports manual, Club Sports standard of conduct, and/or University code

of conduct are divided into three categories. This division is intended to aid clubs in

understanding the consequences of various actions deemed detrimental to the Club Sports

program. The following list is neither exhaustive nor exact – rather it provides general

guidelines, and appropriate actions will be determined in unique situations.

A club’s record of infractions will be provided to ECCS during the budget allocation process and

will be considered during deliberations.

Level

Description

Examples

Administrative

Managed by Competitive

Sports professional staff and

have negative Patriot Points

implications. Numerous

administrative infractions or

failure to redress an

administrative infraction can

escalate to higher levels of

discipline.

Missed deadlines for:

• Travel itineraries

• Weekly reports

• Competition schedules

• Re-registration

• Receipts/reimbursement

• Other Club Sports deadlines

Minor

Minor infractions are those

negatively impacting the

Club Sports program but not

directly captured in the

Patriot Points system. The

accumulation of 3 minor

infractions equates to a

major infraction and will

trigger a hearing with ECCS.

Facilities:

• Failure to respect facility use

policies

• Failure to cancel a reservation

within appropriate timeframe

Financial:

• Unapproved reimbursement

Social Media:

• Misrepresentation or misuse of

social media

Safety:

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• Member participating without

appropriate

waiver/physical/baseline

• Ineligible participant

• No safety officer present

• Not completing an accident report

• Traveling without an approved

itinerary

Major

Major infractions are those

that could result in probation

or suspension and will be

heard by ECCS. Escalation

outside of Club Sports and

Mason Recreation may be

necessary.

• Hazing

• Drug/Alcohol policy violation

• Diversity/Inclusion policy violation

• Misuse or mishandling of

Club/University funds – including

trademarks, licensing, and

contracts

• Destruction, theft, or unauthorized

use of University property

• Misconduct that damages the

reputation of the

program/University

Case Resolution Process

The conduct process for Club Sports is initiated when a major incident is referred to the

Competitive Sports office. Anyone can refer an alleged incident of behavioral misconduct. Upon

receipt of a referral, the Competitive Sports office will make a determination of whether or not

the alleged incident is within its scope of operation. For those incidents falling under the scope

of the Competitive Sports office, the student(s) will receive an email notification from

Competitive Sports professional staff providing information on the case resolution process. The

Competitive sports office reserves the right to investigate any incidents reported to the office.

CASES INVOLVING VIOLATION OF THE CODE OF STUDENT CONDUCT OR SEXUAL MISCONDUCT WILL ALSO BE SUBMITTED

TO THE OFFICE OF STUDENT CONDUCT (OSC).

A complete guide to the ECCS case resolution process can be found on the ECCS page of the Club

Sports website: https://recreation.gmu.edu/club-sports/eccs/

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PATRIOT POINTS SYSTEM

The Club Sports Patriot Points system is designed to aid in the administration and distribution of

resources to a diverse Club Sports program. This system is also intended to guide Club Sports in

understanding the steps they can take to improve their organizations and meet programmatic

requirements. The system is divided into two parts, tier designation and points accumulation.

Tiers

A club’s current year tier designation is determined by benchmarks met in the previous academic

year. Clubs will be automatically placed in the highest tier for which they qualify unless they

request to be placed in a lower tier.

Category

Requirement

Positive Points

Negative Points

Meetings

All-Officer Training

Executive officers in

attendance

Executive officers

missing

-10

Rockin’ with Rec

Tabling

Club representative tabling

for duration of event

Failure to table for

duration of event

-5

Bi-Weekly Meetings

12-11, 10-9, 8-7

20, 10, 0

6 or less

-10

Administrative

Safety Officer

Registration

On-time, late

10, 0

Delinquent

-10

Manual Quizzes

On-time, late

5, 0

Delinquent

-5

Fall Competition

Schedule

On-time, late

5, 0

Delinquent

-5

Spring Competition

Schedule

On-time, late

5, 0

Delinquent

-5

Equipment Inventory

On-time, late

5, 0

Delinquent

-5

Group Re-Registration

On-time, late

5, 0

Delinquent

-5

Weekly

Reports

Weekly Reports

15-13, 12, 11, 10-4

10, 8, 5

3 or less

-5

Travel/

Competitions

Travel Length

Single-Day, Multi-Day

1, 2

Competition Type

Away - Local, Away -

Regional, Away - National,

Home - Single Game, Home

- Round Robin, Home -

Tournament /Event

1, 2, 3, 2,

4, 7

Receipts/

Reimbursements

On Time, N/A

1, 0

Late

-3

Travel Itinerary

Late

No points

awarded, still

required to

travel

Bonus Points

NGB/League Affiliation

Coach/External

Advisor

Coach, Advisor, Both

2, 2, 4

Membership Bonus

20+, 30+, 40+, 50+, 60+

1, 2, 3, 4,

Social Media

Platforms - Active

1 platform, 2 platforms, 3+

platforms

2, 4, 6

Additional

Training/Engagement

Per event attended by club

Promotional Event

Per event attended by club

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SAFETY AND RISK MANAGEMENT

Safety Officers

Due to the physical element of sports, all clubs are required to have at least two active Safety

Officers. Clubs are required to have at least one Safety Officer at all practices and competitions.

These certified members can provide care during practices, events, or travel emergencies.

Safety Officers are required to attend and submit verification of the following before they may

be active:

• American Red Cross CPR/AED for Professional Rescuers and Health Care Providers and

first aid (bi-annual renewal)

• George Mason Environmental Health and Safety Athletics and Recreation Safety Training

(annual renewal)

• Club Sports Safety Officer Training

Club officers should keep a copy of all certifications on file. It is recommended that these are

scanned and saved on the club Google Drive.

CPR/AED/First Aid

Safety Officers should be certified in American Red Cross CPR/AED for Professional Rescuers and

Health Care Providers and first aid. Mason Recreation hosts several American Red Cross classes

each semester. These classes are free to the club.

Mason Recreation will cover the cost of up to 4 certifications per club, per year. Clubs may use

funding in their University accounts to pay for additional certifications. Please contact your club

sport administrator to receive a ticket to register. The club member participating in the

certification course must register with the ticket in-person at the RAC front desk.

American Red Cross certifications are valid for two years.

Club Sports may accept equivalent or more advanced safety certifications from other

organizations in lieu of American Red Cross Professional Rescuer certification. Safety Officers

may inquire as to an existing certification’s substitutability with the Competitive Sports office.

Mason Recreation Safety Courses:

https://recreation.gmu.edu/aquatics/certification-courses/

First Aid Kit

Each club will be provided a first aid kit at the beginning of the school year. Clubs with multiple

teams (i.e. and “A” and “B” team) will receive two first aids kits. Clubs are required to carry these

kits with them at all events. Clubs should reach out to their club administrator if any supplies

need restocking throughout the year.

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Injury/Accident/Incident Reporting

It is the responsibility of the club executive officers and safety officers to report and document

injuries that occur during club practices or events. A club safety officer or executive officer must

complete an accident/incident report within 24 hours.

Reports are submitted through Connect2 at this link. The terminology used in this form reflects

the fact that the form is used throughout Mason Recreation. For Club Sports, a “member” is

anyone affiliated to Mason. The “Employee Completing Report” section should be completed

with information from the club officer completing the report.

Club officers are not required to document certain injuries during home games at which there is

an athletic trainer assigned. Officers should check with the athletic trainer as to which injuries

require additional reporting.

Documents should be complete and only use factual information. It is important to always ask

injured individuals if they would like EMS to be called. Should they decline, please make note on

the report.

For serious injuries and other emergencies, call 911 and contact your club sport administrator

as soon as it is safe to do so.

911 for Medical Emergencies

During a medical emergency, 911 should be called for EMS. For on-campus emergencies, calls

placed from a landline or cell phone will be received by county dispatchers and then transferred

to University Police. Be prepared to provide information like nature of the injury or illness,

victim’s location, identity of the victim, and suspected or known cause of the injury or illness.

Severe Weather

Thunderstorms and Lightning

Clubs must suspend outdoor activities anytime lightning or thunder is detected in the area.

Clubs should utilize the 30/30 rule to protect themselves from lightning related injury:

• If 30 seconds or less elapse between the time lightning is seen and the subsequent

thunder is heard, lightning is a threat to the area.

• Immediately seek shelter in enclosed building (open-air pavilions are not enclosed

buildings). If an enclosed building is not accessible, seek shelter in a hard-topped

vehicle.

• Play can be resumed 30 minutes after the most recent lightning or thunder is observed.

Each lightning strike or sound of thunder restarts the 30-minute waiting period.

Tornadoes

Signs of an impending tornado are a dark, often greenish sky; large hail; a large, dark, low-lying

rotating cloud, and a loud roar. The Mason Alert system will often inform users of tornado

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warnings. During the threat of a tornado, take shelter in an interior space of a hardened

structure, ideally on the lowest floor and in an area with no windows. Use your arms to protect

your head and neck until the all clear is given.

Extreme Heat

Extreme heat brings with it the possibility of heat- -related illnesses. Clubs should be aware of

the heat index and adjust activities to allow for adequate hydration and cooling. Two dangerous

heat-related illnesses are heat exhaustion and heat stroke:

• Heat Exhaustion – the body’s inability to cope with heat stress

o Symptoms – faint or dizzy; excessive sweating; cool, pale, clammy skin; nausea or

vomiting; rapid, weak pulse; muscle cramps

o First Aid – have patient lie down in a cool place; loosen or remove excess

clothing; apply cool, wet cloths; fan or move patient to air-conditioned place;

provide water to patient to consume slowly; seek immediate medical attention if

vomiting occurs or conditions worsen

• Heat Stroke – a life-threatening, heat-related condition

o Symptoms – throbbing headache; no sweating; red, hot, dry skin; nausea or

vomiting; rapid strong pulse; may lose consciousness

o First Aid – Call 911 for EMS immediately; move patient to cooler environment;

remove excess clothing; RAPIDLY cool patient with ice packs to the arm pits,

groin, neck, and stomach; watch for breathing problems; use fans and air

conditioners

Weapons Storage & Acknowledgement

Clubs utilizing weapons in their sport are required to exercise special caution when transporting

and storing them on-campus. Weapon sports should coordinate with their club sport

administrator to review policies and complete any required documentation at the beginning of

the year.

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ATHLETIC TRAINING

Mason Recreation Athletic Training is dedicated to providing the best quality healthcare to all

student athletes. To do this every participant who uses Athletic Training services must

understand and agree to follow all recommendations for limiting, postponing, or ending one’s

participation in their club sport. Athletic Trainers will make every effort to return a participant

back to play, but this must be done in a safe and appropriate manner.

The Club Sport participant DOES NOT have the right to make their own return to play decision

without the consent of the Certified Athletic Trainers coordinating their care. Should a participant

ignore or choose to disregard medical orders given by a Certified Athletic Trainer the participant:

• Will be withheld from any competition, play, physical activity, or practice for an

undetermined amount of time until the participant’s injury has resolved. This withholding

period will be determined by the team physician and/or Certified Athletic Trainer.

• At minimum, could be suspended from participating in all club sports events for one week

(includes practices, games, tournaments, travel, etc.) regardless of the season or time of

year.

• Any other disciplinary action will be at the discretion of Competitive Sports professional

staff.

Athletic Training Coverage

Office Hours

Athletic training office hours are typically offered Monday-Friday during the semester for

athletes to drop-in and be seen by an athletic trainer. These hours will be posted on the Mason

Recreation athletic training schedule. This time may also be used for Impact baseline testing or

updating documentation.

Online Schedule: https://recreation.gmu.edu/club-sports/athletic-training/

Email Address: [email protected]

Practices

The head athletic trainer covers the majority of on-campus club practices Monday-Friday on a

rotational basis.

Home Competitions

Most Club Sports are required by Risk Management to have an athletic trainer on site for home

competitions. The following clubs are exempt from this rule, but may still request coverage:

• Badminton

• Fencing

• Log Rolling

• Powerlifting

• Swimming

• Tennis

• Trap and Skeet

• Underwater Hockey

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On-campus competition facility requests will automatically trigger a request for an athletic

trainer. Clubs with off-campus home competitions must request athletic training coverage from

their club sport administrator. There is a limited pool of Club Sports athletic trainers – clubs

should request coverage well in advance to ensure their event can be held on their desired date.

Pre-Participation Physicals

All club members are required to have an annual sports physical completed by a qualified medical

professional. Physicals are valid for 365 days from the date of completion.

Inova Sports Medicine will offer a few dates/times each semester for club sport participants to

have pre-participation physicals completed FREE of change. Space is limited and is available on a

first come, first served basis.

Physicals are also offered through Student Health Services for a small fee, or you may select a

qualified medical professional of your choice. Physicals must be documented using the Mason

Recreation – Athlete Physical Form.

Download the approved Athlete Physical Form here:

https://recreation.gmu.edu/club-sports/download-waiver-forms/

Paperwork Deadlines

Participants wishing to play must have the following items submitted by 3:00pm the Wednesday

prior to their event. These deadlines are in place to ensure the athletic trainer and Competitive

Sports staff have time to review all documents and update rosters. Individuals submitting

documents after this deadline will not be eligible to participate until the following week.

• Physical (all club members)

• Baseline test (members of high-risk clubs)

• IMLeagues Forms (all club members)

Completed physical forms should be submitted through Dynamic Forms. After submitting

through Dynamic Forms, participants should submit the Physical Submission form on IMLeagues.

In accordance with NCAA recommendations, the following high-risk club sports will have baseline

cognitive testing using the Immediate Post-concussion Assessment and Cognitive Testing

program (ImPACT):

• Baseball

• Basketball (W)

• Brazilian Jiu-Jitsu

• Equestrian

• Field Hockey

• Football

• Ice Hockey (M/W)

• Lacrosse (M/W)

• Quidditch

• Rugby (M/W)

• Ski and Snowboard

• Soccer (M/W)

• Softball

• Taekwondo

A. Members of clubs highlighted in yellow must submit physicals and complete baseline

testing following the end of the two-week tryout period or prior to any club activities

involving contact, whichever occurs first.

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B. Members of all other high-risk clubs must submit physicals and complete baseline testing

following the end of the two-week tryout period or prior to first competition, whichever

occurs first.

C. Members of non- high-risk clubs must submit physicals following the end of the two-week

tryout period or first competition, whichever occurs first.

For Fall 2020, the pre-physical and baseline tryout period is available to members of all Club

Sports, and the period is extended to 3 weeks.

Concussion Education & Management

Mason Recreation is dedicated and committed to providing excellent healthcare to all club sport

participants. Concussions are serious medical conditions that must be managed properly. To keep

a patient from further harm or damage after a concussion, it is imperative that the participant

communicate all symptoms to the athletic trainer. It is also important for other teammates and

coaches to spot abnormal behavior and concussion symptoms and report them to the athletic

trainer immediately. Hiding or continuing to play while concussed can prolong recovery time,

cause further damage to the brain, or lead to serious harm or death.

What is a concussion?

Concussion is an injury that affects the brain following direct or indirect forces to the head. The

disturbance of normal brain function is related to a change in the chemical processes of the brain

rather than an injury to the actual structure of the brain. The chemical disturbance does not show

up during neuroimaging (X-ray, CT scan, MRI, etc.), which is one of the reasons CT scans, or other

neuroimaging studies, are not always completed, or necessary, following concussion.

What to expect after a concussion?

A concussion results in a collection of physical, cognitive, emotional, and sleep symptoms.

Symptoms may increase as you participate in activities that require thinking or enter into

busy/stimulating environments. Signs and symptoms typically decrease gradually over a period

of time but may remain longer in select cases.

How to prevent a concussion?

While there is not any protective equipment available to prevent concussion there are strategies

that lower your risk.

The strategies to decrease the chance of concussion include:

• Using proper technique at all times

• Practicing good sportsmanship at all times

• Eating well and drinking plenty of water before, during, and after activity

• Terminating play immediately if you think you have a concussion

• Talking to an athletic trainer or coach/safety officer if you think you or a teammate has a

concussion

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• Withholding return to play until after you are given clearance by a medical professional

Concussion Signs & Symptoms

Most people with a concussion recover quickly and fully. But for some people, symptoms can last

for days, weeks, or longer. In general, recovery may be slower among older adults, young

children, and teens. Common signs and symptoms include, but are not limited to, the following:

• Loss of consciousness

• Headache

• Dizziness/Drowsiness

• Nausea/Vomiting

• Blurry/Double Vision

• Trouble concentrating

• Ringing in the ears

• Slurred speech

• Fatigue/tiredness

• Difficulty remembering things

• Sensitivity to light

• Sensitivity to loud noises

• Balance problems

• Mood changes

• Convulsions/seizures

Some of these symptoms may appear right away, while others may not be noticed for hours or

days after the injury, or until the person resumes their everyday life and more demands are

placed upon them. Sometimes, people do not recognize or admit that they are having problems.

It is important to understand that each concussion is different and must be diagnosed and treated

on a case-by-case basis. Once a participant has been diagnosed with a concussion, they will

immediately be prohibited from participating in any physical activity. The amount of time an

athlete will be prohibited from play is based on the length and duration of concussive symptoms

as well as the recommendations of the medical provider managing their care.

What to do immediately after a Possible Concussion?

1. Report it. Don’t hide it.

• Playing through or trying to “tough it out” can often make signs and symptoms

worse.

2. Remove from play.

• Anyone who might have a concussion should stop playing right away and not

return to play that day.

3. Monitor for changes.

• Signs and symptoms may not appear right away and may change over a period of

hours or even days.

4. Get checked out.

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• Only a health care professional can tell you if you have a concussion and when it

is safe to begin a progressive return to activity.

Home Management Techniques after a Concussion

After the initial 24-hour period, limit over-the-counter medications to 2-3 doses per week. Until

your appointment with our concussion specialists, you should avoid activities that could pose risk

for head injury. However, prolonging rest and avoiding normal day-to-day activities can lead to

the development of additional symptoms and therefore it is recommended that you ESTABLISH

AND MAINTAIN A REGULATED SCHEDULE, as soon as possible:

1. Diet

• Eating breakfast, lunch, and dinner each day is important, even if three meals are

not typically eaten.

2. Hydration

• It is important to stay well hydrated.

3. Sleep

• Stick to a strict sleep schedule, with a regular bedtime and wake-up time. We

recommend obtaining 7-9 hours each night, with limited naps of no more than 30

minutes. It is not advised or necessary to wake up every hour after a concussion.

4. Physical Activity

• It is beneficial to take walks and/or engage in light non-contact physical activities,

following the injury. Once you are seen by the Inova athletic trainer and/or

appropriate medical professional, additional recommendations will be discussed.

5. Stress

• Try to reduce additional stress, nervousness and anxiety by limiting focus on the

injury and symptoms. Staying in a dark room or being overly withdrawn should

also be avoided.

Return to Play Protocol

STEP 1: REMOVE Participants displaying concussion-like symptoms or having sustained a

suspected concussion MUST be removed from play immediately.

Participants may not return to play until they have been evaluated by an

athletic trainer or other qualified medical professional.

STEP 2: REPORT Schedule a follow-up assessment with an Inova Health System athletic

trainer within 24-72 hours. *There is no fee for this follow-up assessment

STEP 3: CLEARANCE Obtain written medical clearance from a qualified health care provider

stating you are eligible to return to play. Please use the document provided

on the concussion page of the Club Sports website. Completed forms

MUST be submitted to the Competitive Sports Office at the RAC, faxed to

(703) 993-2510 or dropped off in the Club Sports mailbox in the RAC lobby.

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STEP 4: VERIFICATION Participants may not return to play until you have received a confirmation

email from the Competitive Sports Office stating we have received your

paperwork and you are cleared to return to play.

Please contact Athletic Trainer if you have any questions or concerns regarding the return to play

or classroom process: [email protected]

Student Health Services

Mason Recreation has a close working relationship with Student Health Services. Students may

contact an after-hours nurse for medical advice by calling the office number:

Location: Student Union 1 – Suite 2300

Office: (703) 993-2831

Fax: (703) 993-4365

Website: http://shs.gmu.edu

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FINANCES AND PURCHASING

Clubs are NOT permitted to have off-campus checking/savings accounts under the club’s name

(e.g. club members may not open a business account at Bank of America on behalf of the club).

Club members may not store any funds personally on behalf of the club.

Budget Allocation Process

The budget allocation process will take place each year between mid-March and late-April. A

minimum of three ECCS members must be present for each budget presentation. Each club will

present their budget for the upcoming fiscal year to a group of their peers.

• ECCS members MAY NOT hear presentations from their own club. They are permitted to

present or assist in the presentation to the ECCS.

• Each club will have a 15-minute time slot

o 10 minutes for presentation

o 5 minutes for questions from the ECCS

After all presentations have been completed, the ECCS will meet as a whole and make a

recommendation to the Competitive Sports professional staff based on the presentations heard.

Clubs that fail to present or are on suspension are ineligible to receive funding through the

allocation process.

Should a club fail to show up for a scheduled time slot, they may be eligible to reschedule at the

discretion and convenience of the ECCS.

Account Types

Clubs have (3) different accounts through the University.

• Student Fee Allocation – this account reflects the money allocated to the club by ECCS

through the annual budget hearing process. Funds remaining in this account are not

eligible to carry over to the next fiscal year. Money from this account MAY NOT be used

on personal items.

• Self-Generated Revenue (SGR) – this account will reflect any revenue received by the club

for dues, entry fees, sponsorships, and other revenue generating activities conducted by

the club. Funds remaining in this account may carry over to the next fiscal year.

• GMU Foundation Account – the GMU Foundation is the non-profit arm of the University.

The GMU Foundation is a registered 501c3 organization. Clubs seeking donations will

want to use these accounts as donations made here are tax deductible for the donor.

Contributions to these accounts must be considered philanthropic gifts – an unconditional

donation to an institution for which the donor does not expect to receive any reciprocal

benefit. Examples:

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Philanthropic Gift

Not a Gift

You partner with Chipotle and a

certain percent of the proceeds

made from sales that night is

donated to your team

You buy shirts for $10 a piece and

sell them for $20 to raise money

for an upcoming trip to nationals

– disqualified by the exchange of

shirt

You send an email to the parents

of your teammates, include a

giving link, and ask them to

support your team – must use

team’s Mason approved giving

link

You host a Facebook fundraiser

for your birthday and ask people

to donate through Facebook to

your team, and then you plan on

donating the lump sum to your

team’s account – Foundation

must be able to attribute each

dollar to the specific individual

o This is a great way to raise money for specific goals. Please contact your club sport

administrator a minimum of 60-90 days in advance if your wish to conduct a giving

campaign.

o The GMU Foundation charges a 6% administrative fee on all donations. This fee is

to cover the management of funds, provide for donor documentation, and to

assist clubs in the coordination of giving/donation campaigns.

o Clubs must use the Foundation URLs linked to their Mason Recreation webpage

to ensure donations are routed to the appropriate organization.

The University W9 forms and state tax exemption forms are available by request from your club

sport administrator.

Each fiscal year, clubs have access to 70% of their allocation immediately (barring any sanctions,

probation, or suspension). The remaining 30% of the allocation becomes available on a dollar for

dollar matching basis tied to the accumulation of self-generated revenue by the club. Fundraising

beyond the 30% impacts tier placement.

Viewing Your Budgets

At the start of the fiscal year, a SharePoint Excel sheet is shared to each club containing revenues

and expenses maintained by the Competitive Sports office for all three account types. Each

expense line includes an account number, transaction date, vendor, description, amount,

payment method and any relevant notes. Revenue transactions are generally listed as lump

sums.

It is the club’s responsibility to keep a separate updated club budget for their records and cross

reference on a regular basis.

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Income/Deposits/Dues

Clubs are not permitted to open business accounts on behalf of their organization; therefore, all

income (opposing team entry fees, member dues, sponsorships, etc.) must be deposited at the

RAC front desk. Club officers are not permitted to personally collect dues on behalf of their club

members. Club members should pay their dues in person at the RAC front desk. Members may

make payment by cash, check, or credit card (Visa or MasterCard). All checks should be made

payable to “George Mason University” and list the club name in the memo line.

If checks are mailed to the RAC, the Competitive Sports office will send the club a copy of the

deposit receipt to their club Gmail account. Mail submission should only be used for entry fees

or officiating fees charged to a visiting team/individual. Please make sure that any checks mailed

to the office are made out to “George Mason University” with your club name on the memo line.

Fees collected on-site for home events, fundraisers, and any other revenue must be deposited at

the RAC front desk on the next business day following the event. Cash boxes may be checked out

by contacting your club sport administrator. Credit card payments can be made the day of the

event for on-site events at the RAC front desk.

Revenue-Dues Reports

Club officers may request a revenue-dues report once a month detailing individual revenue

transactions by contacting their club sport administrator.

Purchasing – Special Conditions

Tax Exemption

George Mason University is a State Agency and therefore is exempt from paying most Virginia

sales taxes. This exemption covers purchases made by the Club Sports program within the state

of Virginia for goods/services, food, beverage, or related catering services. The exemption does

not apply to lodging, gas, or car rentals. Club officers should inform vendors of their tax-exempt

status prior to requesting payment from their club sport administrator.

Food and Beverage

All food and beverage purchases MUST be preapproved by your club sport administrator. Clubs

may be required to provide a sign-in sheet for events they have requested food and beverage

items. Clubs must use their self-generated revenue (SGR) account for all food and beverage

purchases.

Delivery and pick-up food services can be purchased from any vendor. Catering services must be

purchased from a vendor on the Approved Caters list: https://shopmason.gmu.edu/approved-

caterers-list/

Team Meals – team meals must be preapproved by your club sport administrator.

• All meals must be included on a single receipt and paid using a credit card

• An itemized receipt will be required for reimbursement

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• A sign-in sheet will be required for everyone

• Receipts may not include charges for alcohol

T-Shirts, Screen Printing, and Embroidery

Mason has several contracts with local vendors to provide screen-printing and embroidery

services. If your club is planning to purchase t-shirts or have screen printing/embroidery

completed, you are required to use a contracted vendor.

Purchases over $5,000 require two competing bids from vendors on the list.

Clubs MAY NOT purchase any apparel without the design being approved by their club sport

administrator.

See the Club Sports Style Guide for more information

Sublimated Uniforms

Clubs looking to purchase new uniforms should speak with their club sport administrator in

advance. Clubs have been granted an exemption for uniforms using the sublimation process.

When purchasing sublimated uniforms or apparel, clubs must use a University licensed vendor.

If you would like to use a vendor not listed on approved vendor page, the vendor will need to

apply as an “Internal Campus Supplier.” The steps to apply are listed on the licensed vendor

webpage. Please share this link with the vendor of your choice. This is not a quick process and

may take up to 4-6 weeks.

See the Club Sports Style Guide for more information

Mason Logo and Fonts

Clubs are required to use “Mason” or “George Mason” when referencing the University and

should refrain from using “GMU.”

Clubs may request a copy of their club specific logo from their club sport administrator.

Mason Recreation has two custom fonts that must be used with the logo or when referencing

the university and/or club on apparel. Clubs will need to send these to any potential vendors, as

these are not commonly used fonts.

• Refrigerator Heavy (MASON or GEORGE MASON)

• Blair ITC Bold (used to identify the club Ex. CLUB BASEBALL)

All apparel designs must be preapproved by your club sport administrator.

See the Club Sports Style Guide for more information

Purchasing Methods

Three individuals make the purchases for all Club Sports. Payment requests need to be

submitted 10 business days in advance of desired purchase date.

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Department Credit Card

The club sport administrators each have a purchase card that may be used to make payment for

club related travel, equipment, food/beverage, lodging, apparel, and any other club related

needs. Purchases over $4999 may need additional approval outside of the Competitive Sports

office. Clubs seeking to make a purchase with department credit card should email all pertinent

purchase information (website, quantity, items, etc.) to their club sport administrator well in

advance of the date the purchase is desired to ensure timely delivery.

Purchases involving use of the University or department logo MUST be preapproved by your club

sport administrator.

Payment by Invoice

Payment by invoice can be made to pay entry fees, referee associations, and vendors that do not

accept credit card.

Steps to Complete Payment:

1. Vendor/payee must provide an itemized invoice.

a. Purchases over $4999 may need additional approval outside of the

Competitive Sports office , please plan accordingly.

2. Vendors/payees that have not been paid previously by the University must

provide a VA-W9 form.

3. Club officers should email the itemized invoice and VA-W9 (if applicable) to their

club sport administrator for payment.

4. Checks requests require a net 30 days from the day accounts payable has accepted

the documents for disbursement. Club officers are responsible for communicating

the payment terms to the individual/vendor.

Reimbursements

Any purchases made by club members in which they are seeking reimbursement MUST be

preapproved. Reimbursements require extensive documentation and take a significant time to

process, so payment with department credit card is preferred as a transaction method. Individual

meals or expenses, lodging, rental vehicles, flights, and rail tickets will not be reimbursed.

Reimbursement process:

1. Club officer and requestor collaboratively complete the Payment Request form

2. Requestor completes VA-W9 if they are not a Mason student or have never been

reimbursed by the University previously

3. Club officer submits to club sport administrator:

o Payment Request form

o VA-W9 (if applicable)

o Original itemized receipts (photocopies not accepted)

o Proof of payment by the individual being reimbursed

1. Credit card receipt, copy of validated check, copy of bank statement

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2. Reimbursed purchases cannot be made with cash

Third Party Processors

Use of third-party processors (Venmo, PayPal, Square) is the least preferred method of payment

and should only be used when a merchant will not directly accept credit card. Third party

processors cannot be used to make payment to an individual for services.

Equipment

All equipment purchased on behalf of a club becomes property of George Mason University and

will become part of the club’s official inventory. A formal inventory of all University- purchased

equipment will be conducted annually. Clubs will be held responsible for lost and/or damaged

equipment. Individual club members and officers can also be held personally responsible for lost

and/or damaged equipment.

All awards earned by teams and/or individual sport club participants will become property of the

George Mason University, and made available to the general club membership immediately upon

receipt. Equipment or cash awards cannot be retained by individuals and must be used to support

the entire club. All equipment must be inventoried, and all cash awards must be deposited in the

club’s self-generated revenue account at the RAC front desk.

Emergency Funds

Club Sports may request emergency funds from the ECCS. This fund has been set aside to assist

clubs facing unforeseeable expenses such as those tied to qualification for a national tournament

or an unexpected equipment replacement cost. Clubs may only request emergency funds after

their other forms of funding have been exhausted.

Clubs must submit the Emergency Fund Request Form on Mason360 and meet with the ECCS to

request emergency funds. Emergency funds are intended for unforeseeable expenses, not to

cover deficits due to improper planning or poor financial management.

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TRAVEL

As representatives of George Mason University, it is expected that all club members conduct

themselves in a manner that aligns with the University’s core values, the University’s Code of

Student Conduct, and the Club Sports Standard of Conduct at all times. Any behavior that reflects

negatively on the University will be subject to disciplinary action including but not limited to,

denial of reimbursements/funds or a travel suspension. Club Sports has implemented the

following travel policies to help clubs make safe travel arrangements for competitions off-

campus.

All club travel must be approved in advance by the Competitive Sports office. Prior to traveling,

clubs must be in good standing with the Competitive Sports office and submit the appropriate

paperwork.

Travel Forms

The following section includes a detailed description of travel forms, including their respective

due dates and information requests. Failure to complete required forms will result in sanctions.

Competition Schedule

Each semester, clubs are responsible for submitting a competition schedule. This competition

schedule should include all anticipated home and away events even if any details of those

competitions have not been confirmed. The semesterly competition schedule is submitted

through a Mason360 form using the schedule template posted on the Forms and Documents

page of the Club Sports website.

Travel Itinerary Form

The travel itinerary form is due by 8:00am two business days prior to departure for any travel

(Exception: home events and local practices). This deadline will typically be Thursdays at 8:00am

for clubs traveling over the weekend. The purpose of this form is to detail all important aspects

of the trip including:

• Trip leader contact information

• Reason for travel

• Destination address

• Departure date/time

• Arrival date/time

• Mode of transportation

• Drivers (if any)

• Lodging details

Any changes to travel plans prior to departure or while traveling must be reported to the

Competitive Sports office by email or phone immediately.

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Weekly Report Form

This Mason360 form is used to document results from club competitions and inform the

Competitive Sports office of any injuries, problems, or incidents. It also collects participation

numbers and photos the club has taken in the past week. This form is due Mondays by midnight

and should include information from the previous Monday-Sunday.

Class Absences

Club members who will miss classes due to club travel should discuss the situation with their

instructors well in advance of the trip. When requested, the Competitive Sports office can

prepare a memo verifying the club’s status within the Club Sports program and authenticate the

trip. The memo does not excuse a student from academic obligations. The student’s instructor

chooses whether he/she will permit students to make up any missed work. Students requesting

letters should notify their club sport administrator at least two weeks in advance to allow ample

time for the letter to be drafted and sent to faculty members.

Pre-Travel Check-In

Traveling clubs may organize a meeting time with their club sports administrator to obtain their

credit card authorization if staying at a hotel, retrieve any equipment needed, restock first aid

kits, and review any relevant policies with Competitive Sports staff prior to traveling.

Hotels/Lodging

Hotel Procedures

Check-In

1) Provide your reservation number and the credit card authorization form at check-in

a) Credit card information is not to be shared with anyone and is solely for use by the hotel

staff.

b) This is confidential information and anyone breaking University policy will be subject to

disciplinary action.

2) Club Sports will only pay for room fees, taxes, and parking charges.

3) A club member’s personal credit or debit card must be used for incidentals

• Males and females may not share hotel rooms

• Club members must refrain from loud or inappropriate behavior that reflects poorly

upon the University and/or negatively impacts the ability of clubs to use the hotel in the

future

Check-Out

1) Check-out at the front desk and provide any additional information needed by the hotel.

2) Obtain an itemized receipt for your hotel stay. Ensure that the charges listed are accurate

and reconcile any discrepancies.

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3) Return receipts to the Competitive Sports office during office hours following the trip.

Lucid Travel

The Club Sports preferred platform for booking lodging is Lucid Travel. Mason Recreation has a

Lucid webpage dedicated to Club Sports booking: https://gmu.lucidhotels.us/.

Lucid Booking Instructions:

1. Clubs should research and select the most economical lodging option that fits their travel

needs.

2. Clubs must select a room rate with free cancellation that also indicates “Pay at Hotel.”

3. Clubs will enter the required information on the booking page and select “Notify my

administrator to approve and provide payment arrangements.” Make sure the number of

rooms and guests per room is correct.

4. After submitting for confirmation, your club administrator will review and finalize the

request if appropriate.

5. Club officers must pick-up a credit card authorization form from their club sport

administrator to be used when checking into team hotels. This form gives permission for

room and tax only to be charged to the p-card. All other charges must be applied to

individual members’ card.

6. Clubs are required to submit copies of receipts to their club sport administrator within 24

hours of their return to campus. Clubs may request that the hotel email receipts directly

to their club sport administrator.

*Clubs members may stay with friends/family if room sharing restrictions are followed.

University policy does not allow for the use of home sharing services like Airbnb.

Drivers

Club teams may drive to their destinations if the destination is no further than 350 miles or six

hours in driving time. Traveling members are expected to arrive at/depart from their destination

as a team. Requests for individual members to travel separately are evaluated on a case-by-case

basis and must be approved in advance by the Competitive Sports office. Overnight stays are

highly recommended for all trips involving 6+ total driving hours. Clubs may request to travel to

locations outside of this radius by contacting their club sport administrator. Teams who qualify

for Nationals will be permitted to travel by car outside of the 350-mile radius, provided they meet

with the Competitive Sports professional staff prior to solidifying any plans. Mason Recreation

encourages the use of rental vehicles when available because use of personal vehicles carries a

higher risk.

Restrictions

George Mason University has the following travel restrictions in place to help ensure the safety

of those traveling.

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• No driver shall drive for more than two hours without a break of at least 15 minutes.

• Any trip that is longer than 300 miles, or four hours, must have at least two qualified

drivers assigned to drive.

• Clubs may not depart before 5:00am or plan to arrive at their destination or back to

campus after midnight.

• Although obtaining meals and lodging are reasonable deviations, the trip must be along

the most direct route between designated sites and not involve ad hoc side trips.

• Club must plan to travel in groups and should refrain from departing at different times.

• All passengers are required to wear a seat belt at all times.

• Only approved club members, coaches, or volunteers are permitted to travel with a club.

Anyone traveling with the club MUST be listed on your travel itinerary and have

completed all necessary paperwork.

• Clubs must avoid driving in inclement weather and/or hazardous road conditions.

• Have a detailed map of the destination area, including competition sites. Use of a GPS is

advised.

• Have an emergency plan for the competition site and knowledge of hospitals/urgent care

facilities in the area.

• Have contact information for the host(s) of the competition and emergency contact

information for all traveling members (emergency contact information is collected

through IMLeagues).

*It is highly recommended that all vehicles have 2 qualified drivers, regardless of distance

traveled*

Personal Vehicles

Individuals traveling in personal vehicles understand they do so at their own risk. Drivers must

be aware that by choosing to drive personal vehicles, they assume responsibility for the safety of

those traveling in their vehicle. George Mason University is not liable for any costs as a result of

an accident, including injury and property damage. Therefore, both the driver and owner of the

vehicle should understand that taking personal vehicles exposes him/her to personal liability as

a result of an accident. Drivers are responsible for ensuring they are properly insured at all times.

Accidents

In the event of an accident in a personal vehicle, the driver must:

1. Assist anyone injured and call for an ambulance if needed.

2. While the vehicle is at the accident scene, notify the State Police (911) or, if the accident

occurs on-campus, George Mason Police (703-993-2810).

3. Follow the accident reporting procedure for their personal vehicle insurance policy.

4. Notify their club sport administrator of the accident.

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Rental Vehicles

When renting a vehicle, clubs should contact their club sport administrator two weeks in advance

to help them make reservations for rental vehicles – do not do this on your own. George Mason

University has a contract with Enterprise Rent-A-Car which covers Mason students and staff on

approved University trips. Under the Mason contract, any student or employee (including

coaches who have completed the Volunteer MOU) that has been approved via the MVR and

driver training course is covered under the University’s insurance policy. Clubs should not

purchase additional insurance when using a rental under the Mason contract.

Minimum age for drivers:

• Rentals originating in the state of Virginia = 18 yrs. old

• Rentals originating outside the state of Virginia = 21 yrs. old

George Mason University Reservation Link:

https://legacy.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=GEOMASO

When using rented vehicles, only approved Mason students, registered coaches, and staff may

travel in the vehicle.

Motor Vehicle Report (MVR) Request and Release: https://risk.gmu.edu/forms/

Due at least two weeks prior to departure. Club members who are driving rental vehicles must

submit this form to the Office of Risk Management. A new MVR authorization is required by the

Office of Risk Management if a driver receives a new license in a different state or separates from

and returns to Mason.

Drivers of Enterprise rental vehicles must be approved by the Office of Risk Management

following their MVR check. Approved drivers must also register for and attend a mandatory driver

education class. This class must be retaken every two years.

Accidents

In the event of an accident in a rental vehicle, the driver must:

1. Assist anyone injured and call for an ambulance if needed.

2. While the vehicle is at the accident scene, notify the State Police (911) or, if the accident

occurs on-campus, George Mason Police (703-993-2810).

3. Notify their club sport administrator and the Office of Risk Management. Failure to make

a report of a vehicle accident as required by the Vehicle Use Policy and the laws of the

Commonwealth will be handled in accordance with the Commonwealth of Virginia

Standards of Conduct and Performance.

4. Document the names, addresses, phone numbers, vehicle license numbers and insurance

information of all persons and vehicles involved, including this information from any

witnesses. Also document the names, phone numbers, and addresses of anyone injured

or claiming to be injured. The Driver must provide this information to his or her club sport

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administrator immediately upon return, as well as to the Office of Risk Management as

soon as possible following the accident.

5. Complete an “Auto Loss Notice” form and forward to the Office of Risk Management as

soon as possible. (Available in the insurance information packet of vehicles owned by the

Commonwealth, or online from the Office of Risk Management:

https://risk.gmu.edu/vehicle-accidents/.)

6. Complete an Employers’ First Report of Injury Accident form as soon as possible if an

injury to an employee (paid coach) occurs (https://seerm.gmu.edu/report-an-injury-or-

illness/).

7. Do not comment on fault or make any statement to anyone except Driver’s immediate

supervisor, a representative of the Commonwealth’s Division of Risk Management, a law

enforcement officer, or the Office of Risk Management.

Return of Vehicles

Clubs are highly encouraged to return vehicles during normal business hours; however, we

understand that this is not always possible. When returning vehicles outside of regular business

hours, clubs should document the date and time the vehicle was dropped off and take a few

photos of the interior and exterior of the vehicle(s) to protect against unwarranted fees.

Charter Buses

Clubs are encouraged to make use of charter services when traveling more than 350 miles. The

costs associated with using a charter company should be considered prior to making plans to

attend an event. There are no limitations for travel time when using charter services.

Academy Bus

Contract #: GMU1298-16

Contact Name: Dena Ennis

Phone Number: 302-537-4805 x3440

Email: [email protected]

Website: https://www.academybus.com/

LW Transportation

Contract #: GMU-1416-17-02

Contact Name: Beth Forsht

Phone Number: 703-955-7801

Email: [email protected]

Website: http://lw-transportation.com/

Air

Clubs needing air transportation are required to contact their club sport administrator well in

advance of the proposed trip. Club are required to do the necessary research and email their club

sport administrator the flights that fit best with the club’s itinerary and are of reasonable cost.

Club members are required to travel on the same flights to and from the destination.

Booking Domestic Flights:

1. Clubs research flights for the approved trip and submit information to the Competitive

Sports office.

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2. Club will schedule a meeting to review purchase and must provide a list of travelers. The

following information is needed for each traveler:

a. Legal name

b. DOB

c. Gender

d. Any travel out of the country will need passport and expiration date(s)

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FACILITIES

Facility Spaces

Mason Recreation oversees multiple facilities that are available for Club Sports use, pending the

proper submission of forms and confirmation of reservation. When utilizing the facility spaces,

clubs are required to adhere to all facility use guidelines. Mason Recreation’s spaces that may be

reserved by Club Sports include:

Outdoor Facilities:

RAC Field (turf w/lights), Field 3 (turf w/lights), Field 4 (Bermuda w/lights), Field 5 (Bermuda no

lights), Field 1 (Bermuda no lights) *this field belongs to athletics and is rarely available*, West

Campus Tennis Courts, Outdoor Basketball Courts, West Campus Pavilion

RAC:

Linn Gym, RAC Gym, Squash/Racquetball Courts, Martial Arts Room, Yoga/Pilates Room,

Overlook, Classroom

Aquatic & Fitness Center:

Multipurpose Room, Competition Pool, Rec Pool, Hospitality Room, Full Classroom or Half

Classroom

Field House:

Courts 1-4, Batting Cage (drop-down), Indoor Track

Only available Sun – Thurs 7:00pm – 11:30pm with approval; day of requests due to inclement

weather must be submitted to club sport administrator by 12:00pm

*On rare occasions, a club may be able to reserve an Athletics’ field. If this opportunity arises

additional preparation may be required to include staffing.

Facility Use Guidelines

Clubs are expected to treat facility space with care. All spaces must be cleaned and returned to

their normal settings following use. Upon completion of outdoor events, trash is to be picked

up, bagged, and disposed of in the nearest dumpster. Any damage or maintenance problems

with recreation facilities should be reported immediately to the Competitive Sports office.

On-site staff has the authority to handle concerns with unruly participants, coaches and

spectators. Alcoholic beverages, smoking and use of tobacco products are not permitted at any

Mason Recreation practice or event. Persons under the influence of alcohol or drugs will be asked

to leave the facility. Pets (except service animals) are not permitted at any Mason Recreation

facility.

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Inclement Weather Policy

The Competitive Sports and Facility staffs reserve the right to cancel indoor or outdoor practices

and events if weather poses a threat to club participants. However, every effort will be made to

provide ample notice. We will notify clubs of any weather-related warnings via email and text

message during normal business hours. On-site staff will have final authority in decisions to delay

or cancel events in progress.

University Closures

Practices and events during University closures are not permitted. Clubs that are still in season

(traveling or competing) can request hold practices during the exam period but member

attendance cannot be mandatory.

Practice Times

On-campus practice times will be assigned based on point and tier placement. Clubs request

practice times at the end of the spring semester for the following year.

Requests from clubs that are currently suspended or on probation will be filled last. Based on the

number of requests and available facility space, clubs may need to be flexible with their dates,

times, and location. It is very likely that clubs may need to share spaces.

Clubs utilizing off-campus facilities are responsible for coordinating all quotes and reservations.

Please meet with your club sport administrator for guidance.

Practice schedules for most clubs will be consistent throughout a year. Some practice times and

spaces may vary mid-semester due to Intramurals. It is the club’s responsibility to notify the

Competitive Sports office of any cancelations, regardless of whether it is a one-time cancelation

or for a prolonged period of time. Reserved space that is continually found to be unused will be

reallocated.

Once the final practice schedule is set, it becomes a binding contract between the club and

Mason Recreation. Failure to notify the Competitive Sports staff when your club is not practicing

will result in disciplinary action. If a permanent change to your practice schedule is desired, please

contact the club sport administrator.

Event Requests

Requests to host events such as games, tournaments, and seminars require a Game Request

Form on Mason360. The form must be filled out completely at least one month prior to the event

for tournaments and 10 business days for home games involving 1-3 teams. Prior to submitting

a request, clubs should check the Mason Recreation facility schedules to see if their desired venue

is already reserved: https://recreation.gmu.edu/facilities-hours/facility-schedules/. It is highly

recommended clubs begin the process as soon as it knows it wishes to host an event.

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In addition to requesting a facility, clubs should begin the process of contacting potential

traveling clubs and any necessary officials and/or judges at least one month prior to the event.

Clubs should not promote a tournament or special event until facility space has been confirmed.

Off-Campus Home Events

Clubs utilizing off-campus venues for home events are responsible for finding a venue and making

arrangements with the Competitive Sports office to secure the facility reservation. Clubs that are

required to have athletic trainers at their home events must also make the request for coverage

well in advance.

Meeting Rooms and Non-Mason Recreation Reservations – 25Live

Clubs who want to have business/informational meetings may reserve rooms within Mason

Recreation facilities by emailing the Competitive Sports office at [email protected] a week in

advance.

Clubs wishing to reserve academic classrooms or on-campus spaces not under control of Mason

Recreation must submit requests through 25Live. These spaces include kiosks and outdoor areas

throughout campus. Club officers must complete the 25Live training module before the start of

the fall semester to be granted 25Live access. A club can have two officers with 25Live access

each year.

Facility Inspections

In cooperation with the Mason Recreation staff, each club shares responsibility for its own safety

at games and practices. A facility inspection should take place before all events. All hazards

should be documented and avoided. Practices and games should be canceled if the safety of all

participants involved cannot be guaranteed. If any hazards are found, notify staff as soon as

possible.

Cancelations

Clubs must notify the Competitive Sports staff of any reservation cancelations in advance by

email or phone call. Failure to do so may result in fees and/or loss of privileges.

• Practice Reservation – 24 hour advanced notice

• Competition Reservation – 1 week advanced notice

• Inclement Weather Cancelation (Outdoor Facilities) – 4 hour advanced notice

Hosting Events

All Club Sports events hosted on- or off- campus must be approved by the Competitive Sports

office. Pre-event meetings with Competitive Sports staff are recommended to ensure adherence

to policies and aid in the staging of a successful event.

Pre-Event

Facility Reservation

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Clubs obtain a facility reservation using the previously outlined procedure.

Event Staff

Athletic trainers are required for all home competitions both on- and off- campus.

Clubs are responsible for booking and arranging payment for any referees, judges, or other

officials utilized in their sport.

Registration Fees

Clubs hosting events that require an entry fee from participants can collect advanced payment

by check. Checks must be made out to “George Mason University” with the club name written in

the memo line. The Competitive Sports office will inform clubs of any advanced payments

received.

Event Equipment

Items like chairs, tables, coolers, and cash boxes are available for loan from Competitive Sports.

Any desired equipment should be included in the special requests section of the Game Request

Form.

Visiting Team Information

In the lead up to the event, clubs should provide visiting teams with information relevant to their

time at the event venue. This material can include directions to the facility, parking instructions,

facility policies, athletic training/medical services, lodging, and nearby dining options. Providing

visiting teams with useful information will help encourage them to return to your event in the

future.

The Competitive Sports office has developed a Visitors Guide to aid in the communication of this

information,

Event Operations

Set-Up/Break Down

Club members should be assigned to assist in the set-up and break down of the event. This

function may include gathering any equipment from storage areas, fillings water coolers, setting

up game equipment, and posting signage. Set-up and breakdown time should be accounted for

in the Game Request Form’s arrival and departure times.

On-Site Payments

Fees collected on-site for home events, fundraisers, and any other revenue must be deposited at

the RAC front desk on the next business day following the event. Cash boxes may be checked out

by contacting your club sport administrator. Credit card payments can be made the day of the

event for on-site events at the RAC front desk.

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Policy Enforcement

Club officers and members should assist Mason Recreation staff in informing visitors of and

enforcing any facility/programmatic policies. This enforcement can include areas like addressing

irresponsible behavior from fans, coaches, or participants; violations of drug and alcohol policies;

and removing pets from restricted areas.

Post-Event

Final financial reconciliation should occur directly after the event. On-site collections should be

recorded and deposited at the RAC front desk. Any event registrations that were not paid prior

to playing should be invoiced immediately to ensure timely payment. Official receipts should be

emailed to anyone who paid by cash or check and may be seeking reimbursement from their

university.

It is beneficial to draft a post-event summary. Club officers should list the steps in planning and

executing the event, reflect on what went well with the event, and determine what can be

improved upon when hosting similar events in the future. This summary is valuable to future club

leadership when hosting events.

Equipment Storage

Various options for storing equipment are available to clubs at no cost. Club teams can utilize the

storage shed on Rec Field 3, the West Campus Pavilion, and the Club Sport storage areas located

in the RAC and AFC.

Clubs are required to maintain an accurate inventory of all items. Equipment must be kept neat

and organized. Clubs are not permitted to store personal belongings in Mason Recreation

facilities. Only equipment purchased with club funding may be stored in recreation

facilities/spaces. Equipment purchased with club funds is considered property of the University

and must be picked up and returned from storage annually. Specific items, including large ticket

items, may take upwards of a few weeks to be delivered, so clubs should plan accordingly.

It is highly recommended that clubs do not allow players to keep uniforms, as it is very difficult

to track them down and they often go missing. Clubs will be held accountable for missing

equipment and it may be reflected on their annual allocation from the ECCS.

Procedure for Accessing Equipment at the RAC/AFC

Each club may provide a list of up to four club members that are authorized to access equipment

in the second-floor club storage area at the RAC and locked storage areas at the AFC. Listed

members are to present their ID to RAC facilities staff during the facility’s hours, and facilities

staff will provide access to the storage area.

Access to the first-floor club storage area must be prearranged through Competitive Sports staff.

This process is in place to protect items like uniforms that are stored here and more likely to go

missing with less restricted access.

Equipment access procedures have changed for 2020-2021 in response to COVID-19

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MARKETING & PROMOTIONS

Club Sports Webpage

The Club Sports webpage (https://recreation.gmu.edu/club-sports/) is the main resource for

members of the public seeking information on Mason Club Sports.

Clubs should review their individual pages on the club sports website each semester to ensure

that all information is correct. It is highly recommended that pictures are updated on a regular

basis. Header images should be of high quality and saved at: 723pixels x 264pixels. Please email

updated photos to [email protected].

Mason360

Mason360 is the University’s student engagement platform. Mason360 offers a number of

features including a mobile app, personalized resource content, events calendar and registration,

and chatting. At minimum, clubs are expected to provide updated contact information, officer

listings, and constitution on this platform.

The Club Sports program also has a separate Mason360 page containing most internal forms and

document utilized by clubs.

Social Media

Club Sports are encouraged to promote themselves via social networking sites such as Facebook,

Twitter, Instagram, etc. When creating a group to promote a club and disseminate club

information, the official club name must be used as the group name (George Mason Club

Baseball). Groups must be left public to those in the George Mason network to allow interested

individuals to join the group. Groups that are not made public are in violation of this policy. Any

pictures, events, and/or discussions on the group page must uphold the proper image of the club,

Mason Recreation, and the University, and must not include inappropriate language, express any

negative attitudes towards individuals/staff, or display any inappropriate behavior by club

members. Club pages MAY NOT be used to promote parties, socials in which alcohol will be

consumed, or anything of that nature. Any information found on group pages are subject to all

the policies outlined in this handbook. Group pages must be kept current and up-to-date.

Photo and Filming Policy

As private spaces, photography and videography at Mason Recreation facilities and fields strictly

regulated. Clubs wishing to film or photograph within these areas must request permission to do

so: https://recreation.gmu.edu/about-us/photo-video-request/.

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