Role of Officers
Club Sports are self-governed therefore the daily operation of all clubs is the responsibility of its officers. Each club is required to have the officer positions of president, vice-president, treasurer, risk manager, and a social media chair. The contribution of each officer is vital to the club’s success, however it is the President who is ultimately responsible for ensuring the club functions smoothly and properly within Guidelines for Recognized Student Organizations, ORG and MCSF guidelines. Club members serving a sanction of University Disciplinary Probation for student conduct code violations may not serve as club officers and are required to step down should a sanction be levied during the officer’s tenure.
- Be currently enrolled as a student at the University of Missouri
- Must be enrolled in a minimum of six class hours per semester during active term.
- Be popularly elected as stated in the club’s constitution by the club’s members
- Be responsible for representing the club’s interest in all matters pertaining to club operations.
- Faculty/Staff are not eligible to hold an officer position within the club.
- Cannot serve as an officer while serving a sanction of University Disciplinary Probation
Officer Responsibilities
Use the below responsibilities as a general guide for the club’s officer positions. Each club may alter the responsibilities of their officers as they see fit. However, each club is responsible for fulfilling each of the listed officer roles as well as filling the 4-5 officer positions with club members. A single Officer may not fulfill all positions. It is acceptable to have more than the four positions listed. For example, some clubs have additional positions such as secretary, travel chair, captain, etc. If you choose to have any other positions listed, please include their duties in your Constitution.
- Ensure each club member is familiar with and in compliance with the MCSF Handbook, the Guidelines for Recognized Student Organizations and the ORG Administrative Manual
- Ensure club is in compliance with all conference, league, or union rules governing eligibility, competition, and financial obligations
- Serve as the club contact with Club Sports Office as well as with potential members
- Represent club at all designated Club Sports meetings and functions.
- Ensure completion of all paperwork as required
- Provide Sports & Competition Staff with updated officer information
- Ensure club has an advisor and an updated constitution
- Hold regular elections of officers
- Train incoming club president on routine club and MCSF operations prior to assuming office
- Know club’s financial status and ensure club meets financial obligations
- Keep the Club Sports Office and Advisor informed of all club activities
- Work with Sports & Competition Staff on club events, tournaments, fundraisers, and/or trips
- Know the location of all club equipment and maintain equipment inventory records
- Ensure fellow officers are completing duties and assignments
- Attend President officer workshop trainings
- Attend MCSF Meetings
- Assist’s club president with their responsibilities
- Actively recruit new members
- Point Form Submissions
- Practice Attendance Submissions
- Preside over club meetings and business in club president’s absence
- Responsible for completing all required paperwork with assistance from club president
- Keep club records current with Club Sports Office
- Develop and circulate publicity regarding club activities
- Maintain a current roster of members with primary and emergency contact information
- Attend Vice President officer workshop trainings
- Responsible for all financial transactions including off-campus banking and allocations
- Maintain a positive bank balance, failure to do so will result in removal by Sports & Competition staff
- Complete Budget Submissions, and allocation request forms/fundraising reports/expense reports
- Work with club president on securing fundraising and sponsorships opportunities
- Attend Treasurer officer workshop trainings
- Be First Aid/CPR/AED certified
- Ensure all equipment and field/activity areas are safe for members to utilize
- Know club’s and MCSF Handbooks’ emergency action plan (EAP)
- Verify all emergency contact information for each member is collected and available
- Check out all vehicles prior to each trip
- Ensure that no hazing or actions resembling hazing occurs. Report any hazing activity to Sports & Competition professional staff immediately
- Ensure that at least two members are CPR/AED/First Aid certified throughout the year
- The Risk Managers of in-person clubs must maintain an approved certification
- Copies of certifications are to be submitted on Engage, to be verified and approved.
- All CPR/FA/AED certifications must contain an in-person skills component
- Ensure that all club members:
- Completed and submitted a Hold Harmless form, Anti-Hazing Pledges, and Athletic Trainer Consent to Treat forms on the MizzouRec’s Engage umbrella
- Are listed as a member of your Club Sport’s Engage page (they will need to be invited and accept to be shown as a member of the roster)
- If under 18, have their parent or guardian complete forms, upload and submit on Engage
- Attend Risk Manager officer workshop trainings
- Utilize social media platforms (Twitter, Facebook, Instagram) to market the club and the Club Sport brand in a positive manner
- Communicate via social media/email when club hosts home games/tournaments and when they are traveling off-campus
- Access to Club Sports Marketing & Logo templates
- Responsible for keeping social media pages up to date with the club’s successes
- Reach out to various campus resources to gain publicity for club
- Ensure club logos abide by Licensing and Trademark policies
- Ensure all merchandise utilize proper verbiage of “Mizzou Gender Club Sport”
Officers of each club will attend mandatory meetings throughout the academic year with the given dates on the Club Sports Calendar. It is the responsibility of the club sport officers to be prepared for each meeting with necessary club information. These meetings include but are not limited to:
- New Club Orientation
- Presidents and Vice Presidents/ Treasurer/ Risk Manager Officer Trainings
- Pre-Event Planning Meetings
- Officer Transition Meetings
- Other meetings as requested
Officer Transition Periods
Officer transition periods are determined by the organizations active sport season. The MCSF program allows for officer transition to take place in March every year. Once new officers are voted/appointed, they should promptly submit the officer contact form through Engage. If a club needs to transition at another time, they must gain approval from Sports & Competition staff.
Club Sport organizations are no longer required to have an Advisor, but if they choose to, they must be a current 75% Full Time Employee faculty or staff member of the University of Missouri and in all instances, the Club Advisor must be accepted by the membership of the club.The club Advisor’s responsibilities include:
- Approve the club’s Engage annual portal update submission
- Provide expertise and mature judgment to the club sport officers
- Provide knowledge of and ensure compliance of the policies and procedures of the Guidelines for Recognized Student Organizations, ORG and MCSF by all club members
- Be available during the development of plans and programs for the club
- Help ensure that the activities and undertakings of the club are sound and reflect favorably on the University
- Counsel individual club sport members and officers as needed
- An advisor is required at all times to be considered a recognized club
- Advisors must complete the Advisor Agreement on an annual basis through Engage
Meetings with Advisors
It is recommended that club advisors attend officer and general club meetings on a regular basis as this puts them in a better position to understand and assist the members of the club sport. If meeting attendance is impossible then regular meetings with club sport officers are encouraged so that relevant information is passed on to the club advisor.
Some club sports find it necessary to bring in individuals who are qualified to serve in the role as “coach” or “instructor.” They serve to provide the club members with the knowledge they have gained in their particular sport or activity, in a safe manner.
Important: Coaches and instructors of Mizzou Club Sports must agree and adhere to the following policies prior to assuming a position of coach and/or instructor.
May or may not be affiliated with the University of Missouri however being named as coach/instructor of a club sport does not make them employees of the University of Missouri. Requirements may or may not include:
- Will adhere to the University of Missouri sexual harassment and alcohol policies regardless of employee status with the University of Missouri
- Will be aware of and follow all University, MizzouRec Services and Facilities, ORG and MCSF policies and procedures
- Non-players/coaches may not actively participate with the club
- May only provide non-contact demonstrations
- Need to complete and submit an MCSF Coach/Instructor Agreement for approval prior to working with a club sport every academic year
- May only utilize MizzouRec Services and Facilities’ resources in order to promote interests associated with their club sport, the University of Missouri and/or the Mizzou Club Sports Federation
- Can secure an Instructor Pass each semester for club sport practicing inside the Student Recreation Complex on a regular basis so purchase of a membership will not be necessary
- An MCSF Coach/Instructor Agreement must be on file in the Club Sports Office prior to obtaining an Instructor’s Pass
- The Instructor Pass will be applicable for only the designated practice time period and location listed on the Instructor Pass. The club must request coach/instructor facility access one week in advance to the first date access is needed.
- The request will be sent to Membership after all paperwork has been completed. Membership will coordinate with the coach/instructor in regards to the process of obtaining a facility pass.
- The Sports & Competition professional staff can make arrangements for access to the Student Recreation Complex for Coaches and Instructors of club sport not regularly practicing inside the facility
- Will leave club management and business matters to be handled by the student members but may serve as in an advisory capacity
- Will help club officers ensure good sportsmanship at all times. Individuals must conduct themselves in a manner that does not detract from the reputation of the University of Missouri.
- May be required to attend Coaches/Instructors Meeting once a year with the Sports & Competition professional staff
- Cannot promise and/or give monetary rewards and/or scholarships to any member or prospective member
- Will not have access to or signing privileges on any financial accounts held by the club
- This includes access to organization bank accounts
- May not enter into any contract and/or agreement with the club or on behalf of the club with the exception of the MCSF Coach/Instructor Agreement
- Neither the Sports & Competition profession staff nor the Mizzou club sport have the authority to enter the University of Missouri or any of its departments and organizations into any binding agreements or contracts
- The MizzouRec Services Business Office will assist club sport with possible contracts and agreements
Oversight of Coaches/Instructors
The Club Sports Office and MCSF Executive Committee have the obligation to protect the club sport and club members. While the hope is that everything works well between the coach/instructor and club members, the Sports & Competition staff and MCSF Executive Committee have the ability to remove any coach/instructor from their coaching/instructing responsibilities if found that they are not working in the best interests of the club sport and/or its club members. The same applies if found that they have broken any of the standards of the MCSF Coaches/Instructors Agreement. At any time though, the club sport itself has the ability to remove a coach/instructor for any reason should they decide to do so.