The name of this organization shall be the Sport Club Council at the
University of Central Florida. The organization may also refer to itself as “SCC.”
Purpose and Responsibilities:
Article III — Membership
Section 1: Membership Statement
Membership is limited to all students who have paid UCF Activity and Service Fees, are continuously enrolled in at least 6 credit hours with the University of Central Florida and are members of a registered Sport Club. No discrimination shall be made on the basis of gender, race, age, creed, religion, disability, sexual preference, national origin, marital status, parental status or veteran’s status. No hazing or discrimination will be used as a condition of membership in this organization.
Section 2: Eligibility to Vote
Active membership for Council voting will be limited to one vote per sport club who are active members in good standing and currently registered through the Office of Student Involvement at the University of Central Florida. Each organization may have only one voting representative on the council. The SCC President shall only vote in the case of a tie for Executive Board voting procedures. For Council voting procedures all Executive Board members are restricted to only voting on behalf of their sport club whereby each sport club is only permitted one vote. In the case of a tie for Council voting procedures, the SGA Comptroller, not representing a specific sport club, will cast the deciding vote.
Section 3: Organization Membership
The SCC is composed of the student leaders from sport clubs recognized by the Office of Student Involvement at the University of Central
Florida. In addition to meeting the regulations set forth by the Office of Student Involvement, sport clubs must comply with the
guidelines proposed by the SCC.
To obtain organizational membership in the Sport Club Council, the registered student organization must complete the following tasks in order:
· Submit a completed application to the Sport Club staff
· Meet with and receive approval from the Sport Club Advisor and
Sport Club Coordinator
· A vote of two-thirds (2/3) of the Executive Board
· A vote of two-thirds (2/3) of the Sport Club Council
Section 4: SCC Guidelines
The SCC consists of three tier levels of sport clubs. The SCC Executive Board will use, but is not limited to, the following guidelines to determine each club’s status. The SCC Executive Board reserves the right to alter the classification of each sport club. A club may make a written request to the President asking to make a change in their tier level at the end of the spring semester at least 1 month before the budget hearings. Requests should clearly outline how the club satisfies each tier characteristic. Justification of each characteristic should be based on the season most recently completed and should not be based on a prediction for the next competition season. A change in a club’s tier requires a majority vote from the SCC Executive Board. If a club is elevated in their tier level, the new tier will take effect prior to the budget hearings. All clubs elevated classified at Tier 3 or elevated to Tier 3 will be evaluated each year to maintain the integrity of the Premier Competitive status. Both Tier 2 and Tier 3 clubs can also be moved down in their tier level with a majority vote by the Executive Board prior to the budget hearings.
Tier III - Gold
Characteristics that define Tier III Clubs – Gold
(Clubs must meet 5 out of 7 characteristics)
· A member of a nationally sanctioned college league
· Travel extensively- 5 or more college competitions where travel
arrangements are necessary
· Practice are held no less than 3 days a week during the season
· Fundraise a large portion of budget (fundraise more than $15,000)
· Has more than 25 players
· Required to attend practice or has tryouts in order to compete
· Coaches play active roll in organization and do not compete
Tier II - Black
Characteristics that define Tier II Clubs – Black
(Clubs must meet 5 out of 7 characteristics)
· Be a member of a competitive league or association
· Has large amount of participants (at least 15)
· Has a coach or instructor
· Required to practice to develop formalized skills/ written rules and
procedures for development of internal structure
· Require competitive tryouts
· Compete in at least three tournaments, Competitions or Exhibitions
· Need to complete at least one fundraising event a year
Tier I - White
Characteristics of Recreational/ Instructional Clubs - White
· May or may not compete in a league, but holds club demonstrations or
practices.
· Emphasis on recreational/instructional activities for individual
development and growth
· May or may not have a coach or instructor
· May be a 1st or 2nd year club
Section 5: Recruitment
Recruitment shall take place throughout the year and membership is open at all times.
Section 6: Membership Probation
Members may be reprimanded after failure to meet the guidelines and regulations set forth by the SCC.
-1st Degree Infraction
Alcohol/drug abuse, theft, physical abuse, vandalism, or any other violation of the law, repeat 2nd degree offenses.
-1st Degree Penalty
Immediate suspension and frozen funds by Sport Club staff (up to two
weeks). SCC Executive Board has two weeks to review the case and submit their recommendations to the advisor. The advisor can accept and the club can serve their punishment. Or, the advisor can reject and the Executive Board would have to vote unanimously (of quorum present) to uphold the penalty. The club has the right to appeal the penalty to the advisor within two weeks of the decision. Following the club’s appeal, the Sport Club advisor may reduce or uphold the penalty.
Minimum: 2 weeks
Maximum: 1 year from date of notice of disciplinary sanction. Probation: 1 additional calendar year.
-2nd Degree Infraction
Harassment or discrimination, threats, intimidations, acts of physical aggression (game situation), misrepresentation to university staff/SCC Executive Board, repeated disregard for facility/SCC policies, team disregard for intramural/SCC policy, repeat 3rd Degree infractions.
-2nd Degree Penalty
Immediate Suspension by SC Staff for up to two weeks. SCC Executive Board has two weeks to review the case and submit their recommendations to the advisor. The advisor can accept and the club can serve their punishment. Or, the advisor can reject and the Executive Board would have to vote unanimously (of quorum present) to uphold the punishment. The club has the right to appeal the penalty to the advisor within two weeks of the decision. Following the club’s appeal, the Sport Club advisor may reduce or uphold the penalty.
Minimum: 1 Week
Maximum: 6 Months
Probation: 1 additional semester
-3rd Degree Infraction
Disregard for facility/Sport Club Council procedures.
-3rd Degree Penalty
Incident submitted to SCC Executive Board for review.
Minimum: Warning
Maximum: 2 week suspension
*In addition to the discipline policies of the Sport Club Council, each club, including all officers and members, are required to know and adhere to the policies detailed in the UCF Golden Rule Handbook. In the event that a club officer, member, or event is believed to be in violation of the UCF Golden Rule, the Sport Club Council Executive Board and Coordinator will file an incident report with the Office of Student Conduct. The Sport Club Council Executive Board and Office of Student Conduct may work in conjunction with one another regarding discipline incidents and sanctions.
Section 7: Membership Revocation
Organization membership may be revoked without mutual agreement for non-participation, misconduct, or violations of any provisions of the Constitution. The member will be notified in writing by the SCC President of the possible revocation at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal. Membership can only be revoked upon a 2/3 affirmative vote of present eligible members.
Section 1: Purpose and Responsibilities
Section 2: Titles and Duties
The offices of this organization shall include (in order of succession) a President, Vice President, Secretary, Treasurer, Recruitment Coordinator, Special Events Coordinator and the Student Government Association (SGA) Comptroller. No officer will be permitted to hold more than one officer position. All officers shall retain voting rights, however, the President shall only vote in the case of a tie. Any officer may be re-elected however not for more than two consecutive terms. Officers cannot reappoint themselves for a second term; they must be re-elected as described in Article V.
The President shall:
· Supervise and control the activities of the organization.
· Preside over all meetings and call all meetings to order.
· Maintain communication with the Office of Student Involvement and ensure every clubs’ paperwork is current.
· Be one of the signers on SCC financial documents.
· Work in conjunction with the SCC Treasurer to prepare and present the SCC budget to the Activity and Service Fee Committee.
· Coordinate all conferences.
· Ensure all officers are performing their duties as defined in this Constitution.
· Assist the Vice President and Treasurer with management of the Budget Point System.
· Assign special projects to officers.
· Be familiar with Robert’s Rules of Order to conduct meetings.
Upon election the President must adhere to all Recreation and Wellness Center and UCF employee/ office staff policies and procedures as defined in the RWC Employee Handbook. Failure to adhere to RWC and UCF policies and procedures may result in standard RWC disciplinary actions, including suspension and/or termination. In the event the President is suspended and/ or terminated, the Vice President shall fill the vacancy until the President returns to work or a new President is elected.
The Vice President shall:
· Assist the President in his/her duties
· Assumes the President’s responsibilities in his/her absence.
· Manage the Budget Point System spreadsheet.
· Keep accurate records of all meetings in the Secretary’s absence.
· Plan and be responsible for all retreats and training of the organization.
· Assist in special projects as assigned by the President.
· Meet monthly with the Coordinator to discuss progress, duties, and expectations.
The Secretary shall:
· Notify members of meetings via e-mail and/or telephone at least 48 hours in advance.
· Keep accurate records of all meetings.
· Maintain accurate list of members and their contact information.
· Perform a roll call of all members and maintain an attendance record.
· Prepare ballots for elections.
· Keep copy of constitution and have available for members.
· Assist in special projects as assigned by the President.
· Meet monthly with the Coordinator to discuss progress, duties, and expectations.
The Treasurer shall:
· Keep an accurate account of all funds received and expended.
· Be responsible for collecting a cumulative budget report for the SCC prior to the beginning of each fiscal year.
· Work in conjunction with the SCC President to prepare and present the SCC budget to the Activity and Service Fee Committee.
· Assist the President and Vice President with management of the Budget Point System.
· Provide financial records sufficient to allow the Sport Club Coordinator to perform audit.
· Assist in special projects as assigned by the President.
· Meet monthly with the Coordinator to discuss progress, duties, and expectations.
The Recruitment Coordinator shall:
· Contact clubs about upcoming recruitment dates.
· Make reservations for recruitment tables during the first week of class and other recruitment opportunities.
· Coordinate with clubs that will be covering the SCC table.
· Manage all UCF student interest forms.
· Assist in special projects as assigned by the President.
· Meet monthly with the Coordinator to discuss progress, duties, and expectations.
The Special Events Coordinator shall:
· Be familiar with Robert’s Rules of Order.
· Coordinate all Homecoming activities, end of the year banquet, and any other special events assigned by the President.
· Assist in special projects as assigned by the President.
· Meet monthly with the Coordinator to discuss progress, duties, and expectations.
The SGA Comptroller shall:
· Serve as a liaison between SGA and the SCC.
· Assist in special projects as assigned by the President.
Section 1: Nomination Process
The nomination of executive board members shall begin each year at the last meeting held in March and will continue until the actual voting at the April Sport Club Council Meeting. Any eligible member (as defined in Article III Section 1) present may nominate someone or themselves for office by verbally nominating the individual during this procedure. However, the nominee must be considered an eligible member (as defined in Article III Section 1). The current President, if not running for an office position, will facilitate the nomination process. If the current President is running for an office position, the nomination process will be facilitated by the SGA Comptroller or the Sport Club Coordinator.
Absentee ballots and proxy ballots are not permitted in the nomination or election process. Nominees are restricted to those students who are active members of a sport club.
Section 2: Election Process
The election of executive board members shall occur at the Sport Club Council meeting held in April. The nominated candidates will be given a chance to address the Council to discuss his/her qualifications and reasons why they should be selected. Candidates will speak to the organization in alphabetical order by last name. Once each candidate has had the opportunity to speak, all eligible members (as defined in Article III Section 1) present representing their specific sport club will have the opportunity to vote by secret ballot. Only one vote per sport club may be cast for each office position. In the event a sport club has two eligible members present, only one club designee will have the responsibility of voting. In addition, an eligible voting member may not vote for two sport clubs that he/she may represent.
The election process shall be conducted by the elections facilitator. The elections facilitator is defined as the current President not running for office, the SGA Comptroller, or the Sport Club Coordinator; designated in the stated order. The election facilitator may designate one assistant not running for office to assistant in the elections procedure. The current President shall be a voting member on behalf of his or her sport club. The SGA Comptroller, not representing a specific sport club, shall cast a vote however it will only be tabulated in the event of a tie.
The elections facilitator will distribute, collect, and tabulate all votes. The elections facilitator shall announce the officer with a simple majority of votes (more than 50%) cast by eligible members. After announcing the new officer, the elections facilitator shall ask if any eligible members contest the count. If no eligible member contests the count, the new officer shall take office per Article V Section 3. If an eligible member contests the count, the elections facilitator and their designated assistant not running for office will recount all votes in the presence of an eligible member not running for office selected by the elections coordinator.
If no candidate receives a majority of votes, the top two candidates will enter into a run-off election. The current President shall be a voting member on behalf of his or her sport club. The SGA Comptroller, not representing a specific sport club, shall cast a vote however it will only be tabulated in the event of a tie.
Section 3: Term of Office
The length of office shall be no longer than one calendar year. Newly elected officers shall take office July 1st of the year of election through June 30th of the following year. The newly elected officers shall work in conjunction with the current officers to create the Sport Club Council budget for the upcoming fiscal year.
Article VI — Officer Vacancies
Section 1: Removal of Officers
Any officer may be removed from office upon a 2/3 affirmative vote of present eligible members. The officer will be notified in writing by the President or current officer of the possible termination at least 72 hours prior to the vote and will be allowed to address the organization in order to relate to members any relevant defense prior to the voting for removal.
Section 2: Resignation
Officers no longer wishing to serve on the board must submit their resignation to the President and advisor at least two meetings in advance. Prior to the officers final day he/she shall provide all documents relating to the organization and brief his/her replacement of current projects in his/her care.
Section 3: Filling Vacant Officer Positions
In the event an officer is removed or resigns, the nomination process as stated in Article V Section 2 will take place at the next scheduled meeting. The nomination and election process will take place as stated in Article V Section 3 at the next schedule meeting following the removal or resignation. The newly elected officers’ term shall end on June 30 of that calendar year.
Article VII — Meetings
The quorum required to conduct business is fifty percent plus one of the officers and fifty percent plus one of the organization’s active members, not on probation, during Fall and Spring terms. The President will be in charge of calling meetings and the secretary will be responsible to notify all members. Members must be notified of meetings at least 48 hours in advance and shall be notified by President via e-mail and/or telephone. The President shall preside over all meetings and understand Roberts Rules of Order in conducting organizational meetings.
Article VIII—Advisor
The SCC will be under the guidance and advisement of the Director of the Recreation and Wellness Center and/or a designee there of who must be a UCF contracted employee. An executive board vote or a council vote cannot remove the advisor. The advisor is not a voting member of the council or the executive board.
Article IX — Finances
Section 1: Membership Dues
There will be no membership dues for the SCC.
Section 2: Spending Organization’s Operational Money
Organizational funds may be spent on items such as office supplies, events/activities, publicity, travel expenses, conference fees, salaries, etc., but will not be used for anything illegal under University, local, state, and federal laws.
Section 3: Officer Transition
It shall be the responsibility of all account signers to change contact information as well as assisting in the update of new account signatures after each election with the organizations financial institution. In addition, the Treasurer will be responsible to pass along all information from previous year’s budget and current budget.
Section 4: Dissolution of Organization
In the event that the organization ceases to exist, any funds remaining in the organization’s account shall be reverted back to SGA.
Article X — Budget
Section 1: Preparing a Sport Club budget
Each sport club is responsible for filing the required budget application form with the SCC Executive Board by the assigned deadline. Failure to submit a budget by the deadline, a club may be reduced in funding or even receive zero funding. The SCC Executive Board will submit the Sport Club Budget to the Student Government Association prior to the assigned deadline.
Section 2: Allocating funds to the sport clubs
The Executive Board shall meet and consider all club budget requests. Each sport club shall be prepared to meet with the Executive Board upon inquiry to discuss the budget request. A sport club may inquire to meet with the Executive Board prior to the budget request being considered.
The Executive Board shall take in consideration the following through the Budget Point System spreadsheet and tier level classification:
The Executive Board must set aside appropriate funds for new potential clubs, unexpected expenses, and post-season travel. Prior to the budget hearings the SCC Executive Board will decide how the SCC programming budget (determined by the Activity and Service Fee Committee) will be divided between the Regular Season, Post-Season, and Discretionary Accounts.
Regular Season Account
The SCC Executive Board will fully allocate these funds at the budget hearings based on a club’s budget, points/tier, and club presentation. These funds will be allocated between equipment, home events, away events, association fees, and facility costs.
Following the budget hearings, if a club would like to transfer funds between their regular season budget line item accounts, they must submit a Transfer Request Form. For transfers exceeding $1,000, a majority vote from the SCC Executive Board is needed. For transfers less than $1,000, the Sport Club Council President may approve/ deny or ask for an Executive Board vote.
Post-Season Account
This account is to be used for national competition that requires qualification and is not included in a club’s regular season allocation. Once a club qualifies for nationals, they must submit a request to the SCC Executive Board with an outline of all expenses required for the national competition.
If the club has a regional or conference tournament that requires qualification in the overall national series, they may request funds from the Post-Season Account. If the club then qualifies for the final national tournament, they may come back to the SCC Executive Board for additional funds; however their total post-season allocation cannot exceed the specified maximum post season allocation.
Post-season allocations for clubs guaranteed participation in the national tournament (e.g., NIRSA) will be determined by the SCC Executive Board at the budget hearings; however these funds will still be allocated from Post-Season Account.
Discretionary Account
This account, also determined prior to budget hearings, is intended for new or under-funded clubs and any unforeseen emergency expenses. A new club is defined as a club in their first year as a registered student organization with the Office of Student Involvement. A club may submit a request from the Discretionary Account at any time; however all requests may not be approved or fully funded. A majority vote from the SCC Executive Board is necessary for approval of these allocations. All requests made for discretionary funds should be done so with a memo to the Sport Club Council Executive Board. The maximum allocation from the Discretionary Account shall be determined by the Executive Board at the SCC Budget Hearings.
After the Executive Board reaches a full consensus on the disbursement of the entire budget, it must be passed by the SCC with a 2/3 vote.
If the budget does not pass the 2/3 vote then the process continues until a budget is passed.
Article XI — Publications and Advertising
Section 1: Compliance
All publications of the organization must comply with the Golden Rule “Advertising” and “Misuse or Infringement of University’s Names or Marks” sections, Event Policies, Student Union and other building guidelines, and the UCF University Marketing Graphic Standards. All advertising and marketing conducted with the Recreation and Wellness Center must be approved by the Sport Club Coordinator and submitted to the Recreation and Wellness Center Marketing Department.
Section 2: Approval
The Secretary and President must unanimously approve all SCC publications, shirts, flyers, and other forms of advertising/marketing prior to duplication and distribution.
Article XII — Amendments
Section 1: Proposed Amendment
Amendments to the constitution must be proposed in writing to the President. The amendment must then be presented to the organization during a scheduled meeting and should include a full explanation and/or rationale for the amendment.
Section 2: Amending
The amendment must be voted on at the next scheduled meeting. The amendment shall not take effect until approved by a 2/3 vote of present eligible members of the organization and approval by CLFSAB.
HISTORY (Constitutional Amendment):
Technical Amendments 2/16/06, Amendment to obtain organizational membership 2/16/06, Amendment to Tier & Point System 2/26/06, Amendment to disciplinary system 2/16/06.
Amendment to officer terms 9/12/07, Amendment to penalty appeal process 9/12/2007, Amendment to allocation accounts 9/12/2007, Amendment to officer responsibilities 9/12/2007.
Technical Amendments 7/10/2008.
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