Club Sports
Definition of Wesleyan Club Sports:
Club Sports are student-run, play against other schools, travel off campus and even compete for championships. Those that meet these criteria will be considered a competitive Club Sport regardless of whether they do or do not use Wesleyan Athletic Facilities.
Club Sport Requirements:
- All Primary Contacts, Financial Managers and Risk Managers must attend a mandatory meeting with OSI and Athletics in September - regardless of what season your sport plays in.
- If hiring a coach this information must be included in your Club Registration each Spring. Coaches are hired in August - regardless of what season your sport plays in.
- At the mandatory meeting all participation waivers must be uploaded onto your WesNest Page under Documents. Rosters must be up to date.
- In addition to participation waivers, each member of the organization must sign the Club Sport Policies and Procedures Agreement.
- At the mandatory meeting, those Club Sports that use Athletic Facilities will meet with the Athletics Facilities Coordinator to reserve space(s). Club Leaders should come prepared with a proposed practice and competition schedule.
- Proposed practice and competition schedule must also be saved on your WesNest page under Documents.
Hiring a Coach/Instructor
If you are reviewing this section of the Club Leadership Manual it means you are interested in hiring a coach for your club sports team. The initial steps to hire a coach or instructor starts with the Office of Student Involvement. The OSI Fiscal Management Coordinator will review all forms after your club sports organization has been officially approved by the OSI Clubs and Organizations Coordinator. Your club must be classified as formal and have a smartkey and ONLY your primary contact can complete the form
The Club Sports Re-Registration: Coach or Instructor Hiring Form opens after the Pass the Torch workshop series is complete. You can ONLY request to hire a coach in the spring. The form is open from the beginning of May until the end of June and a notice will be sent out to all students to inform them when they can start re-registration. Coaches must be hired through Human Resources and a background check is required. Your primary contact must complete the online club sports re-registration form and provide a job description, the work start and end date, the hours the coach will work per week, and the payment amount for the academic year. Club Sport leaders must inform the coach that they will be taxed as a Wesleyan employee, and request two job references from the coach.
|
Steps |
Hiring Process |
Timeline |
|---|---|---|
|
1 |
Complete Club Sports Re-registration and complete the Coach or Instructor Hiring Form within the re-registration process. |
May 1st to the end of June |
|
2 |
Job Description submitted by student group leader as part of re-registration process. |
May 1st to the end of June |
|
3 |
Job Posting processed through Careers at Wesleyan. |
3 to 5 business days |
|
4 |
Fiscal Managers to review and approve the request. |
2 to 3 business days |
|
5a |
Cabinet Member to review and approve the request. |
2 to 3 business days |
|
5b |
Provost or Department Head to review and approve the request (if the requested Coach is a Wesleyan employee.) |
2 to 3 business days |
|
6 |
Human Resources to post job, process background check and provide applicants with pertinent work eligibility forms. |
Avg 7 to 10 business days – the background check may take longer |
|
7 |
New Exempt Employee to complete work eligibility and tax paperwork. |
3 to 5 business days |
|
8 |
Payroll to set up payment for new exempt employee. |
5 to 7 business days |
Note: Athletic officials such as soccer and basketball referees, umpires, linemen, etc. do not need a contract. They are paid per game and are not working with sports clubs or groups on an on-going basis. Therefore, they need to provide a signed invoice with game day information and the payment amount. The Financial Manager must take the invoice and include it when completing the Financial Request Form (FRF) for Non-Employee and Outside Contractors.
Incident Report
For any incidents and/or injuries that occur on- or off-campus during student clubs and organizations activities must be reported through the “Incident Report” form on WesNest within 24 hours. OSI will follow-up with the students involved within 2 business days and refer the students to any additional resources, if needed.