2012-2013

VARSITY CLUBS

COACHES MEETING

Introductions

Leslie Dal Cin

Director of Athletics & Recreation

Ann Tierney

Associate Vice Principal and Dean of Student Affairs

Staff

Leslie Dal Cin Director of Athletics and Recreation

Jeff Downie Associate Director, Facil &Bus Devel

Art Manhire Manager of Facilities/Operations

Marg Jones Manager of Recreation & Sports Clubs

Lisa Eyles Coordinator, Varsity Clubs and Camps

Vicky Wiltshire Coordinator, Athletic Therapy Services

Debbie Hurley Financial Assistant

John Edwards Sports Information

Gord Meacher Coordinator, Sales and Service

Greg McAuley Equipment Service Staff

Welcome

Before you leave today make sure you have:

- Adidas product (REC office)- Event pass for complimentary tickets (with your gear)- ARC Access Card &Locker - Name tags for social afterwards

Paperwork

All coaches, and persons in leadership positions need to have:- signed Coach Contract (including coaching code of ethics

and A&R guidelines)- completed CPIC- submitted a resume (preferably with updated coaching

certifications and experience)

Deadline for submission is Friday September 28th.

Additional Funds

In addition to your team grant, there are a number of funds available for you to apply to:

• Elite Athlete Fund – athletes attending FISU, world championships, etc.

• Long Distance Travel - to ensure that long distance travel is as safe as possible (i.e. hiring a driver)

• Success Fund – to support teams who have qualified for provincial/national/international competitions

• Coaches Professional Development – to support our coaches in attaining further certifications, training or expertise in their sport that will benefit Queen’s.

Facility Access and Booking

• All students/athletes require student cards for building entry

• All coaches require approved access card or membership (available tonight)

• If coaches would like use the facilities for personal workouts, there is a $25.00 fee (this includes locker rental) If you are coming in for practices/meetings, a building entry card is all you need.

• Bags need to be in lockers• Additional Facility bookings – Lisa Eyles

Locker and Laundry Services

• Team Location within locker rooms• If 60% of team wishes to purchase locker and laundry

service, we will do our best to create room for you in main locker room

• Coaches can gain laundry service $13/month (Gord)• Discounted rate for all varsity athletes ($110.00 per year)

when booked together• Must be pre-arranged with Lisa• FINAL DATE Wednesday September 19th

Athletic Therapy

Vicky Wiltshire

Coordinator of Athletic Therapy Services- Athletic Therapy Assessments & Treatments available at

Varsity rate (ELIGIBILITY LIST)- Bracing, Foam Rollers and Superfeet- for sale- First Aid kits available at the equipment counter - Massage Therapy- Taping and cold tubs available in the ARC clinic- Concussion evaluation

Travel

• Travel Coordinator qtravel@queensu.ca

• Travel Request Process and Timelines (3 weeks in advance)

• Fill out and submit online form(itinerary is part of the request)

• https://queensu.wufoo.eu/forms/travel-request-form/

• Lisa then approves and sends form to travel coordinator

• Travel coordinator books and sends completed form back to coach with confirmation numbers, etc.

Travel continued…

• Everyone should be familiar with our travel procedures and guidelines

• A coach must always travel with the team.• No alcohol during at trip at any time• Prior to leaving the following forms need to be submitted

to Lisa:• Driver Authorization Form ( with copy of valid

drivers license)• Travel Party List (includes who is in each vehicle)• Independent Travel Form(with Proof of Insurance) • United States Travel Form (where needed)

Travel continued…..

Travel advances

If entry fees, gas money, etc., is required for your trip, and you have indicated that on your initial online request, please ensure the following is done.

• Pick up from Travel Coordinator in their office (main floor behind customer service)

• Drop off to Finance Office 2nd Floor (with all forms signed and completed with receipts attached, you MUST have receipts).

Sports Information, John Edwards

qsports@queensu.ca

Media should be directed to John

Result Reporting: Submit results/recap with goal scorers/top performers/stories to

scores@gogaelsgo.com or 866-860-0001

Team Pictures:• Will circulate dates, times and place for picture taking. If you want a

picture, at your own venue (ie sailing), you can take a picture yourselves and submit (follow criteria on info sheet)

WEBSITE• Teams have the ability to update content• Training Sessions for this will be held – dates and times to be confirmed. • Please ensure that content is accurate and up to date.

Sponsorship, Ashley Johnson

Sponsorship Rules and Regulations• I’m New!• Where does sponsorship fit• What can I do for you• Questions?

Athletics and Recreation Advancement Team

The Team!

• Meg Einarson – Sr. Development Officer• Sarah Roth – Advancement Officer• Jennifer Butchart – Development Officer

Meg and Sarah

Meg: Advancement Team Leader• Major Donors• Fields and Stadiums• Gift Planning• Major Donor Stewardship

Sarah: Advancement Strategy, Planning & Major Gifts• Major Gifts• Annual Giving Programs• Funds and Awards• Stewardship

Jennifer

• Team Based Communications– Season Updates (Pre-season, mid season, post season)– Newsletters– Solicitations– Stewardship

• Events and Reunions– Event Review and Approval– Event communications– Website Registration Pages– Advice on planning fundraising events

ALL ITEMS TO BE REVIEWED AND APPROVED PRIOR TO DISTRIBUTION

What we need from our Coaches

• Provide Advancement with a written Mission and Vision for your team• Keep us informed of all information which may be of interest to alumni.

– Upcoming Events – Championship Games and Wins– Excelling Athletes– Profiles of your Alumni + Interesting Alumni News– Coaching Staff Updates– Team Community Involvement

• Prepare newsletter using template provided by Advancement & MarComm• Provide Event Forms for approval well in advance of event so communications can

be done in a timely manner.• Assistance in identifying potential donors• Provide timely stewardship (thank you’s) to donors• Participate in lead donor relations and solicitation meetings as the “expert in your

field”.• Include a “give now” link on the bottom of your email signature

Other things you might want to know…

• Event Registration System• Gift Forms – great for when you travel• Newsletter templates• Booster Club documents, currently being revised• Champions Club – coming soon!

Team Services

Extended Meal Plan• For athletes who have purchased a residence meal plan

who practice during normal dinner time hours.• After hour meal option is Monday – Thursday• Must arrive between 8:10 – 8:30pm/service until 8:40• Leonard Hall• FALL ONLY starting September 10 – November 22• Coaches must submit a list of athletes and Student ID#’s

to Lisa

Tutorial Services

• Dept. goal is 2.7 GPA (now includes failures)• FREE Tutoring gaels.tutor@queensu.ca• Mostly 100 and 200 level courses• Mentoring Program (fellow student athletes)

Orientation Program

• GAELS Program for 1st year student-athletes– Optional for Varsity Clubs

• Sunday Workshops (Sept. 16)– Time Management– Exam Preparation– Alcohol & Stress– Leadership Development

• 10 week Study Hall– Small groups of athletes from your major meeting

weekly

Varsity Leadership Council

• Aims to promote A&R through the Queen’s and Kingston Communities

• Unified student-athlete community• Each team to have a representative:• interested athletes are to fill out online application form

found on our website under Varsity Leadership Council• Try to have all applications in prior to Monday Sept 24   • Meetings held monthly• Communicate info back to teammates• Get team involved with VLC initiatives• First meeting Monday Sept 24 8pm

Other Information

Employment

Home Events, tutoring, camp counselors, intramural officials, fitness instructors, customer service staff, etc.

Forms and Info

Special home on the web just for our VC coaches:

www.gogaelsgo.com/varsityclubcoach

Guidelines for Behaviour

• Ensure all athletes are familiar with our Guidelines for Behaviour

• Emphasize with them what they are signing when they go through the online eligibility process

• Heightened sensitivity around campus on all issues related to discipline, and alcohol

• We need to be leaders in this area• Athletes and Coaches interested in getting involved in the

discipline process should register here:• https://queensu.wufoo.eu/forms/discipline-panel-volunteer/

Events

Athletic and Recreation Open House

Tuesday September 11th

4:30pm – 7:30pm, ARC Main Gym

Athlete BBQ

Sunday September 23rd

5:30-7:00 p.m. (coaches watch for further communication)

Athlete Academic All Star Awards

Tues Nov. 13th 4:00 p.m. ARC Main Gymnasium

Colour Awards Varsity Clubs

Last week of March

Events Continued…

2011- 2012 OUA Championships hosted by Queen’s:

Women’s Lacrosse Oct. 27th & 28th

Figure Skating February 19th&20th

Eligibility Dates

TeamDate of First Competition Classroom Session Date What Room Time

BaseballWednesday September 5 Tuesday September 4 Alumni Lounge 12 noon

Cheerleading Wed September 12 KIN 101 5:30pmCurling Wednesday Nov 14 KIN 101 5:30pmCycling Saturday Sept 15 Wednesday Sept 12 KIN 101 5:30pmFastpitch Saturday Sept 15 Wednesday Sept 12 KIN 101 5:30pmFencing Saturday October 27 Thursday Oct 11 KIN 101 5:30pmField Hockey Saturday Sept 1 Thursday August 31 Alumni Lounge 1:00pmFigure Skating Saturday Nov 16 Wednesday Nov 14 KIN 101 5:30pmGolf Saturday Sept 15 Wednesday Sept 12 KIN 101 5:30pmLacrosse M Saturday Sept 8 Friday Sept 7 Alumni Lounge 1:00pmLacrosse W Sunday Sept 9 Friday Sept 7 Alumni Lounge 12 noonNordic Ski Wednesday Nov 14 KIN 101 5:30pm

Sailing Saturday Sept 9Friday Sept 7/Thurs Sept 20

Alumni Lounge/KIN

12 noon/5:30pm

Squash M Saturday Oct 20 Thursday Oct 11 KIN 101 5:30pmSquash W Saturday Oct 20 Thursday Oct 11 KIN 101 5:30pmSwimming Saturday Oct 13 Thursday Oct 11 KIN 101 5:30pmSynchro Saturday Nov 17 Wednesday Nov 14 KIN 101 5:30pmTrack and Field TBDTriathlon TBDUltimate M Saturday Sept 22 Thursday Sept 20 KIN 101 5:30pmUltimate W Satruday Sept 22 Thursday Sept 20 KIN 101 5:30pmWater Polo Sat Sept 29 Thursday Sept 20 KIN 101 5:30pmWrestling Sat Oct 28 Wednesday Nov 14 KIN 101 5:30pm