Laurier Athletics and Recreation - Brantford Campus

Welcome 

Our Mission 

Club Sanctioning 

Athletics and Recreation Club Sanctioning Procedures  

Procedure Approval 

• Manager, Interuniversity Sport and Recreation 

• Coordinator, Recreation and Student Life

Date of Most Recent Revision: August 26th , 2024

Disclaimer: Procedures and practices currently in place are subject to change at the approval of a full-time staff in the Department of Athletics and Recreation.

 Purpose: 

• The purpose of this document is to outline procedures pertaining to the Athletics and Recreation Club Sanctioning process and Club Operations. The sanctioning procedures address matters related to new club sanctioning and annual club re-sanctioning, whereas club operations pertain the ongoing operations of clubs. The procedures should be reviewed regularly and updated to ensure they reflect current practices.

Definitions: 

• Academic Term: The Fall, Winter, or Spring/Summer semesters as defined by the Wilfrid Laurier University Undergraduate Calendar
• Club(s): Reference to a ‘club’ or ‘clubs’ refers only to Athletic and Recreation Department clubs.
• Club Administrators: Full Time Staff responsible for overseeing the club portfolio.
• Student Group: Group of students with a mutual interest in a sport, recreation, or physical activity that are seeking club status.
• Club activities: Refer to the sport or physical activity that the club has been sanctioned for, and associated social events, meetings and other gatherings organized by the club.

Jurisdiction / Scope:

• This procedure applies to all Wilfrid Laurier University Athletic and Recreation clubs at the Brantford campus. 

New Club Sanctioning Procedure:

• Student groups that are interesting in forming a club should first book a consultation meeting with the department club administrators to discuss feasibility of the club.
• Students should be prepared to share the type of activity, vision, or purpose for the club, estimated number of students who are interested and considerations for risk management.
• Upon completion of the consultation, the department club administrators will provide recommendations to the students pertaining to the feasibility of the student group becoming an Athletic and Recreation sanctioned club. Considerations include:
  • The activity of the club is in a sport or physical activity
  • The club activity must not duplicate an experience or offering that already exists within Athletics and Recreation
  • Clubs must demonstrate student interest of 10 students. Competitive sport clubs may be exempted but must have significant interest as per the nature of the sport.
  • Appropriate facilities on or off campus must be identified with access to required equipment - the preference is for clubs to practice and compete (when at home) at Laurier Brantford, Board of Education or City of Brantford facilities. Other facilities may be approved at the discretion of the department.
  • Clubs must demonstrate proper fiscal management and the potential to generate revenue to adequately fund the club activity. Revenue generation must not conflict with department fund raising or revenue activity.
  • Adequate competition and qualified coaching (where applicable) should be available for competitive clubs.
• The department club administration will share the following club sanctioning documents with the student group to apply for club status:
  • New Club Constitution
  • New Club Sanctioning Application
  • New Club Budget Application
• Upon reception of club sanctioning documents, club administration will evaluate the documents. Three outcomes of the documents may be:
  • The student group becomes a sanction club and may start planning activities for the academic year.
  • Revisions are required and feedback is provided to the student group.
  • The club is deemed to be not a feasible offering for the up-and-coming academic year.
• If the group becomes a sanctioned club, the club administration will review the Sport Club Manual with the club leadership and allow the club to start planning activities for the academic year.
• If the group does not become a sanctioned club, club administration will provide feedback to the group as to whether revisions can be made or if the club is deemed not feasible.

Clubs may not alter the purpose or intended type of activities (local recreational activities vs travel and/or competition) after sanctioning approval for the school year the club has been approved for.

Important Sanctioning and Preparation Dates

Membership 

The Athletics & Recreation Club membership format is proposed and approved during sanctioning. Clubs may not alter the membership format during the season.

It is the responsibility of the club leadership to ensure the following policies are adhered to.

1. Membership is exclusive to Laurier Waterloo, Brantford and Milton full and part-time students.
2. All members must possess a valid Laurier One Card.
3. Membership requirements must be free from discrimination based on race, sex, religion, sexual orientation, ethnicity and national origin.
4. Each member must be listed on the club’s membership roster, complete athlete registration and pay club fees.

   • Club fees, including membership, equipment and participatory fees, must be defined by the access, product or experience to be provided with an equal fee for all members. A club may have different membership or fee types when a different experience is provided ie: Alternate Player, Competitive vs. Recreational Membership, single term membership. 

   • Fees may not be adjusted for executive members, on basis of athletic ability, to mitigate financial constraints or any other individual reason. 

   • Fees may be paid in installments when agreed upon by student executives and club coordinator. 

5. Laurier Athletics and Recreation recognizes and celebrates the transgender student population among its participants and encourages students to participate in sport clubs based on their expressed gender identity.
6. The department expects clubs to enforce ‘no pay, no play’ and ensure membership fees are collected. The club will be charged the AthRec club fee for each student participating in club activities regardless of whether the student has paid their club membership fee or not.

Athlete Registration 

Athlete Registration includes a variety of forms integrated into one electronic process. 

• Player information 

• Hazing Awareness 

• Sport Club Athlete Conduct* 

• Gendered Violence Awareness* 

• Concussion Awareness 

• COVID-19 Informed Consent 

• Participatory Waiver 

*Competitive club athletes only. 

Ensure you have sufficient time to complete the registration process. 

• The form is time-controlled - you will be permitted to advance to the next page or section only after enough time for you to have read all of the content has passed. 

• The form will save at the end of each section. If you leave the registration process for any reason your progress will be saved 

Communication & Administration 

Email Updates 

Please read and respond to all questions within 24 hours. 

Budget & Finances 

Budget Preparation 

The club budget is the responsibility of the student executives to draft, maintain and ensure is followed throughout the year. The club coordinator will have final approval of budgets at the time of club sanctioning, and support with maintaining and tracking throughout the year.  

All sections of the budget file must be completed during the sanctioning process. A budget is a financial plan based on your best estimate of revenue and expenses for the season.

Requested expense purchases or payments must be included in the budget. Clubs should source equipment from the department supplier (OneTeam) through the club coordinator. Quotes and orders should be made during the spring / summer in order for equipment to arrive by the September. Most equipment takes 8-10 weeks to delivery.

Requests to set up items for members in the Athletics & Recreation shop must be included in the budget with the exact title that will appear for members.

Travel expenses hotels, rental vehicles, bus rental, gas/mileage must be paid through club account – individuals paying expenses and gathering reimbursement for shared expenses directly from players/members is not permitted.

External facility rentals should be requested through Club Coordinator and agreements/contracts must be signed by full-time staff.

Revenue

All income or funds paid into the club budget. This may include: 

• Club membership or player fees 

  • Be sure to consider the Athletics & Recreation fee 
  • May be set up with installments for larger club fees, however this is strongly discouraged

• Uniform and apparel recovery fees 

• Hosted event registration fees 

• Tournament or event fees 

Approved Methods for Accepting Payment: 

1. Athletics & Recreation Online Shop – Secure Login 
   • Most preferred for: 
     • Player/Member registration fees  
     • Player travel/tournament fees  
     • Tryout fees  
     • Event/Tournament registration (paid to the club) - for athletes, members, non-student participants, teams 
2. Cheque – made payable to Wilfrid Laurier University:  
   • WLU or Laurier will be accepted 
   • Club name may be included but is not required 
   • Options for:
     • One-off payments 
     • Team registration payments – particularly from other universities where email transfer is less likely to be an option 
     • Player/member fees where the amount owed varies for each player/member (ie: dance competition fees) - email transfer is most preferred 
     • Fundraising revenue 
3. Cash 
   • Cash is the least preferred method for collection of funds.   
   • Where cash is approved by the Club Coordinator.  
   • Club executive must prepare a change float.  
   • Cash must be securely stored and delivered to the Club Coordinator at the earliest opportunity.  
   • Complete Athletic Club Fundraising Deposit Form 
   • Count and reconcile deposit with Club Coordinator - be sure to remove any float provided at the start of sales  
   • Club executive and Club Coordinator must sign the deposit form.  
   • Seal in an envelope and deposit into appropriate safe  
   • Cash may be an option for:  
     • In-person fundraisers and events with low value item sales (ie: bake sale),    
     • In-person fundraisers and events mid-value item/ticket sales (ie: ultimate disc, t-shirt, tickets) where secure login, email transfer or Moneris terminal are not a viable option. 
4. Moneris Terminal – Credit/Debit Card
   • In-person events or fundraisers that include in-person sales, access to a Moneris terminal for debit or credit card transactions may be an option.  
   • Moneris terminal use may be restricted to Athletics & Recreation facilities or require a full-time staff to be present. 

Expenses

Issuing Payments and Accounts Payable 

Clubs will be required to pay for equipment and supply purchases, facility rentals and other expenses. Where possible, payment should be made by one of the methods of direct payment below.

Where direct payment is not possible, club executives, coaches, players and support staff may be reimbursed for out-of-pocket expenses required for club operation.

Preferred Payment Methods: 

1. Laurier Corporate Credit Card 

2. Invoice for Cheque or EFT 

The club must request a detailed invoice from the business or service provider. 

Laurier Accounts Payable processes all invoices as net 30 days from invoice date unless a specific due date is listed.  

Issuing payment can take 1-2 weeks for cheque or 3-4 days for EFT. 

Business or Sport Association Invoice must include:  

• Official Business Name – if the business has a common name that is different from the registered name the official name may appear in the payment details.  

• HST (business) # or Not-for-profit registration # (for most PSO/NSO)  

• Requested confirmation that leagues and associations that are not registered (business or Not-for-profit) will be approved for payment  

• Contact Name (First and Last Name preferred)  

• Contact email address  

• Contact Phone #  

• Full Mailing Address  

• Detailed description of products or services provided  

• Tax amount, if applicable 

Individual Service Provider, Casual Invoice must include:  

• Full Name of provider  

• Unique invoice number or identifier that will clearly differentiate it from any other invoices submitted by the same person  

• Contact email  

• Contact phone  

• Complete mailing address  

• Details of service provided  

• Dates services provided  

• Instructor/Coach/Service Provider SIN must be on record with Accounts Payable/Payroll. Contractor/casual staff must submit SIN through Laurier Accounts Payable | Secure SIN Submission Form (qualtrics.com) 

3. Payment Authorization 

Part-time coaches and occasional instructors will typically be paid by Payment Authorization 

Information on ‘Club Personelle’ tab under Coaching and Instructional Support Team 

• Full Name 

• Email 

• Cell # 

4. Reimbursement 

Where individuals need to pay for expenses paid out of pocket or are eligible for mileage, the individual or the executive must email the following to the Club Coordinator:  

• Full name of expense claimant  

• Email address of claimant  

• WLU Id of claimant  

• Summary of expenses in body of email  

• Attach all itemized detailed receipts 

5. Gift Cards 

Gift cards may be issued to guest instructors as a thank you or used as prize giveaways  

• Gift card may not be pre-paid credit card format 

• Department must keep a record of all gift cards issued - you need to tell us who it is issued to and what it was for (draw prize, thank you, etc) 

• Gift cards may not be given to contractors, consultants or as compensation for a service.  

• Any person receiving more than $500 (all university departments combined) in one year must be issued a T4. 

6. Laurier and Athletics & Recreation Clubs are not permitted to issue payment by: 

• Cash 

• Email Transfer 

Funding & Fundraising

Funds raised through application for internal or external funding, donations or fundraising should be considered when establishing the clubs annual budget. Funds raised will be allocated to the overall team revenue to be considered when determining member/player fees, equipment or travel fees. 

Where funding and fundraising are estimated in the budget, teams should consider what expenses or other revenue sources may be adjusted if the target amount is not achieved. 

Special Initiatives Funding

• Special initiatives support initiatives that enhance the student experience, create more opportunities for student involvement and increase the accessibility of club programs. 
• The focus of this funding is to enrich the overall experience for all members of the club or team, thereby fostering a more vibrant and inclusive athletic community at Laurier.
• This fund can be used to support new club events or special programs, inviting guest speakers, purchasing on-field club-owned jerseys or equipment, facility rentals, or travel expenses when preferred methods of transportation are being used. 
• This fund is not guaranteed yearly and the amount will vary based on application demand.

• Student representatives applying and participating must be actively registered in the current Laurier term.  
• A student or club applying must currently be affiliated with Laurier Athletics & Recreation, be fully sanctioned, and have been approved through all club executive processes. 
• Activities must not be eligible or supplement academic credit or be required to complete a specific academic program (Ex: Volunteer placement, international placement, thesis work). 

• There is a fixed amount available each year.
• Funding requests are not guaranteed.
• Clubs are expected to engage in fundraising.
• Clubs will be required to submit an accountability report after the initiative that includes photos of the initiative.
• Over the course of the year, non-compliance with department policies and general guidelines outlined in the club manual may negatively impact previously approved funding amounts.

Fundraising

• Consider popular food/product sales fundraisers – Krispy Kreme, Little Caesars, Chicken, Meat, Cookie Dough, Tea, Chocolates. There are many to choose from.
• Financial plan, money collection, product payment, must be approved by the club coordinator.

• Off campus social events with local partners MAY be approved provided:
• Alcohol/cannabis is not promoted as part of or is the primary purpose of the event.
• No promotional commitment beyond the specific event is made the partner.
• Ticket sales are done through approved financial procedures.
• Tournaments, exhibition events or competition can be effective fundraising opportunities.
• Submit request form well in advance to allow ample time for preparation
• Events welcoming public players, other than students from sanctioned post-secondary school clubs, may require additional insurance coverage or external sanctioning
• Events hosted in Athletics & Recreation facilities may incur additional charges for:
  • Event staffing support – mandatory for all events
  • Table/chairs
  • Music and score clock
  • Custodial services for very large events
  • Other additional equipment or staff support
• All sport play must meet the accepted safety standards for the level of play/competition:
  • Equipment, officials, playing surface and preparation, etc

• Must meet safety, supervision and coaching requirements
• Athletes must register and complete informed consent directly with Laurier Athletics & Recreation
• Detailed event plan required 

Donations

Club programs participating in competition may request to have an Adopt-A-Hawk account set up. Through the Adopt-A-Hawk program, Wilfrid Laurier University's Golden Hawks invite alumni, family and friends to play a role in supporting the dreams of our student-athletes by making a generous donation. Donations will help us be more competitive by: 

• Recruiting a golden lineup of next generation Golden Hawks 

• Enhancing coaching resources 

• Securing top-quality equipment 

• Increasing opportunities for advanced off-season training and exhibition play, 

• and inspiring our student-athletes to lead lives of leadership and purpose 

Donors to this program will receive a copy of, and recognition in, the annual Golden Hawk newsletter, and a charitable tax receipt for the full amount of their donation. Donors interested in contributing with a high value gift may wish to be connected with our Laurier Advancement Team. The Club Coordinator can facilitate the connection. 

Sponsorship 

Direct team sponsorship of a club program is not permitted. Please direct any interested sponsors to the Club Coordinator to be connected to the appropriate Athletics & Recreation department or university staff. 

In-kind product donation sponsorship programs may be permitted. Contact the club coordinator for permission. 

Uniforms and Apparel 

Uniform Ordering 

Team uniforms included jerseys, pants, shorts, and other items worn on the playing/competition surface. Discussions on club uniforms must begin at the time of sanctioning. Clubs should plan for 8-12 weeks for delivery of most uniform items.

1. Clubs must indicate the intent to order uniforms at the time of sanctioning
2. Clubs should provide the club coordinator in and email or document with a description of the desired items and the required delivery date. Any information the club may have on previous uniform orders can be very helpful and should be saved in the club folder.
3. The Club coordinator will provide the club with appropriate options or design sites based on the club requirements.
   1. Clubs requiring short delivery will have less options available.
4. Club will select preferred products or provide link to uniform design. Be prepared to include:
   1. Decoration and logo requests – review brand standards and logo use
   2. Number of each item required
5. New uniform designs must be submitted for approval by May 31^st
   1. All uniform designs must meet the jersey / uniform guidelines and be approved by the department.
6. Club coordinator will work with Athletics & Recreation Apparel Coordinator to request quotes.
   1. Quote will be shared with club executive
7. Uniform expense must be included in the budget prior to purchase
   1. Clubs may include a uniform fee or modified player fee (new player fee) to account for individual / personalized uniforms
8. Club executive will confirm order by email and save files to sharepoint folder with:
   1. Size breakdown
   2. Numbering
   3. Custom Decoration – names (if applicable)

6. Clubs planning to order uniforms after team selection to allow for customization (names and/or preferred numbers) MUST submit uniform product selection and design by May 31st leaving only the final size breakdown/customization submission.

Apparel 

• Club apparel will ONLY be ordered through Online Shops that are facilitated by OneTeam.
• Links to the online shops will be provided by the Clubs Coordinator multiple times throughout the school year to accommodate for varied club schedules.
• Online shops will not cater to the specific schedules of an individual club.
• Online shops typically take 9-11 weeks to deliver from the date they close.

Decoration 

• Laurier Athletics & Recreation Brand Standards must be applied to all uniform, apparel and equipment decoration.
  • Clubs will be permitted to use official Laurier Athletics & Recreation branding
  • NOTE: Golden Hawk crest is a restricted logo, permitted for use by One Team exclusively other suppliers WILL NOT be given permission to use it
• Brand standards are available for reference.
• All colours, designs and decoration must be approved by the club coordinator
• Clubs are strongly encouraged to use only official Golden Hawk logos. Club wishing to use any unique logos must gain approval from the Club Coordinator with department consultation
  • No alterations to the Golden Hawk will be permitted

Coaches 

Hiring 

1. Club executive identifies need for coach/instructor to the Club Coordinator.
2. Club Coach/Instructor posting is created with agreed upon criteria.
3. Club executive publicly posts coaching job position.
4. Club executive actively recruits potential candidates
5. Club Coordinator and executive review candidates including interviews as required.
6. Club executive provides feedback on candidates along with preferred candidate(s)
7. Club Coordinator confirms successful candidate and extends official offer

Compensation 

• Coach/instructor compensation must be included in the club budget file prior to any agreements being offered or payments issued
• Budget must be prepared and approved by student club executive.
• Payments should be issued at the end of the season or in 2-3 installments over the season as services are rendered.
• Player coaches should not be offered compensation in excess of expenses incurred.

Certification & Training 

• Meet, at minimum, the certification level required for similar level of competition or instruction within the Provincial or National sport organization
• Safe sport or equivalent certification
• Rowan’s Law and concussion awareness

Onboarding 

• Coaches/instructors must sign an agreement each year prior any club activities.
• Coaches agreement will include:
  • Hazing Agreement
  • Concussion Awareness & Rowan’s Law
  • COVID-19 Awareness and Consent
  • Participation Waiver and Informed Consent

Role/Responsibilities 

COACHES HAVE A RESPONSIBILITY TO: 

• Treat everyone fairly within the context of their activity, regardless of gender, place of origin, colour, sexual orientation, religion, political belief or economic status.
• Direct comments or criticism at the performance rather than the athlete.
• Consistently display high personal standards and project a favourable image of their sport and of coaching.
  • Refrain from public criticism of fellow coaches; especially when speaking to the media or recruiting athletes.
  • Abstain from the use of tobacco products while in the presence of her/his athletes and discourage their use by athletes.
  • Abstain from drinking alcoholic beverages when working with athletes.
  • Discourage the use of alcohol in conjunction with athletic events or victory celebrations at the playing site.
  • Refrain from the use of profane, insulting, harassing or otherwise offensive language in the conduct of his/her duties.
• Ensure that the activity being undertaken is suitable for the age, experience, ability and fitness level of the athletes and educate athletes as to their responsibilities in contributing to a safe environment
• Communicate and co-operate with registered medical practitioners in the diagnoses, treatment and management of their athletes' medical and psychological problems. Consider the athletes' future health and well-being as foremost when making decisions regarding an injured athletes' ability to continue playing or training.
• Recognize and accept when to refer athletes to other coaches or sport specialists. Allow athletes' goals to take precedence over their own.
• Regularly seek ways of increasing professional development and self-awareness.
• Treat opponents and officials with due respect, both in victory and defeat and encourage athletes to act accordingly. Actively encourage athletes to uphold the rules of their sport and the spirit of such rules.
• In the case of minors, communicate and co-operate with the athlete's parents or legal guardians, involving them in management decisions pertaining to their child's development.
• In an educational institution, be aware of the academic pressures placed on student-athletes and conduct practices and games in a manner so as to allow academic success.

COACHES MUST: 

• Ensure the safety of the athletes with whom they work.
• At no time become intimately and/ or sexually involved with their athletes. This includes requests for sexual favours or threat of reprisal for the rejection of such requests.
• Respect athlete's dignity; verbal or physical behaviours that constitute harassment or abuse are unacceptable (definition of harassment is attached).
• Never advocate or condone the use of drugs or other banned performance enhancing substances.
• Never provide under age athletes with alcohol, drugs or illegal items/substances.

Facilities and Events

• All facility bookings (on and off campus) are subject to both facility availability and approval by the Club Coordinator
• Both on and off campus facility bookings may be cancelled at any time by the club coordinator if clubs fail to maintain accountability to the guidance set out in the club handbook.
• Clubs must budget for off-campus facility rentals or staffing costs associated with an on-campus facility
• Clubs must submit an event plan for approval for all hosted games, tournaments and events. Event plans drafts should be submitted 2 weeks prior to the event and then finalized 7-days prior to the event.

On Campus Facility Booking 

• Must be requested during club sanctioning and following these steps:
  • Discussed at Sanctioning & Transition meeting
  • Booking requests must be submitted via email by date set out by Club Coordinator
  • Space allocation for clubs is reviewed and approved by the club coordinator
  • Booking request is submitted by the club coordinator in spring / summer as part of the department facility booking process
    • Clubs will only be approved for ONE on-campus event that involves non-Laurier participants during club sanctioning.
• Regular season games that are the requirement of an organized league are not considered on-campus events. Requests received after department facility booking submission/approval timelines:
  • Booking request initiated by submission of the Club Activity/Event Request form.

Parking on Campus 

Travel 

• Buses can be difficult to secure on busy weekends.
• Hotels near large annual events can book up months in advance
  • Consider size of event your club is attending
  • Consider other events occurring the same weekend (local homecoming)
• Hotel rooms, buses and rental cars can be reserved in the spring and adjusted as required closer to the event date.
• All buses, rental cars, hotel rooms, etc., MUST be booked through Club Coordinator

Bus 

• Club must update travel itinerary - may be proposed/draft based on availability of schedules
• Bus quote will be provided on request
  • Bus driver hotel room is required for overnight bus trips (not included in quote)
• Bus capacity
  • Coach Bus – 54 passengers
    • Under bus storage included
  • School Bus – 48 Passengers
    • Most do not have under bus storage
    • Bags and equipment may not left in the bus aisle – consider leaving 4-8 seats empty to accommodate overnight and/or equipment bags
• Complete passenger list including First and last name and emergency contact must be completed 48 hours prior to departure

Rental Vehicle 

• Driver’s full name
• Driver’s Age – Must be 21 years or older, if over 25 years of age please indicate 25+
• Drivers Cell Number
• Driver must hold valid G/G2 driver’s license or equivalent out of province/country license approved for use in Ontario
  • Driver will be required to be present and show driver's license when vehicle is picked up.

• Vehicle Type
  • Minivans are often in high demand – book early if you are hoping to secure a higher capacity vehicle
  • Cost varies
• Vehicle pick up
  • Date
  • Time
  • location
• Vehicle drop off location
  • Date
  • Time
  • Location
• Type of Rental Location
  • Laurier & Athletics and Recreation have a contract with Enterprise Rent-a-Car
  • Alternate location may be requested if driver will not be in Brantford
  • Check Car Rental with Great Rates & Service | Enterprise Rent-A-Car for locations and hours
    • Pick up must be within location hours
    • Drop off may be made after hours however, club will be charged as if it is returned when the location next opens.          

Personal Vehicle Use & Carpooling 

• Use of personal vehicles is requested in advance as part of the Club Activity/Event request form submission and approval process
• Travel is 150km or less, one-way.
• Mileage reimbursement must be made available to all drivers (current rate: $0.68/km) and clubs are responsible for budgeting for this expenditure
• Driver holds a valid G or G2 licence, or equivalent approved out of province licence
• Vehicles are in good operating condition.
• Driver & Vehicle Authorization form is submitted for every driver and vehicle
• If the driver is not the vehicle owner, they must have explicit permission from the vehicle owner to use it to transport club members. Permission must be granted for each trip.

Driver and Vehicle Authorization 

• It is recommended that only the vehicle owner or driver who secured access to the loaned vehicle drive.
• When a second driver is required, the driver must complete the Driver and Vehicle Authorization form indicating that they will be driving a vehicle provided by another club member in the vehicle information section.

Team Travel Sign Out 

Overnight Accommodation 

• Number of rooms required
• Preferred hotels or location – event location will be included in request
• Any special requests or needs

• Teams and clubs must stay in hotel style accommodations
• Rental houses, airbnb, verbo, etc will not be permitted
• Limiting capacity to one athlete per hotel room bed is highly recommended
  • Clubs requesting accommodation arrangements with more than one athlete per bed must submit proposed arrangement for review by the club coordinator prior to booking rooms.
  • Clubs will not be permitted to exceed the regular sleeping capacity of the accommodation
  • Additional air mattresses on the floor or hotel cots are not approved
  • For example: 2 double bed hotel room – recommend 2 people, up to 4 will be approved
• Clubs may not stay, as a group, in personal lodging while traveling for club purposes (ie: all athletes staying at the home of an athlete’s family near the event location)
  • Athletes may opt to stay at their own home while competing at a nearby location provided they complete Sport Club – Team Travel Sign Out

Social Media and Club Promotions 

Social Media 

• New social media accounts must be approved by the Clubs Coordinator and attached the official club email address
• Social media passwords must be updated annually and share with the Recreation Communications coordinator.

REMEMBER: 

Do not post content that is: 

• Hostile, threatening, abusive, contains commercial solicitations, is erroneous/ libelous, sexist, racist, homophobic or is for any reason deemed to be not in the university’s best interest.
• Never post confidential or proprietary information about Laurier (or its students, faculty, staff or alumni).
• Never comment on legal matters related to the university.
• Information related to areas handled by university administration such as labour negotiations, university policies, real estate, budgets, and issues that may appear in the news.
• Opinions on political matters as the university takes a non-partisan stance.
• Laurier is also business neutral and does not endorse or support any one business or corporation, excluding formal university partnerships.

What if there is a crisis or an emergency? 

Top tips and tricks for a successful social media account 

• Measure twice, cut once
• All information you post must be true and accurate.
• Mistakes do happen! If you make a mistake, simply acknowledge it, correct it as quickly as possible and let people know it has been corrected.
• It’s always important, but because we are representing an educational institution, it’s essential: spell check and grammar check everything before posting.
• As part of your social media strategy, assign a site administrator to post to your site and monitor your site on a regular basis; include the monitoring of specific words, hashtags and direct messages.
• Check your sites at least once a day to see new posts and to ensure you’re responding to requests in a timely manner.
• Respond to any questions you receive as quickly as possible – within 24 hours whenever possible.
• We also recommend using “we” instead of “I” in your reply as you are responding on behalf of the institution.
• Photos and videos are a vital part of a successful, engaging social media post.
  • With photos, however, comes responsibility. If photos, videos or images are posted without obtaining the proper consent, it places Wilfrid Laurier University in a position of liability.
  • Before posting a photo, please obtain consent from all people appearing in the photo to use it on social media.
• If you are sharing a photo that someone else has posted on Instagram, please obtain permission from them to share the photo, and confirmation that they had permission to post the photo in the first place.
• If you are sharing a photo posted by another Laurier social media site, be courteous and give the department a photo credit! If someone asks you to remove a photo of themselves from your site, please remove it immediately.

Laurier Athletics & Recreation Website 

• Review content regularly 

• Send updates to the Club Coordinator 

• Send photos to Club Coordinator

• Submit a request for a feature story, event coverage or promo request through Club Coordinator

Athletics & Recreation Photos and Media Content

• Photographs
  • Photos of club athletes taken during a marketing photo shoot or as part of live coverage of club activities will be made available for clubs to access 
  • Guidelines for use and sharing of photos:
    • Always credit and tag the photographer if provided.
    • Photos may be used only for Laurier Brantford Club Promotion
      • Club social media and marketing materials
      • Athletes may have access to the photos they are in to share on personal accounts.
      • Photos may NEVER be used for business or promotional purposes that are not related to Laurier Brantford Athletics & Recreation.
    • Photos will typically not be cropped or edited. Please be sure images are cropped or edited as needed to remove any backdrops, centre athletes etc.
    • Please reach out the Recreation Marketing and Engagement team if you have any questions.