MCGILL ATHLETICS & RECREATION COMPETITIVE SPORT CLUBS OPERATIONAL GUIDELINES 2019-2020 - AMAZON S3
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McGill Athletics & Recreation
Competitive Sport Clubs
Operational Guidelines
2019-2020TABLE OF CONTENTS
1. INTRODUCTION
1.1 Program Overview
1.2 Definition of a Competitive Sport Club
1.3 Code of Conduct
1.4 Hazing Policy
1.5 Services provided by the McGill Recreation Office
1.6 Key Contacts
2. CLUB RESPONSIBILITIES AND REQUIREMENTS
2.1 Constitution and Operational Guidelines
2.2 Executive
2.3 Procedure to gain Competitive Sport Club Status
2.4 Fees
2.5 Annual Renewal
3. PARTICIPANT REGISTRATION
3.1 Minimum requirements
3.2 Registration through McGill Athletics & Recreation online portal
4. FINANCES
4.1 Internal Operational Accounts (FOAPALS)
4.2 External Bank Accounts
4.3 Budgets
4.4 Purchasing Procedures
4.5 Expense Reports & Reimbursement
5. FACILITY USE
5.1 McGill Facility Reservation Procedures
5.2 McGill Facility Reservation fees
5.3 Off-Campus Reservation Procedures
6. TRAVEL
6.1 Travel guidelines
6.2 Travel Itinerary and Request form
6.3 Hotel Reservation Procedures
6.4 Van Reservation Procedures
6.5 Bus Reservation Procedures
6.6 Supplemental Travel Insurance7. COACHING/SUPERVISION
7.1 Expectations of the instructor/group leader
7.2 Minimum requirements to be an instructor
7.3 Letter of employment
7.4 Payroll procedures
8. RISK MANAGEMENT
8.1 First Aid/CPR requirements
8.2 Equipment
8.3 Proof of Liability Insurance
8.4 Health Insurance
9. ATHLETICS & RECREATION CORPORATE PARNTERS
9.1 Overview
9.2 Corporate Partner – Adidas
10. ATHLETICS & RECREATION LOGO
10.1 Terms of Use
10.2 Uniform / Clothing Policy
11. SANCTIONS
11.1 Sanction Table
12. ADDITIONAL SERVICES
12.1 Mailboxes
12.2 Athletics & Recreation website
12.3 Social Media
13. YEARLY CALENDAR1. INTRODUCTION
1.1 Program Overview
• The Competitive Sports Club (CSC) Program offered by McGill Athletics and
Recreation features 13 sports, and over 300 participants. These student-led
sport teams compete in non-U Sport/RSEQ/OUA level competition within the
province, across Canada and the United States.
• Following a "pay to play" type model, each sport club determines its fee
structure based on annual expenses related to competition fees, facility or venue
rental costs, as well as travel, apparel, equipment, and coaching related
expenses. As a recognized Competitive Sports Club, the group is given the
designation as official representatives of the McGill University for their
respective sports.
• Executives are responsible for all aspects of sport management including: policy
and procedure compliance, governing body relationships, team coordination,
practice/training programs, budgeting and finances, sponsorship (pending
Athletics & Recreation approval), risk management, travel safety and insurance,
as well as promotions and recruitment.
1.2 Definition of a Competitive Sport Club
• A Competitive Sport Club is a group of individuals in the McGill University
community, organized for the purpose of competition in a particular sport.
• The group may compete in external leagues and tournaments and will consist of
an approved group of McGill students and Sport Complex members who have
come to participate in an athletic activity not otherwise offered by McGill
Athletics and Recreation.
• Competitive Clubs may NOT hold dual membership with the Student Society of
McGill University (SSMU). They must choose which organization is the best fit.
• Although Sports Club may participate against other post-secondary institutions,
they may not compete in officially sanctioned RSEQ, OUA, or U SPORT leagues,
nor in any of their championships.
NOTE: Applications for new clubs in sports that the RSEQ, OUA, and/or U Sports
host competitions will not be considered at this time.
1.3 Code of Conduct
• Competitive Sport Club participants, coaches, executive and administrators are
responsible for abiding by all McGill Policies relating to conduct established by the
University. Team members and coaches are representatives and ambassadors ofthe University and are expected to conduct themselves appropriately at all times.
Inappropriate conduct reflects poorly on McGill Athletics and Recreation as well as
the University at large and will be addressed in a serious manner.
• Competitive Sport Club athletes will conduct themselves in such a manner as to
represent their team and the University with integrity and pride both on and off
campus.
• Competitive Sport Club participants are expected to adhere to all University
regulations and provincial and federal laws relating to hazing and to the use of
alcohol and illegal drugs.
• Competitive Sport Club participants are expected to participate in their sport free
and clear of all banned substances.
• Competitive Sport Club participants are expected to treat their teammates,
coaches, staff, officials and opponents and hosts with dignity and respect without
prejudice.
• Competitive Sport Club participants must abide by the policies and procedures of
Athletics & Recreation.
• The consumption of alcohol during an official club event is not permitted. The
respective club executive committee is responsible for the image and conduct of
their teams.
• Any violation of the above regulations will be dealt with in the strictest manner
possible, and may result in the team members, executive committee, and/or the
Sport Club losing their status with McGill Athletics & Recreation.
1.4 Hazing Policy
• Hazing is defined as any activity expected of anyone as an explicit or implicit
condition of initiation or entry to, affiliation with, or continuing association or
membership with a group or organization that humiliates, degrades, abuses,
threatens or endangers another regardless of the person’s willingness to take
part.
• McGill Athletics and Recreation encourages team building activities however,
we expressly forbid any initiation program that involves any alcoholic
consumption by participants. Initiation ceremonies, which alter an individual’s
appearance are forbidden. Initiation ceremonies are not to be degrading, or
violate the ‘rights’ of a participant.
• Hazing of any kind will not be tolerated and will result in the immediate
suspension of the club from the Competitive Sport Club program. Depending on
the situation, offending individuals may be subject to further disciplinary action.1.5 Services provided by the McGill Recreation Office
The McGill Recreation Office acts in an advisory capacity to provide administrative
assistance and ensure that clubs are compliant with all McGill University policies.
This includes the following:
• Provide administrative assistance when possible to club executives
• Approving all club budget submissions and expenditures
• Verify that clubs and their participants respect all aspects of the Competitive
Sports Club Operational Guideline.
• Book facilities for all club related activities - Confirmations to be communicated
by the end of August
• Provide Client Services representatives with information needed for registration
of participants
• Set-up the on-line portal for participant registration based on player fees as per
the team budget
• Provide participant registration lists to club executives upon request
• Issue letters of employment to coaches and instructors, whether the positions
are paid or volunteer
• Process payroll submissions
• Oversee club finances
• Purchase equipment and all club related materials
• Provide travel reservation assistance when possible
• Provide assistance with all Adidas clothing orders
Athletics and Recreation do NOT provide the following services to Competitive
Sports Clubs:
• Funding
• Player eligibility checks required by U Sports, RSEQ and OUA.
• Pre-season medical assessments
• Academic accommodation eg. request exam deferrals
1.6 Key Contacts
Perry Karnofsky, Manager McGill Recreation (514) 398-7000 x01639
Athletics and Recreation – Front Desk Security (514) 398‐2341
Sports Medicine Clinic (514) 398‐7007
Walk Safe (514) 398‐2498
Equipment Room (Sports Centre) (514) 398-7009
Arena, Groundsmen (514) 398-7015
Molson Stadium Office (514) 398-70142. CLUB REQUIREMENTS AND RESPONSIBILITIES
2.1 Constitution and Operational Guidelines
• All Competitive Sport Clubs must provide an approved constitution that defines
the clubs intent, organization, and administration. This should include:
a) Official name of sports club
b) Intent and purpose
c) Organizational structure (Executive) and contact information
d) Annual budget
e) Proposed annual schedule of events
2.2 Executive
• Each CSC must elect or appoint an executive of at least three members all of whom
are full-time McGill Students or Sports Complex Members. The positions should
include a club president, vice president, and financial officer.
• The executive members are responsible for the operation and supervision of the
club and responsible to communicate/liaise with the McGill Recreation Office
regarding all club activities
2.3 Procedure to Gain Club Status
• Individuals interested in starting a CSC at McGill University must first meet with
the Manager, McGill Recreation. The following must be included with a request
to gain Club status:
a) Letter of Application to the Manager, McGill Recreation
b) List of interested students-athletes with student numbers (including contact
information, ID’s #)
c) Proposed operating budget (including sources of revenue)
d) Constitution (including information as per Article 2.1)
e) Facility request form
• Status approval will be dependent upon:
a) The degree of student participation, leadership, and interest in the proposed
activity
b) Availability of the sport club’s financial resources and potential to generate
the necessary revenue to operate
c) Availability of qualified/certified coachesd) Availability of facilities, equipment, and resources to accommodate the
needs of the proposed activity
e) Availability of adequate competition
• McGill Athletics and Recreation reserves the right to refuse recognition of any
Sport Club requiring extensive funding or resources, any activity involving high
risk or high liability factors, or any CSC that does not represent McGill University
according to the regulations outlined in the Competitive Sport Clubs Manual.
• Varsity Teams who are looking to develop a junior-varsity program are NOT
eligible to become competitive sport clubs.
2.4 Fees
• The respective CSC executive committee determines membership registration
fees. Fees are determined based on travel/competition schedule, facility time,
coaching expenses, etc.
• When deposited in the club’s internal account, the monies collected become the
property of McGill Athletics and Recreation. This money is a primary source of
funding for the planned activities and commitments of the club.
• Collecting membership dues is the responsibility of the club, through the McGill
Recreation office.
2.5 Annual Renewal
• The status of every Sport Club is reviewed at the end of the winter term. CSCs
are not guaranteed automatic renewal for the following season. In order to
retain club status, the following criteria must be met:
o There is significant (minimum 12 students) interest in the sport
o There is an executive team in place for the following year
o The club operated in an efficient and responsible manner during the
previous season.
o The Club has a healthy financial balance at the fiscal year end (April 30) in
order to begin next season
o All renewal forms are to be submitted by the April 30 deadline to the
Manager, McGill Recreation
IMPORTANT
• Failure to produce the necessary renewal forms by the above deadline will result
in consideration for status to be reviewed only after September 15th of the new
competitive season, and may result in the loss of affiliation with McGill Athletics
and Recreation.3. PARTICIPANT REGISTRATION
3.1 Minimum Requirements
• Full-time McGill student
• Part-time McGill student who has paid the Athletics & Recreation fee as part of
their school fees.
• McGill alumni or staff who have purchased a Sports Complex membership for
the duration of the season
• Community members who have a valid Sports Complex membership for the
duration of the season.
3.2 Registration through McGill Athletics & Recreation On-Line portal
In order to track who is participating, all athletes must register through the McGill
Athletics and Recreation on-line portal.
The McGill Recreation office will prepare the back-end of the payment system in
early August so that the on-line registration is ready by September 1. Membership
dues fees are determined by the respective CSC executive as outlined in the budget
submitted with the year-end report.
Payment can be made on-line with a credit card, or in-person at the Client Services
Office (g20c) in the McGill Sports Complex. Participation in the Competitive Sport
Club program is prohibited without registration.
Fees will be deposited into the CSC’s internal McGill account. Club leaders will be
provided a list of confirmed registrants upon request.
Every Competitive Sport Club webpage on the Athletics & Recreation website has a
“Register” button. Please follow directions below…
o www.mcgillathletics.ca – click on “Recreation”
o On the Recreation home page, click on the “Sport Clubs” icon
o Click on the desired sport
o Click on the red “Register” button and login with McGill credentials
o Click on the “Memberships/Courses” icon
o Click on the “Sport Clubs” icon
o Click on the red “View Programs” button
o Select desired program, add to cart and proceed to check out4. CLUB FINANCES
4.1 Internal Operational Accounts (FOAPAL)
• Competitive Sports Clubs are self-funded.
• Approved Competitive Sport Clubs are assigned a McGill internal account
(FOAPAL). Funds deposited into the internal account become the property of
McGill University.
• Competitive Sport Clubs must abide by all McGill University regulations regarding
appropriate use of funds and purchasing guidelines
• All revenues (participant fees and donations) collected in the name of McGill
University must be deposited in the internal account.
• All expenses (equipment, travel, coaching, etc.) must be paid from the internal
account
• Monthly statement of accounts are available upon request.
4.2 External Bank Accounts
• Competitive Sport Clubs are permitted to open and operate off-campus bank
accounts. These accounts must however be affiliated with Athletics and
Recreation in so far as the Recreation office is aware of their existence, as well as
written approval being obtained from the office, should the bank require it.
• These accounts are to be used for minor/petty cash type expenses under
$100.00. All major purchases along with the participant registration fees must be
processed through the McGill internal account
• All CSCs harboring an account, or wishing to create one, must have their monthly
bank statements mailed to the McGill Sports Complex at 475 Avenue des Pins
Ouest, Montreal, Quebec, H2W 1S4. Upon receipt of the bank statement, the
McGill Recreation Office will make a copy for their records - the original will be
returned to the club in the designated mailbox.
4.3 Budgets
• Each CSC must produce an annual budget as part of its application / renewal
request at the end of the year.
• A budget template is located on the Sport Clubs Forms section of the Athletics
and Recreation website.
• The McGill Recreation office will review the proposed budget and discuss with
the club executive at the year-end meeting.4.4 Purchasing Procedures
• All purchases made on behalf of the club must be approved by the McGill
Recreation office prior to confirmation
• No person/club has the authority to use the McGill name in order to make a
purchase with an outside supplier. Only the Manager, McGill Recreation may do
so on behalf of the University
• Purchase and Ordering procedures:
1. The CSC should contact the supplier to obtain an official quote for
the purchase.
2. An official written quote must be sent to
perry.karnofsky@mcgill.ca. Once determined that sufficient funds
exist in the club’s internal McGill account, the McGill Recreation
office will contact the supplier to confirm approval and arrange
for purchase and payment.
3. The McGill Recreation office will pay the invoice either by McGill
corporate credit card or through a Purchase Order number (PO)
which will result in McGill Accounting sending a cheque to the
supplier on the CSC’s behalf
4. Funds will be withdrawn from the respective Competitive Sports
Club’s internal McGill FOAPAL.
4.5 Expense Reports & Reimbursement
• With advance approval, individuals are allowed to make purchases on behalf of
the club and be reimbursed from the internal account. However, not only must
be sufficient funds available, but the club executive must pre-approve the
purchase.
• The following documentation is required in order to be reimbursed:
a) Claimant must complete the Competitive Sports Clubs – Expense
Reimbursement Form
b) Original PAID invoices, photocopies are not acceptable
c) Proof of payment: debit/credit card receipt, credit card statement, bank
account statement indicating cheque number, money order number, bank
institution
d) The name of the person indicated on invoice should be the claimant
requesting the funds.
e) Expense summary of charges , who they were applied for or to, the affiliation
of the person submitting the receipts, confirmation that they were
reimbursed for the amount on the receipt from what account
f) Signed and dated all paperwork. Approval, signature amount of
reimbursement and account must be indicated prior to submitting claims.5. FACILITY USE
5.1 McGill Facility - Reservation Procedures
• Competitive Sport Clubs may, based on availability, reserve McGill Athletics &
Recreation facilities for practices, competitions, fundraising, or social events.
• CSCs must complete the Competitive Sports Club – Facility Request Form.
(September - May) no later than April 30 for the following season.
• All attempts will be made to provide each club with a minimum of two practices
a week.
• Priority will be given to clubs in order of submission received.
• All reservations are subject to a $10.00 booking fee / reservation
• CSCs must ensure that there are adequate funds available in their respective
McGill internal FOAPAL. Reservations will not be confirmed until sufficient funds
are available to cover the cost.
• McGill Athletics & Recreation operates on the following order of priority for all
facility reservations:
o Faculty Education – Kinesiology and Physical Education courses
o Varsity competitions
o Varsity practices (in season)
o Fitness & Recreation courses
o Intramural Program
o Drop-In Recreation
o Competitive Sports Clubs
o Varsity practices (out of season)
o SSMU Clubs
o External rental groups
• CSCs will be notified by mid-August of facility confirmations, or be presented
with alternative days/times.
5.2 McGill Facility - Reservation Fees
• All reservations are subject to a $10.00 booking fee / reservation
• Funds will be withdrawn from the club’s internal FOAPAL at the end of each
semester
• CSCs wishing to cancel a reservation must notify perry.karnofsky@mcgill.ca – 48
hours in advance in order to remove the booking from the schedule and give
another group an opportunity to use the facility
• CSCs not attending a reservation without cancellation notice will still be subject
to the $10.00 booking fee5.3 Off-Campus – Reservation Procedures
• All off-campus facility reservations must be approved by the McGill Recreation
office prior to confirmation
• No person/club has the authority to use the McGill name in order to make a
reservation with an external facility. Only the Manager, McGill Recreation may
do so on behalf of the University
• Procedures to follow:
o CSCs should contact the off-campus facility to obtain an official
quote for the dates/times they are looking to reserve
o The quote for rental fees must be sent to
perry.karnofsky@mcgill.ca. Once determined that sufficient funds
exist in the CSC’s internal McGill account, the McGill Recreation
office will contact the service provider to confirm approval and
arrange for payment.
o The McGill Recreation office will pay the invoice either by McGill
corporate credit card or through a Purchase Order number (PO)
which will result in McGill Accounting sending a cheque to the
facility on the CSC’s behalf
o The funds will be withdrawn from the respective Competitive
Sports Club’s internal McGill FOAPAL.
6. TRAVEL
6.1 Travel Guidelines
• While competing under the McGill banner, you are expected to conduct
yourselves in a manner appropriate to representatives of McGill University.
• Any Sport Club may request the assistance of Athletics & Recreation in making
transportation arrangements.
• The travel policy is in place for all Competitive Sport Clubs and is applicable for
travel outside a 75 km range.
• If teams have the required funds in their account by an agreed upon date,
Athletics and Recreation will allow the bus company to invoice McGill directly.
6.2 Travel Itinerary and Roster Form
• All teams, regardless of mode of transportation, must complete the Travel
Itinerary and Roster Form found on the Sport Club Forms page, a minimum of
one (1) week prior to departure.• If booking assistance is required (ie. Bus, Hotel, etc.), this form must be
completed a minimum of four weeks in advance of the competition.
6.3 Hotel Reservation Procedures
• Individuals may reserve and pay for hotel rooms on their own. The individual
making the payment may be reimbursed from the internal account, if conditions
in Article 4.4 have been met.
• If no one on the team wants to carry a balance on their credit card, Athletics and
Recreation can make the payment on behalf of the team.
• Someone from the team must make the reservation with the hotel, then forward
the confirmation number along with the total to perry.karnofsky@mcgill.ca
• Provided there are sufficient funds available in the internal account, Athletics &
Recreation will make the payment on behalf of the club and internally transfer
the funds from the club’s internal account.
• If payment assistance is required, we ask to have the information four weeks in
advance, along with a list of rooming assignments.
6.4 Van Reservation Procedures
• For a team complement of 6 or less, the only acceptable means of transportation
is by 7 passenger van or hired coach bus.
• Individuals must reserve and pay for a van reservation on their own. The
individual making the payment may be reimbursed from the internal account, if
conditions in Article 4.4 have been met.
• Van reservations must be made by an individual and not under the McGill name.
• Clubs travelling by rented van must purchase supplemental vehicle insurance
• Individuals who compete may not drive the vehicle on the way home on the
same day as their competition.
6.5 Bus Reservation Procedures
• Clubs wanting to travel via 48-passenger bus must make the request a minimum
of four weeks in advance. In light of the high volume of requests, suggested to
send the request 6-8 weeks prior.
• The request must be sent by email to perry.karnofsky@mcgill.ca with the
following information:
o Number of passengers
o Departure date
o Departure timeo Complete destination address and phone number
o Expected departure date from the destination
o Expected departure time from the destination
o Expected time of return
• All bus departures will leave from the front of the Sports Complex at 475 Pine
Avenue West
• Athletics and Recreation will respond with a quote for the service. Please note
that for an overnight stay, the club must pay for a room for the driver.
• Provided there are ample funds to cover the cost and once the club agrees to the
price, Athletics and Recreation will reserve the bus and withdraw the funds from
the club’s internal account.
• The Travel Itinerary and Roster must still be submitted prior to departure.
6.6 Supplement Travel Insurance
• For CSCs who travel for competition, it is highly recommend that participants
verify with their insurance provider that they have adequate accidental/medical
and liability insurance for out of province and out of country travel.
7. COACHING/SUPERVISION
It is the Sport Club’s responsibility to secure the services of an instructor or coach for
their team or club members should they choose to have this type of leadership. While
the selection of instructors and coaches is the responsibility of the sport club, the
individual is subject to approval by the McGill Recreation office.
7.1 Expectations of the Coach
• Sport Clubs may employ the services of an Instructor/Coach to provide
instruction to its membership.
• In addition to guiding the club participants, the instructor is responsible for
ensuring and promoting sportsmanship, fair play, and upholding the values of
McGill Athletics and Recreation
• Instructors/coaches must be approved by the McGill Recreational office, and
apprised of the goals and objectives the Competitive Sport Club Program as well
as McGill policies and procedures.7.2 Minimum Requirements
• In order to lead a club, instructors must have a minimum Level 1 certification
through Coaching Canada (coach.ca) or be certified by their sport governing
body.
• A copy of the individual’s certification must be submitted to the McGill
Recreation office prior to the start of the season.
• Completed criminal record check must be completed prior to the start of the
season. McGill Athletics and Recreation uses the services of Mybackcheck.com –
it is an on-line platform that typically provides a result with 48 hours. Cost is
$29.00 – to be paid by the coach or club
7.3 Letter of Employment
• All instructors will be issued a letter of employment from McGill Athletics &
Recreation outlining the terms of their employment.
• Instructors working on a volunteer basis will also have to sign a letter of
employment.
• Instructors and/or coaches not affiliated with McGill University must arrange for
a facility pass and will be able to use the facilities only during the regularly
scheduled sport club activities.
7.4 Payroll Procedures
• Instructors and/or coaches are required to submit bi-weekly time sheets to the
McGill Recreation office.
• Payment for casual/part-time employees at McGill is on a 2-week cycle.
• The work period runs from Sunday to Saturday. At the conclusion of the 2-week
period, coaches must submit their timesheets to perry.karnofsky@mcgill.ca by
Monday noon following the end of the work period.
• It then takes McGill ten days to process a cheque and direct deposit into the
employee’s account
• Ad-hoc requests for payment to a coach at the conclusion of the season will not
be honored.8. RISK MANAGEMENT
Risk management is the process that includes identification, assessment, and planning
to reduce the likelihood of exposure to both expected and unexpected dangers.
*EACH INDIVIDUAL PARTICIPATING IN A COMPETITIVE SPORT CLUB ACTIVITY ASSUMES
RESPONSIBILTY FOR HIS/HER OWN HEALTH. McGill Athletics and Recreation does NOT
accept any responsibility for injury sustained while participating in the Competitive
Sports Club program.
8.1 First Aid / CPR requirements
• Safety during all CSC activities should be emphasized by the Executive at all times
• Every practice or event must have someone who is First Aid/CPR certified
8.2 Equipment
• Executive members should inspect fields and facilities prior to activity and report
any problems to the facilities manager or front desk security
• Participants MUST wear proper dress and protective equipment for their activity
as decided by the executive and the McGill Recreation Office. If the member
chooses not to comply, they do so at their own risk
8.3 Proof of Liability Insurance
• When renting a facility off-campus, proof of liability insurance certificates are
often requested on the part of the facility. Please forward all requests to
perry.karnofsky@mcgill.ca.
8.4 Health Insurance
• Proof of health insurance coverage (annually) is required. Participants must have
one or more of the following, covering the duration of the season and/or club
activities.
o SSMU
o MACES
o PGSS
o Blue Cross
o Private Coverage9. ATHLETICS & RECREATION CORPORATE PARTNERS
9.1 Overview
• McGill Athletics and Recreation has several partnership agreements in place with
various local / provincial / national level suppliers. All CSCs are included in the
various agreements and are subject to the terms of the particular partnership
agreement.
• All efforts must be made to use the services of the already established corporate
sponsor. However, in the event that services cannot be provided, clubs have the
available to seek arrangements with other sources.
• Solicitation of sponsors must be channeled through the Marketing & Sales Office,
Jeremiah Gordon - jeremiah.gordon@mcgill.ca.
9.2 Corporate Partner – Adidas
• McGill Athletics and Recreation has an exclusive clothing agreement with Adidas
• CSCs are able to purchase Adidas clothing at cost price + 5%.
• Shipping charges will be added to the invoice
• Clothing Order procedures:
o An Adidas catalogue (.pdf) along with an Excel (.xls) order form are
available on the Sport Club Forms page under “In-Season Forms”
o Most of the popular items are already listed on the excel form, however
teams may add additional items. Be sure to include the item code and the
desired breakdown of sizes.
o Adidas orders are for bulk team orders. Athletes looking to purchase
individual items are encouraged to do so through the Redbird Sports
Shop.
o Club executives should complete the excel form and submit to
perry.karnofsky@mcgill.ca
o Perry will confirm the available quantities and confirm that there are
sufficient funds available in the club’s internal account prior to submitting
the order.
o Once approved, items are shipped from Adidas to Quality Sport in order
to be embroidered or printed. Please included embroidery directions on
the order form. There is an additional $5-$10 embroidery/printing charge
per item.
o Use of the McGill Logo and Wordmark – Please refer to Article 10.2 for
the exact details and specifications for printing etc.
o There is typically a 4-6 week delivery time.10. ATHLETICS & RECREATION LOGO
10.1 Terms of Use
• Use of the Athletics and Recreation logo is by permission only and must be
consistent with the reputation of the University as an institution having high
ethical standards. Requests for its use must be made in writing to the McGill
Recreation Manager and follow the Rules of Use.
• The electronic use of the Athletics and Recreation logo on any unapproved web
or social media site is not permitted. Nor is it permitted to use the Athletics and
Recreation logo on any unapproved publicity or advertising. Unless approved by
the aforementioned authority, no publicity may convey the impression that the
University endorses, approves of, uses or is involved with a service, activity,
program or product of a third-party institution, vendor, team or individual.
• Competitive Sport Clubs are entitled to use the logo on their team uniforms and
gear only once approved by the McGill Recreation office. The use of the logo on
said uniforms and gear must be approved by the McGill Recreation office.
Artwork must be submitted for approval in advance of printing and printing must
be done through an approved vendor. Supplying the logo to unapproved vendors
or third-parties is a violation of the Terms of Use.
10.2 Uniform / Clothing Policy
• Competitive Sports Clubs may not use any elements of the Athletics and
Recreation logo nor the McGill logo in the development of their own
personalized team logo.
• The Athletics and Recreation logo consists of two parts; the letter M and the
McGill shield.
• Teams may add their individual sport (ie. Ringuette) under the logo, but may do
so only on team gear such as track suits and t-shirts.
• The text must be in Universe font and printed in black or white when used on a
dark background. The text should be centered under the M.
• Teams wishing to add the McGill wordmark under the M on team uniforms or
gear may do so. The text must be in its original font and printed in red when
printed in colour or in black when using the image in a one colour format. The
wordmark can be reversed (white) on any colour dark enough to be easily visible.
The text should be centered under the M.
• The logo must use McGill’s official colour of red; Pantone Matching System
(PMS) 032 red or CMYK 100% yellow, 90% magenta.
• The Martlets on the McGill crest must always be in colour (red or black) on a
blank (white) background and not vice versa (the Martlets on the shield must
always appear darker than the shield’s background).• Upon receiving permission to purchase new uniforms, consent of style/model for
the uniform and art work/design is required in advance of printing. McGill
uniforms are to be predominantly red and white. Black or grey trim may be
added as a third color. Varsity and Sport Club teams are entitled to use the
McGill logo on their team uniforms only once they have agreed to the Rules of
Use.
• Printing of uniforms must be done through an approved vendor. As per the
Terms of Use, only approved vendors can be supplied a copy of the Athletics and
Recreation logo. All McGill uniforms must be purchased from Adidas through the
McGill Sponsorship program via “team orders”. Exceptions will be made only if
Adidas does not supply a specific uniform.
• Exceptions to the policy and the terms of use are possible and will be reviewed on
a case by case basis.
• When reproducing the image in one colour either McGill red or black should be
used. A special reverse can be used when printing on a dark background. The
reverse version includes a white outline around the M and the shield.
• A minimum margin of clear space must be left around the logo that is equal to
one-half of the width of the shield.
• The Athletics and Recreation logo cannot be modified in any way without written
consent from the manager, Marketing and Communications.
11. SANCTIONS
Competitive Sport Club status is reviewed on an annual basis and may be revoked if the
CSC has been delinquent in fulfilling its responsibilities. Initial approval is the
responsibility of the Manager, McGill Recreation – or designated staff member.
11.1 Sanctions Table
Any violation of, or non-compliance with the McGill University policies, codes of
conduct, or with McGill Competitive Sports Club Operational Guidelines will likely result
in a sanction against the club or its members, ranging from probation to revocation of
affiliation/membership with McGill Athletics & Recreation.Article Violation Sanction
1.3 Code of Conduct Dismissal of the individual from the club
and/or immediate suspension of the club
from the program
1.4 Anti-Hazing Code Dismissal of the club from the program
2.5 Yearly Renewal Delay of privileges until October 1
4.4 Unauthorized purchase Depending on the amount of the expense,
sanctions range from removal of spending
privileges to suspension of all club activities
5.1 Not using reserved space Cancellation of bookings for 1-month
without advanced
notification
5.3 Unapproved off-campus Depending on the size of the rental
reservation agreement, sanctions range from removal
of reservation privileges to suspension of
all club activities
6.2 Incomplete or failure to Immediate suspension of club activities
submit Travel Itinerary
6.4 Improper driver Loss of travel privileges for 1-year
10.1 Use of McGill logo Removal of ability to use McGill logo on
new clothing and social media
12. ADDITIONAL SERVICES
12.1 Mailboxes
Each sport club will have access to their own Sport Club mailbox. Executives are
responsible for checking their mailbox weekly during the academic year. Mailboxes are
located on the Main floor in the hallway adjacent the photocopy room next to the Client
Services office
12.2 Athletics & Recreation Web Site
All Competitive Sport Clubs in good standing will have space allocated on the Athletics
and Recreation Web page. Requests for changes or additions to your particular CSC
information can be forwarded to the McGill Recreation office.12.3 Social Media
The opportunity exists to promote Competitive Sport Club special events through the
McGill Recreation social media channels. The communication and promotions office is
often looking for content. Please send all details to perry.karnofsky@mcgill.ca
Although some CSC members may have personal accounts on social media, the content
is exposed to public scrutiny. McGill Athletics and Recreation strongly recommends that
participants be very careful with their personal accounts. Inappropriate messages
including vulgarity, photographs or other content that reflect negatively on a McGill
Athletics and Recreation CSC will not be tolerated.
13. YEARLY CALENDAR
• April 30 Club Renewal / Application forms are due for affiliation
with Athletics and Recreation for the fall semester
• April-May Individual meetings with Recreation Manager to review
the year and discuss future initiatives
• July 15 Confirmation of player fees
• August 1 Set up of on-line portal for registration fees
• August 15 Confirmation of facility dates/times as per club booking
requests (fall semester)
• August 15 Submission of coaching certifications
• September 1 Distribution of letters of employment to club coaches
• September 16 Club meeting for all executives
• October 1 Distribution of Adidas clothing form
• November 15 Confirmation of facility dates/times as per club booking
requests (winter semester)
• December 15 Fall facility reservation fees to be transferred out of CSC
internal account
• March 1 Final Report forms to be distributed
• April 1 Winter facility reservation fees to be transferred out of
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