the Standing Code of Samford Crew

I. Purpose and Authority The Standing Code is the operational guideline for Samford Crew. It details procedures and regulations not explained in the Constitution and sources its authority from the Constitution. It is authoritative over all members, officers, advisers, and coaches of Samford Crew. II. Organization Guidelines A. Definition of Samford Crew Event A Samford Crew event is any activity produced or lead by Crew leadership, paid for with Samford Crew budgetary funds, or published on the Crews calendar or other communication channels. B. Format of Meetings Official team meetings, leadership meetings, and Board of Director meetings should follow Roberts Rules of Order as interpreted and applied by the President. The Secretary should ensure records are kept of all meetings. C. Records The Secretary should keep good records of the Crews activities and preserve them for future reference.The follow records require specific handling and preservation. 1. Definitions a. Electronic Record Electronic records are photocopies of physical records or the original medium of an electronic records (documents, spreadsheets, etc.) b. Electronic Data Electronic data is the significant pieces of a record, though not organized in its original form. 2. Recruitment Records Original recruitment records, including demographic information, test times, and notes taken on recruitment forms are to be kept for one semester. Electronic copies of the originals are to be kept for at least 4 years after the recruitment date. Electronic records of data should be preserved as long as possible. 3. Meeting Records The Secretary should ensure thorough minutes of all official Samford Crew meetings. Thorough notes of Board of Director meetings, and other official meetings, should be kept. These records must be kept, preferably electronically, for as long as possible. 4. Hearing Records The Secretary is to thoroughly record all matters related to an official Board of Directors hearing. This includes subpoenas, hearing minutes, official statements (if offered), and other relevant details. Electronic copies of these records must be kept for at least a year. Electronic records of data should be preserved as long as possible. D. Electing Officers The Secretary shall hold the vote of confirmation and elections at the end of each calendar year for officers who will serve the following academic year. He or she should solicit nominations from the team and hold an election.
Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229

the Standing Code of Samford Crew

E. Medical Emergencies 1. On Campus If the emergency requires EMS, medical services should be called first. Additionally, all officers should be notified and, if possible, at least one should be on site. Furthermore, Samfords Division of Public Safety should be notified, as well as Campus Recreation. 2. Off-Campus Local authorities, whether regatta officials or local EMS, should be contacted first; all officers should be notified and, if possible, at least should be one site. 3. De-Brief Within two days of a medical emergency the officers should debrief and ensure all procedures were properly followed and ensure any follow-up is taken care of. Furthermore, the Crews faculty advisor should be notified of the incident. III. Members Responsibilities and Conduct A. Attendance 1. Meeting Attendance Attendance by relevant parties is required at all called meetings. Failure to attend 20% or more of publicized meetings incurs a hearing before the Board. 2. Practice Attendance Attending all practices is mandatory, unless otherwise stated by the Coach or President. Absences may be excused at the Presidents discretion. Missing 10% or more of a terms practices without excuse incurs a hearing before Board and could result in probation or dismissal from the team. B. Code of Conduct 1. General Expectations Samford Crew is an athletic community that expects respect and dignity is from all members. Failure to positively contribute to the Crew can result in a complaint filed with the Board, resulting in a hearing. 2. Explicit Offenses Though any offense to the culture of Samford Crew can be brought before the Board of Directors for a hearing, the following offenses are clearly noted. a. Alcohol Abuse Attending any Samford Crew event under the influence of alcohol, or missing a Samford Crew event because one was under the influence of alcohol, is not tolerated and is categorized as an explicit offense, automatically incurring a hearing before the Board of Directors. b. Controlled Substances Abuse The illegal use, consumption, possession, or association with controlled substances, such as illegal drugs, is not tolerated and is categorized as an explicit offense, automatically incurring a hearing before the Board of Directors. The Board of Directors reserves the right to administer a drug test, random or targeted, during any Samford Crew event. Refusal to test is viewed negatively by the Board and can result in a hearing. c. Prescription Substance Abuse The illegal use, consumption, possession, or association with prescription drugs is not tolerated and is categorized as an explicit offense, automatically incurring a hearing before the Board of Directors.
Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229

the Standing Code Samford Crew Constitution of of Samford Crew

d. Sexual Offenses Any non-consensual sexual aggression by one member to another is not tolerated and is categorized as an explicit offense, automatically incurring a hearing before the Board of Directors. This includes mental and physical aggression. Victims should notify an officer, faculty advisor, or coach as soon as possible to prevent undesired situations. 3. Probation Periods If a members ability to effectively contribute to the Crew culture, in athleticism or character, is in question, the Board of Directors can place one on probation. While on probation, a member is restricted to attending only practices, and attending other events as allowed by the President, and is assumed to be dismissed at the end of the term unless specific benchmarks, as prescribed in writing by the Board, are met. 4. Board Hearings At the discretion of the Board, or as required by the Standing Code, the Board of Directors can call of hearing to investigate a conflict or offense. All involved parties must be notified by the Secretary at least one week before the hearing. A quorum of 90% of the Board is required to proceed. Those under investigation should be given fair chance to explain the allegations. Decisions of the Board at hearings are binding; the President is expected to enforce the decisions. E. Expectations 1. GPA All oarsmen must maintain a 2.5 GPA and provide officers consent to access GPA data. If an oarsmen fails to maintain a 2.5, he/she is on probation for a semester. 2. Alcohol Consumption a. While Representing Samford Crew No alcohol may be consumed at a Samford Crew event or while wearing Samford Crew colors. b. Other Events With Samford Crew Presence When Samford Crew is represented in public by three or more members, alcohol may only be consumed by those of legal age and only in responsible amounts. Intoxication of members when representing Samford Crew is not tolerated. 3. Tobacco Use Tobacco products cannot be used during any Samford Crew event or when Crew members are representing Samford Crew at an event. F. Dress Codes Various activities, such as practices, regattas, or formal events, require specific attire. At the Presidents discretion, he or she may require the follow dress codes. At all times appropriate, modest attire is required. 1. Practice Dress Practice dress, often prescribed for practices, includes a rowing unisuit or spandex bottoms and a form fitting shirt, and athletic shoes. 2. Casual Dress Casual dress, often prescribed for social events, race days, and other casual events, includes for males: khaki pants, closed toe shoes, collared shirt, optional tie and jacket; for females: khaki pants or skirt, collared shirt, and non-athletic or beachwear shoes. Hats of any kind, except dress hats for females, are not allowed. Summer casual dress allows for shorts of modest length. 3. Competition Dress
Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229

the Standing Code of Samford Crew

Competition dress, often prescribed for regattas or exhibitions, includes the team unisuit, athletic shoes, optional Samford or team-neutral hat in matching color, athletic warmup bottoms in black, blue, red, or white, and optional team jacket. 4. Colors Colors includes all apparel that bears official insignia of Samford Crew, including the name, logos, pictures, or wordmarks. IV. Image Control A. Logos Logos that represent Samford Crew should be used in responsible, strategic ways. The President or Vice President for Development can restrict the use of logos at their discretion. B. Sponsorships and Fundraising Sponsorships and fundraising are necessary to sustain the clubs activities but must be handled delicately. All sponsorship and fundraising requests and solicitations must be approved and overseen by the Vice President of Development. C. Clothing and Custom Items All clothing, equipment, printed collateral, novelties, and other goods on which any Samford Crew logo or tagline will be printed, embroidered, or affixed must be approved by the Vice President for Development before being ordered. V. Recruitment A. Procedure 1. Timing Recruitment begins at the discretion of the President within three weeks of the semesters convocation. 2. Process Recruitment is the ultimate responsibility of the President, though he or she may delegate duties, and should last two to three weeks. 3. Decisions Invitation decisions, per the structure of the Constitution, are made at the Presidents discretion under the counsel he chooses. Decisions should fall under three categories: acceptance, declination, or contingent acceptance. i. Acceptance Those recruits who have demonstrated apt athletic ability, strong character, and ability to contribute to the Crew should be unconditionally invited to join Samford Crew. ii. Declination Those recruits who fail to demonstrate apt athletic ability, who have questionable character, or who do not demonstrate an ability to contribute to the crew should not be invited to join the Crew. Declined recruits should understand they are welcome to try out in future recruitment periods. iii. Conditional Acceptance Those recruits who demonstrate strong potential for athletic ability and strong character but need to meet certain requirements before gaining the full confidence of the president should be conditionally accepted, and should clearly understand what should improve by which dates to be fully invited to
Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229

the Standing Code of Samford Crew

the team.

B. Standards 1. Physical The physical fitness of recruits should be measured by objective performance tests including, but not limited to, erg springs, timed rungs, and timed calisthenic exercises. 2. Technical i. Rower Recruits trying out for a rowing position must demonstrate apt rowing technique in a strong stroke form and ability to understand the technicalities of rowing, including, but not limited to, understanding coxing commands and crew terminology. ii. Coxswain Recruits trying out for a coxswain position must demonstrate understanding of a rowers challenges, understanding of coxing commands, crew terminology, etc. This should be demonstrated through coxing exercises as part of the recruits performance tests. 3. Personal Being a team sport with a strong tradition of culture, interpersonal skills are necessary for the Crew to succeed. Recruits must demonstrate an ability to follow instruction, encourage team mates, and contribute to the amiable culture of the Crew. VI. Finances A. Financial Accounting The Vice President for Finance should keep good accounting records of the Crews finances including a budget, expenses, and income. B. Financial Transparency At the request of any Crew member, the Vice President for Finance should be able to produce, within a reasonable time, financial records supporting the integrity of the Crews practices. C. Financial Accountability At all times the President and Vice President for Finance should be held full accountable to the Crew for the stewardship of finances. While full faith of financial matters should be vested in the leadership by the Crew, concerns should be address and internal control measures taken to insure the security of the Crews assets. D. Revenue 1. Dues i. Amount Dues are $300 per season, per rower. They are due, in full, within two weeks of the first practice of the semester, unless otherwise decided by the Vice President for Finance. ii. Payment Plan At the discretion of the Vice President for Finance, members can pay through a graduated payment plan. iii. Financial Assistance Samford Crew seeks to eliminate all barriers, including financial ones, of exclusion for rowing. If meeting dues or other financial obligations are prohibitive to a members participation, the President, under the advisement of the Board, may adjust dues for members with financial need. iv. Refunds/Pro-Rating
Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229

the Standing Code of Samford Crew

Refunds are not available after dues have been paid. At the discretion of the Vice President for Finance, due amounts can be pro-rated for special circumstances. E. Restrictions and Specifications 1. Alcohol Under no circumstances can Samford Crew funds be used to directly fund the purchase of alcohol. 2. Purchase Approval i. Spending Ceiling Any single transaction or invoice totalling more than $150 must be approved by the VP for Finance and the President before items can be paid or ordered. ii. Non-Budget Items Any non-budgeted transaction or invoice totalling more than $50 must be approved by the VP for Finance before items can be paid or ordered. iii. Crew Purchase Approval Any purchase, or set of payments for a single item or service, totalling more than $2,000 must be approved in advance by a 75% vote of approval from 80% of the total crew. VII. Amendments A. Amendment Process As the Crew deems necessary, the Standing Code should be amended to meet the timely, relevant needs of the Crew. Members can suggest amendments to the Board at any time. Amendments are either proposed by Crew leadership or by a motion from a member at a general meeting. A simply majority of a 75% quorum amends the Standing Code contingent on 50% approval of the Board. B. Amendment Record As amendments are passed, the relevant sections of the Standing Code should be altered, with no regard to preserving invalid passages. Amendments, including original text, should be listed below. ###

Samford Crew samfordcrew.com president@samfordcrew.com P.O. Box 294040, Birmingham, AL, 35229