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Intramural Sticks

• What is an Athletic Stick?
• Responsibilities of Athletic Sticks
• Meetings
• Communication
• Participant Sign-up and Entering Teams in Intramural Play
• Other General Responsibilities
• Awards
• Entry Check List

Basically, an Athletic Stick is an Intramural representative who organizes the students in his or her academic faculty for participation in Intramural activities.

For the purpose of Intramural competition, the Queen’s student body is organized into competition units. These units are faculty-based, with each of the academic faculties having at least one competition unit assigned to it. In some faculties the competition units are designated by year (eg. Comm’03), while in others they are designated by discipline (eg. Mechanical Engineering) or by school (eg. Phys Ed). Each of these competition units elect representatives who are responsible for facilitating student participation in the Intramural program and who act as the liaison between the students in the unit and the Intramural administration. These individuals are known as ATHLETIC STICKS.

Usually there will be at least one male and one female Athletic Stick elected for each unit. The responsibility for stick elections lies with the student governing body in each faculty (ie. Eng Soc, Comm Soc, etc). Elections are generally held in March for the upcoming year, with the exception of first year (eg. Arts 2006, Engineering as Sci’06) or single year (eg. Education) units, which hold elections in September.

There are two categories of Athletic Sticks - Faculty Sticks and Unit Sticks. The primary difference between the two is the amount of responsibility attached to the position.

Faculty Sticks are individuals who are responsible for the overall Intramural interests of the entire faculty and may or may not have unit sticks to supervise. They are responsible for all team entries into Intramural activities, bond and entry fee payments, award nominations and selection, and record keeping for points. They represent their unit on the Intramural Assembly and have Intramural sub-committee responsibilities. They are responsible for the training and ongoing support links between the Intramural Office and the students in their faculty. Smaller units (eg. Nursing) often only have faculty sticks. Most faculty sticks will also have responsibilities to perform within their own student society.

Unit Sticks are either year reps, as in Arts, Commerce and Law, or discipline reps, such as the Engineering disciplines or the various schools within the Arts faculty, such as Phys Ed, Concurrent Education, Rehab, etc. Unit sticks are responsible for the Intramural interests of their specific year or discipline. In particular, they are the communication link to their participants and ensure that teams for their unit are entered into Intramural competition.

The primary responsibility of all athletic sticks is to act as a liaison between the Intramural program administration and the constituents in their academic faculty and to organize their faculty for participation in Intramural activities. As members of their respective student governing bodies, sticks are the voice of Intramurals within their academic unit and are key players in the intricate Intramural network that is in place across the university.

Each faculty must designate a male and female faculty stick no later than at the start of the September meeting of the Intramural Assembly. (The only exception to this is Nursing, which has only a female faculty stick.) The faculty units in Intramurals for 2002-03 are as follows: Arts, Commerce, Con Ed, Education, Engineering, Grads, Law, Meds, MBA/MPA, Nursing, Phys Ed, and Rehab.

All faculty sticks are required to attend the regularly scheduled meetings of the Intramural Assembly & Athletic Information Night for sign up. There are three meetings scheduled annually - one in September (the first Monday of classes), one at the end of first term, and an annual meeting at the end of second term. The March meeting is critical for voting on key items which will go forward for the following year. It is imperative that the outgoing and incoming sticks attend this meeting. Faculty sticks have voting privileges on the Intramural Assembly and are expected to vote on behalf of the entire unit they are representing and not with vested or personal interests in mind.

Unit sticks are expected to attend the September meeting of the Intramural Assembly and Athletic Information Night, and are strongly encouraged to attend any other meeting of the Assembly. Unit sticks do not carry voting privileges.

At the September meeting of the Assembly, two male and two female faculty sticks will be elected to sit on the Intramural Executive Council as representatives of the participatory component of the Intramural program. Of these four, one male and one female stick will be the Intramural representatives to the University Council on Athletics. The other two reps will sit on the Intramural Budget sub-committee.

Each faculty stick will be assigned to a one-year term on one of the Intramural sub-committees - either Program Review, Awards or Protest & Discipline. Specific details concerning sub-committee assignments will be presented at the first General Assembly meeting of the year and are posted on the web.

Any athletic stick may submit items for the agenda of an Executive Council or Intramural Assembly meetings. Items should be submitted to the Intramural Office at least one week prior to the meeting.

One of the portfolios in the Intramural program staffing structure is the Faculty Liaison. This individual will be primarily responsible for ensuring a strong communication link between the Executive Council and all sticks, and for improving the lines of communication with coed participants.

Sticks play a crucial role in the transmission of information between the Intramural Office and the managers and participants in their unit. The success of the Intramural program is dependent on the effective operation of this network. It is the responsibility of all sticks to ensure that the constituents in their unit are kept abreast of all Intramural happenings (eg. deadlines, meetings, events, policies, etc.).

All sticks will be given a mail box in the Intramural bank of mail boxes which is located around the corner from the student I/M office (room 201A) in Physical Education Centre. These boxes should be checked regularly as a hard copy of all communications for the unit will be directed here. (We strongly recommend that sticks check these boxes every couple of days.)

Maintaining regular contact with the Intramural Office is very important. To facilitate this, a master list of stick phone numbers and e-mail addresses is prepared at the start of the Intramural season. As much as possible, we will be moving to an electronic mode of communication to supplement the more traditional ‘paper’ means.

In the Physical Education Centre, at the entrance to the men’s and inside the women’s locker rooms, there are two main Intramural notice boards. It is the responsibility of sticks to check these boards regularly and to ensure that managers and participant are directed to do likewise. The BEWIC boards have been moved to the hallway near the student office.

Each faculty should establish a centrally located Intramural bulletin board for the purpose of posting Intramural information in their unit. Over the course of the year, posters, flyers, and other notices will be produced so that you can display upcoming information about tournaments and deadlines on these boards.

Getting sufficient numbers of participants in order to field teams for Intramural play is one of the fundamental responsibilities of all athletic sticks. In order to do this, the Intramural Office organizes a fall and winter sign-up night at - ATHLETIC INFORMATION NIGHT - in the Physical Education Centre. In addition, sticks should also post and/or circulate sign-up sheets within their faculty for participants who do not attend sign-up night at the Physical Education Centre.

Sticks are responsible for ensuring (by assigning if necessary) that at least one manager to each team entered in Intramural play. Manager selection is critical, and choosing enthusiastic, interested managers will make the stick’s job much easier.

All athletic sticks are expected to attend the organized sign-up night. The fall sign-up night is held in conjunction with Athletic Information Night (traditionally, the first Tuesday of classes) and is widely advertised across the university as the place to sign up for Intramural sports.

Note: The winter sign-up night usually held in November has been eliminated due to consistent poor showing by sticks and participants. All fall & winter sign ups will take place at Athletic Information Night.

It is the responsibility of athletic sticks to ensure that teams are entered by the appropriate deadline for inclusion in BEWS and WIC Intramural leagues and tournaments. Sticks may also handle faculty entries into BEWIC events or they may assign such entries to interested parties within the unit.

Generally unit sticks handle entries for their year and/or discipline and faculty sticks of the smaller units (eg. Education) take care of their entries. Since first year reps will rarely be elected in time to met the deadlines for fall league sports or early tournaments, the faculty sticks are responsible for organizing the entries for first year units until these reps are in place.

Sticks are responsible for ensuring that team entry forms are complete when submitted to the Intramural Office.

Signing up for racquet sports and individual sports (eg. WIC athons) has always been the responsibility of the individual participant. Sticks should be sure to inform participants that these opportunities exist within the intramural program. Sticks are to facilitate participant involvement in these activities. They will be provided with racquet sport and WIC athon sign-up sheets to post in their faculty and submit them to the Intramural Office by specified deadlines. In addition, individuals will still be able to sign up for these sports in the Physical Education Centre.

The responsibility for paying entry bonds (refundable) and/or entry fees (non-refundable) for faculty entries lies with the faculty and/or unit stick. Payment may come from society funds or individual participants, but must be submitted by the designated deadline or entry into the activity may be denied. The collection of these bonds and fees is entirely a faculty matter.

It is the responsibility of all Athletic Sticks to ensure that:

Participants and managers are aware of and abide by ALL OF the eligibility rules of Intramural play. (New this year: all BEWS, WIC & BEWIC participants must have played in a minimum of 50% of the scheduled league games to be eligible to participate in any playoff games).

Participants and managers are aware of the rules and policies governing Intramural sports.

Participants and managers are aware of the disciplinary system which is in place for Intramural play. Including the Fair Play and Code of Conduct involving the guidelines on conduct, conduct of play/fair play systems, and the table of penalties and suspensions.

A complete list of all managers (with contact numbers) is submitted to the Intramural office by mid-September so that managers’ cards and info packages can be prepared for distribution to managers at the appropriate sport meeting.

Regular contact with their team managers is maintained and that the managers are fulfilling their duties, including:

1. attendance at the appropriate managers’ meeting
2. contacting participants re: scheduled games
3. keeping up-to-date attendance records of part
4. withdrawing game equipment & team jerseys

Copies of league schedules will be posted on the web site: www.esportsdesk.com

Requests for reschedules of Intramural games must be submitted by the athletic stick to the Scheduling Coordinator in the Intramural office at least 4 working days prior to the game in question. The stick is responsible for communicating any changes to the appropriate team manager.

Faculty or unit sticks are expected to represent their unit at Protest and Discipline hearings that involve their teams or players. Managers and participants directly involved in the incident should also be in attendance. It is the stick’s responsibility to inform them of the hearing and to notify them of any Protest and Discipline rulings.

Athletic sticks are expected to do everything in their power to assist with the control of defaults by ensuring that participants in their unit honour their commitments to Intramural activities.

It is the responsibility of each stick to be familiar with responsibilities and the governance, policies and procedures of the I/M program (now located on the web) and to pass pertinent information along to the appropriate individuals. (At the end of each Intramural year, yearly records should be handed over to the incoming sticks to prepare them for the task that lies ahead.)

Faculty Society Awards for Intramurals
Faculty sticks are responsible for the selection and awarding of Intramural Society Awards (where applicable) and for notifying the Intramural office of the names of recipients for inclusion in the end-of-year publication, The Intramural Year in Review.

Faculty Letters
Maintaining Intramural participation records for the awarding of chenille faculty letters and stars is the responsibility of each faculty stick. These records should be passed on to incoming sticks on an annual basis. The specific assignment of record-keeping duties and the gathering of attendance sheets is up to the faculty stick. Most faculties have the unit sticks keep track of points for the participants in their year/discipline with a March submission date of the names of people earning their letters. The faculty stick is responsible for ordering and distributing the letters and stars within their faculty.

Team or League Champions
Sticks of units with championship teams are required to submit (to the Intramural office) a complete list of all participants (with student numbers) who played in 50% of the league/tournament games en route to capturing the championship title in that sport. This information is necessary to update Intramural championship and participation records and to present yearly awards.

Just a reminder check list to make sure that all entries are complete upon submission and the necessary follow-up steps are taken.

Please be sure that you have included the following information:

• Sport Specifics (ie. WIC vs. BEWS, League vs. Tournament)
• Competitive Level: Volleyball: Rec, Competitive, Super Competitive, or Elite; Innertube Water Polo: Rec or Competitive; Men’s Hockey: Tier I or Tier II.
  
  If no division is indicated, the I/M office will automatically assume that the entry is Rec.
• Unit or team name
• Team captain’s name and phone number & email address
• Complete list of participants with student numbers & phone numbers
• Nights/times when your unit cannot play because of an academic conflict (e.g. Class/seminar/tutorial)
• Dates when your unit cannot play because of special events (eg. Meds Variety, field trips, semi-formals, etc.)

NOTE: Social events (such as smokers) are not justification for requesting a reschedule once the schedules have been drawn up. If you know the dates for such events before the entry deadline, please indicate them on the scheduling request form.

Sticks: Please submit the top copy of all entry forms to the Intramural office (room 201a). Give the second copy of your entry to your manager. Keep the third copy for your records.

Follow-up:

• Give the second copy of your entry form to the team manager well in advance of the start of their sport.
• Submit your list of managers names to the intramural office with your entries. Managers cards will be distributed to your managers at the managers meeting.
• All managers will receive a copy of the Managers Guidelines booklet. Rules for their sport will be posted on the web.
• Managers are required to keep track of the participation of team members for playoff eligibility purposes (players must have played in 50% of the regular season games to be eligible for playoffs).
• Schedules will be posted on the appropriate bulletin boards and on the web.
• If your managers do not attend the managers meeting, it will be your responsibility to inform your managers of the following:
  
  The manager’s responsibilities with respect to withdrawing and returning equipment for intramural play
  
  Reschedule procedures - (made through the scheduling coordinator.)
  
  Bond/fee forms and procedures
  
  The schedules posted on the intramural bulletin boards in the PEC are the official schedules. They should be checked on a regular basis (to avoid defaults!!) incident and emergency procedures
  
  Code of Conduct and the Conduct of Play/Fair Play systems.
  
  Play should go ahead even if a referee does not show up to officiate a match (exception is ice hockey). Also, managers should know where to access score cards in the event of a no-show by an official and where to return them after the game.
  
  Forwarding attendance sheets to the I/M office and sticks.