Recreational Sports

SPORT CLUB MANUAL

• Sport Club Manual 2015-2016

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ADMINISTRATIVE FORMS

• Accident Report — Must be completed after all injuries regardless of severity. This must be completed and turned in within 24 hours of the following business day. (Please make sure all information is completed and is legible).
• Confirmation of Sport Club Manual Form — This form is signed by the student leader as well as the faculty/staff sponsor stating that each have a solid understanding of the policies and procedures outlined in the sport club manual.
• Competition Schedule
• Donation Form
• Incident Report — Must be completed when an incident occurs that warrants written documentation. i.e. fighting, disorderly conduct, etc.
• Eligibility Form — Used when a governing body of an organization or competition needs to verify the credit hours of a student. Must be signed and notarized by the Registrar's office. (Please allow two weeks for completion).
• Facility Request Form — Must be completed in order to reserve any Recreational Sports facility. Submitted to Assistant Director of Sport Clubs.
• Faculty/Staff Sponsor Information Sheet — To be completed by Faculty/Staff Club Sponsor.
• Fund Raiser Proposal — Must be submitted to the Assistant Director of Sport Clubs at least two weeks prior to the start of the fund raiser.
• Monthly Attendance — Forms that record participation. This form must be completed by the Student Leader at each practice and submitted monthly to the Assistant Director of Sport Clubs.
• Officiating Payment — Forms used to pay officials. Must be completed by the official at the game site and submitted to the sport club director or graduate assistant within 24 hours of the following business day. Officials must fill out both forms.
• Sport Club Application
• Sponsorship Form — Must be submitted to sport club director anytime the sport clubs wish to contact a sponsor.

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BUDGET FORMS

• 15-16 Allocated Budget Plan 
• 15-16 Supplemental Budget Request (Jan) 
• 15-16 Budget Proposal Form (Sept)
• 16-17 Budget Proposal Form (Oct) 

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COACHING FORMS

• Sport Club Coach Information — Must be completed by prospective coaches. Allows us to verify skills and previous experience in coaching or instructing activity. Human Resources also requires us to complete their form so a background check can be performed. This is a requirement to be a coach.

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EVENT HOSTING

• Event Itinerary — Must be submitted to the Assistant Director of Sport Clubs at least two months prior to an event.
• Event Planning Guide— This form must be submitted with the Event Itinerary.

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NEW CLUB FORMS

• New Club Checklist — Any person wishing to form a new club must read the new club checklist to see what is required of all sport clubs.
• Sport Club Application — Must be filled out by clubs each year in order to request funding or recognition as an official student organization.
• Constitution Guide - All sport clubs must have a constitution. This guide outlines the requirements of the constitution.
• Facility Request Form — Must be completed in order to reserve any Recreational Sports facility. Submitted to Assistant Director of Sport Clubs.
• Faculty Sponsor Information Sheet — To be completed by a new faculty sponsor.
• Risk Management Activity Questionnaire — Must be filled out for each new club in order to assess risk of activities by club.

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SAFETY CHECKLISTS

• Pohl Recreation Center Aerobics Rooms — Must be filled out at each and every practice in the aerobics room and turned in at weekly meetings with graduate assistant.
• Mack Park Safety Checklist — Must be filled out at each and every practice at Mack Park and turned in at weekly meetings with graduate assistant.
• Fields Safety Checklist — Must be filled out at each and every practice or competition at the fields.
• General Safety Checklist — Must be filled out at each and every practice and turned in at weekly meetings with graduate assistant.
• Sailing Club Safety Checklist — Must be filled out at each and every sailing practice and turned in at weekly meetings with graduate assistant.
• Sailing Swim Test Form — Must be filled out before any sailing club member participates in any practices or competitions.
• Stovall Hall Checklist — Must be completed by supervisor prior to any practices in Stovall Hall.
• Wake Safety Checklist
• Wake Swim Test Form — Must be filled out before any wake club member participates in any practices or competitions.

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TRAVEL FORMS

• Request to Travel — Must be completed prior to any travel. Should be submitted two weeks in advance to receive travel advance.
• Mileage Chart — Calculate mileage for trips. If your destination is not found, use the website at the bottom of the chart to find the mileage.
• Travel Itinerary — Must be completed and turned in prior to any travel. Give detailed information of drivers and insurance information.
• Entry Receipt — Student leader must complete form and have hosting institution sign in order to be reimbursed for entry fees.
• Hotel Reservation — A list of phone numbers to make reservations nationally for various hotels in the country.
• Hotel Tax Exemption — Must submit to the hotel when staying in Texas. The University does not reimburse for taxes since we are a tax-exempt institution.
• Participant List — Student leader must provide a participant list. This must accompany the travel request form prior to any travel. The participant list is updated before the trip in the event of any changes.
• Reimbursement Form — Completed by student leader to keep track of expenses incurred by club members when traveling. Also used when money is distributed to club members.
• Competition Results — Completed by student leader after every competition.