Club Sports Criteria and Guidelines

Club Sports Criteria and Guidelines

PHILOSOPHY

The club sports program at L&C is a student driven organization satisfying the needs not met by the intramural and intercollegiate athletic programs of the college. The purpose of the club sports program is to provide students with the opportunity to participate and compete in a sport at the club level, to develop organizational and leadership skills and to improve skills in and knowledge of a sport.

PROCEDURES FOR APPLICATION/CHARTERING/BUDGET

It is the responsibility of students interested in starting a new club sport to gather the following information pertaining to club sports recognition and chartering. For a group to apply for chartering as a club sport and be eligible for ASLC/College funding it must first:

1. Complete an application for review by the Club Sports Coordinator.

2. Meet with the Club Sports Coordinator to discuss your application.

3. Meet all requirements of ASLC bylaws for chartering on an annual basis.

The application of each new club sport will address the following:

1. List of names of interested L&C students in the formation of the club.

2. Name of faculty/staff advisor (recommended but not mandatory).

3. A list of potential opponents/competitive events.

4. The dates and length of your competitive season.

5. Funding requirements.

6. Facility/field space requirements.

7. Name of coach.

8. Names of two students that will serve as the team’s representatives.

Following the completion of the application, the club sport rep, faculty/staff advisor, and coach will meet with the Club Sports coordinator to review and discuss the application. After the application and review by the Club Sports Coordinator, the Club Sports Coordinator will submit a written recommendation to the ASLC chartering representative reviewing each of the above-referenced items.

Articles IV of the ASLC Charter Commission Rules govern the chartering of all club sports.

ELIGIBILITY

Participation as a L&C club sports team member is limited to currently enrolled L&C students. A club sports team must be composed of at least 5 full time L&C students.

No club may restrict the number of its members, however, only a certain number of participants are needed in competition or are eligible in accordance with league regulations. Each club must find some method of accommodating all of its members.

WAIVERS

To be eligible to participate in a club sport, either in practice or competition, a team member must complete a waiver releasing L&C from responsibility in the event of injury while competing or traveling to or from a competitive event or practice site. This waiver must be on file in the Club Sports Coordinator’s office prior to any funds being released.

CLUB SPORTS COUNCIL

The Club sports Council is the governing body of the club sports program at L&C and subject to all ASLC Student Council Bylaws and budgeting procedures. The council is composed of voting representatives of each club, the Club Sports Coordinator, and an ASLC Club Sports Representative who serves as chairperson of the council. Mandatory meetings will be held once per semester. Emergency meetings may be called by the Coordinator, ASLC Rep, or by a majority of Council members. Failure by a club to attend a meeting may result in a reduction in their current budget in an amount to be determined by the Council. The money from such action will be placed in a contingency fund.

The Council will also review all other issues concerning the club sports program. Decisions made by the Council will become club sports policy upon approval of the ASLC.

BUDGETING AND FUNDING

All L&C club sports receive subsidies from the ASLC and the College. Each club eligible to request funding must submit a budget request for the next year to the Club Sports Coordinator by a specified deadline prior to the required date for the annual chartering and budget process by the ASLC. Each club sport rep will present their budget to the ASLC chartering commission during the annual chartering and budgeting process.

Annual budget requests must include the following:

1. Entry fees, league dues, official fees

2. Equipment, first aid supplies costs

3. Travel and transportation

4. Expected income

5. Coaching stipends

It is essential that complete budgets be submitted. All clubs are encouraged to generate additional income to supplement their subsidies from ASLC/College. Although payment of dues cannot be imposed as a requirement of membership on any club sports team, it is suggested that clubs determine the potential need for more funds for their program and that additional funds be raised through collection of dues or other fund raising activities. In situations where the payment of dues by a club sports team member would impose a hardship on that individual, funds may be used at the discretion of the Club Sports Coordinator.

The total funding for club sports will be received in a lump sum from contributions by ASLC and the College. The Club Sports Coordinator will divide and maintain those funds in individual club accounts.

FUND RAISING POLICY

ASLC and the College form the basis of a club’s budget. Clubs may raise additional funds via dues (per ASLC bylaws for chartering), and community support. ASLC and College moneys are used to cover items identified in the proceeding section budgeting and funding.

Money raised through fund raising activities such as clinics, car washes, sales, or solicitation of donations must be placed in the individual club’s account, where it may be used for items the club determines. All fund raising activities must be cleared with the Club Sports Coordinator well in advance of the activity.

Clubs must have permission to solicit monetary support or equipment from sources outside the College. Prior approval must be obtained from the Club Sports Coordinator and the College Development Office.

CLUB SPORTS REPRESENTATIVES

It is the responsibility of the club sports representative of each club sport to:

1. Submit a budget request for the upcoming year to the Club Sports Coordinator by the specified deadline.

2. Attend the Club Sports Council meetings, or send an alternate.

3. Submit to the Club Sports Coordinator a club roster each term and to update the roster when team members are added or dropped from the team.

4. File waivers of all members with the Club Sports Coordinator.

5. Issues club sports equipment and collects it at the conclusion of each season.

6. Submit an equipment inventory at the beginning and conclusion of each season to the Club Sports Coordinator. This includes any equipment stored at the college.

7. Submit a schedule of competitive events as dates are established.

8. Following each competition submit a record of the event which includes scores, players involved, location and other relevant information.

Clubs will be subject to a variety of penalties including loss of privileges, suspension, or budgets being frozen if these responsibilities are not met.

CLUB SPORTS COORDINATOR’S RESPONSIBILITIES

The Club Sports Coordinator’s primary responsibility is to assist club sports reps in facilitating and coordinating the club sports program. The Club Sports Coordinator can assist clubs with the following services:

1. Organizational guidance

2. Budget preparation and accounting

3. Equipment purchasing and storage

4. Fund raising/promotional ideas

5. Field space for practice and competition

FACULTY/STAFF ADVISOR

Although a faculty/staff advisor is not required for club sports, it is highly suggested that club sports teams utilize, if possible, the services of a faculty/staff advisor.

BUDGET REIMBURSEMENT PROCEDURES

The form most frequently used by club sports is the “Check Request and Request for Cash Reimbursement” form. This form is used for requesting money for entry fees, payment of officials, reimbursement for mileage, lodging and meals for competitive events. All check requests for fees to be paid in advance must be submitted 7 school days prior to the required date. The original entry form or some official document reflecting the need for funds must accompany all entry fees, and other advances. These will be attached to the check request form and delivered to the Coordinator.

All receipts for reimbursement for acceptable expenses must be kept and given to the Club Sports Coordinator in an orderly fashion.

Each individual club sports rep should keep a ledger sheet with records of club expenditures and revenues

TRAVEL

Club sports teams are limited to traveling within the states of Oregon and Washington, unless special arrangements are made with the prior approval of the Club Sports Coordinator.

L&C DRIVER ELIGIBILITY

All L&C club sports team members can become eligible to drive a L&C vehicle by obtaining formal clearance of their driving records through the campus safety office. To obtain clearance all persons who will operate a L&C owned vehicle must complete an Application for Driver Clearance, and submit it to Facility Services, L&C Box 76.

L&C VEHICLE RESERVATION PROCEDURES

All requests for L&C vehicles should be made as far in advance as possible. The request should be made through Transportation and Parking. Transportation and Parking x7857 to make these arrangements.

For more information on club sports contact Jon Welter, Athletics Facilities and Events Manager and Club Sports Coordinator @ x7553 or welter@lclark.edu.

 

Revised 10/18/04