RETURNING CLUB SPORTS:

Recognition as a Club Sport is granted for one year only (September until June). It is necessary for each club to register (at the end of the spring term) their intent to return as a Club Sport the following year. This is usually done in the year end report submitted to the Club Sports Director in May.

Registration procedures for returning clubs are as follows:

(1) Register with the Club Sports Director (if possible, this should be determined at the end of the club term and the Year-End Report).

(2) Turn in an updated listing of officers to the Club Sports Director. (see Appendix C)

Unless a club has completed the above procedures and is recognized by the PEAR Department, it will be ineligible to receive any assistance or use of facilities from the department. (The request for recognition must be turned in before a budget request will be accepted.) In order to retain its “active” status, any Club Sports must continue to meet the criteria outlined in this Handbook.

FORMING A NEW CLUB SPORT:

(1) Registration:

The following steps must be taken to become a registered Club Sports:

(a)Consult with the Club Sports Council concerning plans for the establishment of a club.

(b)Become familiar with this Handbook.

(c)Write a Club Constitution, which must be filed with and ratified by the CSA and Club Sports Council before conditional club status can be granted.

(d)Fill out the Club Sports Pre-registration for the New Clubs form (see Appendix A).

(e) Be eligible to register for regional or national membership status in your specific sports organization.

After completing the preceding steps, the newly registered Club Sport may request facilities bookings from the PEAR Department. However, prior to official registration, facilities may be made available to prospective clubs for organizational purposes (i.e. classroom meetings).

All clubs are responsible for renewing their registration each year.

Only those clubs registered with PEAR are eligible to receive support or assistance from CSA and PEAR.

(2) Membership:

Membership in a Club Sports shall be the same as any registered student organization that includes regularly enrolled students. Alumni, faculty, staff and their spouses may take part in practices but are not eligible to compete in any club competitions. These individuals are not able to vote on the council or hold office at the individual club level.

(3) Membership Roster:

A complete membership roster must be kept for each Club Sport and be filed with the Club Sports Director by the second week of the active season. This roster is to be updated each term (see Appendix B).

(4) Eligibility:

Participation in a Club Sports program is limited to valid students.

It is recognized that Club Sports may enter individuals or teams in competitions both on and off campus whereby specific eligibility rules be met. It is the club’s responsibility to be aware of and abide by such regulations.

CONDUCT:

Clubs are expected to function in a mature and responsible manner both on and off campus in all club-related activity and in accordance with this Handbook.

Club Sports and/or the individual members of Club Sports may face disciplinary action for inappropriate on-campus or off-campus actions while participating in any club related activity.

Disciplinary action may result in the revocation of Club support from the Club Sports Council and the PEAR Department as well as with Carleton College.

THE DISCIPLINARY PROCESS:

Violation of, or non-compliance with college policies, campus regulations, Club Sports procedures or Club Sports standard of conduct, may result in loss of Club Sports status or other disciplinary action to the Club Sports involved. The corrective discipline process has been developed to assist club leaders in correcting the mistakes that have caused problems for the club and the college.

Minor infractions:

(1) Examples of minor infractions include but are not limited to the following situations:

(a) Failure to submit required forms and documentation. (i.e. Appendix C, Current List of Club Officers, Appendix F, Club Sports General Information and Membership Waiver)

(b) Non-use of block booked facilities.

(2) If the violation is the club’s first during the current academic year and the club is not under probation from violations committed the preceding year, the following steps are taken:

(a) The club is placed on probation for a designated period of time or until the club corrects the problem.

(b) The Club Sports Executives will notify the club representatives in letter form stating:

(i) The reason for the probation.

(ii) The length of the probation period.

(iii) The possible consequences the club will face if additional infractions occur.

(iv) The clubs right to appeal.

(c) If additional infractions occur:

(i) The club’s funds are frozen and a part of the club’s allocation may be forfeited.

(ii) The Club Sports Council may take any action deemed appropriate, including determining the amount of allocation forfeited by the club.

(iii) The club is notified in writing of the action(s) taken.

(iv) The club is reminded of their right to appeal.

Major Infractions:

(1) Examples of major infractions include but are not limited to the following situations:

(a) Displaying conduct that is incompatible with the college’s function as an educational institution and the purpose of the Club Sports program. (i.e. un-sportsmanlike conduct toward officials or opponents or disruptive behavior on trips)

(b) Misusing club resources.

(c) Allowing ineligible individuals to participate in club activities.

(2) For all major infractions:

(a) A meeting with the club representatives and the Club Sports Council is scheduled.

(b) Input from appropriate administrators and club members are solicited when deemed appropriate.

(c) The Club Sports Executives, after consultation with the Club Sports Council, determines the disciplinary action(s) to be taken. (d) The club is notified in writing of the decision and is reminded of their right to appeal the decision. Disciplinary Actions: Possible disciplinary actions that may be taken include, but are not limited to: (1) Probation. (2) Funds are frozen. (3) Loss of facility reservations. (4) Loss of funding. (5) Loss of Club Sports status and sponsorship of the PEAR Department. Notification of disciplinary action is sent to the club’s President or Captain, Dean of Students and Chair of PEAR department. Appeal Process:

The appeal process exists to ensure that all disciplinary actions taken against Club Sports are fair and equitable. The person/council to whom a disciplinary decision is appealed will review the previous decision and rule on the appropriateness given the infraction(s) committed. Club Sports who initiate an appeal are advised that the person/council, who hears the appeal, may at their discretion, levy a stiffer penalty than the disciplinary decision that is being appealed.The appeal process consists of two separate forums:

Minor Infractions:

Appeals of disciplinary decisions involving minor infractions will be heard by the Club Sports Council, who will forward a recommendation on the appropriateness of the original disciplinary decision, along with recommendations of subsequent disciplinary action to be taken, to the Club Sports Executives. The Club Sports Executives will rule on the appeal, and may uphold, reject or modify the recommendations of the Club Sports Council.

Major Infractions/Decisions of the Club Sports Programmers:

Appeals of disciplinary decisions involving major infractions or decisions of the Club Sports Executives will be forwarded to the Club Sports Director who will rule on the appeal after investigating the situation. Clubs are again reminded that the Director may uphold, reject or modify the decision of the Club Sports Executives.

Filing an Appeal:

All requests for appeals must follow the following procedures:

(1) Written notification from the Club Sports representative to the Club Sports Executive indicating the club’s reasons for the appeal and any circumstances related to the situation that caused the infraction must be submitted within three working days.

(2) The three working day period begins when the Club Sports Executive notification of disciplinary action is mailed and a copy placed in the captain’s mailbox.

(3) The appeal will be forwarded to the appropriate person/council and the club’s officers will be notified in writing as to when and where they may present evidence supporting their appeal.

(4) When a decision has been reached, the club’s officers will be notified in writing of the decision and a copy placed in the captain’s mailbox.

RECOGNITION AS A COLLEGE CLUB SPORTS:

Clubs are permitted to use the name, “Carleton College” in describing their clubs only at such time as they qualify as a registered Club Sport. In using the college name, Club Sports must make it clear that they speak only for their own members and do not represent the college or its student body as a whole.