The participants conduct each Club Sport, so the key to its success lies in the degree of student leadership and participation. Students within each club are responsible for the internal administration of their club to include decision making in such areas as equipment, facilities, finances, game schedules, membership, practices and safety. An understanding of the basic principles of organization management and the ability to delegate responsibilities to other club members will ensure the club’s smooth operation and stability over time.

CLUB SPORTS PROCEDURES:

(1) Purchasing Procedures:

The Club Sports Director must approve all purchases using CSA funds in advance.

ALL PURCHASES INVOLVING SELF-GENERATED CLUB FUNDS MUST HAVE PRIOR APPROVAL OF THE CLUB SPORTS DIRECTOR IF THE CLUB SEEKS REIMBURSEMENT.

Purchase requests must reflect the best interests of all club members.

Purchase requests must be prepared on Appendix H, which should be carefully investigated and include detailed information regarding price, color, brand, size, quantity, etc. Forms are obtained online (see club sports web page)

(2) Purchasing CLUB SPORTS Uniforms: (Tee-shirts, tops, jackets, pants etc)

Club Sports who purchase uniforms using CSA club funds must consider these as club equipment and not the personal property of the club member. Any club member seeking to purchase the shirt or any other equipment from the club must pay the club the full purchase price.

(3) Equipment Use:

All equipment, which is purchased for club use as an approved budgetary item, is and remains the property of the college. This equipment must be stored at the college at all times. No equipment will be stored in private residences at any time.

Equipment purchased for a specified club may only be used by members of that particular club unless special permission is granted by the club president/captain.

(4) Facility Use:

Facility space is limited (when space use is at a premium) to a maximum of THREE times per week for a total of SIX hours, for each team Club Sport or individual activity Club Sport, provided the space is available.

Club Sports must submit requests through the Club Sports Director for facility use to support the following club related activities:

(a) Recreation

(b) Practice

(c) Competition (visiting teams, tournaments, etc.)

(d) Instruction

(e) Transacting club business

(f) Display of promotional materials

(g) Meetings and social get-togethers

Spectators are welcome at club related activities but do not have facility use privileges. Spectators are restricted to the area to which competition takes place.

Club Sports participants are required to follow all rules and regulations regarding facility use.

(5) Accessing Facilities:

In order to access any of the college facilities during booked club times; all club members must show a current student one-card.

(6) Accidents:

All accidents must be reported to the Club Sports Director within 24 hours. The accident report form is available on the Carleton club sport web page.

(7) Trip Preparation:

(a) A Pre-Trip Form (online) must be completed and turned into Club Sports Director at least ONE WEEK in advance of the pending trip. Tentative accommodation and travel arrangements[1] are made at this time. Groups must travel together. No person can go earlier or return at a different time without special permission from the Club Sports Director.

(b) Reimbursement for Travel. Club members are requested to turn in their mileage (mapquest) and check request form to their treasurer. This officer signs the request and forwards it to the Club Sports Director.

(c) Vehicle request form (see Appendix J) must be submitted to the Security Office (x4443) as soon as possible to ensure availability.

(i)Vehicles are to be driven by licensed drivers who are at least 18 years of age.

(ii)These vehicles are to be used only for transportation to and from the destination.

(iii) If the use of private vehicles has been sanctioned by the Club Sports Director, EACH VEHICLE OWNER MUST CARRY A MINIMUM OF $1,000,000 LIABILITY INSURANCE. Receipts must be submitted for reimbursement of any mileage claimed. GAS PURCHASES CANNOT BE CLAIMED FOR PRIVATE VEHICLES BUT MAY BE CLAIMED IF USING A COLLEGE VEHICLE.

(d) Three working days prior to leaving on the trip, the trip leader must check with the Club Sports Director for confirmation of hotel and travel arrangements and for notification of any unanticipated changes, which may have occurred.

(8) Post Trip Procedure:

The trip leader must complete the Post Trip Form (online) within two days of returning from the trip and complete a check request with all relevant receipts and the balance of moneys.

(9) Reports:

(a) General Club Sports Information:

Each Club Sport is required to submit to the Club Sports Director, a written explanation of what the club does, along with a list of contact names, (including both phone numbers and e-mail addresses). In addition, each Club Sport must submit specific practice/meeting times and locations of the club. This information is compiled and then distributed accordingly. This information is due at the first Club Sports Meeting in September of each year.

(b) Annual Reports:

Each Club Sport is required to submit an Annual Report at the end of the school year or season (which ever comes first). This Annual Report should include the club activity and accomplishments for the year, updated Equipment Inventory Lists (see below), along with the names of the new officers for the following year. This Annual Report must be submitted to the Club Sports Director, by May 29.

(c) Equipment Inventory Lists:

Each Club Sports is responsible for the care and inventory of their club equipment. A list of what the club has inventoried and its current storage location must be submitted at the end of May, with the Annual Report.

(10) Mandatory Club Meetings:

Each Club Sports must send an officer to attend the Club Sport Meetings during the year. (See Important Club Dates, pg3).

PLEASE NOTE THAT FAILURE TO SUBMIT THE ABOVE PAPER WORK MAY JEPARDIZE A CLUB FROM CONTINUING ON AS A “RETURNING STATUS” CLUB THE FOLLOWING YEAR.