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The philosophy of the Sport Clubs program is to promote health, physical well being and the acquisition
of physical skill development.

The Sport Clubs program is part of the Physical Education, Athletics and Recreation Department
(P.E.A.R). Sport Clubs are designed to serve individual interests in different competitive sports and
recreational activities. These interests can be competitive, recreational or instructional in nature. Clubs
may represent the college in competition and/or may conduct intra-club activities such as practice, instruction,
social and tournament play.

To make available to students opportunities for the instruction and participation in a wide range
of recreational and competitive programs which can develop sound lifelong leisure values and
skills. Staff, faculty and alumni may attend practices and instructional classes but not participate
in organized competition.

To provide an avenue for camaraderie in the college community through common interests; to
develop a feeling of belonging among individuals in the shared pursuit of leisure interests.
To develop leadership by providing opportunities for students to organize, administrate and
problem solve for individual clubs and to become officers thereof.

A Sport Club is a group of students organized for the purpose of furthering their common interests in
an activity through participation and competition. A Sport Club must have a minimum number of
active participants(10) to be eligible to be recognized as an active Sport Club. (A club becomes ineligible
for active status if they are unable to fill the required club officer positions or field enough players
to compete in a regional or state competition).
Sport Clubs are meant to be a learning experience for the members through their involvement in fundraising,
public relations, organization, administration, budgeting, and scheduling, as well as, through
the development of skills in their particular sport. Involvement in a group and team environment helps
enhance a student’s overall education while living in the collegiate setting.


Sport Clubs are ranked on a 2-tier system.
This system is necessary in part due to the large increase in demand of groups wanting to develop new
Sport Clubs. The 2-tier system gives clubs that qualify under the guidelines presented in Forming a
new Sport Club a chance to demonstrate that there is support for such a club amongst the community.

Further, this policy allows for a grace period in order that the Sport Clubs Program can better prepare
to allocate its limited resources. The Sport Clubs Program recommends a maximum of 25 clubs
(dependent on CSA funding and approval) per year based on space availability.


Tier System:

(1) Conditional: Receive no representation on Sport Clubs Council.
All new clubs, regardless of Sport Clubs Classification

(2) Active Club: Allowed one representative per team to vote on the Sport Clubs Council. To be
eligible to vote the representative must be present at the council meeting.

Team Sport Clubs:

1) Indoor/Outdoor (Rugby, Ice Hockey, Rugby, Lacrosse, etc.)
Individual Activity Sport Clubs:
Martial Arts (Aikido, Karate, Tae Kwon Do, etc.)
Indoor (Table Tennis)
Outdoor (Equestrian)
Active clubs are classified by Team Sport Clubs or Individual Activity Sport Clubs (as above).
This will allow clubs with similar facility and administrational needs to be represented on the Sport
Clubs Council by a representative(s) elected from within the club executives of each particular
group. (i.e., who is the best person in that group to represent the group)?


Conditional Status:

⇒  All newly approved clubs are assigned Conditional Status for the first year of operation.
⇒  Each club has one year to demonstrate viability in terms of club administration, student interest,
and support in terms of club members.
⇒  Conditional clubs have lowest priority for facilities bookings and reservations.
⇒  Financial assistance is not available for Conditional clubs. A club assigned Conditional status
must be a completely self-supporting organization.
⇒  Upon successful completion of Conditional status, a club will be automatically elevated to Returning
status and as such be eligible for such support as deemed suitable (at the discretion of
the Sport Clubs Director, and as recommended by the Sport Clubs Executive Council, subject to
available funding).
⇒  Conditional clubs are not eligible to serve on the Sport Clubs Council.

Returning Status:
⇒  Returning status is the normal operating mode for a previously recognized club.
⇒  Be primarily instructional or competitive with travel to competitions.
⇒  Each club will be allocated the financial, promotional, administrative and resource support
deemed appropriate for each clubs needs. CSA allocated funding is reserved for administration
costs, facility rentals, equipment costs, travel expenses and fees.
⇒  Returning clubs have normal priority for facilities booking and reservations (facilities booking
and reservations shall be at the discretion of the Sport Clubs Director and the council). Sport
Clubs may have facility bookings and reservations superseded by Physical Education classes,
Varsity Teams, Recreation Instructional Programs or Intramural Programs if and only if no other
facilities exist, or no other arrangements can be made, and that such an arrangement be deemed
to be in the best interests of the college and PEAR.
⇒  Returning clubs that have been found, through a disciplinary meeting of the Sport Clubs Council,
to be in violation of the rules and regulations may, at the discretion of the Sport Clubs Director,
be reduced to Conditional clubs status at any given time.
⇒  Eligible to serve on the Sport Clubs Executive Council.
⇒  Returning clubs may be eligible to receive PE Credit. (after 1 successful year within returning


The Sport Clubs Executive Council aids and advises the club representatives in administering the
Sport Clubs Program. It exists to promote participation in the Sport Clubs Program and has as its
primary objective to provide a medium for the exchange of information regarding the Sport Clubs
guidelines and procedures.
Each Individual SPORT CLUB shall elect an officer to attend periodic Sport Clubs General Council
meetings and report back to the club. Others may attend as guests, but shall not have voting rights.

Sport Clubs Executive Council Structure:

(1) Name: Sport Clubs Executive Council

(2) Charge: (a) to recommend and monitor the CSA Recreational allocation of funds and resources
for the maintenance of the Sport Clubs, including a non-allocated emergency
fund based on 10% of the total Sport Clubs budget.
(b) To review applications for clubs desiring Sport Clubs Status and to determine appropriate
status for each club completing the application process.
(c) To serve as an appeal board and rule on club appeals regarding decisions made by
the Sport Clubs Executives and the Sport Clubs Director.
(d) To review each club’s adjusted budget request, and to make recommendations for
allocation amounts.
(e) To formulate and enforce procedures which facilitate the development of the
Sport Clubs Program.
(f) To make recommendations, offer advice, and assist in the decision-making process
in other matters when requested to do so by the Sport Clubs Director.

(3) Membership:

Council Executives:
Chair Safety Coordinator
Co-Chair Marketing/Publications Officer
The Sport Clubs Executives will also assist the Sport Clubs Director in the following ways:
*  Administrative assistance and guidance.
*  Budget preparation assistance.
*  Assistance and supervision with finances.
*  Field and facility reservations assistance.
*  Equipment storage, checkout, and purchase.
*  Assistance with transportation arrangements – limited basis.
*  Consultation on publicity and promotion.
*  Administrative record keeping.
General Council Representatives from each club
*  The Sport Clubs Executives and club representatives will serve on the council.
*  Executive Council members will serve as Co-Chairs for all regular meetings.
*  The Secretary will serve as recorder for all meetings.
*  Any Carleton club officer who is an active member of a Returning Sport Clubs may apply
for a position on the Sport Clubs Executive Council.
*  Only one member per club may serve on the Sport Clubs Executive Council.

(4) Quorum: A quorum is set at 8 members.

(5) Meetings: The Sport Clubs General Council shall meet as necessary throughout the course of the
academic school year. Any Sport Club can petition the Sport Clubs Executives to convene a meeting
of the Sport Clubs General Council.

Executive Council Responsibilities

Chair/Co Chair: set meeting agenda items with Sport Clubs Director, responsible for conducting
bi/weekly council meetings, responsible for sanctions against clubs who commit minor and
major infractions affecting the organization of Sport Clubs and draft any email recommendations
to club officers and administrators as needed and based on the input from the executive council.

Secretary: record the minutes of each meeting and post these on the Sport Clubs web site. Responsible
for informing the council of previous business and decisions made concerning the
management of clubs. Lead email conversations relating to topics discussed at previous meeting
or upcoming meetings as needed. Help the Sport Clubs Director to review policies based
on decisions ratified by the Sport Clubs council.

Safety Manager: Lead clubs in hazing/alcohol awareness training, be general contact for hazing/
alcohol/safety issues, work with Rec student EMT’s to ensure proper safety for all club
teams at practice and games, help organize concussion education sessions and hold discussion
on disciplinarian contract in individual Sport Clubs constitutions at is relates to unsafe behavior.
Budget Manager: heading the council allocation meeting in Spring term, keeping track and
budgeting the executive council’s emergency funds, being a liaison to clubs in explaining the
additional funding request process and being available to assist with clubs during the budget process.

Marketing/Publications Officer: responsible for collecting schedules and results from Sport
Clubs assistant and ensuring that the Carletonian has this information for publication. responsible
for reviewing individual club web sites to stay current with season schedules and results
and taking the initiative to publicize Sport Club events on campus.

As a member of the PEAR Department at Carleton, each Sport Club is obligated to obtain the approval
of the Sport Clubs Executive Council prior to acting on items, issues or ideas that are not covered in
this handbook. If a Sport Club chooses to act independently, that club will risk losing its Sport Clubs
status, and all the rights and privileges associated with that status.

The basic concept underlying the college’s standards of conduct is that students, by enrolling in the
college, assume an obligation to conduct themselves and their organizations in a manner compatible
with the college’s function as an educational institution. Individuals must always act in a manner that
does not detract from the reputation of the college. This includes behavior in game situations. When
involved in off-campus events or when traveling, be aware that you still represent the college, even
though you are not on campus for the event.

As per Carleton College policy, illegal drugs and alcohol are not allowed in or on any Carleton athletic/
recreation facility. Furthermore, illegal drugs and alcohol are prohibited at club sponsored activities,
on or off campus. It is the responsibility of the club to see that visiting teams and its own members adhere to this policy.



Participation on a Sport Club team is open to all Carleton College students. Staff, faculty and
alumni may attend practices and instructional classes but may not participate in organized
Transgender Athletes — the Sport Clubs program has specific inclusion guidelines for the opportunity
of participation for transgender athletes. If you would like information regarding transgender participation
please contact the Sport Clubs Director or see the Sport Clubs website for more information.


A Sport Club or its members should not conspire to engage in hazing or commit any act that
injures, degrades, disgraces, or tends to injure, degrade, or disgrace any fellow student attending the college.
The definition as listed in the Campus Handbook under the section on Community Standards:
Hazing, defined as an act which endangers the mental or physical health or safety of a student, or which
destroys or removes public or private property, for the purpose of initiation, admission into, affiliation
with, or as a condition for continued membership in a group or an organization.
The act of hazing will not be tolerated and should be reported immediately to the Sport Clubs Director or
other appropriate College officials.



Carleton College will assume NO responsibility for the payment of medical expenses resulting from injuries
that occur while participating in Sport Clubs. Individuals are responsible for reviewing their current
health insurance policy to see if you are covered.
The College strongly recommends that families, prior to declining participation in the Student Health
Plan, review their health insurance policies to ensure that their coverage provides equal or better benefits
and that they are covered in the Northfield, MN area.


Deadline: Please complete ONLINE by August 15th, 2015, or the NON-REFUNDABLE premium
of $1,046.00 will be automatically added to your Fall Term tuition bill. For more information go to
Student Health Insurance on the Carleton College Business Office Website.
For questions about the plan, contact Collegiate Insurance Resources online or at their toll free number (800) 322-9901.

Athletic Insurance (Varsity and Sport Clubs)
Every student athlete participating in Intercollegiate Athletics at Carleton College MUST be covered under
a health insurance policy that will cover sports related injuries. This is an NCAA requirement.
For student athletes participating in Sport Clubs at Carleton College it is recommended but not required
that you be covered under a health insurance policy that will cover sports related injuries. The requirement
is for NCAA affiliate sports only.