Sports Club Organization and Management



The key to successful Sport Clubs lies in the degree of student leadership and participation.  Students within each Sport Club are responsible for the internal administration of their club to include decision making in such areas as finances, competition, schedules, equipment, facilities, membership, practices, and safety.  The ability of a Sport Club to communicate with its members and to delegate and follow through with responsibilities will ensure the Sport Club smooth operation and stability over time.

-Carleton College Sport Clubs and their individual members are fully responsible for abiding by local, provincial, and federal laws, as well as college regulations in all activities.

- Each Sport Club must annually resubmit for renewal of affiliation with the Sport Clubs Program.

- Each Sport Club must have a submitted a Team Roster on file in the Sport Clubs Office.  The Fall Membership List must be submitted by September 25 or before the first scheduled competition date, whichever comes first.  The membership lists must be updated as members are added or deleted. Winter and Spring submission dates can be found on pg. 3.


- Each Sport Club is responsible for completing and submitting all the listed requirements on page 3 of this manual and any additional requirements as assigned by the Sport Club Director during the school year.

-Each club is responsible for assuring that they have one (1) representative at Sport Clubs All CLUB Meetings.  (Club will be in jeopardy of having clubs funding “frozen” and being fined $50.00 for each Sport Clubs Meeting missed).


First Year Conditional Status:

New Sport Clubs must spend one year on probation to demonstrate stability in terms of attracting campus-wide participation on an annual basis.  Sport Clubs in their first year will be self-supporting.

Returning Clubs:

Each Sport Club must annually submit for renewal with the Sport Clubs Executive Council.  This includes submission of a list of current Club Officers, the current Membership Lists(roster) and the current Captain’s/ President’s Agreement.


Sport Clubs on probation may not  be able to utilize college allocated funding during this period.  Probation could also affect requests for the following years funding and facility requests may be cancelled during this period of time.  All privileges may be restored at the termination of the probation.


If any Sport Club begins to show steady decrease in participation, student leadership, and general interest, the Sport Clubs Executive Council will investigate the decline to ascertain the possible causes and whether the problem is a temporary condition.  If it is determined that a Sport Club is no longer meeting the needs for acceptance, as a Sport Club, termination of the current status may be appropriate.  Once terminated a Sport Club must re-enter the program by following the procedures for forming a new club.

Responsibilities of the Captain/President:

· Serving as a liaison between the club and the PEAR Department, with the contact being the Sport Club Director.

· Informing club officers and club members of all information and complying with the content of the Sport Clubs Handbook.

· The captain will sign a form stating that he/she has read the Handbook and will comply with all the rules

and regulations stated within.

· Holding regular elections of officers as stipulated in the club constitution.

· Informing the next club captain of the routine guidelines for club operation prior to the next president assuming office.  This would include transferring this Handbook to the new captain and arranging a meeting between the new president and the Sport Clubs Director.

· Meeting financial obligations incurred as a club.

· Submitting a report at the end of the term/year summarizing club activities. 

· Completing the Accident/Incident Report form for any accidents/incidents requiring some form of medical attention that occurs during on-campus or off-campus practice, competition, informal recreation or instruction. These reports should be submitted to the Sport Clubs Director via the web within 24hrs of the occurrence.

· Reporting the results of all club associated competitions to the Sport Clubs Director.

· Appoint a qualified individual to be in charge of checking on the equipment for safety and inventory purposes. (Inventory Reports must be submitted to the Sport Clubs Director on an annual basis).

**NOTE:  The Sport Clubs Captain may appoint a liaison representative, but for successful communication, it is advisable to have the president as the link between the club and the Sport Clubs Director/PEAR Department.

Responsibilities of the Vice-Captain:

· Presiding over meetings and business in the Captain’s absence.

· Assisting the Captain with his/her duties.

Responsibilities of the Secretary:

· Recording and circulating minutes of all meetings.

· Maintaining updated membership lists.

· Submitting to the Sport Clubs Director an updated membership list.

· Developing and circulating publicity regarding club activities as approved by the Sport Clubs Director.

Responsibilities of the Treasurer:

· Preparing with the club captain the annual budget request.

· Maintaining all appropriate records of your financial activity.

· Submitting payment requests.

· Aiding in fund raising activities.

· Submit all requests for individual reimbursements to the Sport Clubs Director

Responsibilities of the Equipment Manager:

· Submitting an equipment inventory annually (end of Spring Term) to the Sport Clubs Director.

· Obtaining club equipment for club functions through the PEAR Department.

· Ensuring that all club equipment is stored appropriately at the Rec. Center, West Gym, Stadium and Cowling.

Responsibility of the Safety Officer: (Teams who travel/compete in Sport Club events/matches)

· Maintain a first aid kit, stocked sufficiently with supplies and this kit will be on hand at      every club practice and competition.

· Restock first aid supplies as they are depleted.

· Certified in Standard First Aid and CPR for adults, will be at every club practice and competition.



Whenever possible, Sport Club instructors and coaches should be Carleton students, staff, or faculty.

Any Sport Club wishing to use an instructor or coach not affiliated with Carleton must submit a writ

ten request to the Sport Clubs Director on a yearly basis.  The request must include the prospective

instructors’ qualifications, experience, and certifications.  Sport Club instructors/coaches are

required to fill out a yearly INSTRUCTOR/COACH agreement form that can be found online at:

In addition, instructors and coaches(outside Carleton) are strongly encouraged to have their own personal liability insurance as the college only covers claims for those who are injured on the job who are currently employed by the college. A request for a Certificate of Liability will be required for outside instructors/coaches providing a service to the college as well as a one time background check for all individuals who will be working with our students.

The selection of instructors and/or coaches is the responsibility of the club, but is subject to the    

approval of the Sport Clubs Director.

The instructor and/or coach must restrict their involvement with club to teaching and coaching in

practice and may not participate in any area of competition as part of the club.  Instructors and

Coaches may not be involved in club administrative or decision making related business.  The

student representative will act as the liaison between the club and the PEAR Department.  Questions

as to the coaches or instructors involvement in the Sport Clubs business should be presented to the

Sport Clubs Executive Council.

The Carleton College Sport Club coaches or instructors are fully responsible for abiding by the local,

state and federal laws as well as the college regulations in all Sport Clubs activities.


Club Sport PE CREDIT:                                                                                                                                                                                                

SPORT CLUB members are eligible to receive all 4 of their PE credits by participating in a Sport Club.

Requirements of  PE credit clubs 

Must submit request to receive PE Credit Form yearly (in term prior to credit being offered)

Must have an instructional component

Must regularly meet *3 times per week recommended (min. of 18 times per term)

Minimum of 10 student participants

***0 credit clubs can petition to receive PE credit once 2 years of  above requirements met                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           

***Clubs must choose 1 term to offer credit each academic year (Fall, Winter, or Spring)

***During off season terms, all clubs must uphold policies and paperwork as required by the Sport Club office

4 credit clubs:

Alpine Ski, Badminton, Competitive Dance, CUT, Cycling, Eclipse, GOP, Ice Hockey(Men’s and Women’s), Lacrosse(Men’s and Women’s), Nordic Ski, Rugby(Men’s and Women’s), Sailing, Synchro Swim, Syzygy, Tennis, Men’s Volleyball, Water polo

0 credit clubs:

Equestrian, Table Tennis

The following clubs work in conjunction with the affiliated PE class and can serve as MAKE-UP classes if chosen so by the PE Instructor:

Aikido, Karate, Tae Kwon Do

Only one credit may be earned each academic year.  This means an individual cannot claim a Fall and

Spring season sport as two credits within the same year.

Club members may not claim a Sport Club PE credit in the same term they are also enrolled in a PE


Club members are responsible for informing captains that they are eligible for PE credit.

Individual club members are responsible for registering for their club at the same time as they register

for their term classes.  This can be done online or via Drop/Add cards at the beginning of the term.

**Those who wish to receive credit must properly register. Going back to retro-actively request credit from a previous term is not an option.