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Procedures

The participants conduct each Sport Club, 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.

SPORT CLUBS PROCEDURES:

Purchasing Procedures:

The Sport Clubs Director must approve all purchases using CSA funds in advance.

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

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

Purchases and requests should be submitted well in advance of when they are needed if possible. The Sport Club Director has a Purchasing Credit Card to use for club purchases that is debited from club accounts. Please set up a time to meet with the Sport Club Director to make a purchase.

Purchasing SPORT CLUBS Uniforms: (Tee-shirts, tops, jackets, pants etc.)

Sport Clubs 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.

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.

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 Sport Club or individual activity Sport Club, provided the space is available.

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

--Recreation, practice, competition (visiting teams, tournaments, etc.), instruction, transacting club business, displaying promotional materials and meetings

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.

Sport Clubs participants are required to follow all rules and regulations regarding facility use.

Accessing Facilities:

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

Accidents:

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

Trip Preparation:

A Pre-Trip Form (online) must be completed and turned into Sport Clubs Director at least ONE WEEK in advance of the pending trip.  Tentative accommodation and travel arrangements are made at this time.  It is always recommended that groups travel together. 

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 Sport Clubs Director.

Vehicle request form  must be submitted to the Campus Services office as soon as possible to ensure availability.

(i) Vehicles are to be driven by licensed drivers who are at least 18 years of age and who are authorized drivers through Campus Services.

(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 Sport Clubs 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

***Three working days prior to leaving on the trip, it is recommended to check with the Sport Clubs Director for confirmation of hotel and travel arrangements and for notification of any unanticipated changes, which may have occurred.

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.

Reports:

Annual Reports:

During the budget process, each Sport Club is required to answer questions about their club and submit the answers at the time they submit their budget request for the next school year.  These questions include a variety of information detailing your club activity and suffice as the yearly annual club report.

Equipment Inventory Lists:

Each Sport Clubs 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, as requested by the Sport Clubs Director.

Mandatory Club Meetings: Each Sport Clubs must send an officer to attend the Sport Club 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.