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, which 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:
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.
Purchases and requests should be submitted well in advance of when they are needed if possible. The Club Sports 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 Club Sports Director to make a purchase.
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.
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 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:
⇒ 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.
Club Sports participants are required to follow all rules and regulations regarding facility use.
In order to access any of the college facilities during booked club times; all club members must show a current student OneCard.
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.
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 ar- rangements are made at this time. It is always recommended that groups travel together. See the Travel Coordinator Guidebook for more details on travel and options.
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 for- wards it to the Club Sports 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. (For all Campus Services and Rental Agency Vehicles)
- (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 and SUBMIT A PERSONAL VEHICLE REGISTRATION FORM. 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 Club Sports 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 money.
At the end of Spring term, each Club Sport is required to answer questions about their club and its operation. These questions include a variety of information detailing your club activity and suffice as the yearly annual club report.
Equipment Inventory Lists:
Each Club Sport 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 request- ed by the Club Sports Director.
Mandatory Club Meetings: Each Club Sport must send an officer to attend the Club Sport Council Meetings during the year. (See Important Club Dates, pg. 3). Typically, one ALL CLUB meeting will be scheduled, and additional meetings called if necessary.
**PLEASE NOTE THAT FAILURE TO SUBMIT THE ABOVE PAPER WORK MAY JEOPARDIZE A CLUB FROM CONTINUING ON AS A “RETURNING STATUS” CLUB THE FOLLOWING YEAR.