Annual Registration and Membership Guidelines
The participants conduct each Club Sports, 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.
RETURNING CLUB SPORTS:
Recognition as a Club Sport is granted for one year only (September until June). It is necessary for each club to register (at the end of the spring term) their intent to return as a Club Sport the following year. This is done by submitting a form to the Club Sports Director in May.
Registration procedures for returning clubs are as follows:
Register with the Club Sports Director (done in May of previous year).
Turn in an updated listing of officers to the Club Sports Director.
Submit Participation Waivers and Insurance Acknowledgement forms prior to individual participation.
Unless a club has completed the above procedures and is recognized by the PEAR Department, it will be ineligible to receive any assistance or use of facilities from the department. In order to retain its “active” status, any Club Sports must continue to meet the criteria outlined in this Handbook.
FORMING A NEW CLUB SPORT:
Interested in forming a new CLUB SPORT? See the requirements and process below to learn how.
1. Registration with the Carleton Student Association. This is may be completed on-line at https://apps.carleton.edu/orgs/csa/orgs/ and documentation must be provided. Clubs must have successfully completed a minimum of 2 years as a registered student organization before applying for club sport status.
2. Demonstration of Interest - Submit a list of names and signatures with Carleton ID numbers of at least ten (10) active members.
3. Demonstration of Organization - A club must define their purpose, goals, and objectives; submit officers' names and their duties; have a continuity procedure consisting of established officer election dates and the procedure for election; and defined membership requirements. This information should be included in the club constitution.
4. Demonstration of Need - An applying group needs to document that interest in their sport is not being adequately met by existing campus programs. Those sports currently recognized by the Division of Intercollegiate Athletics may not be duplicated. A sport or form of a sport currently a member of the Club Sports program will not be duplicated.
5. Demonstration of Safety - An applying club needs to demonstrate that the welfare of its members is safeguarded. Evidence should be presented showing well-qualified instructors, the existence of safe equipment, the supervision of practice and competitive sessions, and the procedures to follow in case of accidental injury.
6. Satisfaction of a "True Sport" definition - Demonstrate that the applying club is within the following guidelines:
~Be a sport with a national or international governing body (i.e. AAU, NCAA, USA Volleyball, or an independent
governing body such as International Badminton Federation).
~Produce a set of rules published by the sport's governing body, if requested.
~Present evidence that there are established competitions, tournaments and clinics within a 8hr radius of Northfield, if applicable.
~Show that the learning and development of skills of the sport is the main objective.
~Must have membership with a National or International Governing Body and participate in a local or regional league (as available).
7. Space Availability & Equipment - Availability of Campus Rec facilities, storage and equipment for practice and competition is very limited due to use by Campus Rec programs, Athletics, Club Sports and informal recreation. Allocation of practice space and time will be limited to Campus Rec facilities that are not currently utilized. Club petitions that do not require and/or cannot be accommodated by existing Campus Rec facilities will be considered. The Club Sports Director in conjunction with the PE.A.R Administrative Council will make decisions regarding space availability.
1. Meet with the Club Sports Director - In order to petition to become a club sport with the PE. A.R Department, the interested party must meet with the Club Sports Director (Room 105 Recreation Center) and present all the documents needed to meet the criteria to become a club sport as explained above.
2. Attend Club Sports Council Meeting - If the Club Sports Director determines that all criteria have been met, the petition will be placed on the agenda at the next Club Sports Council meeting. (typically meets bi-weekly during the academic term)
3. Acceptance by the Club Sports Council - The prospective club's chief officer will make a verbal request by means of a presentation to the Club Sports Council for membership to that body. A vote will take place at that time or it may be postponed to the next Club Sports Council meeting. A vote may be postponed to the next Club Sports Council meeting if additional information is required. Completion of the Club Sports registration does not constitute endorsement of an individual club. Acceptance by the Club Sports Council, the advisory group to the Club Sports Director, is granted by two-thirds (2/3) vote of the quorum.
4. Approval by PEAR Administrative Council - Taking the vote of the Club Sports Council and all criteria into consideration, the Club Sports Director has final approval of a club's acceptance. The decision of the Club Sports Director may be appealed to the Program Director. Once accepted as an approved Club Sport, the club shall then be governed by policies established by the College, the PE.A.R Department and the Club Sports Council.
5. Probationary Period - Upon acceptance into the Club Sports program, the new club will serve a one-year probationary period per the Club Sports Council By-Laws as a “conditional” status club.
Clubs are expected to function in a mature and responsible manner both on and off campus in all club-related activity and in accordance with this Handbook.
Club Sports and/or the individual members of Club Sports may face disciplinary action for inappropriate on-campus or off-campus actions while participating in any club related activity.
Disciplinary action may result in the revocation of Club support from the Club Sports Executive Council and the PEAR Department as well as with Carleton College.
THE DISCIPLINARY PROCESS:
Violation of, or non-compliance with college policies, campus regulations, Club Sports procedures or Club Sports standard of conduct, may result in loss of Club Sports status or other disciplinary action to the Club Sports involved. The corrective discipline process has been developed to assist club leaders in correcting the mistakes that have caused problems for the club and the college.
Examples of minor infractions include but are not limited to the following situations:
~Failure to submit required forms and documentation.
~Non-use of block booked facilities.
If the violation is the club’s first during the current academic year and the club is not under probation from violations committed the preceding year, the following steps are taken:
~The club is placed on probation for a designated period of time or until the club corrects the problem.
~The Club Sports Executives will notify the club representatives in letter form stating:
1. The reason for the probation.
2. The length of the probation period.
3. The possible consequences the club will face if additional infractions occur.
4. The clubs right to appeal.
~If additional infractions occur:
1. The club’s funds are frozen and a part of the club’s allocation may be forfeited.
2. The Club Sports Council may take any action deemed appropriate, including determining the
amount of allocation forfeited by the club.
3. The club is notified in writing of the action(s) taken.
4. The club is reminded of their right to appeal.
Examples of major infractions include but are not limited to the following situations:
~Displaying conduct that is incompatible with the college’s function as an educational institution and the purpose of the Club Sports program. (i.e. unsportsmanlike conduct toward officials or opponents or
disruptive behavior on trips)
~Misusing club resources.
~Allowing ineligible individuals to participate in club activities.
For all major infractions:
~A meeting with the club representatives and the Club Sports Council is scheduled.
~Input from appropriate administrators and club members are solicited when deemed appropriate.
~The Club Sports Executives, after consultation with the Club Sports Council, determines the disciplinary action(s) to be taken.
~The club is notified in writing of the decision and is reminded of their right to appeal the decision.
~Possible disciplinary actions that may be taken include, but are not limited to:
~Funds are frozen.
~Loss of facility reservations.
~Loss of funding.
~Loss of Club Sports status and sponsorship of the PEAR Department.
~Notification of disciplinary action is sent to the club’s President or Captain, Dean of Students and Chair of PEAR department.
The appeal process exists to ensure that all disciplinary actions taken against Club Sports are fair and equitable. The person/council to whom a disciplinary decision is appealed will review the previous decision and rule on the appropriateness given the infraction(s) committed. Club Sports who initiate an appeal are advised that the per-son/council, who hears the appeal, may at their discretion, levy a stiffer penalty than the disciplinary decision that is being appealed. The appeal process consists of two separate forums:
Appeals of disciplinary decisions involving minor infractions will be heard by the Club Sports Council, who will forward a recommendation on the appropriateness of the original disciplinary decision, along with recommendations of subsequent disciplinary action to be taken, to the Club Sports Executives. The Club Sports Executives will rule on the appeal, and may uphold, reject or modify the recommendations of the Club Sports Council.
Major Infractions/Decisions of the Club Sports Programmers:
Appeals of disciplinary decisions involving major infractions or decisions of the Club Sports Executives will be forwarded to the Club Sports Director who will rule on the appeal after investigating the situation. Clubs are again reminded that the Director may uphold, reject or modify the decision of the Club Sports Executives.
Filing an Appeal:
All requests for appeals must follow the following procedures:
Written notification from the Club Sports representative to the Club Sports Executive indicating the club’s reasons for the appeal and any circumstances related to the situation that caused the infraction must be submitted with-in three working days.
The three working day period begins when the Club Sports Executive notification of disciplinary action is mailed and a copy placed in the captain’s mailbox.
The appeal will be forwarded to the appropriate person/council and the club’s officers will be notified in writing as to when and where they may present evidence supporting their appeal.
When a decision has been reached, the club’s officers will be notified in writing of the decision and a copy placed in the captain’s mailbox.
RECOGNITION AS A COLLEGE CLUB SPORT:
Clubs are permitted to use the name, “Carleton College” in describing their clubs only at such time as they qualify as a registered Club Sport. In using the college name, Club Sports must make it clear that they speak only for their own members and do not represent the college or its student body as a whole.