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Campus Recreation contributes to the holistic well-being of students, faculty, and staff by providing access to recreational and educational experiences, fostering a sense of community and belonging, and empowering individuals to cultivate positive wellness values and behaviors that last throughout and beyond their time at ���ϲ�����.

The HealthEU initiative aims to empower every individual in our community to actively implement and integrate wellness values in their daily lives, with their peers and in their greater purpose by providing access to resources, educational tools and support through the six dimensions of well-being. This will help ���ϲ����� become a national model for programs, research and dialogues promoting resilience, belonging, and all aspects of lifelong personal wellness.

The ���ϲ����� Club Sports Program offers students the opportunity to develop leadership skills on and off the field of competition while getting the opportunity to continue participating in competitions.  Each club is formed, developed, governed, and administered by the student membership of that particular club working with the club’s advisor and the Club Sports staff.  The key to the success of this program is student leadership and participation. Club Sports are governed by both the rules and regulations applying to all students and recognized student organizations and those established by Campus Recreation in coordination with Student Involvement & ���ϲ�����.

The Club Sports Handbook contains policies and guidelines to be followed by all clubs affiliated with ���ϲ����� University, Club Sports Council, and Campus Recreation.  The handbook will serve as a resource for officers in the daily management of their respective clubs and program operations. Questions and concerns not covered in this handbook should be directed to the Assistant Director for Sport Programs

A club sport is a registered student organization formed by individuals with a common interest in a sport. A club’s primary goal is to promote and develop interest in that particular sport. Clubs may be instructional, recreational, competitive, or may be involved in any combination of these elements. Campus Recreation & Wellness and the Office of Student Involvement recognize the following organizations as members of the Club Sports Cluster and contact information for their club can be found on PhoenixConnect.

Assistant Director of Sport Programs 

Ivie Shelton
ishelton@elon.edu
(336)278-4875

Athletic Trainer for Club Sports and Performing Arts 

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cyanakis@elon.edu

Director of Campus Recreation 

Cam Adams
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Club Sports General Contact Info 

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*All communication will come from a club sport staff member thought Teams or thought email. *

2026-2027 Budgets Due August 19th

2026-2027 Bylaws Due August 19th

Koury Kickoff August 22nd

Club Sports Leadership Fall Meeting August 30th

First Day for Fall Club Practice August 31st

Fall Student Organization Fair September 2nd

Last Day Fall Clubs Practice December 3rd

Winter Practices January 3rd – 21st

Club Sports Leadership Spring Meeting January 31st

Spring Student Organization Fair TBD

First Day of Spring Club Practice February 1st

2027-2028 Officer Elections Open February 1st

2027-2028 Leadership Roster Due March 7th

New Officer Training March 18th-28th

Practice Requests and End of the Semester Survey Due May 1st

Last Day Clubs Practice May 9th

2027-2028 Officer Terms Start May 9th

Club Sports Banquet TBD

***The President, Vice President, and Treasurer of each club will meet with Assistant Director at least once every semester ***
*** Dates are subject to change. ***

The Club Sports Program serves as a branch of the Campus Recreation department that supervises the leadership of all club sport teams.

The Sport Club Office consists of the Assistant Director for Sport Programs, Athletic Trainer for Club Sports & Performing Arts, Program Assistant for Campus Recreation & Wellness, Team Leader for Club Sports and Club Sports Assistants, and the Club Sports Council. Below are the responsibilities of each member of the office.

The Assistant Director for Sport Programs is the full-time professional staff member in the department of Campus Recreation at ���ϲ�����.

• Manage the day-to-day operations and administration for the Club Sport Organization.
• Ensure all established University, Campus Recreation & Wellness, Club Sports Organization and individual club policies, procedures, and bylaws are followed.
• Oversee the Club Sports Special Projects budget, Club Sports teams saving and donation accounts.
• Assist with club fundraisers, marketing strategies, promotions, community service projects, etc.
• Keep an up-to-date account of current and new inventory (reported annually by individual clubs).
• Offer support and assistance to all club members and officers.
• Maintain a complete list of practices, contests, and events of all clubs.
• Schedule supervision for events and tournaments.
• Foster an environment of hands-on student development.

The Athletic Trainer for Club Sports & Performing Arts is a full-time professional staff member of Campus Recreation that provides care to Club Sport and Dance/Performing Arts. The Athletic Trainer must maintain up-to-date certifications appropriate to treat students.

• Supervise home events and tournaments; practices when applicable.
• Coordinate ImPACT concussion testing with high-risk sports.
• Assist in tracking of medical release paperwork, CPR certifications and HIPPA Release forms.
• Maintaining medical records for club sport athletes.

The Program Assistant for Campus Recreation and Wellness is a full-time professional staff member in the department of Campus Recreation at ���ϲ�����.

• Manages the Club Sports Special Projects budget, club team’s savings and donation accounts.
• Works with the Club Sport team’s treasurers to ensure university and department policies and procedures in regard to budgets are followed.
• Manages and oversees payments to coaches/instructors, off-campus facilities and NGB fees
• Assist with the purchase orders for equipment/jerseys for club sports teams and works closely with the university Accounting offices.

The Team Leader of Club Sports is an undergraduate student staff member of the Campus Recreation department that assists the Assistant Director for Sport Programs in club administration.

• Supervise home events and tournaments; practice when applicable.
• Assist with the coordination of tournaments and events.
• Coordinate and prepare agenda for Club Sport team meetings.
• Other duties as assigned.

Club Sports Assistants are undergraduate student staff members of the Campus Recreation.

• Supervise all home events and tournaments; practices when applicable.
• Assist with the coordination of tournaments and events.
• Work with club officers prior to home events with setup of equipment.

The Club Sport Council Executive Board consists of 3 to 5 members from multiple clubs. The council will meet on the second Friday of each month at 3:30pm with the Assistant Director of Sport Programs to discuss updates and other matters pertaining to club sports. Voting on large changes happens as needed during these meetings if the Assistant Director for Sport Programs has a topic to bring to the table. The Club Sport Executive board will also assist in the decision-making process for disciplinary consequences, fund allocations, and will meet with clubs regularly.

Requirements and Appointment of Club Sport Executive Board Members

• To apply to be a member of the Club Sport Executive Board students must meet the following criteria:
  • Be in good standing with the club sport program.
  • Be an elected officer for a club sport for the appointed year.
  • Must not have formerly served as a member in the prior year unless there are no new applicants for the position.
  • Must not have plans to study abroad for the Fall and Spring semester of serving.
  • Must be available on the second Friday of each month at 3:30pm.

• Applications for the position will be sent out in August of each year. After the deadline, the Assistant Director of Sport Programs will review applications and announce the selected candidates.
• Candidates will be reviewed on the following criteria:
  • Material of Application
  • Years as a club sport member
  • Years as a club sport officer
  • Time since a member of their club has been on the board
  • Communication history with sport programs

Executive Member Responsibilities

• Attend a monthly meeting with the Assistant Director of Sport Clubs.
• Schedule and meet with assigned clubs as needed.
• Assist in disciplinary meetings when assigned.
• Assist in planning of the club sport banquet.
• Communicate important information with assigned clubs.

The following services are available through the Assistant Director for Sport Programs and Campus Recreation for Club Sport Officers:

• Administrative assistance and guidance
• Facility reservations and scheduling classroom and/or activity space
• Equipment purchase, storage, and check out
• Budget preparation
• Maintenance of an accounting system
• Contact information for other university club teams
• Limited laundry service (Uniform Use Only)
• Fundraising, publicity and promotion assistance
• Limited copying service

Each club is required to have a President, Vice President, and Treasurer. These individuals are also known as the club’s leadership team. The expectations and responsibilities for the club officers are as follows:

President

• Represent the club at all student organization, club sport, and sport association meetings/trainings.
• Serve as the direct line of communication to the club with student organization and Club Sport offices.
• Have a comprehensive knowledge of the Student Involvement Leadership Guide and Club Sport policies.
• Inform other officers and team members of Club Sport policies, procedures, and resources.
• Work with all members of the club’s leadership team on their responsibilities as necessary.
• Maintain active team roster and all roster verifications from their sport association.

Vice President

• Assist the president with meeting the Student Involvement and Club Sport requirements and deadlines.
• Serve as the direct line of communication to the club with student organization and Club Sport offices in the absence of the President.
• Work with leadership team to create a team schedule and oversee any committees within the club.
• Have a comprehensive knowledge of the Student Involvement Leadership Guide and Club Sport policies Organize and record club volunteer hours

Treasurer

• Serve as an authorized student signer on any financial forms for the club (President also can)
• Oversee the club finances and maintain inventory of Club Sports equipment
• Track club members who have paid dues and any fundraised money
• Keep records of all club expenses throughout the year
• Provide club members with a budget update each semester.
• Work with the leadership team to create an annual budget proposal
• Propose annual budget to the Club Sports Program
• Have a comprehensive knowledge of the Student Involvement policies and Club Sport Handbook.
• Inform other officers and members of the Student Involvement and Club Sport policies and resources
• Serve as point of contact for all fundraising efforts

***Clubs may have additional officer positions that align with the needs of the club. ***

All club sports must hold officer elections once an academic year in the Spring semester. With the officers for the following academic year being selected and communicated to the Club sport office before spring break each spring semester. Specific dates and deadlines will be communicated to clubs at the start of each Fall semester.

All club sports must follow the rules listed below when conducting their elections:

• Any student that is in good standing with student organizations, club sports and individual club bylaws may run for election in a club.
  • If a student is running for president, they must not have plans to study abroad during the Fall or Spring semester of their term as president.
• Clubs must send out information on how to sign up to run for election at least 2 weeks prior to their deadline to all club members.
• All club members who are in good standing with student organizations, club sports and individual club bylaws are eligible to vote in elections.
• Voting shall be conducted by secret ballot.
• Hosting of elections must be managed by a club officer who is not currently running for election.
  • If a club officer who is not currently running for election is not available to host and manage the election club officers must select a club member not running for an officer position or they must reach out to the club sport office to facilitate the election.
• A simple majority (one vote more than 50 percent) of votes cast is required for election. In the event of a tie, a runoff vote between the top two candidates will be held.
• Ballots shall be counted by two designated members not running for office and verified by the Club Sport office.

Vacancies

• The Vice President shall automatically assume the role of President if it becomes vacant.
• Vacancies in any other office will be filled through a special election within two weeks.

• Grounds for removal include failure to meet officer/membership duties, violations of university policies, student organization policies, or club sport policies, or repeated non-participation.
• Removal requires a two-thirds vote of voting members, with the Assistant Director of Sport Programs present.
• Before formal charges, the Executive Board and the Assistant Director of Sport Programs shall meet with the individual to discuss concerns. During that meeting a action plan will be put in place to address the concerns.
• If issues persist, any Active Member may bring charges to the Executive Board.
• The individual will receive written notice and an opportunity to speak before a vote.
• If the President is under review, the Vice President will lead the process.

In the case of a violation of university policies, student organization policies, or club sport policies that the Assistant Director of Sport Programs deems to put the club at risk of removal or suspension due to a club officer(s) actions, the officer(s) may be removed by the Assistant Director of Sport Programs indefinitely or until a further investigation is conducted.

The priority point system serves to track the performance of clubs. The information collected is used in determining club allocations, outcomes in disciplinary meetings, practice time preferences, and other applicable matters determined by the Assistant Director of Sport Programs or the executive council.

Points can be earned or lost. Points are reset to 0 at the end of each school year.

The total of points for clubs will be sent to officers at the start of each Month with their total as well as information regarding where that puts them with fellow clubs.

Points do not ensure clubs will be given all funding requests or requests for facilities. Rather, they assist in the decision-making process.

At any point if a club goes into negative points they must meet with the Assistant Director and will be placed on probation for a set amount of time determined by the Assistant Director. Clubs will be expected to get back to positive points during this time.

Loss of Points

Earning Points

To reserve Campus Recreation & Wellness facilities, a club officer must complete all necessary forms via Fusion Club and PhoenixConnect (when needed) within the deadlines set by the Assistant Director for Sport Programs.  Practice schedules in all facilities are created per semester.

Necessary Forms:

• Practice time request- Turned in at the end of each spring with new officer list. There is no guarantee of facility availability or availability of the Club Sport Athletic Trainer. Practice time preference will be given to clubs’ dependent on priority points in the case where two or more clubs request the same space at the same time.
• Home Game Request Form (found under events on Fusion Club)– This form is submitted to request the use of space on campus for a home contest or tournament. This form must be submitted no later than 14 days prior to the start of the contest to ensure that the Assistant Director for Sport Programs has time to find staff and an athletic trainer if necessary. There is no guarantee of facility availability or availability of the Club Sport Athletic Trainer.
  • Events under 14 days may be reviewed case-by-case. Loss of priority points will be incurred unless there are circumstances due to league scheduling that did not allow 14 days notice.
  • Events under 7 days notice will not be considered.

• Tournament Request (found under events on Fusion Club)- Must be submitted at least one month prior to a tournament. Tournaments must meet all university guidelines for events. There is no guarantee of facility availability or availability of the Club Sport Athletic Trainer.

Facilities that may be available for Club Sport practices and home games are:

• Koury Center
• PARC Gym
• South Gym
• South Campus Sport Fields
• Francis Center Fields
• O’Kelly Field (as backup only)
• E-Sport Room
• Other locations as needed

Clubs are required to maintain the cleanliness of facilities before, during, and after use.  It is the club’s responsibility to assist in the cleanup of trash following an event or practice.

It is the responsibility of the club to provide an individual(s) to operate the scoreboard and clock(s) for the game. This is not the responsibility of the Club Sport Assistants on site.

Practices:

• All teams must submit a practice request at the end of each semester to the Assistant Director of Sport Programs.
• All club members participating in practice must have their physical Phoenix Card or other photo ID present to the Campus Rec staff on site. No individual will be allowed to practice without the presentation of a valid Phoenix Card or Photo ID.
• All individuals must have completed the necessary waivers prior to practicing.
• If there is any equipment kept in storage, it will be the responsibility of the club to bring out and put away all equipment needed. Campus Rec staff on site will unlock storage spaces
• Clubs are responsible for keeping these spaces clean.
• The Assistant Director for Sport Programs will monitor the weather daily. If the weather or field conditions do not allow for safe conditions a announcement will be sent out to all clubs.
  • Clubs may request use of a indoor facility if availability allows. Indoor courts may be split into two parts to accommodate multiple clubs at a time. If there is not enough space for all clubs that request indoor time to practice, priority will be given first dependent on upcoming games and second on priority points.
  • If a club would like to cancel practice due to potential weather hazards, this will be allowed without penalty.

• If  a club would like to cancel practice due to a reason outside of weather/field conditions, the Assistant Director of Sport programs must be notified by via Teams or email by 2pm that day.
  • Late notices are subject to negative priority points.
  • If a club no call/no shows for their assigned practice time they will lose priority points. If a club no call/no shows more than 3 practices in one semester practices are subject to cancelation.

Games/Tournaments:

• Set up of spaces will be shared by Club Sport Assistant’s and the club.
  • Club Sport staff will bring tables, benches, scoreboards, water coolers, and ice for all contests.
  • The hosting club will be responsible for setting up any sport specific equipment (goal post pads, clocks, balls, bases, etc.
• All members playing in the contest for the host club will need to have their Phoenix Cards with them to present to staff. A player will not be permitted to participate without a valid Phoenix Card.
• Club members not on the approved roster will not be allowed to participate in the contest.
• All clubs are responsible for scheduling officials for their games. If a club needs assistance finding officials, the Assistant Director for Sport Programs can assist.
• During the game, Club Sport staff will monitor the area and be the first responder when an athletic trainer is not present. Athletic trainers will be the first responder when on site, when present.
• It is the responsibility of the club to find members/volunteers to run the scoreboard and clock for the contest. Club Sport staff will not be responsible for this.
• Following the contest, clubs must clean up any trash around the fields. Excessive garbage left following a contest will be subject to consequences.
• Refer to Athletic Training policy for number of AT required for games/ tournaments.

If a club would like to request the use of Athletic Facilities, they must reach out to the Assistant Director of Sport Programs at least 14 days prior to a game. While 14 pays is the minimum for request, requests further out from 14 days are more likely to be approved.

Requesting athletic facilities does not guarantee that the club will get access to the facility. Athletics must approve all requests. The Assistant Director of Sport Programs will work directly with Athletics to see if the usage of facilities can be accommodated.

Parking locations and expectations will be communicated to officers prior to events in Athletic spaces. It is the responsibility of the officers to communicate this information with players and spectators.

If a club does not properly clean athletic spaces after use or causes damage to athletic spaces, they will not be permitted to request use to the facility for at least one year.

It is expected that all travel by clubs will be governed by the rules and regulations of the CSC and ���ϲ�����.

• The Travel Request Form (Listed as Over Night Travel of Fusion Club) must be turned into the Assistant Director for Sport Programs 14 days before the travel date to gain approval. Submissions after the 14-day deadline are subject to being denied and if approved will result in loss of priority points. Submissions after the 7-day deadline will be denied.
• A roster of all passengers traveling with a club and all vehicles that will be used must be turned in along with the request for travel.
  • The driver’s insurance is the sole carrier if private automobiles are used for club trips. 
• A final travel roster must be received within 48 hours of the trip. If there are changes there must be a updated roster sent to the Club Sports email address if any changes have been made.  Member names can be removed from the roster after this deadline, but additional names may not be added.
• When club members utilize their own cars for out of town trips and want to be reimbursed for gas, receipts must be submitted to the Program Assistant of Campus Recreation no later than 72 hours following the trip.
• No alcohol or illegal drugs should be used at any time while traveling in University or private vehicles.  If the club rents a vehicle from a private company, the organization will be held responsible for any damage to the rental vehicle incurred through the sponsoring group’s negligence or acts.

All off-campus trips by clubs must be approved by the Assistant Director for Sport Programs.

If a club travels without going through the proper travel request possess and or without approval that club will be placed on probation or suspended immediately depending on the incident.

Clubs must contact the Assistant Director for Sport Programs as soon as possible in the case of any emergencies during travel.

If a club member receives a ticket while driving for a club event, the Assistant Director of Sport Programs must be notified as soon as possible and dependent on the ticket the driver may lose the ability to drive for club events.

Any traffic or parking tickets accumulated by a driver during club sport actives is the responsibility of the individual. Tickets will not be paid though club or university funds.

Clubs are responsible for finding the hotel they would like to book for travel that is overnight. Once the club has found a hotel that they would like to book they must send the information to the Assistant Director of Sport Programs. The hotel must be in the budget of the club funds.

When sending hotel information, the clubs must send the following information:

• Link to Hotel Info
• Number of Rooms
• Dates of Stay
• A roster of students who will be traveling to put their names under for the rooms

Club Sport Staff are responsible for reporting injuries and emergencies when present. When A Club Sport Staff member is not present, it is the responsibility of the club officers to report injuries and emergencies to the Assistant Director of Sport Programs as soon as possible.

• The van travel policy for all recognized student organizations is available at the Moseley Center front desk (x7215). All clubs, as recognized student organizations, will be expected to follow the guidelines set forth by the Moseley Center.
• Refer to the Mosely Center Van Information for more information and policies for driving vans. /��/���Dz�������-����Գٱ��/������-���Դڴǰ������پ��Dz�/��
• All clubs sport organizations traveling must have 2 approved trip leaders per van.

Policies for Driving Vans for Club Sports

• All University vans must be driven by approved ���ϲ����� trip leaders and/or faculty/staff.  These vehicles must be operated in full compliance with applicable campus ordinances and state laws.  Each club is responsible for insuring that each trip has approved drivers.
• To Become an Approved ���ϲ����� Club Sports Van Driver:
  • Drivers must be ���ϲ����� students/faculty/staff.
  • Drivers must be at least 18years of age and have 2 years driving experience.
  • Drivers must have a valid driver’s license.
  • Drivers must read and become familiar with the ���ϲ����� Guidelines for Vans and successfully complete the van driver certification course offered through the Moseley Center.
  • ���ϲ����� may make exceptions to the policies based on an individual’s driving history or special needs.
• Van Use Requirements – Students who are members of recognized student programs and activities who are traveling off campus for an event may use University vans.  The organization must be registered with the Student Involvement Office and with the Information Desk located at the entrance of the Moseley Center.  The vans are for service projects, practices, games, and break trips- not for social activities. Club Sports teams are responsible for covering the cost of travel, including gas. ���ϲ����� has several vans available for student use, including 12 passenger vans and mini-vans.
• Reservations – Van reservations are on a first-come, first-serve basis.  After a student Club Sports member has filled out the appropriate Travel Approval Form, it must be submitted on PhoenixConnect. The Assistant Director of Campus Center Operations is in charge of van reservations by students. Moseley Center requires that all van reservations be submitted at least 3 weeks prior.
• Check In and Check Out – The van check-in and check-out will be handled by the Moseley Center front desk on the day of the scheduled trip.  At the time of van check out, the driver must have a valid driver’s license, be on the University’s approved driver’s list (requires a license check by the University’s insurance company and completion of the University’s van driver’s training course) and must have filled out the appropriate release form to drive. All vans must be returned clean and gas tanks must be filled upon return.
• Any disrespectful behavior towards the Moseley Staff and/or any damage or mistreatment of the vans will result in disciplinary action. Any fines assigned to clubs renting vehicles will be paid out of their respective club savings account.

Driver Responsibility

• Driver(s) must show a valid driver’s license at check out.
• Driver(s) is personally responsible for any law violations which result in fines, tickets, or damage.
• Driver(s) or club is financially responsible for costs incurred in any accident in which they are involved, up to the amount of deductible clause in the University’s insurance for collision or comprehensive.

Clubs may host events outside of games and competitions. These events must be approved through Phoenix Connect. All event requests on Phoenix Connect must be put 3 weeks prior to the event and must follow all guidelines in the Club Sport handbook and the Student Organizations Handbook. Failure to do any of the listed requirements may result in disciplinary actions.

/u/student-involvement/student-organizations/student-organization-handbook/

All club fundraising activities and events must be approved on Phoenix Connect. The fundraising activities must meet all federal, state, local, and university rules and regulations. Failure to do any of the listed requirements may result in disciplinary actions.

Collection of funds must run through the club’s university accounts. The means of collection must be preapproved though Phoenix Connect and the Assistant Director of Sport Programs if the collection of funds does not automatically deposit into the club’s university accounts.

The Assistant Director of Sport Program can assist with setting up payment links for use on campus, links for donations into gift accounts, and setting up team merch stores. Clubs should reach out via email or Teams for assistance with these.

All club equipment purchased by ���ϲ����� allocated funds becomes the property of ���ϲ�����.

• Club Sports equipment may be used only during the club’s activity season. During the remainder of the year, it must be securely stored within a university storage unit. Storage arrangements can be made with the Assistant Director for Sport Programs and/or Team Leader for Club Sports
• All equipment and supplies will be issued under the direction of the Assistant Director for Sport Program within Campus Recreation & Wellness and paid with department purchase card.
• Any equipment not turned in will be charged against the club and/or its members. The Assistant Director for Sport Programs and/or the Team Leader for Club Sports will determine if the equipment has been damaged and /or requires replacement at the expense of the club.
• In order to charge individual club members for lost or damaged equipment, the Club President and Team Leader for Club Sports must make sure that an accurate record of inventory for the club and make sure the club leadership makes members know that damage/lost items will be replaced by individual
• A complete inventory of all equipment owned by the club must be taken each year by club leadership.
• Campus Recreation & Wellness will not store personal equipment, only equipment that is the property of the University (there is NO exceptions to this rule).

Equipment storage is available to clubs by request, but storage space is not guaranteed and is dependent on availability.

Storage spaces must be kept free of trash and remain organized. Spaces are shared, and clubs will be given designated areas in each space. All equipment must stay in designated areas for each club. Only club equipment should be in these storage spaces. Personal items should not be left in club storage spaces.

If clubs do not maintain cleanliness in their storage spaces, the club officers will be notified of a need to clean the space. Failure to clean spaces may result in loss of priority points or loss of access to storage spaces.

Personal items are not the responsibility of club sports or individual clubs. Individuals are responsible for their own personal items at all times.

If a personal item is lost, club members may contact the club sport office or talk to onsite club sport staff to see if items were turned into lost and found.

All club sports are provided with approved branding marks. For assistance accessing these marks, clubs should check their Teams folders or reach out to the club sport office for assistance. Any other logos must be approved by University branding prior to usage. To submit logos and or designs for approval clubs must go to /u/university-communications/brand/request-brand-review/ and submit a request.

Clubs must maintain the following naming format:

“Club (Gender is specified) (Sport)

Examples:

“Club Swim”

“Club Men’s Soccer”

“Club Women’s Basketball”

All uniform and apparel designs must be submitted to and approved by the Assistant Director of Sport Programs and University Branding prior to ordering. All orders must be placed through the Assistant Director. Clubs must use their preapproved marks provided by branding unless they make the case use other logos and designs. Those logos and designs are still subject to branding approval.

To submit logos and or designs for approval clubs must go to /u/university-communications/brand/request-brand-review/ and submit a request.

The Assistant Director reserves the right to limit or deny orders based on available funding or budget concerns.

Unless explicitly agreed upon in advance between the Assistant Director and the club that members will retain uniforms permanently, all uniforms are considered property of the club sport program and must be checked out to members each semester. These uniforms must be returned by the end of the semester in good condition. Failure to return uniforms may result in a hold on participation or other appropriate actions.

The club sport office has XbotGo Falcon cameras available for check out for club practices and home games. These cameras come with a 13-foot tripod, carrying case and sandbags. The cameras require the XBotGo app as well as a micro-SD card to operate. Clubs are responsible for purchasing and maintaining their own Micro SD card.

The XbotGo Falcon cameras can be reserved under the events tab on Fusion Club by club officers only. Reservations of the cameras are on a first come basis. Reservation of the cameras are due at least 7 days in advance.

Apon checking out the camera, a club officer will meet with a club sport staff member to receive the camera.

• For home practices and games on campus staff will be on site with the camera
• For home games and practices at a off campus location, the camera will need to be picked up from the Campus rec office between 12pm and 4pm the day of or an alternate time if needed and scheduled.

Before officers receive the camera, they are responsible for confirming that the camera is working and will sign the camera check out from. When returning the camera, the staff member will check for damages and that the camera is functioning properly. Cameras are due back:

• Immediately following on campus practices and games.
• By 12pm the next business day for off campus home games and practices.

If a camera is damaged, lost or parts are lost while in the care of a club the club will be held responsible for the damages and must pay for the following out of club funding and will lose camera check out privileges for a time decided by the Assistant Director of Sport Programs:

• Replacement of camera: $700
• Tripod: $200
• Case: $50
• Other parts: Cost determined by quoted price by XBotGo

The Club Sport Med Bags are provided by the Club Sport Athletic Trainer for teams to check out. These bags are customized to the needs of the club and are free of charge to check out. Clubs can use as much of the provided supplies as needed while checked out.

Clubs must reach out of the Club Sport Athletic Training to check out a Club Sport Med Bag. Apon pick up and club officer will sign off that they picked up the bag. Apon pickup the club has 7 days to return the bag.

If a club fails to return the bag 7 days after check out of the bag the club will be required to pay $100 out of club funding to pay for the replacement of the bag and supplies in the bag.

Club Accounts: All clubs are required to maintain all financial accounts through Campus Recreation & Wellness. Off campus accounts for club sports will not be supported. Any clubs found in violation will be subject to disciplinary action.

All club sport organizations have the following accounts:

• Special Projects
  • Allocation School Funds
  • These funds must be used before the end of the academic year each year. They will not be transferred over to the next adamic year.
• Savings
  • Dues
  • Team Payments for hosted tournaments
  • Other deposits into the club account

• Gifts (Subject to Approval on Request after Receiving Donations)
  • Any donation received though advancement

Funds in club sport accounts are spent in the following orders (other than in the case of a donation for a specific purchase that would come out of gifts only), and purchases may use one, two or all three of the accounts to split the cost.

1. Special Projects
2. Savings
3. Gifts

To receive an annual allocation clubs, need to be in good standing. To be in good standing a club must:

• Fundraise and or collect dues that are at least 40% of allocated funds
• Attend all Club Sport Council (CSC) meetings and leadership meetings twice a semester with the Assistant Director of Sport Programs
• Maintain at least 5 members or the minimum required by a league or conference to field a team, whichever is greater.
• Not be on probation or suspension

Each spring, clubs must submit a funding request to be considered for financial allocation for the upcoming academic year. To be eligible for funding, clubs must be in good standing with the Club Sports Program at the time of the request.

Funding is not guaranteed and is subject to availability. The maximum allocation any club may receive is $7,000 per academic year. Final allocation decisions are based on several factors, including the club’s demonstrated needs, adherence to program requirements, and accumulated priority points.

Clubs that fail to submit a funding request by the deadline will not receive any allocation. Clubs currently suspended are ineligible for funding.

All clubs are required to submit a budget at the beginning of each academic year and one during the allocation process. Budgets must show reasonable assumptions of dues that will be collected as well as fundraising. In these budgets clubs must show that they will be able to afford planned competitions and activities thought the academic year. Clubs may request assistance from the Assistant Director of Sport Programs in preparing their budget.

Clubs that do not demonstrate financial security when submitting their budget will be asked to resubmit a new budget and or to have a budget meeting with the Assistant Director of Sport Programs.

Failure to submit a budget by the designated deadline will result in a loss of priority points. Additionally, clubs that do not submit a budget on time will not be permitted to make any purchases or receive reimbursements until the issue is resolved.

If a club is determined to be in poor financial standing, such as having insufficient funds to support planned activities they may face the following actions:

• The club may be placed on probation.
• The Assistant Director of Sport Programs may assume full control over the club’s use of funds.
• The club may be required to reduce the number of games, travel, or events until financial stability is restored.

Dues must be paid online thought Fusion or in person with cash or check in the Campus Recreation office by the person paying dues. Dues cannot be collected directly by club officers or other club members. Collection of dues outside of the approved methods or collection of dues more that what is reported to the club sport office will result in disciplinary action including but no limited to, probation, suspension, and officer removal.

If a club elects to have dues payment, dues payments must be made by club members prior to their participation in games, travel or other club events.

All club-related purchases must be pre-approved by the Assistant Director of Club Sports prior to the purchase being made.

To obtain approval, clubs must submit the following information in writing:

• A detailed description of the item(s) or service(s) to be purchased
• The exacts cost, including tax, shipping, and fees (if applicable)
• Show though priorly submitted budgets that the club can afford the purchase

Purchases made without prior written approval from the Assistant Director of Club Sports are considered unauthorized and may result in:

• Denial of reimbursement
• Temporary or permanent suspension of club spending privileges
• Further disciplinary action as deemed appropriate by Campus Recreation

It is the responsibility of each club’s officers to ensure compliance with this policy before making any financial commitment on behalf of their organization.

Exceptions

Gas Purchases:

• Gas purchases do not require prior approval when used for official club travel or events. However, the total cost must be reasonable and aligned with the distance traveled and the expected fuel cost for the vehicle(s) used. Clubs may be required to provide receipts or mileage documentation upon request.
• All gas reimbursements require a receipt.
  • Photos of the gas pumps will not be accepted.
• All gas purchases must align with dates of approved travel.
• Clubs are responsible for having required funds for reimbursement of gas purchases. If a club does not have the funds to reimburse gas, requests will be denied.
• Clubs may lose gas reimbursement privileges due to budget concerns or other misuse of funds. When clubs are in these situations, email communication will be sent informing the club.

Travel Food Purchases:

• This policy establishes consistent guidelines for Club Sports teams regarding the purchase of food during travel and home events. The intent is to promote fairness, responsible budgeting, and equitable benefits for all members.
• Travel Food purchases are eligible only for recognized Club Sports teams participating in official, university-approved events.
• Away Travel Food Guidelines
  • Food expenses are permitted for away games or tournaments located more than 15 miles from campus.
  • Teams may spend a maximum of $25 per person per day on food.
    • Example: 10 participants traveling for one day = $250 total ($25 × 10).
    • Example: 15 participants traveling for a two-day tournament = $750 total ($25 × 15 × 2)
  • Teams may purchase up to $5 per person in snacks for the trip.
    • Example: 30 participants = $150 total ($5 × 30).
  • Spending limits represent maximum allowances, not goals. Teams are expected to use funds responsibly and remain mindful of the club’s full membership, including those who contribute financially but do not attend every trip.
• Clubs must have the needed funds in their accounts for food reimbursements. If there is a lack of funds, the reimbursement will be denied.
• Clubs may lose travel food purchase privileges due to budget concerns or other misuse of funds. When clubs are in these situations, email communication will be sent informing the club.
• All food reimbursements for travel require a receipt with the location, date, and list of all items with cost.
  • Venmo, or payment app screenshots are not acceptable documentation.
• Receipts with alcohol purchases on them will automatically be denied.

Home Event Food Guidelines:

• For home events / events within 15 miles of campus, the maximum limit is $15 per person.
  • Example: 20 participants = $300 total ($15 × 20).
  • Spending limits represent maximum allowances, not goals. Teams are expected to use funds responsibly and remain mindful of the club’s full membership, including those who contribute financially but do not attend every trip.
• All food reimbursements require a receipt with the location, date, and list of all items with cost.
  • Venmo, or payment app screenshots are not acceptable for documentation.
• Receipts with alcohol purchases on them will automatically be denied.
• Clubs must have the needed funds in their accounts for food reimbursements. If there is a lack of funds, the reimbursement will be denied.
• Clubs may lose home food purchase privileges due to budget concerns or other misuse of funds. When clubs are in these situations, email communication will be sent informing the club.
• Clubs are expected to act as responsible stewards of their budgets and make decisions that benefit the entire organization, not just individual participants or travelers.

Reimbursements and check requests must be turned in person to the Program Assistant of Campus Recreation & Wellness with receipts/invoices attached, or the request cannot be processed. The office of the Program Assistant of Campus Recreation & Wellness is located in the main campus recreation office. All reimbursements must be submitted within one week of purchase or the club’s return from a trip.

Receipts/ invoices must be turned in directly to the Program Assistant of Campus Recreation by the person wishing to be reimbursed. If the Program Assistant is out of the office, the Assistant Director for Sport Programs can collect receipts. All receipts for travel must be submitted within one week of the club’s return from the trip.

For reimbursements under $100, club members can submit petty cash requests.  Receipts/invoices for the purchases must be turned into the Program Assistant of Campus Recreation with the following information written on the documentation:

• Name
• Student ID number
• Organization name
• Date of purchase
• Reason for purchase

Petty cash reimbursements must be picked up within 2 weeks of approval or they will be canceled.

Equipment/Uniform/Apparel Purchases over $2500: All such purchases must be processed through a purchase order (PO) prior to receiving the items.  These types of purchases need to be coordinated with the Assistant Director for Sport Programs; failure to do so may require the individual organization to cover the cost without access to club funds.

** Two (2) weeks minimum are required for POs due to the signatures required. **

Private donations to clubs may be made through the Institutional Advancement office. These donations cannot exceed $5,000.00. If they exceed the previously stated amount, the funds will not be applied to a specific club but will be added to a general advancement fund for the university.  These funds must be used as directed by the donor. Institutional Advancement and the Accounting Office will set up accounts for these funds which can be accessed through the Campus Recreation & Wellness office.

If a club does not have a private gifts account then the club should have a conversation with the Assistant Director for Sport Programs. The AD will consider the clubs needs and make the request on behalf of the club to have an account started. Donations must have already been made to the club thought the general Campus Rec account for a account to be set up for the club.

Publicity and promotion are the responsibility of each club. Marketing efforts should reflect positively on the club, Campus Recreation & Wellness, the Division of Student Life, and ���ϲ�����. Clubs are encouraged to actively promote practices, competitions, special events, fundraisers, recruitment opportunities, and club achievements.

The following resources may be available to assist clubs in promoting their activities:

• Campus Recreation Social Media Accounts
• The Pendulum
• WSOE
• Flyers and Posters
• Digital Signage throughout Campus
• E-Net
• Other approved University communication channels

To request promotion through Campus Recreation social media accounts, clubs should contact the Assistant Director of Sport Programs.

All promotional materials intended for distribution on campus must comply with University policies and branding standards. Promotional materials may be required to receive approval from the Assistant Director of Sport Programs prior to distribution.

To ensure consistency across the University, all Club Sports organizations must use the following naming convention when identifying their club on promotional materials, websites, social media accounts, schedules, registration forms, merchandise, and other communications:

Club + Gender Designation (if applicable) + Sport

Examples:
Club Men’s Soccer
Club Women’s Volleyball
Club Men’s Rugby
Club Women’s Ultimate
Club Climbing
Club Swim
Club Esports

Alternative naming formats such as “���ϲ����� Hockey,” “���ϲ����� Club Hockey,” “Women’s Club Volleyball,” or similar variations should not be used unless specifically approved by branding.

All posters, schedules, flyers, and promotional materials distributed on campus must follow University posting policies and may only be displayed in approved locations. Clubs should refer to the Student Organization Handbook and University posting guidelines for additional information.

Club Sports organizations may create and maintain social media accounts to promote their club, recruit members, communicate with participants, share accomplishments, and engage with the campus community.

Club social media accounts are managed independently by the club and are not considered official ���ϲ����� accounts unless specifically designated by the University. Clubs are responsible for monitoring and managing all content posted on their accounts, including content posted by officers, members, coaches, and other individuals who have access to the account.

Clubs may use social media accounts to advertise and promote approved fundraising activities, University-approved giving campaigns, Advancement gift links, sponsorship opportunities, merchandise sales, and other approved club initiatives. However, clubs may not independently collect, receive, or process funds through social media platforms or third-party payment services without prior approval from the Club Sports Office and the establishment of an approved process for handling funds.

All fundraising activities must comply with University policies and any applicable Club Sports fundraising procedures. Clubs with questions regarding fundraising or online payment collection should contact the Club Sports Office before launching a campaign.

All content shared through club social media accounts must comply with ���ϲ����� policies, Student Organization policies, Club Sports policies, and all applicable laws. Clubs may be held responsible for content that violates these policies, including but not limited to harassment, discrimination, hazing, threats, inappropriate conduct, copyright violations, misuse of University trademarks, or other conduct that reflects negatively on the University or Club Sports Program.

The Club Sports Office reserves the right to require the removal of content that violates University policies and may take disciplinary action against clubs or individuals for inappropriate use of social media accounts. Potential sanctions may include priority point deductions, probation, suspension, loss of privileges, or removal from the Club Sports Program.

Clubs are encouraged to maintain professional and respectful online communications and should remember that social media activity may be viewed as representing the club and its members, even when accounts are operated independently of the University.

Teams may stream or record their games on club sport cameras or personal devices. Recording or streaming of games is strictly the responsibility of the club; club sport staff cannot record or stream games for teams.

Streams and recordings may only be used for the following:

• Marketing of the club sport team
• Reviewing game play
• Providing people the ability to watch the games online

Teams are responsible for the actions of players and those recordings. If a team violates the student code of conduct or represents the team poorly through actions or language, the team may face consequences as determined by the Assistant Director of Sport Programs.

Teams may not charge for streaming or profit from streaming without approval from the Assistant Director of Sport Programs.

Participants are required to carry personal health insurance. For participants who do not already have health insurance, it may be purchased through Student Health Services.

• Should an injury occur during participation at any club activity, a Report of Accident must be filed with the Team Leader for Club Sports and/or Associate Director of Campus Recreation within 48 hours. Serious injuries should be reported immediately to Campus Security (336-278-5555).
• An injured participant is responsible for all financial obligations incurred in any treatment necessitated by an injury while participating in a Club Sport activity.
• Participants are responsible for discussing with the Student Health Services medical staff or with their family doctor any known physical problems which may limit participation in the club sports program. This must be accomplished prior to participation.
• It is highly recommended that participants in club activities receive a physical examination from a physician prior to participation.
• Participants are responsible for proper conditioning as a prerequisite for participation.

For more information on health insurance requirements please visit /u/administration/student-life/dean-of-students/student-health-insurance-requirement/.