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SPORT CLUB HANDBOOKS

YEARLY REGISTRATION

Want to start a NEW Sport Club? Fill out the annual registration form to let us know about your club. You'll need your club advisor's information as well as any officer information. (This form is separate from the Student Organization

Returning Sport Club? Fill out the annual registration form to let us know that you plan to organize this school year. You'll need your club advisor's information as well as any currently elected officer information.

All Sport Clubs must be a Registered Student Organization so that they can have access to conferences, funding, training, and be eligible to practice and travel.

All Sport Clubs must have an advisor and the advisor must sign a consent form. 

Officer List
If all four officers have not been named on your Annual Registration Form, please provide the remaining officers so we can contact them with important information.
DUE: After first practice of semester

If a coach is volunteering for your club, an agreement must be filled out and the Coach must be approved.
DUE: Yearly as needed

Must be completed by all NEW participants, prior to competing in practices, games, or tournaments with any club. Forms must be completed annually. Participants must complete the form online.
DUE: Before player practices or plays

Activity Schedule
For clubs that compete in conferences or leagues, provide your game or tournament schedule for our Sport Clubs Calendar.
DUE: Once set by Conference or Club

REPORTS

Completed each month to report the activities of the club.

End of Semester Report
Allows the Coordinator of Sport Clubs to track the progress of each club. The summary allows Sport Clubs to see club activity for a semester.

End of Year Report
Tracks the progress of each club. The summary allows the Coordinator of Sport Clubs to see the club activity for an academic year.

MONEY

The organization may request a club account through the Setzer Student Center process in which funds from the student organization's members may be deposited.  All funds in a club account must adhere to and abide by the same University policies and processes of any University account.

Budget Request Form
Clubs are eligible for Rec Sports funding to aid with travel, equipment, and entry fees. This form projects revenues and expenses. Email completed budget to sportclubs@lamar.edu.

Budget Proposal Presentation
Using last year’s budget info and your 2020-2021 budget request info, each club will create a presentation for the Club Staff to formerly request funds for the next year.

Monthly Report Forms
Report each month how active your club has been. Summarize trips, league matches, tournaments etc. Monthly Report is completed on LUHub under the forms section.
DUE: Last day of each Month

Purchase Request Form / Reimbursement Request Form
These forms requests the approval for use of funds for travel or equipment and reimbursements. Approval is required from the Sport Clubs Coordinator. Click on the applicable form name to download the form to fill out.
DUE: 21 Days Prior to Purchase

These forms are to report any fundraisers conducted by the club.
Due: As needed

Referee Agreement Payment Form / "LU Standard Services Contract for Non Employees"
Each official must complete this form and attach a W-9 form in order to be paid for officiating our club matches.
DUE: As needed

TRAVEL

Travel Request Form
Clubs that travel must get approval to travel from the Sport Clubs Coordinator. This form (with roster) provides the itinerary & any funds a club may request for the trip.
DUE: 21 Days Prior to Travel

Post-Trip Report Form
Following Travel a summary of events must be completed. This allows the Sport Clubs Coordinator to track the progress of a club.
DUE: Tuesday Following Travel

MISCELLANEOUS

Accident/Injury Report
All club injuries MUST be documented. Please be detailed with descriptions.
DUE: As needed

Incident Report
Detailed description of any incidents MUST be documented.
DUE: As needed

Equipment Loan Form
Any clubs wishing to check out equipment must complete this form and MUST have advisor signature.
DUE: At least 2 weeks prior

Make sure to name the event Sport Club then your club name. Also add which your location you prefer to use.
DUE: Minimum 2 weeks prior to event.

All clubs must complete community service each year.  Fill out the form once all hours have been completed.
DUE: As needed

HANDBOOKS

• Sport Club Handbook
• New Club Info Packet
• Officer Transition Guide

YEARLY REGISTRATION

• Risk Management Survey
• Officer List
• Club Roster
• Activity Schedule

REPORTS

• End of Semester Report
• End of Year Report

MONEY

• Budget Requests
• Budget Proposal Presentation
• Monthly Financial Report and Bank Account Summary
• Purchase Request
• Reimbursement Request
• Referee Payment Agreement

TRAVEL

• Travel Request
• Post-Trip Report

MISCELLANEOUS

• Accident/Injury Report
• Incident Report
• Equipment Loan Request