A successful Club Sport Officer knows and understands all Club Sport policies and procedures. Forms are all available via shared Google Docs or through Survey Tools. Some hard copies are available in the Club Sport Office, Room 114 of the Malley Center.
What to do with Completed Forms?
If you are a Club Sports Officer, Team Member, or Prospective Team Member and you have completed forms to turn in, please place them in the Club Sports Inbox. The inbox has a bright green label and is located on the wall (behind the door) in Room 114 in the Malley Center.
Do NOT turn in your completed forms in to any place other than the Club Sports Inbox. You may NOT leave your Club Sports forms with the Malley Center Front Desk Staff.
All forms can be emailed to firstname.lastname@example.org as long as you have an updated version of Adobe Reader on your computer (does not work with Mac computers
Make sure you open the file, DOWNLOAD the Google Doc to your computer, fill out the form, and SAVE it to your computer PRIOR to sending.
Below is a link to all the required forms necessary to manage your Club Sport Team:
Important Club Sports Documents
Required Forms Checklist - This document links to most forms listed below with due dates.
Officers Duties - Tips, recommendations for officer duties.
2013 - 2014 Club Sports Handbook - Most everything you need to know about the Club Sports Program.
2013-14 Coaches/Instructors/Volunteers Handbook - Coaches/Instructors/Volunteers are required to read and complete a quiz
Club Sports Council Constitution
Santa Clara University Student Handbook
Forms Required to Join a Club Team
Informed Consent & Release of Liability (Online survey - only accepted through survey tool)
Conduct Guidelines (Online survey - only accepted through survey tool)
Prospective team members are not eligible to participate with a team in any practices or games until the above 2 forms submitted online, reviewed by the Club Sports Office, and the student's name is listed on the team's official roster. Please check with the team President to find out if you have been listed as okay to participate on the team's official roster.
Travel Related Forms
Travel Authorization Form (DUE 4 DAYS BEFORE ANY TRAVEL - Online survey - only accepted through survey tool)
Vehicle Driver's Agreement (DUE PRIOR TO DRIVING - Online survey tool - only accepted for team members. Coaches and Volunteers must submit hard copy of form)
University's Vehicle Policy
Program Funding Summary (Due with End of Year Report & must be reviewed by 3rd Friday of Fall Quarter)
Reimbursement Form (Due within 1 week of expenditures to reimburse for all club expenses & reconcile cash advance)
Fundraiser/Sponsorship Request (Due 2 weeks prior to event)
Santa Clara Fund Petition Form (Due by end of second week in October)
Info Desk Ticket Form (New name/form for Flex Form)
Cash Advance Request Form (Due 2 weeks prior to date needed)
Coach/Instructor Letter of Agreement (Required prior to start date)
Volunteer Letter of Agreement (Required prior to start date)
Independent Contractor Form (Required before Coach/Instructor payment can be processed)
Release of Liability and Assumption of Risks for Use of Department of Athletics and Recreation Facilities and Programs Form
Campus Safety Parking Permit Application (Due 2 weeks prior to need-by-date)
Game & Practice Forms
Team Roster Form (Required at beginning of year & anytime team membership has changed)
Game Schedule Request (Due 2 months prior to event)
Results Form (Due within 3 days of return from competition. Online survey - only accepted trough survey tool.)
Practice Schedule Request (Due 2 weeks prior to event or as requested)
Injury Report (Due within 24 hours of any injury)
Alumni Game - Alumnus Assumption of Risk and Liability Waiver (Will need to print out and make copies to take to event. Hard copies are due to the Club Sports Office the Monday following Alumni Game event)
Stanton Field Agreement Form (Only necessary if using Stanton Field and 100% of team membership must sign)