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Sport Club Officer Resources

Lead, Inspire, Grow

Sport Club Officers are the cornerstones of their teams. By building upon traditions, challenging with new ideas, leading peers and coaches, and doing the organizational lifting involved in operating, fundraising, scheduling, and communication, they are responsible for a Club’s current and long-term success. Current Officers can review resources and links on this page to connect them to information necessary to successfully operate their Club. To our Officers visiting this page: thank you for all that you do!

150 Club Officers serving as student leaders

Sport Club Resources

Please note that forms are password protected – officers can reach out to Sport Club office for access.

The Sport Club Advisory Board is a volunteer group for peer leadership and input into the Sport Club Programs’ policy changes. It consists of Sport Clubs Officers and Sport Clubs student staff. The Advisory Board has many work items throughout each academic year, including: input into program policy updates/revisions/changes during and between academic years, input into Club status decisions, recommendations for Club support, direct liaison support work with Clubs in probationary or suspended status, and review of annual Sport Club budget presentations. The Advisory Board has many of the most involved, committed, and passionate leaders within our program looking to make a positive impact and represent the voice of student leaders in the programmatic decision-making processes. Applications open and are shared to current officers and staff to join the board annually in the Spring semester. 

The Sport Club Advisory Board members for this academic year are:

  1. Anastacia Fucci (Wrestling, former Co-President)
  2. Ashlee Olson (Shotgun Sports, President)
  3. Campbell Darlington (Men’s Ultimate Frisbee, Vice President)
  4. Elena Williams (Staff, Office Manager)
  5. Grace Matassa (Esports, former Safety Officer & Peer Education)
  6. Gwennan Reineking (Staff, Lead Office Manager)
  7. Izzi Ekborg (Golf, President)
  8. Kian Jiang (Esports, Vice President)
  9. Lauren Pablo (Women’s Basketball, Co-President)
  10. Molly Slupik (Crew, Vice President)
  11. Rowan McMullan (Cycling, Co-President)
  12. Sage Breck (Nordic Ski, former President, current Travel & Safety)

Sport Club Officer FAqs

Travel

Log into Wrike or click the “Travel Request” link under “Sport Club Resources” above. Be aware that the deadline to submit a Travel Request is 12 business days before your planned departure.

Log into Wrike or click the “Purchase Request” link under “Sport Club Resources” above. Be aware that Purchase Requests typically take at least 3-5 business days to process based on demand. They can take longer if all required materials are not ready when the request is submitted.

There are many resources available with specific details on Club operations, policies, and requirements. All resources are available in the SOPs section of Connect2 under “Sport Clubs”. We recommend you use the Sport Club Manual, Sport Club Binder, Important Dates and Deadlines document, or Sport Club Brand and Style Guide to start as those are the most comprehensive. If your question cannot be answered through our resources, email the Sport Clubs Office (sportclubs@colostate.edu) and/or the professional staff for clarification.

If a travel advance is taken, then a post trip meeting must be scheduled. If the trip was no cost but there are things you need to be reimbursed for, you must schedule a post trip meeting.

While on the trip, keep any and all receipts – gas, food, competition equipment etc. When checking out of a hotel, be sure to grab the receipt (also called the folio) and bring it to the meeting. Do the same with rental cars, and/or entry fee receipts. You should arrive at the meeting knowing exactly how much of your Travel Advance was spent, have receipts for each expense, and bring the exact total of the remaining Travel Advance cash (if any is left over). Out-of-pocket costs incurred after the Travel Advance was spent down that were necessary to the trip (no personal expenses aside from team-covered meals) can be reimbursed as long as receipts are provided. Connect with the Sport Clubs Office for specific details of what is and is not reimbursable – we follow CSU’s travel reimbursement policies. The more well-prepared for a post trip meeting you are, the quicker you will get reimbursed.

You can request a Class Absence letter whenever your club is traveling or competing during the school week. Class absence letters must be requested by the Travel Request submission deadline (12 business days before departure). Only rostered members listed on the Travel Request can be excused. Class absence letters will be provided to Officers a week and a half before the departure date, and cannot be edited less than one week from the Club’s departure date.

When filling out a Travel Request on Wrike, indicate if you will need vehicle rentals. The Sport Clubs Office Managers will help you secure those reservations.

For rental cars and Motor Pool vehicles the driver must have a Vehicle Use Authorization Form (VAF) on file as well as a valid driver’s license. Fill out the VAF online via Connect2 or a paper copy. On your Google Roster, add the driver’s information on one of the lines so the Sport Clubs Coordinator can do a driving history check. These steps are not required for athletes driving personal vehicles.

If unexpected circumstances cause your trip plans to change (travel dates, lodging, vehicle needs, members being added/dropping from the roster) notify the SPCL Office immediately by commenting in the Travel Request in Wrike.

Each Club has a binder given to them at the start of the year. Look in your binder for directions on what to do in trip emergencies and contacts to reach out to. If you don’t have your binder physically, you can access a digital version in the SOPs of Connect2.

Travel Advances take about two weeks to get and must be requested 12 business days before the trip. Note: The name listed as the “Certified Traveler” on the Travel Request is who the Travel Advance check is made out to. Only the person whose name is on the check can pick it up at the Sport Clubs Office. Our Office will email your Club when a Travel Advance is ready for pickup.

Once the trip expenses have been completely accounted for, it takes 4-6 weeks to get reimbursement checks cut from the University. When on a trip, staying organized and keeping every single receipt make post trip meetings smoother, which then speeds up the reimbursement process. We recommend generously estimating the amounts requested in a Travel Advance so that post-trip reimbursements are not necessary.

When counting business days, the day the club’s travel begins counts as “Day Zero”. The day before the club leaves is the first business day; then two days before departure is the second business day; the third day before travel is the third business day etc. If a trip leaves on 23 Aug, the first business day is the 22nd. Do not count weekends and federal holidays, and/or University breaks when calculating a submission timeline. It is best practice to submit forms as soon as information is known.

Financial

The Sport Clubs Program allocates student fee money directly to Clubs to partially support their operational costs. Allocation amounts are determined via a “Points” system and “Violation Matrix”. Points are earned by meeting deadlines, attending trainings, traveling, volunteering, and generally completing Sport Club requirements. Points are lost when deadlines and expectations are not met as delineated in the Violation Matrix. See the Sport Clubs Manual for more information.

The SPCL Office accepts cash or check payments for dues, but the deposit needs to be done in-person. Have Club members who are paying dues without a credit card online give their cash or check to the treasurer who will then do an in-person deposit with the SPCL Office. Still, we recommend collecting dues online whenever possible.

Supplemental funding is money the Sport Clubs Program will give a Club to help cover unexpected travel expenses. Clubs are eligible for supplemental funding if they have a season-culminating post-season competition that requires qualification to participate (e.g., Nationals, Regionals). Clubs in good standing can apply for supplemental funding once per academic year. A supplemental funding form needs to be sent to the Assistant Director, Sport Clubs and the funding amount will be determined using the formulas provided.

Club Operations

You can come to our office to get a Community Service Reporting form or print one from the SOPs in Connect2. The form must be signed by the supervisor of the volunteer event and returned to our office for credit.

Peer education presentations need to be completed once per semester. A third presentation is optional if the club wants to earn more points.

Go onto Connect2 and fill out an “Injury/Illness Report”. Include as much detail as possible. When CSU Sport Club Managers are present, they will complete injury reporting forms with the affected athlete(s) on your behalf. Travel and Safety Officers and Sport Club Managers are trained on how to handle emergency situations, so be sure to notify them.

Fill out an “Injury/Illness Report” for injuries sustained during a practice or competition. Fill out an “Incident Report” when something out of the ordinary happens at a practice, competition, or travel. Examples include but are not limited to: vehicle accidents, traffic stops, sportsmanship issues, member concerns, suspicious persons, or anything otherwise out of the ordinary scope of practice and activity that is of potential concern. When Sport Club Managers are present for Club events, they will complete of Incident and Injury/Illness reports once notified.

Clubs must notify the Sport Clubs Office of practice cancellations via the Cancellation Form in Connect2 no later than 11:59PM the day prior to their scheduled practice, or 3PM on Friday for Saturday and Sunday practices. This allows the Sport Clubs Office time to cancel any pertinent reservations and staff shifts. If a Sport Club has to cancel a practice or game after these deadlines, they should still submit the Cancellation Form to notify the Sport Club office immediately.

Email the Sport Clubs Assistant Director and Coordinator staff with the Sport Clubs Office CC’d so that changes to facility reservations, staff schedules, and competition calendars can be made as soon as possible.

Fields may be deemed unplayable at any time by Campus Recreation staff. When fields are determined to be unplayable (i.e., standing water, saturation, snow, pouring rain, lack of visibility, sub-freezing temperatures), activity is suspended and/or canceled to avoid further damage to the field or risk of injury to individuals. There are no indoor on-campus back-up options available to Clubs in the case of weather cancellations. When inclement weather can be predicted, field closures are decided by 3:00pm and this is communicated by email to all affected Sport Clubs officers. It is the expectation that those Club officers communicate appropriately with their constituents.

Submit a “Home Competition Request” via Connect2. Submissions will be reviewed by the Coordinator and Assistant Director, Sport Clubs and approved, denied, or followed up on by them directly. Significant lead time is needed for competition requests – at least 14 business days for a single competition, and at least 30 business days for a tournament. Reference the “Home Event Request” info in your Club’s binder for more detail. Be advised, no events can be scheduled the same day as a home football game.

To initiate an alumni event, an Event Request form will need to be submitted via Connect2. Submissions will be reviewed by the Coordinator and Assistant Director, Sport Clubs and approved, denied, or followed up on by them directly. Preparation time will vary based on event size and scope, so get requests in as soon as possible.

If you have noticed concerning operations or behaviors within your Club or its past or current leadership please report them here  https://forms.office.com/r/fHXmpQYUXB  . We appreciate Officers willing to resolve historically incorrect Club practices and will collaborate with you to improve your Club without penalties resulting from bringing information to our attention. You may complete this anonymously.

Basic Officer Responsibilities

  1. Conduct regularly scheduled Club meetings and Officer meetings (minimum bi-weekly)
  2. Attend Monthly Meetings with the Sport Club office
  3. Serve as a liaison with the Coordinator and Assistant Director, Sport Clubs
  4. Seek approval for all Club business through the Sport Club office including, but not limited to, fundraising, publicity, purchases, travel, and marketing
  5. Check the Club email inbox at least once per week
  6. Train future President on all tasks and procedures
  7. Delegate responsibilities to the Officer board to run the Club effectively
  8. Develop strategies to actively engage all Club members
  9. Serve as the back-up for all other officer duties and is ultimately responsible for ensuring completion, reporting, and documentation of Sport Club Office mandated responsibilities
  1. Ensure the following information is current and on file with the Sport Club office for all Club members:
    1. Club Constitution
    2. Officer, coach, and advisor contact information, including names, email addresses, and phone numbers
    3. Club rosters on IMLeagues and Google Sheets
    4. Ensure completion of all IMLeagues waivers and forms by active Club members
  2. Train incoming Vice President on all tasks and procedures
  3. Work closely with other officers as appropriate, assist in submitting semester reports to Sport Club office
  4. Check the Club email inbox at least once per week
  5. Support the President as needed
  1. Oversee collection of dues and make deposits of income
  2. Keep accurate financial records of income
  3. Submit all purchase orders/requests
  4. Ensure all bills are paid on time
  5. Develops and submits the annual budget proposal
  6. Oversee and support sponsorship, fundraising, and donation efforts
  7. Check the Club email inbox at least once per week
  8.  
1. Plan all travel and submit appropriate travel paperwork at least 12 business days prior to the date of travel.
2. Work closely with Sport Club Office to finalize all details of hotel reservations, car rentals, event registration etc.
3. Maintain emergency contact records for all Club members and coaches and ensure this information is always readily available to the Club.
4. Ensure Club is compliant with all Campus Recreation safety, risk management standards, and emergency action plan.
5. Report all safety concerns, issues, accidents, and via Conenct2 no more than 24 business hours after becoming aware of an issue.
6. Complete Post-Event Reports (Home) and Post Competition Reports (Travel).
7. Ensure that a copy of all emergency procedures is present during all Club travel via the physical club binder.
8. Maintain current CPR certification that meets Program requirements.
9. Maintain current Concussion training certification.
10. Complete and pass a First Aid/CPR skills audit once per semester.
11. Check the Club email inbox at least once per week.
  1.  
  1. Develop at least one educational/developmental session each semester.
  2. Complete the Connect2 Peer Education request form at least 30 business days prior to the peer education presentation. This Connect2 form will include all relevant information needed for approval at which point the Assistant Director and Coordinator, Sport Clubs will review and provide required revisions or approve your request.
  3. Develop, maintain, oversee, and enforce Club’s code of conduct, judicial process, and conflict resolution plan
  4. Responsible for creation of individual Club player agreement as applicable
  5. Organize, track, and document teams’ community service project/hours.
  6. Check the Club email inbox at least once per week
  7.  

For questions or concerns or for disability-related accommodations, contact allie.bogard@colostate.edu or stephen.ma@colostate.edu or call (970) 491-3793.