FALL START-UP FORMS
TRAVEL FORMS
FINANCIAL FORMS
EVENT PLANNING FORMS
ADDITIONAL FORMS
FALL START-UP FORMS
Advisor Agreement
A club is required to have an advisor to be recognized as a student organization. This form is to be signed by the advisor annually and returned to the Club Sports Office at the beginning of each academic year or whenever there is a change in a club’s advisor. All advisors must be full time faculty or staff at Clemson University.
Club Roster
To be completed and submitted to the Club Sports Office at the beginning of each academic year. To be updated throughout the year as new members join. Clubs should maintain their roster in a computer file and submit as an email attachment to the Club Sports office.
Statement of Program Risks & Hazards
An attachment to the Release and Waiver of Liability/Informed Consent. A copy is to be provided each club member prior to his/her participation in club activities.
Release & Waiver
To be signed by each club member and on file in the Club Sports Office prior to his/her participation in club activities. Accident/medical insurance is required for participation in club sports.
Code of Conduct
To be signed by each club member and on file in the Club Sports Office prior to his/her participation in club activities. Participants in the Club Sports Program are expected to conduct themselves in a manner that will reflect positively upon themselves, the club of which they are a member, the Department of Campus Recreation, and Clemson University.
Club Information
To be completed and submitted to the Club Sports Office by newly recognized clubs, by all clubs at the beginning of the fall semester, and following a change in officers or other information called for on the form.
Membership Application
A recommended form for club use in collecting appropriate information on members.
Coach/Instructor Application
A form to be used by clubs in the selection of a coach to be completed and submitted to the Club Sports Office.
Coach/Instructor Agreement
An agreement between a club and its coach that requires the signature of both parties to be comleted and submitted to the Club Sports Office.
TRAVEL FORMS
Travel Checklist
A checklist that gives instructions on steps that need to be taken leading up to and during club travel.
Travel Roster
A roster of club members making a trip that should be completed and submitted to the Club Sports Office at least 3 working days prior to departure on an authorized club trip. A member must have a signed a Release and Waiver of Liability/Informed Consent for the current academic year on file at the Club Sports Office to be eligible to go on a club trip.
Agreement for use of University vehicles
To be read and signed by club members who drive University vehicles on club trips. The signed forms are to be filed in the Club Sports Office.
Safe Driving Tips
A document containing helpful driving tips to keep in mind when traveling to and from club events.
Trip Leader Checklist
A checklist that provides important and helpful information for club members that will be leading trips.
Trip Planning Form
To be completed by all clubs that travel, signed by the appropriate club officers, approved by the club advisor, and submitted to the Club Sports Office at least a week in advance of each planned trip.
Travel Advance Form
To be completed and attached to the Trip Planning Form if a club wishes to request a travel advance from the Bursar’s Office in Sikes Hall for paying travel and registration expenses. In order to receive petty cash a club must have adequate funds in its University account for reimbursing the Bursar’s Office.
FINANCIAL FORMS
Budget Reallocation
To be completed and submitted to the Student Body Treasurer for requesting reallocation of funds from one budget category to another budget category.
Purchase Request
To be completed and submitted to the Club Sports Office for purchases of equipment and supplies for which payment will be made from club accounts administered by the Department of Campus Recreation.
Reimbursement Form
To be completed and submitted to the Club Sports Office along with proper documentation for reimbursement to a club for personal expenditures by a club member on behalf of the club or for expenditures from an outside account. To qualify for reimbursement, the expenditures must have been included in the budget allocation approved by Student Government, and they must have been authorized by the club. This form requires the signature of the purchaser and either the club president or the club treasurer as the approving officer. The purchaser and the approving officer cannot be the same person.
Reimbursement Checklist
A document that lists the steps club members need to take to receive reimbursement from the club's University account.
Lodging Summary Form
This form must be completed, attached to a Reimbursement Form along with proper documentation, and submitted to the Club Sports Office if a club wishes to be reimbursed for lodging during a trip that has been authorized by the Club Sports Office. Reimbursement for lodging is based on four persons per room and is limited to a maximum of $50 per room per night.
Mileage Summary Form
This form must be completed, attached to a Reimbursement Form, and submitted to the Club Sports office if club members drive personal vehicles and wish to be reimbursed for mileage during a trip that has been authorized by the Club Sports Office. Each driver's signature is required. Travel by personal vehicle may be reimbursed at the rate of $.30 per mile.
Supplementary Funding Form
Clubs may apply for supplementary funding by completing this form and submitting it to the Club Sports Council for its consideration.
Supplemental Funding Guidelines
Funds will be budgeted annually as part of the Club Sports Administrative Budget to be used in support of clubs that are in good standing for the purpose of helping fund special needs. This document outlines what supplemental funding may be used for and describes the application process clubs must follow when requesting supplemental funding.
EVENT PLANNING FORMS
Special Event Checklist
A document that lists the appropriate steps to take when clubs are planning on hosting an event on University property.
Facility Reservation Form
To be used for requesting use of Campus Recreation facilities/fields for regular meetings or for special events (socials, tournaments, etc.) during the semester. All requests are subject to the availability of space and must be approved by the appropriate staff member.
Events with Alcohol
To be completed and submitted to the Hendrix Student Center for all events on campus where alcohol will be present.
Incident Report
To be completed and submitted to the Club Sports Office within 24 hours of the occurrence of an accident/incident resulting in an injury or illness. If the injury or illness occurs while away from campus, this form must be completed and submitted to the Club Sports Office within 24 hours of returning to campus.
Special Event Registration
To be completed and submitted to the Club Sports Office for registering a club sponsored event (regatta, tournament, etc.) to be held on or away from campus.
Waiver for Visiting Teams
To be completed by visiting teams and signed by visiting team members prior to their engaging in activities on University property.
ADDITIONAL FORMS
Incident Report
To be completed and submitted to the Club Sports Office within 24 hours of the occurrence of an accident/incident resulting in an injury or illness. If the injury or illness occurs while away from campus, this form must be completed and submitted to the Club Sports Office within 24 hours of returning to campus.
New Club Checklist
A document that gives step by step instructions for students who are interested in starting a new club sport.
Summer Status Report
To be completed and submitted to the Club Sports Office near the end of each academic year.
Equipment Loan
To be completed and submitted to the Club Sports Office when checking out equipment from the Club Sports Office.
