Gallogly Recreation and Wellness Center

2017-2018 Club Sports Important Dates and Meetings

Meeting/Event Name

Date

Time

Location

Attendance Mandatory

Resources

RecFest Wednesday, Aug. 23
6pm-8pm Rec Center Officers and Members
Club Fair Wednesday, Aug. 30
11:30am-2:30pm West Lawn Officers
Fall Officers Training Monday, Aug. 21
7pm-9pm Rec Center Officers
Fall Treasurer Training Monday Aug. 28, Thursday Aug. 31 12pm, 7pm Treasurer
September Meeting   Officers
October Meeting   Officers
November Meeting   Officers
Spring Officers Training Officers
American Red Cross Certification Saturday Sept. 2 8am-12:30pm Rec Center Register at the Recreation Center Front Desk or call 719-255-7515
American Red Cross Certification Saturday, Sept. 23 8am-12:30pm Rec Center Register at the Recreation Center Front Desk or call 719-255-7515
American Red Cross Certification Saturday, Oct. 7 8am-12:30pm Rec Center Register at the Recreation Center Front Desk or call 719-255-7515
American Red Cross Certification Saturday Nov. 4 8am-12:30pm Rec Center Register at the Recreation Center Front Desk or call 719-255-7515

Administrative Forms

Form

File Type

Description

Tutorials

Club Start Up
Officer Update Online When your club decides to add or change officer positions, the Officer Update form needs to be completed. Every club sport is required to have a minimum of THREE officers, not including a Safety Officer.
Equipment Inventory Check In/Out Online
Equipment Inventory View
End of Semester Report
Monthly Report & Participation Counts
Practice Request Online
Practice/Home Event Cancellation Email All cancellations should be emailed at least 24 hours in advance of the practice/event. Include in the email the location, time and reason for cancellation. Any cancellation not received by email 24 hours in advance shall incur a $50 charge to that club.

Player Compliance

Form

File Type

Description

Tutorials

Player Participation Waivers Online The Player Participation Waiver must be completed by each member joining a Club Sport prior to participating in a practice, game or event. The waiver will cover 1 year of participation with the Club Sport beginning when the form is completed.
Player Physical PDF This Physical Examination and Medical Clearance form is to be completed by a Doctor at the Wellness Center or an Off-Campus Health Care Provider. The forms must be completed and turned into the Club Sports Office prior to participation in Club Sports. No electronic versions of these forms will be accepted. Medical Clearance is good for two year from the date conducted.
Annual Health Update PDF Returning athletes whose player physical has not expired must complete and return the Annual Health Update form to the Club Sports Desk before being allowed to participate in any club activities.
NCAA Concussion Facts Sheet PDF Players must read the NCAA Concussion Facts Sheet prior to submitting and agreeing to the Player Participation Waiver Concussion section.
EMR (Emergency Medical Records) Registration Online Select University of Colorado Colorado Springs as school and UCCS Login as username. Complete required information including personal details, and one guardian/emergency contact. Once completed hit submit and the registration process is complete.

Travel Forms

Form

File Type

Description

Tutorials

Travel Itinerary Online Must be turned in as soon as you are aware of your travel schedule and no later than ONE WEEK PRIOR TO TRAVEL. Depending on the nature of the trip a pre-trip meeting could be required for officers that will be traveling. This meeting will be with Club Sports staff to talk about the details and logistics of your trip. Clubs may not travel out of Colorado Springs until a Travel Itinerary has bee approved by the Club Sports Office.
Travel Roster Online A Travel Roster must be submitted at least 48 HOURS PRIOR TO TRAVEL. All drivers and passengers are required to complete a Club Sports Pre-participation Waiver which includes the travel waiver prior to any involvement with club sport activity. This waiver needs to be approved by the Club Sport office before participation or travel can be authorized for each traveling club sport member.
Hotel Search hotels.com Hotels.com provides Club Sports with affordable, quality options. Please choose your hotel option from hotels.com prior to filling out the Hotel Reservation form.
University Van Reservation Online The University has Priuses, a minivan, and a 15-passenger van for rent. Priuses are $15/day plus $0.40/mile and the Minivan and 15-passenger van are $15/day plus $0.50/mile. The process is simple; you need to have a US driver’s license, Department approval, and provide University Speed Type accounting information when checking a vehicle out at the Public Safety Parking & Transportation Services front desk. A completed trip ticket must be returned with the keys at the end of the reservation period or additional charges accrue. Speed Type on the trip ticket should be the account you wish to pay for the van. Due to safety and insurance concerns, restrictions are placed on the use of 15-passenger vans and additional training is required. If your team needs vehicles, the request form needs to be completed no later than two weeks prior to departure.
University Van Drivers Training Registration PDF To become a certified University vehicle driver, the PDF form needs to be brought to the Competitive Sports Desk during office hours only to be signed. Once the form is signed, you can then contact Jody Doster, Assistant Field Manager, (jdoster@uccs.edu) to schedule your 15 passenger van training.
Budget Rental Van Reservation Online If the University vehicles are all occupied, you have the option of renting from Budget Rental Car. Vans rent for about $109/day, not including gas. If your team needs vehicles, the request form needs to be completed no later than two weeks prior to departure.
University Charter Bus Reservation Online The University also has the option of renting the UCCS Charter Buss(s). Charters are on a first come first served basis. The reservation form needs to be submitted no less than 2 weeks prior to the trip. Charges will be billed to your Speed Type. Costs Drive Time Rates/Hour: $55 Wait time Rate: $25/hour
Hotel Reservation Online Complete this form to start the hotel reservation process for your upcoming Club Sports Travel. If your team needs a hotel room(s), the Hotel Reservation form needs to be completed no later than two weeks prior to departure. If SGA Funds will be utilized submit a Funding Proposal prior to your Hotel Reservation form.

Financial Forms

Form

File Type

Description

Tutorials

Budgets Online Click the Online link and then click on your club sport name to view the balance sheet of club expenses for FY18
Funding Application Link To MLC Use this form to request funding for your student club/organization from the UCCS Student Government Association. Be prepared to provide
Pay by Check Email To pay a vendor by check fill out the Vendor Registration form. Once the vendor is approved email the Invoice for services/goods to Mallory to initiate payment by check. Please allow 2 weeks for check payment processing.
Vendor Registration Online In order to pay via check the payee must be set up as a CU Vendor. Fill out the Vendor Registration form and an email will be sent to your Vendor to complete the Vendor registration through the CU System. Please allow 2 weeks to get Vendor set-up prior to payment.
Purchase Request Online
PO Request
Refund PDF Fill out the highlighted areas of the Refund form. Turn in the refund form as well as an invoice template for refund.
Invoice Template Online Every request for payment must be accompanied by a detailed invoice of the services or goods your club is paying for. Please use the Invoice Template to help you achieve all of the necessary information to submit for payment.
Receipt Template Online A receipt must be provided to the payee for any money received. Please use the template as necessary. The treasurer must also retain a copy of the receipt for club records.
Reimbursement PDF Fill out the highlighted areas of the Reimbursement form. Return the completed form and ALL receipts for reimbursement to the Competitive Sports desk during office hours.
Dues Deposit Slip Doc Please print and complete the dues deposit slip form and include with the cash/check(s) during Club Sports Desk hour or the Club Sports Dropbox.

Risk Management

Form

File Type

Description

Tutorials

Accident Report Online Every accident that happens during a club practice/event/game needs to be documented and reported by filling out the online accident report form. Please use as much detail as possible when completing this form.
Athletic Training Information PDF
Emergency Action Plan
Visiting Team Waiver PDF Every player from the visiting team must sign the Visiting Team Waiver prior to participation at UCCS. Please print out the PDF and take it to your game. Turn in all completed waiver forms to the Club Sports sports desk the week following your event.
Safety Officer Application Online A minimum of two (2) Safety Officers are required for each club sports team. Immediately after filling out this form, you will need to send your certificate(s) to sports@uccs.edu. Each Club Sport Safety Officer must have valid CPR, AED, and First Aid certification card on file with Campus Recreation.
Safety Officer Training Dates PDF
Safety Officer Handbook
Concussion Protocol PDF Return to Play Concussion Protocol form will be used by your athletic trainer in the case of a concussion. Please see your athletic trainer during a scheduled appointment time or during office hours. 

Coach

Form

File Type

Description

Tutorials

Coach Agreement Online Every person serving in the Coach capacity for a Club Sport must fill out the online Coach Agreement form. No coaching duties should start until the Coach Agreement is completed. Officers may send the form link via email to their Coach(es)
Volunteer Coach Notice of Risk and Waiver Online To be filled out by Volunteer Club Sports Coaches prior to serving the club.
Paid Coach Notice of Risk and Waiver Online To be filled out by Paid Club Sports Coaches prior to serving the club. 
Campus Security Authority Training/Quiz (Clery Act) Online
Discrimination and Harassment Training Email To set up UCCS Discrimination and Harrassment Training please email Mallory and she will provide further instructions on registration. Must be completed within 30 days from coaching start date.
Coach Payment Setup Online In order to pay your coach via check the coach must be set up as a CU Vendor (Independent Contractor). An Officer must fill out he Payment Setup form and an email will be sent to your coach to complete the Vendor registration through the CU System. The Scope of Work form must also be completed by the coach and turned in to the Club Sports desk. 
Coach Scope of Work Scope of Work-PDF Following the completion of the Payment Set Up form the Coach must fill out the scope of work form

Additional Templates and Resources

Form

File Type

Description

Tutorials

UCCS Brand Identity Standards Online Please refer to the PDF as well as the Club Sports Handbook prior to creating any media, logos, apparel designs, etc. Prior to all posting/printing designs must be approved by Mallory Barger
Club Constitution Template Word This is an outline of what a club constitution should include and to assist clubs in creating their own constitution.
Tax Exempt Certificate PDF Certificate of Exemption
Marketing Design Request: Posters, Logos and T-shirts Online - Mountain Lion Connect This form is intended for clubs to request posters, logos, and t-shirts for their club or event. It will take you through all the steps to ensure the information needed to create a design is given, as well as help set a time frame to receive your design.
Class Excuse Application Online While the Club Sports Program cannot provide automatic excuse from class, we can create a letter in support of club sport competition that can be given to your Professor on behalf of Campus Recreation and your Club Sport activity. Fill out the online form and schedule to pick up your letter.