Officer Resources

2018-2019 Club Sports Important Dates and Meetings

Meeting/Event Name

Date

Time

Location

Attendance Mandatory

Spring Semester Practice Schedule Due Thursday, Nov. 29th N/A N/A Officers
Fall Semester Reports Due Friday, Nov. 30th Due by 11:59pm N/A Clubs
Club Sports Association Meeting Thursday, Jan 31st 7pm-9pm Rec Center Officers
Budget Packet Training Sunday, February 10th 4:00pm-6:00pm MultiPurpose Room Treasurers
Budget Packets Due Friday, Mar. 1st N/A Rec Center Clubs
Equipment Inventory Update Friday, Mar. 15th Due before 11:59pm N/A Officers
Club Sports Officer Transition Training Sunday, April 21st 4:00pm-6:00pm Multipurpose Room Newly Elected Officers
Club Sports Annual End of the Year Party Friday, Apr. 26th 6pm-9pm Rec Center Optional
Red Cross Certification Classes https://bit.ly/2vROYmm N/A Rec Center All safety officers are required to be CPR/First Aid certified.

 

 

Administrative Forms

Form

File Type

Description

Tutorials

Annual Club Registration Online Existing Club Sport teams must fill out the Annual Club Registration to obtain approval for participation during the 2018-2019 year.  
New Club Application Online Clubs interested in becoming a Club Sport should fill out the New Club Registration to start the process of becoming a part of the Club Sports Program.  
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 An Officer must fill out the equipment inventory check in/out form each time they remove club owned equipment for the Recreation Center for the semester. This includes NEW items.  
End of Semester Report Doc All clubs must complete and submit this form by turning into the Competitive Sports Desk or sending it to sports@uccs.edu at the end of Fall and Springs Semester. The End of Semester Report is due the week before finals week each semester.  

 

Player Requirements

Form

File Type

Description

Tutorials

Player Registration Online The Player Dues must be paid by each participating club member. All Dues payments must be completed using the online link by the date specified by your club. Failure to pay Club Sport Player Dues will result in removal from the team.  
Player Dues Online 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.  
Player Physical PDF Please PRINT the PDF forms and take to the UCCS Wellness Center or an Off-Campus Health Care Provider to be completed. All Completed forms must be submitted to the UCCS Wellness Center front desk or to the Club Sports Athletic Trainer. The Physical and Medical Clearance forms must be completed and turned in prior to participation in travel or competition in Club Sports.   
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.  
Healthy Roster Download App Healthy Roster will be utilized for Athlete care administration with the Club Sports Athletic Trainer. All Club Sport Participant accidents must be reported through Healthy Roster.  

Hosting Events

Form

File Type

Description

Tutorials

HOME Event Registration Online Any Club that is hosting a home event (game, tournament, competition, fundraising event, etc.) must complete this form no later than two (2) weeks in advance. All cancellations must be placed with 48 hours (or more) notice.  
Practice Requests Online All practice requests made during the fall or spring semester must be submitted via this form. This form will ask for days, times and locations the club would like to reserve for practice.  
HOME Cancellation Request Online To cancel any existing practice or game reservations please submit this form with at least 48 hours notice (games) and 24 hours notice (practices). If you cancel less than the specified time in advance of your reservation or if your club does not show up for a reservation your club account will be charged $25 for practices and $100 for games/events. To cancel a reservation, please fill out the cancellation request.  
General Volunteer From Online Any non member of a club that will be helping out or volunteering at a club event must first complete this form before being approved to participate.  
Event Debrief Form Online After any event (home or travel), each club must fill out the Event Debrief form and submit it to Competitive Sports Desk no later than two (2) days after the event.  

Travel Forms

Form

File Type

Description

Tutorials

Travel Plan Online Must be turned in as soon as you are aware of your travel schedule and no later than one month for trips that require accommodations and two weeks for trips that do not require accommodations. 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.  
Travel Roster Online The Travel Roster must be submitted at least 24 hours prior to travel departure and must be approved by the Club Sports program prior to departure. Only members who have completed all Club Requirements will be approved for travel.  
Authorized Driver Registration Online Driver Authorization is required for Club Sport member who will be driving either a University Vehicle or personal vehicle during official club travel.  
12-15 Passenger Van Drivers Training Registration Email To become certified to drive a 12 or 15 passenger van (University or Rental) you must pass the University Driver Training. Click on the link to set up a Driver Training with Transportation Services. Training lasts 1 hour and each Driver must schedule their own session.  
University Motor Pool/Charter Reservation Online University Vehicles and Charter Busses may be reserved through the following link. The Club Travel Plan must be approved PRIOR to reservation. Tutorial
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.  

 

Financial Forms

Form

File Type

Description

Tutorials

Club Sports Budget Packet Excel Fiscal year budget form. Required to be filled out by every club and submitted to competitive sports department by March 1st, 2018.  
Budgets Online View your Club Sports budget balance sheet of club expenses and revenues for FY19.  
Purchase Request Online Submit your request for all Club purchases not related to travel here. If you have purchases related to travel please submit those through your Travel Plan form.  
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 In order to pay via check you and the vendor must have already completed the Vendor Registration. Once this is complete please email the invoice to be paid.   
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 Order Supplier Tutorial (Business under TIN) PDF Potential suppliers must complete the supplier registration sent via email from cumarketplace@cu.edu. The PDF Tutorial will assist suppliers in completing this process.   
Reimbursement Online Fill out the online Reimbursement form. ALL receipts for reimbursement should be dropped off to the Competitive Sports desk during office hours. No reimbursement will be submitted for payment without detailed, itemized receipts to accompany.  
Refund Email Refunds may be granted on a case by case basis. Please email Mallory to apply for a player dues 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.  
Fund 20 Dues Deposit Doc Please print and complete the dues deposit form and include with the cash/check(s) during Club Sports Desk hour or the Club Sports Dropbox.  
Fund 34 Deposit Excel Please print and complete the gift deposit slip form complete with all information possible. Drop off to the Club Sports Desk hours or the Club Sports Dropbox.  

 

Risk Management

Form

File Type

Description

Tutorials

Accident Report Healthy Roster Every accident that happens during a club practice/event/game needs to be documented and reported by filling out the accident report on the Healthy Roster app. Please use as much detail as possible when completing this form and include pictures.  
Incident Report PDF Every incident that takes place during a club practice/event/game needs to be documented and reported by filling out the online incident report form. Please use as much detail as  
Athletic Training Information PDF    
Emergency Action Plan PDF This is the 2018 Campus Recreation Emergency Action Plan. Please review this document.  
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.  

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)  
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.   
Volunteer Coach Waiver Online Volunteer Coaches, please complete the UCCS Volunteer Waiver Form  
Paid Coach Waiver Online Coaches paid as Independent Contractors, please complete the Contractor Waiver Form  
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  
Coach Training Email Each Coach must set up a 1-1 meeting with the Manager of Competitive Sports prior to season start.  
Background Check Release Form PDF    

 

Additional Templates and Resources

Form

File Type

Description

Tutorials

SGA Bill Template Doc Please use this Template to help you complete a SGA Bill submission. Remember you must have a SGA Senator sponsor you Bill. Contact sports@uccs.edu if you would like additional help with your Bill.  
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.