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2023-24 UMD Sport Clubs Handbook
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University of Minnesota Duluth

RSOP Sport Clubs Program 

2023-2024 Handbook


HANDBOOK

Policies, Regulations & Guidelines for all RSOP Campus Life Program (CLP) student groups.


SECTION 1: The UMD Sport Club Program

UMD Sport Club Handbook

This Sport Club Handbook is designed as a reference for the UMD Sport Club (Club) student leaders and members to learn and understand policies, procedures, guidelines and best organizational practices set by the University of Minnesota Regents, UMD, RSOP Department, and SC Program. Any U.S. Law, University Regents policies, RSOP department policies, and/or SC Program procedures or guidelines that are not followed, disregarded, or an infraction of any level occurs, resolution will be handled by the Competitive Sports and Youth Camps Coordinators, or the Associate Director of Recreation and Wellness and/or the UMD Director of Student Conduct and Conflict Resolution (in accordance with SECTION 4: SC Program Code of Conduct of this Handbook). The University Regents, RSOP, and Sport Clubs Program policies and procedures are not subject to amendment or revision by the sport clubs leadership, the Sport Clubs Advisory Council (SCAC) or the SCAC Executive Board members. The Competitive Sports and Youth Camps Coordinators will be responsible for annually reviewing the changes to the RSOP Department, UMD and the University Regents policies and procedures to add or update the list of sport club related policies and procedures to the UMD Sport Club Handbook. The Competitive Sports and Youth Camps Coordinators and/or the RSOP Associate Director of Recreation and Wellness have final authority on all newly created, amended, or revised program guidelines within this SC Handbook.

For more information about the history for the UMD Sport Club Program, RSOP or the Campus Life Program (CLP) at UMD, please visit the Historical Timeline of Sport Clubs at UMD document.

UMD Recreational Sport Outdoor Program Department (RSOP)

The University of Minnesota Duluth (UMD) Sport Clubs (SC) Program was established to manage, supervise and advise the (sports and competition related) student lead Campus Life Programs (CLP) within the Recreational Sport Outdoor Program (RSOP) Department. The Recreational Sport Outdoor Program (RSOP) Department is managed by program staff and supervised by the RSOP Associate Director of Recreation and Wellness within the UMD Student Life Division. The RSOP Department acts as the Host Department for multiple UMD Campus Life Program (CLP) student groups, officially known as UMD Sport Clubs, annually. The RSOP department provides financial support, field and facility usage, activity liability insurance, staff support, organizational advice, administrative tools, and other beneficial services to official UMD Sport Clubs. The RSOP department has established and tasked the UMD Sport Club Program, and its hired program staff, with the responsibilities of managing, overseeing and evaluating the CLP student groups every academic year.

RSOP Contact Information                

RSOP Info Email: rsop@d.umn.edu 

RSOP Office Phone: (218) 726-7128

Webpage: umdrsop.d.umn.edu

Instagram: umdrsop

UMD Sport Club Program (SC Program) & UMD Sport Club Staff (SC Staff)

The UMD Sport Club (SC) Program oversees and assists in managing the student-led Campus Life Programs (CLP) for the RSOP department within the UMD Student Life Division. The SC Staff team is composed of multiple part-time student staff (4-8), certified athletic training staff (1), and the the Competitive Sports and Youth Camps Coordinators (2). The Competitive Sports and Youth Camps Coordinators are authorized by the RSOP Director to monitor finance, validate travel plans, authorize purchases, manage risk, and other duties on behalf of the SC Program and the CLP student organizations. The Competitive Sports and Youth Camps Coordinators are responsible for hiring, training, coaching, and evaluating program student staff to supervise club activities and provide administrative support. The Competitive Sports and Youth Camps Coordinators are also responsible for hiring Certified Athletic Trainers (ATC) or other medical support staff for all UMD Sport Club activities and event support. The Competitive Sports and Youth Camps Coordinators are also responsible for reviewing the applications of and finalizing the hiring for all Recognized Club Coaches annually. The SC Program student staff (SC Staff) are responsible for monitoring weekly club events, supervising club hosted events, conducting administrative duties assigned by the Competitive Sports and Youth Camps Coordinators, and providing a multitude of support services to sport club leaders. The SC Staff and the Competitive Sports and Youth Camps Coordinators advise and guide the UMD Student Club Leaders (Club Leaders) to administrative and organizational success through training, materials, and mentoring. The SC Program reviews Returning Club and Provisional Club status of all sport clubs with input and assistance from the sitting SC Advisory Council (SCAC) Executive Board Members. The SC Program also reviews the applications and meets with any Prospective Clubs every Spring semester with input and assistance from the sitting SCAC Executives Board Members.

SC Program Contact Information                

SC Staff Email: sportclubs@d.umn.edu 

SC Staff iPhone: (218) 590-6667

Competitive Sports and Youth Camp Coordinator: (218) 726-7648

Webpage: z.umn.edu/umd-sport-clubs

Instagram:         umdsportclubs

Twitter:                 umd_sportclubs

Competitive Sports and Youth Camp Coordinator: cluke@d.umn.edu

Competitive Sports and Youth Camp Coordinator: TBD

Athletic Trainer: rsop-atc@d.umn.edu 

For more SC Program information and documents, visit the following Google Shared Drive folder:

1. Sport Clubs Program

        A) CLUB FORMS - All Current Printable Club Forms

        B) CLUB DOCUMENTS - All Current Printable Club Documents

        C) CLUB TOOLBOX - All Club “How To” and examples

        SC PROGRAM LOGOS - Current SC Program Logos and UMD Styleguide

Sport Club Advisory Council (SCAC)

The SCAC serves as a governing body composed of and run by UMD Students with the purpose of assisting in making the UMD Sport Clubs Program as effective, engaging, inclusive, equitable and memorable as possible. The SCAC acts in the best interest of the students attending University of Minnesota Duluth, the registered participants of the SC Program and the RSOP department. The SCAC is governed by the SCAC Constitution and a number of elected sport club leaders, called SCAC Executive Board Members (SCAC Executives), on an annual basis. The SC Advisory Council is designed to put governing controls in the hands of the UMD Students, specifically sport club student leaders as a form of self-governance. As a collective, student leaders from each club have the responsibility to help in the governance of the program operations, financials, new club approval and other administrative factors as determined in the policies and guidelines of the SC Handbook. As part of this collective self-governance, the SCAC student club representatives are responsible for ensuring that each club abides by the SC Program guidelines and policies in the SC Handbook. This self-governing format allows for greater student involvement, a higher level of professional development and a student driven learning experience.

SCAC Contact Information

SCAC Email: scac@d.umn.edu

Instagram:         umd_scac

SCAC Constitution

The SCAC Constitution is a living document, designed as a tool to help student leaders govern specific program aspects for all official UMD Sport Clubs and their members.

  1. The SCAC Constitution can be amended or revised by the SCAC Executives or an established committee of SCAC members (See SCAC Constitution for more details).
  2. The SCAC Constitution must be reviewed by the Competitive Sports and Youth Camp Coordinators and/or SCAC Executives or an appointed SCAC Committee every year.
  3. All SCAC Constitution procedures or guidelines created, amended, or revised by the SCAC members must be accompanied by an implementation “effective date” set by the SCAC Executives before the adaptation is voted on by SCAC representatives.
  4. Any SCAC Constitution procedures or guidelines created, amended, or revised by the SCAC members must be “voted” on by the SCAC representatives before being reviewed and “granted” by the Competitive Sports and Youth Camp Coordinators.
  5. Any SCAC Constitution procedures or guidelines created, amended, or revised by the SCAC members must be reviewed and “granted” by the Competitive Sports and Youth Camp Coordinators and/or the RSOP Associate Director
  6. Both the Competitive Sports and Youth Camp Coordinators and the RSOP Associate Director have the ability to amend, redact or revise any newly created amendment or guideline to the SCAC Constitution or other appendix documents on any basis and without reason.
  7. The Competitive Sports and Youth Camp Coordinators have the authority to create, amend, redact or revise any procedures or guidelines within the SCAC Constitution, with authorized consent from the RSOP Director, and without a vote from the SCAC or SCAC Executives.

For more SCAC information and documents, visit the Following the Google Shared Drive folder:

2. Sport Club Advisory Council (SCAC)


SECTION 2: RSOP Affiliation & Club Status Guidelines

The affiliation of a student group with the UMD Sport Club Program as a Campus Life Program within the UMD Recreational Sports Outdoor Program (RSOP) Department is a privilege. The SC Program allows student groups at UMD that have shown the ability to be successful Registered Student Organizations (RSO) with UMD Kirby Student Center (KCS) to become Campus Life Program (CLP) student organizations within the RSOP Department.

  1. CLP Affiliation Guidelines
  1. All UMD Sport Clubs must be inclusive and free of any discrimination based on race, color, national or ethnic origin, religion, disability, age, or sexual orientation.
  2. RSOP provides a CLP Coordinator that has an ongoing relationship with and responsibility to the recognized sport clubs; the Competitive Sports and Youth Camp Coordinators.
  3. As the Host Department, RSOP assumes all the responsibility for the monitoring the club travel, events, finances, conduct and liability for the affiliated CLP student groups.
  4. RSOP will assign an account in the University’s EFS financial system and monitor all financial activity throughout the lifespan of each affiliated CLP student group.
  5. The Competitive Sports and Youth Camp Coordinators and SC Staff will educate and enforce University policies and RSOP Department guidelines that apply to each affiliated CLP student group.
  6. UMD Sport Clubs are not allowed to mandate or require, within governing documents or through social coercion, 100% participation of its UMD Student club members.
  7. Affiliation as a CLP group with the RSOP Department can be established as a previously affiliated Returning Club or a new RSO group as a Provisional Club.
  8. Affiliation as a Returning Club status is granted to clubs that have completed a year or more of establishment as an official UMD Sport Club.
  1. Clubs with Returning Club status are provided all privileges and services of an official UMD Sport Club without limitations (for clarification ask with SC Staff).
  1. Including, but not limited to UMD Club Email account access, RSOP Club Account (EFS), Club Foundations Account, RSOP Capital Funding requests, SC Program marketing materials, priority field/facility scheduling,ability to use UMD Licensed Trademarks, and other privileges afforded to University Associated Organizations;
  1. The SC Program reviews the Returning Club status of all established UMD Sport Clubs every Spring semester to determine the viability of each sport club returning as a CLP with the RSOP Department.
  2. Sport clubs that wish retain a Return Club status must demonstrate that their clubs has:
  1. Reviewed and made necessary revisions to their Club Governing Documents.
  2. Maintained a Club Budget, performed an internal-audit of club finances, and provided a financially positive Club Financial Rollover for the following year.
  3. Retained (at least) 10 full-time UMD Student club members and maintained UMD Student membership of 90% (or more) throughout the year.
  4. Held club elections and/or selected new club leadership according to their own Club Governing Documents and by-laws.
  5. Abide by all procedures, guidelines and mandates set by the SC Program and SC Staff, as well the policies of the UMN Regents, UMD and RSOP Department.
  6. Been involved in the self-governance of the SCAC and/or participated in the collective projects and positive deeds of the SCAC.
  7. Met with the SC Staff for the sport club’s official End Of The Year (EOTY) Meeting before May 31 of the current academic calendar.
  1. Any Returning Club that has struggled to complete one or more of the organizational tasks or responsibilities listed above may be relegated to Provisional Club status.
  1. Affiliation as a Provisional Club status is established for all clubs in their first-year of the UMD Sport Clubs Program.
  1. Clubs with Provisional Club status are provided limited privileges and program services of an official UMD Sport Club (for clarification ask the SC Staff).
  1. Including, but not limited to UMD Club Email account, RSOP Club Account (EFS), available field/facility scheduling, limited use UMD Licensed Trademarks, and other privileges afforded to University Associated Organizations;
  1. An RSO student group (i.e. Prospective Club) that wished to apply to attain the Provisional Club status must illustrate and/or demonstrate the following:
  1. The group has been an established Registered Student Organization (RSO) at UMD Kirby Student Center (KSC) for two (2) consecutive years.
  2. The group must demonstrate they have been in Good Organizational Standing with all departments, programs, and facilities on the UMD Campus as an RSO at UMD.
  3. The group must demonstrate they have been in Good Organizational Standing with local agencies, businesses and facilities in the communities surrounding UMD.
  4. The group must have no outstanding financial debts, demonstrate financial stability and have an operational annual budget for their student group.
  5. The group must demonstrate they have established governing documents for their club and the club does not rely upon non-student leadership.
  6. The group currently has ten (10) or more student members, four (4) or more student leaders, and no less than 90% of their membership are full-time UMD Students.
  7. The Prospective Club must schedule and have an interview with the SC Staff (sportclubs@d.umn.edu) and the SCAC Executives (scac@d.umn.edu).
  1. Additionally, the Prospective Club must attend an SCAC meeting to be voted into the SCAC by the current club representatives, as stated in the SCAC Constitution.
  2. The Competitive Sports and Youth Camp Coordinators must state or present their approval for the Prospective Club to the SC Advisory Council before the vote for the Prospective Club to become an official UMD Sport Club with Provisional Club status.
  3. New sport clubs will remain in the Provisional Club status until the club can achieve the organizational tasks or responsibilities required for Returning Clubs status.


SECTION 3: Club Member & Participant Guidelines

Participation in the UMD Sport Clubs Program is a privilege. The SC Program allows official UMD Sport Clubs (hereby referred to as Club or Clubs) to define their own organizations level of competition and their own membership expectations. For a detailed understanding of how the SC Staff defines a UMD Student, Club Leaders, Eligible Participants and other participants terms within the SC Program, please refer to the SC Program Terms & Definitions document.

  1. SC Program Participant Eligibility Guidelines
  1. An official Club Member must meet the Eligible Participant requirement for either a UMD Student, UMD Affiliated Member or a Community Participant.
  2. The SC Staff provides the full rights and privileges of the SC Program to all Eligible Participants ready to participate with any official UMD Sport Club accepting members.
  1. The SC Program Eligible Participant requirements are as follows:
  1. Currently a “degree-seeking” student by UMD Admissions Office guidelines;
  2. Paid the UMD Student Service Fees (SSF), automatic for UMD Students;
  3. Paid the annual RSOP Sport Club Participation Fee;
  4. Is currently in Good Academic Standing at UMD or their educational institute;
  5. Completed the SC Program online registration process (currently BulldogConnect);
  6. If applicable, completed and submitted a Club Affiliate Participant Request Form;
  7. If applicable, all fees and dues to the University, RSOP or SC Program must be paid;
  1. The SC Program provides two status levels of an Eligible Participant at UMD.
  1. Competitive Club Participants are full-time UMD Students or UMD Affiliate Members that have fulfilled all of the Eligible Participant requirements. These participants may compete in the name of the University with an eligible/accepting Club at all on-campus and off-campus club events, including travel.
  2. Recreational Club Participants are UMD Affiliate Members or Community Participants have fulfilled most of the Eligible Participant requirements. These participants may ONLY participate in on-campus club events and activities; these participants are NOT permitted or eligible to travel with a Club or participate in Club competitions or events in the name of the University.
  1. Being an Eligible Participant with the SC Program does not mean that an individual is automatically a member of or accepted on to a specific UMD Sport Club.
  1. An “Ineligible Participant” participant of the SC Program includes participants that may be injured, on academic probation, or if the participant has been suspended or expelled from the program department or university; for more details please refer to the SC Program Terms & Definitions document.
  2. The Competitive Sports and Youth Camp Coordinators and/or the RSOP Associate Director have the authority to make exceptions for any possible program participant.
  3. The Competitive Sports and Youth Camp Coordinators and/or the RSOP Associate Director have the authority to deny, suspend, or terminate the eligibility of any possible program participant.  

  1. Club Leaders Expectations & Guidelines
  1. Club Officers must be full-time UMD Students (e.g. 12 credit hours/semester), with the exception of club officers in their final semester before graduation at UMD where club officers are permitted to be part-time UMD students (e.g. 6 credit hours/semester), and in Good Academic Standing with the University and with all University departments and programs.
  2. All Clubs are required to have four (4) Club Officers throughout the academic calendar.
  1. Clubs are required to have two (2) Club Officers in attendance at all approved Volunteer Service Projects or Participation Events;
  2. Clubs are required to have one (1), and no more than one (1) Financial Officer, and the Financial Officer cannot hold multiple Club Officer positions;
  3. Clubs are required to have at least one (1) Safety Officer verified by the SC Staff;
  4. Clubs must have one (1) Safety Officer in attendance at all approved Club Travel Events, Volunteer Service Projects or Participation Events;
  1. All Clubs must establish Club Leaders (officers, captains, student coaches or team staff) position responsibilities and how these leadership positions are selected, elected, and dismissed from their positions within their Club Governing Documents.
  2. All Club Officers must complete the SC Program and any necessary University training sessions, workshops, and materials annually;
  3. Students are limited to holding Club Officer positions for no more than two UMD Sport Clubs on an annual basis.
  4. Team Captains must be full-time UMD Students (e.g. 12 credit hours/semester), in Good Academic Standing with the SC Program and all University departments and programs.
  5. Club Leaders that are not Club Officers, such as Team Captains, Student Coaches or Student Team Staff are not authorized to make any administrative, financial, or scheduling requests or decisions for the Club;
  1. Club Membership Expectations & Guidelines
  1. Clubs must adhere to guidelines of the SC Program, the RSOP Department and the University policies when establishing their membership responsibilities, expectations and rights within their own Club Governing Documents.
  2. UMD Sport Clubs and their Club Leaders mandate or require any member to participant in  100% of any Volunteer Service Project (i.e. community service, campus cleanup, etc.) or Participation Events such as Club Sporting Events (i.e. practice, games, competitions, etc.) or Club Assembly Events (i.e. meetings, fundraisers, etc.).
  3. Participant membership requirements of affiliation or registration with a Competitive Governing Agency (CGA) (e.g. national governing body, conference, league, etc.) must be stated with your Club Governing Documents and any other pertinent documents.
  4. Club leaders are allowed to create Membership Agreements or player contracts for club members with expectations, payment requirements, and other conduct requirements in consultation with the Competitive Sports and Youth Camp Coordinators.
  5. Club leaders must first proclamate the process and guidelines for establishing and revising a Membership Agreement in their Club Governing Documents before creating and/or enforcing such a contractual document.
  6. SC Staff must annually review and approve these Membership Agreements prior to any agreements or participant signatures.
  7. Once the Membership Agreements are reviewed/approved by the Competitive Sports and Youth Camp Coordinators or Staff, then student members may complete them and the Club Officers must hand in the completed Membership Agreements to the SC Staff.
  1. The completed Club specific Membership Agreements will be kept in the Club Binder for each respective Club in the SC Clubhouse in case they are needed in the future;
  1. The Membership Agreements must be a printable form (preferably in PDF) for each individual member to sign and date with a pen.
  1. Google Forms are NOT an acceptable means of formatting or collecting these Membership Agreements or contracts;
  2. See the documents in the Club Toolbox of Google Shared Drive folder for more details;

SECTION 4: Club Coaching & Team Staff Guidelines

Club leaders have the ability to hire their own club coaching staff members (paid or volunteer) before or during their Club season. Any Club wishing to recruit or hire a club coach will need to follow the guidelines and steps below to get their coaching staff approved as either a Recognized Club Coach or a Guest Coach (short term). Clubs that hire coaching staff often find greater success on the field, court, ice rink, and other competition surfaces. Coaches can be hired for a number of reasons, such as skill development, tryout selections, game management, and some organizational or administrative duties. For a detailed understanding of how the SC Program defines a Club Coaches, Team Staff, and other coaching terms please refer to the SC Program Terms & Definitions document.

  1. Club Coaching Guidelines
  1. Club Coaches can be paid or volunteer sports coaches, activity instructors, choreographers, or team management staff (student or non-student).
  2. Club Officers have the option to hire as many paid or volunteer Club Coaches as they need.
  3. Club Officers can terminate or release a Club Coaches from their duties, in a manner set by the Club Officers in the Club Coaches documents or an Additional Club Coaches Contract.
  4. Club Officers must understand that Club Coaches can be given some administrative duties (e.g. game scheduling, travel logistics, equipment purchases, etc.), however all UMD Sport Clubs are student-led, student-run organizations.
  5. Club Officers should not give their Club Coaches unilateral authority to govern or make all organizational decisions for the Club and its UMD Student members.
  6. All Guest Coaches and Recognized Club Coaches are required to complete the respective  Club Coaches document before attending any Club Sporting Events, Club Assembly Events or Club Travel Events.
  1. Club Coaches Categories:
  1. Clubs that want to have a part/full-time Club Coach will need to complete the documents in the Club Coaches Folder before the coach attends the 4th practice or 1st club competition.
  1. Recognized Clubs Coaches can be contracted for no more than one calendar year;
  2. Recognized Club Coaches are permitted to attend any Club Sporting Events, Club Assembly Events or Club Travel Event throughout the year;
  3. Recognized Club Coaches will be issued an RSOP Sports & Health Center Facility Access ID, that must be worn during all club events on or off campus;
  4. For more guidelines, limitations and information about Recognized Club Coaches please refer to the Club Coaches Folder;
  1. Clubs can acquire a Club Guest Coach temporarily to try-out a prospective coach/instructor
  1. Guest Coaches must become Recognized Club Coaches prior to the 4th club practice or before the 1st club competition (home or away) that they intend to attend;
  2. For more information about Guest Coaches please refer to the Club Coaches Folder;
  1. Clubs that choose to hire a UMD Student Coach for their competitive season will need to follow the appropriate procedures before hiring the Club Coach.
  1. If a UMD Student would like to become a Guest Coach they will need to follow the requirements stated in the Club Coaches Folder;
  2. If a UMD Student would like to become a Recognized Club Coach they will need to follow the requirements stated in the Club Coaches Folder;
  3. UMD Affiliate Members (see Section 3), including part-time students, and senior students without full-time credits, do not qualify as UMD Student Coaches;
  4. For more information about the UMD Student Coach please refer to the SC Program Terms & Definitions document;
  1. Clubs can choose to hire a Team Staff Member that can act as a team manager or event organizer, however a Club Coach does not participate or compete with the Club. 
  2. Unverified Club Coaches are not allowed to attend any Club Sporting Events, Club Assembly Events or Club Travel Event until they become a Recognized Club Coach.
  1. RSOP Sports & Health Center Facility Access Identification (Club Coach ID)
  1. Both Guest Coaches and Recognized Club Coaches must acquire a Club Coach ID from the SC Program and/or SC Staff before attending the next Club Sporting Event.
  2. The Club Coach ID must be worn at all times during Club Sporting Events on UMD Campus, within UMD Facilities, and during all hosted Club Sporting Events off-campus.
  1. For more information about Club Coach IDs please refer to the Club Coaches Folder;
  1. Club Coaches RSOP Membership Pass Procedures
  1. Recognized Club Coaches have the opportunity to receive an RSOP Membership Pass which will give a coach access to the RSOP Sport and Health Center facilities and fields for personal workout or fitness use.
  1. The Annual Club Coaches RSOP Membership Fee is $200.00; expires at the end of the spring academic semester, annually.
  2. The price of this RSOP Membership Fee is nonnegotiable and will not be prorated;
  1. Recognized Club Coaches may pay for this RSOP Membership Pass themselves or request that their respective sport club purchase the membership pass for them as part of their compensation for services; see Club Coach RSOP Membership Voucher Form.
  1. Club Coaches Agreements & Contract Guidelines
  1. All Club Coaches will need to complete the appropriate agreements and forms within the Club Coaches Folder authorized by the SC Program, RSOP Department and UMD.
  2. Club leaders can create Additional Club Coaches Contracts for their Recognized Club Coaches specific to their sport/activity that may benefit or improve the teams performance.
  1. Any Additional Club Coaches Contract or agreement made with a Recognized Club Coach must be reviewed and approved by SC Staff before implementation;
  1. The SC Program and the University do not promote or acknowledge verbal agreements made with Club Coaches; get it in writing.

SECTION 5: SC Program Code of Conduct Policy

As a participant in the UMD Sport Club Program at the University of Minnesota Duluth, all club participants, students and coaches are a public figure responsible for representing the Recreational Sports Outdoor Program (RSOP) and the University in the most positive way. The behavior and actions of all SC Program participants must be exemplary at all times and befitting the expectations of a club team member, the University, and the Duluth community. Participants of the UMD SC Program, members are expected to uphold the SC Program Code of Conduct  and the Minnesota Regents Student Code of Conduct until such time that the participant is no longer a member of a sport club at the University of Minnesota Duluth.  

  1. Club members and participants are subject to the standards of the following:
  1. State and Federal Civil and Criminal Laws.
  2. University of Minnesota Board of Regents Student Conduct Code.
  3. University of Minnesota Duluth policies and other applicable University procedures.
  4. Recreational Sports Outdoor Program Policies and Procedures.
  5. The Sport Clubs Handbook and SC Program guidelines.
  6. Conference and Competitive Governing Agency Policies and Procedures.
  7. Club team requirements and Club Governing Documents.
  1. Club Misconduct Reporting
  1. A club participant is expected to report any violation of the Sport Clubs Program Code of Conduct to his or her club leadership and/or the Competitive Sports and Youth Camp Coordinators within 48 hours of the occurrence of the violation.
  1. Failure to report may result in additional conduct actions for the club team and individual(s) involved;
  1. Club Leaders are expected to report any violation of the Sport Clubs Program Code of Conduct to the Competitive Sports and Youth Camp Coordinators within 24 hours of learning about the violation.
  1. The Competitive Sports and Youth Camp Coordinators will report occurrences to UMD Student Conduct Director, the Director of RSOP, and UMD authorities as necessary or required by law and/or University policy.
  1. SC Program Code of Conduct Violations
  1. The SC Program activities should be conducted in a manner that represents the best interest of the University, while minimizing risk, ensuring participant safety, and maintaining quality facilities and equipment.
  1. Any conduct that interferes with this goal/objective will result in conduct action for the individual(s) and/or club(s) involved.
  1. Participant Conduct & Behavior Infractions include, but are not limited to, the following
  1. Behavior Infraction – involving drugs, alcohol, illegal substances and misbehavior:
  1. Consumption or possession of alcohol or illegal drugs while serving as a representative of the club and institution (club travel, practice, etc.).
  2. Striking, or attempting to strike, an opposing player beyond the realm of the sport.
  3. Intentionally engaging in or inciting participants and/or spectators to engage in abusive or violent behavior – verbal or physical.
  4. Use of obscene gestures, profanity, or disrespectful language.
  5. Purposefully insult, disrespect, or threaten any participant, official, staff, spectator, or other to any extent while representing UMD, RSOP, Sport Clubs, or your Club.
  6. Failure to comply with requests from SC staff, RSOP staff, or University Staff.
  1. Staff/Student Safety Infraction – Jeopardizing the health/wellbeing of staff or students.
  1. Vulgar, obscene, abusive, derogatory, or demeaning comments or gestures.
  2. Threats, intimidation, or verbal aggression.
  3. Initiating acts of physical aggression.
  4. Fighting (punches thrown).
  5. Reckless driving or driving while under the influence
  6. Distracted driving or driving while text messaging
  7. Failure to complete incident or accident report form.
  8. Failure to comply with requests from Recreational Sports Outdoor Program Staff.
  1. Facilities/Equipment Infraction – Intentional disregard for UMD Facility Policies.
  1. Willful or repeated disregard for Facility Policies.
  2. Failure to comply with requests from Recreational Sports Outdoor Program Staff.
  3. Failure to comply with requests from UMD Sport Facilities or Facilities Management.
  4. Using facility space for club purposes when unauthorized or not scheduled.
  5. Failure to return checkout equipment or keys in prescribed time.
  6. Destruction or defacing any property.
  7. Failure to properly maintain any university equipment or field space.
  8. Failure to communicate cancellation of practice or competition to the SC staff.
  1. Access Infraction – Engaging in unauthorized entry and exit from UMD Facilities.
  1. Allowing unauthorized users to enter the facility.
  2. Allowing non-UMD students to participate in club activities.
  3. Entering the facility through any door other than the main entrance.
  4. Entering the facility without the proper safety or authorized personnel in attendance.
  5. Unable to produce a valid picture ID when requested.
  6. Exiting door marked as emergency exit only.
  7. Using facilities as an affiliated member or coach during times and in spaces other than club practice times and space.
  8. Unauthorized use of any facility on campus while serving as a representative.
  1. Financial Infraction – Inappropriately using or managing club money.
  1. Unauthorized expenditures.
  2. Unauthorized accounts.
  3. Negative account balances.
  4. Failure to comply with Sport Clubs deposit guidelines.
  5. Failure to comply with Sport Clubs travel card policies.
  6. Failure to pay Sport Club Program and/or club membership fees.
  1. Travel Infraction – Inappropriate behavior while on Club/University business.
  1. Failure to complete proper travel paperwork by established deadlines.
  2. Traveling without authorization from the Competitive Sports and Youth Camp Coordinators.
  3. Inappropriate use of rental vehicles.
  4. Inappropriate use of hotel/motel rooms.
  5. Destruction of University property or rental equipment
  6. Consume or in possession of alcohol or illegal drugs while on club/university travel.
  1. Violation of Criminal Law & University Policies
  1. Criminal Misconduct
  1. A club member has engaged in conduct in which a student is cited based on criminal law, whether that conduct constitutes a petty misdemeanor, misdemeanor, gross misdemeanor, felony, or any other class of criminal conduct, the club leadership must report that information to the Competitive Sports and Youth Camp Coordinators.
  2. Sport club members who are arrested or charged with violating the criminal law will immediately be placed on Individual Suspension from involvement in all club activity pending further information.
  3. If the alleged violation of the law would constitute a misdemeanor violation, the Competitive Sports and Youth Camp Coordinators has the authority to sustain or lift an Individual Suspension.
  4. In all cases in which a club member is arrested or charged with illegal use of alcohol, drugs, or sexual misconduct or violence, the sport club member will be immediately suspended and only the Competitive Sports and Youth Camp Coordinators sustain or lift an Individual Suspension.
  1. Public Intoxication & Underage Drinking 
  1. Any violation regarding underage alcohol consumption or public intoxication will be disciplined with a minimum 14 day Individual Suspension from all sport club activities.  
  2. A second offense from the same individual within 3 month will be disciplined at a minimum of 30 day Individual Suspension from all sport club activities.  
  3. Repeat offenses for underage consumption or public intoxication beyond two incidents may result in an Individual Suspension for 6 to 12 month. 
  4. If a club member fails to report receiving an underage consumption or public intoxication violation, and continues to participate in club activity, the Competitive Sports and Youth Camp Coordinators may place the entire sport club on a Club Suspension 14 days (minimum) to 90 days (max).
  1. Possession or Consumption of Alcohol or Illegal Substances
  1. During Club events participants, spectators and game officials must follow UMD Facility regulations; the use and consumption of alcohol and/or illegal substances is strictly prohibited during UMD Sport Club hosted events; on or off campus.
  2. Use or consumption of alcohol and/or illegal substances before, during or after a UMD Sport Club event by club participants and/or spectators on University property is a violation of UMD Facility policies; and will result in a 30 day Club Suspension.
  3. UMD Campus is a tobacco free campus; ‘smoking’ and use of tobacco products on campus is not permitted; including vape devices and chewing tobacco.

  1. University of Minnesota Regents Student Conduct Code 
  1. In cases involving the violation of Student Conduct Code, the SC Director has the authority to place a temporary Individual Suspension from the SC Program on the individual(s) involved, pending further investigation by UMD Student Conduct.  
  2. Only the SC Director has the authority to sustain or lift the suspension during an investigation or following the completion of the University Student Conduct Case.
  1. Anti-Hazing Policy
  1. The UMD Recreational Sports Outdoor Program Department (RSOP) is unequivocally opposed to all forms of hazing involving Club members.
  2. The SC Program is equally opposed to any encouragement of hazing by club members, Club Leaders, Club Coaches, club team staff, club alumni or University staff.
  3. Any disciplinary action, which may be taken by the University in accordance with appropriate policies and procedures, the department will take action against personnel who encourage or willfully ignore hazing activities.
  4. University Definition: Hazing means any “act by one or more individuals that results in endangering the mental and/or physical health or safety of a person, subjecting a person to mental and/or physical discomfort, embarrassment, harassment, ridicule, or humiliation, or destroying or removing public or private property, for the purpose of initiation into or continue membership of a group, regardless of the person’s willingness to participate in the activity;
  5. Hazing shall be punishable pursuant to the provisions of the sport club conduct code. In any circumstance, the Competitive Sports and Youth Camp Coordinators may opt to refer to a reported incident directly to the UMD Director of Student Conduct and Conflict Resolution.
  6. In the event a hazing victim informs a RSOP employee of an incident, the victim must be advised that he or she has the choice to report the incident to the department for internal review pursuant to the Sport Club Code of Conduct or to report the incident to the UMD Director of Student Conduct and Conflict Resolution.
  1. Sexual Assault Protocol
  1. UMD Sexual Assault Protocol - For more information regarding this policy or your student rights, please call UMD Office of Equal Opportunity at (218) 726-6849.
  1. UMD Sexual Harassment and Sexual Violence Policy
  1. Sexual harassment in any situation is reprehensible and sexual harassment will not be tolerated at the University of Minnesota. It subverts the mission of the University and threatens the careers and well-being of students, faculty, and staff. It is viewed as a violation of Title VII of the 1964 Civil Rights Act. .
  2. University definition: Sexual Harassment means any unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical conduct of a sexual nature when: (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment or academic advancement in any University activity or program; (2) submission to, or rejection of, such conduct by an individual is used as the basis of employment or academic decisions affecting this individual in any University activity or program; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work or academic performance or creating an intimidating, hostile, or offensive working or academic environment in any University activity or program;”                
  3. In determining whether alleged conduct constitutes sexual harassment, those entrusted with carrying out this policy will look at the record as a whole and at the totality of the circumstances, such as the nature of the sexual advances and the context in which the alleged incidents occurred.
  4. A determination of the suitability of a particular action will be made from the facts on a case-by-case basis.

SECTION 6: Club Event Scheduling & Facility Usage Guidelines

An impactful privilege of being a CLP with RSOP for most Clubs is the access and availability of sport facilities and fields that the SC Program can provide on the UMD Campus. The SC Staff coordinate SC Program field and facility needs for the Clubs on  the UMD Campus and additional needs within the surrounding communities. Most field and facility spaces that the Clubs use on the UMD Campus are of little to no cost for the Clubs and their members. The usage of RSOP spaces and UMD Sport Facilities is a privilege that Clubs are expected to utilize with care and respect. For more details of how the SC Program defines Volunteer Service Projects (i.e. community service, campus cleanup, etc.) or Participation Events such as Club Sporting Events (i.e. practice, games, competitions, etc.) or Club Assembly Events (i.e. meetings, fundraisers, etc.), please refer to the SC Program Terms & Definitions document.

  1. Club Scheduling & Event Planning Guidelines
  1. At the conclusion of the UMD Spring Semester during the Club End of the Year Meeting, the SC Staff will discuss practice and event schedule requests with each club for the following Fall semester.
  1. The SC Staff will provide a mock or Best Fit Schedule document of the club’s previous Fall practice days and times on next Fall calendar schedule.
  2. Club Officers will have a deadline by which to submit any requested changes and events to the SC Staff to their mock or Best Fit Schedule for next Fall semester.
  3. The SC Staff will review and confirm an approved practice schedule for next Fall, after the Club reestablishes as a CLP with RSOP to be an official UMD Sport Club.
  1. SC Program scheduling for Club Participation Events (i.e. hosted practices, game events or tournaments) are prioritized as follows.
  1. Clubs that are in-season, with a verified CGA competition schedule;
  2. Clubs that are in-season, without a verified CGA competition schedule;
  3. Clubs that are in pre-season, with schedule from their CGA;
  4. Clubs that are in off-season, without a schedule or CGA;
  5. Clubs without a competitive season and without a schedule or CGA;
  1. To ensure availability, all Club requests for UMD or off-campus facilities or fields must be submitted at least ten (10) days prior to the requested date of the event or activity.
  1. Requests made less than ten (10) days prior to the event date will be denied.
  1. To schedule hosted Participation Events on/in University facilities and fields (UMD Sport Facilities), a Club Officer must complete and submit an online request form through the current reservation process authorized by the SC Staff.
  1. Do Sports Easy <Link to Come>
  1. Club Officers must request facilities space for a Club Promotional Events (i.e. tabling, meetings, etc.) with the respective University program/department.
  1. Contact the SC Staff to request field/facility space in the SpHC or RSOP;
  2. Contact the KSC Welcome Desk to request non-academic student spaces at UMD;
  3. Contact the SC Staff to request academic student spaces on UMD Campus;
  1. To schedule hosted Participation Events at any off-campus facilities and fields (community parks, fields, sports facilities, etc.), a Club Officer must complete and submit an online request form through the current reservation process/form.
  1. Do Sports Easy <Link to Come>
  1. Once a Club Event, like Volunteer Service Projects or Participation Events, are approved, the Club Officer must follow the steps outlined in the Club Event Planning Procedures specific to the type of Club event or activity planned.
  2. For all Club hosted Events, Club Officers are responsible for completing and handing in a participant list or team member roster, with full name, UMD email, and/or Student ID #.
  1. Failure to submit a Club participant list or team member roster for Club in a timely manner will result in a suspension or consequence determined by the SC Director;
  1. All Volunteer Service Projects or Participation Events will need to be posted on the Club’s event page in DSE.
  1. Club schedules should not be made available to Club Members until final approval has been made on requested facilities, dates, and times;
  1. Club Officers will need to attend a club event planning meeting if the Club Event Planning Procedures require it or the SC Staff requires an event planning meeting with the Club.
  2. Club Officers must have all participant registration documents and forms, requested and approved by the SC Staff before documents are distributed to event/activity participants.
  1. Clubs are not allow to collect protected personal information, medical information, liability coverage/waivers, or money/funding without prior approval from the SC Staff;
  1. Facility & Equipment Usage Guidelines
  1. Clubs are not allowed to use UMD facilities or fields to gather and/or host Volunteer Service Projects or Participation Events without prior authorization through an event confirmation or an approved reservation from the SC Staff.
  1. Any unauthorized use of University facilities for sport club purposes will result in disciplinary action (see SECTION 5: SC Program Code of Conduct).
  1. Clubs are not allowed to use off-campus community facilities, fields or public spaces to gather and/or host Volunteer Service Projects or Participation Events without prior authorization through an event confirmation or an approved reservation from the SC Staff.
  2. Club Officers are responsible for organizing the setup of their facility/field for Club Participation Events, and communicating to the SC Staff before taking action on their event needs, requirements and questions in a timely manner.
  1. This includes, but is not limited to sport goals, painting field lines, taping floor lines, team benches/chairs, and field sport equipment (corner flags, pylons, etc.);
  1. Specifically for field sport teams, Club Officers are responsible for painting lines for their assigned practice field(s) and must communicate their paint supply needs via email to SC Staff with 4 Days notice.
  2. Club Officers are responsible for ensuring that UMD Sport Facilities are cleaned and put back into working order when the Club Participation Event is done and should not be left in disorder or abused in any way.
  1. All trash, tape, cups, and other debris must be picked up before the team leaves the area; failure to do so may result in the loss of facility access privileges.
  1. All cancellation of scheduled contests or practices must immediately be reported to SC Staff; see subsection III. Scheduling Conflicts & Event Cancellations for details.
  2. Usage of the UMD Sport Facilities while closed or without prior approval will result in a loss of UMD Sport Facilities access privileges and potentially a full Club Suspension.
  3. A full inventory list of SC Program Equipment is available for Clubs to request/use is available on the Club Reference & Information Spreadsheet;
  1. Club Officers may request the use of SC Program Equipment, including event materials (i.e. signs, tape, etc.) through the UMD SpHC Facilities/Fields Request Form;
  2. Clubs are not permitted to use, move or borrow any SC Program Equipment without prior request and approval from the SC Staff or SC Director.
  3. Usage of the SC Program Equipment without prior approval will result in a loss of equipment and facility access privileges and potentially a full Club Suspension.
  1. Club Officers can purchase Club Equipment for their Club to use throughout the season.
  1. All Club Equipment purchases by a Club Officer with funds from their RSOP Club Account or Club Foundation Account is considered University property;
  2. Club Officers must compile a Club Inventory List of all Club Equipment purchased throughout the season or academic year,
  3. Club Leaders must hand in a Club Inventory List along with the list Club Equipment at the conclusion of their season or the academic year to the SC Staff;
  4. Club Officers will need to make plans to check out their Club Equipment at the begin of their season with the SC Staff or the Competitive Sports and Youth Camps Coordinators;
  1. Club Officers must request and receive approval from the Competitive Sports and Youth Camps Coordinators; (via email) prior to the use of any items that are not registered property of the University, RSOP Department, SC Program or listed within their Club’s gear/equipment inventory.
  1. Including by not limited to podium/staging equipment, audio/sound/video gear, drones or Unmanned Aerial Vehicles (UAV), or other sport specific equipment/gear;
  1. Club Officers should inform the SC Staff of any damages or element of risk on a field, to equipment, or in a facility space regardless of who or what was the cause.
  1. Failure to notify the SC Staff may result in the loss of equipment and/or facility access privileges for the Club.
  2. Club Officers must notify the SC Staff if another group is abusing a field, facility, equipment or violating scheduling agreements;
  1. Scheduling Conflicts & Event Cancellations
  1. The SC Staff and UMD Sport Facility Management Staff have the authority to cancel or suspend a Volunteer Service Projects or Participation Events due to inclimate weather, dangerous or damage field/facility conditions, or other unsafe environment conditions.
  2. The SC Staff are responsible for surveying the field or facility to determine any potential hazards or risk management issues.        
  1. The SC Staff will survey all outdoor facilities/fields 24 to 48hours before any Club Participation Events (e.g. practices, games, etc.) to determine whether surface condition and/or weather will permit any such Club events, especially for any natural turf/grass fields outside.
  1. Any cancellation of a scheduled contest or practice resulting in a Club not using a requested UMD or off-campus facility or field must immediately be reported to SC Staff.
  1. Incidents of a Club not showing up for a scheduled event (a.k.a. No Show) will be tallied and an appropriate consequence will be determined by the SC Staff.
  1. The SC Staff will walk the UMD Sport Facilities before a practice or competition to determine the conditions of play and level of safety as a risk management precaution.
  1. The SC Staff will notify any impacted Clubs if a Participant Event needs to be cancelled or rescheduled due to inclimate weather conditions or field conditions.
  2. In case of inclement weather, call 218-590-6667 for notification of field conditions.
  1. Club Officers may request a location change 48 hour prior to the start of a club Participant Event for inclimate weather or unsafe facility/field conditions via email to the SC Staff.
  2. All scheduling conflicts with other University programs or departments will be addressed with the SC Staff and Club Leaders will be notified in a timely manner.
  1. Club Leaders are responsible for communicating and notifying Club Members, Club Coaches, parents/fans, game officials, and opposing team leadership of the event schedule change;

SECTION 7: Club Transportation & Travel Accommodation Guidelines

UMD Sport Clubs (Clubs) and its Competitive Club Participants have the privilege of traveling to events and competitions as representatives of the University of Minnesota Duluth (UMD) in their respective sport or activity. For each Club, traveling with student members provides the opportunity for team development, membership bonding and club promotion beyond just competing or participating in league or national competitions. The RSOP Dept. and the UMD Sport Club (SC) Program encourages all Clubs to take advantage of any opportunity for Club Travel with preparation assistance from the SC Staff. The following section outlines the guidelines and procedures that Club leaders need to understand in order to successfully plan, communicate, and execute Club Travel Events within specific deadlines. For more details of how the SC Program defines Authorized Travel, Club Travel Accommodations, Club Travel Roster, Personal Travel Accommodations, and other Club Travel Event terms, please refer to the SC Program Terms & Definitions document.

  1. Club Travel Event Guidelines
  1. All Club Travel Events must be reviewed and approved by the SC Staff or the Competitive Sports and Youth Camps Coordinators;before an Authorized Travel is confirmed for each Club Travel Event.
  2. All travel to or from an official Club Participation Event is considered a Club Travel Event.
  1. Club hosted Participation Events or Volunteer Service Projects outside 25 miles from the UMD Campus require a Club Travel Roster and/or a Club Travel Binder;
  2. Club hosted Participation Events or Volunteer Service Projects within 25 miles of the UMD SpHC do not require a Club Travel Roster or a Club Travel Binder;
  3. Participation Events or Volunteer Service Projects not hosted by the Club do require a Club Travel Roster and/or a Club Travel Binder regardless of location;
  1. Club Officers must submit a Sport Club Travel Request Form through DSE at least 10 days before the date of departure from UMD Campus.
  2. Club Officers can request a Club Travel Card (in the Sport Club Travel Request Form) in order to purchase expendable supplies (gasoline, parking permit, etc.) for their Club and Club Members; see Club Payments, Purchases, & Travel Card Guidelines in Section 8.
  3. A Club Travel Roster, with all participants, officers, and drivers traveling with the Club must be submitted at least 48 hours before the Club's departure from the UMD Campus.
  4. Club Officers must ensure that the final Authorized Travel steps and information are completed before the Club and its members depart from the UMD Campus and/or Duluth.
  1. See subsection IV. Club Travel Planning Guidelines for all Authorized Travel steps.
  1. Any Unauthorized Club Travel in violation of this section of the SC Handbook will result in possible sanctions which may include suspension, loss of benefits (practice time, travel privileges, etc.) and/or loss of official UMD Sport Club recognized status.
  1. The Competitive Sports and Youth Camps Coordinators will review violations and determine disciplinary actions, with input from the SC Staff and SCAC Executives.
  1. Club Officers must enforce and ensure the SC Program Student Conduct Policies and the UMN Regents Student Conduct Code are being followed, specifically:
  1. As representatives of UMD and RSOP Department, all Club Leaders and Members are expected to conduct themselves in an appropriate manner during Club Travel Events.
  2. The policies and procedures of UMD and those articulated in this SC Handbook are still enforced when a Club travels away from the UMD Campus.
  3. Report all violations or any other activities that may negatively reflect upon the Club, the RSOP Department, or UMD during a Clubs Travel Event.
  1. Club Transportation & Vehicle Driver Guidelines
  1. All Club Members (19 or older) have the option to become a University Vehicle Driver (UMD vehicles) or a Club Driver (personal vehicle) in order to drive themselves, club coaching staff and/or club participants to and from club events or activities.
  2. All drivers (whether in rental vehicles or private vehicles) will be required to complete a Travel Release Agreement to become eligible to drive during Club Travel Events.
  3. All University Vehicle Drivers or Club Drivers must pass a driving record background check before being authorized to drive for their Club.
  4. Club Members, Club Leaders and Recognized Club Coaches can become approved by the RSOP Dept. to be University Vehicle Drivers for small and large capacity vehicles;
  5. Club Officers can book an RSOP Dept. Vehicle or a University Fleet Service vehicle through the Sport Club Travel Request Form on DSE.
  1. Only the Competitive Sports and Youth Camps Coordinators can check the availability of or make requests for UMD Fleet Service Vehicles with the UMD Controller's Office;
  1. For more guidelines and information about driving university or personal vehicles for a Club review the RSOP Student Driver Policy on the RSOP website.
  2. Club Officers can make Specialized Travel Requests with the Competitive Sports and Youth Camps Coordinators for Enterprise or National rental vehicles and group airfare; see Club Travel Planning Guidelines below.
  1. Overnight Travel Accommodation Guidelines
  1. All requests for Overnight Travel Accommodations (hotel accommodations, residential rental properties, campgrounds, etc.) must be communicated to and reserved by SC Staff.
  1. The SC Program will make payment for all Overnight Travel Accommodations with the available funds from the requesting Club’s RSOP Account.
  2. Club Leaders are not permitted to request or make any overnight hotel accommodations or rental property plans or reservations that violate facility fire code, occupant capacity, or any accommodation policies at the accommodation facility.
  3. Department travel regulations and SC Program Guidelines limit the occupancy in a single overnight accommodation (hotel room, resort suite/villa, lodge/cabin, residential rental, etc.) facility to 8 persons, regardless of the capacity of a hotel room, cabin, villa, residential rental property or overnight accommodations facility;
  1. Club Officers Overnight Travel Accommodations can use the Lucid Travel platform to book accommodations for Club Member and Club Coaches.
  1. Club Leaders cannot utilizing unauthorized overnight accommodations sites or third-party accommodation reservation sites (i.e. Hotels.com, Kayak.com, etc.).
  1. Arrangements made for Personal Travel Accommodations (personal home or domicile) by the Club Officers for their Club Members need to be communicated to the SC Staff.
  1. Personal Travel Accommodations do not need to be approved by the SC Staff;
  1. Club Leaders can make Specialized Travel Requests for overnight accommodations, not available on the Lucid Travel platform; see Club Travel Planning Guidelines below.

  1. Club Travel Planning Guidelines
  1. Club Officers can start their planning Club Travel Events up to 60 days prior to the date of departure for each Club Travel Event the club has scheduled.
  1. See the Sport Club Event Request Form on DSE.
  1. Club Officers must complete all applicable Authorized Travel steps (listed below) before departing from the UMD Campus or Duluth residence:
  1. Club Officers must complete the Sport Clubs Travel Request Form 10 days before the date of departure for each of their Club Travel Events;
  2. Club Officers must have booked Overnight Travel Accommodation arrangements through Lucid Travel platform or by Specialized Travel Requests with the Competitive Sports and Youth Camps Coordinators;
  3. Club Officers must communicate vehicle transportation plans/requests within the Sport Clubs Travel Request Form or by Specialized Travel Request with the Competitive Sports and Youth Camps Coordinators;
  4. Club Officers must request and communicate any Specialized Travel Requests with the Competitive Sports and Youth Camps Coordinators within the timeframe specified for Specialized Travel Requests below;
  5. After the Sport Club Travel Request Form is approved, Club Officers must post the Club Travel Event to the DSE Events page;
  6. Club Officers must complete the Club Travel Roster document 48 hours before the date/time of departure for the Club Travel Event;
  7. The Club Officers receive a Authorized Travel notification from the SC Staff, and a scheduled deadline to pick up the Club Travel Binder for the Club Travel Event;
  8. A Club Officer must pick up the Club Travel Binder with prepared travel details and information from the SC Staff or SC Clubhouse (SpHC 198);
  1. Club Officers may make the following Specialized Travel Requests on behalf of their Club, Club Coaches and/or Club Members:
  1. CGA Eligibility Verification Documents may require a Club to complete a form issued by the Club’s CGA to verify enrollment and eligibility of its student members.
  1. Club Officers will need to collect ONLY each student's full name, UMD ID #, and signature on the document before handing in the form to the SC Staff 10 days prior to the due date.
  2. Club Officers and Club Members should NOT complete any academic data, credit hours, or enrollment information requested by the CGA on the form/document.
  3. ONLY the Competitive Sports and Youth Camps Coordinators may visit or contact the UMD Office of Registrar to discuss or exchange CGA Eligibility Verification Documents for a Club and Club Members.
  1. The Request For Excused Absence Letters must be created by the SC Staff, and requests to have these letters made must come from a Club Officer on behalf of their Club Members during a planned Club Travel Events during UMD Academic time.
  1. These Request For Excused Absence Letters are letters from the SC Program, on behalf of the student, requesting UMD Academic Faculty to allow a Club Member an excused absence from class, agree to reschedule time to make up academic work missed, and/or (if necessary) proctoring exam/quizzes while the student is away;
  2. These Request For Excused Absence Letters can be denied by the UMD Academic Faculty for any reason; see SC Absence Letter Acknowledgement Form for details;
  3. Club Officers must request these Request For Excused Absence Letters from the Competitive Sports and Youth Camps Coordinators 30 days prior to the date of departure, via email;
  4. Club Members must hand in the issued Request For Excused Absence Letter (on RSOP Dept. letterhead) no less than a week prior to the departure date from campus;
  5. Club Officers or members are not permitted to make a physical copy or digital copy of these Request For Excused Absence Letters without written authorization from the Competitive Sports and Youth Camps Coordinators;
  1. Club Officers may request rental agency vehicles (i.e. Enterprise, National, etc.) by having a Club Travel Event planning meeting with SC Director 30 days prior to the date of departure.
  2. Club Officers may request team flights or group airfare by having a Club Travel Event planning meeting with the SC Director 30 days prior to the date of departure.
  3. Club Officers may request overnight accommodations (i.e. VRBO rental, campground, CGA Hotel-Block, etc.) not listed on the Lucid Travel platform by having a Club Travel Event planning meeting with the SC Director 30 days prior to the date of departure.
  1. These special overnight accommodation must still meet the policies and guidelines listed within the Overnight Travel Accommodation Guidelines of this SC Handbook;
  1. Club Leaders should review the SC Program Student Conduct Policy and the UMN Regents Student Conduct Code with Club Members prior to departure from the UMD Campus.

SECTION 8: Club Accounting & Financial Budgeting Guidelines

All UMD Sports Clubs (Clubs) will be given access to a number of financial accounts within the Electronic Financial System (EFS) of the University, with oversight managed by the Competitive Sports and Youth Camps Coordinators and RSOP Department staff. These same Club financial accounts may be monitored and supervised by the Sport Club (SC) Staff on behalf of the Competitive Sports and Youth Camps Coordinators and RSOP Department. The following are the  applicable financial/accounting guidelines and best practices that Club Officers are expected to know and abide by throughout the Club’s CLP affiliation with the RSOP Department.

  1. Club Accounting & Financial Guidelines
  1. Club Leaders must abide by all University and SC Program accounting guidelines and financial policies in order to sustain financial compliance as an official UMD Sport Club.
  2. All Returning Clubs and Provisional Clubs will be assigned a Club RSOP Account within the University EFS accounts to use as their Club bank/checking account.
  1. Provisional Clubs must close out all digital/commercial/private bank accounts, and transfer the funds to their assigned Club RSOP Account in the University EFS.
  1. Club Officers from Returning Clubs are provided a Club Printing Account for the UMD Print Shop to purchase approved Club Marketing Materials and other Club documents.
  1. Documents printed must be Club documents, and abide by guidelines set in Section 9;
  2. Purchases made on the Club Printing Account will be charged to the Club’s specific Club RSOP Account the next business day;
  1. Club Officers must complete a Club Deposit Form accurately, before handing in cash and checks to the RSOP Information and Registration Desk (SpHC 153) to be deposited in a Club account;
  1. Credit card, debit cards and/or digital currency are not accepted forms of payment for Club Member dues or deposit into an RSOP Club Account;
  1. Club Officers cannot request or issue refunds to Club Members for money already deposited in the Club RSOP Account or the Club Foundations Account.
  2. The University Business Office does not issue reimbursements to Club Leaders, Club Members, Club Coaches or any one purchasing items on behalf of a Club or members.
  3. Clubs are not allowed to establish or operate financial or bank accounts outside of the University of Minnesota’s (UMN) Electronic Financial System (EFS).
  1. This includes, but not limited to retail banks, commercial banks, credit unions,  private banks, digital banking services or other financial institutions outside University EFS;
  1. Club Officers are not allowed to utilize online wallet apps, digital currency or pay-account services, such as PayPal, Venmo, TransferWise or other digital currency or wallet services.
  1. Club Officers cannot pay fees or purchase items from vendors using these sites/apps;
  1. Clubs are not allowed to use any non-university crowdfunding websites, such as GoFundMe, Kickstarter, Fundly, Bonfire, Crowdrise, or any other online fundraising apps or services without prior approval from the SC Director.
  2. Clubs found to be operating outside bank accounts, online wallet apps, digital currency, or non-university crowdfunding sites will face Club Suspensions and loss of Club privileges.
  3. All Returning Clubs, that are past their Provisional Club stage, may request a (UMD) Club Foundations Account in order to accumulate funds for a trip or large purchase, or to receive donations, sponsorship funds, and/or utilize the URaiseMN Crowdfund project webpage.
  4. Clubs can request a transfer of funds through the Competitive Sports and Youth Camps Coordinators, between a Club Foundations Account to a Club RSOP Account to utilize those funds for Club business.
  1. Clubs cannot transfer funds from a Club RSOP Account to Club Foundations Account.
  1. Club Foundations Accounts can either be set up as Demand Fund (savings) or Endowment Funds (scholarships) and Clubs are allowed to have multiple of each.
  1. All Club’s are issued a Demand Fund (savings) upon the start of their second year of establishment as an official UMD Sport Club, a.k.a. Returning Club;
  2. Endowment Funds (scholarships) can be started with an initial $25,000 donation amount, either directly donated or accumulated over time in a Demand Fund;
  3. Endowment Funds distributed to student Club Members as scholarships will be directly credited to the student’s University account as academic financial aid;
  4. The Competitive Sports and Youth Camps Coordinators will determine who will receive these Endowment Funds, how much the student will receive in Club scholarship funds, with input form Club Leaders;
  5. The Endowment Funds (scholarship) candidate must be returning as a UMD Student in the following Fall semester to be eligible to receive the Club scholarship funds.
  6. The Endowment Funds cannot be distributed to the a graduating UMD Student, a UMD Affiliated Member or a Community Participant;
  7. The Endowment Funds (scholarship) recipients will be announced in the Spring semester and receive the funding at the start of the following Fall semester;
  1. Club Leaders are not permitted to request Student Org Grants (SOG) from the UMD Student Association (SA) funding process; a.k.a. “Double Dipping” for SSF funds.
  2. Club Leaders are not allowed to use SSF funds to pay Recognized Club Coaches contracts, travel expenses, performance bonuses, and/or any other Club Coaches expenses.
  3. Club alumni groups, parents/parent groups, booster groups or other partnering agencies are not allowed to violate any of the accounting guidelines or financial policies of the SC Program, the RSOP Department or the University, on behalf of the Club or its members.
  4. Club Officers are responsible for setting and communicating the Club’s Membership Dues to current and future Club Members, as well as with RSOP Department and the SC Staff.
  5. Club Officers are required to maintain a Club Budget that includes detailed financial records/data such as expense/incomes form previous seasons, membership dues paid/owed, current funding balance, a Club Financial Rollover, and planned incomes/expenses for equipment, apparel, coaching, travel, team fundraisers and other funding sources.
  1. Financial Officer is responsible for monitoring the Club Ledger shared by SC Staff;
  2. Club Officers are required to set a Club Financial Rollover goal at the start of the year;
  1. Club Payments Requests & Purchase/Travel Card Guidelines
  1. Club Officers can make a Club Payment Request (check, purchase card, or transfer) on behalf of their Club through the Purchase Request Form in DSE.
  2. All Financial Officers and Club Officers that plan to request to use a Purchase or Travel Card for their Club must complete the University Purchase Card Training (for Students).
  3. Club Officers may request the use of a Purchase Card for a special purchase on behalf of their Club (i.e. event registrations, race entry fees, account specific purchase items, etc.)

  1. Club Officers may request a Club Travel Card for the purpose of purchasing expendable items (gasoline, parking permits, etc.) on behalf of the Club and/ Club Members.
  1. Requests for Club Travel Cards are made in the Sport Club Travel Request Form;
  2. Only one Club Travel Card can be requested per verified and trained Club Officer.
  1. RSOP Allocations & SCAC Earmark Dollars (EM$$)
  1. The SC Program receives an allotted amount of Student Service Fee (SSF) funds to be disbursed to the official UMD Sport Clubs every year.
  1. Club Leaders are not permitted to request Student Org Grants (SOG) from UMD SA;
  1. The Competitive Sports and Youth Camps Coordinators have the responsibility and authority to use or distribute those SSF funds allotted to the UMD Sport Clubs or within the SC Program as they see fit.
  2. The Competitive Sports and Youth Camps Coordinators will budget a set amount each Fall semester for the SC Advisory Council (SCAC) to manage through SCAC Earmark Dollar projects and the RSOP Allocations.
  3. The SCAC Executives and Club representatives will establish Earmark Dollar projects and opportunities for member Clubs to earn EM$$ throughout the year to then be distributed the following Fall semester by the Competitive Sports and Youth Camps Coordinators.
  4. The SCAC Executives and Club representatives will establish the schedule and proceedings for the RSOP Allocations each Spring semester to determine the funds to be distributed the following Fall semester by the Competitive Sports and Youth Camps Coordinators.
  5. The SCAC Executives will report the amount of the EM$$ and RSOP Allocations each Club has earned or been allotted for next Fall semester, before the 1st of June.
  6. The Competitive Sports and Youth Camps Coordinators will transfer available SSF funds in the SC Program budget to each Club RSOP Account based upon the SCAC Executive report, and once the Club completes the process of being a Returning Club.
  7. The Competitive Sports and Youth Camps Coordinators may suspend or hold any transfer of SSF Funds (EM$$ or RSOP Allocations) for any missing Return Club requirements, outstanding financial debts, a negative Club RSOP Account balance or active Club Suspensions.
  1. Club Accounting Guidelines for Fundraisers, Sponsorships & Donations
  1. Club Fundraiser money/dollars raised must be collected by the Club Finance Officer, documented to the Club Budget, and deposited in the RSOP Club Account.
  1. Club Officer must complete a Club Deposit Form and promptly hand in funds and Club Deposit Form to the RSOP Information and Registration Staff, in-person at the RSOP Information and Registration Desk (SpHC 153);
  1. Club Sponsorship money/dollars received must be collected by the Club Finance Officer, documented to the Club Budget, and deposited in the Club Foundations Account;
  1. Club Officers must follow the Club Sponsorship Guidelines outlined in SC Handbook: Section 9 in order solicit/acquire a Club Sponsorship or vendor/advertising agreement;
  2. Club Officer must complete the required Club Sponsorship forms and a Club Deposit Form before handing in sponsorship funds to the RSOP Information and Registration Staff, in-person at the RSOP Information and Registration Desk (SpHC 153);
  1. Club Donations money/dollars received must be collected by the Club Finance Officer, documented to the Club Budget, and deposited in the Club Foundations Account;
  1. Club Officers must follow the best practices outlined in SC Handbook: Section 9 when soliciting or acquiring Club Donations or URaiseMN Crowdfund Projects;
  2. Club Officer must complete a Club Deposit Form and promptly hand in funds and Club Deposit Form to the RSOP Information and Registration Staff, in-person at the RSOP Information and Registration Desk (SpHC 153);

SECTION 9: Club Marketing Strategies & Promotions Guidelines

UMD Sport Clubs (Clubs) are afforded the privilege and ability to promote their Club through the use of marketing strategies and best practices, and Clubs can acquire financial support through business sponsors or vendor advertisements. As CLP groups within the RSOP Department, Clubs are allowed these marketing and advertising privileges as long as they do so in a responsible and respectful manner. Marketing strategies play a major factor in the success of some Clubs, and when done correctly, can be a financial benefit and result in a larger following for the team. For more details of how the SC Program defines Club Marketing Materials, Club Sponsorships, Print product Vendors, Club Graphics, and other Club Travel Event terms, please refer to the SC Program Terms & Definitions document.

  1. Club Marketing & Promotion Strategies Guidelines
  1. Club Officers must abide by University Marketing and Public Relations (UMPR) policies and SC Program marketing/promotion guidelines to remain an official UMD Sport Club.
  1. Club Leaders/Members are not allowed to contact the UMPR Staff directly without communicating the Club’s request/inquiry through the SC Staff or Competitive Sports and Youth Camps Coordinators first;
  2. Club Officers can only utilize the CLC Licensed Vendors listed on the Club Product Print Vendors tab of the Club Reference & Information Spreadsheet;
  1. Club Officers can only use the approved Club Graphics or UMD Licensed Trademarks located in their Club specific Marketing & Promotion folder in their Google Shared Drive.
  1. Club Leaders can have a Club Member or commission an approved Club Print Product Vendor to create potentially new Club Graphics or images;
  2. All new or potential Club Graphics or uses of UMD Licensed Trademarks must be reviewed and approved by the SC Staff before production or sharing;
  3. Once approved by the SC Program and/or the UMPR Office Staff the new Club Graphic will be shared within the Club’s specific Marketing & Promotion folder;
  1. Club Officers must follow the branding policies of the UMD Licensing & Trademarks Office when utilizing any official UMD logos, graphic or verbiage.
  1. Refer to the UMD Style Guide or your Club’s Google Shared Drive (SD) folder.
  2. Any unapproved production, unauthorized additions or unverified use of the UMD Licensed Trademarks will constitute as a violation of the UMD trademark policies with consequences including Club Suspensions and/or trademark infringement fines.
  1. Club Officers are responsible for creating a marketing strategy to promote their Club Events, Club Members, and Club Travel Event plans to the UMD Campus community.
  1. Club Officers must follow all guidelines and University policies when implementing their Club marketing strategy;
  2. Club Officers can find information for and examples of marketing strategies within the 1. Sport Club Program folder on Google Shared Drive (SD);
  1. Club Officers can request, via their Club Email Account, for Club Marketing Materials and Club documents to be printed at the UMD Print Shop; email request print@d.umn.edu
  1. Only Club Officers are permitted to make requests and purchases with Club Printing Account at the UMD Print Shop for their Club.
  1. All requests for fliers or posters to be printed at the UMD Print Shop must be submitted via email and the SC Staff (sportclubs@d.umn.edu) must be CC’d;
  1. Club Marketing Materials print at the UMD Print Shop must still follow the Club Marketing Materials Guidelines listed below (subsection II.);
  1. Club Officers posting or displaying Club Marketing Material in RSOP, Sports & Health Center (SpHC), on the UMD Campus or in the Duluth community must follow the general advertisement regulations for the agency, SC Program, RSOP Department, and University;
  1. All requests for posting of Club Marketing Materials in RSOP and SpHC must be printed and handed into the RSOP Marketing Coordinator (in SpHC 153) 48 hours before requested post date;
  2. All requests for posting of Club Marketing Materials on any public posting area, UMD Housing or student space on UMD Campus must be submitted to the Kirby Student Center (KSC) Helpdesk for review and approval stamp before posting or display;
  3. All requests for posting of Club Marketing Materials in public spaces or local business areas must be approved by the SC Staff 48 hours before requested posting date;
  4. For more details refer to Club Marketing Materials & Merchandise Guidelines below;
  1. Club Officers intending to produce and sell Club Merchandise to Club Members, students, parents/fans, and/or community members must follow general merchandising and trademark regulations for the agency, SC Program, RSOP Department, and University;
  1. Club Officers can work with an approved Club Print Product Vendor to create an online team apparel/equipment shop for their Club Members, parents, and/or alumni/fans to purchase individual team apparel/gear;
  2. The Club is responsible for paying for and/or covering any trademark licensing fees or charges in the sale of the UMD or Club Merchandise that is produced;
  3. For more details refer to Club Marketing Materials & Merchandise Guidelines below;
  1. Each Club will be assigned a Club Email Account specific to their official CLP name, so Club Officers can manage digital communications and Google organizational resources.
  1. Club Officers should conduct all Club business via this email account, so future Club Leaders have records of previous communication, Club Member info and event plans;
  2. Club Officers must use this email account in a positive and productive manner as a Club and University representative;
  3. Club Officers are responsible for limiting who has access to the Club Email Account;
  1. This email address affords officers official recognition and SC Program privileges;
  1. The University ITS Office will reset the Club Email Account password every August, and the SC Staff will reissue updated access information to new Club Officers;
  1. Club Officers are responsible for managing all Club specific websites and social media platform accounts, posts, livestream video and stories.
  1. Club Officer do not need to have digital images or videos posted on their Club specific websites or social media accounts prior to production or posting;
  1. If a Club Leader intends to post or display a new Club Graphics or altered UMD Licensed Trademarks, that image must be reviewed and approved with the SC Staff before posting the image on a website or social media page.
  1. Club Officers are allowed to build or pay for a website to be created for their Club as long as the Club Officers maintain all rights and permissions of managing the site;
  2. The SCompetitive Sports and Youth Camps Coordinators reserve the right to have any post, live stream or video removed from the Club specific website or social media accounts for any reason;
  3. The Competitive Sports and Youth Camps Coordinators reserve the right to have any Club specific website or social media accounts suspended or terminated for any reason
  4. Club Officers must request and receive prior approval from the Competitive Sports and Youth Camps Coordinators (via email) before producing any promotional videos (longer than 30 seconds).
  5. A Club can be placed on a Club Suspension for inappropriate use, vulgar language, or negative imagery of the Club, Club Members, or the University on their Club specific websites or social media accounts;
  1. Club Marketing Materials & Merchandise Guidelines
  1. Club Officers are allowed to create Club Marketing Materials on their own, as long as Guidelines #2-5 are followed in subsection B.i. below.
  1. All the Club Marketing Materials created “on your own” must be reviewed and approved by the SC Staff before print/production;
  1. Club Officers may commission a Club Member, fellow UMD students/friends or 3rd party group to create Club Marketing Materials and Club Merchandise to promote their Club.
  1. Club Marketing Materials, such as posters and fliers, must have...
  1. Been commissioned with and printed by an approved Club Print Product Vendor;
  2. The RSOP Sport Club Footer Graphic;
  3. A UMD Licensed Trademark logo or a SC Program’s UMD logo;
  4. The Club’s official CLP name (i.e. UMD Curling Club) or approved Club Graphic;
  5. The Club Email Account (i.e. curlingclub@d.umn.edu);
  1. Club Merchandise, such as apparel, team equipment, handout/giveaway items or other products with Club Graphics or UMD Licensed Trademarks or logos, must have...
  1. Been commissioned with and printed by an approved Club Print Products Vendor;
  2. A UMD Licensed Trademark logo or a SC Program’s UMD logo;
  3. The Club’s official CLP name (i.e. UMD Curling Club) or approved Club Graphic;
  1. Club Officers must make special requests to the SC Director for approval to produce any special or nontypical Club Marketing Materials and Club Merchandise;
  1. These items include, but are not limited to large banners, team stickers, business cards, decals or markings on sports equipment, or any other Club promotional items;
  1. Club Fundraiser & Club Donation Guidelines
  1. Club Fundraisers must be submitted in the Event form on DSE and approved by Competitive Sports and Youth Camps Coordinators or SC Staff 10 days prior to the date of the planned event.
  2. Club Leaders are responsible for creating a fundraising plan for their club using the following steps...
  1. Club Fundraisers must be approved by SC Staff before a Club advertises for the event;
  2. Club Fundraisers must reflect a positive representation of the University and Program;
  3. Club Leaders must request special approval from the Competitive Sports and Youth Camps Coordinators before creating and promoting a raffle fundraiser, event ticketing or any other public sales/raffle event;
  4. Club Fundraisers cannot involve the sale of firearms, consumption of alcohol, the use of tobacco products, harmful materials and/or controlled or illegal substances;
  5. Club Marketing Materials for fundraiser events must be approved by the SC Staff before production or posting;
  6. For more information and best practices please refer to the Club Toolbox folder;
  1. Club Donations will be accepted on the RSOP webpage, through the Club directory list on the Sport Club webpage, for all official Clubs with a Club Foundations Account.
  1. Donations received as a result of a Club advertising, posting on social media, or any other marketing/promotional activities for a donor does not constitute a Club Donation; and must be reviewed, processed and approved as a sponsorship or fundraiser.
  1. Club Leaders are responsible for creating a Club Donations plan to acquire or attract from the public, like-minded sports groups, member families, and/or team alumni.
  1. Any correspondence (letters, emails, etc.) with potential donors, including financial support for a Club Member, must be approved prior to print or distribution by SC Staff.
  2. Club Officers may request the SC Staff assistance in producing letters, addressed envelopes and other mail inserts to send to a Club’s mailing list; a Club Mailer Project;
  3. For more information and instruction on how to create a URaiseMN Crowdfund project for your Club refer to the “How to Crowdfund for your Club” document located in the Club Toolbox of the 1. Sport Club Program folder of the Google Shared Drive;
  4. Club can solicit and collect Club Donations at or during an approved Club Promotional Event or Volunteer Service Project;
  5. Funds received from a Club Donation projects or donor must be deposited into the Club Fundations Account;
  6. For more information and best practices please refer to the Club Toolbox folder;
  1. Club Annual Sponsor & Event Sponsor Guidelines
  1. Club Officers must abide by following SC Program guidelines and University policies when acquiring or soliciting a Club Annual or Event Sponsor.
  2. Club Officers must supply a detailed list (agency name, contact, and amount requests) of potential sponsors to the Competitive Sports and Youth Camps Coordinators (via email) 10 days before the Club attempts to acquire or solicit a business or agency for sponsorship opportunities.
  3. Club Officers are responsible for creating a sponsorship plan for their club that can include a Sponsorship Letter and/or a Sponsorship Packet with details of the Club’s marketability and financial or in-kind needs for the competitive event or season.
  1. Club Officers must share or submit digital copies of all Sponsorship Letters and Packets to the SC Staff for review and approval before production or distribution;
  2. For examples of Sponsorship Letters and Packets refer to the Club Toolbox folder;
  3. A Club Sponsorship Agreement Form must be included in each Sponsorship Packet;
  1. Club Officers are not permitted to contract or acquire a multiple year sponsorship agreement for their Club with any sponsoring agency.
  2. A Club Sponsorship Agreement Form must be completed 10 days before the agreement start date or event start date to be reviewed and approved by the Competitive Sports and Youth Camps Coordinators.
  3. Club Officers may acquire a Club Annual Sponsor for the benefit of their Club.
  1. Club Annual Sponsors are limited to a 12-month term (max) and must be renewed annually, and clubs can acquire up to five sponsoring agencies per year;
  2. Club Officers should start the requisition or renewal of a Club Annual Sponsor in May or June of the Academic Calendar year.
  3. All Club Annual Sponsor agreements automatically end the following June 30th of the Academic Calendar year.
  1. Club Officers may acquire a Club Event Sponsor for the benefit of their Club and/or event.
  1. Club Event Sponsors are limited to a 72 hours timeframe (max) for a Club hosted event;
  2. Club Officers must submit the Club Sponsorship Agreement Form for each agency sponsoring the Club event;
  3. If the Club Event Sponsor requests a table to pass out information or sell products, then Club Officers must follow the UMD Vendor Licensing Protocols with that agency;
  1. See the SC Director for more information and/or questions;
  1. Club Officers are responsible for ensuring that the following general guidelines for Club sponsoring agencies are enforced:
  1. Sponsoring agencies must be approved by SC Staff before a Club receives funding or in-kind compensation;
  2. The sponsoring agencies must reflect a positive representation of the SC Program, the RSOP Department, and the University;
  3. Sponsors should not be involved with weapons/firearms, consumption of alcohol, use of tobacco products, harmful materials and/or use of controlled or illegal substances;
  4. All branding, print products and marketing materials for a Club sponsor agreement must also be approved prior to print or distribution by the SC Staff;
  5. The sponsoring agency can supply agreement compensation in the form of direct funds (cash, check, etc.) or in-kind services/item (i.e. equipment, purchasing discounts, etc.);
  1. Sport Club Program Marketing Resources
  1. The SC Staff are responsible for reviewing and approving all Club requests for Club Marketing Materials, Club Merchandise and other promotional materials, as well as coordinating large scale marketing strategies and promotional campaigns for official Clubs.
  2. The SC Staff will create an official Club Banner for each Returning Club, which are available for each Club to check out in the SC Clubhouse.
  1. Club Officers must request to use a Club Banner from the SC Staff 48 hours before the date of use and the Club Banner must returned within the given timeframe requested;
  2. Clubs are not permitted to create their own Club Banner(s) without prior approval from the SC Staff or the Competitive Sports and Youth Camps Coordinators;
  1. Club Officers can make a request to have the SC Staff create a post (image or video) on the SC Program social media account(s) by emailing the SC Staff.
  1. For some of our SC Program social media accounts we offer “take-over” options for Clubs traveling to and competing in major events or tournaments.
  1. Club Officers can make a request to have the SC Staff create a Club Mailer Project for informing alumni/parents of club events, soliciting donations, or sending out “thank you’s” to supporters and/or sponsors.
  2. All current Club Marketing Resources exist in the 1. Sport Club Program folder of the Google Shared Drive or requested from the SC Staff.

Reviewed & Revised August 2022; AB                  | Page