Sports Club Handbook

The Sport Club Program provides opportunity for student participation in a variety of physical, recreational and athletic activities and gives students opportunities to engage in the activity of their choice at various levels. Sport clubs contribute to the development of student leadership, provide a common bond between individuals and promote individual wellness. While Recreational Sports assists in the development and growth of sport clubs, the emphasis of the program is on student leadership, involvement, and development. The existence of each sport club and their level of success is dependent upon student interest, engagement, and leadership. 

3. Competitive – clubs who meet and practice regularly to prepare for games, tournaments, matches at the local, regional and national level. These clubs usually are affiliated with regional or national organizations and travel for their competitions. 

The following guidelines are recommended for clubs who operate watercraft as part of their club’s activity: 

1. Watercraft drivers must be 18 years of age or older.
2. Watercraft drivers must change every 2 hours.
3. No alcoholic beverages are allowed in the boat at any time.
4. Watercraft drivers must demonstrate competence in handling watercraft.
5. Watercraft may be on the water ½ hour past dawn until ½ hour before dusk.
6. A first aid kit must be kept in the watercraft.
7. All persons in the boat must wear a personal flotation device at all times.
8. Watercraft used by a sport club must carry liability insurance.

All guidelines governing the Sport Club Program are written to protect the rights and safety of each participant and are designed to provide equal opportunity for all persons eligible to participate in club activities. 

Membership

1. All currently enrolled Texas A&M University-CorpusChristi'sundergraduate and graduate students currently enrolled in academic course(s) and paying the recreation fee are eligible to be a member of a sport club. Members must recognize that only a certain number can realistically engage in competition. Only student members of a club may hold an office in the club and vote on club matters. Some clubs may have participation restrictions due to conference and/or league affiliation. 
2. Faculty/Staff may request to be associated with a club as a limited member. Those with a limited membership may not hold an office within the club, nor vote on club matters or in elections.All associate members must purchase a Recreational Sports membership. Information about purchasing a Recreational Sports membership can be found on the Recreational Sports website. 
3. Clubs may determine their own membership rules in addition to the ones above, but they must be free of restrictions based on race, color, sexual orientation, gender, religion, age, national origin or disability.
4. Each member and coach (including associate members) of a sport club must complete a membership packet including a university waiver, emergency contact and participant registration form (all must be on file with the Recreational Sports office), pay club dues (if required) and be listed on the club’s membership roster before he/she is recognized as an official member of the sport club. 
5. Athletic scholarships are not awarded by Recreational Sports for sport club participation.
6. Intercollegiate athletes are eligible for membership in a sport club without restrictions due to intercollegiate team affiliation except by any regulations set by the NCAA and/or the varsity team. However, several leagues or affiliations have restrictions on former/current intercollegiate athletes and professional athletes competing. 

Certification of Eligibility for Competition

1. All sport club teams must abide by Conference, Regional, State, NIRSA or NCAA rules and regulations in competition that has such guidelines. 
2. Teams competing in NIRSA Sport Club tournaments must meet the eligibility requirements set forthby NIRSA. These requirements can be obtained from the Recreational Sports Office. 

The sport club program is structured with two types of club membership status: 

1. Conditional Membership
2. Full Membership

Conditional Membership 

Conditional membership is designated for clubs in their first year of recognition within the Sport Club program. Conditional clubs will have one year to demonstrate stability in terms of club administration, student interest and support in terms of having the appropriate number of active club members. Financial assistance from Recreational Sports is NOT available for conditional clubs. Upon successful completion of conditional status, a club will automatically be elevated to the Full Membership level. 

Criteria 

• Ability to maintain a membership of at least 10 active student members.
• Demonstrate effective club leadership
• Compliance with all paperwork and meeting requirements
• Complete financial self-support

Full Membership 

Full membership is designated for all clubs not under the conditional status. Clubs submitting a budget proposal according to the guidelines set forth in the Budget Appropriation section may be able to receive some funding. 

Criteria 

• Demonstrated effective club leadership for one year or longer
• Primarily self-supporting organization with most funding raised by the club
• Demonstrated commitment to Recreational Sports and Texas A&M University – Corpus Christi by following prescribed guidelines, policies and rules. 
• Compliance with all paperwork and meeting requirements.

Maintaining Full Membership 

In addition to the criteria listed above, a club’s continued Full Membership status depends on the purpose, goals, and longevity of the club. The Recreational Sports office will review each club’s status at the end of each spring semester. 

To retain recognition, the club must meet the following general requirements: 

1. Student interest in the club was demonstrated by a membership of ten active members.
2. The club was represented at all required events.
3. The club’s purpose and activity continued to be consistent with the Recreational Sports’ purpose and philosophy. 
4. Compliant with all University and Sport Club guidelines, policies and rules.
5. An accurate inventory of equipment was maintained and kept on file in the Sport Club office. All

club equipment was maintained, issued, accounted for and stored adequately. 

6. The Recreational Sports office continues to have the necessary resources to supervise the club and its activities. 
7. All appropriate forms were filed as directed at the specified time during the year.
8. The club completed at least 40 hours of community service during the academic year.

Clubs who are noncompliant with any of the above terms will be subject to loss of funds, reservation ability, or recognition. 

Any group of students with a collective interest in a sport or activity has the ability to start a new sport club. The process for doing so is outlined in the steps below. If you have any questions, comments, or concerns with the process, please feel free to contact the Recreational Sports office for assistance. 

1. Ensure that students are willing to serve as “officers” for the club. Officers are the main leadership of the club. The required officers are President, Vice-President, Safety Officer and Treasurer. 
2. Secure a faculty or staff member to serve as an advisor to the club.
3. Create a constitution and bylaws for the club.
4. Recruit at least 10 interested participants by promoting and conducting an informational meeting on campus. 
5. The new club will be required to meet on a regular basis with the Sport Club Coordinator to discuss the progress and status of the club. 
6. The club will be under evaluation for an entire year in regard to meeting attendance, paperwork compliance, and following of policies and procedures. 
7. Clubs must also meet all UCSO requirements to receive recognition as a student organization.
8. University funding is unavailable to clubs during their1-yearConditional Period. 

An advisor’s primary role is to encourage individual student development and the overall development of the club. By sharing both knowledge about the university and personal experiences, the advisor can assist the club in the conduct of its activities. It is important that the advisor and club communicate their expectations clearly and it is acknowledged that all clubs are mainly student run. The following is expected from advisors: 

1. The advisor recognizes and supports participation in the club for its contributions to the educational and personal development of students. 
2. Advisors should work with the club but not dictate the group’s programs or activities.
3. The advisor should be well informed about the plans and activities of the club.The expectation is that the advisor will consult frequently with the club’s officers. 
4. The advisor should know the goals and directions of the club and help the group evaluate its progress.
5. The advisor should be aware of the constitution and bylaws of the club and help with interpretation, if applicable.
6. The advisor provides a source of continuity within the club and assists in making sure that officers of the organization understand their responsibilities, as well as explaining the policies and regulations established for student organizations. 
7. The advisor should be familiar with university policies and procedures and help the club comply with them. This includes policies pertaining to organizations at Texas A&M University-Corpus Christi as well as rules and regulations governing Texas A&M University-Corpus Christi's students. 
8. The advisor may advise the club in the exercise of responsibility but will not have the power to control the club’s policies, except in situations where such policy violates established regulations of the university. 
9. The advisor should be aware of the general financial condition of the club and encourage good record keeping.
10. The advisor should help ensure that the club’s activities justify expenditure of students’ time,abilities, energy, and dues.
11. The advisor should encourage the club to provide opportunities for educational and personal development for its members.
12. The advisor should help in training new officers and help them develop their leadership skills.
13. The advisor should assist the group in setting and evaluating realistic goals and objectives each year.
14. The advisor should point out prospective members, give direction to the group, and introduce new program ideas.
15. The advisor should be aware of liability issues (i.e., hazing, alcohol, etc.) and advise the club to make reasonable and prudent decisions regarding these issues in planning activities.
16. The advisor should be available to meet with officers of the organization on a regular basis for advice and consultation.

Securing a Coach/Instructor 

If a club wants to use the services of a coach/instructor, a club officer will submit a coach/instructor information form to the Recreational Sports office prior to the beginning of the semester for which they will serve. 

These items should be submitted prior to the time when the individual serves in their capacity. The coach or instructor is neither an employee of the Department of Recreational Sports nor Texas A&M University – Corpus Christi. 

Coach/Instructor Conduct 

Although coaches/instructors are not employees of the University, they will be expected to adhere to all University policies. 

Responsibilities 

1. It is recommended that all coaches possess personal medical and liability insurance.
2. The coach must be aware of and follow all University and departmental rules, policies and guidelines relative to the Sport Club program.
3. The coach should restrict his/her contributions to coaching and refrain from activities involved in the club’s management. A sport club is first and foremost a student organization and, as such, the student representative (not the coach) must serve as the liaison between the sport club and the sport club staff. The philosophy and key to the success of the sport club program has been the continued emphasis placed on student leadership and participation. 
4. Club business matters (hosting tournaments, submitting forms, equipment requests) must be handled by the student members with the coach serving in an assisting capacity. Club activities and events should be a team effort and not left solely to the coach or student representatives. 
5. Participation in the Sport Club program is completely voluntary;therefore,monetary rewards or scholarships shall not be promised or given to any member or prospective member by the coach. 
6. Coaches must help ensure good sportsmanship at all times. Individuals must always conduct themselves in a manner that does not detract from the reputation of the University. This includes behavior in game situations, contact with other teams and even interaction with staff. When involved in off-campus events or when traveling, be aware that the club is still representing the University. 
7. Coaches should first speak with the club president prior to contacting the Sport ClubCoordinator. Coaches should speak with the Sport Club Coordinator prior to making appointments with other University faculty or staff. 
8. The Sport Club staff has the right and obligation to protect the club, and if, in the staff’s opinion, the coach is not working in the best interests of the club, the coach will be relieved of his/her coaching duties. 
9. Coaches must be recommended by club members and must submit a new information fromeach academic year in order to coach. Continuation of coaching status is not automatic. 
10. Money allocated from the Recreational Sports budget or from team dues/donations shall not be used to pay coaches. All coaches must be hired on as volunteers. Sport club money can be used to purchase a Rec Sports membership for ONE coach. 

Coaches/Instructors must purchase a Recreational Sports membership or punch pass in order to access all Recreational Sports facilities. Information about purchasing a membership or punch pass can be found on the Recreational Sports website. Clubs may use their allocated funds to pay for their coach's membership. 

The Texas A&M University – Corpus Christi Sport Club Council is a student advisory group that assists the Recreational Sports office in administering the Sport Club program and is required of each club. 

Duties

1. Serve as an appeal board and decide on club appeals regarding decisions made by the sport club staff.
2. Review annual budget requests and make initial recommendations concerning allocation amounts.
3. Make recommendations regarding revisions to the Sport Club Manual for the following year.
4. Make recommendations, offer advice and assist in the decision-making process in other matters when requested to do so by the sport club staff. 

Membership

1. The Sport Club Coordinator and all Club Presidents.
2. The Sport Club Coordinator will be non-voting on the council but may take part in discussion. 
3. The Sport Club Coordinator or his/her delegate will serve as chairperson for regular meetings. For appeals, the chair will be rotated among club presidents.
4. Club presidents may designate a representative from their club to serve in their place.
5. In cases of tie votes in regular meetings, the Sport Club Coordinator or their delegate will vote to break the tie.

Violation of or non-compliance with university rules and procedures, campus regulations, Sport Club procedures, or standards of conduct may result in loss of membership or other disciplinary action against the sport club involved. The discipline process has been developed to assist club leaders in correcting mistakes that have caused problems for the club and the University.

Minor Infractions (examples would be non-attendance at meetings or failure to submit required forms on time)

1. First Infraction – if the violation is the club’s first during the current academic year, and the club is not on probation from violations committed the previous year, the following steps are taken:
2. The club is placed on probation for a designated period of time or until the club corrects the situation.
3. The sport club staff will notify the club stating:

• The reason for the probation
• The length of the probationary period
• The possible consequences the club will face if additional infractions occur

2. Two or more Minor Infractions
3. The club’s funds may be frozen and/or a part of the club’s allocation may be forfeited.
4. The sport club staff may take any action deemed appropriate, including determining the amount of allocation forfeited by the club.
5. The club is notified in writing.
6. The club is notified of their right to appeal.

Major Infractions (these include club actions that are outside of acceptable standards of conduct or are in violation of the Sport Club or University’s rules, guidelines or Code of Conduct).

1. Examples of major infractions include, but are not limited to, the following situations:
2. Displaying conduct that is incompatible with the University’s function as an educational institution and the purpose of the Sport Club program (i.e., unsportsmanlike conduct toward officials or opponents or disruptive behavior on trips). 
3. Misusing club funds and/or abusive use of club funds.
4. Allowing ineligible individuals to participate in club activities.
5. Compromising the safety of club members while traveling.
6. Transporting and/or consuming alcohol or illegal substances while on official club trips.
7. For all major infractions:
8. A meeting with the club officers and Recreational Sports staff is scheduled.
9. Input from appropriate administrators and staff members is solicited when appropriate.
10. The Sport Club Coordinator and/or the Assistant Director – Programs determine(s) the disciplinary action to be taken.
11. The club is notified in writing of the decision and is advised of their right to appeal the decision.

Disciplinary Actions

Possible disciplinary actions that may be taken against a club for infractions include:

1. Probation
2. Frozen funds
3. Loss of funding
4. Loss of travel privileges
5. Loss of facility reservations
6. Loss of Club recognition

Possible disciplinary actions that may be taken against an individual club member include:

1. Suspension from participating with the club
2. Removal from facility
3. Reimbursement of damages to facility
4. Removal from Sport Club program
5. Suspension of privileges from Recreational Sports programs and facilities

Notification of disciplinary action against a club is e-mailed to the club’s president, vice president, treasurer, safety officer, and faculty/staff advisor. Notification of action taken against an individual will be sent by e-mail to the affected individual. In the case of extreme misconduct, individuals will be referred to Judicial Affairs and organizations will be referred to the Student Organization Conduct Process. Cases of sexual misconduct and other alleged violations when gender based may be processed under the Student Sexual Misconduct Process in communication/conjunction with the Title IX coordinator, when appropriate.

The appeal process exists to ensure that all disciplinary actions taken against club organizations are equitable. The group to whom a disciplinary decision is appealed will review the previous decision and rule on its appropriateness given the infraction(s) committed. With the concept of equity in mind, be forewarned that appeal of a disciplinary decision that seems extreme to the club could result in an even stiffer penalty being levied by the group who hears the appeal. To file an appeal, follow the appropriate steps listed below: 

• Written notification from the club representative to the Sport Club Coordinator indicating the club’s reason for the appeal and any circumstances related to the situation that caused the infraction must be submitted within 5 business days after the notification is sent by email to the club president.
• A hearing will be scheduled with the Sport Club Council. Copies of the club’s appeal statement will be distributed to the Council members. Upon hearing the case, the Council will uphold, reject or modify the Sport Club Coordinator’s decision.
• Decisions by the Sport Club Council are final.

• Written notification from the club representative to the Sport Club Coordinator in dicating the club’s reason for the appeal and any circumstances related to the situation that caused the infraction must be submitted within 5 business days after the notification is sent by email to the club president.
• A hearing will be scheduled with the Recreational Sports Committee. Copies of the club's appeal statement and any relevant information will be distributed to the members. Upon hearing the case, the Committee will uphold, reject or modify the Sport Club Coordinator's decision.
• The decision of the Recreational Sports Committee is final.
• The Recreational Sports Committee is comprised of the Assistant Director – Programs,Assistant Director – Facilities, and the Recreational Sports Director.

Sport Club Coordinator 

The Sport Club Coordinator will provide assistance in planning the club’s activities and scheduling competitions with other universities’ sport clubs and teams. Prior approval of club activities including travel, events, publicity, budget expenditures and facility reservations is required. The Sport Club Coordinator is available for consultation regarding any aspect of your organization. If the Sport Club Coordinator cannot assist the club, the club will be referred to an office that can. The responsibility to seek assistance of the Sport Club Coordinator is that of the student representatives. Club representatives should schedule an appointment with the Sport Club Coordinator to assure needed attention is provided. Call or e-mail at least 24 hours in advance to make an appointment. 

Mail Collection

Mail received for each club is available for pickup in Dugan Wellness Center Rec Sports Office. Any letters, phone messages, or notes regarding the club that come to Recreational Sports office will be passed along to the club. Letters from prospective students interested in Texas A&M University – Corpus Christi and in a particular sport should be answered by the club secretary, student representative or a club member appointed to respond to these letters. The Recreational Sports office will type the responses if legible drafts are submitted. Each club will be responsible for the postage to mail out official club material. 

Mailing Address 

Telephone Procedures

Long distance phone calls concerning a club’s business (competition, equipment order, etc.) may be made in the Recreational Sports office. The Sport Club staff will assist in placing the calls for the club. 

Typing and Duplication Services

Typing and duplication services are available through the Recreational Sports office. All requested work must be approved by the Sport Club Coordinator and at least five working days’ notice should be given. The services will be done if the work schedule of staff allows time and if the original copy is well written and legible. Clubs may request duplication services from the Recreational Sports office. The availability of this service is based upon copier load and amount to be copied. Any paperwork required by the Rec Sports office (travel, monthly participation, etc.) will be printed for the club at no additional cost. Clubs must request the paperwork 3 days in advance. 

Sport clubs may request the use of Recreational Sports facilities for activities. Requests must be made through and approved by the Sport Club Coordinator through coordination with the Assistant Director –Facilities. Clubs must complete and submit the Facility Request form to the Recreational Sports office exceeding no more than three, 2-hour practices per week. All facilities are shared which can make availability limited. Clubs will be notified of the dates and times that are available to them once confirmed. Clubs wanting to reserve meeting space in other spaces on campus should contact the Sport Club Coordinator.Expectations When Using University Facilities 

Any time a club has reserved a facility, it must be used. If the club cancels a practice, game, or any reservation, the club representative must contact Recreational Sports staff at least 24 hours before the reservation is in effect. Failure to use a reserved area may result in the club losing their reserved time and could impact the ability to reserve facilities for future use. Clubs are responsible for cleanup of all sites after use. Misuse of equipment and facilities (including not using reserved space, and/or neglect in following facility-use procedures) as well as inappropriate conduct and actions while participating in AnySport Club related activity, will jeopardize the club’s continued recognition. Alcoholic beverages are not permitted at any Recreational Sports facility. It is the club’s responsibility to monitor all club events (including the actions of spectators) to assure that alcoholic beverages are not on site. Games may be delayed until the problem is corrected or may be canceled if the situation is not addressed. 

Any club hosting an event at university facilities may be required to have a Sport Club Supervisor to be onsite during the event. This supervisor will be responsible for making sure that clubs follow proper Club and University processes. Clubs may be required to cover the cost of having a Sport Club Supervisor or Facility Attendant at their events including practices during nonoperational hours. 

Funding 

Because sport clubs may receive limited funding from the University, each sport club should develop a revenue plan to fund their activities. Sport club funds must be used for the benefit of the entire group. 

Revenue for sport clubs will normally come from the following sources: 

1. Membership dues
2. Fundraising activities
3. Budget allocation from Recreational Sports
4. Donations from individuals and corporations
5. Approved Sponsorships

All fund-raising activities (whether on or off-campus) require specific prior approval from the UCSO office and Institutional Advancement. A fundraising request form must be completed and submitted for review and approval at least 5 business days prior to the event or before speaking to a potential sponsor. 

Dues 

It is recommended that each club collect dues each semester to assist in offsetting club costs. Appropriate/Inappropriate Expenditures for University Funds All expenditures for sport clubs using University funds must have prior approval of the Recreational Sports Office. Clubs not receiving prior approval will not be reimbursed from university funds to cover costs. Possible expenditures for a club are: equipment, travel, officials, entry fees, dues, and uniforms. 

Fundraising 

All fund-raising activities (whether on or off-campus) require specific prior approval from the UCSO office. A fundraising request form must be completed and submitted for review and approval at least 5 business days prior to the event. Sport Clubs should refer to the Recognized Student Organization Handbook for additional information on proper fundraising protocols.  

Donations 

All donations from corporations must be approved by the office of Institutional Advancement prior to solicitation. Clubs should complete the Fundraising/Solicitation Proposal form at least 30 days prior to solicitation. 

Budget requests are submitted by clubs and forwarded for review to the Sport Club Council. The council's recommendations are then forwarded to the Sport Club Coordinator. Allocations are finalized and the final amount is announced to the club in September. 

General Information 

Base projected budgets on the best information available – what the club has done during the previous year. If major changes are expected in the future, indicate why. Attach as much supporting documentation as is feasible. Make requests self-explanatory. Each club’s previous year budget request is available for review. 

Completing the Budget Request Form 

1. Club Operating Expenses

List expenses associated with the daily operation of the club. Include expenses incurred in recruiting new members, communicating with the membership, publicity and any other costs associated with maintaining the club. 

2. Competition Expenses

Include all expenses to participate in these contests, such as League/Association dues, officials/judges' costs and facility rental fees. 

3. Travel Expenses

Calculate transportation to and from the site (vehicle rental, airfare, fuel, mileage, and lodging). Do not include meals. Listed below is some useful travel information. 

• Van Rental: $75-90/day plus mileage 
• Fuel: Gas consumption for personal vehicles 
• Lodging: $80-100+/room/night, 4 persons to a room. 

4. Equipment

List any equipment the club would like to purchase for general club use. This list should not include any “personal equipment” such as t-shirts or shoes. Please also indicate the life expectancy of this equipment. Any equipment purchased with University funds become the property of the University and Recreational Sports for the club’s use. 

5. Dues

How many members are expected? What number of dues will the club charge? Will this be a yearly charge or a charge per semester? 

6. Donations

Does the club plan on soliciting donations? If so, list all estimated donations both corporate and private along with how they will be solicited. 

7. Corporate Support/Sponsorships

List all potential corporate support, including cash donations, equipment or discounts the club expects to solicit next year. Include the company’s address and contact person. 

8. Fundraising

List all potential fundraisers including expected expenses and revenue. 

Timeline 

1. Each club submits a budget request to the Recreational Sports office.
2. Each request is reviewed and analyzed by the Sport Club Council to determine each club's adjusted request. At that meeting each club’s Council representative will make an oral presentation of their budget for the upcoming year. Inappropriate and unjustified expenditures will be deducted from the original request. The club’s representative will not take part in the Council’s budget review of their presentation. 
3. The Sport Club Council will use the following criteria in determining the recommended funding level:

• Number of participants and dues charged
• Fundraising activities
• Costs associated with the club
• Anticipated needs
• Participation in Sport Club Program
• The recommended funding levels will then be forwarded to the Sport Club Coordinator who,in consultation with the Assistant Director - Programs, will make the final budget allocations using above recommendations and criteria. The club will then be notified of their allocation for the upcoming year.

If the club desires to purchase items for club use, arrange a meeting with the Sport Club Coordinator to seek approval and process the order. All purchases must first receive approval of the Sport Club Coordinator. Do not purchase any item before meeting with staff to have proper purchasing procedures outlined. It takes time to process purchase orders; seek approval well ahead of the date an item is needed. There are several ways in which goods/services can be purchased. All equipment purchases become the property of Texas A&M University – Corpus Christi and the Department of Recreational Sports. 

Purchase Order 

To obtain goods/services through a purchase order the following steps must be used: 

1. Bring the price quote including the vendor’s name, date, items requested with serial/model number, and amount of purchase (all new vendors must submit a W-9 form) to the SportsClub Coordinator.
2. A purchasing request will be created.
3. A purchase order will then be sent to the vendor from the University.
4. The product will then be shipped to the Recreational Sports office and the club will be notified upon arrival.

Services 

Pre-Payment is used to purchase services for which payment is needed prior to receiving them. 

1. Bring the price quote including the vendor’s name, date, items requested with serial/model number, and amount of purchase (all new vendors must submit a W-9 form) to the SportClub Coordinator.
2. A purchasing request will be created.
3. A check will be mailed to the vendor directly from the University.
4. The product will then be shipped to the Recreational Sports office and the club will be notified upon arrival.

Goods 

1. Complete a Purchase Form with a list of all wanted items
2. Submit to Competitive Sports Coordinator with appropriate quantities, prices, and applicable links
3. If approved the club can decide to use University or Club funds
4. If using Club funds,the club is authorized to make the purchase on their own or pay Rec Sports prior to purchase 
5. If using University funds,the order will be placed by the Competitive Sports Coordinator Reimbursement Request. Reimbursement requests are used to reimburse clubs for costs incurred by members. 
6. Complete the reimbursement request form including the club president, treasurer, and advisor’s signature.
7. Attach all original receipts taped to a sheet of paper.
8. Submit the form within 14 days of purchase to the Sport Club Coordinator.
9. Check will be created and directly deposited to the club’s bank account.

*All clubs must complete the direct deposit form to receive reimbursements. All requests for reimbursement must be submitted within fourteen (14) days of the purchase/trip, or it will not be reimbursed. Failure to submit the proper form will delay in the reimbursement process. 

To access the club’s storage, an approved officer should notify the facility attendant on duty that they would like to access their equipment in the Sport Club closet. The attendant will then accompany the officer to the closet while the club retrieves their equipment. Upon retrieving the equipment, the attendant will secure the closet until the club wishes to return the equipment. To return the equipment, the club will notify a facility attendant of the need to return their equipment. The attendant will then open the closet to allow the return of equipment and then secure the closet. 

Inventory 

An equipment inventory form for each club is kept on file in the Recreational Sports office. The Sport Club staff will monitor the equipment inventory list. The club representative is expected to conduct a thorough, hands-on inventory and complete the inventory form at the end of each spring semester. This includes jerseys, balls, pads, boats, and motors. 

Laundry Services 

Laundry services are available for club uniforms. Contact the Sports Club Coordinator to schedule when you would like them cleaned. 

The Sport Club staff will assist clubs with their travel plans. Club members must receive approval prior to departure. All clubs must make travel arrangements through the Sport Club office. Clubs failing to make travel arrangements through the Sport Club office or departing before trip approval will not be allowed to use University funds for the trip along with disciplinary action being taken. Sport Clubs traveling must adhere to all sections of University Student Travel. 

Approvals 

The Sport Club staff must approve all travel whether or not the club intends to use University funds. 

Travel Forms 

Travel Forms for any trip more than 25 miles from campus must be completed and filed in the Sport Club Office at least five (5) business days prior to departure. If these forms are not on file, the club will not be bellowed to travel. 

Alcoholic Beverages/Illegal Substances 

The transportation and/or consumption of alcoholic beverages or illegal substances are prohibited while traveling on university-sponsored sport club trips. Failure to abide by this policy will jeopardize the club’s recognition. 

Reimbursement 

To receive reimbursement for travel from the club’s allocation, original receipts must be submitted to the Recreational Sports office upon return. An original receipt is one on the company’s letterhead with the correct date clearly indicated and the billing amount itemized and clearly stated.Upon return, the club representative will fill out the appropriate paperwork for members to be reimbursed. These procedures can be found in the purchases section. 

Rental Vehicles 

Texas A&M University – Corpus Christi has an agreement with Enterprise Car Rental to provide a discount for any department rentals. In order to rent a vehicle for club use, the club should provide the following details submitted in writing by e-mail to the Sport Club Coordinator at least 2 weeks prior to travel. The information needed will be the date and time of departure, number of vehicles, type of vehicles, driver names, and date of return. Students must purchase Personal Accident Insurance (PAI) when renting a vehicle. 

Personal Vehicle 

If a club wishes to travel by vehicle (personal or rental), each driver must have a copy of their driver's license and up-to-date automobile insurance on file with the Recreational Sports office prior to travel. All drivers with a Texas Driver’s License must be cleared by University Police Department prior to every trip.Any student wishing to drive with an out of state license must contact the Competitive Sports Coordinator ten business days before traveling. 

The following safety guidelines should be followed when traveling by vehicle: 

1. All travelers MUST wear seat belts or other approved safety restraint devices required bylaw while the vehicle is in operation. 
2. Passengers should help keep drivers alert and watch for signs of drowsiness.
3. Drivers must adhere to the posted speed limits and must obey all traffic laws and regulations. 
4. A designated club member will serve as the navigator. The navigator will sit in the front passenger seat and will remain awake throughout their duty as navigator.
5. Drivers must refrain from using a cell phone for any purpose while operating the vehicle.
6. Drivers are responsible for determining that no objects in the vehicle obstruct rear or side views.
7. Driving between the hours of 12:00 a.m. (midnight) and 6:00 a.m. is strongly discouraged except in an emergency situation. 
8. The following regulations concerning the balance of driving, sleeping, and breaks should be followed: 

1. For every 4 hours of driving, drivers should take a 20-minute break. 
2. For every 12 hours of driving, drivers should take a least a 4-hour rest period.
3. Alternate drivers should be provided, on file and certified for trips expected to take more than eight hours.

Airline Tickets 

The Sport Club Coordinator will aid clubs in securing airline tickets for travel. Clubs wishing to travel by air should begin the process at least 4 weeks prior to travel. 

Lodging 

An accommodation (hotel/motel) for four to a room is the norm. Exceptions: when male/female ratios make this impossible or when coaches travel with the Club, they may have a separate room. Clubs can book rooms through the Sport Club Coordinator or submit a reimbursement after the trip. 

All promotional materials (including entry forms) require the approval of the Sport Club Coordinator prior to printing and duplication. Club social events are not sponsored by Recreational Sports and must not be advertised as part of the official activities. All approved printed promotional materials must include the approved stamp for the University Center. 

Web Pages 

All Clubs MUST maintain an I-Engage website. The following is the minimum expectation for information on the website: 

1. Must be updated by the first Sport Club meeting of each semester.
2. Must provide representative’s contact name and e-mail for prospective members.
3. Must give an overview of the Club and its activities.
4. Must provide the current practice schedule with location and times.
5. Must provide the current competition schedule with location and time (if applicable). If there are pictures on the website, they must be relative to the sport or activity of the club. Posting Fliers, Posters, and Publicity Materials in Dugan Wellness Center Limited bulletin board space is available in Dugan Wellness Center to display Club posters, pictures, flyers, and other information. Check with the Sport Club staff for permission to have materials posted in the facility. 

Posting Fliers, Posters, and Publicity Materials on Campus 

For posting materials on campus the following guidelines must be followed in accordance with the temporary signage guidelines:  

• All Club posters, pictures, flyers, and other information must be approved by the Sport Club Staff prior to duplication and posting. After approval by Sport Club Staff, items must be stamped by theInformation Desk at the University Center. 
• All items are to be posted only on bulletin boards. Materials may not be posted on a bulletin board administered by a department unless approved by that department. 
• All posted material must specify in English the date, time and location of the event as well as the name of the club. 
• Posted material should not cover any publicity posted for other events. However,outdated information may be removed to make space for current information. 
• Posted materials are to be affixed with tacks.
• Posted materials may not advertise alcohol, drugs, gambling, or anything else that would be in violation of university policies, either through language or artwork. 
• The club is responsible for taking down all posted material upon completion of itsevent. For more information about posting on campus contact the Information Desk in the University Center. 

Social Media 

Clubs are encouraged to create and maintain social media pages for their organization (Twitter, Instagram, etc.). However, all clubs’ social media will be monitored by the Sport Club staff. Clubs are required to provide the Sport Club staff with log-in information to edit or remove inappropriate or incorrect posts. Violation of or non-compliance with social media requirements may result in loss of membership or other disciplinary action against the sport club involved.