Competing clubs will most likely receive an eligibility form from their governing body, league, or conference to complete prior to each season. These forms should be completed to the fullest extent by the club, and must be submitted to Club Sports Administration for review. If the form is approved, it will be taken to the Registrar's Office for verification and mailed directly to the issuing organization. In order for an Eligibility Form to be approved the following must be met:

• Ensure that all participants listed on the roster are registered members of the club and students at GVSU.
• Club submitting the form must be in good standing with Club Sports Administration.
• The form must be submitted at least two weeks in advance to the required due date. 

Additional eligibility/university standing checks may be required throughout the year.

Failure to meet these requirements may result in the form being submitted late to the issuing organization. Please note that the Registrar will not accept Eligibility Forms directly from a club representative.

Club Sport officers can expand their student development and become an elected member of the Club Sports Executive Council. The role of the Executive Council is to act as a liaison between all Club Sport organization members, Club Sports Administration, and GVSU campus partners. The Executive Council meets bi-weekly during the fall and winter semesters. All meetings are open for anyone to attend. 

The Club Sports Executive Council acts on:

• Budgetary decisions
• Review of clubs and members
• Interaction with professional staff
• Policy development
• Nominations for recognition awards
• Event planning
• And many more opportunities for leadership development!

The current members on the Club Sport Council are:

Connor Picard - Dodgeball (Vice President)

Fiona Patrick - Rowing (Finance)

Isabel Dutra - Women's Soccer (Member)

Kacie Scott - Softball (Vice President)

Nico Bronzetti - Swim & Dive (Finance)

Prospective clubs must first complete the process through the Starting a New Student Organization section of the Office of Student Life web page before being eligible to join the Club Sport Program. 

The requesting organization must have goals and objectives that align with the Recreation & Wellness mission and meet the following criteria:

1. Must be a Registered Student Organization in good standing with the Office of Student Life.
2. Set up an interest meeting with Club Sports Administration
3. Submit the New Club Sport Application with the following information. 
   • The following factors are considered by Club Sports Administration when reviewing a new Club Sport application: 
     • No prior or similar club or program currently exists at the University.
     • Meet the minimum membership requirements of active clubs.
       • 8 members, 4 e-board members, constitution, and budget.
       • Demonstrated desire from the student body to join and support the program.
     • Demonstrated plan to meet the Club Sports administrative requirements
       • Travel requirements and anticipated budget per academic year.
       • Demonstrated ability to be fiscally independent for multiple years
     • Anticipation and opportunity to compete against other intercollegiate programs.
     • Sustainable plan in place to ensure longevity.
     • 1 page narrative on the benefits this club would bring to Club Sports and the GVSU student body.

Note: The organization must not create a demand for resources (i.e. staffing, facilities or monetary) greater than which can be met by Club Sports Administration and the Department of Recreation and Wellness.

Probationary Status

Teams who are unable to meet minimum eboard and membership requirements will be considered on probation. These teams may meet with a member of the Club Sports Admin to discuss issues. Temporary approval may be granted if a membership  or behavioral plan is established, but probationary clubs must meet their requirements within a semester or the organization will be placed as inactive. Teams in the probationary period with less , will be impacted by the following:

• No funding from Club Sports or Student Life. 
  • This includes funding for coaches, facilities, competition fees, etc. 
  • Volunteer coaches in advising capabilities are permitted.
• Move off-campus funds and assets to the club's on-campus holdings.
• No competitions or club/team travel permitted.
• Cannot act as GVSU or a GVSU organization. 
  • No off-campus facility rentals 
  • No club/team purchases (apparel, league dues, equipment)
  • No hosting events 
    • On campus information meetings and recruiting efforts are permitted
• Consulting and meeting with club sport administration and executive council committees is required.

Clubs that also do not complete the required administrative tasks, including required attendance at trainings, are subject to a probationary period.  The probationary period includes, but is not limited to:

• A minimum period of 1 full semester
• No funding, no competition (or limited if in season), no purchases without approval
• Move all financial accounts on campus
• Loss of practice space/time
• No approved travel or events
• Loss of staffing at home events

Inactive Status

Clubs who are on probation for a period of 2 semesters (includes the semester they were placed into probatio) will be placed in inactive status

All probationary restrictions remain in place PLUS

• Move all off-campus equipment, assets, hardware to club sports administration
• May not recruit or hold on-campus meetings without prior approval from Club Sports Administration 
• No use of club funds

Should interested members reappear they will be required to reapply to be a RSO and Club Sport through proper procedures.  

Should approval be granted organization will automatically reenter within the probationary stage for a period at the discretion of the Club Sports Administration

President

• Serve as the liaison with Recreation & Wellness and your club
• Communicate all Club Sport policies and procedures to all club members
• Seek approval for organization business. Examples: logo requests, large purchases, events, etc.
• Responsible for completing and submitting required reports or forms
• Attend the officer trainings
• Responsible for providing club member required attendance at events and trainings
• Other duties as assigned

Vice President 

• Serve as the president in all duties as determined if the president is unable to do so. 
• Assist the president in all duties as determined by the club
• Assist with all travel planning and budgeting
• Responsible for the completion or delegation of,
  • All practice/event schedule requests, results, or press releases
  • Maintain all documentation (notes, e-mails, and memos) of club meetings
  • Manage all social media pages

Financial Officer

• Keep accurate records of all club accounts and allocated funds
• Responsible for submitting all budget requests and organizing the purchasing of equipment
• Submit monthly off-campus account bank statements 
• Assist president with selecting the dues amount at the beginning of the school year

Risk Management Officer

• Have CPR, First Aid, AED certification and report club injuries
• Check safety standards of club equipment
• Ensure all club members are familiar with the club's emergency action plan
• Know all facility emergency action plans

Club Sport organizations are student-run and managed organizations, where club business is the responsibility of each clubs student-leaders. The Club Sports Handbook is provided to help officers become better equipped for their experience, and to provide them with quick answers to common questions. 

We encourage all club members to learn about the responsibilities of club officers which include, but are not limited to the following:

• Ensure the club has the organization and officers needed to successfully operate.
• Maintain a current roster, waiver, and code of conduct for each member of the club.
• Ensure all paperwork is being completed and submitted appropriately and on time.
• Communicate policy changes, announcements, etc. from Club Sports Administration and Office of Student Life with all members.
• Ensure risk managements policies are reviewed and upheld.
• Plan appropriately for travel and work with Club Sports Administration in a timely manner.
• Develop and present annual budgets and requests for allocation purposes.
• Use social media and marketing strategies to grow interest for your club. 
• Prepare and develop future club officers.
• Seek out fundraising and community service projects for your club.
• Stay connected and keep a database with alumni from your club.
• Report all results to Club Sports Administration in a timely manner.

The following are a list of suggested duties for student leaders. Individual clubs should identify the responsibilities of each officer within their constitution.

Active clubs must meet the following minimum requirements each academic year: 

• Stay up-to-date on all required administrative items from Club Sports. 
  • All clubs must complete their Fall re-registration by deadline.  Includes signing off on the club sports agreement, submission of their constitution, budget, club eboard contacts, and social media/email accounts.
  • All participants must have a Club Sport Liability Waiver and approval of their club documents by completing their club's official individual registration form.
  • Complete all required financial tasks
    • End each semester in a positive balance
    • Turn in receipts by last monday of each month
    • Regularly maintain and complete on-campus ledger 
    • Off-campus bank account statements with transaction details listed must be turned in at the end of each month
  • Travel Requests and Approved Driver forms must be submitted and approved 2 weeks before each travel event and for all drivers.
  • All clubs must submit annual schedules, event recaps, and keep their website up to date. 
  • Attendance to Club Sports trainings and meetings are REQUIRED - no exceptions!
• Have a minimum of the following four (4) executive board members (all executive board members must be current GVSU students):  
  • President
  • Vice President
  • Financial Officer
  • Risk Management Officer (If another position is also the risk management officer an additional Eboard position is required)
• Have a MINIMUM of eight (8) active student members - This supersedes the requirement for RSO's to have 4 members. 
• Have a MINIMUM of three (3) executive board members at the Fall Club Sports Kickoff Meeting.
• Have a MINIMUM of one (1) executive board member attend required Club Sport workshops per academic year. 
• Have a team e-mail address for all official club correspondence with Club Sports Administration.  
  • Example: [email protected]. Executive board members are expected to check this e-mail regularly for news, updates, and other important information. 
    • We can create GVSU e-mail accounts, please submit the requests to [email protected]. 
• Club members and participants must:  
  • Be enrolled in at least one credit hour at Grand Valley State University (please note those competition/eligibility requirements of a club's governing league or conference supersedes this policy).
  • Have signed the Club Sport Liability Waiver and Participation Agreement BEFORE participating.
  • Be on the clubs roster and completed the club-specific individual registration form as submitted to the Club Sports Administration.
  • Follow all league guidelines with student eligibility requirements.
  • Meet all the health and physical demands required by their specific sport.

Membership and all privileges, including voting and officer positions, must be extended to all students without regard to age, ethnicity, gender, disability, color, national origin, race, religion, sexual orientation or veteran status. Although most clubs prefer to not limit membership, it is recognized that in certain cases (e.g., lack of facility space, league requirements, etc.) practical considerations must prevail. In those circumstances, only a certain number can realistically be accommodated for team practices and competition. When necessary, each club is responsible for working out a fair and equitable method for tryouts or limiting club membership.

Coaches (Adjunct University Staff and Volunteer) are vital for several programs to ensure proper instruction is provided to athletes. Club Sports Administration will work with individual clubs to determine their coaching needs annually based on risk, level of activity, travel, and other factors.

Coaches may have an administrative role in club operations (at the discretion of the clubs Executive Board) but should not be the main point of contact nor be solely responsible for administrative and operational requirements. Based on the structure of the club and league requirements, coaches and officer responsibilities may vary, but coaches are encouraged to help students develop transferable life skills through empowering them to complete tasks and duties related to club operations. It is required that coaches meet with their club's Executive Board throughout the year to discuss goals, budgets, expectations and define roles. 

All university funded coaches are Grand Valley State University employees, hired through the Recreation & Wellness department. Club Executive Boards can recommend candidates or staffing changes, but the final hiring decisions are made in conjunction with Club Sports Administration. Clubs who wish to pay their coach supplemental income must do so through their on-campus bank account.

All Volunteer Coaches must be reported to Club Sports Administration and have the proper paperwork submitted prior to any participation and instruction each year. Volunteers who are found coaching without prior submission of paperwork can result in sanctions to the club. 

Coaches are expected to comply with several requirements, and clubs are encouraged to help enforce the following:

• All coaches (university funded or volunteer), and alumni who actively participate or are involved in the clubs activities must be registered in the Universitys database as a Club Sports Coach.
  • University funded coaches must have a signed appointment letter and background check through the university. 
  • Volunteer coaches and active alumni must have a background check and volunteer profile, disclosure and consent on file prior to any participation or activity.
• Coaching biographies and certifications may be required depending on the sport.

Paid and Volunteer Coaches may be dismissed by Club Sports Administration if they:

• Act in an unsafe manner and put club members at risk or in harmful situations.
• Overtake club leadership or jeopardize club finances, league standing, or act outside of their agreed upon duties.
• Encourage club members to violate the Club Sport policies and procedures outlined in this handbook and by Recreation & Wellness staff.
• Purposely cut communication lines or hide information from the Club Sports professional staff.
• Sign agreements on behalf of the club or University (only the Club Sports professional staff can sign agreements/contracts).
• Violate the Universitys policy on hazing, sexual misconduct, drug and alcohol use. 
• If club is placed in probationary or inactive status.

Each club should identify specific roles, duties, and responsibilities of the coaching staff within their constitution or team agreements.

Club officers, members, and other coaches should contact Club Sports Administration with any concerns regarding their coach.