Club Sport Coaches Handbook


RECREATION & WELLNESS MISSION STATEMENT

Enhance and engage the GVSU community by providing inclusive and diverse recreational opportunities that inspire participation, promote health and wellness, and encourage student development and success.

CLUB SPORTS ADMINISTRATION

The Associate Director, Assistant Director and Coordinators are primary contacts for all clubs. Prior approval of club activities including but not limited to: travel, planning events, logo approvals, budget expenditures and facility reservations must first be approved by Club Sports Administration. Professional Staff are available for consultation regarding any aspect of your organization. 

The Recreation & Wellness Staff can assist with services and benefits that include:

  • Program advising and leadership development
  • Budget preparation and presentation
  • Equipment purchase advising
  • Facility scheduling for practice and competition
  • Team travel logistics and reimbursement
  • Tournament planning

It is the responsibility of club officers to seek assistance of Administration regarding any club issues and questions. Club officers can schedule an appointment, send an e-mail, or call the Recreation & Wellness office to ensure attention is provided. 

Please call Recreation & Wellness at (616) 331-1732 or e-mail club.sports@gvsu.eduat least 24 hours in advance to make an appointment.

 

 

RECREATION & WELLNESS CONTACT INFORMATION

D135 Recreation Center

OFFICE PHONE: (616)331-1732

E-MAIL: club.sports@gvsu.edu

TWITTER: @GVSUCLUBSPORTS

FACEBOOK: GVSU Club Sports 

INSTAGRAM: @GVSUCLUBSPORTS

WEBSITE: www.gvsu.edu/clubsports

 

RECREATION & WELLNESS CONTACTS

Associate Director of Recreation & Wellness

Mike Przydzial

OFFICE PHONE: (616) 331-3212

E-MAIL: przydzmi@gvsu.edu

 

Assistant Director of Recreation & Wellness

Mitch Eastlick

OFFICE PHONE: (616) 331-3818

E-MAIL: eastlicm@gvsu.edu

 

Sports Programs Coordinator

Bri Slager

OFFICE PHONE: (616)331-9397 

E-MAIL: slagerbr@gvsu.edu

 

Head Rowing Coach/Club Sports Coordinator

Dan Martin

OFFICE PHONE: 616-331-9412

EMAIL: martdan@gvsu.edu

 

Director of Recreation & Wellness

Kate Harmon

OFFICE PHONE: (616)331-8602

E-MAIL: harmonka@gvsu.edu

 

Recreation & Wellness Office Coordinator

Jody Tenckinck 

OFFICE PHONE: (616)331-1732

E-MAIL: tenckinj@gvsu.edu

 

OFFICE HOURS

During the academic year, the Recreation & Wellness office is typically open between 10am-6pm Monday through Thursday, and Friday 10am-5pm on days when classes are in session. When classes are not in session, please call our main line at 616-331-1732 for updated business hours.

As a Club Sports Coach, you have taken a supporting leadership role within the organization and student body of GVSU. As a coach, you have the opportunity to use your expertise to help GVSU students learn and develop skills, both in and out of their sport. Your leadership and dedication to the club helps ensure continued club success.

All Head Coaches are hired via search and interview process through Recreation & Wellness. Club Student E-Boards may recommend candidates, but the final decision is at the discretion of Recreation & Wellness Administration. 

Expectations of a Coach

As a coach, you are expected to understand and accept the roles and authority of your position as described below:

  1. It is your responsibility to become familiar with GVSU Club Sport guidelines and procedures that govern operations. Coaches are expected to abide by all applicable rules and regulations of the University and any conference, league, or governing body in which the club may be a member.
  2. You may act only in areas in which the club has authorized, subsequent to approval by GVSU Recreation & Wellness, and understand that a club sport is first and foremost a student organization to be administered by elected student officers.
  3. You may not solicit money from any source, or purchase, rent, or commit anything in the name of Grand Valley State University or the above-named club without approval from the club, Club Sports Administrative Staff, and other University officials.
  4. You may not be listed on the club’s off-campus bank account without prior written authorization from Club Sports Administration, nor spend club funds without approval from the club's E-Board.
  5. You are responsible for promoting fair play and good sportsmanship at all times.
  6. You will represent the club and Grand Valley State University Club Sports in a positive and professional manner at all times.
  7. You are responsible for coordinating appropriate safety practices at all club functions and reporting issues to Club Sports Administration.
  8. You are responsible for conducting safe and well-organized practice and training sessions that will enable club members to develop and improve their skills.
  9. You are expected to meet with your club's e-board regularly to discuss goals of the club, expectations and respective roles. 
  10. You are responsible for attending club practices, competitions, and other club functions as well as meetings set forth by Club Sports Administration.
  11. You are responsible for keeping all required certifications current and on file with Club Sports Administration.
  12. You will maintain good communication with not only your team, but also with Club Sports Administration.

In accepting your role as a coach, you further understand:

  • The risk associated with this position, and that you are responsible for any medical or other costs associated with bodily injury or property damage sustained by you in the performance of your duties.
  • That you are responsible and accountable to Grand Valley State University Club Sports, as well as to the club sport for which you are coaching and/or providing instruction.
  • That you are not able to be paid from any funding source outside of Grand Valley State University.

Though not required, if desired, coaches are able to recruit student-athletes to their club sport. Clubs that actively recruit high school students, transfer students, and current students to join GVSU Club Sports are typically more successful.

Please note, funding for recruiting efforts is not supported by Recreation & Wellness but rather from your club's student E-board. Coaches do not get paid more based on how many students they recruit.

Recruit Visits

All visiting recruits must complete a waiver form prior to participating with a club sport. Recruits younger than 18 years of age must be accompanied by a parent/guardian and complete a Club Sports Guest Waiver prior to activity.

Club Sports are encouraged to use social media (Facebook, Twitter, YouTube, Instagram, etc.) to further promote their club to the GVSU community. Good judgment must be used when it comes to posting messages on these platforms. While coaches may assist with their club's social media accounts, they are not expected to.

Club Sports Administration will collect information regarding social media accounts or handles for each team (Twitter, Instagram or Facebook, etc.). This will help ensure that better communication and promotion of the club occurs. All teams must affiliate with Club Sports in their social media page name or description and should only use approved logos and images.

It is also encouraged that members and clubs follow us on Twitter and Instagram at www.twitter.com/gvsuclubsports and www.instagram.com/gvsuclubsports. Plus, “like” our Facebook page at www.facebook.com/gvsuclubsports to keep up to date with news and information regarding the club sports program. 

Hiring & Payment Resources

New Coaches must complete and submit the following documents and forms to Human Resources during normal business hours (8a-5p), unless otherwise noted:

Each club sport is awarded an annual amount of funding to pay their coaching staff that will be communicated by Club Sport Administration prior to each fall semester. Head coaches will determine how stipend amounts are split.

Any additional funds that clubs would like to pay their coaches must be communicated by the club E-board to Club Sport Administration. Additional coaching stipends are eligible for funding by the Club Sport Executive Council.

Payment Policy

No coaches are to be paid from any funding source outside of Grand Valley State University.

All coaches (non-volunteer) are expected to have the following certifications current and on file with Club Sports Administration:

You will be asked to resubmit copies of current certifications annually.

Head Coaches are responsible for the search, hiring, and supervision of their coaching staff and are expected to follow the guidelines below for hiring paid assistant coaches:

  1. Determine your stipend allowance for a coaching staff. Take into consideration how much wages both Recreation & Wellness and the club are able to fund.
  2. Assess coaching staff needs for the year and develop position roles for each assistant in collaboration with the club's student E-board.
  3. Report contact information (name, email, phone number, and address) of your coaching staff to Club Sports Administration and include each individual's stipend amount (from both Recreation & Wellness funding and the club's), and their start/end date.
  4. Complete and submit all new hire documents and forms.
  5. After all documents are submitted, you will receive clearance from Club Sports Administration that an assistant coach may begin helping to support club operations. Your cooperation is expected in not allowing assistance coaches to be involved with the club until they have been hired.

Registering as a Volunteer Coach

Club Sport Volunteer Coach Information Form

All volunteer and unpaid coaches must register as a University Volunteer prior to providing any instruction to a club sport. Policies and procedures on becoming a University Volunteer can be found through the Risk Management web page. Please note that the Head Coach or club E-Board must appoint Volunteer Coaches as they are not open positions.

Payment Policy

Volunteer coaches are unable to receive any compensation from Grand Valley State University or their Club Sport.

Campus Resources for Coaches

For information regarding parking on campus, please visit the Parking Services web page.

Coaches are encouraged to contact and work with the GVSU Admissions Department, as they can assist with admitting students, preparing tours and resources for recruits, and answer any questions about the University from recruits and/or their families.

For more information, visit their web page: https://www.gvsu.edu/admissions/

Contacts in the Admissions office for Club Sports:

Main phone to be directed to a counselor: 616-331-2025, e-mail: admissions@gvsu.edu

The career center is available to all students at GVSU and offers a variety of services from career planning to major exploration. More information about the Career Center can be found at: www.gvsu.edu/careers.

COUNSELING CENTER

The counseling center is a team of trained professionals committed to improving the mental health of the GVSU student body through counseling, education & consultation. They offer the following counseling services to all currently registered GVSU students free of charge:

  • One-on-one counseling
  • Relationship counseling
  • Group counseling
  • Special events & seminars
  • Consultation & referral
  • Emergency services
  • Peer education program

As a staff member of the university, you can also provide a referral for a student that may be in danger to themselves or those around them. 

More information about the Counseling Center can be found at: www.gvsu.edu/counsel.

The Office of Financial Aid & Scholarships assists students with questions about aid, loan requirements, and finding scholarships. More information about Financial Aid and Scholarships can be found at: www.gvsu.edu/financialaid.

Human Resources provides resources and services to GVSU employees and applicants that enhance the university’s reputation for attracting and retaining the highest quality faculty and staff possible.

This will be your resource for current job openings, calendars, disability support, network ID/password, contracts, and parking passes. More information about Human Resources can be found at: www.gvsu.edu/hro

Club Sport Coaches all have a GVSU email account that should be utilized to communicate club matters. To access your GVSU email, use the link below and bookmark it to your web browser.

https://mail.exchange.gvsu.edu/

If you do not know your GVSU login information, contact the IT Help Desk.

Coach Pre-season Action Items

Hiring Assistant Coaches

Head Coaches are responsible for the search, hiring, and supervision of their coaching staff and are expected to follow the guidelines below for hiring paid assistant coaches:

  1. Determine your stipend allowance for a coaching staff. Take into consideration how much wages both Recreation & Wellness and the club are able to fund.
  2. Assess coaching staff needs for the year and develop position roles for each assistant in collaboration with the club's student E-board.
  3. Report contact information (name, email, phone number, and address) of your coaching staff to Club Sports Administration and include each individual's stipend amount (from both Recreation & Wellness funding and the club's), and their start/end date.
  4. The following documents will then be submitted/completed for all paid assistant coaches and submitted to the Human Resources Office unless otherwise noted:
  1. After all documents are submitted, you will receive clearance from Club Sports Administration that an assistant coach may begin helping to support club operations. Your cooperation is expected in not allowing assistance coaches to be involved with the club until they have been hired.

Payment Policy

No coaches are to be paid from any funding source outside of Grand Valley State University.

Volunteer Assistant Coaches

If your club has any volunteer assistant coaches, please have them follow guidelines in the Volunteer Coach section.

Ensure that financial records are up to date and accurate with the team’s current or previous treasurer.  A monthly financial meeting should be held within the organization to ensure the members are well-informed on the financial status of the club. Monthly statements for off-campus bank accounts are required to be submitted to Club Sports Administration by the Club's E-Board.

Ensure that all equipment and uniforms that are necessary for the start of the season are ordered ahead of time. 

It is important to note that each printed item using GVSU’s intellectual property or club sport organization name, must be approved by the Club Sports Administration prior to printing. All printing or embroidery using GVSU’s name, the club’s name, or GVSU intellectual property must be printed by a licensed vendor listed in the Club Sports Identity Handbook, unless otherwise given permission.

Please refer to the Club Sports Style Guide when assisting with the design and ordering of apparel.

Clubs must submit a competition schedule of games and/or events as soon as possible, preferably at least a month prior to the first scheduled event. Please submit your club's schedule to club.sports@gvsu.edu.  Any changes to your club's original schedule must be reported to Club Sports Administration so adjustments can be confirmed.

 

Reservations for use of the Outdoor Athletic Fields, ICA Weight Room, Fieldhouse Arena, Fieldhouse Combative Room, Fieldhouse classrooms, or the Kelly Family Sports Complex should be made through the Club Sports Administration. 

Requests for fall semester should be turned in by at least August 1st annually. Requests for winter semester should be turned in no later than December 1st. All requests submitted by these deadlines will be looked at fairly in comparison with other club sport requests. Scheduling games and practices can often be a frustrating experience due to lack of availability of facilities for many club sports. Early communication with Club Sports Administration can help resolve this problem.  

For questions regarding scheduling of Club Sports on campus, please contact Assistant Director, Mitch Eastlick, at eastlicm@gvsu.edu. Clubs utilizing off-campus facilities should contact Associate Director, Mike Przydzial, at przydzmi@gvsu.edu to ensure a Facility Use Agreement is in place.

All coaches are expected to have a GVSU ID card upon getting hired. To receive an ID card, please follow the instructions below:

Email the following information to hro@gvsu.edu (cc: mcfarlak@gvsu.edu) and HR will get ID’s printed and out as soon as possible. ID cards can be sent via Intercampus or US Mail. 

  • First and Last Name 
  • G#, if known 
  • Address to send:  Either department address OR staff home address 
    • Intercampus Address (Recreation & Wellness, RC D-135)
  • Optional: email a headshot photo that can be imported to your ID.  Otherwise, we can print ID with name and G# only at this time.   If they previously worked at GVSU in the last few years we can also pull the previous photo.

Volunteer Coaches will receive a Facility Access Card upon completing their required paperwork.

Prior to each season all coaches should help ensure their club's webpage is revised and up to date. 

Coach Post-Season Action Items

If desired, coaches are able to recruit student-athletes to their club sport, but it is not required. Clubs that actively recruit high school students, transfer students, and current students to join GVSU Club Sports are typically more successful. Please note, funding for recruiting efforts is not supported by Recreation & Wellness but rather from your club's student E-board.

Coaches may work with the Admissions Office to set up campus tours, get connected with financial aid, among other tools to help with recruiting efforts. Visit their Be a Laker, Bring a Laker program for more details.

Each Club Sport is responsible for keeping an inventory and safely storing equipment. If storage space is needed, please contact Club Sports Administration.

Each club sport member will be asked to submit a survey based on their experience with club sports.  Members of teams that include coaches will also be asked to submit an evaluation survey on the coaching staff.  These surveys provide the Club Sports Administrative staff with feedback from participants that help ensure the needs of the club sports organizations are met.  

Head Coaches will be contacted to schedule a post-season evaluation to discuss performance and contract renewal for the following season. Coaches are encouraged to discuss salary contributions from their club prior to meeting with Club Sports Administration.

If you are interested in hosting a Camp or Clinic for your club, please contact Club Sports Administration to begin planning. No camp or clinic is to be hosted without prior authorization from Club Sports Administration.


Club Sport Financial Policies

Types of Club Sport Bank Accounts

On Campus

  1. GVSU Agency Account that holds sponsorship, allocations, and earned money.
  2. GVSU Restricted Account that holds gifts and donations.

Off Campus

  1. Bank account at a financial institution for collecting dues and common operating expenses.
    • This account is optional.
    • Club Sports who mismanage funds may lose the privilege to have an off-campus bank account.

On-Campus Bank Account Tips:

  • Allocations or awarded funds from the Club Sports Executive Council or Club Sports Administration will be deposited in Agency Accounts. Any unused facility funds will be swept at the end of each winter semester.
  • Using on-campus accounts may take longer than anticipated. All expenses should be planned with invoices being submitted for payment; as well as vendor W-9’s if needed.
  • If an expense is payable to an individual it needs to be determined if they are an employee and proceed with payment through either Human Resources or Student Employment. If it is determined that an individual is not an employee, then a Requisition/Purchase Order will need to be put into place by completing a contract for services performed. A W-9 must be submitted as well as an invoice for services.
  • Clubs can use a University Purchasing Card to pay for expenses from their Agency account, with prior approval from a Clubs Sports Administration with proper notice.

More information is located in the Appendix at the bottom of this handbook. Clubs may need to deposit money into this account from off-campus accounts to cover expenses as agency accounts cannot operate in a deficit at fiscal year's end (June 30).

Off-Campus Bank Account Tips:

  • Coaches cannot be on this account, but are encouraged to be aware of the club's budget to assist with advising. Coaches should not have any authority over the account under any circumstances.
  • At least two club officers are required to be on a club's off-campus account, and checkbooks/debit cards should only be handled by these two individuals.
  • Club Financial Officers are responsible for keeping details on all revenues and expenses on this account, including documentation.
  • Monies should be deposited within two days of receiving them.

More information in the Appendix at the bottom of the page. 

Off Campus Bank Account Requirements

Submitting Bank Statements

Club Sports are required to submit a monthly copy of their off-campus bank account statement by:

  1. Emailing club.sports@gvsu.edu with a PDF of the statement.
  2. Dropping off the statement to the Recreation & Wellness Office Suite.
  3. Mailing statements to the Recreation & Wellness Office Suite. To mail in bank statements, club sports are encouraged should change their off-campus bank account address to:

Recreation & Wellness

D135 Recreation Center

1 Campus Dr. 

Allendale, MI  49401

Club Sports are not classified as non-profit or tax-exempt entities and must make proper application to the Internal Revenue Service for its own tax-exempt status if interested in doing so. Club Sports Administration can assist with IRS applications, purchasing goods tax-free, or help with any other financial related questions.

Please note that most student organizations will not qualify for non-profit tax-exempt status, but will still need a tax ID number to have an off-campus bank account. Student organizations are NOT authorized to use Grand Valley State University’s tax-exempt identification number for purchasing or donation purposes.

To make purchases tax-free, club sports must do so through Club Sports Administration.

Club Sports are expected to prepare and maintain an annual budget.  This will help clubs determine the amount of membership dues to collect and establish goals for fundraising efforts, giving campaigns, and funding requests.

Download our Budgeting Template

Common expenditures include:

  • League and Tournament Fees
  • Lodging
  • Vehicle or charter bus rentals
  • Fuel
  • Equipment
  • Apparel or uniforms
  • Supplemental coaching stipends

It is recommended that all expense receipts and documentation be kept binder or stored electronically. 

All contractual service fees for: officials, speakers, instructors, or presenters must be processed using a contract and have a completed W-9 from the individual providing the service. If funding is requested for this type of expense, it must be submitted at least 3-6 weeks prior to the scheduled event. 

Please note that recurring instructors must be contracted as a coach before providing supervision or oversight to a club. 

More information available in the appendix chart about purchases. 

Purchasing Card Policies

View GVSU's Purchasing Card Policies Here

Should your club need access to a GVSU Purchasing Card for equipment or something similar, please contact Club Sports Administration. 

Examples of Club Sports Purchasing Card Allowable Expenditures

  • League Dues/Registration Fees
  • Equipment, Apparel and Supplies
  • Booking Travel Accommodations
  • Printing
  • Promotional Items

Who Qualifies

General Funding is awarded up to the week before Spring Break to all club sports, excluding off-campus facility payments. 

Reserve Funding is available for ALL clubs and opens during the first Council Meeting after Spring Break. The total amount of Reserve Funding will vary year to year.

Funding Approval is at the discretion of the Club Sports Budget Committee and RecWell Administration based on the requesting club's current standing in the program, level of need, and demonstrated responsible oversight of finances.

How to Request Funding

Club Sport Financial Officers may submit a Budget Request Form that is sent out to student-leaders. After submissions are reviewed by RecWell Administration, approved requests are sent to the Club Sports Budget Committee to meet with the requesting club at their next scheduled meeting. Invitations to meet with the Budget Committee are sent by each Monday prior the next Budget Committee meeting. 

Timeline for Requesting

  • If a check is required for payment, requests need to be submitted six weeks prior to an event.
  • If funding is needed for online or credit card payment, requests should be made at least one week prior to the next budget hearing (bi-weekly meetings of the Club Sports Budget Committee). 

 

Online Payment Collection Apps (Venmo, PayPal, Cash App, etc.)

Student organizations are permitted to utilize online payment collection apps for their standard operations such as:

  • Payment collection from members for membership dues.
  • Reimbursements to organization members.
  • Payment for products.

Using an online payment collection app is your clubs choice. It is important to note however, that Grand Valley State University and Recreation & Wellness are not responsible in any way for mismanagement of transactions.

Student organizations should NOT utilize online payment collections apps for donations, gifts, or other transactions where the payee is looking for tax exemption status for their donation. For more information, see the Fundraising, Sponsorship, & Donation section below.

Fundraising

Fundraising efforts should be coordinated with a Club Sport Administrator to ensure proper compliance. Please see GVSU On-Campus Fundraising Guidelines for additional details, and below for Club Sport specific policies:

  • Fundraisers requiring a university W-9 form must have proceeds made out to GVSU and sent to campus for deposit into the club's on-campus bank account. Any proceeds a club chooses to deposit into their off-campus bank account must use the club's Tax EIN and cannot be considered a non-profit organization.
  • Fundraisers are not to be centered around alcohol, drug use, or any activity that reflects negatively on Grand Valley State, Campus Recreation, or the Club Sports program. 

Raffles/Millionaire Parties/Texas Hold Em' Poker

The State of Michigan regulates raffles and gaming, or any other kind of gambling, which requires advance registration with the State at least six (6) weeks in advance. If an organization is beginning to plan an event that involves gambling the organization should meet with a professional staff member in the Office of Student Life. The number of licenses the university has is limited and the application process requires a six-week lead time. Complete information about these regulations is available on the web at www.michigan.gov/lottery. Any license for gambling activity will need to be approved by the Director of Student Life and submitted to the Executive Officers of the University for final approval before sending to the State of Michigan. 

Donations  

Donations must be coordinated through the Recreation & Wellness Department. Individual(s) or businesses can write a check out to “GVSU” and specify the organization to receive the donation/gift (i.e. Dodgeball Club).

Donations/Gifts can also be made through GVSU Annual Giving's Online Portal. Individual(s) or businesses can click "Other Fund" and search for the Club Sport's name. If you would like to start a giving campaign or have questions about donations/gifts, consult with Club Sports Administration.

Club Sports should NOT utilize online payment collections apps for donations, gifts, or other transactions where the payee is looking for tax exemption status for their donation. Club Sports do not qualify as 501c3 tax exempt entities and are not permitted to use Grand Valley State University’s tax exempt ID for this purpose.

Sponsorship of Off-Campus Entities

Non-GVSU affiliated individuals or organizations may advertise, solicit, or sell any product or service on campus only if they are sponsored by a student organization or campus department. A fundraising form must be submitted to the Office of Student Life & Event Services by the student organization or campus department. Typically, the vendor agrees to compensate the sponsoring organization or department; either on a percentage of goods sold basis or as a flat fee. The terms of the agreement are determined by the sponsoring organization.

Club Sport Risk Management Policies

Every Club needs to have an Emergency Action Plan in place for traveling, facilities, and competition.

GVSU Emergency Procedure General Plan

GVSU Emergency Procedure Manual

  • Reference for information concerning:
    • Calling 911
    • Weather emergency
    • Medical emergency
    • Automobile injury/accident
    • Utility emergency
    • Fire
    • Assault/sexual assault
    • Psychological emergency
    • Suspicious letters and packages
    • Bomb threat
    • Active shooter/hostile intruder

Recreation & Wellness Severe Weather Policy

Club Sports are required to have two Safety Officers that are CPR/AED/First Aid certified. All paid coaches are also required to have current certification.

Use the link below to view classes offered through Recreation & Wellness

CPR/First Aid/AED Class Schedule

All GVSU students have free access to the Metro Health Injury Care Clinic on campus. Club Sport participants receive supplies and equipment at no additional cost.

Club Sports are required two (2) Safety Officers. All Safety Officers must have current CPR, First Aid, and AED certifications on file and report all club injuries to Club Sports Administration. Safety  Officers also oversee checking the safety of equipment and maintaining the club’s Emergency Action Plan. 

Safety Officer responsibilities may be determined by each club based on their needs, but must include the following:

  • Maintain current certification in adult CPR, First Aid, and AED, and Concussion training from an approved provider and keep on file with Club Sports Administration.
  • Assess and monitor the safety of the environment in which the club participates, trains, competes, and/or practices. This includes notifying facility staff to have an injury report completed in any on-campus facility. 
  • Not allow the organization to participate in any activity without a Safety Officer present. 
  • Ensure all members of the club completes a waiver and are on registered on the club's roster.
  • Understand and comply with Travel Policies set forth by Club Sports Administration.

Facility Inspection’s Checklist

Outdoor and indoor facilities should be inspected for hidden hazards, debris (glass, rocks, cans, or pieces of metal), and cleanliness. If making a request for repair of an on-campus or leased facility, please contact Recreation & Wellness.

  • Debris or unused equipment shouldn’t be left in the gymnasium or on the field. It should be eliminated or stored.
  • Dangerous conditions must be remedied. A few examples include:
    • Freestanding water or high flood areas
    • Utility or manhole covers or obstructions on playing field/surface
    • Unstable bleachers
    • Sharp door edges
    • Areas that create unsafe traffic conditions
  • Swimming pools should meet local health standards and pool bottoms should always be clearly visible.

Injuries/Accidents

Role with injuries/accidents:

  • Minimize the occurrence of accidents and injuries through sound risk management practices
  • All auto accidents and major sport injuries should be documented and reported to Recreation & Wellness within 24 hours. Whether on-campus or off-campus.
  • If on-campus, be sure to follow the protocol for the activity space and notify the facilities supervisor immediately. All outdoor field and Kelly Family Sports Center injuries must be notified to the Kelly Family Sports Center staff. All Recreation Center and FieldHouse Arena injuries must be notified to Recreation Center staff. 

Here are more detailed procedures:

For minor injuries:

  • A certified first responder may render first aid as required on the spot
  • DO NOT diagnose the injury to the victim, a bystander or staff
  • Contact staff available nearby to fill out an Injury Report
  • Recommend the injured seeks assistance from the Injury Care Clinic or local hospital 

For injuries requiring additional medical attention:

  • Do not allow the injured party to go to a medical facility unescorted
  • DO NOT diagnose the injury to the victim, a bystander or staff 
  • Contact staff available nearby to fill out an injury report

For emergencies requiring EMS response or ambulance transport (911 call):

  • Call 911
  • Explain the nature of the emergency and inform them that no EMT is on the scene
  • Give them clear and specific directions to the site
  • Provide the name, age, condition, and brief description of the injury
  • Designate someone to meet emergency personnel at the entrance to the building or field and guide them to the injured party. Designate someone to stay with the victim
  • Emergency personnel will be responsible for determining if and how the injured party shall be transported
  • Contact Recreation & Wellness at (616) 331-1732, once 911 has been called and leave a message if no one is available. 
  • DO NOT diagnose the injury to the victim, a bystander or staff
  • Contact staff available nearby to fill out an injury report

Club Sport Misconduct

If there is any indication that a club sport or its members are found to be in violation of the Student Code, Recreation & Wellness staff are obligated to report findings to the Office of Student Conduct and Conflict Resolution for further review. 

All students are encouraged to become familiar with the Student Code.

HAZING is any action taken or any situation created intentionally that causes embarrassment, harassment or ridicule and risks emotional and/or physical harm to members of a group or team, whether new or not, regardless of the person's willingness to participate.

GVSU policies on hazing can be found through this link.

Hazing incidents can be reported through this link. 

 

 

 

 

 

Club Sports in violation of internal policies unaffiliated to the Student Code are subject to review by Club Sports Administration, the Club Sports Executive Council, and may be subject to loss of privileges or required associated with the Club Sports program or required action. All appeals to the loss of privileges or required action must be submitted to the Associate Director of Recreation & Wellness within 72 hours of receiving notice. 

If violations persist, it may be deferred to the Office of Student Conduct and Conflict Resolution for further review.

 

Club Sport Travel Policies

A Club Sport trip is defined as any club or club members traveling outside of a GVSU facility (including on-campus and leased facilities) to participate in an event or competition while representing Grand Valley State University.

An Executive Board member from the club traveling must complete the Trip Request form (currently housed on www.gvsuclubsports.com under resources) within the requirements listed below. Club’s are not to proceed with travel if their request is not approved by Club Sports Administration.

A chart of documents needed for each type of travel mode is in the appendix below.  

All individuals driving must be approved by the Grand Valley State University Department of Public Safetybefore departing for an approved trip (defined above). Drivers must apply for approval through the Club Sport Drivers form. Drivers must review the Drivers Awareness training prior to seeking trip approval. Drivers may denied for various reasons, including but not limited to: traffic infractions, suspended license, etc.  

Following a trip, the club's Risk Officers must fill out a post-trip report to identify any issues that occurred on the trip, with rental vehicles, and/or drivers. The report will be sent via e-mail to the club following the trip and needs to be submitted within 7 days of the club’s scheduled return date. 

While on a trip, clubs are to follow all policies and procedures listed in the Club Sports Handbook and within the Club Sports Code of Conduct. If any accident or incident occurs while on the trip, please call 911 (if necessary) and notify Club Sports Administration as soon as possible. 

If you are needing a vehicle rental please fill out the Vehicle Rental Request Form on LakerLink.

A chart of documents needed for each type of travel mode is in the appendix below.  

All drivers must apply for approval through the Club Sport Driver form. All students driving university-owned, rental, or personal vehicles on behalf of Grand Valley State University must complete the procedures outlined below. Students must complete this process annually as all permissions expire at the end of each academic year. 

Students with 6 or more points or with special circumstances on their license will not be cleared to drive on behalf of GVSU during club functions.

STUDENT DRIVER

  • Students 18 – 20 are ONLY permitted to drive sedans or mini-vans.
  • Students 21 and older are permitted to drive all vehicles including 12 or 15 passenger vans (in /out of state).

All students (21 and older) that are driving a 12 or 15 passenger van must review the 12 – 15 Passenger Driver Awareness PowerPoint or video. Out-of-state students must obtain a copy of their driving record from the state issuing their driver’s license, and submit to GVSU DPS for review prior to requesting a trip. Unfortunately, we are not able to verify licenses outside of the United States.

GRAND VALLEY DEPARTMENT OF PUBLIC SAFETY (DPS)

DPS will verify licenses through the LEIN (Law Enforcement Information Network) System.  The Student Driver Checklist spreadsheet will be updated with Cleared (Yes / No) and DPS Expiration Date. The LEIN process/check will be updated weekly.

Any drivers (whether using personal or rental vehicles) on student organization trips must be cleared by the DPS as an authorized driver. Students who will be driving must be approved by going to DPS and presenting their driver's license. It is advised that students who anticipate going on trips with their club complete this at the beginning of the academic year.

All drivers are individually responsible for any traffic violations, tickets, etc., and will be expected to pay applicable fines.

Only GVSU students and faculty/staff may travel on behalf of their Club Sport. The Student Life Fund only covers GVSU student travel expenses. Allocated funds may not be used for food expenses.

All participants traveling on behalf of Grand Valley State University are expected to represent the University, Division of Student Affairs, the Department of Recreation & Wellness, and Club Sports to the fullest extent. 

Participants will adhere to all GVSU conduct policies, league/governing body conduct policies, as well as any regulations and/or laws of the trip location(s). Violating rules of conduct or the law may result in arranging for alternative travel plans back to the university at the individual(s) expense. Participants may also be subject to university judicial proceedings if reported to the Dean of Students office.

Rental Vehicles & Personal Vehicles

Rental vehicles must be arranged through the Office of Student Life, all forms can be found on LakerLink. This should be submitted at least two weeks in advance of the trip or event, if not earlier. Personal vehicles can be driven on team travel, although they are the least preferred option. Personal vehicles must also have up-to-date registration and insurance.

Rental Age Requirements

18 and older: Standard rental vehicles

21 and older: 12-15 passenger vans

25 and older: Trucks or luxury SUVs

Charter Buses

Charter buses may be arranged and are the preferred method of travel for Club Sports for various reasons. Contact Club Sports Administration for a list of current preferred Charter Bus companies. There are several size options to help fit your club's needs.

Air

Air travel can be convenient and sometimes less expensive method of travel. Contact Club Sports Administration to assist with finding the best prices. Club Sports Administration can also purchase plane tickets on behalf of the team with the Club Sport Purchasing Card to help not max out an organizations off campus account card. On-campus funding from donations or fundraising may be used to pay for flights.

Out of State Vehicle Rentals

Out of state rentals can be reserved if a club is flying to another state or country and needs to reserve a vehicle. Clubs must contact the Office of Student Life to reserve vehicle(s) out of state at (616) 331-2345 or rso@gvsu.edu. Drivers must be 25 years of age or older on out of state rentals, so charter buses at the airport are preferred.

Rental vehicles must be returned with a full tank of fuel and be clean of all trash, equipment. and belongings. Fines may be assessed if they are returned otherwise. 

Any drivers (whether using personal or rental vehicles) on student organization trips must be cleared by the Department of Public Safety as an authorized driver. Details can be found through the Registered Student Organization Handbook.

All drivers are individually responsible for traffic violations or tickets and will be expected to pay associated fines.

If a club is involved in a vehicle breakdown or accident, please contact Club Sports Administration (club.sports@gvsu.edu) within 24 hours of the accident. 

As most Club Sports travel involves overnight stays, please contact Club Sports Administration if your organization needs help with organizing lodging needs (hotels, campsites, AirBnB, etc.).

Clubs are expected to comply with the following:

  • Arrangements are not to exceed the room(s) established maximum capacity. 
  • Room assignments must be made with same-gendered participants.
  • Coaches are not to share a room with a participant/club member.

Any issues with lodging must be reported to Club Sports Administration within 24 hours of occurring. 

Approved Travel Requests allows for a Class Absence Letter to be made for the participating club. Please contact Club Sports Administration if you need a Class Absence Letter at least two weeks prior to departure. This letter serves only to notify professors of absence, and is the responsibility of each student to complete all work and discuss their absence with professors. 

Letters will not be created for a club without an approved Travel Request and notification within two weeks of departure. 

To request a letter please e-mail club.sports@gvsu.edu with a list of student attending, dates of departure and return, and name/location of event.

Before departing for an approved travel, contact the host institution or site to determine arrangements have been made to assist in dealing with injuries. If there are no established arrangements, clubs should determine their own procedures (i.e. location of nearest hospital or medical center). 

If an injury is beyond the care or certification of any individual(s) on site, have the individual transported to the nearest emergency room or urgent care available. It is recommended that a qualified service (i.e. ambulance service) be used to transport the injured participant. All expenses incurred for treatment, transportation to hospital and hospital bill are the responsibility of the injured participant. Clubs should rely upon the recommendation of the attending physician as to whether the injured participant can be transported back to campus, and what accommodations to use (i.e. university vehicles). 

All injuries requiring medical treatment or a 911 call should be reported to Club Sports Administration (club.sports@gvsu.edu) within 24 hours of the event.

Club Sport Logo Guidelines & Ordering Apparel

Requesting Use of Logo

All use of artwork using GVSU intellectual property or representing a GVSU Club Sports organization must be requested for approval by Club Sports Administration. Please use the Apparel Request Form to submit.

Once your design has been approved, please work with the design team from one of our preferred vendors to create artwork or logos. Preferred vendors have a copy of our brand book that contains all program and individual club logos with guidelines on proper use.

Club's are not permitted to create their own logos without following the policies below or the Grand Valley State University Institutional Marketing policies. 

GENERAL GUIDELINES for the Athletics "GV" Logo 

  1. Items must clearly identify their sport name and word CLUB (e.g. Dodgeball Club) unless the logo is used by itself on an apparel item or competition uniform.
    1. Both the sport name and word “club” must be clearly visible in relation to the logo.
      1. The use of nicknames for individual clubs are permitted, but does not  suffice for clear identification.
  2. Plumber’s Gothic (BOLD, Italicized, and in ALL CAPS) font or the College (BOLD, ALL CAPS) font must be used on all printed items for the club’s name.
    1. Numbers and athlete names on jerseys and uniforms must also use these fonts.
    2. Any additional text is permitted and can be printed in any font.
  3. Sport specific graphics may be used with this logo, but must include the sport name and the word CLUB. Sport specific graphics must be approved by Recreation & Wellness before use. 
    1. Graphics cannot be behind or on top of the university logo. 
  4. Use of the words “LAKER” or “LAKERS” is permitted if there is a clear connection with the university, and must be used in conjunction with GVSU®, Grand Valley State®, Grand Valley State University® or one of the approved GVSU athletic logos.
    1. Any use or resemblance to Louie the Laker is not allowed on any item.
  5. Alterations of any kind or recoloring are not permitted.
  6. Sponsors cannot be displayed in conjunction with this logo.
  7. Items with this logo cannot be sold for fundraising purposes (i.e. parent/alumni online store).

GENERAL GUIDELINES for the Club Sports "GVSU" Logo

  1. Items do not need to display the word “club” next to a sport’s name, unless there is a varsity counterpart at GVSU (e.g. Softball).
    1. This logo may also be used alone on apparel items or competitive uniforms.
  2. Plumber’s Gothic (BOLD, Italicized, and in ALL CAPS) font or the College (BOLD, ALL CAPS) font must be used on all printed items for the club’s name.
    1. Numbers and athlete names on jerseys and uniforms must also use these fonts.
    2. Any additional text is permitted and can be printed in any font.
  3. The use of nicknames for individual clubs are permitted with this logo, with approval from Recreation & Wellness. 
  4. Sport specific graphics may be used with this logo, but must include the sport name and the word CLUB. Sport specific graphics must be approved by Recreation & Wellness before use. 
    1. Graphics cannot be behind or on top of the university logo. 
  5. Use of the words “LAKER” or “LAKERS” is permitted if there is a clear connection with the university, and must be used in conjunction with GVSU®, Grand Valley State®, Grand Valley State University® or one of the approved GVSU athletic logos.
    1. Any use or resemblance to Louie the Laker is not allowed on any item.
  6. Alterations of any kind or recoloring are not permitted.
  7. Sponsors may be displayed in conjunction with this logo.
  8. Items with this logo can be sold for fundraising purposes through approved vendors.

Violations

Violations will be subject to review by Institutional Marketing, the Student Organization Review Board, Recreation & Wellness Staff, and the Club Sports Executive Board. Sanctions may include: fines, suspension or cancellation of facility reservations, revocation of recognized registered student organization status, and immediate confiscation of non-conforming merchandise with replacement costs charged to the offending club.

Cub Sports Logo Files

  1. Full Color GVSU Club Sports Logo
  2. White GVSU Club Sports Logo
  3. Black GVSU Club Sports Logo

 

 

GVSU Club Sports organizations are encouraged to use one of the following licensed vendors.

Stitchtime Corporate Apparel & Products

For a list of all licensed vendors, please visit the CLC website

 

Club Sport Facilities & Hosting Event Information

Club Sport organizations are required to maintain facilities and abide by the policies put in place for facility usage. Individual policies for each Athletic and Recreation Facilities can be found at www.gvsu.edu/sportsfacilities

Reserving Facilities

Reservations for any facility for a club sport organization must be done through Club Sports Administration by e-mailing club.sports@gvsu.edu

Requests for recurring events in the fall semester, such as regular practices, are to be submitted by July 15th. Recurring requests for winter semester are to be submitted by November 15th. Please be sure to note the name of your club and if your practices are reoccurring through the semester.

Requests for games or tournaments must be made at least one month in advance.

 

If a club is hosting an event off Grand Valley’s campus, and the host facility requires a Certificate of Insurance, the club should request a Certificate of Insurance (COI) from Club Sports Administration at least two weeks prior to the event. To request a COI, organizations must e-mail club.sports@gvsu.edu with the following:

  1. Club name
  2. Date(s) of rental
  3. Location time
  4. Address of location
  5. Time(s) of event(s)
  6. Name(s) of other school(s) or university(s) participating
  7. Copy of rental contract
  8. GVSU contact person for event (organization president or coach)

Please note:  Anything outside of the normal activities for a club will not be approved.  In that case, insurance may be purchased by the club through the following link or alternative insurance provider.

Risk Management Renters Insurance and Special Events Insurance

Club Sports hosting events that involves non-GVSU students on-campus who are minors must follow the University's Minors on Campus Policy. This includes camps, clinics, and practice tryouts/workouts. Please reach out to Club Sports Administration at least one month prior to planning an event that involves minors for more information.

 

All on-campus competitions must include a GVSU Club Sport. The only exception to this policy is if a scheduled tournament or "play-day" is taking place. Opposing teams who are interesting in using a GVSU facility must reserve the space through the Athletic & Rec Facilities department. If a Club Sport would like to "host" a neutral site game for opposing teams, they will be responsible for 100% of the cost for staff and athletic trainers. 

Any tournament or event both on or off campus must be requested to Club Sports Administration within one month of the event. Representatives from the club must schedule a meeting with Club Sports Administration within two weeks of the event to ensure that all logistics are covered and to review schedules, tournament packet, and equipment and staffing needs.

Please note the following:

  • This does not include competitions against single opponents.
  • The GVSU Rec Center is unavailable for hosting tournaments, except for certain events in the South Gym only.

Please refer to information within the Parking Services web page when planning to host an event. Club Sports Administration is not responsible for any citations for violating parking rules and regulations. If your event falls within regular permit hours, contact your Administrator to submit an Event Parking Request Form or to obtain Guest Permits.  

Recreation & Wellness will provide the following personnel/support:

On-Campus Home Events

  • Athletic Trainer 15 minutes before event start time until end of the event.
  • Student Supervisor 30 minutes before event start time until end of the event.

Off-Campus Home Events

  • Athletic Trainer 15 minutes before event start time for any sport involving contact until end of the event.
  • Student Supervisors by request only. Please send any request for staffing to club.sports@gvsu.edu.

Club Sport Marketing & Promotions

To promote club sports and communicate with the public, GVSU Club Sports has created a website that houses each club sport’s team page. Rosters, schedules & scores, contact information, and news articles can be found at www.GVSUClubSports.com. This information is only as accurate as the info submitted by your club.

For questions or submission of rosters, schedules & scores, photos, contact information, or news articles, please email club.sports@gvsu.edu

Club Sport organizations cannot manage their own website. All clubs must use  www.gvsuclubsports.com  as their official website.

Fall Club Sport Meeting

Occurs the Sunday before classes and is an opportunity for clubs to come together to prepare for the upcoming year. This event is mandatory for all club presidents, financial officers, risk managers, and paid coaches. 

Live Eat RecFest

Occurs prior to the start of the school year in the Fieldhouse and Rec Center. Rec Fest is an event put on by Recreation & Wellness that allows all club sports to showcase their club to the student body and recruit new members to join.

Campus Life Night

Campus Life Night is a great way to learn about the over 300 registered student organizations on campus, campus resources, and local businesses and non-profits. Campus Life Night is a great event for member recruitment and promotion of your club. 

Club Sport Council Meetings

Club sports officers are required to attend monthly Club Sports Council meetings. Updates, announcements, and instructional overview of the club sports operations are typically discussed at these meetings. These sessions are also created to ensure that club sports officers are developing as leaders outside of the classroom and off the field.

Club Planned Events

Any events outside of regular competitions, practices, and workouts should be reviewed with Club Sports Administration prior to planning to ensure proper accommodations and policies are able to be met. 

Media Inquiries

Club Sport participants, coaches, or any affiliates are not permitted to speak with outside media without prior approval from Club Sports Administration. If you or a member of your club is contacted by a media representative outside of GVSU, please refer them to reach out to club.sports@gvsu.edu.

Press Releases

Clubs are responsible for submitting content to Club Sports Administration to post on www.GVSUClubSports.com. This may include special announcements, results, or information about upcoming events. Keep in mind that Club Sports Administration cannot post information that is not clearly communicated.

Clubs are encouraged to use social media to help raise awareness about their team, promote upcoming events, and highlight results. To ensure clubs are compliant with social media use, they must follow the policies below:

  • Must use graphic that meets logo guidelines as outlined in the Club Sport Logo Guidelines & Ordering Apparel section.
  • Must have the word "CLUB" on the account name (i.e. GVSU Dodgeball Club, not GVSU Dodgeball)
  • Do not post content that would harm GVSU's reputation.
  • Be professional, respectful, positive, and appropriate with all content posted.
  • Avoid content that may be considered objectionable or inflammatory. 
  • Must have a disclaimer in the bio/about section that includes "Official account for the (sport) Club. Content is not an official representation of Grand Valley State University".

Teams are encouraged to take time to review appropriate social media use with all participants prior to each season. Club Sports Administration reserves the right to remove any content deemed inappropriate at any time.