¾ÅÐãÖ±²¥

All club applications require initial expression of interest by: January 1 of each year. Prospective clubs then navigate the required application documentation completions. Completed documentation is due no later than March 31 of each year for a same-year Fall term (e.g. September 1st) approval. 

• No Winter or Spring/Summer term starts will be considered due to high demand of new applications and quantity of current clubs.
• Application submission does not guarantee approval.

In order to apply as a ¾ÅÐãÖ±²¥ Club Sport Program, the following 5 Stage application criteria must be followed, met, and approved.

Stage 1 - Expression of Interest

Expression of Interest must be submitted to Club Sports by January 1. An Expression of Interest can be sent via email to clubsports@ualberta.ca. The Expression of Interest email should include responses to initial research questions and each of the necessary club demonstrations:

Research Questions

A group of students with a common interest in a sport that is not currently represented in programs and services should do the following to explore the possibility of being recognized by the Campus & Community Recreation Club Sports Program. Before you begin the process of applying for club status for your proposed club, here are a few questions to ask yourself:

1. Does your proposed club duplicate any other club, program, or service already in existence at the ¾ÅÐãÖ±²¥?
2. Is your proposed club able to have enough student leadership (executive) in place to support your application?
3. Is your proposed club inclusive to all students?
4. Does your club have adequate student interest in what you're proposing?
5. Can you club fit into the requirements set out within the Club Sports Handbook?
   • Which club classification would you like your club to start in? 
   • Would your club like to move from one classification to another in the future?
6. Do you have enough resources to sustain your club long-term?
7. Do you have enough time to work through your application?
8. Have you taken the opportunity to read through the Handbook requirements to formalize your club application?

Demonstrations

To be considered a Club Sport, a club must consistently demonstrate their viability in the following 10 areas:

1. Demonstration of Interest - Participants and leadership membership base has been evaluated and has been determined that there will be a long term interest in forming a club sport.
2. Demonstration of Organization - A timely, well-communicated, self-sufficient, and well-organized plan to complete and submit an application for a Club Sport is the first essential piece of approval. After submission and approval, a Club Sports needs to have the resources in place to effectively administer their club.
3. Demonstration of Financial Sustainability - Club Sports have no operating budget offered by the University. It is up to each club to build a ‘pay-as-you-go’ budget plan through student-athlete membership fees, university campus recreation enhancement funding (where applicable) and fundraising initiatives.
4. Demonstration of Need - A Club Sport cannot replicate or duplicate existing university programs and services.
5. Demonstration of Safety - The welfare of the Club Sport members must be safeguarded. Evidence should be presented showing well-qualified club leadership, the existence of safety equipment, the supervision of practice and competitive sessions, and Emergency Response Plans through a club-specific Risk Management Plan.
6. Demonstration of Classification - A Club Sport must ensure they fit within the Club Sports Classification model criteria.
7. Demonstration of Commitment - The Club has a commitment to participation for its membership base. The Club has a plan in place which will allow them to ensure they are offering programs and services to their members that are specific to their Club Sport goals and objectives.
8. Demonstration of Compliance - The Club including participants, coaches, choreographers, team staff, student Executive, and/or other team affiliated personnel shall continually abide by the Club Sport Handbook inclusive of the Code of Conduct policy.
9. Demonstration of Values - The Club has committed to build its club within the Campus & Community Recreation values. Principles, Mission, Vision, and Goals all are interconnected with our CCR Values system as well.
10. Demonstration of Professional Understanding - The Club must acknowledge and respect that the Club Sports Staff are dedicated and thorough in attempting to secure approval for all club requests/activities. Understanding and professionalism in regards to declined/unapproved requests is greatly appreciated.

These demonstrations must remain displayed in perpetuity by each club.

Stage 2 - Club Sports Review

After a prospective club completes their Expression of Interest and submits via email by January 1. Club Sports will review the email contents and reply back to the new application. Club Sports reserves the right to decline Expression of Interest inquiries based on resource limitations (e.g. space, staff, etc.).

If Club Sports feels a new application Expression of Interest may be a fit or have follow-up, they will also reply back to the email. If both Club Sports and the prospective club feel there is an opportunity to pursue a new club application into the next stages, Club Sports will create a google shared drive with the necessary documentation required for the next stage of their application.

Stage 3 - Documentation Completion

Documentation completion will be created by Club Sports through the use of a Google Shared Drive organization system. Club Sports will provide the necessary templates when new applications reach this stage. Documentation for the new club application will be reviewed by Campus & Community Recreation. Documentation will include the following, but not limited to:

• Club Classification

• Find out where you’d like to be when you apply and what your long term club goals might be.
• Regardless of which Classification Tier is pursued, all clubs experiencing their inaugural year after 2022-23 will be required to be composed of 100% current ¾ÅÐãÖ±²¥ students.

• Club Executive Information  

• Club Sports requires 5 mandatory positions: President, Vice President, Risk Management Office, Treasurer, and Communications. Additional supplementary positions can be added as the club feels necessary.

• Club Overview

• Include scope of activity details

• Goals and Objectives
  • What does your club hope to achieve both in the short-term and the long-term?
  • Why do you want this club to exist?
  • What objectives will your club strive to meet? 

• Constitution
  • Club Sports will provide you with a template to assist you in getting started.
  • The Constitution outlines the club’s proposed scope and limitations, as well as how the club will be run on a day-to-day basis.
  • Each club’s Constitution describes the purpose and structure of the Club. This document shows how the club’s purpose will be defined, developed and verified.
  • Each Club’s Constitution will provide a documented basis for making future decisions regarding the club and it’s structure; as well as confirming/developing a common understanding of the mission, vision and club values among the club members.
  • Clubs applicants will consult with Club Sports Staff to ensure that their Constitution has been completed with an appropriate amount of detail to support the operations of the club. 

• Facility Requirements
  • Please state required facility type (outdoor field, indoor studio, large gymnasium), length of sessions (5 hours per week; 2 x 3-hour sessions, 1 hour biweekly) and any other information regarding what the facility needs in order to make your proposed club successful (pool lane separators, three 6’ tables).

• Budget Plan
  • How will your club be fiscally responsible? 
  • What revenues will your club generate?
  • Are you aware of any sponsorships, grants or donations that may be available for your club? 
  • Club Sports members should also factor in facility fees and Club Sports administration fees into their budget planning
  • What equipment – and how much/many – will your proposed club need to purchase? Are there any costs associated with proposed games, tournaments, trips that the club anticipates participating in?
  • If your club is associated with an NSO or a PSO, are there any insurance costs associated with becoming a member? Are these fees per team/group, or individual? Will any of these fees be included in the membership dues?

• Proposed Coach/Choreographer (if applicable)
  • Is your club planning on having a coach or instructor? 
  • Will this coach/instructor be paid or volunteer? 
  • If paid, how much will the coach/instructor cost? 
  • Does the coach/instruction have any credentials (i.e. what is required in order to be a coach/instructor for your club?).

• List of Interested Participants

• Please include a list of interested participants. The required minimum for a club to be approved is 10 individuals. This does not include the proposed Executive Team Members.

• Risk Management Plan

1. • Please list any potential emergencies your club may encounter and include an action plan on what your club will do should any of these emergencies occur.
   • Club Sports will support any necessary additional templates, provide edits, and feedback as you work through your application. The Club Sports Coordinator will create a Google Drive account for your new Club Sport application to promote an interactive and collaborative application process with the Club Sports Staff.

All documentation must be completed by March 31st

Stage 4 - Documentation Review

Complete the application documents and submit under the premise that the Club Sports Staff will review and send back for edits, where applicable. The formal proposal must be submitted prior to March 31 for a possible Fall term (e.g. September) start.

Documentation submission does not mean club approval. Clubs may be declined for a variety of reasons, including, but not limited to:

• Conflict / duplication of program or service;
• Late submission;
• Incomplete documentation;
• Lack of a student Executive Team or an unstable Executive Team;
• Staff and/or program capacity;
• Facility demands and/or availability;
• Lack of interest;
• Funding demands;
• Risk management concerns;
• Non-alignment with guiding principles, mission, vision, and/or values;
• etc.

Upon completion of the above items, Club Sports will accept the application submission for each prospective club. No further edits on any documentation will be permitted after official application submission. Club Sports will request a meeting to discuss the finalized application with each prospective club.

Stage 5 - Application Approval

Prospective clubs may be approved or declined; it should not be an expectation that application submission and review will guarantee approval.

Upon approval, each new Club Sport must undergo a one-year probationary status to substantiate adequate administration and maintain the minimum participation requirements for the program. This probationary status also serves to justify that the club has the necessary organization and ability to create a sustainable program.

Campus & Community Recreation reserves the right to refuse or revoke recognition to any club who fails to adhere to the Campus & Community Recreation Club Sports Handbook, misuses facilities, misuses funding, misrepresents the ¾ÅÐãÖ±²¥, and/or uses the ¾ÅÐãÖ±²¥ community for personal monetary gain and/or promotion of a private enterprise.

Deadline for completion is March 31st of each year. Please reach out to your Club Sports Staff to arrange the Annual Renewal Checklist Meeting before this date. This meeting will take approximately 1 hour, should include as many outgoing and incoming Executive as possible and will utilize this checklist to support the meeting's agenda. Annual Renewal Meetings should take place no later than April 15th of each year.

• Club knows where to access, and how to navigate, the Club Sports Handbook.

 Club Sports Handbook

• Club declares and meets the required criteria for their Club Classification.
• Club Classification changes may be requested, but approval will be at the discretion of the Club Sports Program Coordinator.

• Club has held their Annual General Meeting.
• AGM Meeting Minutes have been stored in the club's Google Drive ~ Application/Renewal folder.

• Club has democratically elected their new Student Executive Team.
• All mandatory Executive Positions (or equivalents) are filled: President, Vice President, Risk Management, Treasurer, Communications.
• All non-mandatory Executive Positions are filled.
• Executives have reviewed their associated position descriptions in Section 2.3 of the Club Sports Handbook.

• Club has requested Spring/Summer facility space, if necessary.
• Club has requested Fall/Winter facility space.
• Executives understand the following with regards to facilities:
  • Facility paperwork will always be stored in the "Facilities" folder of the Shared Google Drive.
  • All clubs receive a Facility Booking contract. The contract marked with "🟢" is the most up-to-date copy and should be reviewed by the Executives frequently to confirm times, dates and locations.
  • Facility booking contracts do not show accurate pricing as all Club Sports receive *most facility spaces at a 95% discount (*exceptions apply). Accurate facility costs can be found in the Club Sports Handbook
  • Facility allocation is based on the overall membership size of the club as determined by ActivityReg registration.

• If club is operating in Spring/Summer, there is at least 1 Executive with current IFA & CPR-C training. This Executive's certification has been uploaded to the "Risk Management" folder of the Shared Google Drive.
• Executives understand the following with regards to certifications:
  • At least 1 certified Standard First-Aid/CPR Level C/AED Executive must be present at any and all activities. The more certified Executives you have, the more options you have to distribute this responsibility fairly.
  • Certifications must be uploaded to the "Risk Management" folder of the Shared Google Drive.
  • The Club Sports Program offers two fully subsidized IFA & CPR-C courses for Executives. Training occurs on Saturdays and Sundays from 9AM - 5PM in September and January.

•  Club has updated its Constitution.
  • Make a copy of the current Constitution and add updates; the previous Constitution must not be erased or written over.
  • This objective is not considered complete until the Program Coordinator has approved the revised Constitution.
  • Google Doc format required.

• Club has updated its Risk Management Plan.
  • Make a copy of the current Risk Management Plan and add updates; the previous Risk Management Plan must not be erased or written over.
  • This objective is not considered complete until the Program Coordinator has approved the revised Risk Management Plan.
  • Google Doc format required.

• Signing authority for the club's TD Bank Account has been transferred to 2 returning/incoming Executives (traditionally the President & Treasurer).
• Cheques and other banking materials have been handed over to the new Executive or stored in the club's locker until next year.

• Club has returned all equipment and supplies to the club's allocated storage space(s).
  • Club's bins correctly labeled and stored safely.
  • All old equipment has been recycled or thrown away.
• Club has inventoried and documented all equipment and supplies.

Executive Training Links

It is the responsibility of each club’s Executive to ensure each of their coaches / choreographers have

completed the following checklist items:

→ All Executives have completed and passed their Club Sports online training.
1. All Executives must complete online training regardless if they are new, returning, or hold a non-mandatory Executive position.
→ Club is aware of and EOT opportunities.

• Club has at least one IFA & CPR-C certified Executive Member.
  • Proof of certification has been uploaded to the club's Risk Management folder.
  • At least one certified Executive Member must be at all club activities. A certified General Member, Coach, Instructor, etc. does not satisfy this requirement.
• Free IFA & CPR-C Training in September.
  • All clubs are entitled to 1 seat if they register before the deadline. Seats will be given out on a first-come-first-served basis after each club has claimed their reserved seat.

• → Club login information (CCID, email aliases and password) has been confirmed with Club Sports Staff and also listed on Club Details sheet.
  • Only Executive Members may have access to the club email, Drive, and accounts.
• Club is aware of and knows how to utilize the Google Space.
  • Tagging is vital
• Club Executives understand where to access information on their Shared Google Drive.
  • Original documentation must be stored in the Drive; shortcuts and links should not be used.
  • Documents may not be shared with any personal emails (Executives or otherwise) for any reason. Exceptions may be made for Coach/Choreographer documentation so long as access is revoked following completion.

• Club knows where their storage is (VVC 1-653 // ED GB-08 // VVC 2-635A) and who should be given access to it.
  • Club facility codes and locker combinations can be found in the Club Details sheet in bold, red font.
  • Club has completed a full inventory of equipment.
  • An inventory must be submitted before you can request more bins.

Join a Club

In order to successfully register in a Club Sports Program as a member, please complete the following 2 (or 3) steps:

1. 🟢 Club Sports Program Administrative (ActivityReg) Fee | $10.50 (student) / $15.75 (non-student) per term

• Registration must occur each term in which you participate in our programs:
  • Spring/Summer - May 1 to Aug 31
  • Fall - Sep 1 to Dec 31
  • Winter - Jan 1 to Apr 30
• A participant may register for more than 1 club however they are required to pay this fee per club.
• All fees go directly to the Club Sports Program for the purposes of overall Club Sports Program costs including but not limited to:
  • Student staff support
  • Risk Management supplies
  • Marketing & Promotions
  • Office supplies
  • Storage equipment
  • Facility maintenance / upkeep / utilities,
  • Equipment repair / replacement,
  • Special events / fundraising campaigns,
  • music licensing fees,
  • etc.

2. 🟢 Club-Specific Membership Fee | registration fee dependent on club

• Each club sets its own membership registration process, including a variety of different fees depending on each specific club.
• A participant may register for more than 1 club however they are required to pay this fee per club.
• Clubs will generally collect payment through e-transfer directly to their club's TD Bank account or in-person via cash.
• Club contact information is also available on this website by accessing each club's webpage.

3. Non-Students (only) - VVC Membership Requirement

Non-Student participants without a valid VVC membership are required to purchase a VVC membership in addition to the two steps above.

• Current UofA students, staff, and faculty are not required to complete this step.
• Drop-In Passes do not count as a membership for Club Sports Program participation.
• In addition to Club Sports Program activities, Van Vliet Centre (VVC) memberships give you access to other membership amenities in the VVC.
• A variety of membership types are available.

VIEW | VVC Membership Information

• Club has signed up for Clubs Fair, CCR promo, and solidified plans for any "trial" sessions.
  • Trial/free sessions still require waiver signature, which is completed by registering under the "Free Drop In" option on ActivityReg.

→ Club weekly bookings will be used for?
→ Club Special Events // Travel for the semester currently include?

Associated Special Event Request Forms and Travel Request Forms are required for all programming that falls outside of activitiy typically done during weekly bookings (workshops, tournaments, travel, social gatherings, etc.).

• All social media login information (emails, usernames and passwords) is written in the Club Details sheet.
• Club understands the UofA branding guidelines.
  • No Bears / Pandas or anything related to them; prohibited by Athletics
  • All merch must have the club insignia somewhere.
  • Mocks for merch must be approved before being sent to print.

Please email clubsports@ualberta.ca for any website updates

→ Club can locate all key information on Club Sports website.
→ Club is aware of, and can utilize, BearsDen

6 COACHES & CHOREOGRAPHERS

6.1 Overview

Clubs may seek the assistance of a coach and/or choreographer to lead their club through their sport and/or activities with approval from the Club Sports Staff.

It is imperative that a coach and/or choreographer maintains the same philosophy of student development incorporated into the Club Sports Program and Campus & Community Recreation. The coach and/or choreographer must allow the students to take on the administrative requirements of the Club Sports Program and concentrate their efforts on coaching decisions only.

6.2 Agreements

An agreement is any written document that creates an obligation. Club Sports do not have the legal identity to enter into contracts on their own behalf. Only those individuals expressly authorized to sign certain types of human resource, facility rental, and dollar amount agreements may sign such contracts. Students who sign agreements become personally liable for the agreement. Clubs renting out club equipment can obtain a rental agreement contract from the Club Sports Staff.

6.3 Coach & Choreographer Checklist

It is the responsibility of each club’s Executive to ensure each of their coaches / choreographers have completed the following items:

6.4 Approval

Individual Clubs cannot appoint a Coach and/or Choreographer on their own. Each coach and/or choreographer needs to be discussed with and organized through the Club Sports Staff. There are several different variations of coach and choreographer that will need certain documentation based on their classification.

6.5 Coach & Choreographer Classification

6.6 Term

Coach / choreographer services will end no later than April 30th of each year. All coaches and choreographers must reapply for their positions after the expiry date regardless of how long they have been affiliated with the club. The person who serves in a coach or choreographer role will not be considered an employee of the ¾ÅÐãÖ±²¥. 

6.7 Certifications

For Competitive club classifications, all coaches and/or choreographers selected by a club must have coaching certifications and/or endorsements recognized by their National Sport Organization (NSO) and/or Provincial Sport Organization (PSO)

If a coach does not have a nationally recognized certification/endorsement, they must attend the required clinics offered by the NSO/PSO. Continued education and training in sport-specific coaching theory is strongly recommended for all Club Sports coaches. 

A copy of the certification(s) will need to be provided to Club Sports Staff.

6.8 Executive

An Executive with Standard First-Aid and CPR Level C certification must be present at all club activities. This includes activities in which a coach or choreographer is leading an activity.

6.9 Payment

It will be at the Club’s discretion and approval from the Club Sports Staff on the structure of payment (or non-payment) to be issued to each coach / choreographer. Some clubs may choose the following, using their club funds (or other approval sources of revenue):

• payment to a coach / choreographer for their services provided
• payment for travel and associated costs of coach / choreographer
• gifts in kind to coach (e.g. club merchandise, food)
• payment of registration fees

6.10 Officials and Judges

Scheduling officials and judges is the responsibility of individual clubs. The Club Sports Staff is available to assist in locating qualified officials. Clubs will have officials sign an agreement when scheduled for a game/contest to confirm their commitment. All forms of payment must be pre-approved by Campus & Community Recreation.

6.10.1 Payment of Officials

There are two (2) ways to pay officials for working games/tournaments/events:

• Association Agreement: A standing order is set up with a league or an official’s organization and they will submit a bill to the club for games officiated. The Sport Club then pays the league or organization and is not responsible for payment to individual officials. This is the most preferred way of paying officials.
• Independent Contract for Services (i.e. Paid Coaches): Contact the Club Sports Staff in advance of the game/contest to make the necessary arrangements. 
  NOTE:  Some University employees may not be eligible to be paid for services other than their current employment position.

6.11 Conduct Guidelines

1. The coach / choreographer shall be aware of and follow all University and department procedures relative to the Club Sports Program. The club executive should schedule an appointment with the Club Sports Staff and coach / choreographer to cover these procedures.
2. The coach / choreographer should restrict their contributions to coaching/choreography and should refrain from activities involved in the club’s management. A Club Sport is first and foremost a student organization. The philosophy and key to the success of the Club Sports Program has been the continued emphasis placed on student leadership and participation. Therefore, matters involving the management of the club must be left to the student executives. The student leaders, not the coach, must serve as the liaison between the Club and the Club Sports Staff.
3. Club business matters (hosting tournaments, submitting forms, equipment requests, etc.) must be handled by the student members with the coach serving in an advisory capacity. Club activities and events should be a team effort and not left solely to the coach or student representative.
4. Coaches / choreographers should refrain from discussing Club Sport matters with anyone but the Club and Club Sports Staff.
5. Participation in the Club Sports Program is completely voluntary. Monetary rewards or scholarships shall not be promised or given to any player or prospective player by the coach. If club scholarship funds have been established, a committee of club members shall decide who will receive these rewards according to the written guidelines for that account.
6. Coaches / choreographers should help ensure good sportsmanship at all times. Club members are representative of the ¾ÅÐãÖ±²¥ and should conduct themselves in a manner that does not detract from the reputation of the University. This includes competitive situations on and off-campus, contact with other teams and institutions, and interactions with event staff.
7. Campus & Community Recreation has an obligation to protect the student members of the Club Sports Program. If, in the opinion of the Club Sports Staff, students are being neglected or misled by the coach or if the coach / choreographer is not working in the best interest of the club, the coach will be released from their position within the club.
8. Coaching / choreography is not only an obligation to develop skills, condition and motivate players, but also to protect their safety. In addition to taking certain steps to reduce the risk of injury to students, coaches should be concerned with the risk of their own liability as a result of serious injury. It is recommended that coaches/choreographers purchase travel, medical and liability insurance.
9. Coaches / choreographers need to be aware that the Campus & Community Recreation Competitive Tier and Performance Tier system is not on a path toward ¾ÅÐãÖ±²¥ varsity status.

The Campus Recreation Enhancement Fund (CREF) was created to help ensure that high quality recreation programs, equipment and facilities remains diverse, convenient, accessible, equitable and affordable to all students.

Organizations and departments that apply for funding must show that their request will have a positive impact on student life and facilitate a healthy and active lifestyle for students.

The Campus Recreation Enhancement Fund Council is responsible for allocating funds and reporting to the Students' Union on an annual basis.

CREF website

The Campus Recreation Enhancement Fund is now accepting applications for the 2025-2026 funding year. Eligible student groups, club sports, Campus and Community Recreation Departments and other ¾ÅÐãÖ±²¥ applicants can apply.

Please note that the application must be completed in one session and all sections must be completed for your application to be considered. For more information please read through the following documents for the updated application process and an outline of all of the questions contained within the application. If you have any questions please email racchair@ualberta.ca.

Application closes February 28, 2025 at 11:59 P.M.

Commonly asked questions about the Google Form submission:

1. What do they mean by Communications or Quotes, shared hyperlink?
- CREF wants to have proof of money request amount. E.g. if you have 2 allocations, 1 for equipment and the other for registration fees, you should include any quotes or shared emails that outline the costs for these. These are non-mandatory fields, but the committee just wants to see that you've done your research and that the amounts you are requesting are within the actual amount of will require. Make sure your hyperlinks are shared for "all" to "view only"

2. What if I don't have the X budget category asked for?
- that's okay, leave it blank

3. Is your Club an SU registered club?
- yes. You sit within CCR, and follow CCR's policies, but we also have all clubs registered with the Student Union

As your CREF presentation approaches, here are a couple of things to keep in mind:

1. Your presentation should be a brief summary of your request submission. Some things that you can include are (not limited to): Information about your organization, statistics, impact of your organization to the student community, your request, importance of your request, will your program/project still proceed without CREF, how will you recognize CREF, etc...)
2. We recommend that your group arrives 5 mins early for your presentation (there will be chairs outside the room for you to wait). We will come out and get you when it is your time to present. If you are late, we will be forced to shorten your allocated time. Please note that presentation times are all in Edmonton (MST) time.
3. We are limited in presentation time and we can only accommodate, at most, two representatives from your group.
4. The entire presentation slot will only last ten minutes. You will have five minutes to present your application and then the CREF committee will have five minutes to ask any questions pertaining to your application. Note: Your presentation slot is scheduled for 15 minutes in the event of a technology issue or
   other unforeseen scheduling issues.
5. If you have a presentation slide, please send presentation resources (we ask that all resources are on your presentation slide ) to racchair@ualberta.ca prior to 24 hours prior to your presentation time. We will load all of them into a laptop connected to a screen. This will lessen the time needed to set up your presentation.
6. Missing your scheduled presentation time will result in the automatic denial of your application.

The allocation received for the Campus Recreation Enhancement Fund may be reallocated toward another request. To do so, you must fill out the following Google Form in entirety and a separate form should be submitted per line item of your original allocation. This is not the correct form for a new application to CREF or for applying for the rollover of funds from a previous year. If you have questions please contact racchair@ualberta.ca.

Note: Your allocation may only be re-allocated twice during its lifespan, but requests for reallocation may take place outside of the CREF application periods. Reallocation approval sits with the CREF Committee.

The Annual Club Sports Gala is officially open for registration for the 2024-2025 year. The Club Sports Gala is an annual event hosted to commemorate the contributions, accomplishments, and hard work of the club executives throughout the past year. Please join us in an opportunity for the Club Sport executives, members, and other supporters to come together and recognize their efforts.

An exciting change for this year: all general members, coaches/choreographers, or any plus 1s you wish to invite are welcome!

Black Tie

Central Social Hall

Website:

Underground parking is available for a fee. The venue is also accessible via public transit. Be sure to arrange for a safe ride home. 

Google map location of the venue:

Friday, April 4, 2025
6:30 pm - 9:30 pm

This event begins and end at the Central Social Hall. It is the responsibility of all participants to find their own safe, reliable transportation to and from host venue.

-MIX & MINGLE STYLE-

Spicy Kettle Chips + Dip

house made spicy crispy cut potato chips, caramelized onion sour cream dip

Perogies

local handmade potato + cheddar perogies, caramelized onion sour cream

General Sho’s Sweet Chili Poke Box

crispy tofu, toasted shallot jasmine rice, signature sweet chili garlic sauce, avocado, charred corn, salted cucumber, watermelon radish, puffed togarashi rice, furikake sprinkle

Truffle Mushroom Linguini

truffle cream sauce, mushroom medley, spinach, parmesan, herb bread crumb

Honey Fried Chicken Sliders

buttermilk fried chicken breast, cheddar, dill pickles, slaw, bbq sauce, garlic mayo, brioche bun

voted #23 in The Tomato Magazine’s Top 100 Best Things to Eat in Edmonton

Crispy Chocolate Crunch Bar

crunchy milk chocolate base, coffee cheesecake, coffee crisp pieces, chocolate coffee mousse, chocolate drizzle

Please refer to the detailed itinerary provided below for an overview of the evening's proceedings. The early moments of the night will include speeches, and award announcements. During this time you are expected to remain in your seat, and pay attention to the speakers in a respectful manner. In the later part of the evening, the atmosphere will transition into a more casual and fun-filled reception.

A ticket purchase will include a mix and mingle style dinner mentioned on the card attached below. Any additional food or beverage purchases beyond the menu items will be the responsibility of each individual.

• Executives will have priority registration until March 8th.
• Registration for non-executives, members, and plus-ones will open on March 9th.
• All registrations must be completed by March 14th.

Please feel free to advertise the Gala to members, coaches/choreographers, and any plus 1s you are planning to bring. Please note registration will not be open to them until March 9th, this is so executives get priority for tickets as spots are limited and will fill up quickly.

Please send this google form to your executive team, coaches and general club members to fill out. The deadline for this form will be extended to Wed, March 5, 2025.

•  Club of the Year
•  Most Improved Club
•  Largest Club
•  Community Involvement Award
•  Executive of the Year
•  President of the Year 
• Vice-President of the Year 
• Treasurer of the Year
•  Risk Management Officer of the Year
• Communications Officer of the Year

•  Club of the Year
•  Most Improved Club
•  Largest Club
•  Community Involvement Award
•  Executive of the Year
•  President of the Year 
• Vice-President of the Year 
• Treasurer of the Year
•  Risk Management Officer of the Year
• Communications Officer of the Year

Thank you for attending our Gala on Friday, April 4, 2025!This is our official feedback form where you (yes, you!) are welcome to submit your thoughts on our event. Please provide as little or as much feedback as you are comfortable with. It can be things you enjoyed, things that could've been better, suggestions, or anything else you'd like to include! We encourage honesty; it's hard for us to improve if we don't know what to improve upon!

Thanks again for joining us for a night of celebration! 

Our sponsors from the Peter Lougheed Leadership College and the Garneau Chiropractic Clinic will be present at this event to network with students.

Prize Draw: The prize draw will occur near the end of the night. Prizes are provided by:

• YEG Cycle 
• U of A Bookstore 
• The Sherlock Holmes Pub Campus
• Bee-Clean
• Aradia 
• Beercade

Thank you to all our generous sponsors!

It is the participant’s responsibility to seek the appropriate medical attention, however Club Sports executives and/or coaches should encourage proper care is taken for all head injuries. Take a conservative approach for any suspected head injuries.

RETURN TO LEARN (RTL) PROTOCOL

Symptom-limited cognitive activity can be initiated after the acute phase (24-48 hours) and should precede initiating the return to play process. If the athlete is successful in completing one RTL stage without exacerbating symptoms, they can progress to the subsequent stage the following day. If cognitive activity provokes symptoms, the athlete should reduce cognitive activity to a sub-symptom threshold.

RETURN TO PLAY (RTP) PROTOCOL

Symptom-limited physical activity can be initiated after the acute phase (24-48 hours), and should proceed to the return to learn process. There should be 24 hours between stages. If symptoms recur, the athlete should return to the previous asymptomatic level after being symptom free for a minimum of 24 hours. Participants should not progress to stage 2 RTP until sign and symptom free.

This inspection must be completed each practice/session before activity can begin in an indoor space. This is done to ensure that there are no risks for your participants. If there are any items on this list that are not checked off after your survey of the area, please inform your Recreation Facilitator. In the event of an emergency, please notify Club Sports immediately.

ALL CLUB SPORTS UTILIZING AN INDOOR FACILITY MUST CONFIRM:

• There is at least one Club Executive Member onsite who holds valid Intermediate First Aid, CPR-C and AED certification.
  • This individual is trained in the club’s Risk Management Plan, knows the location of the nearest AED and fire extinguisher, and can provide a street address of the club’s location in case of emergency.
• The club’s Risk Management Binder is onsite.
• A first aid kit is onsite and stocked with the following:

• Adhesive Strips;
• Adhesive Tape;
• Antiseptic Wipes;
• Band-Aids;
• Conform Bandages;
• CPR/Pocket Mask with a One-Way Valve;
• Elastic Wrap Bandages;
• Gauze Pads;
• Motion Sickness Bags;
• Pressure Bandages;
• Safety Pins;
• Scissors;
• Trauma Dressing;
• Triangular Bandages;
• Tweezers;
• Vinyl Examination Gloves.

• The floor is not wet and there are no hazards that participants could slip on such as water, cleaning supplies, etc.
  • If the liquid is an unknown liquid, it should not be touched without proper PPE. Contact Facility Services for assistance.
• There are no tripping hazards on the ground or any of the playing areas.
  • There are no loose items that participants could trip over such as sports equipment, bags, clothes, electrical cords, etc.
  • There are no loose floorboards or any objects protruding from the floor such as nails, screws, etc.

• There is no broken glass on the ground or any of the windows/doors.

• There are no protruding objects on the walls such as nails, screws, broken bricks, loose wall panels. etc.

• The ceiling is intact and there is no falling debris.

• There is proper lighting in the area and all lights are in working order without any hazards such as broken light boxes, broken light switches, ripped electrical cords, or burnt out light bulbs that are either completely burnt out or flickering.

• All participants know not to use any areas closed off with red/yellow tape or construction barricades and to not cross these barricades under any circumstances.

• All equipment used by the participants such as table tennis tables, rowing machines, spin bikes, etc. are in proper working condition and there are no broken parts or protruding objects coming off the equipment.

• If any of the equipment is not in working order, it should be set aside and out of range of the activity area. All participants must be informed not to use the identified equipment until it’s restored to proper working order.
• Inform your Recreation Facilitator of the broken equipment.

• All exit doors are in working order and there is a clear path with no equipment, objects or individuals obstructing the evacuation pathway.

• There is access to a working fire extinguisher if a fire starts in the area and a working AED if a medical emergency occurs.

ALL AQUATIC CLUBS MUST ALSO CONFIRM:

• A lifeguard is present on deck and actively supervising the pool.

• There are no objects floating in the water that would inhibit the practice or pose a hazard to participants.

• There are no protruding objects on the edge of the pool including the walls of the pool or the railings into/out of the pool.

This inspection must be completed each practice/session before activity can begin in an outdoor space. This is done to ensure that there are no risks for your participants. If there are any items on this list that are not checked off after your survey of the area, please inform your Recreation Facilitator. In the event of an emergency, please notify Club Sports immediately.

ALL CLUB SPORTS UTILIZING AN OUTDOOR FACILITY MUST CONFIRM:

• There is at least one Club Executive Member onsite who holds valid Intermediate First Aid, CPR-C and AED certification.
  • This individual is trained in the club’s Risk Management Plan, knows the location of the nearest AED and fire extinguisher, and can provide a street address of the club’s location in case of emergency.
• The club’s Risk Management Binder is onsite.
• A first aid kit is onsite and stocked with the following:

• Adhesive Strips;
• Adhesive Tape;
• Antiseptic Wipes;
• Band-Aids;
• Conform Bandages;
• CPR/Pocket Mask with a One-Way Valve;
• Elastic Wrap Bandages;
• Gauze Pads;
• Motion Sickness Bags;
• Pressure Bandages;
• Safety Pins;
• Scissors;
• Trauma Dressing;
• Triangular Bandages;
• Tweezers;
• Vinyl Examination Gloves.

• The field/playing surface is not wet and there are no hazards that participants could slip on such as water, cleaning supplies, etc.
  • If the liquid is an unknown liquid, it should not be touched without proper PPE. Contact Facility Services for assistance.
• The field/playing surface has no tripping hazards on the ground or in any of the playing areas.
  • There are no loose items that participants could trip over such as sports equipment, bags, clothes, rocks, glass, etc.
  • The ground is relatively flat and there are no holes in the ground that participants could trip on.
  • The grass is mowed to a reasonable height and there are no weeds or roots on the ground that participants could trip on.

• The field/playing surface is clear of standing obstacles.

• This includes obstacles such as trees, bushes, lamp posts, sheds, etc.
• If any of these obstacles are near the playing area, activity should be conducted as far away from these objects as possible.

• The weather is acceptable for playing.

• The weather is not too hot that participants may suffer heat exhaustion, heat stroke, etc.
• The weather is not too cold that participants may suffer frostbite, hypothermia, etc.
• There are no weather warnings in effect such as storm warnings, tornado warnings, etc.

• All participants know not to use any areas closed off with red/yellow tape or construction barricades and to not cross these barricades under any circumstances.

• All equipment used by the participants such as goal posts, nets, balls, etc. are in proper working condition and there are no broken parts or protruding objects coming off the equipment.

• If any of the equipment is not in working order, it should be set aside and out of range of the field/playing area. All participants must be informed not to use the identified equipment until it’s restored to proper working order.
• Inform your Recreation Facilitator of the broken equipment.

• Bleachers or player’s benches in your area are all in working order and free of any debris.

• A staff member is working nearby in case of an emergency.

• There is access to an Emergency Blue Phone Box that is in working order, or at least one method of communication (such as a telephone) in case of emergency.

• Get Active Questionnaires (GAQs) are included here and may be utilized if/when an Executive Team, Club Sports Program Staff, or other authorized group believe that a basic medical screening is useful and/or necessary for activity participation.
• The GAQ is the current Canadian Society of Exercise Physiology endorsed and evidence-based pre-screening tool for physical activity at all ages.
• GAQs include the personal information of Club Sports Program participants. The Executive Teams of the Club Sports Program are permitted to access and/or collect GAQ information to facilitate the proper, safe and smooth operation of a Club Sport; however, because Executive Teams are permitted such access, they are responsible for doing everything in their power to facilitate the protection of that information.

• GAQs have a specific protocol that Executives must follow to to ensure the protection of personal information:

• 1. A GAQ that is completed to any degree must be physically delivered to the Club Sports Program Staff as soon as possible.
     • The Club Sports Program Staff will ensure the GAQ is documented properly before destroying the physical copy.
  2. If the Club Sports Program Staff are not immediately available, the GAQ must be stored securely in the Club Sport’s assigned locker in VVC 1-653.
     • The Club Sports Program Staff must then be alerted of the GAQ through the appropriate communication channels.
  3. If secure storage is not immediately available, GAQs should be supervised by an Executive Member until they can be secured or delivered to the Club Sports Program Staff.
     • This supervision should happen in a way that minimizes the number of individuals who see (or may be able to see or otherwise capture) the GAQ’s information.

This checklist must be completed each practice/session before activity can begin. This is done to ensure that the designated IFA certified Executive Member at a club activity is sufficiently prepared to respond to an emergency. All the required information in this checklist can be located in this Risk Management Binder.

THE IFA CERTIFIED EXECUTIVE ON DUTY MUST CONFIRM:

• There is at least one Club Executive Member onsite who holds valid Intermediate First Aid, CPR-C and AED certification.
• The Club Risk Management Binder is onsite.
• A first aid kit is onsite and stocked with the following:

• Adhesive Strips;
• Adhesive Tape;
• Antiseptic Wipes;
• Band-Aids;
• Conform Bandages;
• CPR/Pocket Mask with a One-Way Valve;
• Elastic Wrap Bandages;
• Gauze Pads;
• Motion Sickness Bags;
• Pressure Bandages;
• Safety Pins;
• Scissors;
• Trauma Dressing;
• Triangular Bandages;
• Tweezers;
• Vinyl Examination Gloves.

• Whether or not there is a Club Sports Program Staff Member on site, where they would be located and how to contact them.
  • If there are no Club Sports Program Staff onsite, the IFA certified Executive should confirm whether or not there are any building/facility staff on site, where they would be located and how to contact them.
• The appropriate Facility Checklist has been completed before activity begins.
• The participants have been informed about the IFA Certified Executive’s presence and purpose before activity begins.
  • The IFA Certified Executive on duty should identify themselves visually to the participants.
• There is a way to contact emergency services.
  • A fully charged cell phone can fulfill this requirement.
• The street address of the club activity (in case directions need to be provided to emergency services).
• The location of the nearest, accessible AED.
• The location of the nearest working fire extinguisher.
• The nearest exit and the most efficient pathway to reach it.
• The nearest muster point and the most efficient pathway to reach it.
• The incident report procedure has been reviewed and understood.

• • It is expected that all student-athletes report all injuries to the Club Sports Staff and their club’s Risk Management executive (or other club Executive if Risk Management executive unavailable).
  • Unsure of whether to fill out an incident report? If the injury could turn into something that could force someone to miss time from work or school, it needs to be reported.
    • Incident reports should also be filled out for “near misses” (when a person may have been injured)
  •  Completed medical incident forms must be completed and delivered to the Club Sports Coordinator within 48 hours of the incident occurring. 

• All sections on the form must be completed in BLUE or BLACK ink as neatly as possible as they are legal documents. 

• • If you needed to call ¾ÅÐãÖ±²¥ Protective Services or any form of Emergency Services (fire, ambulance, police) for the incident, notify the Club Sports Coordinator as soon as possible. 
  • If the person injured is a student or staff member who is currently working, they should fill out a WCB form in the next 72 hours or 3 days, whichever time period is shorter.

• Incident reports are legal documents. Please be as detailed as possible and ask for help if you are unsure or have questions. 

• • If injury occurs off-Campus, be sure to obtain any additional documentation which might be completed by other Universities, police, ambulance personnel, doctors, or hospitals.

Note: These procedures are meant to be a general guideline in the event of injury or incident at a club practice or event. Please note that the safety and wellbeing of program participants is paramount and information in this document should be followed as best as possible but may be altered if the situation calls for it. 

Note: These procedures are meant to be a general guideline in the event of injury or incident at a club practice or event. Please note that the safety and wellbeing of program participants is paramount and information in this document should be followed as best as possible but may be altered if the situation calls for it. 

• • Paper waivers are included here and may be utilized if/when ActivityReg registration cannot be determined.
  • The Executive Teams of the Club Sports Program are permitted access to the personal information of the Club Sports Program participants to facilitate the proper, safe and smooth operation of a Club Sport; however, because Executive Teams are permitted such access, they are responsible for doing everything in their power to facilitate the protection of that information.

• Paper waivers have a specific protocol that Executives must follow to to ensure the protection of personal information:

• 1. A waiver that is completed to any degree must be physically delivered to the Club Sports Program Staff as soon as possible.
     • The Club Sports Program Staff will ensure the waiver is documented properly before destroying the physical copy.
  2. If the Club Sports Program Staff are not immediately available, the waiver must be stored securely in the Club Sports assigned locker in VVC 1-653.
     • The Club Sports Program Staff must then be alerted of the paper waiver through the appropriate communication channels.
  3. If secure storage is not immediately available, completed paper waivers should be supervised by an Executive Member until they can be secured or delivered to the Club Sports Program Staff.
     • This supervision should happen in a way that minimizes the number of individuals who see (or may be able to see or otherwise capture) the waiver’s information.

The President is responsible for completing the most important elements of running a successful club. The President is ultimately responsible for making sure the club, its executive, coaches/choreographers, and its members are fully compliant with all policies and procedures but can delegate tasks as they see fit. These duties include, but are not limited to, the following:

• Attend and/or complete the annual President Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (online FAQ’s);
• Train the incoming President on duties and procedures;
• Serve as the primary liaison between the club members, the Club Sports Program Staff, and Campus & Community Recreation;
  • Communicate frequently with the Club Sports Program Staff and schedule meetings with the Club Sports Program Coordinator at the frequency prescribed by their Club Sport’s classification status;
  • Responsible for attending all meetings scheduled with the Club Sports Program Coordinator and ensuring the presence of other required members;
  • Ensure that any necessary paperwork, forms, and/or reports are submitted by the indicated deadline;
  • Submit any incident reports to the Club Sports Program Staff within 24 hours of incident including:
    • Any conflicts, disciplinary matters or complaints regarding the club’s behavior;
    • Medical incidents;
    • Travel incidents (e.g. accidents).
  • Ensure members and the Club Sports Program Staff are aware of all Club Sport operations including practice schedules, competition schedules, meetings, and events;
  • Ensure the Start Up and Annual Renewal processes are completed;
  • Ensure an annual facility request is submitted to the Club Sports Program Staff;
  • Report results of all competitions, advancements, disqualifications, and records to the Club Sports Program Staff.
• Provide and embody the overall vision and direction of the Club Sport;
• Inform all club members of policies, procedures, expectations, emergency procedures, information sessions and any other pertinent content of the Club Sports Handbook, the and all other related policies and procedures, including the ¾ÅÐãÖ±²¥ Code of Student Behavior;
  • Assure members are up-to-date on policies and procedures from the Club Sports Handbook;
  • Monitor the activities of the club to ensure compliance to the policies and procedures of university.
• Schedule and lead club meetings, including the Annual General Meeting (AGM);
  • Responsible for assuming or delegating the responsibility of meeting minutes at Executive and General Meetings, which are then made available to all active club members.
• Manage the Executive Team and call Executive Meetings as per the Club Sport’s Constitution;
  • Organize the Club Sport’s annual election;
  • Schedule a meeting at the end of the club season (March 31st) to evaluate the year and prepare for any executive turnover;
  • Oversee and ensure other Executive duties are carried out.
• Serve as a representative to the local, provincial, or national governing body/sport organization where applicable;
• Responsible for checking the Club Sport’s U¾ÅÐãÖ±²¥ email account regularly and ensuring prompt replies;
• Work with the Executive Team to promote the Club Sport;
• Interview, hire, and evaluate coaches/choreographers with the assistance of the Club Sports Program Staff;
• Maintain an inventory of equipment and supplies managed by the Club Sport.

The Vice President is responsible for supporting the president in the operations of the club. In the absence of the President, the Vice President shall assume the position of President until the current president returns or an election is held to fill the position. This role is responsible for providing support to other executives to ensure club activities are in accordance with Club Sports policies and procedures. These duties include, but are not limited to, the following:

• Attend and/or complete the annual Vice President Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the incoming Vice President on duties and procedures;
• Provide support with the President’s duties regarding the operation, management and planning of Club Sport activities and events;
• Provide support with the President's duties regarding liasoning with the Club Sports Program Staff;
• Ensure that any necessary paperwork, forms, and/or reports are submitted by the indicated deadline including, but not limited to:
  • Attendance/Participant Lists for Events & Travel;
  • Coach/Choreographer Forms;
  • Conduct Forms;
  • Executive Training Completion Statuses;
  • Evaluations;
  • Risk Management Forms (Emergency Action Plans);
  • Special Event Request Forms;
  • Travel Request Forms;
  • Waivers.
• Assist the other Executive Members with their duties as needed.

The Treasurer is responsible for keeping completed and updated records of all club financial transactions per university financial policies and provincial laws. These duties will include, but are not limited to, the following:

• Attend and/or complete the annual Treasurer Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the incoming Treasurer on duties and procedures;
  • Assist the incoming Treasurer in creating a budget for the next fiscal year at the end of the season.
• Assist the President and Vice President with Budget Plan preparation;
• Oversee the Club Sport’s Budget Plan;
  • Upload the monthly bank statement on the 5th of every month;
  • Complete the line entries in the Budget Plan including links for all receipts to document expenditures;
  • Manage financial operations and reconcile the Budget Plan on a regular basis;
  • At no time may a Club Sport run at a deficit. If this occurs, the Treasurer is to notify the Club Sports Program Staff immediately.
• Coordinate, approve and submit all Club Sport expenses for payment;
  • Complete reimbursement forms, including the collection and submission of all receipts;
  • Submit deposits and cheques;
  • Upload documentation of quotes, sales orders, invoices and receipts to the corresponding folder in the Shared Drive.
• Work with the Club Sports Program Staff to develop the Budget Plan, purchase requests, and to ensure efficient use of funds;
  • Provide a finalized budget to the Club Sports Staff before the beginning of the academic year;
  • Complete and submit all funding applications to the Club Sports Coordinator prior to the specified deadlines.
• Budget and communicate required club-specific membership fees to the Club Sports Program Coordinator, Executives Members, and General Members;
  • Ensure all active members pay their club-specific fees by the specified deadlines;
  • Process and complete all league, tournament, and registration fees;
  • Organize refunds at the end of the competitive season, if applicable.
  • Ensure Facility Invoices are paid before the indicated deadline;
• Lead the development of the Club Sport’s annual CREF request;
• Communicate detailed financial reports to the Executive Team;
• Ensure all coach/choreographer payments and honorariums are distributed to the appropriate individual(s).

The Risk Management Officer Executive will be responsible for the risk management aspects of a Club Sport’s activities. These duties will include, but are not limited to, the following:

• Attend and/or complete the annual Risk Management Executive Training module (online, self-guided)
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the future Risk Management Executive on duties and procedures;
  • May be required to identify and/or train multiple Executive Members on the appropriate travel and safety policies in the event they won’t be attending an event or competition.
• Ensure the safety of all Executive and General Members during travel, practices, and competition;
• Ensure the Executive Team, General Members, Coaches/Choreographers, etc. operate within the safety and risk management procedures outlined in the Club Sports Handbook;
  • Ensure there is one Intermediate First Aid, CPR-C and AED certified Executive Member present at every activity;
  • Ensure supervision ratios are met at all club activities;
  • Inform all club members of policies, procedures, expectations, emergency procedures, information sessions and any other pertinent content of the Club Sports Handbook, the and all other related policies and procedures, including  the ¾ÅÐãÖ±²¥ Code of Student Behavior.
• Maintain Intermediate First-Aid, CPR-C and AED certifications for oneself;
  • Maintain additional club-specific certifications, where applicable.
• Attend Executive Meetings and report on the Club Sport’s adherence to their Risk Management Plan;
  • Ensure the Club Sport’s safety regulations are up to current standards outlined by the provincial or national sport governing body.
• Attend all Club Sport activities unless another IFA certified Executive Member is present;
• Ensure the Club Sport’s first aid kit is onsite during any activity, including travel;
• Ensure the Club Sport’s Risk Management Binder is present during any activity, including travel;
• Responsible for appropriate facility or weather checks prior to practices and competitions;
  • Responsible for canceling practices or competitions if conditions are not safe.
• Inspect equipment and facilities utilized by the Club Sport and report all maintenance and repair needs to the Club Sports Program Staff promptly;
• Report all safety concerns, issues and incidents to the Club Sports Program Staff in a timely manner;
  • Complete Incident Report Forms when necessary and submit them to the Club Sports Program Staff no later than 24 hours following the incident.
• Ensure no individuals participate in practices or competition unless they are approved members of the Club Sport, are medically cleared (where required), and have signed and submitted the Assumption of Risk and Liability Waiver through their online registration;
  • Have the authority to remove peers from practice or competition if appropriate safety precautions are not met;
  • Risk Management Executives (and the Executive Team) can request a list of registered members by emailing their Recreation Facilitator or the Club Sports Program Coordinator.
• Complete and submit all travel and safety forms by the specified deadlines.

The Communications Executive is responsible for the overall communications plan for their club sport program. Their duties included but are not limited to:

• Attend and/or complete the annual Communications Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the future Communications Executive on duties and procedures;
• Manage communications through the Club Sports U¾ÅÐãÖ±²¥ email and social media platforms;
  • Communicate all social media handles, usernames, and passwords to the Club Sports Program Staff.
• Pursue outreach and promotional opportunities;
• Ensure the Club Sport meets all branding guidelines covering brand usage, apparel, website management, and social media use when representing the University;
• Compile media material such as photos and videos throughout the year;
• Organize events for General Members;
  • Ensure Special Event Request Forms are submitted by the indicated deadline;
  • Ensure event requests through BearsDen are submitted before the indicated deadline.

To be considered a Club Sport, a club must consistently demonstrate their viability in the following 10 areas:

1. Demonstration of Interest - Participants and leadership membership base has been evaluated and has been determined that there will be a long term interest in forming a club sport.
2. Demonstration of Organization - A timely, well-communicated, self-sufficient, and well-organized plan to complete and submit an application for a Club Sport is the first essential piece of approval. After submission and approval, a Club Sports needs to have the resources in place to effectively administer their club.
3. Demonstration of Financial Sustainability - Club Sports have no operating budget offered by the University. It is up to each club to build a ‘pay-as-you-go’ budget plan through student-athlete membership fees, university campus recreation enhancement funding (where applicable) and fundraising initiatives.
4. Demonstration of Need - A Club Sport cannot replicate or duplicate existing university programs and services.
5. Demonstration of Safety - The welfare of the Club Sport members must be safeguarded. Evidence should be presented showing well-qualified club leadership, the existence of safety equipment, the supervision of practice and competitive sessions, and Emergency Response Plans through a club-specific Risk Management Plan.
6. Demonstration of Classification - A Club Sport must ensure they fit within the Club Sports Classification model criteria.
7. Demonstration of Commitment - The Club has a commitment to participation for its membership base. The Club has a plan in place which will allow them to ensure they are offering programs and services to their members that are specific to their Club Sport goals and objectives.
8. Demonstration of Compliance - The Club including participants, coaches, choreographers, team staff, student Executive, and/or other team affiliated personnel shall continually abide by the Club Sport Handbook inclusive of the Code of Conduct policy.
9. Demonstration of Values - The Club has committed to build its club within the Campus & Community Recreation values. Principles, Mission, Vision, and Goals all are interconnected with our CCR Values system as well.
10. Demonstration of Professional Understanding - The Club must acknowledge and respect that the Club Sports Staff are dedicated and thorough in attempting to secure approval for all club requests/activities. Understanding and professionalism in regards to declined/unapproved requests is greatly appreciated.

These demonstrations must remain displayed in perpetuity by each club.

• Official representation and sanctioning of the University in competition through Campus & Community Recreation;
• ¾ÅÐãÖ±²¥ Student Union (UASU) student group recognition;
• Increased recreational, performance, and/or competitive opportunities for participants in their respective clubs;
• Documentation assistance and submission, including the club application;
• Comprehensive leadership training and support;
• Discounted Campus & Community Recreation facility rates (and Horowitz Events Centre);
• Scheduling support, including facility booking requests for exclusive club sport spaces;
• Discounted SUBprint fees;
• Campus Recreation Enhancement Fund financial support eligibility;
• Travel and Special Event planning, management and execution support and approval;
• Access to letters of academic concession for travel and injury;
• Promotional and communication resources;
• Team Google Drive, gmail, website integration, and social media administration presence and support;
• General club member and/or Executive incentive and recognition opportunities;
• Financial guidance, including budget tracking of incoming funds and outgoing expenses;
• Fundraising support, including donations and sponsorships;
• Uniform and/or merchandise purchase assistance;
• Laundry payments for the industrial washer at VVC;
  • Please note that there is a limited amount of funds available for laundry that must be divided evenly amongst the clubs. Laundry fees may be at the expense of a club depending on the frequency and size of loads requested.
• Risk Management assistance;
• Registration management;
• Complimentary on-campus equipment / supply storage

After 2022-23, All clubs experiencing their inaugural year and/or returning year will be:

• comprised of 100% current ¾ÅÐãÖ±²¥ students
• may not hold more than 1 club classification tier
  • exception - the Club Sports Program Coordinator may grant dual classification status if the club proves long-term sustainability and rationale.

Club Sports Classifications outline the specific requirements for each club and reflect the type of activity clubs engage in. Clubs may be assigned more than one classification depending on club structure and can be adjusted throughout the year if the program goals of the club change.

Club Sports are formed for the intrinsic value of recreation, camaraderie, competition and leadership. Clubs are placed into a particular classification where specific administrative criteria are outlined. If clubs wish to change their classification, this can be proposed at the year end review with the Club Sports Program Coordinator. 

Due to the wide variety of sports and activities housed within the Club Sport Program, each club will be assigned a classification at the beginning of the academic year (September). There are three tiers including Recreational, Performance, and Competitive. Within each classification there are a variety of different criteria that must be met to ensure that club activities within each tier are able to participate in their activities in a safe, and organized manner.

Non-student members will be non-voting, cannot hold an executive position and are not able to travel with the club. Exception to travel may be for coaches or choreographers approved under Club Sports. Membership fees will be differentiated based on the type of member.

The Club Sports Classification System has been put in place to hold each Club Executive team accountable for the successful operation of their Club as well as to help Clubs set and meet annual goals. This system was created to give each Club the opportunity to improve the functionality of their club by gaining a certain level within the system. At the end of each academic year, the Club Sports Committee will evaluate the requirements for each classification and changes will be made accordingly.

3.6.1 Classification Tiers

• Recreational Clubs: Offers an opportunity for the enjoyment of participation in a sport. Campus & Community Recreation provides these approved clubs facility space to meet with others who enjoy the same sport and may occasionally hold intra-club competitions and tournaments on-campus.
• Performance Clubs: Offers the opportunity for members to practice, host, prepare, and rehearse as a club at a variety of events throughout the year. These clubs generally have coaches or choreographers that work with the club to develop skills and/or routines. 
• Competitive Clubs: Offers clubs the opportunity to compete at an intercollegiate, open or club level. These clubs generally have coaches or choreographers who lead practices and competition situations.

Note: Instructional-based activities primarily focused on teaching U¾ÅÐãÖ±²¥ students the fundamentals of a particular sport or activity will be conducted through a different delivery model: that of the Campus & Community Recreation Instructional Recreation Program.