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Club Sports Policies

OVERVIEW

Club Sports are student operated organizations that compete against other universities around the country in recreational activities. Club Sports are most successful with effective leadership from club sports officers and a high degree of involvement from all members of a club sports organization.

Club Sports Council

Drew Bruton 
Director of Wellness and Recreation 
Office: 478.445.4463 
Email: drew.bruton@gcsu.edu

Nolan Baugh 
Associate Director of Wellness and Recreation 
Office: 478.445.7542 
Email: nolan.baugh@gcsu.edu

Shane Hendrickson
Graduate Assistant
Office: 478.445.0664 
Email: shane.hendrickson@bobcats.gcsu.edu
 

REGISTRATION

Teams must first become a Registered Student Organization (RSO) or be an active RSO before becoming a Club Sport. How to start a new Registered Student Organization. After you have become a newly registered student organization, email wellness.recreation@gcsu.edu for further instructions on becoming a Club Sport.

 

ELIGIBILITY REQUIREMENTS

  • Club sports participants must:

                   o Be a currently enrolled, student activity fee paying student.

  • Club Sports Officers

                   o Must earn 6 units per semester while holding office unless graduating the following semester.

                   o Must maintain cumulative and total grade point averages of at least 2.0.

                   o One officer of each club must attend a yearly orientation/training session conducted by student activities, which gives an overview of current policies, procedures, organizations, resources, and programs.

 

IMLEAGUES REGISTRATION

All teams and players must register in the club section of imleagues.com/gcsu.

How to Sign Up for Imleagues 

  1. Create an https://www.imleagues.com account
  2. Click imleagues.com/gcsu the Blue "Club Sports" Tab toward the left center of the page image
  3. Under League, click "Click here to Join” image

Please note:

  • Any player that participates in a practice or game, must be on the imleagues roster

                  o If a player participates in a game or practices without being on the imleagues roster, the club is subject to suspension.

  • We will use IMLeagues as the primary form of communication, so it is imperative that each Club Sport participant registers.
  • Club participants must sign the club sports waiver on imleagues to participate in practice/games.
  • Teams that are not registered on IMLeagues will not be funded.

FUNDING/FINANCES

Funding will be based on the number of registered members, club history, number of events and practices, tournament qualifications, fundraising efforts, and policy compliance. Clubs are only eligible for funding from the Club Sport Council if they have not received funding from other campus resources.

Each sports club's member is responsible for their financial support. Funds for club activities come from the following sources:

  1. Membership Dues
  2.  Fundraising
  3.  Sponsorships
  4.  Budget allocation from the Club Sport Council

Once the Club Sport Council budget is established and approved, funds may be used for the following expenses:

  • Non-personal club supplies and equipment
  • Fees covering game officials

                   o Officials must be approved by Human Resources 6 weeks prior to the competition

  •  Maintenance and care of equipment
  • Travel to include gas, lodging, and commercial transportation costs

                    o Lodging reimbursement can only be for a hotel

                    o All receipts need to be collected for gas, lodging, and transportation

  •  Entry fees
  • Team dues for state, regional, or national organizational membership
  • Food for team events

Club Sport Council funds CANNOT be used for the following:

  • Uniforms
  •  Scholarships, awards, or gifts to other teams (including trophies, plaques, etc....)
  • Operating expenses (telephones, subscriptions, salaries)
  • Room service (including movies, tips, games)
  • Donations
  • Political materials
  • Bar bills or alcohol related purchases
  • Repairs on personal vehicles
  • Long distance phone charges on hotel bill
  • Entertainment (movie tickets, amusement parks, etc.)

ACCESSING ALLOCATED FUNDS

To utilize your allocated funding, you must fill out a payment/funding request form, which can be found at your team’s GCconnect page.

Payment Request Form: Must be completed two weeks prior to travel.

Funding Request Form: Must be completed as soon as the trip is completed.

On the payment/funding request form, you must submit a brief, but descriptive typed report that states who, what, when, and where the money was used. You must also attach all necessary documentation including, but not limited to the following:

  •  Itemized receipt(s)
  • Invoice(s) showing proof of payment 
  • Signed and completed Travel Expense Statement: Non-GC Employee · W-9 Form
  • Tournament flyer(s)

 

To ensure that your reimbursement is filled in a timely manner, please attach as many of the listed items above to the completed budget payment request form. Once all documentation is attached and all necessary signatures have been attained, you can expect the mailed reimbursement check within approximately 1-3 weeks upon submission.

In addition, your club must also be in good standing with the university to access current and future funds from the Club Sports budget, or any additional Student Activity Budget Committee (SABC) funds.

Example Forms: 

Payment Request Form

Funding Request Form

Travel Expense Statement

SPACE RESERVATIONS

Home Game Reservations: 

  1.  Submit a Home Game Request Form two weeks prior to the event.
  2.  Add the game to GC Connect 
  3.  Once the home game request form is approved, reserve space through 25Live.

On-Campus Practice Reservations:

  1. Sports clubs will need to reserve space through 25Live for all on campus practices.

Exception: Outdoor teams needing practice space on west campus will go through Club Sports Council.

Off-Campus Practice Reservations:

  1.  Off campus practice schedule must be sent to the Club Sports Council for approval.

GAME REPORTS

After each event, a game report must be submitted by a Club Sport Officer or Captain within 48 hours of event completion. Failure to do so could result in a loss of practice time or funding. Teams must meet with the Associate Director of Wellness and Recreation, Drew Bruton. 

Game Report Form

TRAVEL REQUESTS 

Teams must fill out an online Travel Request Form at least two weeks before going on a trip. Failure to do so could result in loss of practice time and funding.

  •  Team officers will have emergency contacts for all traveling members.
  • Have an emergency plan in place for the destination you are going to.
  • Do not leave a hospitalized person behind until a family member arrives. Designate a person to stay if needed.
  • Know the weather for the trip. Call destination & make safe decisions related to travel.
  •  Drivers and passengers must wear seat belts when the vehicle is in motion. Make sure all persons traveling in the vehicle have seat belts on and properly adjusted before moving.
  • Have a co-pilot in the front passenger seat and awake the entire time the driver is driving.
  • Have a cell phone & credit card for emergencies & breakdowns.
  • Do not forget your insurance cards and ID’s.

TRAVEL PRECAUTIONS

  • Drivers should reduce speed in the case of inclement weather, heavy traffic, night driving, or other conditions that could increase the likelihood of accident.
  • Drivers should stop or pull over, in case of Severe weather.
  • Drivers should use turn signals for every turn or lane change.
  • Drivers should exercise extra caution when backing up.
  • Do not drive before 6:00am and after 12:00am.
  • A driver should obtain at least 8 hours' sleep prior to driving on long trips.
  • It is recommended that drivers stop for a break every 2 hours or 100 miles. Passengers should help keep drivers alert and watch for signs of drowsiness.

RISK MANAGEMENT INSURANCE

Georgia College does not hold a blanket insurance policy on Club Sports participants. Consequently, all club members are encouraged to purchase some type of comprehensive accident-health insurance. All financial responsibility rests with the participant. Club officers should notify their members of this fact.

MEDICAL SCREENING

The Department of Wellness and Recreation strongly recommends that all participants have a physical examination and obtain adequate health and accident insurance prior to participation to cover expenses incurred because of personal injury.

CPR/FIRST AID

Each club must have at least two people (preferably all club officers) certified in First Aid/CPR. The Department of Wellness and Recreation will offer a CPR/First Aid course to Club Sport participants wishing to pay for their members to be certified.

Equipment Check Out

Clubs may request equipment to be used for competitions when using the home game or travel request form. If equipment is damaged or not returned, the club will be subject to a situational penalty.

We will default to the Registered Student Organization Handbook with any information not listed here.