Policies & Procedures
The Club Sports program offers the student a unique opportunity to engage in a competitive athletic endeavor gaining the benefits and pleasures therein. It also allows the student an opportunity to take part in the leadership, responsibility and decision making process of club activities. The Office of Recreational Sports provides professional guidance, facility support and an administrative framework under which the clubs function. We may financially assist officially recognized. However, it is RecSports’ intention that each club operate as independently as possible.
The Club Sports program is under the direct supervision of the Assistant Director Club Sports who in turn reports to the Director of Intramurals and Club Sports. Each club shall operate under the direction of the following officers: President, Vice-President, Secretary and Treasurer. These officers will be elected by club member votes at the close of the season. Eligibility to vote is determined by the club’s constitution. Each club is also required to have a Notre Dame faculty or staff advisor.
Eligibility of Students
The Club Sports program is open to any student who is properly registered as a regular full-time student. The student must be performing successfully at least the minimum semester hours of academic work required by the individual college in which the student is registered. A student must submit a “Club Medical Consent, Waiver, Release and Indemnification Form” each year prior to participation. A student on either academic or disciplinary probation is ineligible to hold any club office as long as he/she remains on probation. The conduct of any student representing Notre Dame as a member of a club sport is expected to reflect favorably on the University. Should individuals or groups discredit the University, they will be subject to dismissal from the club and disciplinary measures may be taken against the club. To be considered as a member of a club team, the following conditions must be met:
A) The student’s name must appear on the official club roster on file in the Office of Recreational Sports.
B) The student must have a proof of insurance form on file in the Office of Recreational Sports.
C) The student must complete and sign a Medical Consent, Waiver, Release and Indemnification Form to be kept on file in the Office of Recreational Sports. If the club member is under 18, this form must be signed by a parent or legal guardian.
D) The member must be a full time student.
E) Saint Mary’s and Holy Cross students are eligible for certain club sports dependent upon club constitutions and playing affiliation’s (conference, national associations, etc) rules. They are not eligible for the Bengal Bouts program or the Men’s or Women’s Boxing Clubs.
Notre Dame, Saint Mary’s and Holy Cross faculty and staff may participate with clubs that choose to accept them as “associate members”. These individuals do not have voting rights, cannot hold office and cannot participate in competition with other schools.
In order to provide support for the recreational sport or athletic related clubs, a tier system is utilized. This format calls for each club to be placed in either the A) Conditional (Tier 1), B) Recreational (Tier 2) or C) Competitive (Tier 3) category.
Conditional (Tier 1)
Clubs that have shown an interest and formally apply to RecSports, will be observed for one to two years as a Tier 1 club and use our office for facility assistance for practice or meetings. Financial funding is not available at this level. In applying for Tier 1 status, each prospective club must:
• Register as a ND club through the Office of Student Activities
• Only those clubs that are sport/athletic in nature will be considered
• Demonstrate sustained interest
• Have sufficient participant interest
• Demonstrate financial stability
• Have reasonable scheduling possibilities
• Have adequate practice and playing facilities
It is required that all clubs have a faculty or staff member to act in an advisory capacity as Club Advisor. This individual is to render assistance and make recommendations to club officers.
Interested parties must come to the Office of Recreational Sports to complete and submit an application form and any supporting documents. An annual report is required at the end of the year as well as periodic updates throughout the year. The Director of Intramurals and Club Sports will make recommendations to the Director of Athletics. A final approval will come from a committee of the following individuals: Director of Athletics, Associate Director of Athletics, Director of IMs & Clubs and the Assistant Director, Club Sports. Should an application be rejected, the prospective club may resubmit its proposal no earlier than six months from the date of rejection. Upon completion and approval of Tier 1 acceptance, a conditional club would move up to Tier 2 or 3 depending on their type of club ie. recreational or competitive. This process will take no less than one year and no more than two.
Recreational (Tier 2)
Clubs at this level are recreational in nature and emphasize participation and instruction with very limited competition. Each club’s budget is based on their own membership dues, fundraising and possible allocations from the Office of Student Activities and/or Club Coordination Council (each individual club must apply). Clubs may get limited funding from the Office of Recreational Sports based on membership and necessary club expenses. All travel by club officers or members should be limited and is voluntary. Facility and administrative assistance may be supplied at the discretion of the RecSports. A list of obligations to the RecSports is on the following page. A Recreational Club may ask to be moved to Tier 3, or Competitive Club status, by applying and showing just cause for the move. Meeting the requirements for Tier 3 are listed under Competitve status (next page). No club at this level has automatic status for the following year. The status for every club will be reviewed each academic year.
Competitive (Tier 3)
This tier is for clubs that regularly compete in season and vie for conference, regional or national honors. Allocation for funding is based on:
• Percentage of necessary travel for a typical season for each individual club. Other considerations for funding may include:
• Official’s pay
• Administration of games
• Meetings or practices
• Equipment purchases, etc. may be covered as well
Facility and administrative assistance may also be provided for practices, games and meetings as needed. Membership dues and fundraising are expected to supplement any allocations by the Office of RecSports, Office of Student Activities and/or the Club Coordination Council. No club at this level has automatic status for next year. The status for every club will be reviewed each academic year.
Obligations to the RecSports Office
A. All appropriate forms must be filled out correctly, kept up to date and filed properly with RecSports, Student Activities and, when appropriate, Student Affairs.
B. All Club purchasing of equipment, clothing, supplies, etc. must be done through the RecSports Office. All rentals, hotel accommodations, airfare when needed, etc. must be approved by the RecSport Office. Refer to the Club Sport Guidelines for licensing concerns.
C. Attendance at all RecSport or Student Activity meetings are mandatory. Repeated offenders to this obligation will be met with some type of penalty. The penalty may range from allocation
cuts, travel freezes or probationary status.
D. Continuity of positive club leadership is very important. This would include following the constitutional by-laws set up by each club.
E. Show financial responsibility with all club funds, university allocations and club fundraising according to RecSports and University policies.
F. Fundraising and membership dues are expected to supplement club costs. Proper acceptable fundraising on behalf of RecSports and Notre Dame is expected.
G. Appropriate behavior when traveling under the auspices of RecSports and the University of Notre Dame. A club may only travel as a representative of the University when authorized by the Office Recreational Sports. Authorization will be given only under the following conditions:
a) season schedule is on file and approved, b) all necessary forms are on file (ex. insurance and consent), and c) travel rosters must be presented in the office at least two days prior to leaving.
H. When appropriate each club may help support a RecSport function such as Student Activities Night and Late Night Olympics.
A Recreational or Competitive club may go on probation for any violations of obligations to this office or conduct unbecoming of RecSports or the University of Notre Dame. Please check the list under ‘Obligations to the RecSports Office’ after the tiers in this document. Each of those obligations must be met in order to retain good standing. If a club is placed on probation a set of charges and timeline will be put in place for the club to meet in order to regain Tier 2 or 3 status.
Loss of Club Status
If a club loses status from either RecSports or the Office of Student Activities, the club officers must meet with the Assistant Director to determine charges and a timeline in order to be placed back into the tier system.
The Club Sports program is designed to provide not only athletic competition, but also leadership and social experience. It is expected that all clubs will be student run with assistance from a faculty advisor and the Department of Recreational Sports. Each sport is expected to select a full slate of officers, whose responsibilities include, but are not limited to:
a) Club President -Oversee general operations of club, including schedules, forms, and conduct.
- Serve as a liaison between the club and RecSports.
- Insure compliance to ND club sport policies and operating procedures.
- Maintain a current list of addresses, phone numbers, and emails for the club officers and members.
- Submit all necessary forms, including an annual report of club sport activities, to RecSports.
- Determine the location of all your club sport equipment and submit a semester inventory to the club sports office.
- Insure financial obligations are met and account for club funds.
- Insure that your club has an up-to-date constitution.
- Attend or send a representative to weekly Club Sports Meetings.
- Supervise fund raising projects.
- Inform incoming president of duties and responsibilities prior to change of officers.
b) Club Vice-President – Assist the president with all responsibilities, and act in his or her place during the absence of the president. Such responsibilities include scheduling games and special events, travel, transportation, lodging, meals; arranging for officials, supervisors, and field lining.
c) Club Secretary – Keep records of all club sport activities, meetings, forms, and rosters. Call or e-mail club members to remind them of upcoming meetings, events, and competition. Handle all club correspondence.
d) Club Treasurer – Oversee all finances and bookkeeping. Submit bills, receipts, invoices, and purchase requests, with bids. Ensure that all club members have paid their dues, if required. Assist in preparing all expense reports.
e) Faculty Advisor – Assist in the development and implementation of club sport goals and objectives, and documentation of pertinent information. Be available to club officers during the development of projects and programs to provide expertise and direction. Assure that activities are well planned and reflect favorably on the University.
f) Coach – it is strongly recommended that students, University faculty or staff act as club coaches. This coach is to act only in the teaching, training and instruction for the sport itself. The coach is not to perform administrative duties for the club. All prospective coaches must fill out a Volunteer Coach Application Form, and meet with the Director of Intramurals and Club Sports before assuming coaching responsibilities. In exceptional cases, permission may be granted for a coach who is not associated with the University to be retained. Such a coach will be allowed only with prior approval of the Director Intramural and Club Sports, and the Director of Athletics.
Club Sport Meetings
Meetings for club sport representatives shall be scheduled by the Assistant Director Club Sports on a monthly basis. These meetings will highlight a specific topic and also provide an open forum for club representatives. It is mandatory that each club be represented by an officer.
Club Sport Advisory Council
A Club Sport Advisory Council, consisting of representatives from six clubs, will meet twice each semester to identify specific issues, study them, and develop a supported proposal of action.
Each Monday before 11:00 A.M., all clubs, when in season, are required to contact the Assistant Director Club Sports to report on the prior week’s activity and provide information about upcoming events. Results are submitted to the Athletic Department, distributed across campus, to “The Observer” , and placed on the RecSports website. Phone number: 631-6192; e-mail address: BROWN.146@ND.EDU
All club schedules shall be submitted on proper forms, for approval to the Office of Recreational Sports. Failure to submit a schedule will be viewed as a serious matter, and may be grounds for disciplinary action. Schedules must be submitted at least two weeks prior to the start of the season.
The club must notify the Department of Recreational Sports for an extension. In making a schedule, the following procedures must be followed:
a) contests may be scheduled only during the academic school year
b) no contests are to be scheduled during the study or exam periods
c) away contests should constitute no more than sixty percent of a season
d) home contests must be cleared due to facility utilization by various University programs (requests must be submitted on proper forms).
e) failure to fulfill scheduling commitments with other institutions or organizations will be viewed as a serious breach of the club’s obligation
f) all commitments with other institutions or clubs must be submitted in writing along with the completed schedule
g) exceptions must be approved by the Director of Intramurals and Club Sports Note: Clubs are responsible for contacting Ruthann Heberle, Medical Services Administrator, Student Health Services, 631-8662, at least two weeks prior to a home event to secure medical coverage. If a club fails to secure medical coverage, the event will be cancelled.
Teams whose seasons are extended to a national championship by winning divisional or regional championships may petition for additional funding. A written request must be received prior to the event, and all proper travel forms must be submitted. Funds will be awarded at the end of the budget year in June, when all requests are reviewed.
A member of a sports club may be granted three excused cuts per class. A travel form must be signed by the Assistant Director, Club Sports and on file in the office of Student Affairs 48 hours before departure. After the above has been completed, each student requesting an excused cut must fill out the proper forms in the Absence Office prior to departure for club sport travel is entitled to three excused cuts per class. Note: Students may not miss a final exam in order to participate in club competition.
A club may only travel as a representative of the University when authorized by the Office of Recreational Sports. Authorization will be given only under the following conditions: a)the season schedule is on file and approved b) all necessary forms are on file (ex. consent and insurance, next of kin, use of vehicle) c) travel roster is presented three days prior to leaving so that Student affairs and the Athletic Department may have them on file 48 hours prior to departure d) travel roster must also include an attached itinerary and Mapquest for the trip Note: Clubs are not permitted to travel between the hours of 12:00am (midnight) and 6:00am
Club Protocols for Travel
Prior to travel, submit the following documents:
• Travel Roster. This will include emergency phone numbers for the host site and a cell phone number for each vehicle.
• MapQuest of travel plans
• Team Itinerary
• Submit a National Weather Service report of weather conditions or a state police report of road conditions the evening before or morning of departure during winter months or periods of inclement weather.
During travel, clubs will have possession of a binder or notebook that will include the following:
• Club roster with members’ insurance company and policy number, phone numbers of each parent or guardian
• Names of identified club certified CPR members
• University accident report forms
• University insurance card provided by Risk Management for each University rental vehicle
• Copy of trip itinerary with local emergency contact numbers
• Contact numbers for Notre Dame in the event of an emergency:
Main Desk, NDSP 574-631-5555
Dave Brown, RecSports 574-876-4584
Nathan Walker, RecSports 574-514-3631
Sean O’Leary, RecSports 617-230-0949
Sally Derengoski, RecSports 574-532-0284
Marty Ogren, Transportation 574-631-6467
Student Activities Emergency Contact Number 574-631-7308
• Should a club encounter bad weather, or travel later than anticipated due to an event running longer than scheduled, it is authorized to find motel accommodations and extend its travel duration.
• Clubs are not to travel between 12:00 am midnight and 6:00 am.
• Clubs must have multiple drivers per vehicle if the trip is over three hours in length. A driver may not drive more than three hours.
• A second club member must be awake at all times with the driver.
• Drivers may not use cell phones or text while driving.
In the Catholic tradition, the Triduum, the period from Holy Thursday evening until Easter Sunday evening, stands as one continuous celebration that marks the “high holy days” of the Church’s year. In recognition of the Triduum’s importance, the University discourages competition, practice and travel related to competition during this period.
Clubs may only travel and compete in national championships, or events such as sectionals, regionals, or zones, that are required to compete and advance to nationals. The following practice and competition times are only applicable to such events.
Subject to the following guidelines, clubs may compete, practice or travel during the Triduum, provided that the team’s schedule allows the opportunity for all students, coaches, and advisors to attend services or otherwise to participate in the prayer of the Church during this period. In addition, the following restrictions apply:
Good Friday: No competition is permitted at home. Practice at home may occur before noon or after 6:00 p.m.
Easter Sunday: No competition is permitted at home. Competition at away sites may begin after noon. Practice at home may occur after 1:00 p.m.
Note: Clubs that earned the right to participate in national championships and must travel outside the academic calendar are still required to submit all necessary forms.
Travel Involving the Use of Rental or Personal Vehicles
The coach, captain or the president of a particular club sport is required to submit a travel form, and a rental and/or personal vehicle form, to the Assitstant Director, RecSports, Club Sports at least 48 hours prior to the scheduled departure of the team. This form must list the names of all people who will travel, including the participants, managers, coaches, and any other passengers who will travel in the automobiles involved, including spectators. It must be specified whether personal or rental cars are to be used.
The travel form must contain the identity of each person’s car to be used as well as the number of the rental cars to be used. Proof of bodily injury and property damage coverage must be provided on each personal vehicle used. This insurance coverage must be in the minimum amount of $50,000 per person/$100,000 per accident for bodily injury, and $10,000 per accident for property damage. A certificate from the insurance company setting forth the coverage should be attached to the travel form which is submitted to the Director of Club Sports.
The drivers of all vehicles must have a valid drivers license and hereby agree not to use alcohol or drugs of any kind prior to or during the driving of these vehicles. If a rental car is to be used, only those drivers who are specifically authorized by the rental contract shall drive the rented vehicles. The student shall not sign up for the optional insurance coverage on the rental contract. The Rowing Club is the only Club Sport that is authorized and required to purchase the collision damage insurance when renting a vehicle.
Insurance Identification Cards, are available from the RecSports office. They must be in the rental or University vehicles at all times and returned to the RecSports office within 48 hours upon completion of travel.
Accident reporting forms, are available from the RecSports office.
There are two options for renting a van:
Option 1. Contact the Maintenance Garage on campus (1-6467). The University offers clubs the opportunity to rent vehicles at a special University rate, with pick-up and drop off on campus. Clubs may bill the rental vehicle directly to their club account. Drivers must be 18 years of age or older. Details of the vehicle plan are available at the garage. Option 2. Contact rental agencies and ask for best rates. Describe what you want dates, etc. They should fax us their price. RecSports will write a purchase request, get a P.O. number from Business, and call the compay. They will send the bill to RecSports, and it will be paid from the club’s account.
Club Sports Accounts
Each Club Sport has two accounts. One is monitored by RecSports, and the other by Student Activities. All transactions, deposits, purchases and charges must be submitted to the RecSports Office and approved by the Director of Intramurals and Club Sports or the Assistant Director Club Sports. Forms are available for all transactions and are explained at length in the second part of the Policies and Procedures Guideline.
If you received money through the Club Coordination Council you will have an account with Student Activities. Club Presidents may have access to the status of both of their accounts at either the RecSports Office (Rich O’Leary or Dave Brown), or the Student Activities Office in LaFortune Student Center, (Debbie Acrey). Generally, any expenses involving travel or competition are handled in the RecSports account. Alumni contributions and dues are deposited in the RecSports account.
Student Activities accounts usually deal with internal campus purchases, such as bookstore, poster, or copy center expenses. Also, all concession stand expenses and profits are handled by Student Activities. Any club wishing to apply for a concession stand should submit its form in February as part of the reregistration of the club process with the Club Coordination Council.
Club Presidents may apply to Student Activities for a Sam’s Club or Martin’s card. These will allow for the purchase of large amounts of food or other items without handling cash, and the purchases are also tax exempt.
When appropriate, special accounts may be activated for certain funding or purchases. These will be initiated by the RecSports Office and will carry certain restrictions for their use. Clubs have the option of leaving money in their accounts at the end of the year. The money will draw interest. Clubs should explain the purpose of the funds, such as a capital expense or trip, in order to avoid a negative impact on requests for future budgets. To remain informed of current information, and to offer input representing club sports teams, RecSports requests one club president volunteer to serve as a club sport liaison to the Club Coordination Council. Anyone interested should inform the RecSports Office.
RecSports Funding of Clubs
Each club is expected to demonstrate financial responsibility regardless of the source of funds. Each academic year, all sanctioned clubs will receive a specified allotment from the Office of Recreational Sports. This allocation is not intended to cover all of a club’s yearly expenses, and the amount received may vary from year to year. If a club desires funding for the next academic year, a request must be made through the Department of Recreational Sports. The following requirements must be fulfilled:
1) A cover sheet with name of club, current year, purpose of request and signature of president and treasurer.
2) A Budget request, including projected income, projected expenses and the requested allocation
a) Income – list all revenues that are anticipated such as dues, fund raisers, donations and specified others
b) Expenses – list all expenses anticipated, such as travel, equipment and specified others
c) Capital Expense – list those expenses that will aid club for a period of more than three years
d) Budget Request – should be reflected in the difference between income and expenses
3) Current expenses and income – the amount spent to date and estimated for the remainder of the year; the same for income
4) An annual report, with previous year’s budget analysis, included, must be on file.
5) All required documents (above) must be submitted by the last class day of spring semester.
Funding will be based on legitimate requests in relation to available resources. Financial needs vary among clubs, and from year to year. The Office of Recreational Sports will make every effort to take these variations into account.
Travel expenses are only computed for Tier III teams. Mileage is doubled for round trip, multiplied by the number of cars, and multiplied by .30 for each mile. Travel does not include trips out of the normal geographic region, travel during breaks, or national championships at the end of the season.
Each club’s legitimate expense requests are noted. The total amount of all requests is determined. Each club’s percentage of the total request is calculated. Each club’s percentage is then taken from the amount allotted from RecSports.
Methods for Clubs to Obtain RecSports Funds
1) The request must be in writing through the office of the Assistant Director Club Sports – a minimum of 14 days is required.
2) The request must be made by authorized club officers only.
3) The request must be approved by the Director of Intramurals and Club Sports or the Assistant Director Club Sports.
4) In order to obtain travel funds in advance, the request must include destination, date of departure and return, number of students making the trip, the amount and detail of expected cash expenditures. Upon your return an expense report must be completed and filed with the RecSports office and submitted to the Athletic Business Office in the Joyce Center, 2nd level.
5) In order to obtain travel funds following a trip, an expense report must be filed and receipts attached for all expenditures. This is to be done within two days after returning to campus.
6) Contact the Office of Student Activities to access allotment placed in your account through Club Coordination Council.
Items for which RecSports Funds May be Used
1) Travel Expense
4) Payment of Officials
7) Entry Fee
9) Repair & Reconditioning
All clubs must submit an accepted budget, and a completed budget analysis, prior to April 15, detailing fiscal activities for the academic year and estimates for the coming year. Failure to submit an acceptable budget will be reason to withdraw funding and may result in a one year probation. The required forms include the Budget Analysis and Annual Report, found on this site.
See the RecSports/Student Activities Approval Grid
1) No club shall purchase, charge or in any way enter into a financial agreement without prior approval of the Assistant Director Club Sports.
2) No club shall request work by any University department without prior approval of the Assistant Director Club Sports.
3) Supplies, equipment and facilities purchased by a club become the property of the University.
4) No club shall solicit funds without prior consent of the Assistant Director Club Sports.
5) In order to solicit funds, a proposal must be submitted in writing to the Assistant Director Club Sports . The Assistant Director shall either approve or disapprove the request. Upon approval the proposal will be forwarded to the Office of Public Relations and Development for final approval.
6) All agreements/contracts with volunteer coaches or instructors, must first be approved, by the Assistant Director Club Sports.
To request a Purchase Order, the following information is needed:
1) Quantity of items to be ordered
2) Order number (if available)
3) Description of merchandise (what it is, size, color, etc.)
4) Price per item
5) Any shipping and handling charges
6) Account number to be billed
7) Name and complete address of vendor
8) Any purchase over $2,000 needs three estimates
9) When order is received, check it against packing slip. Sign, date, and give slip to the RecSports Senior Staff Assistant in order to pay invoice
Note: it takes one to two weeks for request to be processed and arrive at the vendor.
Approval of Purchase Requests
Team Use Only
Clubs wishing to purchase clothing for either practice or competition, or for club members only, must have the approval of RecSports. Artwork must be approved by the Athletic Department and Licensing. Clubs must submit, Departmental Request to Produce, Distribute, or Sell Merchandise, to the Club Sports Coordinator or Director of Club Sports.
Purchase Requests for Fundraisers
Merchandise For Sale
If a club wishes to SELL items to people other than club members, it must submit a SAOnline Application, to Student Activities. This must be approved by both Student Activities and Licensing before merchandise is ordered. Student Activities will then determine whether to approve selling merchandise on campus, at events on campus, and / or off campus competition.
Sellilng Merchandise – See the RecSports/Student Activities Approval Grid
Any coach or club wishing to sell merchandise for any event or purpose must make a special request, using the proper form, for approval by the University Licensing Committee. You may not use Notre Dame logos without prior approval. Forms are available in the RecSports office. Clubs which want to order clothing, uniforms, etc. for competition, practice, or team use only, can simply complete the Athletics Dept. process of ordering from vendors, and not go through Student Activities. Clubs which want to order clothing or other merchandise for general sale (fund raisers) or not exclusively for team use, first need the approval of RecSports of the idea, and then go through the SAOnline application process with Student Activities BEFORE ordering or selling the product. Example: If a club wants to sell hats for a fund raiser, it will 1. Go to RecSports to get the idea and approved. 2. Complete the Goods & Services Application, through Student Activities. 3. Upon approval, order and sell the hats.
Funding For a Coach
It is possible for a club to have a paid coach. This individual is to assume the duties of teaching, training and instruction for the sport only. All club administration must be performed by the officers as described in the section, Direction of Club Sport Teams, in this book. The following is an outline explaining the process for hiring a coach:
1) Approval must be obtained from the Recreational Sports office.
2) The coach’s salary for two years must be raised before it is possible to seek a coach.
3) This money must be placed in a restricted fund account set up for this purpose.
4) This position is contracted on a one year basis and will be reviewed at the end of each academic year.
5) The University will be responsible for payment to the coach, and the coach will be listed on the University’s payroll.
6) The selection of any club coach must be initiated by a committee set up by the club involved and the Office of Recreational Sports.
7) Recommendations are then presented to the Athletic Director for his review and possible action.
A club that does not desire a coach but does need instruction, through a paid instructor, must do so with the approval of the Office of Recreational Sports. With the varied aspects of each club the president’s of these clubs should set up a meeting with the Director of Club Sports and Intramurals and the Club Sport Coordinator. In this meeting we will set up a standard for that specific club and its instructor. The club, however, will not be able to pay an instructor based of membership.
All segments of the Department of Recreational Sports are voluntary in nature and the University does not provide insurance with the exception of club sports travel insurance. The following conditions govern club sports participation:
1) The participant is responsible for all insurance and medical expenses incurred. The University assumes no responsibility for medical expenses
2) No player is permitted to take part in any club game or practice until insurance forms and consent forms, are completed and on file at the RecSports office.
3) The University strongly recommends a physical exam before participation.
4) Students should only take part in Crew and Sailing if they are qualified swimmers. Swimming tests are required of all members of the Crew and Sailing Clubs. Arrangements will be made by the Department of Recreational Sports.
5) Individual clubs may require insurance and/or physical examination of members for a criteria of membership.
6) Club presidents are required to submit injury reports, to the Office of Recreational Sports for injuries during practices or contests.
7) It is recommended that club officers establish policies and procedures for medical coverage and supervision at all practices and contests, home and away.
Solicitation of Funds – See the RecSports/Student Activities Approval Grid
When soliciting funds, please refer to the following guidelines: General Alumni, Parents: Clubs are not permitted to solicit funds from the general alumni; nor are clubs permitted to solicit funds in a solicitation directed to parents of all Notre Dame students. Parents of club members, club alumni, friends of the club: Clubs may solicit parents of club members, club alumni, and friends of the club through a newsletter. The newsletter must be approved, in order, by RecSports, the Alumni Office, and the Development Office. Local Businesses and National Corporations: Clubs wishing to solicit local businesses, or local franchises of national businesses, must first have solicitation approved by RecSports and the Athletic Department. Copies of all requests are forwarded to Student Activities. Clubs wishing to solicit national corporations must submit the request to RecSports, to be forwarded to the Development Office for approval. Clubs seeking to create an advertising book by soliciting businesses for ads must have the approval of RecSports. These books are limited to events only (ex. Bengal bouts, Equestrian Show). Corporate Sponsorship for Competitive Events: Clubs wishing to secure corporate sponsorship for an on campus event must submit the request to RecSports, to be forwarded to Licensing for approval. if approved, insurance must be secured by the club through Risk management (ex. Gymnastics Michiana or Eagle Lake). Events would include both competition (ex. Clover Classic) or instructional workshops (ex. Judo Club tutorial). Non-competitive fund raising campaigns: Clubs coordinating a non-competitive fund raising campaign on campus (ex. Crew ergothon) must first have the approval of Student Activities. Note: Clubs wishing to solicit students, faculty, staff, or departments, must first seek approval from Student Activities.
Clubs are expected to function in a mature and responsible manner, both on and off campus in all club-related activity, and in accordance with duLac, RecSports, and Club Sport policies and guidelines. Clubs may face disciplinary action for inappropriate behavior while participating in any club-related activity.
A disciplinary concern is “the violation of, or non-compliance with, University policies, campus regulations, RecSports and Club Sports procedures, or standard of conduct.” There are two categories of disciplinary concerns, minor and major infractions.
The first is a minor infraction (e.g. failure to submit required forms and documentation in a timely manner, or failure to attend Presidents Meetings. For a minor infraction, the following will occur for a first offense:
The club is placed on probation. A letter (e-mail) is written to the club president, stating the reason for probation, the length of probation, and the consequences the club will face if additional infractions occur during the probation. Club officers must submit a letter of explanation concerning the offense.
If additional infractions occur while on probation, the club’s funds will be frozen, and the club’s allocated funds could be forfeited. The Assistant Director will meet with the Club Advisory Council (CAC) to recommend the appropriate action to the Director for approval. The entire club membership will be notified via e-mail by the Assistant Director, Club Sports as to what actions have been taken against the club, and the club is reminded of its right to appeal the decision.
Common examples of administrative offenses include, but are not limited to: failure to submit consent waivers with proof of insurance, next of kin form, travel roster, driver form, expense report, purchase order, merchandise form, club results, or AMEX card when they are due.
If a club is absent from a required Presidents Meeting, the following procedure shall be followed:
The club must submit a written explanation of the absence to the Assistant Director.
First Offense If the absence is judged to be unexcused, the club shall be fined 5% of its RecSport allocation, or $100, whichever is greater, with the fine being deposited in the club contingency fund. The club will also meet with the Assistant Director to review what was discussed at the meeting.
Second Offense The club will be placed on inactive status. The club will not have access to funds, and will not be entitled to use University facilities. In order to be reinstated as an active club, the officers must appeal their reinstatement before the CAC and the Assistant Director.
The second is a major infraction, Examples include the use of club funds without proper authorization, allowing ineligible individuals to participate in club activities, and unsportsmanlike conduct. In such instances, a meeting with the club president and the Club Advisory Council (CAC) is scheduled. Input from appropriate administrators is solicited when deemed appropriate. The Director, RecSports and the Assistant Director, Club Sports, after consultation with the CAC will determine the disciplinary course of action. The club is notified in writing of the decision, and is reminded of their right to appeal the decision.
The order of disciplinary actions is as follows:
Probation for a specific period of time, under specific terms and penalties
Funds are frozen
Loss of practice facilities and suspension from campus for a specified period
Loss of funding or Fines, up to $1000
Loss of permission to compete
Loss of Club Sport status
Notification of disciplinary action is sent to the club’s membership.
The appeal process exists to ensure that all disciplinary actions taken against club sports are fair and equitable. Clubs that initiate an appeal are advised that the person/council who hears the appeal may at their discretion, recommend a stiffer penalty than the discplinary decision.
To file an appeal, a club must submit a written notification to the Assistant Director indicating the club’s reasons for the appeal, and any circumstances related to the situation that caused te infraction, within three working days. The three day working period begins when the notification of disciplinary action is e-mailed to the club president. The officers will be notified via e-mail as to when and where theyk may present evidence supporting their appeal. When a decision has been reached, the club will be notified. The appeal process consists of two separate forums:
Appeals of decisions involving minor infractions will be heard by the CAC,. The CAC will forward a recommendation on the appropriateness of the original disciplinary decision, along with the recommendations of subsequent disciplinary action to be taken, to the Assistant Director, Club Sports. The Director and/or Assistant Director will rule on the appeal, and may uphold, reject, or modify the recommendations of the CAC.
Appeals involving major infractions or decisions of the Assistant Director will be forwarded to the Director, RecSports, who will rule on the appeal after investigating the situation. Clubs are again reminded that the Director may uphold, reject, or modify the decision of the Assistant Director.
Hazing, defined as subjecting a person to treatment intended to put him/her in a humiliating or disconcerting position, is prohibited and is cause for disciplinary action. A person is guilty of hazing when, in the course of another person’s initiation into or affiliation with any organization, he intentionally or recklessly engages in conduct which creates a substantial risk of physical injury to such other person. The forced consumption of alcohol, drugs, or any other liquid, gaseous, or solid substance for the purpose of initiation into or affiliation with any club is prohibited, and cause for disciplinary action. It shall not constitute a defense to the charge of hazing that the participant(s) took part voluntariy, that they voluntarily assumed the risks of hardship of the activity, or that no injury, physical or mental, in fact was suffered. All participants are subject to disciplinary action.
Student Standards Pertaining to the Use of Alcohol
The following RecSport Alcohol Policy is consistent with the policy the Notre Dame Athletic Department has adopted governing the conduct of Notre Dame student-athletes with respect to alcohol. These standards were developed to help ensure compliance with the University’s Alcohol Policy and Indiana state law. Club sport members should be aware that Indiana law prohibits drinking by those under the age of 21. Thus, underage drinking by club sports members is prohibited.
Under the University’s Alcohol Policy, intoxication by any student, irrespective of age, is prohibited. Thus, intoxication by a Notre Dame student-athlete or student worker, irrespective of the age of the student, is prohibited.
University funds may not be used to purchase alcohol for consumption by members of a club sport at any time, irrespective of the age of the individuals involved or the legal drinking age in the jurisdiction where the alcohol is purchased.
There will be no consumption of alcohol while in transit to or from practice, competition, or any club activity, regardless of whether personal vehicles, buses, vans, airplanes, or other means of transportation are used. As representatives of Notre Dame, members of a Notre Dame club sport may not consume alcohol from the time they leave campus until they return upon the completion of a University sanctioned and approved club trip. Any deviation from this policy will result in the immediate suspension of the club. A report of the incident may be forwarded to the Office of Student Affairs.
Club sport members may not consume alcohol during any “official club activity,” including receptions, dinners and special events. Club members should be aware that if coaches, administrators or athletic department staff members become aware of such conduct, or of underage drinking at any time on team trips, they will take appropriate action to stop it.
Clubs may adopt more restrictive rules relative to alcohol use for their respective teams. In such an event, club members shall also comply with those rules.
Students in violation of provisions of the University’s Alcohol Policy as set forth in “du Lac” will be subject to University disciplinary action through the Office of Residence Life and Housing. In addition, failure to adhere to the above guidelines by club members may also result in appropriate action by RecSports.
ND.ed linkRecSports, Department of Athletics, University of Notre Dame
100 Rolfs Sports Recreation Center
Page last updated May 11, 2011
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