| Completed Y/N | Activity **starred items, not applicable for Fall 2020 |
Deadline | Action |
|---|---|---|---|
| Summer | |||
| Arrange your Exec-board pre-season meeting with Club Sports Coordinator (CSC) | Before school starts | Email CSC | |
| Assign two if your club members to be Safety Officers for your club. (Must be CPR/FA certified) | Before school starts | Email CSC | |
| Plan on attending the Club Sports beginning of the year Boot-camp along with the other club officers. Mandatory meeting save the date | Within first 2 weeks of school | Look for an email from CSC | |
| Remind all returning Club Members to obtain a physical and complete the Medical Packet BEFORE they return to campus | Before school starts | Email your club members | |
| Make sure your Club Contact Card is updated with the most current information | Before school starts | Complete online form | |
| Review the Club Sports Handbook | Before Club Boot Camp | Complete online form | |
| Update and Complete Team Roster - Make sure all team members have completed the items on the Individual Athlete Checklist | Ongoing | Online link for your team will be emailed from CSC | |
| Follow up with potential new members who may have contacted you through the summer on your team email | Ongoing | ||
| Beginning of year | |||
| Reserve table for Involvement Fair- First Friday of each semester | First week of school | Email SGA Club Contact | |
| Review Cleared Athlete list to see who needs paperwork done. Make sure all team members have completed the items on the Individual Athlete Checklist | Ongoing | Check online | |
| Coach's Acknowledgment of Volunteer Services form (if applicable) Fille out each year with all coaches | First Week of School | Print, sign, turn in to CSC | |
| Submit an online SGA Program Planning form for practices and games - Space/Field/Venue Reservation | Before first practice | Online | |
| Hold a Club Meeting to discuss paperwork, team goals and expectations, rules, etc. All athletes must be cleared with physicals and paperwork before they can step onto the practice field. | Before first practice | ||
| **Have all potential drivers get cleared to drive vans | Weeks 1-3 | Email PS | |
| Update & Complete Team Roster | Ongoing | Online link for your team will be emailed from CSC | |
| Before First Game | |||
| **Submit Competition Schedule | Before First Game | Email CSC | |
| Rugby & Ultimate- National Organization registration completed and paid | Before First Game | Work with CSC | |
| **Reserve Refs. and fill out Purchase Request to pay refs via Purchase Order if home event. | 2 Months in advance of game | Fiscal Associate | |
| **SGA Program Planning form for field reservation if home game, also include equipment needs | At least 30 days before game | Complete Online | |
| **W-9 forms for anyone you need to pay for your event (refs) | See CSC | ||
| Travel Checklist | |||
| **Submit a complete travel registry form - this must be approved before all other steps are taken | At least 30 days before for out of state, 14 days for in state | Complete Online | |
| **Vehicle Request form (if traveling with college Vehicles) | At least 30 days before | In Person - CSC | |
| **Purchase Request to reserve hotel rooms | At least 30 days before | Online / Fiscal Associate | |
| **Purchase Request for tournament registration fees | At least 30 days before | Online / Fiscal Associate | |
| **Purchase Request for gas reimbursement - this is submitted before the trip | At least 30 days before | Online / Fiscal Associate | |
| Post-travel Checklist | |||
| Accident Reports | Within 48 hours of the incident | Complete Online | |
| Receipts for Reimbursement, need to fill out Purchase Request before purchase is made. | At least 1 week after purchase | In Person / Fiscal Associate | |
| Financial Deadline | |||
| P Card Purchases (Supplies/Equipment) Purchase Request Form | 2 weeks prior to date order is needed by | Online / Fiscal Associate | |
| P Card Purchases (Travel & Event) Purchase Request Form | 30 days prior to event/travel | Online / Fiscal Associate | |
| Reimbursement (Supplies/Equipment) Purchase Request Form | 2 weeks prior to date of purchase | Online / Fiscal Associate | |
| **Reimbursement (Travel or Events) Purchase Request Form | 30 days prior to event/travel | Online / Fiscal Associate | |
| Purchase Orders (Food/ Giant - St. James) Purchase Request Form | 2 weeks prior to date food is needed by | Online / Fiscal Associate | |
| Purchase Order non-food services, Purchase Request Form | Beginning of the Semester or 2 months prior to event/travel date | Online / Fiscal Associate | |
| Fundraising Event Submit Fundraising Form | 2 weeks prior to event | Online / Fiscal Associate | |
| Cash Box Request Submit Cash Box Form | 1 business day in advance of need | Online / Fiscal Associate | |