Club Sports Exec Board Checklist

Completed Y/N Activity 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 other club officers August 31, 3:00pm-6:00 pm 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 Ongoing Online link for your team will be emailed from CSC
  Follow up with potential new members who may have contacted you during the summer   Email
Beginning of year
  Reserve table for Involvement Fair - September 1st, 1 pm - 4 pm First week of school Email SGA Club Contact
  Review Cleared Athlete list to see who needs paperwork done Ongoing Check online
  Advisor Agreement Form - make sure your advisor fills this out First Week of School Complete online
  Coach 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 in which all members turn in all necessary participant paperwork. All athletes must be cleared with physicals and paperwork before they can step onto the practice field. Before first practice  
  Submit practice schedule and location Before first practice Email CSC
  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 and Ultimate ONLY - National Organization registration complete and paid Before First Game Work with CSC
  Reserve Referees and submit Purchase Request to pay referees via Purchase order if home game 2 Months in advance of game Online / Harleigh
  SGA Program Planning form for field reservation if home game, also include equipment needs At least 30 days before game Complete Online
Travel Checklist
  Submit a complete travel registry form - this must be approved before all other steps are taken At least 30 days before Complete Online
  Vehicle Request form (if using college Vehicles) At least 30 days before In Person - Amber
  Purchase Request to reserve hotel rooms At least 30 days before Online / Harleigh
  Purchase Request for tournament registration fees At least 30 days before Online / Harleigh
  Purchase Request for gas reimbursement At least 30 days before Online / Harleigh
Post-travel Checklist
  Accident Reports Within 48 hours of the incident Complete Online
  Receipts for Reimbursement At least 1 week after purchase In Person / Harleigh
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