Club Policy Manual 2014-2015 updated April 17th 2014 (1)

Department of Athletics & Recreation
SPORT CLUBS
Policies and Procedures Manual
School year 2014-2015

Department of Athletics & Recreation Sport Clubs Manual 2014-15 Page 2
ATHLETICS & RECREATION ADMINISTRATION
Coordinator of Programs* Sandra Jamieson
sandra.jamieson@smu.ca
(902) 420-5556
Emergency after hours (902) 478-0895
*First contact in case of emergency
Director of Athletics & Recreation TBA
(902) 420-5427
Facility Scheduler Linda Gould
linda.gould@smu.ca
(902) 420-5440
Coordinator of Marketing Dana Clements
dana.clements@smu.ca
(902) 420-5426
Department Secretary Patsy Calbury
patsy.calbury@smu.ca
(902) 420-5429
Campus Security (902) 420-5577
Homburg Centre for Health & Wellness
Front Desk (902) 420-5555
Royal Bank Representative Marianne De Castro
marianne.decastro@rbc.com
(902) 421-4241

SPORT CLUB CONTACTS
1) Cheerleading Monique Johnson (Coach,Safety Officer&
Trip Leader)
smucheer@gmail.com
Krysta Coyle (Asst. Coach)
Rebecca Alaffe (Pres & Safety Officer)
Travis Levangie (VP)
2) Curling Bill Fletcher (Coach & Trip Leader)
bill.fletcher@smu.ca
Scott Babin (Pres & Safety Officer)
scottbabin29@gmail.com
Sara Spafford (VP)
sara.spafford@hotmail.com
Alex Rafuse (Treasurer)
alex.rafuse@gmail.com
Mackenzie Proctor (Sec)
mac.p.proctor@gmail.com
3) Dance Jasmine Moreash (Pres)
smudance@gmail.com
Ashley Fletcher (VP)
ashleyfletcher93@hotmail.com
Danielle Lirette (Sec)
ox-daniellelirette@hotmail.com
4) Equestrian Samantha Banfield (Pres & Safety
Officer)
smu.equestrian.team@gmail.com
Mauresa Godbout (VP & Trip Leader)
mauresagodbout@hotmail.com
Lindsay Morton (VP)
morton.lindsay@yahoo.com
Breagh MacDonald (Sec)
breaghmacd@gmail.com
Victoria Baillie (Safety Officer)
v.baillie@hotmail.com
5) Men's Field Lacrosse Dominic Nolasco (Coach)
dominic.nolasco@gmail.com
Stephen Gilbert (Manager)
sgilbert_44@hotmail.com

Thomas Oulton (Pres & Safety Officer)
t_o1518@hotmail.com
Mitchell duTrizac (VP)
mitch_dutrizac@live.com
Tanner MacDonald (Sec)
macdonaldtanner@gmail.com
Doug Embleton (Safety Officer)
dougembleton55@gmail.com
Dan Michel (Trip Leader)
dan.michel@hotmail.com
6) Karate Shannon Doane (Coach & Safety Officer)
shannon.doane@smu.ca
Salam Elborne (Pres)
salam.elborne@gmail.com
Justin George (VP)
george.justin16@yahoo.com
Rebecca Betts (Sec & Safety Officer)
r.betts@hotmail.com
7) Men's Baseball Paul Arsenault (Coach)
paul.arsenault@ns.sympatico .ca
Greg Gott (Pres & Safety Officer)
greg.gott@sympatico.ca
Jordan McClocklin (VP)
jordan.mcc@shaw.ca
Brett Little (Sec)
brettlittle20@msn.com
Nathan Macdonald (Safety Officer)
nathan_d_macdonald@hotmail.com
Mitchell Bunker (Trip Leader)
mitchellbunker@hotmail.com
8) Men's Rugby Keir Feehan (Pres)
keirfeehan@gmail.com
Thomas Naughton (VP)
thomas.naughton13@gmail.com
Even MacDonald (Sec)
even_macdonald91@hotmail.com

TABLE OF CONTENTS
I. INTRODUCTION PAGE 8
Definition
Purpose of Sport Clubs
II. FORMATION OF A SPORTCLUB PAGE 8
Requirements
III. REGISTRATIONOF A NEW SPORTCLUB PAGE 8
Application Process
Registration Obligations
Privileges of Sport Club Registration
Renewal of Previously Registered Sport Clubs
IV. SPORTCLUB BENEFITS/ PRIVILEGES PAGE 9
Facility Scheduling Priority
Promotion
Certification Courses
Benefits to Club Executives
V. CLUB OPERATIONAL PROCEDURES PAGE 10
Meetings
Certification & Documentation
VI. MEMBERSHIP CRITERIA PAGE 11
Membership Fees
Club Participation Requirements
Club Disciplinary & Restoration of status
Instructors and/or Coaches
VII. CLUB EXECUTIVE OFFICERS’RESPONSIBILITIES PAGE 12
Sport Club Executive (3)
Trip Leader (1) & Safety Officers (2)
Instructor and/or Coach
Volunteer
VIII. SCHEDULING CAMPUS FACILITIES PAGE 13
Off-Campus Facilities

IX. SPORTCLUB FUNDING & FINANCES PAGE 14
Policies and Procedures
Finances
Helpful Hints and Suggestions for Managing
Club Finances Successfully
Fundraising
Tournaments and/or Special Events
X. REVENUE PRODUCING ACTIVITIES & SPONSORSHIP PAGE 17
XI. PURCHASING OF EQUIPMENT AND/OR UNIFORMS PAGE 18
Sport Club Inventory
XII. INSURANCE PAGE 19
XIII. SAFETY AND RISKMANAGEMENT PAGE 19
Injury Prevention
Medical Emergencies
Fire Alarm
Power Failures
Lightning & Adverse Weather Conditions
Risk Management
XIV. DEPARTMENT OF ATHLETICS & RECREATION
POLICIES AND PROCEDURES PAGE 21
Liquor Policy StatementAppendix D
Standard of Conduct for All Club Members
Hazing
XV. SPORTCLUB PROMOTION PAGE 22
Athletics & Recreation Website
Clubs Bulletin Boards
Apparel
Advertising
XVI. TRAVEL POLICIES AND PROCEDURES PAGE 23
Authorized Driver Requirements
Travel Coordinator Assistance
Travel by Personal & Rental Vehicles
Use of Public Transportation
XVII. CLUB FUNDING REWARD SYSTEM PAGE 25

ADDITIONAL CLUB DOCUMENTS - www.smu.ca/athletics/clubs.html
APPENDIX A PAGE 26
Sport Club Registration Form (Required annually)
APPENDIX B PAGE 27
Membership Roster (Required annually)
APPENDIX C PAGE 28
Release of Liability, Waiver of Claims,
Assumption of Risk and Indemnity Agreement (Required of each participant)
APPENDIX D PAGE 30
Liquor Policy Statement
APPENDIX E ^
Student Membership Registration Form
PAR-Q & YOU Questionnaire (Required of each participant)
APPENDIX F ^
University Injury/Incident Report Form (Required if applicable)
APPENDIX G PAGE 31
Travel Information Form (Required if applicable)
APPENDIX H PAGE 32
Travel Roster and Assumption of Risk Form (Required if applicable)
APPENDIX I ^
Wire Transfer Form (Required if applicable)
APPENDIX J PAGE 33
Statement of Income (Required annually)
APPENDIX K PAGE 35
Constitution Outline (Required annually)
^ Forms arenot included in theSports Club Policies and Procedures Manual but may be found online at
http://www.smu.ca/campus-life/smufit-clubs.html

I Introduction
Definition
A Sport Club is a registered campus organization that provides a program of instruction, recreation,
and/or competition in a specific sport and/or activity involving physical skill, bodily exertion, traditional
form, and a set of structured rules.
Purpose
The Sport Club program at Saint Mary's University is designed to provide additional opportunities for
individuals interested in a specific sport to develop or improvetheir skills, to participaterecreationally or
competitively in on-campus or (when necessary) local metro competitions, and establish social contacts.
Sport Clubs are voluntary and non-profit organizations. Members assume the leadership and financial
responsibilities of Club activities,but arerequired to adhere to Department of Athletics & Recreation, and
University guidelines and policies.
Registered Sport Clubs are not recognized as fully financially sponsored Saint Mary's University
organizations. However, the programs are a service to Club members and are registered with the
Department of Athletics & Recreation in order that they might schedule Department facilities, apply for
use of certain services, and receive basic support for on-campus Sport Club activities.
II Formation ofa Sport Club
Requirements
A Sport Club may be formed when enough students express an interest to participate in a particular
Sport Club activity (normally at least 10 to 12 individuals). Each Club must register with the Coordinator
of Programs at the Department of Athletics & Recreation. The interests of the Club must not conflict with
an existing Sports Club. The Club must provide evidence of approved advertising here on campus. All
Sport Club team/group participants must be registered full-time or part-time students of Saint Mary’s
University.
Each Sport Club is required to keep records, including but not limited to, membership rosters, receipts of
revenues/expenses, financial statements, and contract agreements. Days and times of regular meetings,
practice sessions, and/or special events held on or off-campus are determined by the Club Officers in
consultation with the Coordinator of Programs and are to be generally publicized.
Each Sport Club is required to have a slate of officers; three Club Executives, a designated Trip Leader
and two Safety Officers. Club Officers are responsible for the general function and operation of the Club,
the supervision of the Club membership, the insuring of the Club's adherence to the policies and
procedures, and/or disciplinary measures for misconduct or damages.
III Registration ofa New Sport Club
Application Process
A Sport Club Officer/representative must file the required registration forms with the Department of
Athletics & Recreation. The Sport Club Registration renewal must be accepted and approved by the
Coordinator of Programs. This process takes 5-7 business days.

A completed registration for a new club includes the following:
 Submission of Sport Club Registration Form (APPENDIX A) to the Coordinator of Programs
at the Department of Athletics Office in the Homburg Centre.
 Incoming Executive Officers and team manager/coach for the Sport Club must meet with the
Coordinator of Programs by March 31st of each year to discuss the Club's plans for the
upcoming academic year.
 Any new sport club initiated after March 31st is not eligible for funding in the upcoming
academic year (September-April)
 Submission of a Sport Club Membership Roster (APPENDIX B) and signed Release of
Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement (APPENDIX C)
for each club member. Dependent on the nature of the sport, there should be a minimum of
10 registered Saint Mary’s University students who are interested in joining the club if it is
approved. These forms must be submitted no later than September 15th.
 Submission of Club Constitution. See (APPENDIX K) for outline.
Registration Obligations
The following Sport Club obligations are incurred by being a registered Sport Club with the Department
of Athletics & Recreation:
1. Conduct all Club activities in accordance with Department of Athletics & Recreation
regulations.
2. Responsibility to elect or appoint new Club Officers and update registration annually. These
names must be confirmed to the Program Coordinator at the March meeting.
3. Provide Club reports as are required by the Coordinator of Programs.
4. Submit Sport Club End of the Year Financial Report (APPENDIX J)
Renewal of Previously Registered Sport Clubs
Each previously registered Sport Club must reapply each year by completing the following:
1. Submission of a completed Sport Club Registration Form (APPENDIX A) to the Department
of Athletics & Recreation.
2. Representative attendance by at least two club representatives at a Sport Club meeting with
the Program Coordinator by March 31st of each year.
3. Submission of a Sport Club Membership Roster (APPENDIX B) and signed Release of
Liability, Waiver of Claims, Assumption of Risks and Indemnity Agreement (APPENDIX C)
for each club member; to be submitted no later than September 15th.
IV Sport Club Benefits/ Privileges
Facility Scheduling Priority
All University recreation/sport facilities are shared between the Department of Athletics & Recreation,
academic classes,student groups, and community rentals.By affiliating with the Department of Athletics
& Recreation, Clubs are afforded priority over other student groups and/or community rentals. If
facilities are booked through the Coordinator of Programs, the Department of Athletics & Recreation will
cover the internal cost of such facilities for Club use. Clubs may be responsible for additional costs such
as staffing, event set-up, tear-down, etc.
Registration of a Sport Club provides the membership with the following privileges:
1. Reserved scheduling of specified facilities based on Department of Athletics & Recreation's
facilities booking policies.

2. The use (where feasible and available) of specific Department services (ie. equipment,
promotional and advertising privileges, administrative support services, etc.)
3. Sport Clubs’ name listed on the Department of Athletics & Recreation website: www.smu.ca
4. Application for limited basic Club funding up to a maximum of $1000 annually (Not
availablewithin theclubs first year following formation. Please refer to section XVII for more
information).
5. Athletic Therapy may be available upon request. Payment is required.
Promotion
To assist Clubs in advertising their activities and personnel, the Department of Athletics & Recreation
will publish Sport Club information in program, brochures, posters and the website
(http://www.smu.ca/athletics/intramural/clubs.html).
Certification Courses
All Club Executives are able to take courses offered through the Department of Athletics & Recreation
that directly benefit the Club (e.g. First Aid & CPR courses). These fees can come out of Club funds with
the Club Executive approval. If there are other additional courses that are offered through other
organizations, they need to be approved by the Coordinator of Programs.
Benefits to Club Executives
o Service to Saint Mary’s University Community - Clubs provides an opportunity for students to
meet new people and help them have a great overall experience at Saint Mary’s University.
o Leadership Skills - Club Executives are responsible for operating a Club which requires strong
leadership abilities. They assist the Coach with setting schedules, planning practices,
organizing events/tournaments, and social events that involve the ability to take on a
leadership role.
o Financial/Budgeting Skills - Clubs are required to submit a formal budget each year. The skills
for this task will help students learn the importance of financial management. These skills are
transferable to many other jobs and important tasks in life in general.
o Networking – The position of Club Executive means being in contact with the Coordinator of
Programs and other Sport Management professionals. Club Executives can gain valuable
skills in forming good personal relationships and networking that can assist in their future
careers.
o Experience Working with Non-Profit Sector – Saint Mary’s University is a non-profit
organization that inputs money into its programs and services to serve the campus
community. As a Club Executive you are taking part in providing these services to students
on campus.
V Club Operational Procedures
Meetings
Club team meetings should be held in September and March with all team members. It is the Clubs’
responsibility tocontact theCoordinator of Programs toarrange a meeting to be held no later than March
31st annually.

The primary purpose of Sport Club meetings is to provide central planning of administrative guidelines,
organize general supervision and evaluate the Sport Clubs’ program. Other purposes may include, but
are not limited to:
1. Serving as a communication vehicle between Clubs and the University community.
2. Promoting the program toward increasing interest and participation in Clubs.
3. Aid in formulating and implementing policies and procedures under which the Clubs shall
function.
4. Seeking solutions to common problems.
VI Membership Criteria
1. Membership in Sport Clubs shall be open to all Saint Mary's University full and part time
students. All participants must complete The Student Membership Registration Form and
the PAR-Q & YOU Questionnaire (APPENDIX E) as part of a SMUfit membership
registration process. All Sport Club members must have a current SMUfit membership for the
duration of the Club Sport. Part time students must purchase a SMUfit membership.
2. All individuals wishing to join a Club must apply or tryout to become a member of the
specific club, and complete a Release Of Liability, Waiver of Claims, Assumption of Risks
and Indemnity Agreement (APPENDIX C).
3. Each Club must have an Executive Board of Officers of at least three (3) individuals and one
Head Coach. One person should be a permanent local resident to allow for continuity of
contact with the Club. Additionally, at least two (2) Safety Officers and one (1) Trip Leader
must be approved (these positions may be filled by executive members)
4. Members agree to abide by the regulations as outlined in this Manual.
5. It is the responsibility of the governing body of the Club to know and follow the membership
requirements. Violations will be addressed based on the severity of the issue(s). They are
subject, but not limited to, member expulsion and Club suspension.
Membership Fees
Individual Sport Club Membership Fees are non-refundable and are determined by each club. Fees
should be published annually on the respective club webpage.
Club Participation Requirements
The Coordinator of Programs reviews all Clubs on a bi-annual basis. Club Sports must adhere to the
following procedures:
1. Minimum of 10 members (depending on the nature of the sport).
2. Must schedule a Club meeting with the Coordinator of Programs each year in September (if
required), and a Mandatory Club Meeting no later than March 31st.
3. Required documentation and records must be completed and brought documentation to the
Mandatory Club Meeting (refer to Appendices and the Saint Mary’s Website for these
documents).
4. Must keep practice attendance forms on file and submit any completed University
Injury/Incident Report Form (APPENDIX F) to the Coordinator of Programs within 24 hours
of practice.
5. Must complete and submit the Travel Information form prior to each travel event
(APPENDIX G).
6. Must submit the End of the Year Financial Report (APPENDIX J) by March 31st.
7. Adhere to policies and procedures set forth in the Club’s Constitution and/or official
statement.

8. Adhere to guidelines established within this manual.
All Clubs are required to have the following documents on file with the Coordinator of Programs prior to
any Club activities beginning.
o Updated Club Constitution and/or official statement (See appendix)
o Executive contact list, Safety Officers contact list, Trip Leader contact information
o Photocopies of Safety Officers First Aid & CPR-A certifications
o Photocopies of drivers’ licenses (where applicable)
o Sport Club Instructor/Coach Letter of Agreement (if applicable)
o Instructor/Coach payroll information (if applicable)
It is the responsibility of the Club to ensure that these documents are always up-to-date. Failure to
maintain required documentation is grounds for suspension.
Club Disciplinary & Restoration of Status
Clubs who fail to remain in good standing, i.e. failure to attend required meetings, hand in required
documents and not adhering to member procedure and requirements may lose Club privileges. If a Club
has been suspended, anyone interested in restoring the Club’s status must re-apply after a full year.
SMUfit Memberships
All Instructors and/or Coaches receive a free gym membership (max of 5 people) for the duration of the
Club season (September-April). All full-time students at Saint Mary’s University automatically receive a
gym membership through the University which must be activated annually through the SMUfit front
desk. Any part-time students must purchase a SMUfit membership to gain access to the facility.
VII Club Executive Officers’ Responsibilities
All Clubs must have at least three (3) Executive Officers, two (2) Safety Officers and one (1) Trip Leader.
The only requirement placed on these Executive positions by the Department of Athletics & Recreation is
that the Executive must be currently enrolled as a full-time student and Safety Officers must be certified
with a minimum of CPR-A. One person may hold multiple positions within the club.
More special interest Clubs are being formed on campus to accommodate the interests of various groups
of students. Due to the number and varieties of recreational activities, the roles of the Instructor/Coach
are becoming even more important in the administration of the Sport Club program. If the
Instructor/Coach is paid, they do not have voting rights within the Club.
Sport Club Executive
o Duties should be allocated between officer(s) in relation to the needs of each individual Club.
o Administer Club meetings and record minutes.
o Supervise all Club activities and ensure at least one certified on-duty Safety Officer is present
at all practices/events.
o Coordinate promotions.
o Serve as liaison between the Sports Club and the Coordinator of Programs.
o Assist Trip Leader with travel arrangements as required by the Club.
o Oversee the ordering and storage of equipment.
o Update Club Constitution and/or official statement for approval by the membership when
changes occur.

o Retrieve Club mail from the Club mailbox in the Department of Athletics and Recreation
Administrative Office.
o Facilitate transition to next Executive.
o Oversee expenditures and receipts.
o Ensure Club abides by Saint Mary’s University policies and procedures.
o Spread interest in and awareness of the sport through demonstrations, and sanctioned
competitions.
o Assist Club with financial matters including budgeting, payment of bills, and fundraising.
o Keep Club members informed on all procedures and regulations.
Instructor and/or Coach
The following is a list of potential duties or responsibilities of any Instructor and/or Coach of a
Department of Athletics and Recreation Sport Club. (ALL administrative duties are in the hands of the
students.)
o Have knowledge of all Department of Athletics and Recreation policies relative to Clubs.
o Uphold Clubs’ philosophy that they are student led.
o Develop and improve skills of Club members.
o Complete all required departmental or league/association forms.
o Make travel arrangements for games, matches or tournaments.
o Schedule games, matches, or tournaments.
o Develop and employ safety procedures.
o Attend practices and events.
o Coordinate equipment and supply usage with Club members.
o Promote good sportsmanship during practice and competitions.
o Instructors/Coaches must have a minimum First Aid & CPR-A certification. Photocopy of
First Aid/CPR certification, must be submitted to the Coordinator of Programs prior to the
start of any Club activities.
o Instructors/Coaches are strongly encouraged to obtain necessary coaching certification as it
pertains to their sport. Coaching certifications must be submitted to the Coordinator of
Programs
Volunteer
In some cases various individuals, faculty, staff, or other students volunteer their time and resources in
assistingtheClub with activities such as fundraising, promotions, events and/or Club operations outside
of instructing/coaching. If these individuals volunteer for your Club, please inform them of all Club
policies. Ensure that theCoordinator of Programs is aware of who the individuals are and their role with
the Club.
VIII Scheduling Campus Facilities
Facility scheduling may be reserved for fully registered Sport Clubs. Submit all requests in writing to the
Coordinator of Programs. No facilities may be reserved without submission of required documents.
Only with the approval of the Coordinator of Programs, will Sport Clubs be granted facility space
without rental costs.This will be within the aforementioned guidelines and based on availability and the
demand for the specific facilities.

Sport Clubs may be granted facility access for a maximum of three practice times per week, with two
practice periods during weekdays and one practice session on the weekend, (space permitting). Practice
times are not guaranteed.
Clubs wishing to continue renting Department facilities during academic breaks, (i.e. Christmas and
spring study break) must make this known at the time of their initial booking requests. Continued use of
Club time will be based on availability of the facility during these break times. Other times may be
negotiated if normal scheduled times are not available.
Clubs wishing to continue Club activities during the summer (May-August) must make a separate
request in writing to the Coordinator of Programs. Consideration for continued use of the facilities
during the summer will be negotiable based on individual Club requirements and the availability of
facilities. These requests will be subject to rental and staffing cost fees.
Due to the demands for use of the facilities, there may be times when Clubs will be pre-empted in the
facilities. Attempts will be made to provide sufficient notice of cancellations of Club times. When
possible, alternate arrangements will be made.
Clubs will not be charged for the allotted hours of facility time or space, but may be billed for any
additional facility time, special set-up and/or take down costs, and/or additional staffing costs.
All required times and special set-ups and services desired must requested in writing. Based on
availability of facilities and services required, notification of approval/denial and estimated charges will
be communicated to the Club as soon as possible. Special set-up charges may be levied regardless of
when these services are completed as they nevertheless require special staff involvement and will be
carried out at the discretion of the Coordinator of Programs.
The Department of Athletics & Recreation facilities and services are available only for registered Sport
Clubs.
Cancellation of practices or events must be communicated to the Coordinator of Programs. Should a Club
experience difficulty with the facility times, maintenance, security, staff, etc., they are to direct all
concerns to the Coordinator of Programs.
Off-Campus Facilities
A Sport Club requiring special facilities off campus will have to make arrangements on their own, but are
required to consult with the Coordinator of Programs before making any final arrangements concerning
the location, days and times of Club practices or events. Expenses for these facilities are the responsibility
of the Sport Club. A Club may seek financial assistance for partial payment of facility costs from the
Clubs’ allotted budget if there are no Department facilities available.Clubs are not permitted to enter into
any contractual agreements without prior approval from the Coordinator of Programs. Club
representatives are not allowed to sign contracts on behalf of the University.
IX Sport Club Funding and Finances
Policies and Procedures
All Sport Clubs are responsible for their own organizational structuring and funding. Support of Sport
Clubs by the Department of Athletics & Recreation is for the purpose of providing recreational
opportunities for students to socialize, develop and improve their skills in a specific activity. This is

mainly carried out by providing basic facility space, equipment and administrative assistance. The
Department of Athletics & Recreation offers limited funding to each Club per year provided that all
requirements have been met.
All Clubs have the option to solicit funds from three sources:
1. Funds generated by the Club through contributions, membership dues, and/or fund raising.
2. Allocation from the Department of Athletics & Recreation (subject to availability of funds.)
3. External sponsorships: Clubs must contact the Coordinator of Marketing for approval.
Each Club is responsible for meeting all of its financial commitments. With prior approval, teams may
use Club funds for travel, accommodation, competition fees, and reimbursement for rental and personal
vehicle expense. Club funds cannot be used for personal expenditures. A Wire Transfer Form
(APPENDIX I) should be filled out for reimbursements.
Request for additional funding should be in writing and must be submitted a month in advance of the
event by the President of each registered Sports Club. The Coordinator will review each request on the
basis of the following criteria:
First Priority
1. On campus facilities (where available)
2. Basic equipment and supplies
3. Club leadership (Coach/visiting Instructor, etc.)
4. Promotion, advertising/printing
Second Priority
1. Saint Mary's University facility rental set-up costs for hosted tournaments and special events
2. League fees (local leagues only)
3. Tournament fees (local tournaments only)
4. Other specialized Club needs
Funding allowance for each team will be determined in September after the required Club registration
paperwork is received. Funding from the Department of Athletics & Recreation may be used for travel to
tournaments/competitions outside the Metro area but may not be used for coaching staff honorariums.
All requests for Department funding to Clubs must have prior approval by the Coordinator of Programs
and have theCoordinator's signatureon all transactions involving the use of funds appropriated to, or on
behalf of, the Sport Club.
All requests for reimbursement must be accompanied by a receipt. These expenditures must first have
been approved by the Coordinator of Programs. Note: Club officers or members should not pay for Club
expenses and expect to be reimbursed unless prior approval has been given by the Coordinator of
Programs. Payment for entry fees, services, and purchases must be paid directly to the designated
recipient (all receipts must indicate if HST is applicable)
Finances
Sport Club Executives are responsible for the management of Club monies. The signing authority should
be that of the Club Executives. The Coach should not be a member of the signing authority. The current
Executives are responsible for communicating with the bank when their term ends and updating the

signing authority wherenecessary. Clubs are authorized by the Department of Athletics & Recreation. If
the bank requires confirmation of the names of the new Executive members at the beginning of the
academic year,the Coordinator of Programs can provide a letter of confirmation. All bank accounts must
be with the Royal Bank at Summer Street and Spring Garden Road Branch.
Clubs who have savings/checking accounts are required to indicate the bank where the account is held,
who has signing authority, and what the current balance is in the account as part of the End of the Year
Financial Report. Failure to supply an accurate yearly financial report may result in the Club not being
recognized as a registered Club, therefore losing its facility and funding privileges.
At the request of the Coordinator of Programs, an audit of a Clubs’ accounts may be carried out. Club
officers will be responsiblefor supplyingthe appropriatedocumentation and for meeting personally with
the Coordinator for this financial audit.
Helpful Hints and Suggestions for Managing Club Finances Successfully
1. Maintain accurate records of all financial activities. This means keeping track of all paperwork
and financial documents, statements, invoices, purchase orders, and receipts. Make
photocopies of original documents and keep them all together. It is the Club’s responsibility
to track and ensure accuracy of financial activities, NOT the Department of Athletics
&Recreation.
2. Submit budget documents on-time. Proper submission of budgets will allow the Department of
Athletics & Recreation to review your information and make suggestions and revisions to
better help you manage the Club accounts.
3. Plan conservatively based upon previous years’ activities. Take into account what happened
during previous years’ Club activities and pay attention to large expenditures or decreased
membership revenues. Try to plan based upon the Clubs’ recent history.
4. Look to the future and anticipate. Planning requires an understanding of your environment and
the things that influence it. Is your Club growing and gaining momentum? What changes
will this require and how will you manage this? Will you need to hire more Instructors? How
much does it cost to hire an Instructor? What activities have you planned for the year? How
are the costs for these activities met as compared to revenues? Is it possible for you to afford
to host a tournament based on your available funding? Think about the many things
involved with planningevents and activities duringthe 8 months your Club will be active on
campus. Begin planning early!
Note: It is important toleave approximately $100-$200 in your Club’s bank account at the end of the year
for the following years’ start-up fees.
Fundraising
All fundraising activities must be kept within provincial, University and Departmental policies. The
Coordinator of Programs should be informed of all fundraising projects to ensure they are within these
policies (A lottery license is required for all lottery ticket sales. The Coordinator of Marketing can assist
with getting a license).
The following list provides Sport Clubs with several ideas. This is not an all-inclusivelist, but it may help
your Club raise money for allotted expenses:
o Souvenir sales – shirts, posters, mugs, lanyards, and calendars. All graphics must have prior
approval from the Coordinator of Programs.

o Movie nights
o Event security or clean-up
o Concession sales in the Student Union Building
o Car washes
o Hosting a tournament
o Craft, garage or bake sales
o Corporate or commercial sponsorship (All potential companies must be reviewed by the
Coordinator of Marketing)
Steps to Hosting a Fundraiser:
1. Develop and submit a proposal for the fundraiser to the Coordinator of Programs for
approval. The proposal should include a description of the fundraiser, why your Club is
hosting the event, your target fundraising financial goal, and the anticipated expenses
involved in set-up and execution of the fundraiser.
2. Schedule and secure the necessary space or facility for the activity.
3. Obtain, complete, and return any contracts or legal documentation needed in hosting the
activity.
4. Arrange for set-up, take-down, supervision, and cleaning of the event. Club
Executive/members should assist as it may reduce costs.
5. Create, publish, and distribute advertising and promotional materials for the event. All
materials must be approved by the Coordinator of Programs.
6. Host the event.
7. Complete an evaluation of the event with the actual expenses and revenue received from the
activity. Submit a copy to the Coordinator of Programs.
Tournaments and/or Special Events
When a Sport Club hosts a local tournament or event, at Saint Mary's University or off-campus, the
Department of Athletics & Recreation is not considered a sponsor to the tournament or event.
Accordingly, the Department of Athletics & Recreation will not in any way be held responsible for the
planning, collection of entry fees, or implementation of the tournament. The Department needs to retain
some control and oversight over these events and hence, needs to be fully informed of all activities.
Sport Club hosted tournaments or special events must have a designated Event Coordinator, whose
responsibility is to meet with the Coordinator of Programs at least four weeks in advance to discuss set-
up arrangements, facility access procedures, crowd control and security.
Signage or posting of promotional posters is not allowed in Department facilities without prior
authorization from the Coordinator of Programs.
X Revenue Producing Activities & Sponsorship
A complete income statement, that includes all distribution of any income or expenses, must be
submitted to the Coordinator of Programs within two weeks after each revenue-producing event.
The freedom to conduct revenue producing and/or fundraising activities carries with it the responsibility
to inform the Department of the purposes for which the funds and revenue will be used, and the methods
by which funds will be obtained. A registered organization may not fundraise through methods, or
activities, which are in violation of the interests or regulations of the Department of Athletics &

Recreation, Saint Mary’s University, and Provincial or Federal Law. A registered organization may not
fundraise for the purpose of personal financial gain.
Sport Clubs must seek approval from the Coordinator of Marketing prior to soliciting corporate
sponsorship. Sport Clubs must not seek sponsorship from private or public businesses or corporations
that might be in opposition to Department and University philosophy and regulations, and/or existing
established contracts. Non-compliance to this policy will result in jeopardizing the Clubs’ privileges.
XI Purchasing ofEquipment and/or Uniforms
Prior to purchasing equipment and uniforms please consult with the Coordinator of Marketing, as we
have current sponsors for the University.
Equipment for specialized use by Sport Clubs must be purchased then issued for the duration of the
Clubs’ season for the current academic year.
Persons checking out equipment and uniforms will be responsible for their maintenance, care and
security. Lost or broken items must be paid for at the cost of replacement. A designated Club Executive
should be responsible for equipment and uniforms.
Any equipment obtained for the sole use by a registered Club that is purchased with Department and/or
Sport Club funds, is to be considered the joint community property of the Department and the Sport
Club. When a Club is not actively functioning, or disbands, the storing or disbursement of the Clubs’
assets and equipment must be jointly determined by the Club officers and the Coordinator of Programs.
Sport Club Inventory
Sport Club equipment and products purchased with Club funds should be appropriately marked and
accounted for through an inventory.Inventory simply requires the Club to havean accurate record or list
of equipment/products that it owns. Inventory will help your Club keep track of the number and
cost/value of equipment that the Club has on hand.
Inventory information will be extremely helpful in the event of theft or loss to one or mor e pieces of Sport
Club property and valuation for insurance purposes. It is also good practice and a leadership
development opportunity for an Executive member. Below are tips and strategies for establishing your
Club inventory.
1. Keep Accurate Records – When equipment is purchased or supplies are ordered, keep track of
the financial records as well as the actual number of items purchased.
2. Label and Identify Equipment – Devise some form of labeling or identifying information to
place on equipment. An example might be a combination of numbers/letters that correspond
to the Club, the date of purchase and the quantity of the piece of equipment owned. Eg. KYK-
0908-3K. This label identifies the Club – (Kayak), month and year of purchase – (September
2008), and its identifying number – (the third kayak). This identifying information should be
marked on the specific equipment using non-erasable markers/pens or engraving materials.
3. Keep this information on Inventory sheets –keep track of the items your Club purchases and
owns.

XII Insurance
Members are required to have their own medical and extended healthcare insurance coverage. All
athletic activities, including participation in Sport Club activities, involve inherent risks. It is highly
recommended that interested students review their specific coverage to ensure it is adequate in light of
the potential risks involved in participating in Sport Club activities before joining. In addition, all
individuals participatingin Sport Clubs are encouraged to havea physical examination prior to joining.
Individuals participate in Sport Club activities at their own risk and are required to sign a Release of
Liability, Waiver of Claims, Assumption of Risk and Indemnity Agreement (APPENDIX C). These forms
must be completed and returned to the Coordinator of Programs no later than September 15th. Club
officers are required to ensure that Club members joining at various times have completed the Release
of Liability form and see that it is submitted to the Coordinator of Programs. Individuals who have
not submitted the Release of Liability form are not considered official members of the Sport Club and
will not be permitted to participate in Club activities. A Club’s allotted reserved facility times will be
removed and funding suspended if the Release of Liability forms are not submitted for each member.
Approved Sport Clubs are covered under the University’s liability insurance. Details regarding this
coverage can be provided by the Coordinator of Programs and are on a case by case basis.
XIII Safety and Risk Management
Program safety is one of the most important parts of running and organizing a Department of Athletics &
Recreation Sport Club. It deals with promoting a safe environment for all participants. It is the
responsibility of the Executive to ensure that the proper precautions are taken to keep members safe by
having at least one identified Safety Officer at each practice/event. It is important to complete a
University Injury/Incident Report Form (APPENDIX F) where and when required.
Sport Clubs are responsible to and for their members. All activities organized by the Sport Club must be
properly supervised. Supervision should be the responsibility of the Safety Officers who:
o Have been identified and acknowledged as such by the Club Executive and the Coordinator
of Programs;
o Have the appropriate experience, training and certification to assure the safe running of all
club activities;
o Currently has an Emergency First Aid and CPR-A certification.
Injury Prevention
o Sport Club Executives, Club members, Coaches and Instructors must emphasize safety
during all Club-related activities.
o ALL Clubs must have at least one certified Safety Officers present at EVERY practice and
event.
o Develop and practice safety guidelines relevant to your sport.
o Report unsafe condition to the Coordinator of Programs immediately.
Clubs should seek to secure the services of the best qualified person(s) available for the position of
Instructor/Coach. Certification by the appropriate sports’ governing body is desirable, if possible. The

Instructor/Coach must submit relevant certifications to the Coordinator of Programs prior to the
commencement of the season. A Club must have a written contract with any individual providing
instruction or coaching for Club members in return for payment. Said contract must be administered by
the University and not the Club. The contract must outline the following: responsibilities ofthe Instructor
or Coach, dates and times of instruction, and salary or honorarium. A copy of the contract must be
submitted to the Coordinator of Programs before the instructional/coaching program begins.
Medical Emergencies
All accidents, no matter how minor, must be reported within 24 hours. The University Injury/Incident
Report Form (APPENDIX F) must be completed and submitted to the Coordinator of Programs. A
member of the Executive and/or the Safety Officer must:
o Identify or be aware that a person is in distress.
o Take charge.
o Go to the victim and start the procedures of first aid (determine vital signs and
consciousness).
o Must designate an In Charge Person who takes complete control of emergency, assess its
severity and assign tasks.
o Must designate a Call Person: 5577 (Campus Security) for medical assistance. If off-campus
call 911.
o Follow up with the Coordinator of Programs and complete all relevant incident/accident
reports.
Individuals involved should assist the casualty as much as you can (i.e. call for ride, notify family or
friend, retrieve belongings from locker room) and try to make them as comfortable as possible. For more
in-depth assistancewith thesesituations or for treatment of other injuries, refer to your First Aid manual.
Note: If an individual requires or requests an ambulance, he or she should be reminded of the following:
It is free to request the presence of an ambulance and the paramedics will provide an assessment as best
they can but if the individual takes a ride in the ambulance, they are responsible for cost of that service.
Health Cards must be presented upon receiving ambulance service. Neither the Department of Athletics
& Recreation nor Saint Mary’s University is liable.
Fire Alarm
In the case of a fire alarm sounding, gather Club members and exit the building, via the nearest exit,
immediately. Remain outside the building until the ‘All Clear’ is given by Fire Prevention or Campus
Security.
If you discover fire:
o Locate and activate the nearest wall mount fire alarm.
o Vacate the fire area immediately.
o Follow the above procedures (“Fire Alarm”).
o Do NOT use elevators.
o Remember your safety is always your first priority.
o Leave the building and do no re-enter until authorized by Fire Prevention or Campus
Security.
Power Failures
When the power is off, most rooms in the facility become very dark as there is no outside lighting; there
are few electrical generators to keep the room sufficiently lit.

When a power failure occurs:
o Cease all activity immediately.
o Inform members who are in total darkness that they must leave the area immediately.
Lightning & Adverse Weather Conditions
Be aware of potential threatening weather and take appropriate precautions. Remember, where there’s
thunder, there’s lightning! Avoid being caught in open areas when severe weather strikes.
Risk Management
All individuals participating in Club activities are expected to recognize and accept the inherent risks of
their activity. Each individual participating in a Sport Club must take responsibility for his/her own
health and safety. Saint Mary’s University does not accept responsibility for injuries sustained by persons
participating in recreational activities. Each participant is personally responsible for obtaining and
maintaining coverage through the Nova Scotia Health Insurance Plan (MSI) and/or other insurance
agencies.
As part of the responsibilities of the Club Executive, Instructors, and Coaches, the proper precautions
must be made to ensure the safety and health of Club members. This includes, but is not limited to, being
responsiblefor checking certifications of Instructors and Coaches, completing and submitting attendance
records, accident reports, required travel documentation and ensuring proper emergency response.
XIV Department of Athletics and Recreation Policies and Procedures
Liquor Policy
Club Executives are expected to be aware of, and abide by the Saint Mary’s University Liquor Policy
Statement – (APPENDIX D).
A Club may NOT use Club funds to purchase alcohol at Club events or at any social function or trip. The
Club is not permitted to use Club monies to purchase t-shirts or any other item(s) promoting alcohol and
its consumption..
Standard of Conduct for all Club members
All members (students whohave paid appropriatefees, staff, faculty and community members who have
purchased memberships) of the Department of Athletics & Recreation are members of the Saint Mary’s
University Community, as such, all members are subject to all provisions and expectations of the
Department of Athletics & Recreation. All students are subject to the Code of Student Conduct set out by
the University and are advised to go above and beyond those outlined here:
(http://www.smu.ca/administration/studentservices/code_code.html)
Club members are asked to use mature judgment in choosing clothing and language, and the message
each delivers to other members.We would ask that all Club members keep in mind that our membership
includes children, families and people of different backgrounds and cultures.
All Club members of the Department of Athletics & Recreation are responsible for their behavior and are
expected to adhere to all policies, rules and expectations outlined for all users of the Department of
Athletics & Recreation programming and facilities. Members are held individually responsible for the
decisions they make regarding their behavior.
It is expected that;
o Participation and membership in the Department of Athletics & Recreation activities imply
acceptance by every member of the principles of mutual respect for the rights,

responsibilities, dignity and well-being of others.
o All members will conduct themselves in a manner that respects these principles.
o All members will behave in an appropriate manner when participating in the Department of
Athletics & Recreation activities or facilities.
o All members will adhere to all the Department of Athletics & Recreation policies, procedures
and rules.
o All members have the right to participate in any Department of Athletics & Recreation
programs or facilities without the fear of harm from others within the scope of the activity.
Participation and membership in, and use of the Department of Athletics & Recreation
programs, activities and facilities, are a privilege which comes with responsibilities.
The rules, policies and procedures of the Department of Athletics & Recreation are in place for the safety
of all participants. Any conduct on the part of a member that has or might reasonably have, an adverse
effect on the proper functioning of the Department of Athletics & Recreation, or the health, safety, rights
or property of the Department of Athletics & Recreation, its members, staff or guests, is subject to
discipline. The Department of Athletics also reserves the right to forward any action to the University
Discipline Committee for further review above and beyond any sanctions imposed within the
Department of Athletics & Recreation.
Hazing
Hazing is defined as “any action taken or situation created, intentionally, to produce mental or physical
discomfort, embarrassment,harassment,or ridicule”. Even well intentioned activities or situations meant
to make students feel part of a group or team qualify as hazing, if they make any student feel
uncomfortable in any way.
If Clubs plan orientation get-togethers, they must not include any hazing. The Department of Athletics &
Recreation is strongly opposed to any form of hazing (as defined above) at any time. Any r eports of
hazing will be dealt with in a very firm manner by the Department.
XV Club Promotion
Athletics and Recreation Website
The Department of Athletics & Recreation website (http://www.smu.ca/campus-life/athletics-and-
recreation.html) provides information about all Clubs, as well as links to individual Club websites.
The Coordinator of Programs must approve all content on the Clubs’ website. All Clubs must follow the
following guidelines when implementing their own web page/site:
o No language that is offensive or can be deemed offensive.
o All references to the Department must be made correctly i.e. The Department of Athletics
& Recreation.
o If your page is linked from the Department of Athletics & Recreation website, a return
link must be provided within your Clubs’ site.

o Do not include pictures on the website or links to other websites that can be interpreted
as offensive.
Club Bulletin Boards
There are bulletin boards that can be used for information on Clubs. These are located in The Homburg
Centre for Health and Wellness on the First Floor. Club Executives are responsible for ensuring that the
information posted is current and accurate. Please submit current promotional pages to the Coordinator
of Programs for approval prior to posting them on the bulletin boards
Apparel
If Clubs wish to order apparel, the following vendors are recommended: Cleve’s Sporting Goods and
Maritime Campus. The Department also has a contract with Adidas. To order apparel from these companies
contact the Coordinator of Marketing. Please note that you are not limited to these vendors.
For orders of $1000 or more, you must submit quotes from at least 2 vendors if you wish to have the
Department of Athletics & Recreation purchase on your behalf with funds from your Club budget.
Advertising
All Club promotional material must be approved by the Coordinator of Programs prior to circulation.
The Department of Athletics & Recreations’ branding must be used on any promotional material or
advertising.
Advertising and promotions can be done through the following on-campus services:
The Journal – This newspaper is targeted mainly to the University community. The paper provides free
advertising for events. Submit all relevant event information to thesmujournal.ca.
Posters – Bulletin boards are stationed throughout the campus. All posters must comply with the
University Poster Policy and be approved and stamped by the SMUSA desk in the lobby of the Student
Centre. Be aware of regulations pertaining to on-campus advertising.
XVI Travel Policies and Procedures
Provincial, University, and Departmental policies and procedures regulate all travel by a Sport Club.
These regulations are strict and must be followed closely. The following policies and procedures are
required by any Sport Club in order to travel by personal, rental vehicle or commercial bus driven by a
bus company.
Each team must have an identified Trip Leader whose name has been submitted in advance to the
Coordinator of Programs along with Club Executives. It is the responsibility of this individual to ensure
that all necessary documents are submitted to the Coordinator of Programs prior to team travel.
A Travel Information Form (APPENDIX G) must be completed and submitted in advance of travel for
each separate trip. Clubs who travel regularly to a specific location for practices off-campus will be
required to submit a blanket travel request for each term.
Only those members of a Club who have signed the Travel Roster & Assumption of Risk (APPENDIX H)

will be permitted to travel with a Club. All Club members traveling must be listed on the above
mentioned form. No guests, family, or friends will be allowed to travel with the Club.
Sport Club travel using either personal or rental vehicles is limited to travel between the hours of 6:00AM
and 12:00AM (midnight) unless weather or other conditions would make it more prudent to adjust the
time period. If a group cannot arrange to leave at such a time so that these restrictions can be met, they
will need to make arrangements to stop and rest during the 12:00AM to 6:00AM period. Groups are
restricted to driving no more than 10 hours total in any one day.
A minimum of two authorized drivers per vehicle is required for trip destinations greater than 300
kilometers from Saint Mary's University. When multiple vehicles are traveling to the same destination,
they will travel together unless unique circumstances allow for other arrangements to be approved. No
late or early departures by one vehicle or another. Travel plans with route and planned stops shall be
listed and submitted to the Coordinator of Programs.
In case of a serious accident or the occurrence of an injury while traveling for an approved activity, first
take any steps necessary for emergency care, then contact the Coordinator of Programs (emergency cell #
after hours: 902-478-0895).
All Clubs are required to take a Travel Binder on each trip. Each binder will include, but is not limited to:
1. Trip itinerary
2. Copy of Travel Information Form (APPENDIX G)
3. Copy of Travel Roster & Assumption of Risk (APPENDIX H)
4. Copies of all approved member drivers’ licenses (if driving personal or rental vehicles)
5. Map to the trip destination
6. Weather update for 24 hours in advance of the travel
7. Emergency contact information
8. Department of Athletics & Recreation travel policies/procedures
9. University Injury/Incident Report Form (APPENDIX F)
Authorized Driver Requirements
Provide copy of current Driver’s License and valid vehicle insurance (if using personal vehicle).
It is always the responsibility of the driver and all passengers of a vehicle to be aware of potentially
hazardous situations while traveling.
Travel Coordinator Assistance
The Department of Athletics & Recreation Secretary is availabletoassist Clubs with rental vehicle, public
transportation,and hotel reservations. By using our Varsity Travel Coordinator,Clubs may receive better
rental/reservation rates.
For assistance from the Varsity Travel Coordinator, Clubs must adhere to the following timelines when
submitting requests via the Travel Information Form (APPENDIX G) which must be approved by the
Coordinator of Programs.
Car/Van Rentals - minimum 10 days in advance of trip
Bus or Train Reservations - minimum 10 days in advance of trip
Hotel Accommodations - minimum 10 days in advance of trip

Travel by Personal & Rental Vehicle
Rental companies require all drivers to be at least 21 years of age.
Drivers of personal vehicles must have proof of minimum insurance as required by the Province of Nova
Scotia. When renting a vehicle, the rental company insurance must be purchased. Personal and rental
vehicles are not covered by Saint Mary's University insurance policies. Only approved Club members
may travel in the vehicle as listed on the Travel Information Form (APPENDIX G).
Drivers and passengers are required to wear seat belts at all times when the vehicle is in motion. The
authorized drivers are responsible for making sure all persons traveling in the vehicle have a seat belt on
and properly adjusted before moving. Drivers must not exceed posted speed limits or speed that is
appropriate for driving conditions. Drivers are prohibited from using cell phones while driving.
No alcoholic beverages or illegal drugs may be transported or consumed on trips.
Citations issued by law enforcement agencies to drivers are always the responsibility of the driver at the
time of infraction. Clubs may not use Club funds to pay for fines.
Use of Public Transportation
For long distance travel, public transportation (bus or train) is highly recommended. Contact the
Coordinator of Programs and he/she will forward your requests to our Varsity Travel Coordinator whois
available to assist with booking public transportation.
XVII Club Funding System – (New as of March 2014)
Effective immediately clubs will be awarded Club Funding when the following actions are completed by
the appropriate dates.
Sports Club Funding Award System - Allocation of Funds
Forms, Documents & Meetings – Check to indicate
completed
Date of Required
Completion
Allocated
Fund
Schedule meeting with Program Coordinator By March 31 $200.00
Sports Club Registration Form – Appendix A March 31 $100.00
End of the Year Financial Report – Appendix J March 31 $100.00
Report Summarizing the years activities (several
paragraphs on past events (See sample))
March 31 $100.00
Identification of Safety Officers (2) – Appendix A September 15 $100.00
Identification of Trip Leader – Appendix A September 15 $100.00
Sports Club Roster – Appendix B September 15 $100.00
Sports Club Liability Waivers – Appendix C September 15 $100.00
Identification of Coaches with certifications provided –
Appendix A
September 15 $100.00
Total Potential Funds Awarded $1000.00
Note: Funds are not guaranteed. Clubs do not receive the maximum annual funding as funds are on an
“as needed” basis. The priorities and expenses of all clubs are considered when the Department
Management make fund allocation decisions. No funds are available within the first year of club
operation. By completing these stated actions, clubs are working to earn future funding for the upcoming
year, not for the current year.

APPENDIX A: SPORT CLUB REGISTRATION FORM
School Year: _______________________________________ Date of form submission: _________________________
Club Name: ________________________________________ Club Email (if applicable): __________________________
CLUB OFFICERS
Club Executive:
A #: Primary Telephone #: Email Address:
President: ____________________________ ______________ (c) ______________ _______________________
Vice-President: ________________________ ______________ (c) ______________ _______________________
Secretary: ____________________________ ______________ (c) ______________ _______________________
Safety Officers 1):______________________ ______________ (c) ______________ _______________________
2):_______________________ ______________ (c) ______________ _______________________
Trip Leader: _________________________ ______________ (c) ______________ _______________________
Coaching Staff:
Head Coach: _________________________ ______________ (c) _______________ _______________________
Asst. Coach: _________________________ ______________ (c) _______________ _______________________
Requests for Days of Club Practice Time and Duration of Practice
Facility Requests (specific room or turf
requests) *Please note that this is not
confirmed until you receive a Booking Contract
Date(s) of fall team Organization Meeting(s): __________________________________________________________________
Tournaments/Competitions: 1) _______________________________ 2) __________________________________________
(attach list if necessary)
Other Activities: 1) _______________________________ 2) __________________________________________
(attach list if necessary)
(if applicable)
(if applicable)

APPENDIX B: SPORT CLUB MEMBERSHIP ROSTER
Club Name: ________________________________ School Year: _______________________
Name (Please Print) Student Number (A#) Primary Telephone #
Emergency Contact Name &
#
(Please photocopy this piece of paper if you have more than 20 participants)
Please complete this form no later than September 15th annually and have it returned to the Coordinatorof Programs,
Department of Athletics & Recreation, 2nd Floor, The Homburg Centre for Health and Wellness.

APPENDIX C: SAINT MARY’S UNIVERSITY RELEASE OF LIABILITY, WAIVER OF
CLAIMS, ASSUMPTION OF RISKS AND INDEMNITY AGREEMENT
WARNING: By signing this document you will waive certain legal rights, including the
right to sue.
PLEASE READ CAREFULLY!
TO: SAINT MARY'S UNIVERSITY
NAME OF PARTICIPANT:
_______________________________________________________________
ADDRESS OF PARTICIPANT:
_______________________________________________________________
_______________________________________________________________
PHONE NUMBER: _______________ DATE OF BIRTH: ________________
ASSUMPTION OF RISK
Sports Club Name: ____________________________________
I am aware that participating in the Sports Club has many inherent risks, including but not limited to the risks associated with:
INJURY: Any manner of injury resulting from falling and/or impacting against objects including any outdoor terrain, indoor floor
surface, ice surface, walls, apparatus, equipment, other participants or referees.
EQUIPMENT: Any manner of injury resulting from use, misuse, non-use and failure of any equipment, including abrasions or
bruising resulting from impact with any equipment.
WEATHER: Any manner of injury or illness resulting from the effects of heat and strong sunlight, lighting or exposure to cold, wet
or windy weather, including gales and hurricanes.
HAZARDS OF TRAVEL: Any injury resulting from travel by airplane, train, motor vehicle or other vehicle. Any manner of injury
resulting from use of accommodation facilities and/or associated materials, appliances or equipment provisioned for the club
while travelling. Any manner of injury resulting from exposure to street life (day or night) and the associated risks and hazards
including but not limited to injury resulting from a physical assault of any kind, from automobile accidents, either as a pedestrian
or a passenger, or any muscular skeletal injury such as sprains or strains.
PERSONAL PROPERTY: theft, vandalism and or loss of personal property.
OTHER HAZARDS: An increased load on the heart, which may result in dizziness, shortness of breath and in extreme
circumstances, may result in a heart attack; potential for bone and muscular skeletal injury, such as sprains and strains;
episodes of light headedness, fainting, chest discomfort, leg cramps and nausea.
I freely accept and fully assume any legal responsibility for all such risks, dangers and hazards and the possibility of personal
injury, death, property damage or loss that arises from such risks, dangers and hazards.

RELEASE OF LIABILITY, WAIVER OF CLAIMS AND INDEMNITYAGREEMENT
In consideration of Saint Mary's University allowing my participation in the Sports Club Program with Saint Mary's University
from September 1, 20___ to August 31, 20___, I agree as follows:
1. TO WAIVE ANY AND ALL CLAIMS that I have or may have in the future against Saint Mary's University, and its
members, officers, employees, students, agents, volunteers and independent contractors (all of whom are hereinafter
collectively referred to as "the Releasees");
2. TO RELEASE THE RELEASEES from any and all liability for any loss, damage, injury or expense that I may suffer, or
that my next of kin may suffer as a result of my participation in the Sports Club Program with Saint Mary's
University due to any cause whatsoever INCLUDING NEGLIGENCE, BREACH OF CONTRACT, OR BREACH OF
ANY STATUTORY OR OTHER DUTYOF CARE, INCLUDING ANY DUTY OF CARE OWED UNDER THE
OCCUPIERS' LIABILITY ACT, RSA 1996, C. 27, AS AMENDED ON THE PART OF THE RELEASEES;
____________ (Initial here that you have read paragraph 2)
3. TO HOLD HARMLESS AND INDEMNIFY THE RELEASEES from any and all liability for any damage to the property
of, or personal injury to, any third party, resulting from my participation in the Sports Club Program with Saint
Mary's University; and
4. I understand that it is my responsibility to learn as much as possible about the risks of participating in the Sports Club
Program with Saint Mary's University and to weigh those risks against the advantages, and to decide whether or not
to participate.
5. I understand that it is my responsibility to obtain personal health insurance for the full duration of my participation in the
Sports Club Program with Saint Mary's University. Any medical expenses, or any other related costs not covered
by this insurance are also my responsibility.
6. THIS AGREEMENT shall be effective and binding upon my heirs, next of kin, executors, administrators, assigns and
representatives in the event of my death or incapacity.
____________ (Initial here that you have read paragraph 2)
In entering into this Agreement, I am not relying upon any oral or written representations or statements made by the Releasees
other than what is set forth in this Agreement.
I have read and understood this agreement and I am aware that by signing this agreement I am waiving certain legal
rights, which I or my heirs, next of kin, executors, administrators and assigns may have against the Releasees.
Signed this ________ day of ___________________, 20____
____________________________ ________________________________
SIGNATURE OF PARTICIPANT SIGNATURE OF WITNESS
________________________________________
SIGNATURE OF PARENT OR GUARDIAN IF
PARTICIPANT IS UNDER 18 YEARS
__________________________________________________
PLEASE PRINT PARENT/GUARDIAN NAME CLEARLY
This agreement must be completed in full, signed, dated, and witnessed and paragraph 2 and 6 must be initialed before
the participant may begin the event.

APPENDIX D: SAINT MARY’S UNIVERSITY- LIQUOR POLICY STATEMENT
The overall aim of the liquor policy is to reduce problems associated with drinking by creating and
maintaining a University environment which values, promotes and reinforces responsible use and
alternatives to drinking.
The University is made up of unique but interrelated units. Faculty, staff and students are
subgroups of this campus with particular characteristics, needs and strengths to be considered in the
developmentofappropriate liquor policy. Recognizing this, the liquor policy must still attempt to enhance
acceptable adultstandards ofdrinking and related behavior consistentwith provincial laws and the rights of
individuals to live, learn and work in a healthy, safe and productive environment.
The University endeavors to support the well-being of its community members through factual and
experiential education, practical staff training, assistance for those whose quality of work and/or academic
life is adversely affected by liquor-related problems, and stimulating social programs that create a positive
environment.

APPENDIX G: TRAVEL INFORMATION FORM
Sport ClubName
FullAddress of Destination
Purposeof Travel
Date(s) of Trip
Numberof IndividualsTraveling
Date andTimeofDeparture
Date andTimeofReturn
Typeof Transportation PersonalVehicle(s)
(CheckOne)
RentalVehicle(s)
Public Transportation:
Air Canada, West Jet, Other:
Ambassatours, TruisTours,Other:
Nameof Driver #1 (if applicable)
Accommodation Required?
(CircleOne) Yes No

APPENDIX H: TRAVEL ROSTER AND ASSUMPTION OF RISK
Sport ClubName
Destination
Date(s) of Trip
Assumption of Risk: I am aware that participation in recreational events or instruction, the use of related equipment, and associated
Club travel involves risk, and in consideration of you accepting this application, I hereby expressly assume such risk. Furthermore, I
understand that Saint Mary's University does NOT accept responsibility for injury or loss incurred by an person participating in
activities of Sports Clubs affiliated with the Department of Athletics. Therefore I release and discharge Saint Mary's University, it's
staff, employees, servants, and agents from all claims for injury or damages suffered by me by reason of my participation in any
program of activities offered as a result of this application. As well, if I ride in an ambulance, and if I receive medical treatment, I am
responsible for these costs. I understand that my behavior during Club activities (including travel) is governed by the Department of
Athletics and the Code of Student Conduct.
My signature below is given freely in order to indicate my understanding and acceptance of the above Assumption of Risk.
Full Name(pleaseprint) Signature

APPENDIX J: SPORT CLUB END OF THE YEAR FINANCIAL REPORT
For Period: April 1, 20__ – March 31, 20__
CLUB NAME
Do you have a bank account? If yes, fill in banking information in the box below. If no, you are still required to
include the balance-to-date of Club monies.
Bank Name
Bank Account #
Bank Full Address
Bank Signing Authority
Members 1)
2)
BALANCE FORWARDED FROM PREVIOUS YEAR/START-UP AMOUNT $
REVENUE DESCRIPTION AMOUNT
Membership Fees Fall Term $
Winter Term $
Uniform Fees $
Fundraising Events Date
1) $
2) $
3) $
Other (please specify) $
Total Revenue $
EXPENSES DESCRIPTION RECEIPT AVAILABLE AMOUNT
Equipment Y/N $
Facilities Y/N $
Instructor/Coach Y/N $

Marketing General Club Fee(s) Y/N $
Printing (posters, etc) $
Clothing $
Social Events (max $20/member/year) Y/N $
Trips/Tournments Y/N $
Uniforms Y/N $
Miscellaneous $
Total Expenses $
Net Income $

APPENDIX K: CLUB CONSTITUTION TEMPLATE
ClubConstitutionsshouldcontainthefollowinginformation.Pleaseincludeallrelevantinformationthatis necessary
to the overall operationof the Club.
Mission Statement
 What is the clubname?
 Who canbe involved?
 Why does the clubexist?
 Are try-outs required?Canpeoplebeeliminatedfrom theclub?
Name
 Officialnameandacronym ofthe Clubthat will beused onofficialdocumentsofthe Club
Membership
 MembershipqualificationmustbeinaccordancewithDepartmentofAthletics & Recreation'sSportClub
PoliciesandProceduresoutlinedinthisManual.
 Requirements(fees,training/experience,medicalrequirements,etc.)
Purpose
 Is the Clubcompetitive,recreational,instructional,etc.?
Structure
 APPENDIX A
Electionsand Voting
 Thiscanbedetermined,wherenecessary,by the Executive memberswiththeadviceof the Coordinatorof
Programs
Amendments(whereapplicable)
 Changesto Clubconstitutionrequiremajorityvote

APPENDIX L: MARCH MEETING AGENDA
School Year: _________________________________ ClubName:________________________________
ClubExecutive Present:_______________________________________________________________________
Completed Club Documents Submitted Relevant Notes
Upcoming year Registration Form
□ Executives indicated
□ Safety Officers indicated
□ Trip Leaders indicated
Updated contact information submitted
End of the year Financial Report
Year End Report
□ Website Changes to be made?
Coach information is on file (If applicable)
Action Plan
To be completed by the Coordinator of
Programs
To be completed by the Sports Club
Action By Date Action By Date

Club Policy Manual 2014-2015 updated April 17th 2014 (1)

Recommended

Recommended

More Related Content

Similar to Club Policy Manual 2014-2015 updated April 17th 2014 (1)

Similar to Club Policy Manual 2014-2015 updated April 17th 2014 (1) (20)

Club Policy Manual 2014-2015 updated April 17th 2014 (1)