Resources for Sport Club Participants

If you are a part of your club's leadership, resources are available on canvas.

Non-leadership members contact sportsclubs@wwu.edu to receive links and instructions.

Volunteer coaches must request a paper form from club leadership.

If you would like to become an approved driver for a 12 passenger van (Enterprise or Sport Club Van), please email sportsclubs@wwu.edu to be added to the WWU Sport Club Canvas Page. Once you accept the request on Canvas to be added to the course, you will look over the 12 passenger van power point and take the appropriate quiz. You will have to pass the quiz with 100%. Once that is finished, you will email Emily again, and ask to be added to the Universities course for 12 passenger vans called: Driving Large Passenger Vans…Safely! This is an additional training that is REQUIRED. It’s a 4-part course involving a PowerPoint presentation, quiz and two state forms that need to be printed, completed and signed by each driver and Caitlin Sommers.

In order to drive 12 passenger vans, you must meet the following criteria:

• Be 21 or older
• Be fully licensed for a minimum of 5 years
• Complete the 12 seater van Canvas course
• Turn in final forms from course to Sport Clubs office
• Be registered and approved on DSE

When your team leadership is submitting their Travel Booking Request form on WIN, there is a space to request use of the van. Submitting this request does NOT guarantee a reservation of the Sport Club Van. The sport clubs office will let you know if they have approved your use. If there are multiple requests for a weekend, it is based on how far you are traveling, number of people traveling, and how many times you have already been granted use of the van, to make it fair for the opportunity for all sport clubs to use it.

In order to be approved to drive the Sport Club Van, you will need to follow the instructions on how to become approved to drive a 12 passenger van, found above.

2 weeks prior to travel, the following needs to be completed:

• Travel authorization emailed to sportsclubs@wwu.edu
  • Leadership have access to the Instructions for filling this out, and they can be obtained by e-mailing sportsclubs@wwu.edu
• Hotels, Rental Cars and flights must be purchased/approved. NO reservations will be made until the Travel Authorization is approved.
  • Fill out a Travel Booking Request on WIN
• NOTE: If you have a coach travelling, you must also submit

2 days prior to travel:

• Email sportsclubs@wwu.edu with any travel roster changes.

2 days after finishing competition:

• Submit competition results on DSE. You have to create an event first, and under that event, you will submit competition results under the Report Tab. Whoever submits the event, must submit the competition report.
• Submit Accident/injury report forms if anyone was hurt via DSE events

After Travel

• Submit reimbursements ASAP. If one is submitted 60 days after travel, the reimbursement will be taxable and you will receive less money.

It is recommended a leadership member of the team comes into the sport clubs office or submits a purchasing request on WIN if you have anything that needs to be purchased for the team. We can pay for it with the department card and you will not have to worry about getting reimbursed. If this is not the case, you will have to hold onto the receipts, and completes the reimbursement form. Purchasing and getting reimbursed requires pre-approval. Please allow 2-4 weeks for processing to receive your reimbursement.

1. Fill out Lost Receipt Affidavit
2. Attach screenshots of credit card or bank statement showing transaction
3. Submit to Caitlin Sommers - SommersC@wwu.edu

The first thing that a Volunteer Coach should do before any participation with a sport club, is make sure their Volunteer Coach has the proper documents filled out, which you can find above. Leadership must submit a non-employee travel authorization for coaches.

If the coach pays for their hotel accommodations or pays for gas, that is something we can reimburse them for using your team funds. However, this is done by paper form that they will need to fill out and return to the office with receipts.

The Safety Officer should fill out an Accident/Injury Report Form. Visit DSE and follow the link to login. After you have logged in, there should be a button in the top right hand corner labeled Forms. There, you can fill out an accident/injury report form. Please remember to submit these no later than 48 hours after the accident/injury takes place.

If they are not sure about sticking around on the team, you can have them fill out one of the Hold Harmless Agreement After a couple of weeks, they need to complete their Registration on DSE.

If you are marked disapproved, I send out a message through DSE explaining why you were disapproved. Reasons may include but not limited to: Not disclosing Medical Insurance information, # of head injuries sustained in the past, incomplete driver information (If you marked that you were interested in being a driver). This has nothing to do with your eligibility through the Registrars office.

If you are marked incomplete, there are a number of things you may have forgot to complete. When you go into your registration, there should be a red exclamation point next to the section you did not complete.

The Department of Campus Recreation Leadership Team, will evaluate the number and types of present clubs, and available resources, to determine whether additional clubs will continue to be recognized as a sport club for the following academic year. Sport Clubs must meet the following minimum criteria to continue to be considered active Sport Clubs:

• Be a competitive sport with regularly scheduled collegiate competition, league play, and culminate in a regional or national tournament
• Sport must be affiliated with a National Association, league, or other governing body
• Have a minimum of ten student members and three elected officers
• Actively fundraiser a minimum of 50% of their allocation each year

These player’s eligibility rules override /or are in addition to the specific organization bylaws.

Each player is required to meet the following criteria to be eligible:

1. Accepted in a regular matriculated degree program at Western Washington University.
2. Obtain a minimum of cumulative and quarterly GPA of 2.0
3. Currently enrolled in attempt to complete at least 12 credits and maintain full-time (12 credits) status
4. Completed full-time (12 credits) for the previous quarter
5. On academic Good Standing
6. Paid all appropriate fees (tuition/mandatory fees) or good faith to resolve outstanding balances

Exception: First term (quarter) student at WWU (Freshman or transfer)

Registration criteria for pending graduates must meet BOTH to be eligible with the above rules:

1. Taking at least the minimum coursework that is required to graduate.
2. Submitted graduation application and is pending to graduate at the conclusion of the current quarter.

Graduate Students are required to meet the following:

1. Admitted into a Graduate program at Western Washington University
2. Obtain a minimum of cumulative and quarterly GPA of 2.0
3. Currently enrolled in attempt to complete at least 8 credits and maintain full-time (8 credits) status
4. Completed full-time (8 credits) for the previous quarter
5. On academically Good Standing
6. Paid all appropriate fees (tuition/mandatory fees) or good faith to resolve outstanding balances

** If you do not meet these criteria at any time during the season, you will be ineligible to participate.

** If any information is falsely given, consequences may follow.

If you would like to check out a First Aid Bag, please email sportsclubs@wwu.edu. You can come into the Rec Center, and visit us in the office to pick it up. If you need it restocked, please stop by the office, and we can do that for you Monday-Friday during normal business hours. You can keep it from the beginning of the School year until the last day of school (Mid June). If you do not return it by the last day of school, your team will be fined $100.

A minimum of one representative from each team is required to be at the meeting.  If they are unable to attend they must schedule a makeup meeting with Sports Club Staff within 48 hours of the missed meeting. Meeting reminders will be sent via Announcements on Canvas. Unexcused absences by club leadership will be noted and may result in a decrease in funding allocations for the following year.  Repeated unexcused absences will lead to probation or suspension for the team itself.