Officer Information

 2018-2019 Sport Club Handbook

2018-2019 Sport Clubs Activation Checklist


Travel Forms:Description:Link:
Travel Request When clubs are traveling to other venues for competitions, exhibitions, training camps, or other club related activity. Requests should be submitted no less than 8 business days prior to the travel date Google Form
Travel Roster The “Travel Itinerary/Roster” must be completed fully and accurately and submitted to the Structured Sports Office no less than 2 business days prior to departing for a trip. Google Form
Post Event Form Post Event form due two (2) business days after the return of event. This report must include all incident/accident reports if applicable. Google Form
Academic Class Absence Memo Request Absence Memo Requests must be submitted via google form at least 8 business days prior to the travel date. Only ONE memo request, per trip, is permitted. Google Form
Event Hosting Forms: Description: Link:
Home Event Request Form Home Event Requests must be submitted at least 3 weeks in advance. For larger events requiring more planning, requests should be submitted at least 30+ days in advance. Google Form
Post Event Form Post Event form due two (2) business days after the return of event. This report must include all incident/accident reports if applicable. Google Form
Financial Forms: Description: Link:
Financial Request Form When a club desires to use allocated funds for a purchase, a “Financial Request” must be fully and accurately completed and submitted with the appropriate documentation (quote, invoice, etc.) at least two weeks in advance of the planned expenditure. Google Form
Excellence Funding Form This form should be completed by a club officer at least two weeks prior to the regional or national championship event in order to request additional funding for the travel expenses. Google Form
Virginia W-9 This form must be submitted completely and accurately and on file with the Structured Sports Office. This form is a required document for any individuals who wish to be reimbursed for a club related expenses. PDF
Administrative Forms: Description: Link:
Accident Form For any incident or injury that occurs during a club event, a Club Officer must complete an Accident form and submit it to the Structured Sports Office within 48 hours of the incident.  
Community Service Log Fill out form and get the signature from supervisor to receive credit for civic engagement project Google Doc
End of Semester Report At the end of the Fall and Spring Semesters, each club must submit an “End of the Semester Report.” This form is used to document the success and accomplishments of each club and aids the department in serving the Sport Club community. Due December 14. Google Form
Vehicle Authorization Form The form must be completed by the driver, printed out and turned in to the Structured Sports Office. Note: The owner of the vehicle is required to sign the form Google Doc
Visiting Team Guide Clubs/teams planning to visit VCU for a sport club athletic event are highly encouraged to review the visiting team guide. Google Doc
Trademark and Licensing Services If you are planning to order merchandise bearing VCU’s trademarks (i.e. logos, artwork, graphic marks, verbiage, etc.), it is required that you place the order with a VCU licensed vendor. Doing so ensures that the product created will be of a quality that meets the university’s brand standards and helps protect the use of the Virginia Commonwealth University name. V.C.U. Site

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