Officer Information

Important Dates Spring 2020

Officer Training: All Officers: Sunday, 3/29, 7:15 pm (MCALC 1107)

      All Officers: Monday, 3/30, 7:15pm (MCALC 1107)

      All Officers: Tuesday, 3/31, 7:15 pm (MCALC 1107)

Monthly Meeting: Thursday, January 30, 7:30 pm (MCALC 1104)

Monthly Meeting: Monday, February 24, 7:30 pm (MCALC 1104)

Monthly Meeting: Tuesday, March 24, 7:30 pm (MCALC 1104)

Monthly Meeting: Wednesday, April 15, 7:30 pm (MCALC 1104)

2020-2021 Officer Board Due: Monday, February 17, 4:00 pm 

Sport Club Council Applications Due: Monday, March 2, 4:00 pm

Sport Club Council Interviews: March 16 - March 20

Allocation Spend Date: Wednesday, April 1, 4:00 pm

2020-2021 Allocation Request Form Due: Monday, April 6, 4:00 pm

End of Semester Report Due: Tuesday, April 21, 4:00 pm

Honors Reception: Tuesday, April 28, TBD

Resource Center

2019-2020 Sport Club Handbook

2019-2020 Sport Club Activation Checklist 

Sport Club Apparel Guidelines 2019-20

Travel Forms
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.
Travel Itinerary 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.
Post Event Form Post Event form due two (2) business days after returning from an event or hosting a home event. This report must include all incident/accident reports if applicable.
Academic Class Absence Memo Request Form Absence Memo Requests must be submitted at least 8 business days prior to the travel date. Only ONE memo request, per trip, is permitted.
Event Hosting Forms
Home Event Request 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.
Post Event Form Post Event form due two (2) business days after return from the event. This report must include all incident/accident reports if applicable.
Financial Forms
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.
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.
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.
Administrative Forms
Risk Management Reporting 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.
Pre-Community Service Form Community Service Requests must be submitted prior to the event taking place to be approved. Once the Community Service Project is completed, submit the Post Community Service Form, linked below.
Post- Community Service Form Fill out the form and get the signature from the supervisor to receive credit for a civic engagement project.
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.
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.
Visiting Team Guide Clubs/teams planning to visit VCU for a sport club athletic event are highly encouraged to review the visiting team guide.
Sport Club Apparel Guidelines 2019-20 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.
Sport Clubs Officer Monthly Newsletter
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