ß÷ßäÉçÇø

All club applications require initial expression of interest by: January 1 of each year. Prospective clubs then navigate the required application documentation completions. Completed documentation is due no later than March 31 of each year for a same-year Fall term (e.g. September 1st) approval. 

• No Winter or Spring/Summer term starts will be considered due to high demand of new applications and quantity of current clubs.
• Application submission does not guarantee approval.

In order to apply as a ß÷ßäÉçÇø Club Sport Program, the following 5 Stage application criteria must be followed, met, and approved.

Stage 1 - Expression of Interest

Expression of Interest must be submitted to Club Sports by January 1. An Expression of Interest can be sent via email to clubsports@ualberta.ca. The Expression of Interest email should include responses to initial research questions and each of the necessary club demonstrations:

Research Questions

A group of students with a common interest in a sport that is not currently represented in programs and services should do the following to explore the possibility of being recognized by the Campus & Community Recreation Club Sports Program. Before you begin the process of applying for club status for your proposed club, here are a few questions to ask yourself:

1. Does your proposed club duplicate any other club, program, or service already in existence at the ß÷ßäÉçÇø?
2. Is your proposed club able to have enough student leadership (executive) in place to support your application?
3. Is your proposed club inclusive to all students?
4. Does your club have adequate student interest in what you're proposing?
5. Can you club fit into the requirements set out within the Club Sports Handbook?
   • Which club classification would you like your club to start in? 
   • Would your club like to move from one classification to another in the future?
6. Do you have enough resources to sustain your club long-term?
7. Do you have enough time to work through your application?
8. Have you taken the opportunity to read through the Handbook requirements to formalize your club application?

Demonstrations

To be considered a Club Sport, a club must consistently demonstrate their viability in the following 10 areas:

1. Demonstration of Interest - Participants and leadership membership base has been evaluated and has been determined that there will be a long term interest in forming a club sport.
2. Demonstration of Organization - A timely, well-communicated, self-sufficient, and well-organized plan to complete and submit an application for a Club Sport is the first essential piece of approval. After submission and approval, a Club Sports needs to have the resources in place to effectively administer their club.
3. Demonstration of Financial Sustainability - Club Sports have no operating budget offered by the University. It is up to each club to build a ‘pay-as-you-go’ budget plan through student-athlete membership fees, university campus recreation enhancement funding (where applicable) and fundraising initiatives.
4. Demonstration of Need - A Club Sport cannot replicate or duplicate existing university programs and services.
5. Demonstration of Safety - The welfare of the Club Sport members must be safeguarded. Evidence should be presented showing well-qualified club leadership, the existence of safety equipment, the supervision of practice and competitive sessions, and Emergency Response Plans through a club-specific Risk Management Plan.
6. Demonstration of Classification - A Club Sport must ensure they fit within the Club Sports Classification model criteria.
7. Demonstration of Commitment - The Club has a commitment to participation for its membership base. The Club has a plan in place which will allow them to ensure they are offering programs and services to their members that are specific to their Club Sport goals and objectives.
8. Demonstration of Compliance - The Club including participants, coaches, choreographers, team staff, student Executive, and/or other team affiliated personnel shall continually abide by the Club Sport Handbook inclusive of the Code of Conduct policy.
9. Demonstration of Values - The Club has committed to build its club within the Campus & Community Recreation values. Principles, Mission, Vision, and Goals all are interconnected with our CCR Values system as well.
10. Demonstration of Professional Understanding - The Club must acknowledge and respect that the Club Sports Staff are dedicated and thorough in attempting to secure approval for all club requests/activities. Understanding and professionalism in regards to declined/unapproved requests is greatly appreciated.

These demonstrations must remain displayed in perpetuity by each club.

Stage 2 - Club Sports Review

After a prospective club completes their Expression of Interest and submits via email by January 1. Club Sports will review the email contents and reply back to the new application. Club Sports reserves the right to decline Expression of Interest inquiries based on resource limitations (e.g. space, staff, etc.).

If Club Sports feels a new application Expression of Interest may be a fit or have follow-up, they will also reply back to the email. If both Club Sports and the prospective club feel there is an opportunity to pursue a new club application into the next stages, Club Sports will create a google shared drive with the necessary documentation required for the next stage of their application.

Stage 3 - Documentation Completion

Documentation completion will be created by Club Sports through the use of a Google Shared Drive organization system. All documentation must be completed by March 31. Documentation for the new club application will be reviewed by Campus & Community Recreation. Templates for documentation can be found . Documentation will include the following, but not limited to:

• Club Classification

• Find out where you’d like to be when you apply and what your long term club goals might be.
• Regardless of which Classification Tier is pursued, all clubs experiencing their inaugural year after 2022-23 will be required to be composed of 100% current ß÷ßäÉçÇø students.

• Club Executive Information  

• Club Sports requires 5 mandatory positions: President, Vice President, Risk Management Office, Treasurer, and Communications. Additional supplementary positions can be added as the club feels necessary.

• Club Overview

• Include scope of activity details

• Goals and Objectives

1. 1. • What does your club hope to achieve both in the short-term and the long-term?
      • Why do you want this club to exist?
      • What objectives will your club strive to meet? 

• Constitution

1. 1. • Club Sports will provide you with a template to assist you in getting started.
      • The Constitution outlines the club’s proposed scope and limitations, as well as how the club will be run on a day-to-day basis.
      • Each club’s Constitution describes the purpose and structure of the Club. This document shows how the club’s purpose will be defined, developed and verified.
      • Each Club’s Constitution will provide a documented basis for making future decisions regarding the club and it’s structure; as well as confirming/developing a common understanding of the mission, vision and club values among the club members.
      • Clubs applicants will consult with Club Sports Staff to ensure that their Constitution has been completed with an appropriate amount of detail to support the operations of the club. 

• Facility Requirements
  • Please state required facility type (outdoor field, indoor studio, large gymnasium), length of sessions (5 hours per week; 2 x 3-hour sessions, 1 hour biweekly) and any other information regarding what the facility needs in order to make your proposed club successful (pool lane separators, three 6’ tables).

• Budget Plan

1. 1. • How will your club be fiscally responsible? 
      • What revenues will your club generate?
      • Are you aware of any sponsorships, grants or donations that may be available for your club? 
      • Club Sports members should also factor in facility fees and Club Sports administration fees into their budget planning
      • What equipment – and how much/many – will your proposed club need to purchase? Are there any costs associated with proposed games, tournaments, trips that the club anticipates participating in?
      • If your club is associated with an NSO or a PSO, are there any insurance costs associated with becoming a member? Are these fees per team/group, or individual? Will any of these fees be included in the membership dues?

• Proposed Coach/Choreographer (if applicable)

1. 1. • Is your club planning on having a coach or instructor? 
      • Will this coach/instructor be paid or volunteer? 
      • If paid, how much will the coach/instructor cost? 
      • Does the coach/instruction have any credentials (i.e. what is required in order to be a coach/instructor for your club?).

• List of Interested Participants

• Please include a list of interested participants. The required minimum for a club to be approved is 10 individuals. This does not include the proposed Executive Team Members.

• Risk Management Plan

1. • Please list any potential emergencies your club may encounter and include an action plan on what your club will do should any of these emergencies occur.
   • Club Sports will support any necessary additional templates, provide edits, and feedback as you work through your application. The Club Sports Coordinator will create a Google Drive account for your new Club Sport application to promote an interactive and collaborative application process with the Club Sports Staff.

Stage 4 - Documentation Review

Complete the application documents and submit under the premise that the Club Sports Staff will review and send back for edits, where applicable. The formal proposal must be submitted prior to March 31 for a possible Fall term (e.g. September) start.

Documentation submission does not mean club approval. Clubs may be declined for a variety of reasons, including, but not limited to:

• Conflict / duplication of program or service;
• Late submission;
• Incomplete documentation;
• Lack of a student Executive Team or an unstable Executive Team;
• Staff and/or program capacity;
• Facility demands and/or availability;
• Lack of interest;
• Funding demands;
• Risk management concerns;
• Non-alignment with guiding principles, mission, vision, and/or values;
• etc.

Upon completion of the above items, Club Sports will accept the application submission for each prospective club. No further edits on any documentation will be permitted after official application submission. Club Sports will request a meeting to discuss the finalized application with each prospective club.

Stage 5 - Application Approval

Prospective clubs may be approved or declined; it should not be an expectation that application submission and review will guarantee approval.

Upon approval, each new Club Sport must undergo a one-year probationary status to substantiate adequate administration and maintain the minimum participation requirements for the program. This probationary status also serves to justify that the club has the necessary organization and ability to create a sustainable program.

Campus & Community Recreation reserves the right to refuse or revoke recognition to any club who fails to adhere to the Campus & Community Recreation Club Sports Handbook, misuses facilities, misuses funding, misrepresents the ß÷ßäÉçÇø, and/or uses the ß÷ßäÉçÇø community for personal monetary gain and/or promotion of a private enterprise.

Deadline for completion is March 31st of each year. Please reach out to your Club Sports Staff to arrange the Annual Renewal Checklist Meeting before this date. This meeting will take approximately 1 hour, should include as many outgoing and incoming Executive as possible and will utilize this checklist to support the meeting's agenda. Annual Renewal Meetings should take place no later than April 15th of each year.

• Club knows where to access, and how to navigate, the Club Sports Handbook.

 Club Sports Handbook

• Club declares and meets the required criteria for their Club Classification.
• Club Classification changes may be requested, but approval will be at the discretion of the Club Sports Program Coordinator.

• Club has held their Annual General Meeting.
• AGM Meeting Minutes have been stored in the club's Google Drive ~ Application/Renewal folder.

• Club has democratically elected their new Student Executive Team.
• All mandatory Executive Positions (or equivalents) are filled: President, Vice President, Risk Management, Treasurer, Communications.
• All non-mandatory Executive Positions are filled.
• Executives have reviewed their associated position descriptions in Section 2.3 of the Club Sports Handbook.

• Club has requested Spring/Summer facility space, if necessary.
• Club has requested Fall/Winter facility space.
• Executives understand the following with regards to facilities:
  • Facility paperwork will always be stored in the "Facilities" folder of the Shared Google Drive.
  • All clubs receive a Facility Booking contract. The contract marked with "🟢" is the most up-to-date copy and should be reviewed by the Executives frequently to confirm times, dates and locations.
  • Facility booking contracts do not show accurate pricing as all Club Sports receive *most facility spaces at a 95% discount (*exceptions apply). Accurate facility costs can be found in the Club Sports Handbook
  • Facility allocation is based on the overall membership size of the club as determined by ActivityReg registration.

• If club is operating in Spring/Summer, there is at least 1 Executive with current IFA & CPR-C training. This Executive's certification has been uploaded to the "Risk Management" folder of the Shared Google Drive.
• Executives understand the following with regards to certifications:
  • At least 1 certified Standard First-Aid/CPR Level C/AED Executive must be present at any and all activities. The more certified Executives you have, the more options you have to distribute this responsibility fairly.
  • Certifications must be uploaded to the "Risk Management" folder of the Shared Google Drive.
  • The Club Sports Program offers two fully subsidized IFA & CPR-C courses for Executives. Training occurs on Saturdays and Sundays from 9AM - 5PM in September and January.

•  Club has updated its Constitution.
  • Make a copy of the current Constitution and add updates; the previous Constitution must not be erased or written over.
  • This objective is not considered complete until the Program Coordinator has approved the revised Constitution.
  • Google Doc format required.

• Club has updated its Risk Management Plan.
  • Make a copy of the current Risk Management Plan and add updates; the previous Risk Management Plan must not be erased or written over.
  • This objective is not considered complete until the Program Coordinator has approved the revised Risk Management Plan.
  • Google Doc format required.

• Signing authority for the club's TD Bank Account has been transferred to 2 returning/incoming Executives (traditionally the President & Treasurer).
• Cheques and other banking materials have been handed over to the new Executive or stored in the club's locker until next year.

• Club has returned all equipment and supplies to the club's allocated storage space(s).
  • Club's bins correctly labeled and stored safely.
  • All old equipment has been recycled or thrown away.
• Club has inventoried and documented all equipment and supplies.

The Campus Recreation Enhancement Fund (CREF) was created to help ensure that high quality recreation programs, equipment and facilities remains diverse, convenient, accessible, equitable and affordable to all students.

Organizations and departments that apply for funding must show that their request will have a positive impact on student life and facilitate a healthy and active lifestyle for students.

The Campus Recreation Enhancement Fund Council is responsible for allocating funds and reporting to the Students' Union on an annual basis.

CREF website

The Campus Recreation Enhancement Fund is now accepting applications for the 2025-2026 funding year. Eligible student groups, club sports, Campus and Community Recreation Departments and other ß÷ßäÉçÇø applicants can apply.

Please note that the application must be completed in one session and all sections must be completed for your application to be considered. For more information please read through the following documents for the updated application process and an outline of all of the questions contained within the application. If you have any questions please email racchair@ualberta.ca.

Application closes February 28, 2025 at 11:59 P.M.

Commonly asked questions about the Google Form submission:

1. What do they mean by Communications or Quotes, shared hyperlink?
- CREF wants to have proof of money request amount. E.g. if you have 2 allocations, 1 for equipment and the other for registration fees, you should include any quotes or shared emails that outline the costs for these. These are non-mandatory fields, but the committee just wants to see that you've done your research and that the amounts you are requesting are within the actual amount of will require. Make sure your hyperlinks are shared for "all" to "view only"

2. What if I don't have the X budget category asked for?
- that's okay, leave it blank

3. Is your Club an SU registered club?
- yes. You sit within CCR, and follow CCR's policies, but we also have all clubs registered with the Student Union

As your CREF presentation approaches, here are a couple of things to keep in mind:

1. Your presentation should be a brief summary of your request submission. Some things that you can include are (not limited to): Information about your organization, statistics, impact of your organization to the student community, your request, importance of your request, will your program/project still proceed without CREF, how will you recognize CREF, etc...)
2. We recommend that your group arrives 5 mins early for your presentation (there will be chairs outside the room for you to wait). We will come out and get you when it is your time to present. If you are late, we will be forced to shorten your allocated time. Please note that presentation times are all in Edmonton (MST) time.
3. We are limited in presentation time and we can only accommodate, at most, two representatives from your group.
4. The entire presentation slot will only last ten minutes. You will have five minutes to present your application and then the CREF committee will have five minutes to ask any questions pertaining to your application. Note: Your presentation slot is scheduled for 15 minutes in the event of a technology issue or
   other unforeseen scheduling issues.
5. If you have a presentation slide, please send presentation resources (we ask that all resources are on your presentation slide ) to racchair@ualberta.ca prior to 24 hours prior to your presentation time. We will load all of them into a laptop connected to a screen. This will lessen the time needed to set up your presentation.
6. Missing your scheduled presentation time will result in the automatic denial of your application.

The allocation received for the Campus Recreation Enhancement Fund may be reallocated toward another request. To do so, you must fill out the following Google Form in entirety and a separate form should be submitted per line item of your original allocation. This is not the correct form for a new application to CREF or for applying for the rollover of funds from a previous year. If you have questions please contact racchair@ualberta.ca.

Note: Your allocation may only be re-allocated twice during its lifespan, but requests for reallocation may take place outside of the CREF application periods. Reallocation approval sits with the CREF Committee.

The Annual Club Sports Gala is officially open for registration for the 2024-2025 year. The Club Sports Gala is an annual event hosted to commemorate the contributions, accomplishments, and hard work of the club executives throughout the past year. Please join us in an opportunity for the Club Sport executives, members, and other supporters to come together and recognize their efforts.

An exciting change for this year: all general members, coaches/choreographers, or any plus 1s you wish to invite are welcome!

Black Tie

Central Social Hall

Website:

Underground parking is available for a fee. The venue is also accessible via public transit. Be sure to arrange for a safe ride home. 

Google map location of the venue:

Friday, April 4, 2025
6:30 pm - 9:30 pm

This event begins and end at the Central Social Hall. It is the responsibility of all participants to find their own safe, reliable transportation to and from host venue.

-MIX & MINGLE STYLE-

Spicy Kettle Chips + Dip

house made spicy crispy cut potato chips, caramelized onion sour cream dip

Perogies

local handmade potato + cheddar perogies, caramelized onion sour cream

General Sho’s Sweet Chili Poke Box

crispy tofu, toasted shallot jasmine rice, signature sweet chili garlic sauce, avocado, charred corn, salted cucumber, watermelon radish, puffed togarashi rice, furikake sprinkle

Truffle Mushroom Linguini

truffle cream sauce, mushroom medley, spinach, parmesan, herb bread crumb

Honey Fried Chicken Sliders

buttermilk fried chicken breast, cheddar, dill pickles, slaw, bbq sauce, garlic mayo, brioche bun

voted #23 in The Tomato Magazine’s Top 100 Best Things to Eat in Edmonton

Crispy Chocolate Crunch Bar

crunchy milk chocolate base, coffee cheesecake, coffee crisp pieces, chocolate coffee mousse, chocolate drizzle

Please refer to the detailed itinerary provided below for an overview of the evening's proceedings. The early moments of the night will include speeches, and award announcements. During this time you are expected to remain in your seat, and pay attention to the speakers in a respectful manner. In the later part of the evening, the atmosphere will transition into a more casual and fun-filled reception.

A ticket purchase will include a mix and mingle style dinner mentioned on the card attached below. Any additional food or beverage purchases beyond the menu items will be the responsibility of each individual.

• Executives will have priority registration until March 8th.
• Registration for non-executives, members, and plus-ones will open on March 9th.
• All registrations must be completed by March 14th.

Please feel free to advertise the Gala to members, coaches/choreographers, and any plus 1s you are planning to bring. Please note registration will not be open to them until March 9th, this is so executives get priority for tickets as spots are limited and will fill up quickly.

Please send this google form to your executive team, coaches and general club members to fill out. The deadline for this form will be extended to Wed, March 5, 2025.

•  Club of the Year
•  Most Improved Club
•  Largest Club
•  Community Involvement Award
•  Executive of the Year
•  President of the Year 
• Vice-President of the Year 
• Treasurer of the Year
•  Risk Management Officer of the Year
• Communications Officer of the Year

•  Club of the Year
•  Most Improved Club
•  Largest Club
•  Community Involvement Award
•  Executive of the Year
•  President of the Year 
• Vice-President of the Year 
• Treasurer of the Year
•  Risk Management Officer of the Year
• Communications Officer of the Year

Thank you for attending our Gala on Friday, April 4, 2025!This is our official feedback form where you (yes, you!) are welcome to submit your thoughts on our event. Please provide as little or as much feedback as you are comfortable with. It can be things you enjoyed, things that could've been better, suggestions, or anything else you'd like to include! We encourage honesty; it's hard for us to improve if we don't know what to improve upon!

Thanks again for joining us for a night of celebration! 

Our sponsors from the Peter Lougheed Leadership College and the Garneau Chiropractic Clinic will be present at this event to network with students.

Prize Draw: The prize draw will occur near the end of the night. Prizes are provided by:

• YEG Cycle 
• U of A Bookstore 
• The Sherlock Holmes Pub Campus
• Bee-Clean
• Aradia 
• Beercade

Thank you to all our generous sponsors!

• • Paper waivers are included here and may be utilized if/when ActivityReg registration cannot be determined.
  • The Executive Teams of the Club Sports Program are permitted access to the personal information of the Club Sports Program participants to facilitate the proper, safe and smooth operation of a Club Sport; however, because Executive Teams are permitted such access, they are responsible for doing everything in their power to facilitate the protection of that information.

• Paper waivers have a specific protocol that Executives must follow to to ensure the protection of personal information:

• 1. A waiver that is completed to any degree must be physically delivered to the Club Sports Program Staff as soon as possible.
     • The Club Sports Program Staff will ensure the waiver is documented properly before destroying the physical copy.
  2. If the Club Sports Program Staff are not immediately available, the waiver must be stored securely in the Club Sports assigned locker in VVC 1-653.
     • The Club Sports Program Staff must then be alerted of the paper waiver through the appropriate communication channels.
  3. If secure storage is not immediately available, completed paper waivers should be supervised by an Executive Member until they can be secured or delivered to the Club Sports Program Staff.
     • This supervision should happen in a way that minimizes the number of individuals who see (or may be able to see or otherwise capture) the waiver’s information.

The President is responsible for completing the most important elements of running a successful club. The President is ultimately responsible for making sure the club, its executive, coaches/choreographers, and its members are fully compliant with all policies and procedures but can delegate tasks as they see fit. These duties include, but are not limited to, the following:

• Attend and/or complete the annual President Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (online FAQ’s);
• Train the incoming President on duties and procedures;
• Serve as the primary liaison between the club members, the Club Sports Program Staff, and Campus & Community Recreation;
  • Communicate frequently with the Club Sports Program Staff and schedule meetings with the Club Sports Program Coordinator at the frequency prescribed by their Club Sport’s classification status;
  • Responsible for attending all meetings scheduled with the Club Sports Program Coordinator and ensuring the presence of other required members;
  • Ensure that any necessary paperwork, forms, and/or reports are submitted by the indicated deadline;
  • Submit any incident reports to the Club Sports Program Staff within 24 hours of incident including:
    • Any conflicts, disciplinary matters or complaints regarding the club’s behavior;
    • Medical incidents;
    • Travel incidents (e.g. accidents).
  • Ensure members and the Club Sports Program Staff are aware of all Club Sport operations including practice schedules, competition schedules, meetings, and events;
  • Ensure the Start Up and Annual Renewal processes are completed;
  • Ensure an annual facility request is submitted to the Club Sports Program Staff;
  • Report results of all competitions, advancements, disqualifications, and records to the Club Sports Program Staff.
• Provide and embody the overall vision and direction of the Club Sport;
• Inform all club members of policies, procedures, expectations, emergency procedures, information sessions and any other pertinent content of the Club Sports Handbook, the and all other related policies and procedures, including the ß÷ßäÉçÇø Code of Student Behavior;
  • Assure members are up-to-date on policies and procedures from the Club Sports Handbook;
  • Monitor the activities of the club to ensure compliance to the policies and procedures of university.
• Schedule and lead club meetings, including the Annual General Meeting (AGM);
  • Responsible for assuming or delegating the responsibility of meeting minutes at Executive and General Meetings, which are then made available to all active club members.
• Manage the Executive Team and call Executive Meetings as per the Club Sport’s Constitution;
  • Organize the Club Sport’s annual election;
  • Schedule a meeting at the end of the club season (March 31st) to evaluate the year and prepare for any executive turnover;
  • Oversee and ensure other Executive duties are carried out.
• Serve as a representative to the local, provincial, or national governing body/sport organization where applicable;
• Responsible for checking the Club Sport’s Uß÷ßäÉçÇø email account regularly and ensuring prompt replies;
• Work with the Executive Team to promote the Club Sport;
• Interview, hire, and evaluate coaches/choreographers with the assistance of the Club Sports Program Staff;
• Maintain an inventory of equipment and supplies managed by the Club Sport.

The Vice President is responsible for supporting the president in the operations of the club. In the absence of the President, the Vice President shall assume the position of President until the current president returns or an election is held to fill the position. This role is responsible for providing support to other executives to ensure club activities are in accordance with Club Sports policies and procedures. These duties include, but are not limited to, the following:

• Attend and/or complete the annual Vice President Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the incoming Vice President on duties and procedures;
• Provide support with the President’s duties regarding the operation, management and planning of Club Sport activities and events;
• Provide support with the President's duties regarding liasoning with the Club Sports Program Staff;
• Ensure that any necessary paperwork, forms, and/or reports are submitted by the indicated deadline including, but not limited to:
  • Attendance/Participant Lists for Events & Travel;
  • Coach/Choreographer Forms;
  • Conduct Forms;
  • Executive Training Completion Statuses;
  • Evaluations;
  • Risk Management Forms (Emergency Action Plans);
  • Special Event Request Forms;
  • Travel Request Forms;
  • Waivers.
• Assist the other Executive Members with their duties as needed.

The Treasurer is responsible for keeping completed and updated records of all club financial transactions per university financial policies and provincial laws. These duties will include, but are not limited to, the following:

• Attend and/or complete the annual Treasurer Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the incoming Treasurer on duties and procedures;
  • Assist the incoming Treasurer in creating a budget for the next fiscal year at the end of the season.
• Assist the President and Vice President with Budget Plan preparation;
• Oversee the Club Sport’s Budget Plan;
  • Upload the monthly bank statement on the 5th of every month;
  • Complete the line entries in the Budget Plan including links for all receipts to document expenditures;
  • Manage financial operations and reconcile the Budget Plan on a regular basis;
  • At no time may a Club Sport run at a deficit. If this occurs, the Treasurer is to notify the Club Sports Program Staff immediately.
• Coordinate, approve and submit all Club Sport expenses for payment;
  • Complete reimbursement forms, including the collection and submission of all receipts;
  • Submit deposits and cheques;
  • Upload documentation of quotes, sales orders, invoices and receipts to the corresponding folder in the Shared Drive.
• Work with the Club Sports Program Staff to develop the Budget Plan, purchase requests, and to ensure efficient use of funds;
  • Provide a finalized budget to the Club Sports Staff before the beginning of the academic year;
  • Complete and submit all funding applications to the Club Sports Coordinator prior to the specified deadlines.
• Budget and communicate required club-specific membership fees to the Club Sports Program Coordinator, Executives Members, and General Members;
  • Ensure all active members pay their club-specific fees by the specified deadlines;
  • Process and complete all league, tournament, and registration fees;
  • Organize refunds at the end of the competitive season, if applicable.
  • Ensure Facility Invoices are paid before the indicated deadline;
• Lead the development of the Club Sport’s annual CREF request;
• Communicate detailed financial reports to the Executive Team;
• Ensure all coach/choreographer payments and honorariums are distributed to the appropriate individual(s).

The Risk Management Officer Executive will be responsible for the risk management aspects of a Club Sport’s activities. These duties will include, but are not limited to, the following:

• Attend and/or complete the annual Risk Management Executive Training module (online, self-guided)
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the future Risk Management Executive on duties and procedures;
  • May be required to identify and/or train multiple Executive Members on the appropriate travel and safety policies in the event they won’t be attending an event or competition.
• Ensure the safety of all Executive and General Members during travel, practices, and competition;
• Ensure the Executive Team, General Members, Coaches/Choreographers, etc. operate within the safety and risk management procedures outlined in the Club Sports Handbook;
  • Ensure there is one Intermediate First Aid, CPR-C and AED certified Executive Member present at every activity;
  • Ensure supervision ratios are met at all club activities;
  • Inform all club members of policies, procedures, expectations, emergency procedures, information sessions and any other pertinent content of the Club Sports Handbook, the and all other related policies and procedures, including  the ß÷ßäÉçÇø Code of Student Behavior.
• Maintain Intermediate First-Aid, CPR-C and AED certifications for oneself;
  • Maintain additional club-specific certifications, where applicable.
• Attend Executive Meetings and report on the Club Sport’s adherence to their Risk Management Plan;
  • Ensure the Club Sport’s safety regulations are up to current standards outlined by the provincial or national sport governing body.
• Attend all Club Sport activities unless another IFA certified Executive Member is present;
• Ensure the Club Sport’s first aid kit is onsite during any activity, including travel;
• Ensure the Club Sport’s Risk Management Binder is present during any activity, including travel;
• Responsible for appropriate facility or weather checks prior to practices and competitions;
  • Responsible for canceling practices or competitions if conditions are not safe.
• Inspect equipment and facilities utilized by the Club Sport and report all maintenance and repair needs to the Club Sports Program Staff promptly;
• Report all safety concerns, issues and incidents to the Club Sports Program Staff in a timely manner;
  • Complete Incident Report Forms when necessary and submit them to the Club Sports Program Staff no later than 24 hours following the incident.
• Ensure no individuals participate in practices or competition unless they are approved members of the Club Sport, are medically cleared (where required), and have signed and submitted the Assumption of Risk and Liability Waiver through their online registration;
  • Have the authority to remove peers from practice or competition if appropriate safety precautions are not met;
  • Risk Management Executives (and the Executive Team) can request a list of registered members by emailing their Recreation Facilitator or the Club Sports Program Coordinator.
• Complete and submit all travel and safety forms by the specified deadlines.

The Communications Executive is responsible for the overall communications plan for their club sport program. Their duties included but are not limited to:

• Attend and/or complete the annual Communications Executive Training module (online, self-guided);
• Attend and/or complete the annual Club Sports Orientation (in-person, FAQ’s);
• Attend meetings with Club Sports Program Coordinator as requested;
• Train the future Communications Executive on duties and procedures;
• Manage communications through the Club Sports Uß÷ßäÉçÇø email and social media platforms;
  • Communicate all social media handles, usernames, and passwords to the Club Sports Program Staff.
• Pursue outreach and promotional opportunities;
• Ensure the Club Sport meets all branding guidelines covering brand usage, apparel, website management, and social media use when representing the University;
• Compile media material such as photos and videos throughout the year;
• Organize events for General Members;
  • Ensure Special Event Request Forms are submitted by the indicated deadline;
  • Ensure event requests through BearsDen are submitted before the indicated deadline.