Documents and Forms

Please send any information regarding missing forms to James Alexander, Assistant Director of Recreational Sports, at alexander2@xavier.edu.

Team Forms	Purpose	Due
Start of the Year Checklist	Checklist for clubs to start the year	N/A
Club Sports Manual	Rules and Regulations for Club Operations	N/A
Club Registration Packet	Mandatory for clubs to be in good standing	September 4th @ 7:00 PM (Beginning of Year Meeting)
By-Laws Example	An example of constitution by-laws	N/A
Emergency Action Plan	Instructions for creating an effective Emergency Action Plan for clubs.	With Club Registration packet
Roster Form	To ensure an accurate representation of each club's membership	At the end of each month during the academic year
End of Semester Report	End of the Semester Report needed for clubs to be in good standing	End of each semester
Special Allocation Request	Special Allocation Request from the Club Sports Council.	1 week prior to date of request
Fundraising Permit Form	Required to attempt a fundraising activity to raise money for club or for charity both on or off campus	2 weeks prior to date of event
Budget Allocation Worksheet	Budget Allocation request form for 2012-2013	TBD

Participant Forms	Purpose	Due
Assumption of Risk/Release	Mandatory for participation in all club sports.	Prior to any participation
Medical Health History Form	Mandatory for participation in all club sports.	Prior to any participation
Physical Form	Mandatory for participation in all club sports.	Prior to any participation
Accident Report	To document injuries during club sport practices and games.	Within 48 hrs of incident

Financial Forms	Purpose	Due
Request for Check	Used to get a check cut for reimbursement or as a method of payment for club items/expenses	7-10 days prior
Purchase Requisition	Used as a method of payment for club items/expenses	7-10 days prior
Travel Expense	Used for reimbursement of travel expenses (gas, lodging, etc.) and to reconcile cash advances	5 days after travel
Deposit Form	To deposit cash into your club fund (dues, etc)	1 day prior
Official/Ref Payment Form	Must be submitted to the Club Sports Office no later than five (5) days after contest	5 days after game
Cash Disbursement Policy	Information on how to receive and reconcile cash advances to pay refs/game officials	N/A
Cash Disbursement Form	Used to receive cash advance to pay refs/game officials	5 days prior to game

Travel Forms	Purpose	Due
Travel Itinerary	Mandatory for travel off campus.	5 days prior to travel
Hotel Review Form	Provide feedback for hotel accommodations	5 days after travel
Driver Clearance Form	All drivers of personal vehicles must complete.	5 days prior to travel
Van Driver Authorization	Must fill out driver authorization form online and complete van driving course.	2 weeks prior
Authorized Drivers	Current list of all authorized van drivers (must be 21 and have completed all requirements).	check prior to travel
Chaperone Agreement Form	To be filled out by a team chaperone on road trips when a coach cannot be present.	5 days before travel

Service Forms	Purpose	Due
Service Summary Form	Provides documentation of Service Hours performed by club members	Ongoing
Service Hours Tracker	Excel spreadsheet to track number of service hours of club members	N/A

University Policies	Purpose	Due
GSC Policies and Procedures	Gallagher Student Center Policies	N/A
GSC Posting Policy	GSC club/event advertising policy	N/A
XU Digital Advertising Guide	SGA digital advertising process	N/A
Guidelines for Chalk Advertising	Requirements for chalk advertising on campus	N/A
XU Speaker and Events Protocol	XU policy on public speakers and events	N/A
Event Security Planning Guide	XU requirements on security staffing at events	N/A
Xavier Alcohol Policy	The Xavier University Alcohol and Events policy	N/A