Please send any information regarding missing forms to James Alexander, Assistant Director of Recreational Sports, at

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

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