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News

Events

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Events

  • Oct 31: Homecoming Alumni Golf Tournament
  • Nov 1: Homecoming Dukes' 5K Run/Walk
  • Nov 1: The Breeze "Farewell Seeger" Open House
  • More >

Club Resources

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Sport Clubs Forms

Team and Individual Player


Form
Date Due
Instructions
Informed Consent And Travel Agreement
Before participating in any club activity
The informed consent and travel agreement must be read and signed by every player who is participating in any club activity, tryouts included.  The informed consent and travel agreement should be handed in as needed to the SCC Secretary once it is completed.
Team Roster Template
September 26, 2014
The roster must be submitted each semester and updated as needed.  Team rosters have pertinent information to contacting all Sport Club participants and is mandatory. Rename the file with your club's name. The roster should be submitted as needed to keep your roster up to date. No paper copies will be accepted. The Team Roster Template should be emailed to the SCC Secretary once it is completed.
Officer Update
March 20, 2015
The officer update must be completed yearly in the spring semester.  The officer update communicates who each clubs new Executive Officers are for the next year.  The officer update must be signed by club officers as well as the club advisor.  The officer update should be handed into the SCC Secretary once it is completed. 
UREC's 7 Charges
September 12, 2014
The UREC’s 7 charges form must be completed yearly in the spring semester.  UREC’s 7 charges are the requirements and expectations for each clubs executive officers.  This includes information that the officers should be sharing with their club membership.  UREC’s 7 charges should be signed by the club advisor as well.   The UREC’s 7 charges form should be handed into the SCC Secretary once it is completed.    
Participation Numbers Form
20th of each month
The Participation Number Form must be submitted on the 20th of each month. This form is used to track practices, games, community service, fundraising, general club activity and consideration for Sport Club of the Month.
March 20, 2015
Please read the attached document for instructions on how to apply for Sport Club of the Year. All letters are due to JMUSCCPresident@gmail.com in the month of March. The winner will be announced at the End of the Year Banquet.
SC Manual Confirmation September 12, 2014 After reading the Sport Club Manual all four "core" officers, including the President, Vice President, Secretary and Treasurer must sign and date this form. Doing so pledges that the officers thoroughly understand the content of the manual and will be responsible for expectations stated for both themselves and their team.
Verification of Sport Club Event Attendance A week following the event The Verification of Sport Club Event Attendance form is used to document a Sport Club's participation at a club's event. The form must be completed and turned into the SCC Secretary's mailbox in the Student Leadership Office on the 3rd floor of UREC within a week of attending the event. Clubs will be awarded points for supporting each other within the Sport Club community.

Weekend Highlights

10:00pm Monday following the event

The Weekend Highlights link is used to submit clubs highlights and results from weekend activities. This includes games/competitions, but could also include fundraisers and community service events. This information will be used to update to Sport Club Facebook page. Clubs will be awarded points if Weekend Highlights are submitted by 10:00pm Monday following the event.

 

Competitions and Facility Space


Form
Date Due
Instructions
Activity Request
3 weeks before event
This link will take you to the Event Management webpage where you can request space for all games, tournaments, meetings or club events. To access the reservation system, you must have completed “Nuts and Bolt’s” training through the Office of Event Management. Once submitted, the requester will receive a confirmation or denial email within 7 business days. Information regarding reservations, training and campus facilities can also be found here. 
Travel Roster/Itinerary
24 hours before travel
The travel roster/itinerary is used to communicate with the Assistant Director for Sport Clubs when a club is leaving JMU, who is going and other trip details. Should the Assistant Director need to contact any club member who is traveling they will be able to. The travel roster/itinerary should be submitted online at least 24 hours before travel takes place.
Practice Request
Spring 2015
The practice request is used to communicate club requests for practice space with the Coordinator of Sport Clubs.  Based on the clubs current standing within the point system they will be awarded their schedule.  
UREC Event Promotion
2 weeks prior to event
UREC Marketing can help you get the word out about your event. Want an ad on one of the UREC TV screens? Design a PowerPoint slide (can be 4:3 or 16:9 aspect ratio) or image (JPG 1280×720 pixels) and email it to gibsonkj@jmu.edu. You can also drop off 4 flyers for posting in UREC at the Welcome Center for Kristin Gibson. Allow at least one week for information to be posted.
Vehicle Request
 At least 48 hours prior to travel
The Vehicle Request link is used when a Sport Club wants to request a University vehicle or vehicles for travel. This form must be submitted at least 48 hours prior to travel for a request to be made but needs to be submitted as early as possible because vehicles fill quickly. Payment for University vehicles comes directly out of your UREC budget, if you do not have enough money in your budget to cover the cost, you will be responsible for reimbursing UREC. You will receive an email confirmation once your request is filled. Please contact Keala Mason, Coordinator of Sport Clubs, with questions about University vehicles.

 

Expenditure and Reimbursement


Form
Date Due
Instructions
Travel Authorization
3 weeks before event
 
The travel authorization must be submitted complete and with appropriate club signatures at least 3 weeks prior to game or event.  The travel authorization is used to pay for tournament fees and hotels.  It is also used anytime a club wants to be reimbursed for the above mentioned.  For complete process click here.  The travel authorization should be handed into the SCC Treasurer once it is completed.  
Travel Authorization Supporting Documentation
Reimbursement Receipt
Within 5 days after travel
The reimbursement receipt must be submitted with a travel reimbursement voucher within 5 business days after travel.  Also included with the reimbursement receipt should be a copy of invoice or a copy of the check used to pay.  For complete process click here.  The reimbursement receipt should be handed into the SCC Treasurer once travel has occurred.
Purchase Request
3 weeks before event
The purchase request should be used when a club is interested in purchasing equipment or supplies for club events/competitions from their UREC allotted money.  Purchases from UREC allotted money must benefit the entire club membership and will be handled on a case by case situation.  The purchase request should be emailed to the Coordinator of Sport Clubs as needed.
Merchandise Approval Form
3 weeks before merchandise is needed
The merchandise approval form must be submitted and approved for all club merchandise/clothing/uniform purchases regardless of how the club will be paying for the merchandise. It should be handed in with the purchase request to the Coordinator of Sport Clubs. Once the purchase/logo has been approved, the club will be notified. The approval process can take up to one week.


Community Service and Supportive Funds 

Form
Date Due
Instructions
Verification for Community Service: 
Individual or
Group
Within 1 week after event
All Sport Club participants are required to complete 5 hours of community service throughout the school year. Once a community service project is completed, please return this form to the SCC Secretary's mailbox in the Student Leadership Office on the 3rd floor of UREC.
Supportive Funds Proposal March 27, 2015 The supportive funds proposal form can be completed and submitted to the SCC to receive extra funding from the sport club program throughout the year. Please send all proposals to the SCC President. Supportive funds allows clubs an opportunity to receive money to attend tournaments/performances, purchase equipment, pay league fees, etc. Funds will be awarded to each club based on fundraising effort, need and team involvement within the community. An update budget of the team’s UREC and personal accounts must be submitted with the proposal.

Coaches and Officials


Form
Date Due
Instructions
Coach/Instructor Application
As it applies
The coach/instructor application should needs to be turned in to communicate when club membership has decided to have a coach or instructor present to run practices and games.  This will allow the coach or instructor to be eligible for a guest parking pass as well.  If the club wants to pay this person they must complete the W-9, Skilled Services Contract and Appendix L.  The coach/instructor application should be handed into the Coordinator of Sport Clubs as needed.
Skilled Services Contract and Appendix L
3 weeks prior to payment
The skilled services contract and appendix L forms should be used when a club wants to pay a coach or official for services rendered.  The skilled services contract and appendix L must be complete and signed by the club president and the person who is providing the service.  It must be submitted with a W-9 to be processed.   The skilled services contract and appendix L should be handed in to the Coordinator of Sport Clubs 3 weeks prior to payment need.       
W-9
3 weeks prior to payment need
The W-9 should be used when a club wants to pay a coach or official for services rendered.  The W-9 must be completed and signed by the person who is providing the service.  It must be submitted with a skilled services contract and appendix L to be processed.   The W-9 should be handed in to the Coordinator of Sport Clubs 3 weeks prior to payment need.