Team and Individual Player
BeInvolved
BeInvolved is the official campus community platform. All Sport Club forms will be submitted on BeInvolved through the University Recreation group. All officers have a unique identifying tag which allows access to Sport Club program forms. In the event you are an officer and do not have access, please reach out to the Sport Club email: sportclubs@jmu.edu.
BeInvolved is the official campus community platform. All Sport Club forms will be submitted on BeInvolved through the University Recreation group. All officers have a unique identifying tag which allows access to Sport Club program forms. In the event you are an officer and do not have access, please reach out to the Sport Club email: sportclubs@jmu.edu.
Sport Club Manual
After reading the Sport Club Manual, all Core Four officers (which includes 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. The form to complete this requirement is paired with the 7 Charges Confirmation Form as well as a Sport Club Manual Quiz requiring 80% score to pass the quiz. The 7 Charges Confirmation Form is the requirements and expectations for each club's executive officers. All Core Four officers must sign and date this form. This includes standards that the officers should be sharing and upholding with their club members.
Due Date: Prior to first approved practice in the Fall and Spring Semester
After reading the Sport Club Manual, all Core Four officers (which includes 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. The form to complete this requirement is paired with the 7 Charges Confirmation Form as well as a Sport Club Manual Quiz requiring 80% score to pass the quiz. The 7 Charges Confirmation Form is the requirements and expectations for each club's executive officers. All Core Four officers must sign and date this form. This includes standards that the officers should be sharing and upholding with their club members.
Due Date: Prior to first approved practice in the Fall and Spring Semester
Team Roster
The roster must be submitted each semester and updated as needed. Team rosters have pertinent information for contacting all Sport Club participants and is mandatory for a Sport Club to remain in good standing. Download the Team Roster Template and rename the file with your club’s name and update it with all the required information. Once completed, the file should be submitted to BeInvolved. If you wish to make updates to an existing roster, you can download the Team Roster Update Template and update it with all pertinent information before submitting to BeInvolved. No paper copies of either form will be accepted.
Due Date: Third Friday of September each year and Third Friday of February each year
The roster must be submitted each semester and updated as needed. Team rosters have pertinent information for contacting all Sport Club participants and is mandatory for a Sport Club to remain in good standing. Download the Team Roster Template and rename the file with your club’s name and update it with all the required information. Once completed, the file should be submitted to BeInvolved. If you wish to make updates to an existing roster, you can download the Team Roster Update Template and update it with all pertinent information before submitting to BeInvolved. No paper copies of either form will be accepted.
Due Date: Third Friday of September each year and Third Friday of February each year
Informed Consent And Travel Agreement
The informed consent and travel agreement must be read and signed by every student prior to participating in any club activity, including tryouts.
Due Date: Before participating in any club activity
The informed consent and travel agreement must be read and signed by every student prior to participating in any club activity, including tryouts.
Due Date: Before participating in any club activity
Monthly Participation Numbers
This form is primarily used for Sport Club of the Month nominations. 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.
Due Date: 20th of each month
This form is primarily used for Sport Club of the Month nominations. 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.
Due Date: 20th of each month
Once a month, Core Four Officers are required to attend the Monthly Officer Meeting. If, for some reason, the time / date of the meeting conflicts with their schedule and they have a valid reason for excusal (mandatory officer meeting attendance, scheduled for work that cannot be moved, illness, etc.), they can submit this form more than 48 hours in advance of the next meeting. Sport Club Officers who are NOT a part of the Core Four are not required to attend these meetings unless otherwise stated.
Due Date: More Than 48 Hours in advance of the next meeting
The Accident Report Form must be filled out in the case of any accidents or emergencies that occur while on a trip, or during an event / practice ONLY in the event a UREC employee is not filling one out on your behalf. It is imperative to be as detailed as possible.
The Directory Website Update Form allows officers to update the information listed on their Sport Club's page in the directory on the UREC website. This can be updated as needed, and can provide information to prospective members about the club, how to join, time commitments, etc. Please note that this does NOT update your club information on BeInvolved, only on the UREC website.
The Merchandise and Giveaway Approval Form allows sport clubs to request merchandise that uses any of the eligible JMU logos, which must be approved by the Assistant Director for Sport Clubs, the JMU Bookstore and the JMU Foundation. It is important to double-check that the vendors you are using to make the merchandise have licensing rights to the JMU logo. This merchandise must be approved before the merchandise can be created, regardless of its usage. When the merchandise has been approved, the organization will be notified through BeInvolved. Items produced by non-licensed vendors can be claimed by university officials. If you have any questions about Merchandise, reach out to the Assistant Director For Sport Clubs.
Competitions and Facility Space
Event Request
This form is used to submit all UREC Facility Event Request. Events include but are not limited to; tournaments, games, matches, competitions, recitals, etc. If you wish to use a facility for sport club purposes, the requester will need to complete the Event Request Form on BeInvolved. Information regarding reservations, training and campus facilities can also be found by contacting any Sport Club Staff.
Due Date: 3 weeks before tournaments, games, matches, etc.; 2 weeks for club meetings and tryouts
Travel Roster/Itinerary
The Travel Roster/Itinerary form is used to communicate with the Sport Club Staff when a club is leaving JMU, who is going, and other trip details, including a completed Emergency Action Plan (EAP). This form should be submitted online at least 3 weeks before travel departure time / date takes place. Completion of this form is mandatory for sport clubs traveling to other schools to remain in compliance with the Clery Act.
Due Date: 3 weeks before travel
The Travel Roster/Itinerary form is used to communicate with the Sport Club Staff when a club is leaving JMU, who is going, and other trip details, including a completed Emergency Action Plan (EAP). This form should be submitted online at least 3 weeks before travel departure time / date takes place. Completion of this form is mandatory for sport clubs traveling to other schools to remain in compliance with the Clery Act.
Due Date: 3 weeks before travel
The Post Event Form allows the Sport Club Staff to evaluate moments of success or areas of improvement regarding your event. This form must be completed for any event that a sport club hosts or attends (barring regular practice). This includes any home games, away games, tournaments, etc. This form is due within 3 business days of your completed event, and completion of this form is mandatory to confirm that the event was hosted or attended as initially outlined in either the Event Request Form or the Travel Roster/Itinerary Form. If a Post Event Form is not filled out, your club’s next event cannot be approved, so it is very important to remember filling these out on time.
Due Date: Within 3 business days after event
Practice Request
The Practice Request is used to communicate club requests for practice space. The club’s current standing within the UREC Sport Club Tier System determines if the club will be awarded their schedule. Submission of the Practice Request Form is only necessary if your club intends to adjust their schedule for the Spring 2027 semester. You will receive confirmation of practice days, times, and locations from the Sport Club office after / if they are approved.
Due Date: 2 Weeks before the Start of the Semester
The Practice Request is used to communicate club requests for practice space. The club’s current standing within the UREC Sport Club Tier System determines if the club will be awarded their schedule. Submission of the Practice Request Form is only necessary if your club intends to adjust their schedule for the Spring 2027 semester. You will receive confirmation of practice days, times, and locations from the Sport Club office after / if they are approved.
Due Date: 2 Weeks before the Start of the Semester
Vehicle Request
The Vehicle Request Form must be filled out when a Sport Club wants to request a university vehicle or vehicles for travel. This form must be submitted at least 2 weeks 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 a club does not have enough money in your budget to cover the cost, you will be responsible for reimbursing UREC. Sport Clubs will receive an email confirmation once their request is filled. If you wish to use a van, it is important to complete the van training, which can be accessed through MyMadison.
Due Date: At least 2 weeks prior to travel
The Vehicle Request Form must be filled out when a Sport Club wants to request a university vehicle or vehicles for travel. This form must be submitted at least 2 weeks 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 a club does not have enough money in your budget to cover the cost, you will be responsible for reimbursing UREC. Sport Clubs will receive an email confirmation once their request is filled. If you wish to use a van, it is important to complete the van training, which can be accessed through MyMadison.
Due Date: At least 2 weeks prior to travel
Expenditure and Reimbursement
The UREC Purchase Form must be completed and submitted at least 3 weeks prior to any purchase request needed. The form is used to pay for tournament/league fees, equipment, flights etc. The completed form should be submitted on BeInvolved once it is completed. Items to be included with the UREC Purchase Form for travel are the following: invoice for tournament or league fee, club roster of who is traveling, print out of hotel the club plans to stay at. If you are using the form to make a purchase request, please include a quote from the company for the equipment.
Due Date: At least 3 weeks prior to any purchase needed
The UREC Reimbursement Form must be completed and submitted 1 week after event for reimbursement. The form is used for any reimbursing a club might require. The form should be submitted on BeInvolved once it is completed.
Due Date: 1 week after event
- Per Diem Rates
- Approved Vendors: eVA Transparency Reports
Community Service and Supportive Funds
Community Service
Once a community service project is completed, download and complete the Community Service Form, which includes the printout linked in the form within 2 weeks following the event. For a community service event to be validated, you MUST have a paper signature from the event organizer. To constitute a community service event for the club, at least 3 members of the club need to be present and must represent themselves under the club's name. This form should also be filled out for eligible events hosted by other sport clubs that your club attended.
Due Date: Within 2 weeks after event
Once a community service project is completed, download and complete the Community Service Form, which includes the printout linked in the form within 2 weeks following the event. For a community service event to be validated, you MUST have a paper signature from the event organizer. To constitute a community service event for the club, at least 3 members of the club need to be present and must represent themselves under the club's name. This form should also be filled out for eligible events hosted by other sport clubs that your club attended.
Due Date: Within 2 weeks after event
Fundraising
Please submit the Fundraising Form within one week after deposit of fundraising event along with a screenshot or image of the deposit for this to be counted towards your tier system rankings. A fundraiser needs to only include profits and consider costs associated with the event as well as not be counted towards Community Service in any manner.
Due Date: Within 1 week after event
Please submit the Fundraising Form within one week after deposit of fundraising event along with a screenshot or image of the deposit for this to be counted towards your tier system rankings. A fundraiser needs to only include profits and consider costs associated with the event as well as not be counted towards Community Service in any manner.
Due Date: Within 1 week after event
While these due dates are listed, there is some flexibility available PROVIDED THAT communication is made in a prompt and timely manner. This is flexible on a case-by-case basis.
University Recreation
