Club Sports Mission Statement
Goals of the Club Sports Program
The Club Sports Program has four common goals:
 To provide leadership experiences for the student body.
 To provide recreational opportunities for the students to fulfill their
college needs.
 To provide assistance, guidance, and the resources for the clubs to effectively and
successfully operate.
 To constantly improve communications with the club officers so that the
organization is more effective and successful.
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Tufts University
Department of Athletics
Club Sports Handbook
I.
Table of Contents
Club Sport Regulations
Definition………………………………………………… 4
Purpose and Principles…………………………………… 4
Eligibility………………………………………………… 4
Club Recognition……………………………………….... 5
Medical Requirements……………………………….… 5, 6
Scheduling and Travel Guidelines……………………….. 6
Trip and Practice Itinerary……………………………….. 6
Equipment Purchasing Procedures………………………..7
Financial Responsibility…………………………………..7
Alcohol/Drug Policy…………………………………..…. 7
Other Guidelines…………………………………………. 7, 8
Hazing, Harassment, and Sexual Harassment Policies..…. 8
New Clubs……………………………………………..…. 8
Non-Expendable Equipment……………………………... 8, 9
Retaining Club Status…………………………………….. 9
Club President’s Responsibilities………………………. ..10
Club President’s Checklist………………………………..11
VII. Team Transportation/Rooms/Meals
Arrangements…………………………………………….. 12
Travel Party………………………………………………. 12
Departmental Vans……………………………………….. 12
Personal Car & Van Travel…………………….…….…… 12
Emergency Procedures……………………………...……. 13
Manager’s Report………………………………………… 13
Alcohol/Controlled Substances………………………….. 13
Overnight Trips…………………………………………... 13
Transportation Checklist……………………………… 14
Emergency Procedures…………………………….…...15
Receipt/Acknowledgement Form …………………….…..16
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Appendices
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
U.
V.
W.
Hazing (excerpt from Student Handbook)
Hazing Policy Memo
Harassment (excerpt from Student Handbook)
Sexual Harassment (excerpt from Student Handbook)
Club Sport Registration Form
Use of Tufts Facilities Form
Injury Report Form
Equipment Order Form
Travel Itinerary
Private Vehicle Information Form
Permission and Release Form
Post-Game Expense/Reimbursement Form (if applicable)
Club Sport Semester/Season End Report
Club Equipment Inventory List (if applicable)
Acceptable Budget Expenses
Club Sports Budget Criteria
Fiscal Year Budget Form
Sports Clearance Policy
Medical Clearance Agreement
Waiver Release & Indemnity Agreement - (Sample ONLY)
Medical Treatment Consent Form – (Sample ONLY)
Captain’s Checklist
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CLUB SPORT REGULATIONS
(Revised – January, 2011)
II.
Definition
A club sport at Tufts University is defined as any group of individuals organized for the primary
purpose of athletic extramural activity. Club sports are student run organizations recognized by
the Department of Athletics for such purposes, and the Club Sport Council. All clubs must
conform to the health and safety policies set by the University.
III.
Purpose and Principles
The club sports program has social, instructional, competitive, recreational, and service
functions. It offers the opportunity for participants to engage in and derive the pleasures and
benefits of athletic activities. Each club should be a student-initiated activity that requires
students to be responsible for leadership, decision-making, organization, and supervision of all
club activities.
The Department of Athletics provides guidance, facility assistance, minimal financial
assistance, and an administrative framework for the operation of officially recognized clubs.
Regulations are intended to promote and assist in the operation and management of the club
sports program.
The Club Sport Coordinator and Assistant Athletic Director are charged with the following:
 approving club operating budgets
 making buffer funding spending recommendations
 recognizing new clubs
 being advocates for club sports on our campus
All decisions must be approved by the Director of Athletics.
IV.
Eligibility
A. The club sports program is open to all members of the Tufts community who have paid their
student activities fee.
B. It is required that club members be in “good standing”, as defined in the Tufts University
Pachyderm. Clubs will follow University policy as to an individual’s eligibility.
C. Individual and group conduct must at all times reflect favorably on the University.
D. To be eligible for club participation, the Tufts student’s name must appear on the official
MEMBERSHIP ROSTER on file with the Department of Athletics, and in the case of
Rugby, to have received medical clearance to participate from Health Services. This official
roster will be used in determining club size for budgeting allocation.
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IV.
Club Recognition
A. In order to participate under the name of Tufts University and gain use of University fields
and/or facilities, the following requirements must be met annually, and forms submitted and
placed on file with the Department of Athletics before practice and games may begin:








CLUB SPORT REGISTRATION FORM
A FIXED MEMBERSHIP ROSTER (minimum of 15 participants)
A PROPOSED BUDGET (submitted in Jan/Feb for next academic year. See Template App.N)
REQUEST FOR USE OF FACILITIES FORM
A SCHEDULE FOR THE SEASON – COMPLETED AT LEAST 2 WEEKS BEFORE THE
SEASON BEGINS
MEDICAL CLEARANCE FOR EACH RUGBY PARTICIPANT FROM HEALTH SERVICES
AGREEMENT TO PARTICIPATE AND MEDICAL RELEASE FORM AND MEDICAL
CLEARANCE AGREEMENT FOR EACH PARTICIPANT
A PRACTICE SCHEDULE
B. All Clubs are required to have a coach. This person should hold the proper certification
necessary to coach their sport as determined by the Athletic Department. Coaches are
required to be present for all Rugby, Skiing and equestrian practices and matches.
Captains shall inform the Club Coordinator who their coach will be each year.
C. Failure to file the required information will result in a club being disallowed from using the
Tufts University name and in its not being granted use of facilities and/or fields and funds.
D. Before a Club can be recognized, the Office of Risk Management must agree that it meets
Tufts University’s insurance and liability concerns.
E. All contact club sports must follow the NESCAC guidelines for contact sports.
V.
Medical Requirements
A. The University requires that each Rugby participant submit a health questionnaire to the
Head Trainer in order to obtain medical clearance from Health Services prior to
participation in their club sport season. All clubs must submit a roster to the Head Trainer.
These rosters must be updated as needed throughout the season.
B. Captains are responsible for checking the Daily Injury Report from the Training Room and
limiting member’s play as indicated on the Report. Students who are marked “OUT” are
not permitted to participate until given clearance from the Training Room. Allowing a
student whose status is marked “OUT” to participate in practice or contest is grounds for
disciplinary action.
C. Trainers or EMT’s are required at all home contests. It is the Captain’s responsibility to
contact TEMs to arrange for coverage. The Rugby Clubs are also required to have coverage
at all practices; and ensure that there will be appropriate coverage at away games. Contacts
at the colleges and universities that Tufts is competing against need to be provided to the
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Club Sports Coordinator so that medical coverage at away games may be verified.
(cont.)
D. Water Polo must have certified lifeguard on deck at all practices and games.
E . To ensure that proper conditioning programs are being used, these must be approved by the
Head Athletic Trainer or a designee. It is required that clubs provide educational programs
on the sport itself. This is especially important for Clubs that involve a high level of risk.
F. Club presidents must complete and file an Injury Report within 24 hours of any injury
which required any medical attention during a club practice, home or away game.
VI.
Scheduling & Travel Guidelines
A. All travel arrangements must be approved by the Club Sports Coordinator.
B. All club sports must conform to the Department of Athletics guidelines on Team
Transportation and scheduling policies. (See pages 8-10)
Teams are not allowed to travel outside of the New England region.
1. All competition should take place within the New England states or within a
200 mile radius.
2. Any proposed competition outside of New England must be approved by the Club
Sport Coordinator prior to the scheduling of any contest. This includes spring or
semester break trips.
3. All travel outside of New England MUST be in a bus or by air. There are no
exceptions to this policy.
Trip and Practice Itinerary
C. All schedules must be approved by the Club Sports Coordinator. Time and distance away
from campus will be carefully looked at before approval is given. Any changes to the
schedule must be approved.
D. Written requests for Post-season competition must be submitted and approved by the
Department of Athletics in a timely manner.
E. All Clubs must submit a travel itinerary at least 24 hours before leaving campus and a travel
manager’s report within 24 hours of returning to campus. This must include all students
traveling to the contest.
F. Only approved drivers who has passed the University sponsored driving certification test may
drive a University owned vehicle. (see also p 10:5)
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VII. Equipment Purchasing Procedures
A. All Equipment purchases must be approved by the Club Sports Coordinator.
1. One designated club member will contact Club Sports Coordinator with request.
2. After approval from Coordinator, contact Athletic Department secretary.
3. All equipment must be shipped to Athletic Department address.
4. Club purchase are TAX EXEMPT.
5. Uniforms must be purchased by the individual. University funds can not be used for
uniform purchases.
VIII. Financial Responsibility
A. A Cost Per Participant Fee will be established for each Club Sport. A club sport account
must be set up through the Club Sport Coordinator and be subject to University auditing
procedures.
B. Fundraising activities or solicitation of funds or contributions must be approved in advance
by the Coordinator of Club Sports.
(cont.)
C. Clubs must not act in any way so as to endanger the tax-exempt status of Tufts University.
D. Admissions fees may not be charged except as specifically approved for each event by the
Athletic Director.
E. Tufts University will not be responsible for and must not be made party to or liable for
payment of debts and financial obligations entered into by clubs unless prior approval is
given by the Club Sports Coordinator.
F. Clubs may not have bank accounts outside the University.
VIII. Alcohol/Drug Policy
The use of alcohol/drugs at any club event is strictly forbidden. According to the
Athletics/Physical Education/Recreation Department Manual, (IV-7A): All members of a team
(coaches, players, managers, etc.) are prohibited from using illegal drugs and alcohol when
representing the team and/or wearing team apparel. This includes but is not limited to practices,
home and away games, team banquets, vacation trips, and/or travelling to and from any of the
above.
IX.
Other Guidelines
A. Clubs are expected to abide by all Tufts University and NESCAC regulations. To parallel
the athletic program, the following will be limited or controlled:
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1. Number of contests allowed.
2. Starting and finishing dates for practice and contests.
Fall – September 1st, winter – November 1st, spring February 15th
3. Competitive season per sport.
B. Posters: Must adhere to the TCU poster policy.
C. Ordinarily permission will not be given to hold contests or activities during reading period
and exams, or hold contest after the regular competitive season ends, unless approved by the
Department of Athletics
D. Classes or courses sponsored by a club must be approved by the Department of Athletics.
X.
Hazing, Harassment, and Sexual Harassment Policies
The Club Sports Program follows the University’s policies as stated in the Pachyderm and the
Student Code of Conduct. Please refer to appendices A-D. More specifically, coaches, both
paid and voluntary, must not date their team members.
http://uss.tufts.edu/studentaffairs/policies/external/hazing.asp
http://oeo.tufts.edu/downloads/Sexual_Harassment_Policy_English.pdf
XI.
New Clubs
Groups seeking Club Sport recognition from the Department of Athletics and the Club Sport
Council must:






submit a written proposal as to why it should be a recognized club sport
submit a budget proposal
present a list of club members
show proof of the availability of extramural competition for their group i.e. Who will you be in competition against?
agree to a one year provisional period before full recognition is granted
detail facility needs and practice hours
Before any new club is recognized, the Department of Athletics must obtain approval from the
Office of Risk Management.
XII. Non-Expendable Equipment Inventory and Storage
A. All equipment items of a non-expendable nature must be accurately inventoried and reported
to the Sport Club Coordinator each semester. Storage of these items also must be approved
by the Coordinator. Some equipment may be stored at the Athletic Department. Other items
on the inventory list must be accounted for, and the locations of the items noted.
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B. Repair and maintenance of club equipment is the responsibility of the club.
C. Any lost or damaged equipment must be reported to the Sport Club Coordinator within 48
hours of the loss or damage.
D. Uniforms may not be purchased with money that has been allocated from the Senate.
XIII.
Retaining Club Status
To retain club status, the following requirements must be met:
A. Compliance with all provisions in Articles III, IV, and V.
B. Filing the SEMESTER END REPORT within seven days of the end of the season.
C. Club president or his/her designee must attend any meeting called by the Club Sports
Coordinator.
E. Completion of INJURY REPORT(S) within 24 hours as required.
F. Completion of TRAVEL ROSTER AND ITINERARY forms as required.
(cont.)
G. Completion of PRIVATE VEHICLE TRIP INFORMATION FORM as required.
H. Completion of PERMISSION AND RELEASE form(s) as required.
I. Conduct financial affairs in a responsible manner, including maintaining accurate financial
records.
J. Clubs which have received the privileges listed above agree to conduct their meetings and
contests in a responsible manner as members of the University community. In cases of
irresponsibility by an organization, all privileges and recognition may be withdrawn.
Per the Department of Athletics, the disciplinary sequence is as follows:
1) Written Warning to captains & coach 2) meeting with captains, coach & club sports
coordinator, 3) Buffer fund ineligibility for academic year 4) loss of contest * at the
discretion of the athletic director & club sports coordinator
5) Suspension for one year
K. Submit a budget in January/February for the next academic year.
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XIV. Club President’s Responsibilities
A. Sign the receipt/acknowledgement form of Club Handbook and return to Coordinator.
B. Serve as liaison between the club and the Department of Athletics and the Club Sports
Council.
C. Ensure compliance with the club sport requirements, regulations, and guidelines.
D. Inform club members of these requirements, regulations, and guidelines
E. Keep and maintain required information on file at the Department of Athletics.
F. Arrange for contract to be sent to coach each season.
G. Attend or delegate another member to attend club sport meetings as required.
F. Make certain club financial obligations and responsibilities are met.
H. Turn in a travel roster and trip itinerary for each away contest.
I. Complete Permission and Release forms as required.
I. Complete Injury Report(s) as required.
J. Arrange for trainer or EMT coverage for home contests. Rugby must arrange for practice
coverage as well.
K. Be aware of sports medicine emergency procedures in case of an accident during practice or
game play (see Page 11) Please carry a copy of these procedures to all practices and contests.
L. Turn in a Semester End Report as soon as your season ends.
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XV. CLUB PRESIDENT’S CHECKLIST
A. The following must be on file with the Department of Athletics:












CLUB SPORT REGISTRATION FORM
MEMBERSHIP ROSTER with YOG and ID number
PROPOSED BUDGET – see budget information sheets (App. N & O)
REQUEST FOR USE OF TUFTS FACILITIES
SCHEDULE FOR THE SEASON
PRACTICE SCHEDULE
COACH’S CONTRACT
MEDICAL CLEARANCE ISSUED BY HEALTH SERVICE FOR EACH RUGBY
PARTICIPANT
AGREEMENT TO PARTICIPATE AND MEDICAL RELEASE FORM FOR EACH
PARTICIPANT
MEDICAL CLEARANCE AGREEMENT FOR EACH PARTICIPANT
RECEIPT/ACKNOWLEDGEMENT FORM
SEMESTER END REPORT
B. The following must be attended:
 All Meetings called by the Club Sports Coordinator or Club Sport Council
C. The following must be filed before the deadline date set by the Club Sports Coordinator
as required:





ROSTERS prior to the 1st contest
TRAVEL ROSTERS AND TRIP ITINERARIES (1 days before trip)
INJURY REPORT(S) (Immediately!)
SEMESTER END REPORT (Within seven days of completion of season)
CLUB EQUIPMENT INVENTORY LIST (within seven days) after season
FAILURE TO COMPLY WITH THE ABOVE DEADLINES WILL RESULT IN
DISCIPLINARY ACTION AS OUTLINED IN SECTION VIII.
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TEAM TRANSPORTATION/ROOMS/MEALS
A. Arrangements
All travel arrangements (transportation, travel advances, hotel reservations, etc.) should be made
through the Budget Coordinator prior to the season. The Budget Coordinator should be notified as
soon as possible of any cancellations, postponements or additions, to avoid cancellation fee.
B. Travel Party
1) All Squad members should travel to and from the contest with the arranged transportation unless
specific approval has been granted by the coach.
2) Any squad member not returning to campus with the team must fill out a release form in
advance. These forms should be kept on file with the Assistant Athletics Director/Athletics.
(See appendix K for form).
3) The coach must travel with the team unless prior approval is received from the Athletic Director.
4) Only members of the official travel party may ride in University owned or rented vehicles.
5) Family members and friends are not considered official travel party members.
C. Departmental Vans - All driver must have passed the University sponsored driving
certification test administered through the Athletic Department. ONLY ELEVEN (11)
PASSENGERS MAXIMUM PER VAN – NO EXCEPTIONS! Refer to Transportation
Checklist for complete guidelines. Club Liability is $1000.00 deductable in case of an accident.
D. Personal Car or Van Travel
1) Personal cars should not be used for team travel, except by approval of the Athletic Director and
with the proper insurance. In the event that personal vehicles are used for team travel, a Private
Vehicle Trip Information Form must be completed for each driver for each trip. (Appendix J)
Copies of the following are needed:
i.
License
ii.
Registration
iii.
Proof of Insurance
iv.
Permission to use the vehicle (if not in student’s name)
2) Refer to Transportation Checklist for complete guidelines.
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E. Emergency Procedure
If any unusual occurrences, accidents, damages, etc. should occur, under no circumstances should
the welfare of the students be jeopardized. In these cases the coach should:
1) Notify appropriate authorities to be sure that the circumstances are recorded for future reference.
2) Satisfy requisite repairs and/or substitute transportation.
3) Attempt to notify a Athletic department administrator for assistance and/or confirmation of event
and actions taken.
F. Manager’s Reports
Manager’s Reports, including an accounting for all money expended, should be turned in to the
appropriate secretary one day after the trip. Receipts for all expenditures should be included. All
members of a travel party must sign meal sheets if cash advances have been issued.
G. Alcohol/Controlled Substances
Absolutely no alcohol or controlled substances are allowed in vehicles travelling to and/or from team
events.
H. Overnight Trips
1) Overnight lodging must be arranged through the Club Coordinator.
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TRANSPORTATION CHECKLIST
1. University owned vans:
a. The speed of the vehicle because of its size, shape and the number of people involved,
should be limited to a maximum of fifty-five (55) miles per hour or less depending on driving
conditions (e.g. rain, ice, snow) or restricted speed limit zone (e.g. residential or school area).
b. Only ten (10) passenger’s maximum per van – NO EXCEPTIONS!
2. Absolutely no alcohol or controlled substances may be used by drivers or riders in ANY vehicle,
nor should any alcohol/controlled substances be in your possession or stored in vehicles.
3. Check the vehicle for jack, jack handle, lug wrench, flares and a good, inflated spare tire.
4. Check gas, water, battery, oil and tires on the vehicle. When gassing up always check the oil and
tire pressure.
5. All drivers must have a valid license. In order to drive a University van, the driver must have
passed the University sponsored driving certification test.
6. All vehicles must have a valid inspection sticker.
7. Personal vehicles must have adequate insurance coverage for collision, personal injury and
property damage. Copy of registration and proof of insurance, and a valid driver’s license must be
on file with the Athletic Department (club sports coordinator) and a copy of a letter giving the
student permission to drive the vehicle.
8. As to personal vehicles owned by a parent, student should notify said parent-owner of use for
group travel and obtain parent/owner’s written permission to utilize vehicle for group travel.
Copy of registration and proof of insurance must be on file with the Athletic Dept.
prior to leaving the campus.
9. Please be sure to take an extra key to be stored outside the vehicle.
10. Should any passenger have a question as to the operator’s driving competency, all concerns should
be brought to the attention of the Club Coordinator.
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EMERGENCY PROCEDURES
Requesting medical assistance when on the Medford Campus MUST be made through the Campus
Police office.
Requesting Medical Assistance
Notification of campus police can be accomplished by:
 Radio
 Telephone
 Cell phone
 Ram Rech call boxes
 Panic buttons (Cousens Gymnasium)
When requesting medical assistance the caller should:
 Remain calm
 Identify yourself and state your job title
 Give nature of emergency: if the injury is life threatening request that TEMS be dispatched
 Give the exact location of the injured party
 Do not hang up until the dispatch has hung up
Emergency Procedure for Medford Campus



Notify campus police at extension 7-3030 or (617) 627-3030.
Follow the aforementioned guidelines
Please follow the advice of TEMS or Trainer if an athlete needs to be taken to a medical
facility for further treatment. The closest hospital is:
Lawrence Memorial Hospital
170 Governors Avenue
Medford, MA
(781) 306-6000 (main number)
(781) 306-6300 (emergency)
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RECEIPT/ACKNOWLEDGEMENT FORM
DATE _____________________
We, two officers of ____________________________________________________________
Name of Club
have received the Club Sports Regulations. We understand these regulations and agree to direct the club
in a manner which complies with the stated regulations.
Name, Title
Address
Name, Title
Address
Coaches’ Signature
Date
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