Club Sports Start-Up, Fall 2025

Hello club leaders, coaches & Club Sports Council!

We’re looking forward to welcoming you back to campus! I’m writing with some preliminary updates for the Fall. First, I’d like to introduce you to the members of Student Involvement and Athletics who are working together to support Club Sports. We are:

Robin Hart, Assistant Director of Athletics (co-advisor)

Jaime DeCaro, Associate Director of Student Involvement (co-advisor)

Kim Lavoie, SGA Business Office Coordinator (coach salaries, financial transactions)

Laura Sattler, Director of Student Involvement (policies, risk management)

In-Person Orientation

We are planning to meet with your group in early September. This can be at a practice or another all-team meeting. This will be an opportunity for introductions and to answer your questions. We will also talk about the Emergency Action Plan, Safety Officers, the Injury Report Form, and the Secondary Insurance for Club Sports athletes.

Captains: please email Jaime and Robin by September 8th  to schedule a 15-20 minute meeting time.

Rosters 

Rosters must be up-to-date to ensure that every team member signs the Anti-Hazing Agreement (they will be prompted in Embark) and we have the roster for PE credit.

• Adding members to Embark

• Other group & membership management

Financial reminders

All transactions including payments, purchases, dues collection, and registration for travel must be made through the SGA Business Office, located on the 3rd floor of Blanchard Hall. Coaches should not use their purchasing cards on behalf of the team(s).

Kim will send the coach forms to your clubs this week. Please complete them ASAP.

Travel registration process

All Club Sports trip leaders are responsible for following the guidelines for trip leaders and for submitting the following at the beginning of each semester:

Logistics

• Travel Training with Student Involvement (once annually): 2 group members are required to attend a Zoom training session: (1) captain / trip leader; (2) the treasurer. Please register here.

• All drivers (regardless of vehicle, whether fleet, rental, or personal) must be credentialed to drive with Fleet Services.

• All groups wishing to borrow a fleet van should complete the Fleet Authorization Form.

• All financial travel transactions, including rentals and hotel bookings, must be conducted by the team Treasurer in the SGA Business Office

Documentation:

• Each semester: Captains/Presidents complete the Emergency Contacts & Roster (this will be shared with your Captains, Presidents, and Coach(es).

• Each competition: Captains/Presidents update the Competition Schedule & Travel form (this will be shared with your Captains, Presidents, and Coach(es)
  They should update the roster & transportation method each time they plan to travel for a competition.

• Each semester: each participant must submit a waiver online before traveling

Coach Hiring

Best,

Jaime 

Associate Director of Student Involvement