Club Sports Handbook

The mission of Campus Recreation is to engage the Illini community in active living, connection, and growth experiences.

The vision of Campus Recreation is to inspire the Illini community to cultivate lifelong wellbeing.

Values: Innovation, Collaboration, Growth, and Community

All club sports are registered student organizations formed by a group of students to further their common interests in an activity through participation and competition. The club sport program promotes student participation in a variety of physical and athletic activities, whether recreational, instructional, or competitive in nature. Many of our clubs compete at an elite level and contest for National Championships in their sport. Each club sport will determine its own membership guidelines, but they must be free of restrictions or discrimination based on race, color, national or ethnic origin, religion, disability, age, or sexual orientation. Any restrictions based on gender are subject to the approval of Campus Recreation. Club members help with their own expenses through payment of individual semester and/or annual dues, fundraising projects, and some university assistance.

Engagement in club sports provides the opportunity for learning experience through involvement in club activities, including recruiting, organizing, administering, scheduling, fundraising, public relations, and more. Club sport participants can be rewarded not only by athletic competition, but also by the development of skills in collaboration, leadership, problem-solving, and management of risk, time, and finances. While Campus Recreation can assist clubs with some aspects of space reservation, event planning, and marketing, the emphasis is on student leadership and contribution. For this reason, the success of a club depends on the dedicated efforts of its student officers and members.

While registered organizations are an integral part of campus life at the University of Illinois, it should be clear that these organizations are not an official part of the University. Each organization is responsible for its own actions and is acting on behalf of the organization, not on behalf of the University of Illinois. Because of this relationship, Campus Recreation and the Illini Union Office of Registered Organizations (RSO Office) are limited in how they work with registered organizations. The office works with requests and issues that may arise, with the Student Code as the guiding document.

Per the Student Code, Article 2, Section 303, (d): “Registered Organizations and Registered Student Organizations are independent and autonomous from the University and are responsible for managing their own affairs. Registered Organizations and Registered Student Organizations are not affiliated with the University. Nor are they units or agents of the University, and shall not represent them as such. Events and activities conducted by Registered Organizations and Registered Student Organizations shall not be considered University-sponsored.

As such, Registered Organizations and Registered Student Organizations shall not be permitted to use the name of the University of Illinois, any abbreviations thereof, or any symbol identified with the University or to conduct its affairs in such a manner as to imply to anyone dealing with it that it is an official agency or party of the University. This includes using either for promotional materials, clothing and/or website/electronic media. Groups may use the word University’ or may indicate the geographical designation ‘at the University of Illinois.’ Each Registered Organization and Registered Student Organization shall be required to include in its articles of incorporation, or association, in its bylaws, or in its constitution, and its contracts or agreements with others, a provision clearly stating that it is not an official agency or a part of the University and disclaiming the responsibility of the University for its acts and liabilities.”

Club Sports are a function of both the Department of Campus Recreation, and the Office of Registered Organizations. Engagement in Club Sports provides the opportunity for learning experiences through involvement in club activities, including recruiting, organizing, administering, scheduling, fundraising, public relations, etc. Club Sport participants can be rewarded not only by athletic competition, but also by the development of skills in collaboration, leadership, problem-solving, and management of risk, time, and finances. In addition to the benefit sand services provided by the Office of Registered Organizations, the Department of Campus Recreation will provide assistance to club sports in the following ways:

• Programming Assistance: The Assistant Director of Club Sports and Program Assistant of Club Sports are available for problem-solving, advice, and direction. Club members and officers are encouraged to email, call, attend office hours, or set up a meeting for assistance.
• Facility/Field Space: Clubs can request practice and event space at the Activities and Recreation Center (ARC), Campus Recreation Center East (CRCE), Ice Arena, Complex Fields, or Outdoor Center Fields. Clubs are given a monetary allotment to be used for practice space each semester, and event space is available at the discounted RSO rate.
• Marketing Assistance: Clubs may request marketing assistance from the Department of Campus Recreation. Social media promotion is available for free, while design, printing, and posting in our facilities are available at a discounted rate.
• Mailing Address: Clubs may use the Campus Recreation office at the ARC as a permanent mailing address. Club Officers will be contacted to pick up any incoming mail or packages.
• Storage: Clubs may request equipment space as necessary. Campus Recreation will attempt to accommodate all reasonable requests.

While Campus Recreation can assist clubs with some practices and processes, the emphasis is on student leadership and contribution. For this reason, the success of a club depends on the dedicated efforts of its student officers and members.

General Contacts:

• Email: clubsports@illinois.edu
• Competitive Sports and Community Programs Professional Staff: Melina Campbell

Reservation Contacts:

• Indoor and Outdoor Facilities: reservercampusrec@illinois.edu

Campus Recreation Facility Contacts:

• ARC: (217) - 333 – 3806
• CRCE: (217) - 333 – 3806

Club Mailing Address:

• [Club Name]
• Club Sports, Campus Recreation
• Activities & Recreation Center (ARC)
• 201 E Peabody Drive
• Champaign, IL 61820

Other University Contacts:

• Office of Registered Organizations: (217) - 244 – 2357
• Trademark & Licensing Office: (217) - 333 – 2474
• McKinley (Non-Emergency): (217) - 333 – 2701
• UIPD (Non-Emergency): (217) - 333 – 1216
• UIPD (Emergency): 911

All Club Sports must be registered as a student organization and must maintain ACTIVE RSO status throughout the year in order to continue to receive the benefits of being a Club Sport. In addition to the requirements set by the Office of Registered Organizations, Campus Recreation has implemented additional requirements that must be met to obtain or maintain the Club Sport status. These include:

Minimum Member Requirement

The expectation is that clubs maintain a minimum of 10 active members. If the club falls below 10 active members, a review meeting will be held between the club officers and the Assistant Director to determine the future of the club. This will be reviewed each semester.

Correspondence and Meetings

Communication will primarily be made through emails to club Presidents. It is expected that the Presidents frequently check their email. Mandatory trainings will be published at the beginning of each semester; presidents must attend or delegate the club representative role to another club officer. Any necessary information discussed at the meeting should be disseminated to other club officers and members.

Forms 

Clubs are responsible for maintaining current and consistent communication with Campus Recreation and the RSO Office by completing the forms and processes listed below.

1. Club Roster

2. Club Waivers

3. Practice Schedule Request Form

4. Event Request Forms

5. Officer Contact Form

Conduct

Our expectation is that all Illinois Club Sports members conduct themselves in a manner that most appropriately reflects the professionalism and prestige of their club, the Division of Campus Recreation, and the University of Illinois at Urbana-Champaign, as well as follow the Student Code of Conduct. Therefore, we expect club members, coaches, and advisors alike to act in a mature and responsible manner when participating in club-related activities both on and off campus.

Acts that may cause a club to be disciplined include but are not limited to the following:

1. Misuse of equipment or facilities while participating in club-related activities. This includes moving equipment, destroying equipment, or using facilities as a club outside of your scheduled club hours.

2. The presence of alcohol at any club-related event, including practices, competitions, fundraisers, and banquets.

3. Hazing is defined by Illinois Law as knowingly requiring another person in any educational institution to perform an act for the purpose of joining any organization connected with that institution, if such act results in bodily harm to anyone, endangers the mental or physical health or safety of any person, or destroys, defaces, or removes public or private property.

Consequences will be decided in part by either Campus Recreation or the Illini Union if the act goes against what is written in Part 3, Student Discipline in the Student Code. Campus Recreation reserves the right to impose suspension or loss of Club status, loss of Campus Recreation space privileges, or probation/suspension of individuals. Discipline will be handled on a case-by-case basis.

Details on the University of Illinois Student Code of Conduct can be found here.

Policies

1. To apply to become a Club Sport, sponsored by the Department of Campus Recreation, the Club must already be recognized as a Student Organization by the Office of Registered Organizations
2. To be eligible to become a recognized Club Sport, a potential Club shall meet the following requirements: 
   1. Must be a Registered Student Organization (RSO) for a minimum of one full academic year and meet the re-registration requirements for the upcoming year
   2. Must have a regional or national governing body with which the club could/does associate
   3. Must demonstrate leadership transition beyond founding members
   4. A Club Sport shall be defined as a group consisting of people who meet regularly to pursue an interest in sport activity
   5. Offer an activity that does not duplicate that of an existing Club Sport
   6. Offer an activity that falls within acceptable safety guidelines, as determined by the Department of Campus Recreation
   7. Offer an activity for which approved space is available
   8. Be willing to comply with all Club Sports, Campus Recreation, Registered Organization, and University policies
   9. Meet the minimum requirements for a club and demonstrate the ability to meet the club responsibilities, as outlined in section 2.1 of this handbook

Procedures

1. Contact Club Sports via clubsports@illinois.edu to inform them of the organization’s interest in becoming a recognized Club Sport.
2. Submit the following documents for review, which justify the organization’s existence, to the Club Sports Office or by email to a. 
   1. Written constitution
   2. Written statement justifying the organization and why it should be accepted as a Club Sport
   3. Explanation of the difference between the organization and any similar existing Club Sports
   4. Written description of the organization's activities, and the space requirements for such activity

3. Meet with the Assistant Director of Club Sports & Risk Management to discuss requirements and expectations of becoming a Club Sport. Campus Recreation will review the requirements submitted and determine approval based on factors such as risk of the sport, philosophy of the club, and resources to support the club.

   *Note: If selected to become a Club Sport, you will receive half the normal space allocations during the first academic year.

Membership is open to all currently enrolled students at the University of Illinois at Urbana-Champaign. There shall be no discrimination against a member or prospective member on the basis of race, color, religion, sex, sexual orientation, including gender identity, national origin, ancestry, age, marital status, disability, unfavorable discharge from the military, or status as a disabled veteran or veteran of the Vietnam era, except as specifically exempted by law. Clubs may have limits on participation due to competitive team size, national governing body rules and regulations, or resource restrictions, particularly in travel or tournament settings.

All club members must have an active Campus Recreation membership and be in good standing with the department to be considered eligible for their team. For membership options, please refer to the Campus Recreation website. All club members must keep their I-Card/Campus Recreation Membership Card with them while participating in club sport events and practices.

Transgender Athlete Participation Policy

Campus Recreation at the University of Illinois at Urbana-Champaign celebrates the transgender student population among its club participants. Through the guiding policies of the National Intramural-Recreational Sports Association (NIRSA), we empower students to participate in club sport teams based on one’s gender identity, regardless of any medical treatment. While the University of Illinois does not restrict participation based on gender, national governing organizations (NGO’s) may have additional policies that should be taken into consideration before participating in a competition/game.

Waiver

All Club Sports members must complete the waiver form found on our website. Each semester requires a new waiver to be signed. All waivers can be accessed through the Active Illini portal found here. Log in with your Illinois credentials. Once logged in, click on program offerings and scroll to club sports. From there, you will find all the club sport waivers available for each member to sign.

Only currently enrolled (full-time or part-time) students or appointed faculty/staff may serve as officers and authorized agents of an RSO. If there is a change to the President (primary contact) or Treasurer Position, please contact the Club Sports office to ensure that we can maintain communication with your club through the transition.

The President

The president serves as the primary liaison between the club and the Club Sports (and RSO) office and will be expected to complete or delegate the following tasks:

• Attend all Club Sports trainings
• Maintain a club roster including full names and email addresses for all members
• Learn what services are available through the Club Sports office
• Preside over all club business
• Maintain a strong and positive relationship through frequent communication
• Provide updates about positive outcomes or club developments
• Adhere to and inform other officers and club members of the club constitution and applicable policies and procedures, completing all required forms and documents by the designated deadlines

Clubs may seek the assistance of a coach/instructor. Officers must understand the following criteria as they relate to a coach/instructor: A Club Sport is first and foremost a student organization, and, as such, the student officers must serve as the liaison between the club and the Club Sports staff. The Club Sports office is not permitted to be involved in the selection of coaches/instructors and will not be able to discuss club matters with them.

Facility Access 

Clubs practicing at the ARC or CRCE can request facility access for up to 2 coaches/instructors per semester. This access is limited to club activities during regular approved practice times. Passes should be requested by completing the Coach/Instructor Pass Request form. Processing of the form can take up to a week, and the approval of these requests is at the discretion of the Club Sports office. Once awarded a pass, coaches/instructors must carry it, along with a photo ID to present upon entering our facilities. If coaches/instructors are found to be abusing their facility access (for example, coming in outside of regular practice times), this privilege can be revoked.

All participants are encouraged to have their own medical insurance before they participate in Club Sport activity. The Department of Campus Recreation does not carry any type of health insurance policy to cover these participants. Clubs should be aware of and adhere to any insurance requirements set forth by their National Governing Body/Organization.

All Club Sports members must complete the waiver found on our website. Each semester requires a new waiver to be signed. This document outlines the assumption of risk with club participation, as well as responsibilities and requirements pertaining to the role of club sport members.

All waivers can be accessed through the Active Illini portal found here.

Although all club sports are separate entities from the university, we ask that all clubs proudly and respectfully represent the university in a professional manner. All club sports and their members are expected to uphold the Student Code. Should any issues occur, the Club Sports office has the ability to revoke practices or club sports status.

In accordance with the Student Code of Conduct, club competition is not considered an excused absence from classes. The Club Sports office can prepare Travel Notification letters for any traveling club members, but excusal from class is at the discretion of the individual professors. Our office will need at least a week's notice to write any travel notification letters. We ask that you provide the first and last name of everyone traveling for a proper letter to be created. All travel notification letters MUST come from the club sports office and are only meant for competitions.

One of the benefits of Club Sport status with Campus Recreation is the monetary allotment to be used toward club practices. Each fully active club is eligible for a monetary allotment based on its normal practice location(s), with the exception of clubs using the Ice Arena, which have individualized allocations with us. Due to facility limitations, Campus Recreation may not be able to approve all space requests, and therefore some clubs may not use their full allotment. Any requests for practices that cost more than the allotted amount will be charged back to the RSO account using the RSO hourly rate to calculate the overage. Billing usually occurs during the semester before your event.

The practice request form will be sent to the president and other listed club contacts at the end of each semester. We ask that only one person from each club fill out the request form. The Club Sports office will do its best at honoring all requests, but please note that space is limited, and Campus Recreation programs (Intramurals, Group Fitness, etc.) take precedence in our facilities. There are more spaces, such as the combat room or the indoor pool, that can be difficult to reserve due to the demand from a variety of different areas.

Information needed to complete form:

• Contact Info
•  Practice facilities, days, times
• Practice date range

A formal reservation is needed for all events outside of normal club practices. Steps to Receive a Formal Reservation:

• Email clubsports@illinois.edu to confirm the space is available
• Once confirmed, fill out the event request form found HERE
• The Club Sports office will send a quote after receiving the form 
  • Please note that quotes may take 3-5 business days to create
• Once the club has received the quote, they will submit an event request and a payment request through One Illinois. 
  • Please note that Campus Recreation has no connection to these forms.
• Once those requests are approved, they will be sent to the reservations team at Campus Recreation
• The reservations team will review the request and send a confirmation email once the space has been officially reserved
• A formal reservation has been acquired!

These forms must be submitted at least three weeks prior to the event. Requesting clubs will receive email notifications once their request has been reviewed and confirmed by Campus Recreation. 

Please keep in mind that formal reservations in our spaces take over 3 weeks to be approved and are at the discretion of Campus Recreation to approve/deny.

All equipment provided for club use by Campus Recreation is expected to be properly taken care of and stored away. Storage for club equipment is available on a limited basis. Outdoor clubs may store some equipment at the Complex Fields, while Indoor clubs may have access to different closets throughout the ARC or CRCE. Approval is needed prior to storing your equipment, as all storage spaces are shared spaces. The Club Sports Office regularly monitors all storage spaces and has the right to revoke access to storage spaces; shall it become a problem. Please contact the Club Sports Office with inquiries.

Clubs are welcome to purchase equipment and have the items shipped to Campus Recreation with prior approval from the Club Sports Office. Due to space constraints, clubs should not expect that all purchased items can be stored within Campus Recreation facilities without first discussing it with our office. Clubs are responsible for picking up their shipped items from Campus Recreation within a reasonable amount of time.

Student Organizations, including club sports, may charge dues to their members. The amount is typically determined by Club Officers based on the financial needs of the organization. It’s important to remember that this may be a great means to raise money but could also prohibit some students from being involved because of the associated cost. The Club Sports Office encourages good judgment when establishing dues, as well as the issuance of receipts and adoption of a refund policy (even if it’s no refunds).

Fundraising is a great way for clubs to raise money and can help inform the community about the organization, its purpose, and its successes. While Campus Recreation does not have specific fundraising guidelines, all clubs should be aware of the fundraising policies set forth by the Student Engagement Office.

The Student Organization Resource Fund (SORF) may be applied for by all Registered Student Organizations (RSOs) and can be used to help fund student organizations. For detailed information on the application for SORF funds, visit the website. Any questions pertaining to SORF should be sent to them directly, as Campus Recreation plays no role in this process.

Clubs can complete the Marketing Request Form for marketing support for an upcoming or past event from Campus Recreation. Social Media promotion will be provided free of charge, and additional marketing options are available for a supplementary cost.

For different marketing request rates, please visit our website.

Clubs are encouraged to participate in Quad Day sponsored by the RSO Office. It is important to keep in mind that spaces fill up quickly and that this is one of the best opportunities to reach a large number of students.

Clubs are encouraged to participate in Illini Frenzy sponsored by Campus Recreation. The Club Sports Office will send out information before each fall semester about signing up. This event is free for club sports and is scheduled every Saturday before the first day of classes.

Logo Use

Any student or club is prohibited from using the university logo on letterheads, business cards, or other identifying materials. A club team may, however, use a university mark as part of its uniform, provided the item is not issued or made available for sale to anyone other than team members. Club teams are typically permitted to use the Block I on clothing as long as the team name is listed on the items according to policy. No clubs are permitted to use the Shield logo. Clubs should refer to the Trademark and Licensing website for information regarding logo use and contact the Trademark and Licensing Office for approval PRIOR to ordering apparel.

Club Team Use:

If a Club Sport wishes to make use of the word “team” in its title, it can only do so when the words “Sports Club” precede the word “team”. For example, “Rugby Sports Club Team at the University of Illinois” is permissible, but “University of Illinois Rugby Team” or “Fighting Illini Rugby Team” are not.

The general rule is that the university name or an abbreviation of its name, such as the U of I, cannot precede the name of the organization. The use of “Illini” in the name is permitted.