Santa Clara University

website banner redesign 2012

Officers Corner

A successful Club Sport Officer knows and understands all Club Sport policies and procedures.  Forms are all available via shared Google Docs or through Survey Tools.  Some hard copies are available in the Club Sport Office, Room 114 of the Malley Center.

What to do with Completed Forms?
If you are a Club Sports Officer, Team Member, or Prospective Team Member and you have completed forms to turn in, please place them in the Club Sports Inbox. The inbox has a bright green label and is located on the wall (behind the door) in Room 114 in the Malley Center.

Do NOT turn in your completed forms in to any place other than the Club Sports Inbox. You may NOT leave your Club Sports forms with the Malley Center Front Desk Staff.
Emailing Forms:
All forms can be emailed to as long as you have an updated version of Adobe Reader on your computer (does not work with Mac computers).
Make sure you open the file, DOWNLOAD the Google Doc to your computer, fill out the form, and SAVE it to your computer PRIOR to sending.

Below is a link to all the required forms necessary to manage your Club Sport Team:

Important Club Sports Documents

Required Forms Checklist - This document links to most forms listed below with due dates.

Officers Duties - Tips, recommendations for officer duties.

2015 - 2016 Club Sports Handbook - Most everything you need to know about the Club Sports Program.

Disciplinary Guidelines 

Club Sports Council Constitution

Santa Clara University Student Handbook

Forms Required to Join a Club Team

Informed Consent & Release of Liability (REQUIRED - survey form)
Conduct Guidelines (REQUIRED - survey form)

ImPACT testing All new members of Boxing, Shotokan Karate, Men's Ice Hockey, Women's Field Hockey, Men &Women's Lacrosse, Men &Women's Rugby must complete ImPACT within 60 days of the start of the fall quarter. After the fall quarter- all new members who join the above indicated teams must set up an appointment with the Assistant Director or designee to complete the ImPACT baseline prior to any Club Sport participation. To set up an individual appointment e-mail with all the times you are open for at least an hour to take the test. The Fall deadline to remain active on the roster is Saturday, November 21. Any team members sustaining a concussion must take a post-concussion ImPACT test three to five days post injury.

Prospective team members are not eligible to participate with a team in any practices or games until the above 2 forms submitted online, reviewed by the Club Sports Office, and the student's name is listed on the team's official roster.  Please check with the team President to find out if you have been listed as okay to participate on the team's official roster.

Travel Related Forms

Travel Authorization Form (DUE 4 DAYS BEFORE ANY TRAVEL - Online survey - only accepted through survey tool)
Spring Break Travel Authorization Form (DUE 4 DAYS BEFORE ANY SPRING BREAK TRAVEL - Online survey - only accepted through survey tool) This form can only be used for team members over 18 and only during spring break if travel plans differ for team members post trip
Vehicle Driver's Agreement (DUE PRIOR TO DRIVING - Online survey tool - only accepted for team members.  Coaches and Volunteers must submit hard copy of form)
University's Vehicle Policy

Financial Forms

Program Funding Summary (Due with End of Year Report & must be reviewed by 3rd Friday of Fall Quarter)
Reimbursement Form (Due within 1 week of expenditures to reimburse for all club expenses & reconcile cash advance)
Fundraiser/Sponsorship Request (Due 2 weeks prior to event)
Santa Clara Fund Petition Form (Due by end of second week in October)
IPhone Check Out Form (New name/form for Flex Form)
Cash Advance Request Form (Due 2 weeks prior to date needed)

Coach/Trainer/Referee Forms


Game & Practice Forms

Team Roster Form (Required at beginning of year & anytime team membership has changed)
Game Schedule Request (Due 2 months prior to event)
Results Form (Due within 3 days of return from competition. Online survey - only accepted trough survey tool.)
Practice Schedule Request (Due 2 weeks prior to event or as requested)
Injury Report (Due within 24 hours of any injury)
Alumni Game - Alumnus Assumption of Risk and Liability Waiver (Will need to print out and make copies to take to event.  Hard copies are due to the Club Sports Office the Monday following Alumni Game event)