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Stanford Recreation

TEAM ADMINISTRATION

Participant Eligibility

  • All current fee-paying Stanford University students are eligible for participation in the Club Sports Program. This includes undergraduate, graduate, medical school graduate students, Phd students, online degree-seeking, co-term, full-time and part-time students. 

    Note: online students may not qualify for certain league or tournaments – each club 

    team is encouraged to contact their respective National Governing Body (NGB) for 

    eligibility requirements beyond our program requirements.

  • Faculty, staff, alumni, post-docs, minors unenrolled at Stanford, outside community members, and all other Stanford affiliates are not eligible for participation in the Club Sports Program. This includes representing Stanford in sanctioned intercollegiate competitions.
  • Individuals that are not taking classes during the current semester are not eligible. This includes individuals that are not taking summer classes, regardless of status in the previous spring and/or upcoming fall quarters. Members participating with organizations that are competing in regional and/or national competitions that extend into the summer may request an exemption from this requirement from the Club Sports Office on an individual basis in order to continue participating during the club’s established postseason period.
  • Specific National, State and/or Local Governing Bodies may have eligibility requirements that are not consistent with the eligibility requirements of the Stanford Club Sports Program. Contact the team’s governing body for specific eligibility requirements. When such requirements conflict with the Club Sports Program or other University requirements, the Club Sports Program and University requirements will take precedence.

 

Officer Positions

The Club Sport Program requires each team to have the following elected officer positions, who must be full-time Stanford University students. Contact information for each officer must be kept up to date with the Club Sport Office. The positions are: President, Vice President, Financial Officer and Safety Officer. An individual cannot serve in multiple positions at one time, with the exception of serving as a safety officer. Structure, titles, and responsibilities of the team’s leadership roles must be clearly outlined in the team’s constitution. Guidelines for recommended responsibilities for each position include:

President

  • Provide strategic oversight for entire team operations 
  • Provide guidance and consult with Financial Officer on all financial-related matters
  • Ensure the team follows all Club Sport Program and University policies
  • Serve as the main liaison between the team and university offices, including the Club Sport Office
  • Serve as an ethical, non-biased leader when leading the team through interpersonal and intergroup conflict or ambiguous situations
  • Ensure the team follows governance procedures stated in its team constitution
  • Maintain frequent communication with the Safety Officer(s) of the team to uphold a safe environment for all members of the team

       

 Vice President

  • Serve as a support system to the President in operational needs and counsel to the team
  • Ensure the team follows all Club Sport Program and University policies
  • Work closely with the Financial Officer to be informed and knowledgeable of all team finances
  • Serve as secondary liaison between the team and university offices, including the Club Sport Office
  • Serve as an ethical, non-biased leader when leading the team through interpersonal and intergroup conflict or ambiguous situations

        

Financial Officer

  • Provide oversight for entire team’s financial operations, including maintaining thorough and organized financial records for all team financial transactions
  • Provide guidance and consult with the President on all financial-related matters
  • Ensure the team follows all Club Sport Program and University policies, this includes ASSU and SSE policies
  • Serve as the main liaison between the team and university offices, including the Club Sport Office and ASSU/SSE
  • Serve as an ethical, non-biased leader when leading the team through interpersonal and intergroup conflict or ambiguous situations

       

Safety Officer

  • Complete required First Aid/CPR certification
  • Complete, organize, and document all injury/accident reports for all club team activity-related injuries; responsible for reporting all cases to the Club Sports Athletic Trainer and/or Club Sports Office
  • Serve as the main liaison between the team and the Club Sports Athletic Trainer and Club Sports Office for all team risk management related matters
  • Be knowledgeable of risk management protocols and procedures outlined in the Safety Officer Handbook; consult frequently with Club Sports Athletic Trainer for needed support

Additional (optional) officer positions will vary by team, and may include: Co-captain, Travel Coordinator, Scheduling Coordinator, Fundraising Coordinator, Equipment Coordinator, Communication Officer, The Stanford Fund (TSF) Officer, Recruitment Coordinator, Alumni Relations Coordinator, etc.

Please note that a Team Captain should be an on field/court leader and the Team President should be the team administrative leader. One person may not fill the Captain and President positions unless approved by the club sports office. Responsibilities may be distributed to the additional officer positions mentioned. All officers should be included during team registration process at the start of the academic year. 

Transgender Inclusion

In keeping with the University’s policy of non-discrimination and non-retaliation on the basis of gender identity and gender expression, the Stanford Club Sports Program supports and values an individual’s right to access and utilize recreation facilities, restrooms, locker rooms, programs, and services in accordance with an individual’s gender identity and gender expression. Participation in club sports may have policies related to player eligibility that are stipulated by the National Governing Body of each sport. While the program does not have control over governing body policies, we support and advocate for the inclusion of all players, regardless of gender identity and gender expression.

Practice and Game/Event Facility Requests

All team requests for facility scheduling must go through the club sports office. Club Sports administration will compile all requests and try to accommodate. Teams that utilize their own facility, facilities directly overseen by Athletics, or off-campus facilities, must still report their practice/event times to the Club Sport Office. If a team no longer needs space reserved for practice or competition(s), please notify the club sports office immediately so it may be released for other groups to use. 

Note: this is especially important for evening turf times so we can update the lights schedule and facility security personnel.

Facility access and reservations may be cancelled or moved due to inclement weather, varsity use and special events. Club Sports staff will update teams as early as possible regarding schedule changes. Teams are required to stay off grass fields when instructed by club sports staff and/or if ‘Field Closed’ signs are out on fields.

Event Insurance

Club Sport teams often utilize external facilities for competition. External (Non-Stanford funded) programs may request Stanford to submit a certificate of comprehensive liability insurance (COI). Club Sport teams needing a COI must provide Club Sports Program professional staff the following information:

  • Description of Operations/Events for this year (date, times, locations)
  • The Certificate Holders Information (address, name, contact information)
  • The Agreements associated with the COI requests

The Club Sports Program professional staff will provide information upon request of a COI from the legal team in DAPER and will provide the club team the COI once it is ready.

Administrative Meetings

The Club Sports Program will host mandatory meetings for all club teams on a quarterly basis. The President and Financial Officer are required to attend these club sport meetings. Meetings are a forum to discuss issues that pertain to all teams, including leadership, funding and University requirements. All official Club Sport Executive Council matters will be conducted at these meetings. Points will be deducted for unexcused absences. Teams missing many meetings and other deadlines may have special fees reductions for the following academic year.

Insurance

  • The university does NOT hold a blanket insurance policy for Club Sport participants. Consequently, all members are strongly encouraged to carry personal health insurance. Per the Risk Assessment Tool developed by the program, and based on your team’s risk level, the administration may ask for proof of insurance.
  • Stanford University required that all registered students carry adequate health insurance. This requirement can be met either through Cardinal Care, the university sponsored health insurance plan, or through an alternative insurance plan that has comparable benefits. For more information on insurance, please visit Vaden Health Services Insurance webpage.