Michigan State University Club Sports must follow all policies and procedures set by the University, the Department of Student Life, and the Department of Recreational Sports and Fitness Services.
“Club Name”
Intramural Sports Circle
308 W. Circle Dr. Rm. 121
East Lansing, MI 48824
What is the difference between a Club Sport and a Registered Student Organization (RSO) at Michigan State University?Club Sports at MSU are required to be Registered Student Organizations before being eligible to be a Club Sport. In addition to the resources available to RSO’s, Club Sports receive the following:
Club Sports have access to the Rec Sport’s Development Account. This allows clubs to receive tax deductible donations. Reimbursement from this account must follow all of the laws and rules set forth by Michigan State University and the IRS. The easiest way to use this money is to have us pay an invoice for you or get reimbursed. Always meet with the Club Sports Director before assuming you can get reimbursed for an expense. Never assume anything regarding the Development Account. To find out your balance, contact the Club Sports Director. Please visit the Club Sport Development Account section for more information.
How do we get approval to use MSU’s logos on publications/uniforms/etc?All publication and apparel designs MUST be approved through University Licensing to ensure they adhere to University logo regulations. Go to www.licensing.msu.edu to read up on Graphics Standards, to find a list of licensed vendors as well as contact information.
How do we get funding from the University?RSO’s are eligible to receive up to $4500 in a calendar year through the Associated Students of MSU (ASMSU). Find out more in the RSO Student Handbook: http://studentlife.msu.edu/publications/student-organization-handbook-3 under “University Services and Resources.”
Michigan State University Club Sports must follow all policies and procedures set by the University, the Department of Student Life, and the Department of Recreational Sports and Fitness Services.
The following is a checklist of the responsibilities each club must fulfill:
2. Competition/Travel schedule (home and away
3. Throughout the season
Please ensure that ALL forms/responsibilities are COMPLETED in their entirety.
Club Sport Officers are an extremely vital part of the success of the club. Generally, Club Sports have four officers including a President, Vice-President, Treasurer, and Secretary. Those four positions are the minimum necessary to be a RSO through Student Life Though policies and procedures are set by the Department of Student Life and the Recreational Sports and Fitness Services Department at Michigan State University, Club Sports are student-directed. The specific responsibilities of each club officer are determined by the clubs, but here are some guidelines that your club may follow if you need some.
All officers have the responsibility for seeing that the club abides by all University policies and procedures. These include, but are not limited to: scheduling, financing, advertising, and sponsoring events.
A. President’s Responsibilities
Your club may have other officer positions as needed. Other positions clubs have had include Officer-at-Large positions for Fundraising, Public Relations, Web Master, Recruiting or Travel. It is also a good idea to have one or two individuals serve as the representatives for the General Sessions. Keep in mind that all club officers must carry at least six credits (half-time) per semester (summer not included).
Michigan State University has a standard of student conduct that applies to all members of Club Sports regardless of student status. Please refer to Student Conduct and Conflict Resolution for more information: http://studentlife.msu.edu/sccr. Accordingly, the Club Sport Program has a standard of conduct for all clubs affiliated with the Club Sport Program. Students in the Club Sport Program assume an obligation to conduct themselves in a manner compatible with the University’s function as an educational institution. When members participate in an event they accept the responsibility of representing the University in a way that will not detract from the reputation of the institution, will demonstrate ethical conduct, and will display sportsmanship before, during, and after the event.
Participants shall not:
Violations of these standards will result in disciplinary action by the Recreational Sports and Fitness Services Department Director.
“Hazing is any act committed against a student who is trying to join a group that is humiliating, demeaning or endangers the student’s health and safety. It can occur regardless of consent or willingness to participate. If you choose not to take part but knew what was going on, you are part of the problem. It’s called passive participation. Even the creation of an environment that promotes or allows hazing can be considered hazing.” – Adapted from Florida State University,
Michigan Law: P.A. 111 and P.A. 112 of 2004 prohibit and penalize hazing in the state of Michigan. Hazing is defined as an intentional, knowing or reckless act by a person who acted alone or with others that was directed against an individual and that person knew or should have known would endanger the physical health or safety of the individual, and that was done for the purpose of affiliation with, participation in, or maintaining membership in any organization.
Hazing violations according to the law:
SUMMARY: Don’t single out freshmen, rookies or any subset of your team. Any activity you have them do should be done by everyone else on the team. Teach, educate, work alongside your new members rather than embarrass and ostracize them. Hazing is a serious issue. Make your club experience fun, not dangerous. Consider community service as a bonding exercise that can bring your team together. Check out www.servicelearning.msu.edu and get your team involved in some serious team building by donating time and volunteering to make the world a better place (and becoming a more cohesive team at the same time!).
Michigan State University Club Sport Program is open to all registered students, faculty, or staff. Some clubs may have more strict eligibility criteria, including restrictions based on their national governing organization. Incoming students accepted on a team may not begin practicing with the team until they have paid dues, completed AOP and their MSU ID scans them as a valid student. Under no circumstance should minors (children under 18 years old) be allowed to participate in a Club Sport.
For those clubs whose league requirements insist that an eligibility check is done on club members, please follow these steps that are required from the Registrar’s Office. This check will be done with accuracy and is confidential if the following procedures are followed:
Michigan State University Club Sports Program also requires that all Club Sports have at least 10 members or the minimum number of players required to field a team, whichever number is higher. It is imperative that the Club Sport Administration be efficient in allocating the limited time and facilities available for Club Sports. If your club cannot maintain this minimum membership, either there is not enough interest in the University community, or your club is not working hard enough to recruit. If the club cannot meet the minimum membership criteria, it may be dropped from the Club Sport Program.
The importance of fundraising for Club Sports cannot be stressed enough. Clubs must generate their own funds.
Fundraising recommendations:
Note: Fundraising cannot include sponsorship from tobacco companies. If you are planning to get sponsorship from an alcohol company, you must speak to the Club Sports Director. The University has an alcohol policy by which all student organizations must abide.
Fundraising ideas:
The Club Sports Office occasionally gets requests for groups interested in fundraising and that information is passed on when it becomes available. The following events are just suggestions.
Sponsorships, Selling candy, Raffles, Arena Cleanups, Dance-a-thons, Row-a-thons, Sports Camps/Clinics, Campus Concessions, Donations, Bake sales, Ticket sales to competitions, Car washes, Tournaments (golf, softball, etc.), Can Drive, Pizza Kit Sales
Authorization for Fundraising Raffles
There are specific procedures in place for groups planning a raffle. Please see the Student Organization Handbook: http://studentlife.msu.edu/publications/student-organization-handbook-3 under “Types of Activities” and then “Guidelines for Organizing a Raffle” within the document (page 5).
Many clubs request funds through the ASMSU Funding Board. Information can be found in the RSO Handbook: http://studentlife.msu.edu/publications/student-organization-handbook-3 under “University Services and Resources.”
Sponsorship
Often Club Sports will seek the aid of off-campus organizations or companies in sponsoring the club or an event. There are University policies and regulations, which govern a private firm or organization sponsoring a student organization or an activity on campus (or off-campus when the club is a RSO). Additionally, policies exist governing the type of printed materials that can be posted and what can appear on them. Contact the Club Sports Director for more information.
Club Sports have the privilege of depositing donations into a tax-free development account managed by the MSU Development Office. If you would like to spend money into the Development Account, you must meet with the Club Sports Director to ensure you are processing paperwork correctly. Money in this account must be handled like any other donation to the university, whose details are laid out in the MSU Manual of Business Procedures. Below are some details common to club:
On-Line Travel Form - This form is required for all club travel, regardless of form of transportation. The Travel Form holds important travel information in case of an emergency situation and must be completed before the travel date. You must essentially have your travel itinerary complete before being able to fill out this form. Here is the information needed to completely fill out the on-line Travel Form:
Club Name, President name and contact info
Destination (where are you going?)
Tournament Name
Competition Date & Time
Departure (date/time you’re leaving from and returning to East Lansing)
How are you traveling?
Personal Car –
vehicle?
Rental Car – information on rental company and how many cars?
Plane – flight number, airline, etc.
Bus – information on the bus company (use this government regulated bus safety site
before renting a bus: https://www.fmcsa.dot.gov/safety/passenger-safety/passenger-carrier-and-bus-safety
Lodging (information on hotel/motel/private residence)
Copy and paste roster of all traveling (including coaches) into a box at the end of the form
The Travel Form can be found here.
Basic Driving policies
Anthony Travel
A unit of Anthony Travel has agreed to work with MSU Club Sports on booking travel. Here are the details:
Since we have no contract with them, there is a $35 per ticket fee to cover their costs. If your club is interested in booking a flight with Anthony Travel, please contact:
Leo Zacarias
Sports Travel Consultant
Anthony Travel, Inc. | 3237 E. Guasti Rd. | Suite 330 | Ontario, Ca. 91761
Office: 909-605-2018 x 110 | Direct line: 909-321-3593 | Fax: 909-937-6150
24-Hour Emergency Travel Assistance: 800-530-2560 | VIT Code: S3T2F
Making decisions in the best interest of your team’s safety is a critical component of effective leadership. If your club has a long drive ahead, plan to leave early. Driving through the night not only increases accident risks for your team, but may also affect your team’s performance if they don’t get enough rest the night before a tournament. The Club Sports Director is able to write an Excuse Letter for your team. While each professor at MSU has their own excuse policy, a letter from the Club Sports Director lends legitimacy to your teammates request for an excuse. If your team plans on missing several classes in one semester, the letter may be less useful so be smart in the tournaments you choose to attend and try to avoid missing too many classes. Please request letter at least one week in advance of your travel date. The sooner your teammates can get these to professors, the better! Here’s the information needed when requesting an excuse letter:
MSU Club Sports are welcome to use licensed trademarks of Michigan State University (the Block “S,” Spartan Helmet, etc…) or create their own designs/logos for jerseys and club merchandise/apparel. However, it is essential that you clear your design through University Licensing. Go to (www.licensing.msu.edu) to read up on Graphics Standards, to find a list of licensed vendors as well as contact information. The below information was designed by the Licensing Office with all RSOs in mind, and intended to help clarify what is and is not allowed. Contact Licensing for final approval on any design you are considering for print!
There are more than 850 student organizations at Michigan State University. The following guidelines have been created to assist groups in knowing the allowable ways to affiliate with the university.
Student groups are able to affiliate with Michigan State University in so much as:
STUDENT ORGANIZATION NAMES
Student organizations should include the word “club” or similar identifier in the naming of the organization. This will identify the club as a student-based organization and not a university department or office. Examples include Club, Society, Association, and Chapter. Examples of current groups at Michigan State include Academic Competition Club, Advertising Association and Black Student Alliance.
Further, to enhance affiliation with MSU, organizations should include the words “at Michigan State University” along with or as part of their organization’s name. Acceptable alternatives include “at Michigan State” or “at MSU.” For example “Accounting Club at Michigan State University.”
Student organizations may use the word “Spartans” or “Spartan” in their name, but it must be done in a way that does not construe or imply the university has taken an official position. For examples “Spartan Republican Club” is permissible but “Spartans for Nixon” would not be permissible.
STUDENT ORGANIZATION LOGOS AND VISUAL IDENTITY
Student organizations may identify with Michigan State University in two ways.
Option 1: Use the approved design framework, which includes the Spartan helmet combined with the organization name
and specified font.
Option 2: Create a unique visual identity that does not incorporate any other registered marks of Michigan State
University (Spartan helmet, Block “S”, Michigan State University word mark, Sparty)
OPTION 1: Use the approved design framework, which includes the Spartan helmet.
OPTION 1 (cont.): ‘Club Name’ at Michigan State University/Michigan State/MSU should appear adjacent to the Spartan helmet using the following specifications.
The Spartan helmet logo or other registered mark of Michigan State University MAY NOT be combined with any othergraphic elements to form a new logo, other than stated here.
OPTION 2: Create a unique visual identity that does not incorporate any other registered marks of Michigan State University (Spartan helmet, Block “S”, Michigan State University word mark, Sparty) Examples of alternate identity graphics:
Recreational Sports and Fitness Services provides numerous facilities for use by Club Sports. These facilities may be used for practice, competition, or special events and may or may not require rental fees. Please remember that any time your club uses Rec Sports facilities each club member must present his or her MSU ID to the designated facility monitor. Practice spaces are not to be used for special events/games. Anytime you want to bring an outside team to campus, this must get prior approval.
There is no guarantee that the Club Sport Program will be able to provide your club with all of the facility time you request. Please realize that most facilities are shared with other clubs, IM Sports Programs, the Department of Kinesiology, other Registered Student Organizations (RSO’s) and the Department of Intercollegiate Athletics. It may not be possible to practice at the times you request. Facility use is a privilege of being affiliated with the Club Sports Program and failure to comply with policies will result in a reduction of facility time for your club.
Clubs must submit a Facility Request Form before the start of each semester. This form is for semester long reservations only. If you need space for tryout or events, contact the Club Sports Director. Facilities are allocated based on need, but clubs that have had specific times are given priority for those same times if there is a conflict. Changes may be made during the school year by submitting another facility request form, but there is rarely an opportunity for a club to change practice times during the year, unless it can find another club to trade times. Each club is responsible for returning the facility utilized to its original state.
Available facilities include IM West, IM East, IM Circle, Demonstration Hall, Sailing Center and limited outdoor fields. Keep in mind that your time is assigned to your club only. You may not allow other groups to use your practice time unless you are using your time for competition. Any Club Sport allowing use of their assigned time will be subject to loss of all of their facility use indefinitely.
In general, clubs may begin practicing the second week of school (if classes start on a Wednesday, clubs begin practicing the following Monday, unless it’s a holiday, then the following Tuesday). Clubs do not practice on University holidays unless it has been requested and approved through the Club Sports Director.
The following outdoor spaces have a Lightning Detection System:
Here’s how it works:
MSU Sailing Center (off campus): Our Sailing Center has its own unique system of lightning detection. When at the site, please abide by the rules set forth by the Sailing Center Management.
Clubs hosting events in IM facilities will be charged rental fees for exclusive use of that facility beyond a 2 hour reservation. Hosting clinics and camps excludes the 2 hour fee waiver. The fees are as follows:
Dem Hall Arena: $50/hour
Dem Hall Ballroom check with College of Music Facility Manager
Gymnasium: $30/court/hour ($60/whole gym/hour)
Turf Arena: $50/hour full ($25/hr ½)
Sports Arena: $50/hour
Indoor Pool: $75/hour (minimum requirement of 2 hours and no 2 hour fee waiver) + $25/hr per lifeguard. Event determines number of lifeguards needed.
Sailing Center: $100/hour + $25/hr staff. Event determines number of staff needed.
Forest Akers Trust Practice Complex (Munn Turf Field): $50/hr facility rental (minimum requirement of 2 hours and no 2 hour fee waiver) + $30/hr minimum (covering 2 staff @ $15/each) for facility supervisor 30 minutes before, during and up to 30 minutes after event. Event determines number of staff members needed.
Labor: $25/hour per employee needed before and after facility's regularly scheduled hours and possibly during event, depending on size and nature of event. Appropriate staffing determined by professional Rec Sports staff.
MSU has established specific policies and procedures regarding any MSU group conducting youth programs on campus. If you plan to host an event like this on campus, you must meet with the Club Sports Director in advance. Here is the university policy:
https://www.hr.msu.edu/policies-procedures/university-wide/youth_program_operation.html
Depending on the organization and type of club, coaches or instructors may or may not be necessary. Those clubs that compete on a regular basis should generally have a specific individual or individuals registered with the Club Sports Office. Club coaches may be paid, but it is recommended that clubs find volunteers to serve as coaches. If a coach/instructor is to be paid a hiring agreement is required between the club and the coach. Club officers should make it very clear what is expected of all coaches/instructors so there are no misunderstandings later.
It is highly recommended that all coaches/instructors be CPR and First Aid certified. Each club should seek out coaches who meet at least the minimum qualifications recommended by their National Governing Organization.
Rec Sports Access Passes can be purchased by the coach/instructor once their Coach/Instructor Form has been submitted to the Club Sports Director. For information on purchasing one of these passes, contact the Club Sports Director.
Coaches/instructors, whether paid or volunteer, are required to have a Coach/Instructor Form on file in the Club Sports Office. If you plan to pay coaches by using the Development Account or Endowment money (all Endowment expenses must be approved by the Rec Sports Director in advance), then coaches must complete a Professional Services Contract form before they are hired. For more information on this, please speak with the Club Sports Director.
Coaches requesting a W-2 can be paid through an Agency (AR) Account. Follow these instructions:
Each individual participating in a club sport must take responsibility for his or her own health and safety. All individuals who intend to participate in vigorous sports should, for their own protection, have a physical examination by a qualified medical professional before participating in any club activities.
As part of the responsibilities of club officers, all steps possible to ensure the safety and health of club members must be taken. Each clubs’ officers are responsible to be certain that a current liability waiver (Acknowledgement of Risk) is signed by each club member and is on file with the Club Sports Office, that all appropriate safety and risk management policies are adhered to, that there are adequately qualified officials present, and that coaches or other responsible individuals are adequately trained for their assigned duties including CPR and First Aid.
In order to provide immediate medical attention to an injured member, it is recommended that all Club Sport coaches be required to be certified in Standard First Aid and Cardiopulmonary Resuscitation (CPR). If a club does not have a coach who is, it is recommended that two people from the club be certified. Classes can be found through a for-credit Kinesiology course, the American Red Cross and occasionally through the Rec Sports Department. See the Club Sports Director to learn about available classes.
Prior to any activity in the Club Sport Program, each club member must fill out and submit a Liability Waiver to the Club Sports Office (Acknowledgement of Risk). The waiver is an “Acknowledgment of Risk and Limited Release of Liability” form, essentially informing all participants that there are inherent risks in movement activities. The liability waiver is required once per year. Please make sure the form is read thoroughly, filled out and signed in ink by the participant before submitting the original documents to the Club Sports Office. Other facilities and/or governing bodies may require their own forms to be filled out by participants. It is each club’s responsibility to determine if these additional forms are required. If necessary, be sure to submit forms in the designated time frame stipulated by each facility/organization.
If a member is found to be participating without a waiver, the club is subject to loss of facility time or allocation funds. Please make sure each person has completed a waiver because he/she is a liability risk to the club, the club officers, the Club Sports Program, and the University.
Certified Athletic Trainers:
Rec Sports Sponsored Clubs and Intramural Sports have access to an athletic trainer. The athletic trainer is responsible for the prevention, evaluation, treatment and rehabilitation of injuries. For game coverage, each club is responsible for scheduling the athletic trainer at a minimum of two weeks in advance (preferably much more notice than that.) Any requests less than two weeks are required to pay $50/hr to the Rec Sports Department. If the athletic trainer is unable to cover the event, we will try to assist in finding a certified athletic trainer and the costs are incureed by the club. There are no guarantees we will be successful in helping to find medical personnel. If two club teams have home competitions on the same day, the athletic trainer will attend the sport that poses the higher risk in terms of injury. Rec Sports will not provide an athletic trainer for Alumni scrimmages. Any outside organization interested in hiring the athletic trainer is subject to the same $50/hr fee and only if the trainer is available.
Risk management is the process of managing your club's potential exposure to loss (either bodily injury or property damage.) It is best to prevent accidents and injuries before they happen; therefore, it is strongly recommended that each Club Sport implement the following safety practices:
Each individual participating in a club sport must take responsibility for their health and safety. All individuals who intend to participate in vigorous sports should, for their own protection, have a physical examination by a qualified medical professional before participating in any club activities.
As part of the responsibilities of club officers, all steps possible to ensure the safety and health of club members must be taken. Each clubs’ officers are responsible to be certain that a current liability waiver is signed by each club member and is on file with the Club Sports Office, that all appropriate safety and risk management policies are adhered to, that there are adequately qualified officials present, and that coaches or other responsible individuals are adequately trained for their assigned duties including CPR and First Aid. Officers also have the responsibility of notifying the Athletic Trainer of any home games/tournaments at least two weeks in advance. See section above “Certified Athletic Trainer” for contact information.
In order to provide immediate medical attention to an injured member, it is recommended that all club coaches/instructors be required to be certified in Standard First Aid and Cardiopulmonary Resuscitation (CPR). If a club does not have a coach/instructor who is, it is recommended that two people from the club must be certified.
Any injuries that occur throughout the season, either at practice or at a competition, should be reported to the Athletic Trainer.
There are very specific guidelines surrounding food at events. An event planning form through Student Life’s “Community” website should be completed in advance of any event/activity on campus. More information can be found in the Student Organization Handbook. Click on “University Policies and Regulations” and scroll down to “Food, Public Sale On Campus”.
Michigan State University provides numerous services and resources for student organizations on campus, including your club! For additional information, please check out the Registered Student Organization (RSO) Handbook:
http://studentlife.msu.edu/publications/student-organization-handbook-3
Applied Sport Psychology Consulting – clubs have access to Applied Sport Psychology Consultants, people working on advanced degrees in Sport Psychology. If you have athletes who are experiencing athletic performance issues in the form of anxiety or other psychological/emotional difficulties due to your sport, you may refer them to see a Sport Psychology Consultant. Graduate students in applied sport psychology are supervised by Dr. Dan Gould. To meet with an applied sport psychology consultant contact Dr. Gould at drgould@msu.edu for availability. Due to the number of requests in certain seasons consultant availability may be limited. Applied sport psychology consultants provide mental skills training, team building, and leadership development. They do not provide therapy for mental disorders and are not licensed to diagnose more serious issues. In those cases students should seek assistance from MSU Counseling, Psychology, or Psychiatry clinics.
Student Services Building (SSB) Copy Center (Rm. 22) offers affordable, good quality and great service! You may pay with an AR account or check. These services and pricing are available for RSOs and not for individuals. .04 cent black and white copies. You can order on-line at: www.copycenter.vps.msu.edu or call at 517-353-5106.
Interested in team training? Are there individuals on your team who could benefit from one-on-one training with experts? Check out Spartan Performance: www.spartanperformance.msu.edu They will negotiate team rates and have a qualified staff.
Hosting a tournament? Want help planning a large sporting event? The Greater Lansing Sports Authority will help you for free! They can negotiate pricing with area hotels, put together an on-line registration site, and more: www.lansingsports.org
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