CLUB SPORTS HANDBOOK
2008-2009

The Department of Athletics provides guidance, facility assistance
and an administrative framework for the operation of officially
recognized club sports. The club sport program has social,
instructional, competitive, recreational and service functions. 
It offers the opportunity for participants to engage in and derive the
pleasuers and benefits of athletic and/or recreational activities.  A
club is a student-initiated activity that requires students to be
responsible for leadership, decision-making, organization and
initiated activity that requires students to be responsible for
leadership, decision-making, organization supervision of all club
activities.

For questions and more information on the club sport program,
contact Claire Goggin - Intramural and Club Sports Assistant
imclubs@fas.harvard.edu.

CLUB SPORTS REGULATIONS

1. Definition

A club is defined as any group of individuals organized for and
involved in:

1) furthering their interest:

2) participating and/or competing in sports or recreational
activities under the name of Harvard; and

3) desiring authorization for use of University athletic fields
and/or facilities.

2. Purpose and Principles

The Department of Athletics provides guidance, facility
assistance and an administrative framework for the operation
of officially recognized clubs. Regulations are intended to
promote and assist in thedevelopment of the club sports
program.

The club sports program has social, instructional, competitive,
recreational and service functions. It offers the opportunity for
participants to engage in and derive the pleasures and benefits
of athletic and/or recreational activities. A club is a student-
initiated activity that requires students to be responsible for
leadership, decision-making, organization and supervision of
all club activities.

It is expected that the statement of purpose for the club be
clear and specific and that the actual program and activities

of the club conform to the purposes as stated.
3. General

A. The responsibility to learn and follow all rules and
regulations lies with each Harvard University club sports team.
Club presidents are responsible for informing their club
members of all pertinent policies, and should ensure that their
club is abiding by the following guidelines. Failure to do so can
impact the status of the club with the university.

B. Club members must cooperate with all staff members, be
considerate to other patrons, and take responsibility personal
and communal security. Abusive language, profanity, threats,
fighting (aside from organized sparring and spitting are strictly
prohibited. Disciplinary action in the form of revoked or denied
access may be necessary and will be utilized for abusive or
consistently problematic patrons. Inappropriate or uncooperative
behavior by club members will lead to disciplinary action against
either the individual or the club.

C. Club sports may not alter the facility in any way. This includes
removing signs from walls, erasing the white boards, moving and
unplugging equipment, or turning off lights, fans, and climate control
systems labeled with signs prohibiting such actions. Additionally,
club sports may not store equipment anywhere other than the
allocated club sports closet, nor may club sports move mats from
one part of the facility to the other unless approved by the MAC
management or club sports office.

D. Individuals under the age of 14 may not participate in any club
activity, nor may they enter any MAC space except for the gym floor,
a locker room, or the pool. Any instructor working with a club must
make any necessary child care provisions outside the facility for the
entire duration of the activity.

E. Club sports may store any equipment in the designated club
sports closet located on the third floor in Recreation Room 2.
No club should unduly dominate this space, as all the clubs
share this closet.

F. All club sport activities must end with sufficient time allowed
to ensure that all participants exit the building promptly. All
equipment must be returned to the appropriate location and
personal belongings gathered in advance of closing time so the
staff may close the building on time.

4. Instructor Passes/Paying Instructors

A. Each club sport will be given three instructor passes at the
beginning of the school year. These passes will have
instructors names assigned to them, and can only be used
by that instructor.

B. All instructors who are being paid by the club for teaching
need to provide the president with their social security number
and current address. The president then should submit an
invoice with the information provided from the instructor and the
amount to pay them to the club sports office.

C. Even if a club has a HUECU checking account, no instructor
will be paid directly from the club members.

5. Special Events

On the occasions of competitions or other special events, club
sports may request access for non-club members. All such
exemptions must be requested in advance and approved by
the club sports office. A list of guest users will be submitted to
MAC management and placed at the front desk, and the guests
must show photo ID to be admitted.

6. Eligibility

A. The club sports program is open to those with Harvard
University affiliation.

B. The majority of club members must be undergraduates.

C. It is required by "Academic Rules" that students on
probation not represent the University in athletics, or take
part in any public performance, hold office or engage in any
competition or activity which interferes with College work.

D. Faculty members may not be voting members or officers
of clubs, but may serve as advisors or coaches.

E. Individual and group conduct must at all times reflect
favorably on the University.

F. To be eligible for club participation, the Harvard affiliate's

name must appear on the official MEMBERSHIP ROSTER on file with the Department of Athletics.

G. All sport clubs must meet the General Requirements for
Undergraduate Organizations as listed in the Harvard College
Handbook for Students published by the Dean of Students.

7. Club Recognition

A. In order to use and participate under the name of Harvard
University and gain use of university fields and/or facilities,
the following requirements must be met annually, and forms
submitted and on file with the Department of Athletics:

1. A Club Sport Constitution (see details below)

B. The deadlines for submitting the required forms as listed
in "A" vary from year to year and will be communicated to
each club president at the beginning of the academic year.

C. Failure to file the required information by the advertised
deadline will result in a club's being disallowed from using
the Harvard name and in its not being granted use of facilities
and/or fields.

D. Students requesting the creation of a new club may submit
a proposed constitution to the Manager of Recreation for approval.
The club is not official until the proposal is accepted.

8. Retaining Club Status

A. To retain club status throughout the academic year, the
following requirements must be met:

B. Club president or his/her designee must attend a meeting
each season in which the club participates meet with the
Manager of Recreation, as well as any additional meeting
that may be called.

C. Completion of TRAVEL ROSTER AND ITINERARY for
each trip at least one week in advance.

D. Completion of INJURY REPORTS, as required.

9. Financial Responsibility

A. Every club must be financially self-sustaining.

B. Any university funding that a club receives will be
through the Common Grant Application. The benefit to
this process is the ability to request funding from multiple
university granting bodies.

C. Fund-raising activities or solicitation of funds or
contributions must be approved in advance by the Manager
of Recreation.

D. Clubs must not act in any way so as to endanger the
tax- exempt status of Harvard University.

E. Admissions fees may not be charged except as
specifically approved for each event by the Athletics Director.

F. Harvard University will not be responsible for and must
not be made party or liable for payments of debts and
financial obligations entered into by clubs.

G. Clubs may hold a bank account outside the university with
the Harvard University Employees Credit Union only. All rules
and policies outlined in the student organization handbook
(pages 39-49) must be followed. All clubs are subject to an
audit at the end of the fiscal year.

10. Medical Requirements

A. The University strongly recommends that each participant
obtain a physical examination prior to participation in a club sport.

B. Each participant must be covered by their own health
and accident insurance. The University has no special
coverage for club sport athletes.

C. Recent hospitalizations or surgery, chronic illness,
debilitating conditions or any medical history that precludes
athletic participation renders an individual ineligible for club
participation until a medical clearance has been obtained from
University Health Services and is on file with the Department of
Athletics.

D. Club presidents must complete and file an INJURY REPORT
within 24 hours of any injury requiring some form of medical
attention that occurred during a club practice, game or while
traveling.

E. In the various martial arts and boxing, sparring is allowed
only under supervision of the club instructor and with full
protective gear (head, chest, arm, hand, mouth and groin).
If your club competes in outside events (martial arts only),
full protective gear must be worn and qualified medical
supervision must be present.

11. Travel Guidelines

A. Rules when using private or rental transportation for club activities:

1. Any and all drivers be duly licensed and be over 21 or over 26,
as required by rental companies and/or state law.

2. If you are renting a van, rent a 12 passenger rather than a 15.
(Fifteen passenger vans have proven to be unsafe.)

3. Any and all drivers must have insurance coverage, including
minimum medical and liability coverage as required by law.
The University does not have insurance to cover club sport
drivers.

B. The TRAVEL ROSTER AND ITINERARY forms must be filed
and approved one week prior to the trip with the Director of Club
Sports.

12. Alcohol Policy

The use of alcohol at any club event is strictly forbidden and will
result in automatic suspension of club activities.

13. Hazing

No hazing of any kind will be tolerated by the department of
athletics. See attached sheet.

14. Club President's Responsibilities

A. Serve as liaison between the club and the Department
of Athletics.

B. Ensure compliance with the requirements, regulations
and guidelines.

C. Inform club members of requirements, regulations and
guidelines

D. Keep and maintain required information on file at the
Department of Athletics.

E. Attend or delegate another member to attend seasonal
or other meetings as required.

F. Make certain club financial obligations and responsibilities
are met.

G. Complete Injury Reports as required.

15. Other Guidelines

A. No club is allowed to appear on a commercially sponsored
radio or television program.

B. No club may be connected with any advertising medium that
makes mention of the name Harvard College.

C. Posters:

1. Every recognized organization has the privilege of posting on
University bulletin boards.

2. Permission must be obtained from the Dean of Students' office
prior to posting notices larger than 8.5"x11".

3. All posters must carry the club's name in the lower left hand corner,
the word "approved", and the date the poster should be removed.
Only posters complying with the rules may carry the word with the
rules may carry the word "approved".

D. Permission will not ordinarily be given to hold contest or activities
during examination periods.

E. Classes or courses sponsored by a club must be approved by
the Manager of Recreation.

16. Club President's Checklist

A. The following must be on file with the club sport office.

1. CONSTITUTION ( which includes the following)

- STATEMENT OF PURPOSE/MISSION STATEMENT
- MEMBERSHIP ROSTER (including club admin positions
- PROPOSED BUDGET
- REQUEST FOR USE OF FACILITIES
- SCHEDULE (practice and competition)
- EMERGENCY ACTION PLAN
- RECEIPT/ACKNOWLEDGEMENT FORM
- STATEMENT OF INFORMED CONSENT

B. The following must be attended:

1. Seasonal meeting

2. Additional meetings that may be called.

FAILURE TO COMPLY WITH ANY OF THE ABOVE CONDITIONS
CAN BE CONSIDERED REASON FOR A CLUB'S DISMISSAL
FROM THE PROGRAM AND MAY RESULT IN CLUB'S LOSS OF
RECOGNITION AND PRIVILEGES.

Officers should date and sign the copy of the constitution that is

given to the Manager of Recreation

Membership Roster Form

Member's Name and Email Address

Sample Constitution

Name of Club

Club Officers

Roster

Schedule of Practice

Schedule of Competition

Practice and Competition Location

Purpose of Club

Officers should date and sign the copy of the constitution that is
given to the Club Sports Director.