“Go confidently in the direction of your dreams; live the life you have imagined.”
–Henry David Thoreau
The success of the Club Sports Program can be attributed to the dedication, drive, and hard work of student leaders who provide leadership in the continued development of quality programs. Additionally, the ability of student club leaders to organize and motivate members is vital to the success and stability of these programs. Student leaders work collaboratively with the coaching staff and recreational sports staff to continually communicate and work towards common goals within the structural guidelines set by the different governing bodies and Saint Mary’s College.
Knowing that communication is key to the success of all club sports, student leaders are strongly encouraged to stop by the Club Sports Office daily to ensure an open and frequent exchange of information, and to follow up on electronic conversations. Any efficiency proposed by student leaders will be explored and implemented when appropriate.
The Recreational Sports Program offers students the opportunity to participate in a wide range of recreational endeavors that open up avenues for personal growth and foster the development of leadership skills. We provide a comprehensive and varied recreational program, with equitable participation opportunities for a diverse population of students, designed to provide educational opportunities outside the classroom consistent with the mission of the college.
The Recreational Sports Staff is dedicated to creating an educational environment, allowing the greatest possibility for success. Success will encompass not only victories in competitions, but also in the classroom and in the areas of sportsmanship, leadership development and community service.
The Recreational Sports Office, Club Sports Office and Intramural Sports Office are located inside Madigan Gym. Please feel free to stop by and say hello, or contact us with your questions, comments and suggestions using the information below:
Marty Storti, Associate Director of Athletics for Administration and Recreational Sports
(925) 631-4781, email@example.com
Adam Kennedy, Director of Athletic Summer Camps
(925) 631-4086, firstname.lastname@example.org
Kory Hayden, Assistant Athletic Director for Recreational Sports
(925) 631-4949, email@example.com
Committee Structures and Responsibilities
Campus Athletic and Recreational Sports Committee (CARSC)
The Campus Athletic and Recreational Sports Committee provides guidance for the intercollegiate athletic, club sports, intramural, and recreational programs of the College. It is the responsibility of the committee to review the broad range of matters pertaining to these programs and to offer recommendations to the Director of Athletics, the Provost, and the President of the College.
The Campus Athletic and Recreational Sports Committee does not establish policy, but rather serves an advisory function by reviewing matters pertaining to athletic and recreational sports programs and by offering recommendations to the Director of Athletics, the Provost, and the President of the College.
Club Sports Leadership Team
The Club Sports Leadership Team, explained below, is a vital parts of the program. The success and quality of the club teams depends largely on student ideas, involvement and feedback. The Director of Club Sports will oversee the program and provide any necessary guidance and resources.
Club Sports Leadership Team (CSLT)
The CSLT is made up of 2-3 student leaders from each club team, including the team President who is also the team representative for Business. The two other student leaders will focus on either Operations or Marketing for their specific team.
The CSLT will meet regularly to discuss team- and issue-specific topics. The administrative responsibilities for each position are described in more detail in the following sections of this manual.
- Email will be the official communication for Recreational Sports and the Club Sports Program. Student leaders are required to submit a valid email address that is monitored regularly.
- If you are not using Microsoft programs, please contact the ADA for Recreational Sports.
Voicemail and Text Messaging
- Student leaders must provide a working phone number where messages can be left.
- Text and voicemail will be used frequently to disseminate information to teams and groups. Student leaders are expected to pass along information to team members as necessary.
For the sake of continuity and ease of communication with governing bodies, always use the department address for all Club Sports related information and deliveries.
If your league currently uses your personal address, please change it immediately.
The department mailing address is:
c/o “Club Sports Team”
P.O. Box 3012
Moraga, California 94575-3012
The department shipping address is:
c/o “Club Sports Team”
1928 Saint Mary’s Road
Moraga, California 94556
As a very visible part of the larger community, Club Sports staff, coaches and participants are expected to uphold the highest standards of conduct and decorum at all times. Failure to follow these standards and procedures will factor in to team and participant eligibility and good standing within Recreational Sports.
All students, including Club Sports athletes, are to follow the policies and procedures as outlined in the Saint Mary’s College of California Undergraduate Student Handbook.
All Club Sports athletes are to follow the policies and procedures as outlined in this manual.
Each team may have their own policies and procedures developed by the coach and/or student leaders in addition to the previously stated resources.
Coaches and/or student leaders may not institute policies or procedures which contradict the spirit or literal meaning of those outlined in this manual.
Club Sports Program Code of Conduct
In addition to the Student Code of Conduct outlined in the Saint Mary's College Handbook, Club Sports coaches and participants are expected to behave as follows:
- Function in a mature and responsible manner, both on and off campus, in all club-related activities in accordance with the Club Sports Program Manual and the student handbook and consistent with living in a respectful community.
- Meet acceptable standards of dress and decorum when participating in an event, contest or function, or traveling to an away contest.
- Represent himself/herself and the College in a manner that exemplifies the highest qualities and standards of conduct.
- Abide by all state and local laws, and College policies and procedures.
- Observe all state and local traffic laws and regulations while in transit to and away from official team or College events held off-campus.
All Club Sports coaches and participants must understand that consumption of alcohol or illegal substances in connection with any officially sponsored activity, contest, or trip is prohibited. When traveling, the coach is responsible for enforcing this message to the traveling party as necessary.
Recreational Sports must approve exceptions related to alcohol in conjunction with the Saint Mary’s College Alcohol Policy, detailed in the Student Handbook.
It is the intent and responsibility of every individual to promote good sportsmanship. Coaches, athletes, fans and staff must support all participants in a positive manner and encourage responsible behavior at all events. Profanity, racial or sexist comments, or any other intimidating actions directed at officials, players, coaches or staff will not be tolerated. Concentrate on supporting our team and refrain from being negative to the opponent.
For institutional sanctions, Club Sports athletes may follow the appeal process within the Undergraduate Student Handbook.
For Club Sports team sanctions, athletes may submit a written appeal to the Associate Director of Athletics for Administration in a reasonable amount of time.
The decision of the ADA for Rec. Sports is final.
Alcohol & Drug Policy
- Alcoholic beverages, illegal drugs and tobacco products are not permitted on or around intramural, athletic, and recreational facilities (fields, gyms, boathouse, and pools).
- Consumption of alcohol, use of tobacco products or any illegal substance in connection with any officially sponsored activity, contest, or trip is prohibited. Recreational Sports must approve exceptions related to alcohol in conjunction with the Saint Mary’s College Alcohol Policy.
- The College strictly forbids the possession, use, or sale of illegal drugs and the use or possession of drug paraphernalia. Violation of this policy will result in disciplinary action based on the guidelines established in the Student Handbook.
- Enforcement will follow the guidelines established by the Student Handbook for violation of the College alcohol policy and/or an internal process overseen by Athletics and Recreational Sports staff.
The State of California and Saint Mary's College has expressly and repeatedly asserted its position on hazing, initiation and pre initiation activities, which do not contribute to the positive development and welfare of the individuals involved.
Saint Mary's College and the Department of Athletics and Recreational Sports will not tolerate any form of hazing. Sanctions will reflect the serious stance the College is taking on hazing.
Education Code 32050 – As used in this article, hazing includes any method of initiation or pre initiation into a student organization or any pastime or amusement engaged in with respect to such an organization which causes, or is likely to cause, bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm, to any student or other person attending any school, community college, university, or other educational institution in this state; but the term "hazing" does not include customary athletic events or other similar contests or competitions.
Education Code 32051 – No student or other person in attendance at any public, private, parochial, or military school, community college, or other educational institution, shall conspire to engage in hazing, participate in hazing, or commit any act that causes or is likely to cause bodily danger, physical harm, or personal degradation or disgrace resulting in physical or mental harm to any fellow student or person attending the institution.
Education Code 32052 – Any person who participates in the hazing of another, or any corporation or association which knowingly permits hazing to be conducted by its members or by others subject to its direction or control, shall forfeit any entitlement to State funds, scholarships, or awards which are enjoyed by him, by her, or by it, and shall be deprived of any sanction or approval granted by any public educational institution or agency.
- Individuals involved in any action related to hazing may be immediately suspended from their Club Sports team. Additional sanctions may be instituted.
- The Club Sports team's operations may be suspended. Additional sanctions may be instituted.
Each team’s representative in charge of Operations should administer the following items and procedures. These responsibilities encompass team rosters and waivers, practice and game schedules, game-day operations including setup and breakdown of facilities and equipment, and risk management.
- Club Sports teams are open to any and all currently-enrolled Saint Mary's College students. However, due to various league or association affiliations, some Club Sports teams may have specific eligibility rules. If so, each team member must also be in good standing with that league or association in order to participate on a Saint Mary’s Club Sports team.
- To be eligible, participant names must appear on the official roster, in the Club Sports Office, and be in good standing with Recreational Sports and the College.
Waivers and Rosters
- All students participating on a Club Sports team must sign a Saint Mary's College Agreement and Release of Liability form (a “waiver” form) prior to participating in any activity.
- Waivers are to be submitted to the Club Sports Office in Madigan Gym.
- Information from the signed waivers will be entered into the database and each individual will be added to the official roster.
- The ADA for Rec Sports will maintain the official roster.
- Students who decide not to continue to participate in a particular sport will be classified as inactive.
- All students participating on a Club Sports team must fill out an emergency card, available in the Club Sports Office.
- Emergency contact info is to be kept by the head coach or team representative for Operations at all times, especially when traveling.
- All practice schedules are to be submitted as soon as possible at the beginning of each semester, in writing or as an email attachment to the Club Sports Office.
- They will be approved, adjusted, or denied by the Department of Recreational Sports. and the Assistant Director of Athletics (ADA) for Recreational Sports.
- Facility usage decisions will be made according to in-season sports, out-of-season sports, and facility availability.
- Club Sports teams need to be flexible in the times and days they can practice.
Competition Schedules & Changes
- If your league schedule is created at a league meeting, be prepared by bringing the College’s academic calendar.
- All competition schedules are to be submitted at the beginning of each semester as an excel email attachment to the Club Sports Office.
- Schedules will be approved, adjusted, or denied by the Department of Recreational Sports. Factors in approval may include but are not limited to:
- Field usage concerns
- Ability to secure adequate staff (CS Event Managers, athletic trainers or other personnel
- Other campus events on that date
- Competition dates may not be approved if students will miss classes or required class activities to compete, or to travel to the competition.
- No Club Sports participants will be excused from a class or class activity in order to participate in a competition, nor to travel to a competition that is scheduled by the team.
- League-scheduled competition dates that conflict with class schedules will be approved, adjusted, or denied on a case-by-case basis.
- When scheduling non-league contests, make sure you inform the opponent that the contest needs approval from Recreational Sports.
- The head coach should coordinate all schedules, with input from student leadership.
- Student leaders are not authorized to commit their team to participation in a game, tournament or other event without the approval of the Department of Recreational.
- If a team does participate in an unauthorized game, tournament or other event, that team will be held responsible for any and all costs or fees.
- Additional sanctions may be instituted against the coach and/or team.
Facility Requests and Appropriate Usage
- Club Sports teams may request the use of College facilities including fields, gymnasiums, the pool, Briones Reservoir, classrooms, Soda Center, and/or any other athletic, recreational, or academic facility. In some cases, exclusive use may not be guaranteed.
- All requests for facilities must be coordinated through the Department of Recreational Sports.
- The Departments of Athletics and Recreational Sports and Buildings and Grounds may cancel any practice or event, if the facility is unsafe or otherwise not playable.
- A Club Sports team must cancel an event if the weather and/or field conditions are poor, or if the facility or participants are at risk.
- Report any field hazards immediately to Recreational Sports and/or Buildings and Grounds.
Van and Golf Cart Requests
Club Sports teams may request use of school vans and golf carts through Buildings and Grounds. Usage must be approved by the Department of Recreational Sports and all drivers must be appropriately licensed and trained as per College policy.
- The Club Sports team representative for Operations is responsible for submitting work orders to the Department of Recreational Sports.
- Work orders for lining fields must be accompanied by a detailed drawing, with all measurements and orientations clearly marked. If possible, use an official diagram provided by your sport’s governing body.
- Work orders for equipment such as tables and chairs should have exact locations clearly marked.
- Please allow ample time for Buildings and Grounds to schedule and complete the work order request.
- Unauthorized, inappropriate or excessive Work Orders may be canceled without notice.
Competition Set-Up and Clean-Up
As the host of their home competitions, Club Sports teams are responsible for the set-up and breakdown of the facilities they use.
- Club Sports Event Management Staff may be present at home games to help with the setup and breakdown process.
- All equipment must be picked up, put away properly and locked up if necessary.
- All garbage must be picked up by the team after the competition.
- Equipment that Buildings and Grounds will pick up can be left in an orderly manner at the facility.
- It is the responsibility of each individual to evaluate the condition of his or her health in relation to the demands of the sport. Recreational Sports strongly encourages each participant to receive an orthopedic physical exam prior to the season.
- Off-campus injuries during competitions should be treated by medical services provided at the site or referred to the nearest emergency room. An Injury Report must be filled out submitted as outlined below.
- When a player is referred to the emergency room or an ambulance is called to the scene, the ADA for Rec Sports must be notified immediately at (925) 878-1674.
- This policy pertains to all club events, home and away.
- The Head Coach should use the red Emergency Cards to contact the player’s emergency contact person.
- In all cases of injury, the participant’s physician should coordinate rehabilitation.
- The team representative for Operations is responsible for maintaining the team’s medical kit, and for turning it in to the Rec Sports Office to be re-stocked as necessary. Please allow at least two days for re-stocking.
In the case of injury, the team representative for Operations is responsible to submit a completed Injury Report form to the Department of Rec Sports as soon as possible.
- Each club is required to know and follow the emergency procedures established for Club Sports as outlined on the following page.
- Further information and specific training on these procedures is provided to all Club Sports team leaders at the annual Recreational Sports Student Leadership Training Workshop.
- If property damage occurs, file a report with Public Safety (x4282).
- Leave a note on the damaged property including your full name and phone number.
- Inform Recreational Sports by sending an email description. completed incident report form as an email attachment.
- While participating in Club Sports at Saint Mary's College of California your personal Health Insurance Carrier is the principal insurance used.
- All full-time students are covered by a secondary insurance policy that protects you while on campus and when you attend college-sponsored activities. Any loss or injury resulting from drug or alcohol use is not covered.
- Any Club Sports team-related insurance claims should be directed to the Health & Wellness Center.
Athletic Training Services
- The Madigan Gym Training Room and staff access is currently limited for club team participants.
- Student leaders must work with the Department of Recreational Sports to secure any required trainer coverage.
- Men’s Lacrosse, Men’s Rugby and Women’s Rugby are required by their respective governing bodies to have an athletic trainer (certified and/or student) at all contests.
- The expectation is that appropriate coverage will be provided by the home team.
- Games or events requiring an athletic trainer must be clearly marked on the proposed game schedule.
As a Club Sports team leader, it is your responsibility to use your best judgment to facilitate an emergency plan in case of an injury during a Recreational Sports event. Club Sports team leaders are required to think clearly and remain calm while evaluating and attending to an injured participant. You will be expected to assess the situation, refer a student for medical attention, and/or postpone the use of an unsafe facility.
1. Evaluate any injury. Determine if the injury is life threatening, serious, or minor.
Take appropriate action. Suspend all activity until the injured person has been attended to properly. Life threatening injuries are those that seriously affect a person’s ability to breathe, to think, or to perform physical movement. These injuries include:
- Altered level of consciousness
- Head trauma
- Cervical spine injuries
- Back injuries
- Severe abdominal pain
- Allergic response
- Altered breathing
2. Contact the appropriate person. Use the nearest landline phone, cell phone, or radio to contact Public Safety (631-4282) and/or 911, for life-threatening and serious injuries.
For minor injuries while on-campus, contact the Health and Wellness Center (631-4254), located on the ground floor of Augustine Hall. Nurses are on duty Monday through Friday, 8 a.m. to 6 p.m.
3. Inform the person you call of the situation. When calling 911, know the following information:
- Number from which you are calling
- General type and location of injury
- Location of injured person, provide directions for ambulance, if requested.
- Injured person’s name and address
- Injured person’s insurance/preferred hospital
- Let the 911 Operator hang up first.
4. Organize the area:
- Comfort the injured person
- Have someone wait to flag down the ambulance
- Keep people back from the injured person
- Insure clear access for medical personnel
5. Notify Public Safety (x4282), and the Director of Club Sports via cell phone, immediately after calling 911.
6. Document the incident by sending a fully-completed Injury Report form as an e-mail attachment. If email is not available, the form must be dropped off at the Club Sports Office within 24 hours of the injury.
The primary concern of the Department of Athletics and Recreational Sports is the safe transportation of team members to official College events when conducted off-campus.
Travel Planning Procedures
- Submit proposed away games and travel dates.
- Work with the Department of Recreational Sports to make any travel arrangements (flights, buses, vehicle rentals, and lodging).
- All travel-related expenditures must be pre-approved by Recreational Sports.
- Any expenditure that is not pre-approved may not be reimbursed.
- Fuel expenditures may not be reimbursed.
- If a team proposes an elective trip (not required by their league or governing body), a the request will be reviewed by the Department of Recreational Sports and will be accepted, adjusted or denied.
- Participants must understand that they will each need to pay to go on an elective trip.
- The amount per player is determined by calculating the total cost of the trip, including entry fees, lodging, transportation and any other costs.
- The total cost is divided equally among the number of traveling players.
- In many cases, fundraised money may be used to reduce the cost per player, though each player will be expected to pay at least a small amount.
- No player will be allowed to travel on an elective trip for free.
- No travel arrangements, reservations, purchases or bookings of any kind will be made for elective trips until all money has been received by the Department of Recreational Sports.
- Submit any necessary purchase requests, allowing at least two weeks to process. Rush requests may not be accommodated.
- Submit the completed Travel Request and Driver’s Information at least one week prior to trip requiring carpooling.
- All Club Sports participants must travel to and from the contest together.
- A coach or an approved SMC staff member must accompany the team during all travel.
- Teams will not be permitted to travel, stay or compete without a coach or staff member present.
- Club Sports participants may car pool using their personal vehicles as long as they are not driving before 7:00am or after 12:00am. Requests to drive outside these time limits should be submitted to the Department of Recreational Sports.
- Club Sports participants may car pool using their personal vehicles as long as the scheduled trip is not longer than 2 hours. Requests to drive outside these distance limits should be submitted to the Department of Recreational Sports.
- Buses, with professional drivers, must be used for trips longer than 2 hours.
- Requests for exceptions to this policy must be submitted to the Department of Recreational Sports as a formal proposal.
- This proposal is due at least two weeks before the scheduled game. Late proposals will not be considered.
- Anyone driving during any portion of a trip must have a current and valid driver’s license and must be an approved driver with all paperwork on file.
- Drive safely and obey all state and local laws or ordinances, including the wearing of seat belts.
- Any travel plans that are made independently of the authorized Recreational Sports team travel plans must be funded entirely by the Club Sports participant who makes such travel plans.
- Club Sports teams are financially responsible for their own meals and incidental expenses when traveling.
- Any Club Sports participant wishing to stay after a game to spend time with their family may do so, with written permission from the Head Coach and Department of RS.
- Unauthorized travel may result in suspension from practice and/or future competitions, as determined by the ADA for Rec Sports.
Each head coach is responsible for the conduct and the image projected by Club Sports Student-Athletes (including curfew and dress code) from the time they meet on campus to the time they return to campus.
- All Club Sports participants and all members of the traveling party must be knowledgeable of their responsibilities while traveling. They must abide by all laws and College regulations, and conduct themselves in a manner reflecting the high standards of the Club and Saint Mary's College.
- The use of alcoholic beverages, illegal substances or tobacco products by team members, coaches and other members of the traveling party at any time during travel is prohibited.
- Athletes will not be permitted to travel if they do not meet the eligibility requirements (academic, social and/or medical) of the College and/or the sport’s governing body.
Each team’s President is also the representative in charge of Business, and should work with the ADA for Rec Sports to organize and administer the following items and procedures. Responsibilities include travel, fundraising plan for the year and for each event, and budget and finance.
- All expenditures must go through the process outlined in Business Office External Purchasing policies.
- In most cases, Club purchases can be requested by email if approved, a Purchase Requisition, Purchase Order, or Check Request will be completed on the team’s behalf.
- Reimbursements are necessary in some cases, but must be pre-approved and submitted as outlined below.
- Any expenditure that is not pre-approved may not be reimbursed.
- Rush requests for payment may not be accommodated.
- All shipping must be delivered to the College’s Warehouse (1928 Saint Mary’s Road, Moraga, CA 94556).
- No items will be shipped directly to a club team member, or any other address.
- Include your team’s name on the “ship to” address label.
- Ask the vendor to include the Purchase Order number on the address label.
- It is the student leader’s responsibility to check all received orders against what was purchased.
- Do not distribute any items from any order until the entire order is correctly accounted for.
Payment for Outside Staff/Contracted Services
- Any person who provides services to the College (coaches, referees, judges, athletic trainers and other personnel) must fill out the appropriate forms before they provide their services.
- Tax forms must be filled out for anyone who wishes to be paid by SMC.
- In most cases, people who provide services to the College are Independent Contractors and must have a fully-executed agreement on file before providing their services.
- Contact the Director of Club Sports for assistance with this process.
- Team leaders or coaches are not authorized to hire any personnel or to enter into any kind of staffing agreement.
- Coaches and players are not to pay for any staffing. As stated above, any unapproved payments or expenditures may not be reimbursed.
The Reimbursement Process
- Reimbursements are necessary in some cases, but must be pre-approved and submitted as outlined below.
- Any expenditure that is not pre-approved may not be reimbursed.
- Allow at least two weeks for the Reimbursement process.
- Fill out an orange Expense Report form.
- Attach all original receipts. Reports without receipts cannot be processed.
- Turn in completed Expense Report with attached receipts to Director of Club Sports.
- The Director of Club Sports will submit the Expense Report to the ADA for Rec. Sports for an approval signature, budgetary review and account coding.
- Once signed, reviewed and coded, the report will go to the Business Office for approval and payment.
- The Business Office will then cut the reimbursement check, and mail or hold the check as indicated.
Expenditures are grouped in the following categories: Apparel, Dues, Equipment, Operations, Staffing, Travel, and Uniforms.
The above categories have been prioritized as follows: Automatic, Priority 1, Priority 2, and Priority 3.
Automatic Expenditures are those expenses that are completely covered as long as a team is in good standing, as defined by the institution.
- Staffing (coaches salaries, officials, judges, & trainers)
- League Dues & Fees (local, regional, national dues and tournament and entrance fees).
- All league dues and staffing bills or invoices should be given to the ADA for Rec Sports, accompanied by a purchase request, as soon as they are received.
Student fee revenue will be deposited into the Recreational Sports Budget according to the previously mentioned categories.
Student fee money will pay for all automatic expenditures and portions of Priority 1, 2 & 3 requests.
Each Club Sports team has a restricted account where all revenue is deposited. All deposits must be turned in to the Rec Sports Office.
Team-generated revenue will not be used for automatic expenditures. It will only be used for Priority 1, 2 & 3 expenditures.
The ADA for Rec. Sports will review the yearly budget plan and allocate Priority 1, 2, & 3 expenditures appropriately.
Priority One Expenditures are expenses that will stay with the club and benefit participants for several years. The department’s goal is to pay for all club-owned equipment and uniforms (those which are deemed necessary for participation in the sport). These items may follow purchasing cycles:
- Club-owned equipment
- Club-owned uniforms
Priority Two Expenditures are expenses related to league competition. Each Club Sports Team President should work with the Director of Club Sports to develop a list of estimated costs for league travel, including transportation and lodging, which will be submitted to the ADA for Rec. Sports.
- Competition Operations
Priority Three Expenditures are expenses that will benefit current participants. Teams are strongly encouraged to raise money through fundraisers or club dues to cover these costs.
- Non-League Travel
- Participant-owned apparel
- Participant-owned equipment
- Participant-owned uniforms
- Awards and Banquets
Budget Plan for the Year
A budget plan for the year must be submitted to the Director of Club Sports, containing specific and/or estimated costs for the following:
- Staffing (officials and trainers for any proposed home games and/or tournaments)
- League Dues & Fees (local, regional, national dues and tournament and entrance fees)
- Equipment (club or participant owned)
- Travel (league and non-league)
- Uniforms (club or participant owned)
- Apparel (club or participant owned)
This budget plan will be used by the ADA for Rec. Sports when funding allocation decisions are made.
Club Dues Structure
Most if not all colleges and universities have a dues structure within their club team programs. Some schools report that dues are as high as $750 per participant, not including apparel or some travel expenses. At Saint Mary’s, with our student fees and efforts in fundraising, we try to minimize the amount of money that participants pay.
Each Club Sports team President will determine the amount of money charged per participant by semester. Dues should cover any projected purchases of participant-owned apparel, uniforms or equipment, as well as any projected travel expenses that are not paid by the department. This amount must be approved by the Director of Club Sports.
All participants are required to pay dues of a certain minimum amount, as approved above. Teams may decide that some participants pay more money toward certain trips or other events. In the case of financial hardship, dues can be paid through a payment plan or other arrangement, as agreed upon by Director of Club Sports and the individual participant.
All items purchased with club money are property of Saint Mary’s College. All such club-owned items are to be stored in Madigan Gym in the storage bins provided. If alternate storage is needed, location and access must be approved by the Director of Club Sports.
Each Club Sports Team President should maintain an accurate inventory and detailed analysis of what their team needs. An inventory of all items is to be documented at the beginning and end of each semester or competition season, and submitted to the Director of Club Sports.
Each item should have a distinguishable mark so it can be individually identified. When items are issued to participants, their name and the identification number of the item should be noted to ensure the items are returned. Contact the Department of Rec Sports for help labeling or storing your items.
The Business Office may charge participants who do not return the items checked out to them.
Each team’s representative in charge of Marketing should work with their President and the Director of Club Sports to organize and administer the following items and procedures. These responsibilities include advertising events and results, web site updates, and competition summaries.
Competition Reports and Score Reporting
- The representative for Marketing is required to submit the score of each game by text message to 925-878-1674.
- Score texts are due within 6 hours of the end of each game.
- The representative for Marketing is required to submit a Website Update Report after each competition.
- Reports are due 24 hours after competition, or upon returning to campus from an away competition.
- The Website Update Report form should be used as available online. The report must include:
- The day, date, time, opponent, location and result of each game.
- Names of team members who scored or had outstanding games.
- Any playoff implications, rivalry information, or other interesting features of the game.
- At least 1 photo of the Club Sports team.
All fliers need to be approved by Recreational Sports and stamped by Student Involvement. Fliers must include accurate and complete information, action photographs and be of appropriate content.
- Recreational Sports provides paper for fliers and can facilitate copying.
- Use only blue painters’ tape when hanging fliers. This tape is available from the Student Involvement Office in Ferroggiaro Hall.
- Only post fliers in designated areas, as shown on the College’s “Posting Locations” map.
- Fliers for time-sensitive events must be taken down within 1 business day after the event is over.
All posters need to be approved by Recreational Sports and stamped by Student Involvement. Posters must include accurate and complete information, action photographs and be of appropriate content.
- Use only blue painters’ tape when hanging posters. This tape is available from the Student Involvement Office in Ferroggiaro Hall.
- Only post posters in designated areas, as shown on the College’s “Posting Locations” map.
- Posters for time-sensitive events should be taken down within 1 business day after the event is over.
The Recreational Sports sections of the department web site have recently undergone several changes related to access and content. The goal of this site is to provide current information, game stories, event previews, schedules, results and photographs.
The Club Sports home page of the site is located at the following web address:
We are fortunate to have a growing and active program, so in order for the website to remain as accurate as possible, CS Student Leaders must assist in the updating process. Much of the content for the team pages and the Club Sports home page will be drawn from the Website Update Report submitted after each game.
The following information is welcomed and requested from students, parents and alumni:
- News stories: game previews, event previews and reviews, game stories
- Photographs: digital format
- Game photographs/ “action” shots
- Team events or alumni gatherings
As appropriate, news stories and photographs will be shared with the following media outlets, in print and online versions:
- Saint Mary’s Magazine
- The Collegian
- The Contra Costa Times
- The Lamorinda Weekly
- Saint Mary’s College of California website
All Club Sports team leaders are responsible for informing the campus community about their program and achievement. Publicity opportunities include:
This form of communication allows Club Sports team leaders to inform the community about their program and achievement. Presentation opportunities include:
- Fall and Spring Information Faires
- Health and Wellness Vendor Faire
- CARSC Meetings
- Athletics and Recreational Sports departmental meetings
Contact the Department of Recreational Sports for information on when each faire and meeting will occur.
CS Student Leaders should be friendly and approachable when interacting with prospective students.
It is important to educate and respond to prospective students who have interest a Club Sports team. All team members and coaches must be willing to work with players who are new to the sport.
There are a variety of ways that CS Student Leaders can recruit on campus.
Team representatives must be present at the Information Faires in the Fall and the Spring.
Team Leaders should respond to student inquires in a timely manner. Every effort should be made to educate the entire campus about the opportunities that your team can provide.
It is of the utmost importance to maintain communication with alumni, year after year.
Each Club Sports team should have a database with alumni contact information.
CS Student Leaders should make every effort to ensure that alumni are personally notified of the team’s current schedule, fundraisers, and special events each year.
Your team may choose to communicate with alumni through the website, email, snail mail, and/or personal phone calls.
As stated previously in the Fundraising section of this manual, any media used to contact alumni or solicit donations from off-campus sites (including brochures, letters, fliers or posters, etc.) must be approved by Recreational Sports before use.
Recreational Sports reserves the right to edit such media.
Fundraising Plan for the Year
All funds raised on behalf of a Club Sports team will be deposited to the individual club team account.
A fundraising plan is to be submitted at the beginning of the academic year. The Director of Club Sports will submit each fundraiser to the ADA for Rec. Sports for approval. All fundraisers must be approved by Recreational Sports before they can take place.
Each proposed fundraiser should be accompanied by supporting documents that outline the date, place and time frame in which the fundraiser will be taking place.
Community Service and Campus Involvement
Each team is expected to be involved in at least one major community service project during the academic year, involving the majority of team members.
Opportunities on-campus at SMC may include:
- Carnival For Kids (Spring)
- De La Salle Week events (Spring)
Opportunities off-campus in the Bay Area may include:
- Moraga the Beautiful
- Habitat for Humanity
- Dorothy Day House
- Making Strides Against Breast Cancer Walk
Team members are also expected to be active and visible on campus, and will be asked to represent their Club Sports teams and Recreational Sports at official College events. These events may include the Mass of the Holy Spirit, College Convocation, De La Salle Week events, Fall Preview Day and/or other events as deemed appropriate.
HOW TO START
A NEW CLUB SPORTS TEAM
The Recreational Sports staff will support any effort to form a new Club Team that fits within mission of the college.
- Student Interest. (Needs to at least double number needed for competition)
- A league to join, competing against other colleges and universities for local, regional and national championships.
- A non-student supervisor who is appropriately trained and/or certified in the sport.
- A business plan, including all projected expenses.
- A facility usage plan.
- The ability to operate within the boundaries of sound risk management as determined by the Department of Athletics and Recreational Sports.
- Meet with the ADA for Rec Sports.
- Provide a list of interested participants.
- Provide a yearly budget plan.
- Provide a yearly fundraising plan.
- Provide a yearly practice plan.
- Provide information on the league, including current contact information.
- Participants may need to participate in the activity as an intramural event to ensure interest numbers are consistent with participant numbers.
- Become familiar with the information in both the Student Handbook and the Club Sports Program Manual.
- After receiving approval by Recreational Sports, the club is eligible for probationary membership in the Saint Mary’s Club Sports Program.
- Founding club members will be asked to financially support their new team during its probationary membership in the Program.
- During probationary membership, the new team will be expected to demonstrate understanding of all policies pertaining to the Club Sports Program.
- The probationary period may span up to two to three academic years.
- Team leaders should meet with the ADA for Rec. Sports to determine status at the beginning of the academic year following their probationary period.
- When the club team has proven itself viable, the team may be eligible to receive some funding from the Department of Athletics and Recreational Sports.
Assistant Athletic Director for Rec Sports
Director of Summer Camps
Department Marketing & Website
Department Equipment & Inventory
Club Sports Leadership Team
Club Sports Game Operations
Club Sport Head Coaches
Club Sports Travel
Club Sports Finance
Club Sports Operations Team
Intramural League Leadership Teams
Athletic Trainers- Off Site
Drop-In & Fitness Leadership Team
Summer Camp Head Coaches
Outdoor Adventures Leadership Team
Summer Camp Counselors
Special Events Leadership Team
Summer Camp Outside Groups
Student Leadership Training
Summer Camp Team Camps
Summer Counselor Training
SMC Traditional Summer Camps
SMC Day Summer Camps
SMC Team Camps
Men's and Women’s Rugby
Men's and Women’s Rugby
Men’s and Women’s Club Soccer
Men’s and Women’s Club Soccer
Men's and Women’s Volleyball
Men's and Women’s Volleyball
Men's and Women’s Water Polo
Men's and Women’s Water Polo
Coed Water Ski and Wakeboard
Coed Water Ski and Wakeboard