SPORT CLUBS
GUIDEBOOK
2023 - 2024
TEXAS A&M
TABLE OF CONTENTS
Sport Clubs Association Calendar
Important Contact Information
Chapter 1:
Introduction & General Information
• Sport Clubs Program Overview
• The Sport Clubs Association
• Sport Clubs Categorization
• Annual Recognition Requirements
• Sport Clubs Association Requirements
for Clubs
• Sport Clubs Association Application
Process
Chapter 2:
Administration & Leadership
• Division of Student Aairs
• Department of Student Activities
• Department of Recreational Sports
Sport Clubs Advisors
• Student Leadership
• Coaches & Instructors
Chapter 3:
Membership Guidelines & Standards of
Conduct
• Membership Guidelines
• Sport Clubs Standards of Conduct
• Ocer Expectations
• Member GPR Requirements
Chapter 4:
Oce Services, Advertising, &
Promotions
• Department of Recreational Sports
Oce Services
• Sport Clubs Awards
• Advertising & Promotions
• Concessions Guidelines
• Collegiate Licensing
• Contracts
• Partnerships
Chapter 5:
Facilities & Equipment
• Recreational Sports Facilities
• Facility Use Policies
• Facility Inspections
• Event Planning
• Equipment
Chapter 6:
Finances
• Types of Accounts
• Budget Allocation Process
• Methods of Payment
• Donations
• Fundraising
Chapter 7:
Travel Guidelines
• Student Travel Guidelines
• Trip Planning
• Expectation During the Trip
Chapter 8:
Risk Managment & Saftey
• Elements of Risk Management
• Critical Incident Response Team (CIRT)
• Weapons Policy
• Sport Clubs Saftey Ocer
• First Aid Kits
• EMTs/Athletics Trainers
• Concussions/Head Injuries
• Emergency Procedures
• Emergency Contact Protocol
Chapter 9:
Sport Clubs Manager
• Overview of the Manager
• Assessing the Manager
• Assumption of Risk (AOR) Form
• Driver’s Agreement Form
• Trip Event Submission Form
• Viewing Club Information
• Restricted Members
Texas A&M Sport Clubs Guidebook 2023-2024 1
Sport Clubs Association 2023-2024 Important Dates
Locations and format for meetings will be sent to officers via email.
August_2023___________________________________________________
Tues, Aug 1 Sport Clubs New Year begins / NEW AORs submission
begin
Fri, Aug 18: 7:00 pm Rec-A-Palooza
All officers welcome.
Mon, Aug 28: 5:30 pm Sport Clubs Association Seminar
Attendance is mandatory—ALL Officers
SEPTEMBER_2023_______________________________________________
Throughout the Month Liaison Meetings with Executive Committee
OCTOBER_2023________________________________________________
Throughout the Month Liaison Meetings with Executive Committee
Mon, Oct 16: by 5pm New Sport Clubs Applications due to Sport Clubs office
NOVEMBER_2023_____________________________________________ _
Throughout the Month Liaison Meetings with Executive Committee
Nov. 1-30 Sport Clubs Can Drive
By Nov 1 New Sport Clubs Applications reviewed
Mid Nov—Beginning of Dec Club applicants will meet with Sport Clubs Staff to re
view criteria
DECEMBER_2023_____________________________________________ _
Tues or Wed, Dec 5 or 6 End of Semester Event
FALL 2023
Texas A&M Sport Clubs Guidebook 2023-2024 2
Sport Clubs Association 2023-2024 Important Dates
Locations and format for meetings will be sent to officers via email.
FEBRUARY 2024_____________________________________________ _
Throughout the Month Liaison Meetings with Executive Committee
Week of Feb 19 or 26 Budget Allocation Workshop for Officers
MARCH 2024______________________________________________ _
Throughout the Month Liaison Meetings with Executive Committee
After Spring Break Budget Allocation Presentations
Mid March New club applicants notified of acceptance deicsion
Wed, Mar 27: 5pm 24-25 Executive Committee Applications Due
APRIL 2024_______________________________________________ _
Throughout the Month Liaison Meetings with Executive Committee
Fri, Apr 12 List of 2024-25 Officers Due via google form
(Position, Name, Email, Phone #)
Tues, Apr 23: Sport Clubs Association Meeting (24-25 Officers)
Week of Apr 29 Student-Athlete Banquet
SPRING 2024
Texas A&M Sport Clubs Guidebook 2023-2024
Important Contact Information
Office Phone
Number
Email Address
Office
Location
Keith Joseph Sport Clubs Director 979.845.3074 [email protected] 251 SRC
Jessica Konetski
Assistant Director-
Sport Clubs
979.862.1857 [email protected] 250 SRC
Nick Bellows
Sport Clubs
Graduate Assistant
979.862.1996 [email protected] 250 SRC
Mary LeMasters &
Patricia Arruda
Student Assistant,
Sport Clubs
979.862.1996 [email protected] 250 SRC
Drew McMillen
Associate Director,
Sport Clubs &
Intramural Sports
979.845.1887 dmcmillen@rec.tamu.edu 214 SRC
James Nash
Associate Director,
Facilities
979.845.3073 [email protected] 224 SRC
Sport Clubs Office 979.862.1996 Fax: 979.845.0838 250 SRC
Rain-Out Line
979.845.2625
Student Activities
979.845.1133
John J. Koldus
Building
Student Organization
Finance Center
979.845.1114
John J. Koldus
Building
Texas Road Conditions 800.452.9302
Recreational Sports
Member Services
979.845.7826 202 SRC
Equipment, Etc. Desk 979.845.4917 153 SRC
PEAP Building 979.845.2624
TAMU Campus Info 979.845.3211
Rudder Tower
Scheduling Office
979.845.8904
Enterprise Rental Cars 800.736.8222
University Police 979.845.2345
To report any acts of
Hazing
(Non-emergency)
Phone numbers
on website
stophazing.tamu.edu
To report any signs of
troubled and/or at risk
faculty, staff, and
students
(Non-emergency)
Phone numbers
on website
tellsomebody.tamu.edu
Office Address
Club Name (Required)
Attn: Keith Joseph or Jessica Konetski (Required)
Department of Recreational Sports (Preferred)
Texas A&M University (Required)
4250 TAMU (Required)
College Station, TX 77843-4250 (Required)
Facebook http://www.facebook.com/TAMUSportClubs
Twitter @tamusportclubs
Rec Sports Website recsports.tamu.edu/programs/sport_clubs
Name Position
Office Phone
Number
Email Address
Office
Location
Keith Joseph Sport Clubs Director 979.845.3074 [email protected] 251 SRC
Jessica Konetski
Senior Assistant
Director -Sport Clubs
979.862.1857 [email protected] 210 SRC
Mikey Heath
Sport Clubs
Graduate Assistant
979.862.1996 [email protected] 250 SRC
Emily Peebles
Sport Clubs
Graduate Assistant
979.862.1996 [email protected].edu 250 SRC
Rachel Marshall, Angel
Rico, Morgan Norton
Sport Clubs
Program Assistants
979.862.1996 [email protected] 250 SRC
Sport Clubs Office 979.862.1996 Fax: 979.845.0838 250 SRC
Student Activities 979.845.1133
John J. Koldus
Building
Student Organization
Finance Center
979.845.1114
John J. Koldus
Building
Texas Road Conditions 800.452.9302
Recreational Sports
Member Services
979.845.7826 202 SRC
Rosa Rodriguez Collegiate Licensing 979.845.4621 [email protected]
PEAP Building 979.845.2624
TAMU Campus Info 979.845.3211
Rudder Tower
Scheduling Office
979.845.8904
Enterprise Rental Cars 800.736.8222
University Police 979.845.2345
Rec Center—Medic Office 979.862.4145
To report any acts of
Hazing
(Non-emergency)
Phone numbers
on website
stophazing.tamu.edu
To report any signs of
troubled and/or at risk
faculty, staff, and
students
(Non-emergency)
Phone numbers
on website
tellsomebody.tamu.edu
Office Address
Club Name (Required)
Attn: Keith Joseph or Jessica Konetski (Required)
Department of Recreational Sports (Preferred)
Texas A&M University (Required)
4250 TAMU (Required)
College Station, TX 77843-4250 (Required)
Sport Clubs MANAGER Sportclubs.tamu.edu
Rec Sports Website recsports.tamu.edu/programs/sport_clubs
Rec Sports Twitter @recsports
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Texas A&M Sport Clubs Guidebook 2023-2024
Officers MUST be familiar with the information presented in this guidebook, and
enforce the policies with club members, participants, and coaches/instructors
A. Sport Clubs Program Overview
Student organizations fulfill a very important role at Texas A&M University. These groups provide a
medium for students to enhance the lessons and theories learned in the classroom through real life
experiences and responsibilities. The Sport Clubs Program complements the University’s intercollegiate,
intramural, and physical education activity programs, while affording the students opportunities to
develop skills that will assist them beyond the years spent at Texas A&M.
As an integral component of the Department of Recreational Sports, the Sport Clubs Program strives to
meet the recreational and competitive needs of the Texas A&M University community in a wide variety of
sport activities. Opportunities for skill development, recreation, and intercollegiate competition are
afforded to participants of all skill levels and interests.
While the Sport Clubs staff and the Department of Recreational Sports assist clubs in securing needed
funds, facilities, and equipment, the emphasis is on student leadership and development. Students are
directly responsible for all aspects of operating and managing a successful and competitive organization.
As a result, sport clubs present a unique opportunity for students to develop both athletic and leadership
abilities.
This guidebook has been developed as a resource for Sport Clubs leaders. It outlines the policies and
procedures of Texas A&M University and the Department of Recreational Sports that directly affect the
safety of the sport club’s participants and the operation of each club. As student leaders, you are
strongly encouraged to become familiar with the material presented in this guidebook, as well as the
guidelines established by the Office of Student Activities (studentactivities.tamu.edu).
The policies and procedures outlined in this guidebook are subject to change.
B. The Sport Clubs Association
The Texas A&M Sport Clubs Association is comprised of the 38 recognized student organizations, which
are supervised and coordinated through the Department of Recreational Sports. For the current academ-
ic year, the following clubs are members of the Sport Clubs Association:
Chapter 1: Introduction & General Information
A. Sport Clubs Program Overview F. Sport Clubs Association Application Process
B. The Sport Clubs Association
C. Sport Clubs Categorization
D. Annual Recognition Requirements
E. Sport Clubs Association Requirements
Archery Baseball Basketball Bowling Cheer Squad
Climbing Team Crew Cricket Cycling Fencing
Golf Gymnastics Ice Hockey Judo Men’s Lacrosse
Women’s Lacrosse Pistol Polo Powerlifting Racquetball
Men’s Rugby Women’s Rugby Sailing Men’s Soccer Women’s Soccer
Swimming Taekwondo
Trap & Skeet Triathlon Men’s Ultimate
Women’s Ultimate Men’s Volleyball Women’s Volleyball Wakeboarding Water Ski
Men’s Water Polo Women’s Water Polo Wrestling
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Texas A&M Sport Clubs Guidebook 2023-2024
C. Sport Clubs Categorization
The Division of Student Affairs Risk Management Task Force assigned categorical designations for all
student organizations recognized by Texas A&M University. Organizations were placed in one of three
categories (registered, affiliated, and sponsored) based upon the following factors:
 the extent to which the student organization’s mission & fulfillment of its mission is aligned
with the mission of Texas A&M
 the resources the organization generates, expends, and/or requires (space, advisement
expertise, University funding)
 how often and to what extent the organization travels
 the nature and scope of activities of the organization
 the number of members involved in and individuals affected by organizationally sponsored
events
Individually, each of the 38 sport clubs are classified as an “Affiliated” organization.
Affiliated organizations are those that contribute to the mission and culture of the university by
presenting events for their members and invited guests. These organizations are often housed within or
connected to larger sponsored organizations (Sport Clubs Association). The activities and events of these
organizations are considered to involve a moderate level of risk due to their nature and/or scope.
(studentactivities.tamu.edu)
These categorizations reflect the sport clubs’ relationship to Texas A&M University, their scope of
activities, and the perceived potential risks to their participants. These categorizations also determine
the level of leadership training that will be required in order to maintain active status with Texas A&M.
D. Annual Recognition Requirements
All student organizations at Texas A&M University receive recognition on an annual basis through a
process that has been developed by the Department of Student Activities. The goals of this process are
to establish a relationship with student organization leaders, and to make student leaders aware of
university rules and expectations. Ultimately, this process will provide you, the student leaders, with
resources to help you successfully lead your organization.
In order to be recognized each year, the officers MUST complete the Online Recognition Process through
STUACT online (studentactivities.tamu.edu). The officers will be provided with detailed information about
the requirements and benefits of being a recognized student organization. You will need to complete the
following 6 requirements in order to be recognized:
 Updated signature card with current officer information
 Original signatures only, NOT digital signatures (can sign and scan)
 Limit card to 3 officers (President, Treasurer, and 1 other)
 Updated constitution
 Updated public profile (On STUACT)
 SOFC online training (Everyone on Signature Card)
 Sport Clubs online training (Batch Modules) - ALL officers should take
 Required modules
The Sport Club staff or student organization will submit the updated signature card, which can be printed
from the Finance Tab on the STUACT online website.
The SOFC will take electronic Signature Cards, and they MAY be emailed in.
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Texas A&M Sport Clubs Guidebook 2023-2024
E. Sport Clubs Association Requirements for Clubs
The Department of Recreational Sports is committed to assisting in the success of the Sport Clubs
Program. Therefore,
student organizations must meet and maintain the following minimum criteria in
order to be a part of the Sport Clubs Association and continue their Sport Clubs status. All clubs will be
reviewed at the end of each academic year during the budget allocation process with a checklist to insure
all criteria have been met to maintain status with the Association.
 Must remain recognized through Student Activities
 Must be an active member of a National Governing Organization
 Must have regularly scheduled practices and club meetings, EXCLUSIVE TO CLUB MEMBERS
 Must compete in a minimum of 3 collegiate division competitions per year, while actively pur-
sue other competitions
 Maintain financial stability. Every club must have a yearly operating budget, DO NOT BUDGET
TO BE IN THE NEGATIVE. Should NOT exceed multiple years budgeting in the nega-
tive.
 Represent Texas A&M University at events hosted by other collegiate institutions
 Routinely follow Sport Clubs and University policies and procedures
 Must have a minimum of 10 active members, unless in team sports where the minimum
number required to compete is larger than 10. Then the club must maintain that requirement.
 MUST have at least 25% of the active membership (Dues paying members) compete
and travel to events.
 MUST comply with ALL paperwork submittal deadlines on consistent basis.
 Inappropriate conduct or actions while participating in any Sport Clubs related activity will
jeopardize the club’s continued status as a recognized Sport Club. Furthermore, club members
who participate in inappropriate activity which violates University Student Rules, University poli-
cies, campus regulations, or state or federal laws will be subject to disciplinary action by the
Department of Recreational Sports, Texas A&M University, and/or appropriate legal authorities
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Texas A&M Sport Clubs Guidebook 2023-2024
F. Sport Clubs Association Application Process
The Department of Recreational Sports acknowledges other sport-related clubs might wish to seek
recognition in the Sport Clubs Association. Therefore, student organizations must meet and main-
tain the following minimum criteria before applying for Sport Club status:
 Must be a recognized student organization and meet the above requirements for a minimum of 2
consecutive years. (Current year of application DOES NOT COUNT)
 Must demonstrate leadership transition beyond founding members (Will not accept applications if
a club has not gone through more than 1 officer transitions)
 Must have a returning member or officer who will be part of the club the following year AND MUST
be involved in the application and presentation process.
If your organization meets these minimum standards, and the club wishes to pursue recognition, and
sport clubs is accepting applications - the process for applying for Sport Club status is as follows:
1. Potential clubs must complete and submit the Sport Clubs Association application, which can be
found online. The following information will be needed:
 Name, email address, and phone number of each officer and current faculty/staff advisor
 Number of years the club has been recognized as an active club through the Department of
Student Activities
 Number of current members, and forecast of future membership
 Established and defined officer roles in the club’s current constitution
 Copy of current Student Organization Finance Center Account statement. Must complete
Sport Clubs current year & next years budget forms. If expenditures exceed reve-
nue, must present justification.
 Information concerning the club’s national conference or association affiliation (name, con-
tact, and website)
 List of collegiate competitions (previous 2 years schedule—AND CURRENT YEAR)
 Fundraising efforts
2. Meet with the Sport Clubs staff to discuss the rules, regulations, guidelines, and expectations of
organizations in the Sport Clubs Association.
3. The organization will make a presentation to the Sport Clubs Executive Committee addressing the
qualifications and merits of the club.
4. The Sport Clubs Executive Committee will meet at the conclusion of the presentation, and make a
recommendation of acceptance or denial of the new club to the Sport Clubs Staff.
5. If the club is accepted as a member of the Sport Clubs Association, the club will be on probation-
ary status for the first year.
The club will have one year to demonstrate stability in terms of club leadership, member
ship, and interest, as well as the ability to be self-sufficient in terms of finances.
The club will NOT receive an allocation of funds during the probationary year.
Club MUST follow and adhere to ALL Sport Clubs policies and timelines.
The club will have access to the same benefits as the other members of the Sport Clubs
Association, including but not limited to; facility space and vehicle rentals.
The Club MUST attempt to host an event/game during the probationary year, if possible.
If the club is admitted into the Sport Clubs Association, the Sport Clubs Executive Commit
tee will determine the club’s eligibility for funding through the Department of Recreational
Sports.
Should not receive infractions in the first year.
6. Acceptance may be contingent upon Title IX regulations
7. Due to the limited resources available to the Sport Clubs Association, it may not be feasible to add
new clubs.
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Texas A&M Sport Clubs Guidebook 2023-2024
6. Typical timeline for the procedure is as follows: Subject to change based on circumstances.
Applications accepted in the FALL semester (by Oct 15)
Application review by Sport Clubs Staff (by Nov 1)
Club leadership meet and discuss criteria with Sport Clubs Staff (Meetings in Nov and Dec)
If criteria met, Presentation to Sport Clubs Executive Committee (Mid February)
Executive Committee recommendation to Staff
Club officers notified of decision (Mid March)
If accepted by the Sport Clubs program, the Executive Director of recreational Sports will
have final approval.
If all approvals are made, the club officers will attend late April Sport Clubs Association
meeting.
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 2: Administration & Leadership
A. The Division of Student Affairs
B. Department of Student Activities
C. The Department of Recreational Sports
Sport Clubs Advisors
A. Division of Student Affairs
The Division of Student Affairs is comprised of several departments, including the Department of Recrea-
tional Sports. The Division of Student Affairs contributes to student learning and development. They pro-
vide exceptional services, facilities, and programs that promote student success, embody the Aggie spir-
it, and foster a diverse and inclusive campus community to deepen the understanding and individual ap-
plication of the Aggie Core Values – Loyalty, Integrity, Excellence, Leadership, Selfless Service and Re-
spect.
B. Department of Student Activities
The Department of Student Activities exists to aid all recognized student organizations, including sport
clubs. This office is responsible for the recognition of all student organizations, and offers a variety of
services, including leadership seminars, the Student Organization Finance Center, the Student Organiza-
tion Manual, and a resource library to help club leaders be successful. The Student Activities Office is lo-
cated in the Koldus Building, and can be contacted at 979.845.1133 or studentactivities.tamu.edu.
C. The Department of Recreational Sports
The mission of the Department of Recreational Sports (recsports.tamu.edu) is to promote activity,
wellness, and development by providing high quality, inclusive experiences and facilities for the students
and community of Texas A&M University.
The Texas A&M Sport Clubs Program is a very significant component of the Department of Recreational
Sports. Sport Clubs receive dedicated administrative and financial assistance through the Department,
including the use of top-notch facilities, annual monetary allocations and office services. In addition to
these services, the Department employs two full-time advisors, two Graduate Assistants,
Program Assistants, and Supervisors to assist Sport Clubs leaders in their pursuit of success.
Core Values
Excellence - We strive to be the best every day. Our team of talented people provides high quality rec-
reational facilities, programs, and services by listening to our customers, seeking innovative solutions,
maximizing our resources, and developing our staff.
Integrity - We are authentic, honest, and follow through on our commitments. Our actions and deci-
sions are guided by an uncompromising adherence to ethical principles.
Leadership -We set a high standard in collegiate recreation, enhancing the educational experience and
supporting student success through opportunities in leadership, sport, and wellness. We lead by exam-
ple, create a culture of empowerment, and encourage on-going learning.
Loyalty -We support the students and community of Texas A&M University and always seek to act in
their best interest. Through collaboration and teamwork, we demonstrate our commitment and dedica-
tion to each other and our stakeholders.
Respect -We value our diverse community and treat each other with fairness and dignity. We provide a
fun, inclusive environment that encourages individual opportunity and honors differences.
Selfless Service- We put students first. We commit our time, talent, and resources to create memorable
moments and provide exceptional customer service to those we serve.
D. Sport Clubs Student Leadership
Sport Clubs Executive Committee
Sport Clubs Student Leaders
E. Coaches & Instructors
Student Coaches
Coach’s Guidelines
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Texas A&M Sport Clubs Guidebook 2023-2024
The Sport Clubs Advisors serve as the primary advisors and resources to sport clubs’ leadership and their
student members. It is the responsibility of the Sport Clubs Advisors to monitor club activities to assure
participants are performing in a safe environment, and to ensure clubs are operating under University
policies and procedures. As advisors and facilitators, they will provide options and manage the parame-
ters under which choices are made. The students will be expected to make decisions for themselves and
shoulder the responsibility for the outcomes of their choices.
As Sport Clubs leaders, you will be given opportunities to exercise initiative and judgment. You will be
afforded as much freedom to operate as possible, provided you operate within the framework of the
guidelines and regulations presented in this guidebook. In return, it is expected you will exercise your
best judgment and maintain an open line of communication with the Sport Clubs Advisors.
The Sport Clubs Advisors will dedicate themselves to providing__________________________________
• Awareness of your understanding of the rules and regulations of the Texas A&M Student
Rules, particularly those pertaining to Texas A&M student organizations
• Awareness of liability issues (i.e. hazing, alcohol, travel, etc) and assist the club in making
reasonable and prudent decisions regarding these issues when planning activities
• Availability to the officers and members of the organization on a regular basis for advice and
consultation
How to best utilize your advisor______________________________________________________
• Keep your advisor informed of the club’s activities and plans
• Meet with your advisor prior to club meetings to discuss the agenda topics to be covered
• Be open to suggestions and guidance from your advisor. His/Her knowledge and experience
will help when faced with difficult issues.
• Attend scheduled monthly meetings
• Work with them during the event planning process
•Advisors can be a great resource for your club; take advantage of their insight and experience!
The advising responsibilities for the Sport Clubs Association have been assigned as follows:_
Keith Joseph - Primary Advisor; Jessica Konetski - Secondary Advisor
Jessica Konetski - Primary Advisor; Keith Joseph—Secondary Advisor
•
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Sport Clubs Advisors
• Archery
• Cheer Squad
• Climbing Team
• Crew
• Golf
• Cricket
• Polo
• Sailing
• Triathlon
• Trap and Skeet
• Wakeboarding
• Water Ski
• Women’s Lacrosse
• Women’s Volleyball
• Gymnastics
• Men’s Lacrosse
• Men’s Volleyball
• Men’s Water Polo
• Pistol
• Powerlifting
• Racquetball
• Swimming
• Taekwondo
• Men’s Ultimate
• Women’s Ultimate
• Women’s Soccer
• Women’s Water Polo
• Wrestling
• Ice Hockey
• Judo
• Men’s Rugby
• Women’s Rugby
• Men’s Soccer
• Baseball
• Basketball
• Bowling
• Cycling
• Fencing
Keith and Jessica will work with ALL clubs on a regular basis, primary advising responsibilities were de-
termined to give the clubs greater consistency. A full-time professional will be able to devote time spe-
cifically to matters unique to the organizations they primarily advise and will become the contact for sit-
uations arising within these organizations. The hope is to increase communication between officers and
advisors.
Texas A&M Sport Clubs Guidebook 2023-2024
Sport Clubs Advisors
Sport Clubs Advisors — Campus Security Authority (CSA)
3
The Clery Act promotes a safe and secure campus. The Clery Act requirements provide students and
their families with accurate, complete and timely information about crime and campus safety so that they
can make informed decisions. Universities must stay in compliance with the Cleary Act.
The university encourages victims to report criminal incidents to the police. However, a victim of a crime
may be more inclined to report it to someone other than the police. Therefore. The Cleary Act requires all
institutions to collect crime reports from a variety of individuals and organizations that Clery considers to
be CSAs.
As your advisors, we are recognized as Campus Security Authorities (CSAs). This is because we have a
significant responsibility for students and campus activities.
As CSAs we are responsible for reporting allegations of crimes specific in the Cleary Act that the CSA
concludes we made in good faith. We then should be reporting it to the University Police.
CSAs should encourage individuals to report crimes to the Texas A&M University Police Department by
calling 979-845-2345.
In an emergency situation, the reporting person should call 911 (9-911 from a campus phone) or the
CSA may call on their behalf.
If the reporting person has concerns, advise that a crime can be reported without filing charges, and
confidentially. Information reported confidentially is disclosed in the Annual Security Report as an anony-
mous statistic. Confidentiality is maintained to the extent allowed by law.
When personally identifiable information is provided, it is used for law enforcement purposes to avoid
double counting crimes, and no personal identifiable information will be included in the Clery statistical
disclosures.
To be a Clery crime statistic the crime must occur on the institution’s Clery geography.
–On-campus property
– Public property within or adjacent to and accessible from
campus
– Non-campus buildings or property owned or controlled by the
University or a recognized student organization
To be a Clery crime statistic the crime must fit a Clery crime category.
– Criminal offenses - murder/non-negligent manslaughter,
negligent manslaughter, sex offenses (forcible and nonforcible),
robbery, aggravated assault, burglary, motor vehicle theft, and
arson.
– Hate crimes involving larceny, simple assault, and vandalism in
addition to the criminal offenses listed above.
– Arrests and referrals for disciplinary actions – liquor, drug, and
weapons law violations
In many of these cases, it is the responsibility of the Sport Clubs staff to report items
to the Title IX office (Department of Civil Rights & Equity Investigations. At that
point, the Title IX Office will determine direction of investigations, and will handle all
aspects at that point.
Texas A&M Sport Clubs Guidebook 2023-2024
D. Sport Clubs Student Leadership
All clubs in the Sport Clubs Association are first and foremost student organizations. The elected student
leadership is integral to the success and development of the group. The elected student leaders will be
trusted and empowered to make decisions that impact not only their individual organizations, but also
the Sport Clubs Association as a whole.
Sport Clubs Executive Committee
The Sport Clubs Executive Committee consists of five members, as elected by the Sport Clubs Associa-
tion during the April Sport Clubs Association meeting, and the Sport Clubs Graduate Assistants. These
individuals serve as the leadership of the Sport Clubs Association and fulfill the following responsibilities.
• Liaise with designated clubs (keep in contact with those clubs throughout the year by at-
tending monthly meetings, attending events, communicating, etc.)
• Provide direction for the implementation of new policies and regulations
• Act as a liaison between the sport clubs and the Sport Clubs professional staff
• Provide a forum for clubs to discuss concerns without intervention by the Sport Clubs staff
• Make recommendations for the acceptance or denial of new organizations
• Oversee the budget allocation process
• Coordinate annual Can-Drive community service project, fundraising and special events
• Hold various workshops for officer development
• Elected member must attend all Executive Committee meetings
To achieve consistency in the decisions made by the Sport Clubs Executive Committee, it is important
that the five elected individuals fulfill the responsibilities of the committee. Sport Clubs Executive
Committee members can be held accountable during disciplinary actions sanctioned against
their sport club.
The members of the Sport Clubs Executive Committee will be elected in the following manner_________
1. Each club has the ability to select or nominate members from their club to be considered for
the Executive Committee. Each nominated member must submit an application for
consideration by the posted deadline.
2. Every year there will be a set of clubs required to nominate a member. This will
rotate to where every club will be required at least once every 3 years to have
someone running for the committee.
23-24 - Archery, Baseball, Cycling, Golf, Ice Hockey, M. Lacrosse, Polo, Sailing,
Swimming, Taekwondo, Triathlon, W. Volleyball, W. Water Polo
24-25 - Basketball, Bowling, Cheer Squad, Fencing, Judo, M. Rugby, M. Soccer,
Powerlifting, Wakeboarding, W. Lacrosse, Wrestling, W. Ultimate
25-26- Climbing Team, Crew, Cricket, Gymnastics, M. Volleyball, M. Water Polo, Pistol,
Racquetball, Trap & Skeet, Ultimate, Water Ski, W. Rugby, W. Soccer
3. All applications will be reviewed and screened by the current Executive Committee. They
will chose a group to move forward in the process.
4. Selected candidates will submit a 3-5 minute video presentation for club representatives to
view on their reasons for running.
5. Each club will have the opportunity to vote for three candidates through a google form pro-
cess.
6. The votes will be counted, and the top vote earners will be named to the committee.
7. Responsibilities will begin with the incoming officer meeting in April, and continue through
the end of the year event the following Spring.
8. MUST be present for the full elected term during that academic year.
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Texas A&M Sport Clubs Guidebook 2023-2024
5
Elected members of the 2023-2024 Sport Clubs Executive Committee____________________________
Jacob Norwood, Ice Hockey
Cole Broberg, Sailing
Ava Rodriguez, Women’s Water Polo
The success of each club depends on the dedicated and mutual efforts of its student leaders and club
members. The following outline provides a description of responsibilities that may be assigned to the
various leadership positions. This is by no means a complete list of officer positions or assignments.
Each member serves as a liaison to selected sport clubs, and hold monthly meetings with
those groups. The executive committee must have a President and a Treasurer.
The duties will be distributed based on the current committee‘s interests and strengths.
They include, but are not limited to the following.
President
• Develop and distribute agenda for each
Executive Committee weekly meeting
• Create bi-weekly email to clubs and
distribute to remainder of group
Treasurer
• Work with the Sport Clubs staff to deter-
mine future budgetary needs
• Create training/education sessions for clubs
during budget process
• Schedule budget meetings for clubs
• Make recommendations for annual funding
to each of the sport clubs
• Tracking of all transactions for the Sport
Clubs Executive Committee
Andrew Jeffrey, Gymnastics
Michael Kasper, Triathlon
Sport Clubs Executive Committee
Executive Committee Responsibilities
• Lead and promote the annual can food
drive
• Plans, coordinates and organizes special
events
• Report on club accomplishments
• Update/market club activities through Rec
Sports social media accounts/sites
• Create various fundraising opportunities
• Hold development workshops for officers
• Assist with the Sport Clubs seminar
• Assist in marketing of the SCA—club ac-
complishments and promotion of events
Graduate Assistants
• Assist each member of the Executive Committee with any of their responsibilities
• Reserve facilities as needed
• Evaluate all events, roles, and processes of the Executive Committee
Texas A&M Sport Clubs Guidebook 2023-2024
6
E. Coaches & Instructors
Coaches/Instructors are not a requirement for members of the Sport Clubs Association; however, it is
important to know the guidelines of your national governing body because some do require clubs have
coaches with certain certification levels. The Department and the Sport Clubs staff do not have the ex-
pertise to determine the technical skills of a coach/instructor and, therefore, rely on the judgment of the
Sport Clubs members to evaluate those qualities and skills. It is the club’s responsibility to secure the
services of an instructor or coach for their team. The person who serves in this role will not be
considered an employee of Texas A&M University or the Department of Recreational Sports,
and cannot be paid with university funds.
It is important the coaches work with and through the Sport Clubs professional staff for consistency and
transparency on any items involving the officers and the club as a whole.
• Background checks will be performed on every Sport Clubs coach. Results will determine
level of involvement. Coaches MAY NOT begin coaching until this has been completed.
• Clubs MUST have an agreement with each coach outlining expectations and
responsibilities.
• This agreement MUST be submitted to the Sport Clubs office PRIOR to the start of the club
season.
• Coach memberships MUST be purchased for PEAP and the REC Center to gain entry. Email
kjoseph@rec.tamu.edu with coach’s name, coach email, and driver’s license or UIN and
semesters coaching.
At times students or student club members may serve as coaches of a sport club. Student coaches must
abide by all the guidelines set forth for coaching including the following;
• Must attend the coach workshop in the fall
• Must have a Student Recreation Center membership
• Submit required coaching agreement
• Must maintain minimum credit hours and GPA to travel with the club
• Must complete an Assumption of Risk form via the Manager (sportclubs.tamu.edu)
• If driving, should complete the driver agreement form on the Manager
• Have an agreement of expectations between themselves and the club
• Must NOT be listed on the club’s signature card.
Student Coaches
Coach’s Travel Guidelines
When travelling to a Sport Clubs related activity, there are a few additional items that must be abided by
in order to participate with the club/team
• Coaches should drive separately than in the same vehicles with the student club members
• Each situation can be discussed with the Sport Clubs staff for review
• Recommended to secure proper personal insurance
• For overnight trips, Coaches should NEVER stay/share a room with student club members. Separate
rooms should be secured by the club or coaches to accommodate for this.
• At no time during a club-related activity should a coach purchase, consume or provide ANY alcohol or
illegal drugs. If this occurs it will result in immediate removal from the Sport Clubs program.
Texas A&M Sport Clubs Guidebook 2023-2024
Coaches and Instructors must abide by the following guidelines:
1. The coach/instructor shall be aware of and follow all University and Department procedures
relative to the Sport Clubs Program. Each Coach and President MUST attend the
Coach’s training session held during the Sport Clubs Seminar in the Fall.
2. The coach/instructor should restrict his/her contributions to coaching and should
refrain from activities involved in the club’s management (i.e. hosting tournaments,
submitting forms, and requesting facilities and equipment must be coordinated by the club
members). A sport club is first and foremost a student organization. The philosophy, and
key, to the success of the Sport Clubs Program has been the continued emphasis placed on
student leadership and participation. Therefore, matters involving the management of the
club must be left to the student members. Operations and communication go through the
Sport Clubs office to maintain consistency with information disseminated to all clubs. The
student leaders, not the coach, must serve as the liaison between the sport club
and the Sport Clubs staff. Club business should not be discussed outside the club.
3. Coaches and Sport Clubs staff should work together in order to help club officers, and pro-
vide the best possible experience for the club members. Both should communicate with
each other and copy on emails when necessary. ALL member concerns or issues MUST
be communicated with Sport Clubs staff.
4. Participation in the Sport Clubs Program is completely voluntary. Officers and club leaders
should be involved in discussions and decisions for scholarships. Monetary rewards or schol-
arships shall not be promised or given to any player or prospective player by the coach.
Where club scholarship funds have been established, a committee shall decide who will re-
ceive these rewards according to the written guidelines for that account.
5. Coaches and instructors should help ensure good sportsmanship at all times. Sport Clubs
members AND COACHES are representatives of Texas A&M University and should conduct
themselves in a manner that does not detract from the reputation of the University. This
includes competitive situations on and off-campus, contact with other teams and institu-
tions, and interactions with staff.
6. Sport Clubs coaches should always act in a professional and appropriate manner when
around the student athletes. Coaches should restrict contact with club members to sport
activities. Acting in an inappropriate way (i.e. purchasing or drinking alcohol with student
athletes, discrimination on/off the field, unwelcome sexual advances, request for sexual fa-
vors, or other verbal or physical conduct of a sexual nature in the sports setting or away
from the field of play) will result in removal from the coaching position.
7. The Department of Recreational Sports has an obligation to support the student members of
the Sport Clubs Program. If, in the Sport Clubs staff’s opinion, the coach/instructor is ne-
glecting, misleading or not acting in the club or student’s best interest, they will be released
from their coaching position. If the coach violates any Sport Clubs or University rules, poli-
cies, or procedures, he/she may be released from their position with the club.
8. Coaching is not only an obligation to develop skills, condition, and motivate players, but al-
so to protect their safety. In addition to taking certain steps to reduce the risk of injury to
the students, coaches should be concerned with the risk of their own liability as a result of
serious injury. It is recommended that coaches purchase travel, medical, and liability insur-
ance.
9. Coaching in sport clubs is a volunteer position. The Department of Recreational Sports does
not pay coaches. Clubs may choose to provide stipends, assist in travel, etc. Monies given
to coaches will be provided through the club’s SOFC account.
10. Coaches must sign & submit a coach’s agreement form as well as a hard copy Assumption
of Risk form for each club they work with. If planning on driving, the coach must complete a
hard copy of the Driver’s Agreement Form.
11. All discipline items should be communicated with and work through the Sport Clubs office.
12. Coaches may not represent or speak on behalf of any sport club or the university in any
legal matters.
13. The Coach/Instructor shall not use Texas A&M University facilities for private instruction.
Coaches/Instructors are not permitted to use Texas A&M University equipment for private
off-campus lessons even when coaching/instructing Texas A&M students.
14. ALL club equipment MUST be managed and controlled by club officers.
15. Safety is our primary focus and responsibility to our student-athletes. Coaches should re-
port Any and ALL concussion/head injury situations to the Sport Clubs office. Failure to do
so may result in removal from the program.
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 3: Membership Guidelines & Standards of Conduct
A. Membership Guidelines
Sport Clubs Eligibility
Blinn-TEAM Student Eligibility
Personal Insurance
Competitions
Intramural Sports Eligibility
B. Sport Clubs Standards of Conduct
Officer Expectations
Member GPR Requirements
C. Alcohol
D. Hazing
E. Discipline
Infractions
Appeal Process
A. Membership Guidelines
Each sport club will determine its own membership guidelines, but they must be free of any restriction
based on race, color, national or ethnic origin, religion, gender, disability, age, or sexual orientation. The
following guidelines will help determine an individual’s membership status in any Texas A&M Sport Club.
• Student____________________________________________________________________
Only registered and enrolled graduate and undergraduate students taking classes at Texas
A&M who have paid Rec Center fees are eligible for membership in the sport club(s) of their
choice. Only student members have the ability to hold offices, and ONLY Texas A&M stu-
dents may serve as President and Treasurer positions.
In order to compete and represent Texas A&M in a sport club, A&M Undergraduate
AND Graduate students MUST be enrolled in at least 6 credit hours. Blinn TEAM and Co
-curricular students MUST be enrolled in at least 3 credit hours at Texas A&M. Ex-
ception: graduating seniors, may be taking less, and MUST have written proof from
school/program. Sport Clubs CAN AND WILL ONLY verify and consider Texas A&M rec-
ords for GPAs and enrolled credit hours. Mid-term grades are NOT officially posted
grades and will NOT be considered for eligibility considerations.
Blinn TEAM & Affiliated Co-Curricular students are eligible for participation in sport
clubs as long as they pay University fees and they are considered students at Texas
A&M, but are enrolled and take classes at both Texas A&M and Blinn College or other lo-
cations. Clubs should consult their league or association guidelines to determine these
students’ eligibility for club competitions. Blinn TEAM & Affiliated Co-Curricular
members MUST have a minimum overall 2.0 GPA at Texas A&M in order to fully
participate with a club.
Full time Blinn students are NOT eligible to participate in any Sport Club activity.
Texas A&M Former Students are NOT eligible to participate in any Sport Club activity.
A Texas A&M Galveston student may participate in a sport club on the College Station
campus if that Sport Club is not offered at the A&M Galveston campus. The Sport Club
staff must be notified of this situation. These students MUST abide by the same proce-
dures, grade and credit hour rules, and conduct policies as College Station students. For
travel, ALL travel must be submitted reflecting travel to and from Galveston in the MAN-
AGER.
Co-op and Health Science students must provide a letter from their program showing
proof of enrollment and credit hours to the Sport Clubs office.
Gender Designation for Participation; According to Texas state Law (Senate Bill 15),
as of Sept 1, 2023, athletes must compete on teams based on their "biological sex," or
the sex that was "correctly stated" on their birth certificate.
It is recommended that clubs make sure they are in compliance with each National
Governing Body for eligibility.
Rellis Campus students - ONLY those Rellis students who are enrolled in a Texas A&M
University (College Station campus) program are eligible to participate in a Sport Club.
They MUST meet ALL other GPA and Credit hour requirements in order to be eligible. If
there is any questions, contact the sport clubs office for clarifications.
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Texas A&M Sport Clubs Guidebook 2023-2024
Associate Members
Faculty or staff members who holds a current Rec Center membership AND pay club dues may be a
member of a Sport Club. However, faculty and staff members are ineligible to travel, com-
pete, and represent Texas A&M on behalf of a Sport Club.
Minors who are Texas A&M University students and have their guardian’s consent and signature on
the Assumption of Risk/Standard of Conduct form are eligible to practice & compete.
Texas A&M University DOES NOT insure students who are injured during participation in extracurricular
activities, such as sport clubs competitions, travel, practices, and other club activities; however, it is
possible to purchase insurance plans for individual sport clubs events. The Department of Recreational
Sports strongly recommends all Sport Clubs members have adequate medical insurance coverage.
As a member of the Sport Clubs Association at Texas A&M, it is expected that ALL participants and
clubs when representing Texas A&M will participate and compete in collegiate divisions, and com-
pete against other university/college students. When competing in an “open” or non-collegiate,
participants should only compete against competitors over the age of 18. Please contact the Sport
Clubs office prior to an event where your club may compete against high school teams and high
school students. In the case that a participant is a minor, but representing a college/university,
they must be a recognized student of that institution following the procedures set forth by the rec
sports program or institution.
2
Minors
Personal Medical Insurance
Competitions with Minors
Texas A&M Sport Clubs Guidebook 2023-2024
Intramural Sports Eligibility
Eligibility rules for Intramural Sports are designed to provide an opportunity for everyone to play, to pro-
vide for balanced and fair competition, and to keep a team from stacking its roster with athletes of
demonstrated or probable skill. The rules listed below cannot provide for all possibilities; therefore the
Intramural Sports Staff, with the counsel of the Recreational Sports Advisory Committee, reserves the
right to rule on the eligibility status of participants not covered specifically by the following rules.
As outlined in the 2023-2024 Intramural Rules & Regulations Handbook, competitive Sport Clubs mem-
bers fall within a restricted player category. “Competitive Sport Clubs Members” are defined as:
Compeve sport club members:
Any individual who appears on a travel roster of a registered Texas A&M sport club for that academic year, or
who competes with the Texas A&M sport club team. In addion any individual who has parcipated in a min-
imum of 5 pracces aer the try-out phase with the compeve club is considered a compeve sport club
member. Individuals who parcipate in fall pracces will sll be considered members for the sport club the
enre academic school year, i.e. club soccer members from the fall will sll constute as restricted players in
the spring. O season pracces are considered regularly scheduled pracces even if no coach is present. The
intramural sports sta will look at each situaon individually. It is suggested that club members wanng to
play intramural sports with other club members, check with the full me intramural sta prior to the season
to prevent possible violaons.
Limitations for Restricted Players_________________________________________________________
• No team shall have more than two “restricted” players on its roster (Excepon: for all sports in which
the team size for that sport is four players or less, no team shall have more than one restricted player
on its roster; for example, 4v4 Sand Volleyball, 3v3 Basketball, 4v4 Outdoor Soccer, Racquetball Sin-
gles or Doubles, etc.
• Teams with competitive club members must play in the competitive division
• Restrictions last for fall and spring semesters—REGARDLESS OF WHEN YOUR COMPETI-
TIVE SEASON OCCURS.
• Competitive club members must play in the highest skill level offered for the current aca-
demic year in their “associated” sport
Sport Club Associated Intramural Sport
Baseball Softball
Basketball Basketball
Golf Golf
Soccer Indoor and Outdoor Soccer
Ultimate Ultimate
Volleyball Sand Volleyball
Racquetball Racquetball
Swimming Swim Meet
Questions regarding competitive Sport Clubs members and Intramural Sports guidelines should be
referred to an Intramural Sports Staff member at 979.862.1884 or im@rec.tamu.edu.
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Texas A&M Sport Clubs Guidebook 2023-2024
B. Sport Clubs Standards of Conduct
As students of Texas A&M University, Sport Clubs members have an obligation to conduct themselves and
their organization in a manner compatible with the University’s philosophy and function as an educational
institution. Members of sport clubs are expected to act in a mature and responsible manner both on and
off campus and especially while participating in club activities.
Inappropriate conduct or actions while participating in any Sport Clubs related activity will jeopardize the
club’s continued status as a recognized Sport Club. Furthermore, club members who participate in
inappropriate activity which violates University Student Rules, University policies, campus regulations,
or state or federal laws will be subject to disciplinary action by the Department of Recreational Sports,
Texas A&M University, and/or appropriate legal authorities.
Expectations
As members of the Sport Clubs Association you will be held to the following expectations. Members:
• Must be a currently enrolled in classes and minimum credit hours as a student at Texas A&M
University
• Abide by all policies, rules, and procedures established by Texas A&M University, the
Division of Student Affairs, Department of Recreational Sports, and Student Activities.
• All participants must have an approved AOR/SOC on file with the Sport Clubs office.
• Must be respectful of Rec Sports staff, Sport clubs participants, fans, members, officials, and
other teams.
• If a member fails to meet these expectations; a meeting will be set up by the Sport Club
staff and could result in the following: (1) limited practice/travel, (2) suspension or removal
from club, and or (3) restricted club involvement
• The length of time a student is not eligible will be for the entire semester
• All Sport Clubs participants MUST present their Texas A&M ID to the Sport Clubs or
Facility Supervisor in order to be eligible for participation at recreation facilities.
Grade Point Average (GPA) Requirements
OFFICERS MUST have AND maintain a minimum overall 2.0 GPA in order to maintain officer status AND
have at least a 2.0 in their previous semester. If an officer is removed, they will no longer be per-
mitted to partake in officer duties.
Sport Clubs MEMBERS MUST have AND maintain a minimum overall 2.0 GPA (3.0 for Grad Stu-
dents) in order to participate in ALL club related activities. If a club member does not have an OVERALL
2.0 GPA/3.0 (Grad), the club member will meet with the Sport Clubs staff, and may be subject to ANY or
ALL of the following actions:
• The club member may compete in any non-conference home or in-state competitions or
events with prior approval from the Sport Club staff
*For clubs that are not part of a conference, the Sport Clubs professional staff will
determine appropriate sanctions based on club event schedules.
• The club member may participate in all non-competitive club functions including
fundraising activities, meetings, etc (That are NOT travel related).
• The club member may not compete in ANY conference, regional, or national competitions
(Regardless of location) until the overall GPA meets the minimum 2.0 requirement
• The club member may not travel and/or compete in ANY out-of-state competitions
• The club member will still pay all dues to the club, unless the club officers and the member
agrees upon an alternate plan
• The number of practices the member competes in may be limited per week
All grades will be checked at the beginning of the each semester based on all grades posted
through the previous semester. Mid-term grades are NOT officially posted grades and will NOT
be considered. Eligibility will be checked for each trip as well. If a member is ineligible, the pres-
ident and member will receive an email explaining and outlining the restrictions. *Anyone wishing to dis-
cuss the decision may contact the Sport Clubs Professional staff to set up a meeting. Deadlines are stat-
ed in the email.
• Must notify the club officers if they drop courses or withdraw from class and the
university.
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Texas A&M Sport Clubs Guidebook 2023-2024
Officer Expectations____________________________________________________________________
• Transition information to NEW officers
• Develop a club manual or shared electronic files (Google Docs/drives) containing information
that is applicable and unique to your organization
• Clubs must elect a president, treasurer, and designate a safety officer
• Maintain good communication with the Sport Clubs staff
• Report all safety concerns, issues and incidents to the Sport Clubs staff in a timely manner
• Be thorough with officer and member removal processes in the club constitution.
• Anyone running for office must be enrolled and registered at time of election and
serve for the academic or calendar year (dependent upon club) in College Station.
They cannot be enrolled in a co-op or internship out of area during officer term.
• Paperwork should be submitted complete and on time
• If there is an issue or accident involving an Enterprise vehicle, officers are RE-
QUIRED to inform the Sport Clubs staff AND Enterprise when this occurs. If not
reported, the club may lose ability to utilize Enterprise vehicles.
• Attendance at monthly Liaison meetings is MANDATORY – REQUIRED 2 officers at-
tend. Ask questions, be attentive and respectful, etc. Representatives who attend these
meetings are the voice of the membership, so it is important the Sport Clubs staff know the
needs, likes, and dislikes of your members.
• Officers are expected to hold regular club meetings to discuss any and all necessary club
business with the membership
• Officers MUST attend monthly individual club meetings with Sport Clubs staff
• Schedule student Rec Medics through the sport clubs office for events within 25 miles of
campus
• Check participants into practice to ensure they have an approved AOR/SOC on file if no staff
available or present
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Texas A&M Sport Clubs Guidebook 2023-2024
C. Alcohol & Illegal Drugs
Texas A&M’s Student Rules state "drinking or having in possession any alcoholic or
intoxicating beverage(s) in public areas of the campus is prohibited." It is important student
leaders familiarize themselves with this student rule because it specifies how alcohol can play
a part in student organization activities or events. However, as with many rules or policies, it
is not unusual for there to be questions or interpretation differences that need clarification by
advisors or administrators.
1. Alcohol and illegal drugs are PROHIBITED during ANY club-related activity (home or on
the road while traveling).
2. The possession, sale, use or consumption of alcoholic beverages or illegal drugs, during ALL
sport clubs activities is prohibited.
3. No alcoholic beverages or illegal drugs may be purchased through an organization's funds,
nor may the purchase of alcohol for members or guests be undertaken or coordinated by
any member in the name of, or on behalf of, the organization. The purchase or use of bulk
quantity or common sources of such alcoholic beverage (i.e. kegs or cases) shall be prohib-
ited.
4. No members, collectively or individually shall purchase for, serve to, or sell alcoholic bever
ages to any minor (i.e. those under legal drinking age).
5. When traveling, clubs are considered representing the university and department from the
time you leave campus until the time you return to campus/College Station. Club mem-
bers and participants MAY NOT consume any alcohol or Illegal drugs during a
Sport Clubs trip at any time (including at dinner or after an event has concluded).
6. These rules apply to ALL Club members as well as anyone coaching the club—
(including student coaches).
7. Clubs are permitted to host tailgates Club members are NOT permitted to supply
or drink alcohol during these events.
There is a ZERO TOLERANCE POLICY in
regards to alcohol and illegal drugs involved
with any Sport Clubs related activity.
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Texas A&M Sport Clubs Guidebook 2023-2024
D. Hazing
Texas A&M Sport Clubs promotes, supports, and encourages an inclusive atmosphere.
Bullying, hazing, or any other situation that does not uphold and foster an inclusive
atmosphere for club members at Texas A&M, will not be tolerated. ALL clubs are open and
welcoming to all Texas A&M students regardless of differences, as long as they meet the
minimum eligibility requirements.
As defined by the 2023-2024 Texas A&M University Student Rules, “Hazing” means any intentional,
knowing, or reckless act, occurring on or off the campus of an educational institution, by one person
alone or acting with others, directed against a student for the purpose of pledging, being initiated into,
affiliating with, holding office in, or maintaining membership in an organization if the act:
HAZING includes but is not limited _______________________________________________
• is any type of physical brutality, such as whipping, beating, striking, branding, electronic
shocking, placing of a harmful substance on the body, or similar activity;
• involves sleep deprivation, exposure to the elements, confinement in a small space, calisthen-
ics, or other similar activity that subjects the student to an unreasonable risk of harm or that
adversely affects the mental or physical health or safety of the student;
• involves consumption of a food, liquid, alcoholic beverage, liquor, drug, or other substance,
other than as described by Paragraph (E), that subjects the student to an unreasonable risk of
harm or that adversely affects the mental or physical health or safety of the student;
• is any activity that induces, causes, or requires the student to perform a duty or task that in-
volves a violation of the Penal Code; or
• involves coercing, as defined by Section 1.07, Penal Code, the student to consume:
a drug; or an alcoholic beverage or liquor in an amount that would lead a reasonable
person to believe that the student is intoxicated, as defined by Section 49.01, Penal
Code.
A person commits a hazing offense if the person:___________________
• engages in hazing;
• solicits, encourages, directs, aids, or attempts to aid another in engaging in hazing;
• recklessly permits hazing to occur; or
• has firsthand knowledge of the planning of a specific hazing incident involving a student in an edu-
cational institution, or has firsthand knowledge that a specific hazing incident has occurred, and
knowingly fails to report that knowledge in writing to the dean of students or other appropriate offi-
cial of the institution.
“Organization” means a fraternity, sorority, association, corporation, order, society, corps, club, or
student government, a band or musical group or an academic, athletic, cheerleading, or dance team, in-
cluding any group or team that participates in National Collegiate Athletic Association competition, or a
service, social, or similar group, whose members are primarily students.
An organization commits a hazing offense if the organization:___________________
• condones or encourages hazing or if an officer or any combination of members, pledges, or alumni
of the organization commits or assists in the commission of hazing.
Organizations should focus on developing activities that are welcoming, goal oriented, safe and affirming
to new members. New or potential members should not be required to participate in activities and/or
tasks that established members are not required to complete, for example, rookies carrying equipment.
For ideas on how to achieve certain organization outcomes through activities see Section 3 of the
Student Organziation manual.
Hazing offenses carry very stiff penalties, including monetary and/or jail time, and
CONSENT IS NOT A DEFENSE. Please refer to the TAMU Student Rules (student-rules.tamu.edu) for
more information. Anyone seeing, hearing, or knowing of this type of occurrence should report
the situation. Sport Clubs staff, when knowing of a situation, WILL report to the Texas A&M
Offices of the Dean of Student Life for further investigation.
FOR FURTHER INFORMATION— stophazing.tamu.edu
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Texas A&M Sport Clubs Guidebook 2023-2024
E. Discipline
All Sport Clubs and their members have an obligation to operate within the rules and regulations set forth
by Texas A&M University, the Department of Recreational Sports, and the Department of Student Activi-
ties. Any actions or activities that violate or possibly violate the University Student Rules will be shared
with the appropriate University official for possible disciplinary action. In addition to the disciplinary ac-
tions taken by the Department of Recreational Sports, Sport Clubs may be held responsible for violations
collectively and/or individually. All violations committed by clubs will be reviewed by the Sport Clubs
staff may result in the loss of Sport Clubs Association membership or other disciplinary actions taken
against the sport club involved. The discipline process has been developed to assist club leaders in
correcting mistakes that have caused problems for the club and the University.
Violations will be reviewed by the Sport Clubs staff to determine what course of action to take.
• First infraction—$100 will be deducted from the club’s allocation account, plus any
sanctions levied.
• (Gas infractions for not filling up rental vehicles - $100 per vehicle charged)
• It is the club member/officer’s responsibility to check AND document the
gas gauge at time of pick up
• Second infraction and on—$200 will be deducted from the club’s allocation
account, plus any sanctions levied.
• (Gas Infractions for not filling up rental vehicles a 2nd time—$200 per vehi-
cle charged, and club will NOT be permitted to use rental vehicles for 3
months)
• If a club is out of allocation money, they will be invoiced, and the club MAY NOT
operate (including—practices, travel, games, signatures, etc) until fines are paid.
Disciplinary actions may include, but are not limited to________________________________________
• Probation
• Fines Levied
• Frozen Funds
• Loss of Funding
• Suspension of utilizing rental vehicles
• Loss of Facility Reservations
• Limited practices
• Loss of travel privileges
• Cancellation of games/matches/tournaments
• Loss of equipment usage
• Forfeiture of recognition status through Texas A&M University
• Sanctions on individual club members
• University disciplinary actions (which may include dismissal from Texas A&M University)
Notification of disciplinary action will be emailed to the Sport Club president.
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Texas A&M Sport Clubs Guidebook 2023-2024
Infractions
When an infraction occurs, the Sport Clubs Staff will determine the course of action. There
are infractions that will result in an automatic deduction from the club’s allocation amount.
Additionally more severe infractions will result in meetings with the Sport Clubs staff and of-
ficers to determine results, which may include any combination of items listed on the previous
page. Club officers will be notified of ANY infraction occurrence.
Infractions that may result in an automatic fine deducted from the club’s allocation. ($100 for
first infraction, $200 for each additional)
• Failure to attend a required Sport Clubs Association meeting or monthly Liaison meetings
with Executive Committee members
• Failure to submit or submitting a late Trip Request form (See procedure below)
• Failure to notify Medics or staff of changes in schedule and/or practice times and games
This may result in staffing charges.
• Failure to return borrowed Sport Clubs equipment within 24-48 hours of the completion of
club’s event/game/tournament
• Misuse of University property (e.g. allowing pets at the club’s events or not cleaning up the
facility at the conclusion of the club’s events) This also includes Polo horses.
• Submitting receipts late
• Failure to deposit funds into SOFC account
Infractions that may result in a meeting with officers and Sport Clubs staff to determine
outcome. (Which may result in allocation deductions or items listed on previous page)
• Participation in events without previously notifying the Sport Clubs staff
• Possession of outside bank accounts or club credit cards
• For Online fundraising sites check with the Sport Clubs staff for approved sites.
When these are permitted, the checks MUST be made out to the Student
Organization, not an individual.
Example of allowed site - snap raise and youcaring.com
Example of PROHIBITED site - gofundme
• Misuse/misappropriation of University or club funds
• Any situations involving the use of or the presence of alcohol or illegal substances at any
club related event, or Transporting and/or consuming alcohol or illegal substances while on
official club trips (see page 18 – section C. Alcohol, for further explanation)
• Failure to represent Texas A&M University in a positive manner (e.g. notification by another
club, university, and/or governing body)
• Displaying conduct incompatible with the University’s function as an educational institution
and the purpose of the Sport Clubs Program (i.e., unsportsmanlike conduct toward officials
or opponents or disruptive behavior on trips)
• Allowing ineligible individuals to participate in club activities
• Allowing ineligible drivers to operate vehicles during club trips
• Allowing non-club members to travel with the club/team
• Hazing
• Discrimination/Non-Inclusive atmosphere
• Misuse of Rec Sports credit card
• Damages to lodging or property while on a Sport Club trip (Including - Rental Vehicles)
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Texas A&M Sport Clubs Guidebook 2023-2024
Procedures for Infractions_____________________________________________________
Sport Clubs staff will determine if an infraction (s) has/have occurred
1. The Sport Clubs staff will notify the club through a written notification that an investigation
will begin.
2. The Sport Clubs staff will schedule a meeting with the club to discuss the infractions. During
the meeting, the club will have an opportunity to present their side.
3. After the meeting occurs, the Sport Clubs staff will determine one of three course of actions
• Handle the situation in-house; the Sport Clubs staff will determine the appropriate sanc-
tions against the sport club
• If the situation involves individual Sport Clubs members, the case will be sent to the De-
partment of Student Life to assess disciplinary sanctions against the individuals
• If the situation involves the entire sport club, a hearing will be initiated through the De-
partment of Student Activities. The Director of Student Activities, in conjunction with the
Hearing Board Chair, shall discuss the case and determine whether disciplinary charges
should be initiated
4. An email will be sent to the club notifying them of the decisions made by the Sport Clubs
staff
5. If a club receives three infractions in one year, the club may be subject to removal
from the Sport Clubs Association.
Procedures for Late Trip Requests
All trip requests are due AT LEAST by Friday 5pm, 2 WEEKS prior to the club trip through
sportclubs.tamu.edu. Remember that your club can submit a request earlier. If the
deadline falls during a holiday, the deadline still applies. Submit by the business day PRIOR to the
holiday/break.
1. The Sport Clubs staff will determine whether a trip request was submitted late.
2. The club will be contacted by a Sport Club staff member to inform them of the submittal of a
late trip request. At that time the club will not be permitted to travel.
3. Club officers can request a meeting with the Sport club staff to discuss any extenuating
circumstances causing the submittal of the late trip request.
4. After the meeting occurs, the Sport Clubs staff will determine the status of the trip request.
These are reviewed and decided upon on a case by case basis.
If any club is placed on probation, these are the possible sanctions______________________
• Annual allocation for the next academic year is reduced by a minimum of 25%
• Suspension of activities, including practices, games/tournaments
• Limited or no travel
• Community service
• Ineligible for Sport Club of the Year
• Ineligible for the Outstanding Club Member Awards
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Texas A&M Sport Clubs Guidebook 2023-2024
Appeal Process
The appeal process exists to ensure that all disciplinary actions taken against members of the Sport
Clubs Association are fair and equitable. To file an appeal, follow the steps listed below.
Decisions made by the Sport Clubs staff may be appealed to the Associate Director-
Programs
1. Written notification from the club president to the Associate Director detailing the club’s ra-
tionale for the appeal, and any circumstances related to the infraction (s), must be submit-
ted within 72 hours
2. The 72 hour period begins when written notification of the disciplinary action being taken is
emailed or placed in the club’s mailbox located in the Sport Clubs Office (extensions may be
granted when appropriate)
3. The Associate Director will set up a meeting with the individual (s) involved in the situation
4. After fully investigating the situation, the Associate Director will notify the club of the ruling
on the appeal. This may include upholding, rejecting, or modifying the action taken by the
Sport Clubs staff.
If needed, Sport Clubs should follow the Grievance Procedures established by the Texas A&M University
Student Rules when appealing decisions made by the Associate Director of Recreational Sports. Be fore-
warned that the appeal of a disciplinary action that seems severe to the club could result in alternative
penalties being levied by the person/committee who hears the appeal.
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Texas A&M Sport Clubs Guidebook 2022-2023
Chapter 4: Office Services, Advertising, & Promotions
A. Department of Recreational Sports Office Services
Sport Clubs Mailboxes
Copy and Fax Services
Sport Clubs Computers
E-mail & Web Pages
Mailing Services
B. Sport Clubs Awards
Sport Club of the Year
Outstanding Sport Clubs Leaders
Leadership Team of the Year
C. Advertising & Promotions
Instagram Stories via Rec Sports
Distribution
Flyer Stands in the Student Rec Center
Promotional Items
D. Concessions Guidelines
E. Collegiate Licensing
F. Contracts
G. Partnerships
A. Department of Recreational Sports Office Services
The Sport Clubs Office has been established as a center for Sport Clubs information and resources. A list
of Sport Clubs officers and their contact information is kept in the Sport Clubs Office to assist anyone
wishing to contact a club. Clubs needing to utilize the resources available in the Sport Clubs Office
should call 979.862.1996 or stop by room 250 in the Student Recreation Center.
As members of the Sport Clubs Association, you have access to privileges not afforded to other student
organizations, including:
Sport Clubs Mailboxes
Mailboxes for each club are provided in the Sport Clubs Office (250 SRC) in the Student Recreation
Center. Letters, campus mail, phone messages, checks, and notices from the Sport Clubs staff will be
placed in your box. Mailboxes should be checked at least once a week. It is REQUIRED clubs use the de-
partmental address for all mailings. Club related purchases MUST be mailed to the address below. Club
mail should be addressed in the following manner:
Campus Mail stop: Club name (Required)
Attn: Keith Joseph or Jessica Konetski (Required)
Department of Recreational Sports (Preferred)
Texas A&M University (Required)
4250 TAMU (Required)
College Station, TX 77843-4250 (Required)
Physical Address: Student Rec Center: 187 Corrington Drive
College Station, TX 77843
Copy and Printer Services
Club members assume responsibility for making copies and printing items. Only copies related to the
promotion and administration of the club can be run on departmental copy machines. The copier is on a
pass-code system. For club use, please use: 2555. Copy machines should only be used during of-
fice hours: 8am-5pm, Monday-Friday. To fax - dial ‘9’, then the area code and number.
The printer in the Sport Clubs room is to print 5 or less items, THEN take to the copy machine
for multiple copies.
Max amount of copies—250
Sport Clubs Computers
There are two(2) computers in the Sport Clubs room for club use.
These are considered Open Access Lab (OAL) computers, meaning that any student can access these by
entering their Net ID and password. These should be used for club business.
Please be courteous and remember to LOGOFF of the computers when finished.
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Texas A&M Sport Clubs Guidebook 2022-2023
Web Pages, and Social Media
Each club has a page through Maroonlink.
For club websites and social media, please inform the sport clubs office of the address, and it is recom-
mended it contain at the minimum
• Contact information
• Rec Sports logo
• Schedule/Results
• Club purpose
• No derogatory language towards any person, other Sport Clubs or other Texas A&M de-
partments
• Do not promote commercial products, companies or sponsors (without an approved
written agreement)
It is recommended to include the Rec Sports website URL and/or social media sites on all marketing
pieces.
Club websites that have pornographic or sexually oriented material or direct links to such items will not
be allowed nor tolerated.
Do NOT include links or references to:
• illegal drugs
• Alcohol
• tobacco products
• any other items deemed objectionable by the Department of Recreational Sports or Texas A&M Uni-
versity.
Violations will result in disciplinary action by the Sports Clubs staff.
It is STRONGLY RECOMMENDED the Rec Sports/Sport Clubs logo be on all club websites and
print material. Logo files can be obtained from emailing the Sport Clubs staff.
• When using the Rec Sports logo, always use the current Rec Sports logo on club Marketing
materials, both in print and electronic. Please check with the Sport Club staff to ensure you
are using the correct logo.
• Only use the logo files provided; do not modify them
• Do not stretch (you can resize, but make sure it is done proportionally)
• Do not apply different colors to any part of the logo
• Do not put the logo on top of a photo or a colored background
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Texas A&M Sport Clubs Guidebook 2022-2023
Mailing Services
Clubs may use the Department of Recreational Sports stationary on a limited basis. If your club wishes
to send out fundraising letters, tournament announcements and entry forms, tournament results, etc.
with the Department of Recreational Sports mail, three rules must be followed.
PLEASE set up a time to come into the office to pick up supplies.
1. All items must be mailed in Division of Student Affairs envelopes, and should be labeled with
the club name in the return address
2. All items must be TYPED or neatly handwritten
3. Clubs should monitor their mailing list. In most cases, mailings of 250 or less can be sent at
no additional cost to the club. However, if the club chooses to send out generic mailings in
excess of 250 units, you will be charged for each piece based upon the established postage
rate.
4. Items should be sealed and submitted to the Sport Clubs office to mail.
A Sport Clubs staff member must approve all club mail-outs that go through the Department of Recrea-
tional Sports or any mail-out that uses the name of Texas A&M University as a reference.
The procedure for mail-outs is outlined below_______________________________________________
1. The name of the club should be hand written or typed above the department's address (see
above)
2. Completed envelopes must be mailed from the Department of Recreational Sports. The
mailbox (wire basket 2nd floor reception desk) is located in room 202 of the Student Recre-
ation Center
3. If mailing out a large quantity of letters, please provide your own mailing labels
4. Seal envelopes
Cost Saving Suggestions for Mail-outs_____________________________________________________
1. Reduce the number of mail-outs. If the tournament is primarily local, do not send mailings
to individuals with out-of-state addresses. Due to cost, international mailings should be
done at the post office and paid for by the club.
2. When letters are returned, please cross those names off your mailing list
3. Rather than do mail-outs, utilize email, social media and websites
4. For colleges, universities, and military bases, use the addresses listed in the NIRSA
Directory or NIRSA website (nirsa.org)
Club Name
Club Name
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Texas A&M Sport Clubs Guidebook 2022-2023
B. Sport Clubs Awards
The Department of Recreational Sports and the Sport Clubs Executive Committee provide the
following awards to show appreciation for the hard work and dedication the Sport Clubs lead-
ers display throughout the year. Names of clubs and leaders will be placed on plaques locat-
ed in the Sport Clubs room.
Sport Club of the Year
This award is given to the sport club that exhibits the highest degree of organization throughout the year.
Criteria for selection includes:
• Attendance and participation in Sport Clubs Association & Monthly Liaison meetings
• Demonstrated commitment to the promotion of the club through willingness to be involved
in and/or participate in group projects that positively represent the club
• Responsible management of club funds
• Ability to follow university and departmental procedures (e.g. facility reservations, reim-
bursement requests, purchasing)
• Demonstrated organizational skills through the delegation of club responsibilities among
members
• Student leadership (rather than advisor and/or coach involvement)
• Demonstration of strong leadership and cohesion that results in member retention
• Must have an administrative score in budget allocations of 8 or higher
Announcement of Sport Club of the Year will be made at the Sport Clubs Athlete Banquet at end of year.
Outstanding Sport Clubs Leaders
The Sport Clubs staff will select club leaders that exemplify the best in student leadership. These award
winners will be announced during the Sport Clubs end of the year event. Some of the criteria used to
select the leadership awards include:
• Willingness to share appropriate club information with the Sport Clubs staff
• Submit required paperwork in a timely manner
• Initiates projects that will promote the club within the University and local community
• Is a active force in directing the activities of the club
• Readily accepts responsibilities and completes tasks
• Reflects a positive example of a student and an athlete
• Reflects teamwork in an officer group
• Ability to problem solve and think critically to navigate club challenges
Leadership Team of the Year
This award will go to the collective group of officers who demonstrate a commitment to their own
organization and successfully administer their club within the proper policies and procedures set forth by
the Sport Clubs program. The Sport Clubs staff will determine the winner based on a year long evaluation
through conversations, communication, and actions by the officer group.
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Texas A&M Sport Clubs Guidebook 2022-2023
C. Advertising & Promotions
ALL FLYERS OR PROMOTIONAL MATERIALS (Print or electronic) should BE APPROVED BY THE
SPORT CLUBS OFFICE. Clubs should keep copies of their advertising and promotions on file,
including artwork.
The Department of Recreational Sports helps to coordinate the efforts of all Sport Clubs and to promote
the Sport Clubs Program in general. Rec Sports offers a variety of items for individuals who are interest-
ed in obtaining information regarding the Sport Clubs Program and is not presented in this guidebook,
and the Department of Recreational Sports website. Some promotional services available for Sport Clubs
include:
Instagram Stories via Rec Sports
If you have a special event or trip you would like to promote via the Rec Sports Instagram, please inform
the Sport Clubs staff to schedule with Rec Sports Marketing.
Bulk Email
If your club would like to send a message to the campus community through email, you may do so by
going to bulkmail.tamu.edu. There are guidelines and info on this site on how to get your message out.
All messages must be approved by the sport clubs staff.
Examples of use - promoting tryouts, informational meetings, games/events, or special events. Do not
promote regular practices or general club info.
Rec TV
Clubs are permitted to submit advertisements for special events or fundraisers to be shown on Rec TV.
In order to submit an advertisement, you must complete the following
• Create the advertisement according to the Digital Signage Instructions (obtain from Sport
Clubs Staff)
• It must contain club contact information, Rec Sports logo, and club website (if any)
• Submit to the Sport Clubs Office two weeks prior to the start date.
Advertisements can appear for 7 consecutive days per semester at no cost. Any advertisement after 7
days will cost $25 per week. If longer than 7 days, clubs must meet with the Marketing Staff for addition-
al paperwork. The Sport Clubs Office will advertise regular club schedules throughout the year on the
sandwich board in the Rec Lobby and highlight events each week for Rec TV.
Clubs will have an opportunity to promote their club or events by reserving a resource table in the Rec
Center. Clubs can utilize 1 free week per year of having this advertisement table in the lobby of the Rec
Center.
• Sport Clubs will promote regularly scheduled games and events on Rec TV
Clubs will have an opportunity to promote their club or events by reserving a resource table in the Rec
Center. Clubs can utilize 1 free week per year of having this advertisement table in the lobby of the Rec
Center. Complete a marketing resource table request form on the Rec Sports website at least 2 weeks
before the start date.
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Texas A&M Sport Clubs Guidebook 2022-2023
D. Concessions Guidelines
Concessions are defined as any public sales or solicitation on the Texas A&M University campus, includ-
ing main campus, Student Apartments, Research Park, and the RELLIS Campus. In order to sell mer-
chandise at Texas A&M University, Individual Sport Clubs must obtain a concessions permit from the De-
partment of Student Activities. A concessions permit is not required if the club is selling the following
items to club members only:
• T-shirts, apparel, jewelry, or other items, which bear the name or insignia identifying the
sport club sold to members only
• Soft drinks and other party refreshments sold to members only, not the University at large,
and so long as the concessions will be distributed in a manner as to not conflict with local,
state, or federal laws
• Admission tickets to events for members only
Clubs must obtain a concessions permit from the Department of Student Activities for any
sales that do not fall in the categories listed above. Due 5 days prior to start date (business
days)—THIS MEANS FRIDAY NOT MONDAY. FORM IS ONLINE
To be eligible for conducting concessions, clubs must abide by the following guidelines.
• The club must be recognized through the Department of Student Activities
• The club must have an up-to-date signature card on file
• Organizations may not exceed five days of concessions in a calendar month
• The organization’s advisor, president and/or treasurer must have completed the
Student Organization Finance Center Training Workshop in the current academic
year
• Must submit a concessions permit for each outside vendors selling at your event
OUTSIDE VENDORS ARE NOT PERMITTED AT EVENTS.
For specific questions regarding the Concessions Guidelines, please contact the Department of Student
Activities at 979.845.1133.
E. Collegiate Licensing
A Collegiate Licensing policy has been developed regarding the use of the Texas A&M University name
and its logos. Sport Clubs are allowed to utilize the trademarks upon approval of the Office of Collegiate
Licensing. Organizations seeking to use the trademarks on apparel items are required to utilize a li-
censed screen printer and receive approval of the Office of Collegiate Licensing. In addition, company
logos cannot be printed on the same side as the A&M trademarks or name on uniforms, apparel, or other
items. Please refer to the following guidelines in the Texas A&M University Brand Guide
(brandguide.tamu.edu) when considering the use of licensed marks.
1. The University’s marks must present a positive image
2. The University’s name and/or marks are not to be used in a way that could state or imply an
endorsement in the name of a business or logo, or in advertising services
3. The University Seal is restricted from use on items which could be construed as University
documents or publications such as: checks, certificates, rubber stamps, and anything which
could appear to be a University document, publication, or advertisement. The University
Seal may not be defaced, altered, overprinted, or dismantled in any manner
4. Uses of the University’s marks associated with alcohol, tobacco, condoms, gambling prod-
ucts, or items which could be used to maim, kill or that could present a high liability expo-
sure will not be licensed. Examples are knives, guns, cigarette lighters, or incorporation of
the University’s marks with merchandise (i.e. “Aggie Lite,” “Boozin,” etc.).
5. All licensees must use “TM” on products with the University marks on them. The “TM”
should be placed under the mark, to the right, and should be smaller, in order to not take
away from the appearance of the mark of the University.
6. Clubs SHOULD not order NIKE or Under Armour products to have the aTm logo on
them, they will NOT be approved as there is an agreement between Texas A&M
and Adidas.
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Texas A&M Sport Clubs Guidebook 2022-2023
7. The “A&M” and Texas A&M University must always be presented without spaces between the
three characters. Example: “A & M” is incorrect
8. ALL designs of printed materials AND APPAREL must be submitted to the Sport
Clubs Office prior to printing
9. All designs and modifications of previously approved designs must be submitted to the
Collegiate Licensing Office for review and approval before they can be produced or sold
10. Uses of the University’s marks associated with certain other mark(s) and/or works will not
be licensed. Examples are profanity, ethnic/gender/religious slurs, same words and/or
phrases with double meanings, homonyms, synonyms, near homonyms, near synonyms,
and poor taste. Art that tends to be “degrading,” or “simply ugly” will not be licensed.
11. Clubs MAY Not utilize the university seal or the athletic department logo of the
block ATM inside the outline of the state of Texas on ANY materials.
12. Be prepared to pay royalties to Texas A&M for any merchandise and apparel with
the Texas A&M logo.
It is recommended clubs receive approval from the Sport Clubs staff prior to entering into any
contractual agreements.
Sport Clubs are permitted to include the Texas A&M University name and logos on brochures announcing
club tournaments, games, or competitions. The following guidelines apply in these situations
1. Alcohol & tobacco products cannot appear on any T-shirt, jacket, etc. that will be sold and
has the name Texas A&M
2. When other types of advertising appear on the same side of an item, Texas A&M must be
2/3 larger than any other print
3. Texas A&M will not appear on the same side with any advertising or company logos. This
includes names of businesses that deal in alcoholic & tobacco products (e.g. Messina Hof).
4. Resale items that contain the Texas A&M name and/or logos must be approved in advance
by the Office of Collegiate Licensing (local T-shirt companies will do this for you). Please
allow extra time to have this done since you may be required to redo your artwork.
F. Contracts
All contractual arrangements made for competition or any other purpose must be made in the name of
the Sport Club and not in the name of the Department of Recreational Sports or Texas A&M University.
Any agreement entered into by the club is not binding upon the Department or the University. No club
may enter into an agreement with a guarantee of funding from the University.
Any contractual agreement shall not last more than a year.
G. Partnerships
Partnerships can be great relationships with business and community members. They can assist clubs
with financial assistance in return for promoting a business. Partnerships can involve either a monetary
contribution or in-kind contribution that includes donation of materials, equipment, or products. ALL part-
nerships should be discussed before agreement is final. Partners can NOT conflict with the universi-
ty or department’s existing partners. Some restrictions may apply, consult the Sport Clubs staff pri-
or to any agreements. Any establishment that has 51% or more of their profits from alcohol
sales WILL NOT BE PERMITTED.
A Partnership Agreement Form should be completed between the club and potential partner.
This should be submitted to the Sport Clubs Office for review PRIOR to signing.
Any partnership agreement shall not last more than a year.
Sample templates are available on the Sport Clubs website—under the Forms section.
Current Sport Clubs Partners:
It is HIGHLY recommended to NOT utilize conflicting businesses.
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 5: Facilities & Equipment
A. Recreational Sports Facilities
B. Facility Use Policies
Required Identification
Facility Rentals
Scheduling
Facility Reservations
Sponsoring Outside/Non-Affiliated Groups/Organizations
Inclement Weather & Outdoor Facilities
Lightning Prediction System
Weather Bug
C. Facility Inspections
D. Event Planning
Hosting an Event
Events with Minors
Online Marketplace
Additional Event Concerns
E. Equipment
A. Recreational Sports Facilities
As members of the Sport Clubs Association, you have access to facilities at little to no cost. This is a
privilege not afforded to other Texas A&M student organizations. Texas A&M Sport Clubs receive two
free events per year in the Rec Facilities during normal operating hours. (The following facilities are coor-
dinated and scheduled through the Department of Recreational Sports for Sport Clubs use.)
Indoor Spaces________________________________________________________________________
Student Recreation Center
 10 multi-purpose courts
 14 racquetball courts
 2 squash courts
 50 meter pool
 Diving well
 25 yard instructional pool
 Outdoor basketball & sand volleyball courts
 Outdoor 25 yard pool
 Lap swimming pool
 Special events rooms
 Meeting Rooms
Outdoor Space___________________________________
Penberthy Rec Sports Complex
 4 lighted artificial turf, 7 lighted natural turf fields, & 2 softball diamonds
 Batting Cage
Penberthy Rec Sports Complex Building includes
 Covered Pavilion
 Meeting Room
 Restrooms & Shower facilities
Cricket Pitch
 Located at the polo fields at the front of campus
B. Facility Use Policies
The following facility use policies have been established by the Department of Recreational Sports. As
representatives of the Department, all Sport Clubs members are expected to know, understand and
abide by these policies. Sport Clubs are very fortunate to have the unique benefit of access to these fa-
cilities at little or no charge. Misuse of facilities or abuse of this benefit will result in the loss of facility
use privileges for the club. Please remember the on-site Recreational Sports staff is authorized to modify
or discontinue any activity based on participant safety, potential damage to the facility, or non-
compliance with facility policies or staff requests.
PEAP (Physical Education and
Activity Program) Building
 4 basketball/4 volleyball courts
 4 classrooms
 2 multi-purpose rooms
 Weight room
 Gymnastics room
 Self defense room
 Fencing room
1
No more than six volleyball or five
basketball courts can be reserved
at 1 time in the Rec Center.
Texas A&M Sport Clubs Guidebook 2023-2024
a
Required Identification
Membership/Student IDs must be presented to the facility staff upon entering facilities coordinated by
the Department of Recreational Sports. Sport Clubs members and coaches are not exempt from this pol-
icy. Whether entering the facility for a scheduled Sport Clubs event or practice, or to utilize
the facilities for recreational activities, all Sport Clubs members should present the proper
identification. This also includes the Penberthy Rec Sports Complex and the PEAP Building.
Facility Rentals
All facilities needed for all Sport Clubs meetings, practices, tournaments, games, and other competitions
MUST be reserved through the Sport Clubs Office. At this time, Sport Clubs are not directly charged for
the use of facilities coordinated through the Department of Recreational Sports for practices and meet-
ings. In addition, Sport Clubs are permitted to host two special events per year AT THE REC CEN-
TER, THE PENBERTHY REC SPORTS COMPLEX, or THE PEAP BUILDING within the normal operat-
ing hours without paying facility rental fees. Clubs hosting more than two events per year will be re-
quired to pay the necessary court/room rental fees in any REC facilities, in addition to staffing
fees as deemed appropriate by the Department of Rec Sports. Regular conference games/
scrimmages will not adhere to the 2 special event policy.
Hosting National Competitions: When considering hosting national competitions, clubs WILL have to
pay for ALL facility rental charges, additional personnel costs, and potential guest fees.
Clubs will be billed for early openings, late closings, and any events exceeding the two currently permit-
ted at no charge. Clubs will also be responsible for direct costs (i.e. staffing, cleaning, etc) associated
with banquets and events hosted by your organization. In these situations, clubs will be billed according
to the following minimum staffing guidelines (charge will be $18/hour/staff member). In addition to the
staff below, you will need a Sport Clubs Supervisor based on event location.
Student Rec Center
 Two Facility Supervisors
 One student Medic
PEAP Building
 One Facility Supervisor
 One student Medic
Banquets
 1 Special Event Supervisor during
event, in addition to set-up/take down
(min. 2 hours)
Clubs may not sponsor or host events for another organization, including national leagues or
associations, so that they may avoid facility rental fees. In other words, the sport club must be involved
in all aspects of the event (i.e. planning, coordinating, etc.) Club should receive a tangible benefit from
partnering with another organization for a hosted event.
*Events involving youth may require additional facility staffing in addition to staffing listed above.
Scheduling
Listed below are the facility hours. Hours are subject to change; please check the Rec Sports website
(recsports.tamu.edu) for updates and break hours.
REC SPORTS DOES NOT OPERATE OR SUPERVISE PEAP UNTIL 5PM SUN-THURS
Aquatic Facilities
(in addition to staffing minimum for indoor facilities)
 Two Lifeguards
 One Head Lifeguard
Penberthy Rec Sports Complex
 PRSC Supervisor
 One student Medic
Penberthy Rec Sports Complex
Monday – Thursday:5pm-10 pm
Friday: 4 - 10 pm
Saturday: 12 - 8 pm
Sunday: 4 - 10pm
PEAP Building
Sun - Thurs: 5p - 11pm
Fri & Sat - Closed
*Does not include weekend special
events.
Student Rec Center
Mon – Thurs: 6 am – Midnight
Fri: 6 am – 11 pm
Sat: 8 am – 11 pm
Sun: Noon – Midnight
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Texas A&M Sport Clubs Guidebook 2023-2024
FACILTIY RESERVATIONS
All facilities needed for all Sport Clubs meetings, practices, tournaments, games, and other competitions
should be reserved through the Sport Clubs Office. Numerous campus groups and organizations utilize
Rec Sports facilities; therefore, it is vital that sport clubs schedules and facility requests are submitted in
a timely manner when requested. Failure to do so may result in scheduling conflicts, and other
organizations will not be bumped in order to accommodate Sport Clubs requests.
Facility reservations will be made by the Sport Clubs staff based on the schedules submitted by the club
leadership. You can find the facility reservation form linked in the spaces below.
 Sport Clubs Manager
 Rec Sports website under Officer Resources
DO NOT submit an event on the “Manager” in place of a facility reservation form.
Factors considered for approval include:
 Facility availability
 Compatibility of the activity with the facility use policies and procedures
 Safety and risk considerations
 Availability of appropriate staffing and supervision
 Other large events on campus
Remember your club is not guaranteed facility reservations based upon your request. It is important to
follow up with the Sport Clubs staff to determine the status of your request. Facility reservation
notifications will be uploaded to your Reservation channel in Microsoft Teams once confirmed by the
Department of Recreational Sports.
Reserve facilities BEFORE advertising an event.
Off-Campus “home” events and practices must be added to the “Manager” by going to
the “Events” tab, then “Create a home Event.” Some MAY require a trip request if out-
side of 25 miles from campus.
Please keep the following in mind when scheduling competitions and tournaments___________________
 Use good judgment when requesting times outside the normal operating hours. In most
cases, only very large tournaments should need the building to be available beyond normal
operating hours.
 Always verify your tournament hours with the Sport Clubs staff. This is the only way to be
assured that the building will be available.
 It is strongly suggested to review the university calendar for campus events.

Home events & practices will not be permitted on home football game
days. Check Athletic Dept calendar for special event weekends.
 Family Weekend - NO events will be permitted at Rec Sports Facilities.
 Final scheduled hours of the tournament MUST be finalized and submitted by the
15th of the month (ex - For any event in Aug, hours must be submitted by July
15th) for facility usage and personnel scheduling purposes. Changes will NOT be
made after the deadline.
 It is strongly suggested clubs set up courts, hospitality rooms, etc. the night before the start
of the tournament (9 - 11 pm). Please establish set up times with the Sport Clubs staff to
ensure that the facility will be available. Additional hours can be approved if warranted, BUT
NOT BEFORE 5PM.
 For outdoor facilities, always include an alternate date with your tournament information in
the case of inclement weather or event cancellations.
*NO Practices/Events are permitted if there are no classes, these dates
include: Labor Day, Fall Break, Thanksgiving Break, Winter and Spring Break,
Muster, & Easter Weekend.
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Texas A&M Sport Clubs Guidebook 2023-2024
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Sponsoring Outside/Non-University Affiliated Groups/Organizations
Clubs will host a number of events throughout the year for a wide variety of situations. The most
common reasons for hosting events are for either fundraising or for regular conference/season play.
There will be some instances where an outside group/entity or national governing body may want to host
on our campus, and will attempt to go through or use the sport clubs as a partner to obtain facility us-
age. The hope many times is for reduced rates by utilizing the sport clubs. The university has created a
campus wide policy on hosting events not associated with a campus entity/organization. In order for an
external group to host events on campus they must have a university “sponsor”.
The current Rec Sports policy on this is as follows:
Recreational Sports (Rec Sports) provides external clients the opportunity to host events at our facilities
through a formal sponsorship process. Prior to submitting a request for use of our space, the external
client must secure sponsorship from a recognized Texas A&M student organization, a Texas A&M Univer-
sity academic or administrative unit, or an A&M System member or affiliate. The external client sponsor-
ship request form must be completed and submitted to Rec Sports no less than fourteen (14) days prior
to the event date. Complex events (conferences, large gatherings, significant security required, etc.)
may require more notice.
Sponsorship of external clients requires the student organization/Sport Club or unit is in attendance at
the event. Additionally, the sponsoring unit (Sport Club) or group understands they assume
responsibility for any unpaid costs or damages associated with the event.
Securing a sponsor does not guarantee the request will be approved by Rec Sports. Other factors to be
considered are the availability of space, weather, and proximity to finals and holiday breaks. The Rec
Sport’s External Client Review Committee will review all requests within five (5) working days after the
receipt and provide the requestor with a response. Complex events may require a longer review process.
Before any club is permitted to host any event whether it is hosted by the club or by an external user
through the club, a meeting and discussion with the Sport Clubs Staff is required.
Texas A&M Sport Clubs Guidebook 2023-2024
Inclement Weather & Outdoor Facilities
To ensure the playability of outdoor facilities throughout the year, careful consideration will be given when
programming during rain or on wet fields. If standing water is visible or the possibility of damaging the
fields exists, events will be cancelled and rescheduled.
Information about field conditions and closures will be emailed to club officers. The basic guideline for
assessing the situation in the absence of the Sport Clubs staff is – if there is any question or doubt, re-
schedule.
Attempts may be made to contact officers directly through Microsoft Teams.
In case of inclement weather and/or poor field conditions the following policy should be followed for
event cancellations.
1. A Sport Clubs staff member or other Operations staff may cancel the game prior to starting
due to severe weather and/or dangerous playing fields.
2. In the absence of full-time Recreational Sports Staff, the decision to cancel an event prior to
starting will be the responsibility of the Penberthy Rec Sports Complex Supervisor
along with the Sport Clubs Supervisor.
3. Once the contest has begun, the responsibility for canceling the event rests with the
Sport Clubs Staff. Club officers and/or Recreational Sports personnel should inform the
game officials of the Department’s severe weather policy and any other pertinent infor-
mation to assist them in making a prudent decision once the contest has begun.
4. With the assistance of the Sport Clubs Supervisor, the Penberthy Rec Sports
Complex Supervisor will make the determination after 5:30 pm Mon-Fri.
For hosting purposes, keep up to date with future/upcoming forecasts. A potentially
bad forecast could result in early cancellations to prevent travel. Always keep the
safety of club members and visiting teams/fans in mind.
Lightning Prediction System
Lightning is a severe hazard that must be taken seriously. In an attempt to improve the safety of our
participants and visitors, Texas A&M University has installed a lightning detection system that will give
outdoor participants advance warning of possible dangerous weather conditions.
The lightning prediction system is capable of sensing atmospheric conditions and predicting lightning
strikes at ranges of approximately two miles. In the event that conditions are favorable for a lightning
strike, the system will give one long horn blast (lasting approximately 15 seconds) accompa-
nied by a flashing light. Once the dangerous conditions have passed, three short horn blasts
(approximately 5 seconds each) will sound and the flashing lights will turn off.
In the event of a system warning:
 Stop ALL activities!
 Seek shelter at the Penberthy Pavilion lightning shelter, in campus buildings, or cars/
trucks
 Avoid open areas, elevated ground, water, flagpoles, tall trees, metal fences, golf carts
or mowers, cellular phones, and radios
 Do not resume activities until the “all-clear” has sounded (3 short blasts)
In the event of a tornado warning, patrons should cease all activities and proceed to the designated
tornado shelter for their facility. The tornado shelters are the locker rooms of each facility. Remain in the
tornado shelter until the tornado warning has expired.
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Tornado Shelters
Texas A&M Sport Clubs Guidebook 2023-2024
WEATHER BUG
Whenever Thor Guard is inoperable, the following procedure will be followed:
 Weather Bug will be the ultimate tool for decision-making. If Weather Bug indicates lightning within
20 miles, all outdoor activity ceases immediately and announcements will be made. Operations su-
pervisors at the Rec Center and at Penberthy will monitor. First to notice makes the call and the su-
pervisor at the other location disseminates the information.
 If lightning is observed the supervisor will use the Weather Bug app to determine how far away the
strike occurred.
 If the strike was greater than 20 miles away, the facilities supervisors should work in conjunction
with the intramural and sport club supervisors to exercise sound judgement on how to proceed.
 Example 1 – The Facility Supervisor observes lightning and checks Weather Bug, and the nearest
strike was 33 miles away. The Intramural Supervisor indicates there are 5 minutes remaining in
their current round of games. The games can proceed while both supervisors continue to monitor
Weather Bug and lightning.
 Example 2 - The Facility Supervisor observes lightning and checks Weather Bug, and the nearest
strike was 21 miles away. They can reasonably deduct lighting is nearby and all activity needs to
cease. They will inform Sport clubs of their intent to evacuate the facility, so that they can inform the
clubs to end practice.
 Play may resume if there has not been a strike within 20 miles for 30 minutes.
 This information is being shared with clubs and intramural sports so please make sure to abide by it.
In addition, make sure to use the weather bug app/site and not something else you have on your
phone or that you prefer.
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Texas A&M Sport Clubs Guidebook 2023-2024
Equipment
 Equipment not in use should be far enough
off the playing surface so that players run-
ning or pushed out of bounds will not fall or
trip into it
 Equipment should be checked for damages
or repairs (i.e. missing bolts, broken parts,
etc.)
 No equipment should have jagged edges
 Training equipment should be in safe, work-
ing condition without temporary repairs
Bleachers
 Free of debris
 No broken seats
Practice
 Practice drills/skill development/
scrimmages/games should not hinder or
impose upon any other activity taking
place in the area
 Each club should remain within the space
assigned to that organization
Exits
 No debris or water in doorways or stairs
 All exit doors in good working order
 No doors propped open
 Exit signs highly visible
Equipment
 Balls are properly inflated
 No loose or unnecessary equipment in the
practice area
 All goals/standards are properly installed
Practice
 Activities associated with practice should not
hinder or interrupt any other activity taking
place in the area
 Each club should remain within the space
assigned to the organization
C. Facility Inspections
It is the intent of the Department of Recreational Sports to keep all facilities (both indoor and outdoor) in
safe, playable condition. The Rec Sports staff will make every effort to review the conditions of each
playing surface and surroundings prior to all Sport Clubs activities and events. However, it is important
the Safety Officer, along with Sport Clubs members, review facilities immediately prior to utilizing the
space and report any problems or concerns that may pose a hazard to the users of the area to the Sport
Clubs staff. Please use the following outline as a checklist when inspecting facilities.
Outdoor Facilities ____
Playing Surface
 Free of debris (i.e. cans, rocks, glass, etc)
 No holes
 No tire tracks
 No cords or bleachers on fields
 Grass mowed to a reasonable height
 No freestanding water Sprinkler heads
should be checked for repairs
 No designations that the field is under re-
pair
 Playing surface should be free of manhole
covers, trees, utility access, etc.
 Field playing dimensions should allow for
safety zones that are obstacle free
Miscellaneous
 Emergency Access Phone should be in
working order
 No vehicles parked on any grass/turf area
unless an authorized by the Rec Sports
staff.
Indoor Facilities _____________________________________________________________
Playing Surface
 Free of Debris
 No freestanding water
 No loose wall panels
Fixtures
 No broken windows
 Nets in good condition (no obvious tears)
 Wire cables and pulleys checked
 Mirrors clean and secured
 Mats clean
Lighting
 Ceiling lights in working order
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Texas A&M Sport Clubs Guidebook 2023-2024
D. Event Planning
Sport Clubs host a wide variety of activities throughout the year, including tournaments, games, compe-
titions, and banquets. It is important to properly plan for these events to assure success. Clubs should
also evaluate events once they have taken place to determine their value to the club. All clubs should
meet with the appropriate Sport Clubs staff member at least one month prior to hosting an
event or activity. This coordinated planning process should continue throughout the event and include
a Post-Event Evaluation meeting after the event is completed.
DO NOT PUBLICIZE OR PLAN TO HOST AN EVENT UNTIL YOU HAVE A FACILITY RESERVED!!!!
Please do not sign up for events to promote clubs without first checking to make sure:_______________
 It is an event the Sport Clubs staff approve of participating in
 Howdy Week Calendar
 The Sport Clubs Association is not already participating in/promoting Sport Clubs at that
event (MSC Open house & Rec-A-Palooza is an exception)
Sport Club staff will enter home events in the “Manager” submitted via facility reservation
form. All other home events (off-campus) should be created by the Sport Club Officers. Away
events must be submitted via (sportclubs.tamu.edu) the “Manager” through the Trip Request
form.
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Hosting an Event
Here some basic guidelines for hosting a Sport Clubs event on campus. Be sure to set up your event
meeting with Jessica Konetski, jkonet[email protected], 1 month in advance. In this meeting we will
review the following. If it involves youth, please see page 10 of this section. Those events need to have
a meeting at least 3 months in advance, along with a meeting with University Youth Programs.
1) Revisit your reservation times, to assure your event fits within the scheduled times. Those can be
found your Events channel on Microsoft Teams.
2) Complete the Maroon Link Event Form.
3) If you are selling merchandise, entry fees, admission or food, complete your concessions permit at
least 5 days in advance. Any item using a trademarked A&M Logo will need to be approved by our
office. Please email artwork. Companies that want to produce Texas A&M-branded merchandise must
get licensed through Collegiate Licensing Company (CLC). .
4) Complete the Equipment Request Form.
5) Parking: If there is a university event during the same weekend of your event, parking will be $10
per car/per entry. Always indicated parking needs in your Maroon Link Event form so Transportation
services reviews your form. Buses have a special parking location on campus.
6) Complete the Firehouse Request Form 1 week in advance to request meals for officials and email to
[email protected].
7) Instructions to set up registration can be found on page 9 of this section.
8) If your event involves food that is not pre-packaged, please follow the FOOD AT EVENTS instruc-
tions.
9) Make the Visiting Team Guide available to participants, spectators and coaches.
10) Prepare the Budget for your Event.
11) Send the Firehouse email to coaches and participants.
12) Have a representative from your team available for the duration of the event for questions and is-
sues that arise. You may need more than one. This person should not be playing in games.
13) Other items may be required depending upon your event.
Texas A&M Sport Clubs Guidebook 2023-2024
Clubs have an opportunity to take club dues, tournament registrations, etc, through an online source
from the university called FLYWIRE. This is a great service for patrons to pay with a credit card for your
event or club dues. FLYWIRE charges monthly fees. These fees consist of 3% of the net sales.
This price can change from year to year.
In order to have a program through the FLYWIRE, the club must complete the following.
FLYWIRE Training
The FLYWIRE training is to be completed online.
 Each person who will have FLYWIRE access, must finish the training before being set up in the sys-
tem.
 For the training, CONTACT THE SOFC complete the “Marketplace Training”
Once training is complete for all users, please bring the completed Flywire Agreement Form
(see below) with appropriate signatures to the Training Officer in the SOFC, located in Koldus
235.
Flywire Agreement
 A Flywire Agreement Form must be turned in to the SOFC for anyone to have access to the store. The
Agreement Form expires one year after the date it has written on it, and if anyone needs to change
roles or a new person needs to be added prior to the expiration, a whole new Flywire Agreement
Form must be turned in.
 Fill out the box at the top of the form and get signatures from your organization’s advisor and finance
chair/treasurer on the first and second pages.
The Store Manager (required) will manage the site set-up and maintenance, and can run re-
ports (usually the treasurer.)
The Store Clerk will add and edit products.
The Store Contact e-mail address will be on receipts generated by Marketplace as the appropri-
ate contact for customers and should either be the Manager or Clerk.
The Store Accountant (required) will only be authorized to pull reports regarding transactions.
 You do not need to have four different people listed, at least two are required. You can have one
person in multiple roles besides these two, so your Store Clerk and Store Accountant can be the
same person for example.
Flywire Tips
 It is important to select the correct account code for your product.
 Flywire users should be editing products at the following link:
https://tamu.estore.flywire.com/
 Flywire works best on Google Chrome.
 Every time you log on to Flywire you should be copying and pasting the link into the search bar.
 Every organization is prohibited from charging tax, therefore all products must be set to ‘No Tax’.
 Products can either be set to auto fulfill or not auto fulfill. If products are set to NOT auto fulfill, it is
the responsibility of the organization to fulfill all orders within 10 business days of the order date. If
products are not fulfilled within this time, the orders are subject to cancellation
.
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On-Line Registration-FLYWIRE
Texas A&M Sport Clubs Guidebook 2023-2024
Events With Minors
Annually, clubs may host events, such as, tournaments or clinics involving youth (minors under the age
of 18). When this occurs, there are additional responsibilities and procedures that organizations must
complete in order to host an event involving youth.
When considering what level your interaction with minors might be, you can use the following
guidelines as a start. A full risk assessment should be scheduled with University Youth Programs
and together, the appropriate levels of risk management will be decided. If you host this event
yearly, the club will be required to meet with University Youth programs once a year. Follow the
steps below to complete this process. Applications to host youth events are due 60 days in
advance of your start date.
What is a campus Program for minors?
 The participant group is made up, in whole or in part, of individuals under the age of 18,
 a university department, college, administrative unit, professional school, branch campus, rec-
ognized student organization, and/or third party is assuming care, custody, and/or control of
the participants, and
 may or may not collect fees from participants.
Please see the checklist below for the minimum requirements for hosting a youth tournament. If
your event falls under the University Youth Programs criteria, there will be additional items your
club will need to do. More information can be found at University Youth Programs - Home - Univer-
sity Youth Programs (tamu.edu). A more (linked here) detailed email will be sent out each semester
detailing this process.
Hosting a YOUTH tournament
1. Have a confirmed facility reservation.
2. Set up a meeting with University Youth Programs, email [email protected] .This should be completed
90 days in advance. A Sport Club staff member should be present.
3. All programs are expected to have Check-in/Check-out procedures, have at least two staff members
signed up for Code Maroon, a medical response plan, and are required to submit incident reports
within 24 hours of an incident.
4. Obtain the waiver for the youth participants:
Each blank space on the waiver must be completed with your event information
Further instructions can be found at cpm.tamu.edu, “Compliance” tab, “Liability waivers”.
Make this available to your participants, it must be signed by a parent/guardian.
3. Submit an Approval to Charge Form within your Event with Minors application.
 Estimate the cost based on an estimated number of participants.
 Insurance costs can be found at cpm.tamu.edu/finances/#insurance.
4. Set up your event meeting with Jessica Konetski (on-campus) or Keith Joseph (off-campus) 1
month in advance.
5. “Create an Event” on Maroonlink.tamu.edu from your club page.
6. Complete the Event with Minors Form, due 60 days in advance.
7. Begin Child Protection Training –passwords can be obtained from your advisor.
Instructions: https://cpm.tamu.edu/compliance/#child-protection-training
This is due the Monday prior to your event.
 All Certificates of completion can be uploaded to a google drive provided by Sport Clubs, along
with an electronic copy of those volunteers (club members/others) working your event.
This does not include officials or visiting coaches.
It can include your club coaches, club members and other volunteers
8. Following your event, a roster will need to be submitted to the University Youth Programs office.
9.. All waivers and rosters should be submitted to the Sport Clubs Office, no later than 5 days after your
event conclusion.
The waivers should be separated by team & division.
Waivers should be submitted alphabetically behind each roster.
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Texas A&M Sport Clubs Guidebook 2023-2024
Other Items to account for when hosting events:
 If your club is hosting an event, and playing in it, there must be designated officers for commu-
nication and a site contact for the event. The club is responsible for the event/tournament,
there may be situations where individuals/team MAY NOT play. The event/tournament MUST
have a trained club representative available at ALL TIMES during the event.
 For the safety of club officers, when hosting a large event (YOUTH TOURNAMENTS ACCEPT-
ING LARGE AMOUNTS OF CASH), you will be required to have a security guard (UPD) on
site, especially for cash handling.

When hosting a youth event, additional insurance is required. The club MUST pay for that addi-
tional insurance out of their SOFC account.
 Officers MUST schedule and have a POST-event meeting with one of the Sport Clubs Graduate
Assistants. This should be scheduled during the Event planning meeting.
 Parking needs for the event will be discussed during your event meeting. Completing the
Maroonlink event form will assist Transportation Services with informing your club about park-
ing concerns. INFO NEEDED AT LEAST 1 MONTH PRIOR TO EVENT
 NO OUTSIDE VENDORS are permitted at Club Events.
E. Equipment
The following items are available on a first-come, first-serve basis.
 6’ Tables
 Measuring tapes
 Flip scoreboards
 Stopwatches
 Water coolers/Ice Chests
 Sound System
To request equipment for a club sponsored activity:__________________________________________
 Discuss equipment needs at Event Planning Meeting
 Complete an Equipment Request form in the Sport Clubs office.
 Submit it at your Event Planning Meeting (equipment will be reserved on a first-come,
first-serve basis)
 The appropriate club contact will be notified via email if the equipment requested is not
available
 Coordinate date of pick up with Sport Clubs Staff, if staff is not assigned to your event.
On the requested pick up date:___________________________________________________________
 All equipment MUST be picked up between 9 am-5 pm (Mon-Fri) and checked out
with a staff member or with a Sport Clubs Supervisor during your scheduled event
set-up.
To return the equipment:_______________________________________________________________
 Make sure equipment is clean and sanitized before returning it to the Rec Center; clubs will
be charged if equipment is not returned in a satisfactory condition
 Return all equipment to the area it was picked up or with a Sport Club Supervisor
after your event.
 Clubs will be billed for the replacement cost of any equipment that is not returned
 Clubs MUST clean out and dry ALL coolers before returning them
 Cones/Pylons
 20’ x 20’ Tent - limited availability. For use on campus only.
 Cash bags
 Corner Flags
 TARP (indoor use only)
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Additional Event Concerns
Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 6: Finances
A. Types of Accounts
Department of Recreational Sports Allocations
Student Organization Finance Center
B. Budget Allocation Process
Allocation Request Procedures
Budgeting Suggestions
C. Methods of Payment
Department of Recreational Sports Credit Card
Rec Sports Credit Card Usage Policy
SOFC Credit Card Usage Policy
Invoiced Payment
Reimbursements
D. Donations
Monetary Donations
Equipment/Livestock Donations
E. Fundraising
Sport Clubs Former Students
The responsible management of organizational funds is critical to a club’s success. Club officers assume
the responsibility of guaranteeing expenses support the club’s mission and goals, and that expenses do
not exceed income. Texas A&M University has established guidelines and procedures regarding the use
of state funds. Sport Clubs officers are strongly encouraged to familiarize themselves with these policies,
and to coordinate club transactions with their advisor to ensure funds are utilized according to these limi-
tations.
A. Types of Accounts
There are three types of accounts that may be used by Texas A&M Sport Clubs. Each of these accounts
has very specific guidelines for utilizing the funds, and these accounts are explained in further detail be-
low.
1. Department of Recreational Sports Allocation
The Department of Recreational Sports receives funds from the University that are annually allocated to
the members of the Sport Clubs Association. These funds are allocated through the combined efforts of
the Sport Clubs staff and the Sport Clubs Executive Committee based on the requests of the clubs. The
guidelines for applying for these allocations are explained later in this section.
Allocation funds are available from Sept 1 - Aug 1.
ALLOCATION FUNDS ARE NOT TRANSFERRED INTO SOFC ACCOUNTS, INCLUDING THE ALL 9’S
ACCOUNT EACH CLUB HAS.
To access these funds, set up a meeting with a Sport Clubs professional staff member.
Examples of appropriate expenditures from
the Rec Sports allocation include___________
 Approved travel expenses (no gas)
 Lodging
 Rental vehicles
 Airfare
 Tournament entry fees
 League or Association fees
 Officiating fees
 Approved equipment purchases (MUST BE
INVENTORIED– Listed on TEAMS file)
 Approved team uniforms (Must stay with
the club)
 Safety Certifications
 Allocated monies should be used to-
wards collegiate competition events.
Anything outside of that, MUST be ap-
proved by Sport Clubs Staff.
 Other expenses as approved by the Sport
Clubs staff
 Risk Management items
Examples of inappropriate expenses include_
 Purchasing individual equipment needs
 Banquet expenses
 Coaching stipends and travel expenses
 Awards
 Newspaper advertisements
 Warm-ups
 Club t-shirts
 Fundraising Efforts (merch, supplies,
etc)
 Increase endowments
 Food
 Gas
 Apparel kept by individuals
 Backpacks
 Running non-collegiate events
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Texas A&M Sport Clubs Guidebook 2023-2024
2. Student Organization Finance Center Accounts
The Student Organization Finance Center (SOFC) is located on the second floor of the Koldus Building,
next to the Student Programs Office. OFFICERS ON THE SIGNATURE CARD must complete the
online training seminar prior to utilizing the services provided SOFC. Funds received from club activi-
ties such as dues, donations, and fundraisers must be placed in the SOFC account. Typically these funds
are utilized for awards, banquets, refreshments, meals, individual apparel, uniforms, gas, and resale tax-
es. Because funds in these accounts CARRY OVER from year to year, it is not necessary for the club to
spend all funds in the account each year. Clubs are responsible for off-setting allocation monies from Rec
Sports to pay for club related items through fundraising.
STUDENT ORGANIZATIONS/SPORT CLUBS ARE NOT PERMITTED TO HAVE OUTSIDE OF THE
UNIVERSITY BANK ACCOUNTS. ALL MONEY MUST BE HELD AT THE STUDENT ORGANIZATION
FINANCE CENTER (SOFC). Most clubs will have a 00000 account for general funds and 99999
account for transferred donation funds from the Texas A&M Foundation.
Records of student organizations are “public” and subject to audit by SOFC personnel, Texas
A&M University auditors, State of Texas auditors, advisors and other members of your club. It
is vital club officers keep very accurate records of all account transactions, including income and expens-
es. If a club is audited and cannot produce documentation verifying the transactions, then the author-
ized student signing the ledger sheet will be responsible for repaying the funds.
3. Endowments
An endowment is a gift placed in a permanent fund. The Texas A&M Foundation oversees these accounts
and disburses part of the income from the fund for the purpose the donor designates. These accounts
are established for a particular purpose (i.e. scholarships, large equipment needs, coaches stipend, etc).
Once the account reaches a balance of $25,000, the interest earned will be available for the club’s use.
The following information will be needed to set up an endowment________________________________
 Name of the club
 Purpose of the account
 Description of what the money can be used for (i.e. travel, equipment, coaches stipend,
scholarships, etc.)
Please see the Sport Clubs staff or Hailey Zavodny with Development and Sponsorships at hza-
[email protected]for information regarding the establishment of endowment accounts.
B. Budget Allocation Process
The Sport Clubs staff and Executive Committee have developed the following budgeting process to deter-
mine clubs’ annual Department of Recreational Sports allocation amounts. In addition to the club’s finan-
cial status and balances, these procedures place a strong emphasis on the following items.
 Current budget considerations
 Projected budget considerations
 Generated revenue
 Budget presentation
 Projected and previous competitions
 Travel considerations
 Administrative considerations
Annual goals will influence the nature of club activities for membership recruitment, competition, fund-
raising, etc. Once these objectives have been established, careful attention to the needs and services
that will assist the club in meeting these goals is expected.
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Texas A&M Sport Clubs Guidebook 2023-2024
Allocation Request Procedures
There are 5 tabs that need to be completed within the Budget Worksheet: Current Budget,
Projected Budget, Current Year Competition Sheet, Projected Competition Sheet, Checklist of
Sport Clubs Criteria. Remember to be specific when preparing your allocation requests! The more in-
formation you provide, the easier it will be for the Sport Clubs Executive Committee to understand your
needs.
Once you have determined the club’s needs and fundraising totals, allocation requests will proceed as
follows.
 Sign up for a budget presentation time through Google Doc that will be sent, and bring your
completed budget request to the Sport Clubs Executive committee during your presentation
time.
 Representatives from your club will have an opportunity to present the rationale for your
request to the Sport Clubs Executive Committee. This meeting will take place during the
month of March.
 After all proposals have been heard, the committee will complete rating forms based on cri-
teria presented earlier that will determine amounts. These rankings and recommendations
will be presented to the sport clubs staff for approval.
 Once final determinations have been made, each club will receive an email stating the exact
amount of the allocation
 Feedback can be given on presentations by sport clubs staff in the club’s following monthly
meeting to assist in development
 Clubs will have access to the funds beginning September 1st of each year
Budgeting Suggestions
The following suggestions should help you coordinate and effectively manage the funds utilized by your
club.
 Attend the budget workshop hosted by the Executive Committee.
 Keep and maintain an up-to-date ledger aside from SOFC statements. This provides for ac-
curate record keeping of ALL transactions in and out of your accounts.
 Once funds have been allocated, prepare an adjusted budget to accommodate the differ-
ences between the request and the actual allocation.
 Stay within your budget. Spend your money carefully and make sure expenses will assist
the club in reaching its goals. Receipt all expenses, keep copies of invoices, and record all
deposits. Keep track of all money that is spent and deposited. If you need to know your
current financial status, please contact the Sport Clubs staff.
 Pay your bills on time. If you are having difficulty making a payment, discuss the situation
with the Sport Clubs staff.
Do not ignore outstanding bills, these must be
paid, and if delinquent could result in an infraction.
 The treasurer should approve all expenditures. Require all club members to obtain approval
before they pay for anything for which they expect reimbursement. Obtain receipts, and do
not reimburse members for expenditures you did not approve in advance: No approval &
No receipts = No reimbursement.
 Devise a separate budget for major events (i.e. hosting a tournament, staging a race or
fundraiser, etc.) itemizing all projected income and expenses
 Receipt all income received. Be sure to record and deposit any cash received on the day it
was received.
 Learn to maintain accurate and up-to-date financial records. Club records are subject to
review and/or audit by the Department of Recreational Sports and/or Texas A&M University
at any time. It is vital that you maintain an accurate list of all income and expenditures.
 Plan and budget for attending national competitions.
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Texas A&M Sport Clubs Guidebook 2023-2024
C. Methods of Payment
A Sport Clubs staff member must approve all Sport Clubs purchases and expenses. Do not purchase
items and expect to be reimbursed, or make any verbal or written agreements for the purchase of
equipment without first receiving approval. Agreements made without approval are not binding to Texas
A&M University or the Department of Recreational Sports, which means the party involved in the
agreement will be held liable for all expenses.
Equipment purchased with Recreational Sports allocations becomes the property of Texas A&M University.
This equipment will be issued to the club for use during the year. All personal equipment must be pur-
chased by individual club members and remains the property of the individual. Other equipment pur-
chased by the club remains club property. The following methods may be utilized when making purchas-
es or paying for services depending on the product and price which are generally used for facility equip-
ment.
1. Department of Recreational Sports Credit Card
The full-time Sport Clubs staff hold credit cards that can be used to purchase items for club use. This
method is highly recommended and greatly expedites the purchasing process. To use the credit card:
 Contact the Sport Clubs staff to set up a time to come in and use the card—BE
SURE TO SUBMIT TOTAL COST OF ITEMS, PRIOR TO COMING IN
 For lodging, Sport Clubs may utilize an online booking system for hotel stays. This
site has negotiated/discounted rates for clubs. Set up a time to review options
with Sport Clubs Staff.
 If staying in the State of Texas, inform hotel that card is State of Texas tax exempt and pro-
vide the occupancy form (located in Sport Clubs Office)
 Based on a Hotel’s policies and charges, clubs may not be able to use card
 BE SURE TO CHECK YOUR RECEIPTS PRIOR TO LEAVING HOTEL/RENTAL PROPER-
TY.
 Rental addresses must be obtained and submitted once the property is booked.
 All orders placed with the credit card will be shipped to the Department of Recreational
Sports (See page 5 for address.)
 Clubs must have enough money in their allocation account to cover expense before purchas-
ing with a sport clubs credit card.
 The complete cost of the purchase will be subtracted from the club’s Rec Sports allocation.
Clubs utilizing the Rec Sports credit card for ANY purchases MUST submit ALL receipts/
statements/invoices to the Sport Clubs staff NO LATER THAN 48 HOURS AFTER the comple-
tion of the event or time of purchase for equipment that the card was used for. If the club and
officers do not comply, ALL CLUB ACTIVITIES including, but not limited to: ALL practices,
competitions, travel, access to funds (no signatures for check requests), etc. WILL BE SUS-
PENDED IMMEDIATELY until all receipts have been submitted to the Sport Clubs staff. Re-
ceipts must be itemized. Clubs MAY NOT take Rec Sports credit cards outside of the office.
FIRST OFFENSE - ALL practices will be cancelled, no access to funds (no check requests will be signed)
until ALL paperwork is submitted to the Sport Clubs staff. IF paperwork is submitted AFTER the 48 hr
deadline, the club’s NEXT scheduled practice WILL BE CANCELLED for EACH day paperwork IS NOT
submitted. (Example: If paperwork is due on Tuesday by 5 pm, and it is turned in at 12 pm on Wednes-
day, there will be NO PRACTICE on Wednesday), and an automatic $100 will be deducted from the Rec
Sports allocation.
SECOND OFFENSE - ALL club activities will be CANCELLED including competitions, funds will be frozen
(no check requests will be signed), practices, meetings, etc. Same scenario as first offense are applied
as far as turning in paperwork. An automatic $200 will be deducted from the Rec Sports allocation.
The club will NOT have access to the Rec Sports credit card for 6 months (excluding the
months of May, June, and July). If out of allocation money, club will not be permitted to use
for the 1st month of the school year.
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Rec Sports Credit Card Usage Policy
Texas A&M Sport Clubs Guidebook 2023-2024
2. SOFC Credit Card Usage Policy
To utilize money from the club’s SOFC account through a credit card the following will occur:
Consult the SOFC to insure your club has the money to pay for the entire purchase
Complete an SOFC Credit Card Payment Request Form (eCredit Card Payment Request)
Have a sport clubs staff advisor review and sign electronically
OVERESTIMATE THE TOTAL COSTS
Ask SOFC staff member to assist with purchase
Submit any and all receipts from credit card purchase to the SOFC within 48 hours (end of event)
Record/make note of amount in club’s ledger to reflect amount deducted for purchase
For hotels, you must have a reservation (use personal credit card) before going to SOFC.
 PURCHASES FOR TRAVEL—
Prior to Travel - to use SOFC funds a travel memo can be obtained from the Sport
Club Staff for any purchases.
After travel is complete—A travel form password WILL BE sent once your trip is
approved, which can be used for purchases.
3. Invoiced Payments
In some instances, clubs may choose to be invoiced for services or for the purchase of items. The fol-
lowing procedure should be followed for the payment of club invoices through the Rec Sports allocation.
 Obtain approval for the payment from the Sport Clubs staff
 All orders should be delivered to:
Club Name (Required)
Attn: Keith Joseph or Jessica Konetski (Required)
Department of Recreational Sports (Preferred)
Texas A&M University (Required)
4250 TAMU (Required)
College Station, TX 77843-4250 (Required)
 Once the items have been received, the accuracy of the shipment should be verified with the
Sport Clubs staff
 Submit the invoice to the Sport Clubs staff for payment
 Allow 3 – 4 weeks for the processing of payments made in this way
 The complete cost of the payment will be subtracted from the club’s Rec Sports allocation
 New vendor/W9/Direct Deposit form may be necessary - studentactivities.tamu.edu/
resources/forms
4. Reimbursement
Reimbursements can ONLY be made to individuals. The Department cannot reimburse money directly to
the club or into the club’s SOFC account under any circumstances. To request a reimbursement:
 Obtain approval prior to the purchase from the Sport Clubs staff
 Once the items have been received, the accuracy of the charge should be verified with the Sport
Clubs staff
 Submit the following paperwork to the Sport Clubs staff:
 Receipt showing the name of the individual who made the purchase or paid for the
service (this name must match the name of the individual being reimbursed).
Receipts must be itemized.
 A completed Reimbursement Request form including the name, UIN, and mailing address
of the individual being reimbursed—ONLINE at OFFICER RESOURCE TAB
 How payment was made (Cash, Credit, Check)
 The Department cannot reimburse the payment of sales taxes, credit card
service fees, or purchase of gas. See page 43.
 The total reimbursement amount will be subtracted from the club’s Rec Sports allocation
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Texas A&M Sport Clubs Guidebook 2023-2024
5. Cash Advances
Cash Advances are NOT available through Rec Sports. Instead, sport clubs are highly encouraged to uti-
lize the Rec Sports credit card whenever possible. Clubs MAY utilize funds from their SOFC account if
cash payment is the only available option. Cash Advance forms may be found with Student Activities.
Do not pay for services with a cash advance (i.e. payment for officials).
The primary purpose of fundraising is to solicit donations from individuals or organizations to support a
particular cause or organization. The purpose of sponsorship, on the other hand, is to obtain financial or
in-kind support from a company or organization in exchange for promotional benefits.
D. Donations
It is important to report donations and gifts to the Sport Clubs staff to ensure donors receive the
necessary acknowledgements in a timely manner. The IRS does not classify Sport Clubs as “charitable
organizations,” therefore individuals wishing to receive the tax benefits of donating to members of the
Sport Clubs Association must follow the procedures outlined below.
Monetary Donations
1. A form letter for making contributions to Sport Clubs has been created for each individual
club. These letters are available by contacting any member of the Sport Clubs staff and
should be mailed to potential donors.
2. If possible, avoid cash donations. Checks are preferred. If cash is accepted, it is important
to give the donor a receipt and to get his/her name and address. This paperwork will be re-
quired for the donor to receive the necessary acknowledgements.
3. Checks should be made payable to the “Texas A&M Foundation" with the name of the specific
sport club appearing in the memo section of the check. Checks made out to the club itself
will NOT be tax deductible.
4. If possible, letters outlining the donor’s wishes should accompany all donations.
5. Donations and letters should be delivered or mailed to:
Club Name (Required)
Department of Recreational Sports (Preferred)
Texas A&M University (Required)
4250 TAMU (Required)
College Station, TX 77843-4250 (Required)
6. ONLINE DONATIONS can be submitted through the Texas A&M Foundation website:
Giving.tamu.edu - For Specific directions, contact the Sport Clubs staff.
Equipment & Livestock Donations
1. The item or animal must be inspected by a knowledgeable club member, the Sport Clubs Di-
rector, or Dr. Leslie Easterwood and/or Dr. Cleet Griffin (for horses) to judge its condition and
suitability for the club.
2. Prior to accepting a donation of equipment or livestock clubs must:
 Determine and locate appropriate storage or housing space on campus
 Receive approval from the Sport Clubs staff
 Vet checks and accepted specific scans performed on horses.
3. Upon delivery of the equipment or livestock, the following must be given to the Sport Clubs
Staff:
 A letter from the donor stating the condition and the market value of the donation
 A picture of the item or animal
 Independent Appraisal from someone NOT employed by donor or associated
with club.
 For tax deduction, an IRS F8283 form must be submitted.
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Donations/Fundraising vs. Sponsorships
Texas A&M Sport Clubs Guidebook 2023-2024
4. The Sport Clubs staff will send a letter to both the donor and the Texas A&M Foundation ver-
ifying the receipt of the equipment or livestock. The Foundation will send the appropriate
acknowledgements for tax purposes.
5. In most instances, the item or animal will be put on the Sport Clubs Program Inventory
E. Fundraising
Although clubs receive some monetary support from the Department of Recreational Sports, the funding
of club activities is primarily the responsibility of each club’s membership. DO NOT wait until the end
of the year to do this. This should be an on-going process throughout the year. It is important mem-
bers take an active role in raising funds to reduce the individual costs associated with participation in the
club. Before organizing a fundraiser or soliciting funds from donors, club leaders should communicate
their plans with the Sport Clubs staff to ensure compliance with University policies and procedures.
Some possible fundraising activities include:
 Letter campaigns to friends and alumni of the club
 Profit shares with local businesses/restaurants
If you need a w-9 form or tax ID for a profit share, ask the Sport Clubs staff
 Merchandise sales
 Athletic concessions
 Athletic facility clean ups
 Tournaments
 Youth camps/clinics
Each of these activities requires planning and coordination. All plans should be discussed with the Sport
Clubs staff. The following guidelines will help make your fundraising efforts successful.
 Determine the purpose of the Fundraiser
 Develop a fundraising officer position to coordinate and direct fundraising efforts
 Require all club members to participate in the activity
 Avoid scheduling conflicts with other major campus and community events
 Utilize various forms of media to promote and publicize the activity
 Reserve the appropriate facilities well in advance
 Keep accurate financial records of all monies spent and received
 Prepare a report about the fundraising activity to help future club members plan
similar events
Sport Clubs Former Students
Sport Clubs are highly encouraged to maintain contact with former club members. The development of
an accurate mailing list takes a lot of time and patience. However, once complete, an alumni mailing list
can prove to be very beneficial to the club. To create an alumni mailing list:
 Utilize the former student database available through the Association of Former Students to find
mailing addresses
Sport Clubs may not contact individuals who are not associated with the club without receiving approval
from the Texas A&M Foundation. Please coordinate these efforts with Hailey Zavodny with Development
and Sponsorships at [email protected] for Rec Sports.
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 7: Travel Guidelines
A. Student Travel Guidelines
B. Trip Planning
Driver Selection
Sample Timeline for Trip Requests
Alertdriving.com Training
Class Absence Requests
Travel Options
C. Expectations During the Trip
Emergency Procedures
Sport Clubs travel annually more than 250,000 miles for games, tournaments, and other competitions.
With such a heavy emphasis placed on safety and managing risks it becomes very obvious travel is an
area that will be closely watched and discussed. Realizing this fact, it is important you as student leaders
understand the liability associated with travel, as well as the various options that are available for the
club’s use.
A. Student Travel Guidelines
Texas A&M University instituted a student rule that governs student travel, as well as an accompanying
standard administrative procedure that provides guidelines for safe driving practices in large capacity ve-
hicles. It is imperative your organization follows the travel procedures established by the Sport Clubs
staff in order to ensure adherence to the suggested guidelines. The following information is meant to
provide a general explanation of the student travel policy and how it affects your organization.
13.04.99.M1.01 – Student Travel Procedures & 24.01.01.M0.01 – Van Safety Procedures
The student travel rule governs travel undertaken by students to an event or activity located more
than 25 miles from the University and is:
• Organized and/or promoted by a Sport Club or representing the University (including All-Star
events)
• Sponsored and/or by the University,
• Undertaken using a vehicle owned or leased by the University, or
• Required by a student organization registered at the University
The rule specifies trips that meet these criteria must abide by the following guidelines:
Required Documentation____________________
• Student Travel Notification – The Sport Clubs
staff will notify Student Activities office for the
Critical Incident Response Team (CIRT) with
the required information for clubs that submit
a Sport Clubs Trip Itinerary within the timeline
specified in this guidebook.
• Waiver and Release Forms – All student trav-
elers must have an APPROVED Assumption
of Risk/Standard of Conduct/Head Injury and
Concussion form on file with the Sport Clubs
staff. Students under the age of 18 must
have a release signed by their parents or legal
guardian.
Privately Owned Vehicles_______________________________________________________________
Students driving privately owned vehicles must:
• Have a valid U.S. driver’s license
• Possess personal automobile insurance coverage as mandated by the State of Texas
• Have a current state inspection and Registration if applicable based on state.
Rental/Commercial Vehicles_________________
If you are utilizing rental/commercial vehicles for
the trip, all drivers must:
• Be at least 18 years of age
• Possess personal automobile insurance cover-
age as mandated by the State of Texas
• Possess a valid driver’s license
• For 11-passenger vans, drivers must be
at least 21 years of age and complete the
large capacity van operation instruction
provided by the Transportation Service
Center. Please see the instructions for
alertdriving.com provided in page 4 to
ensure adherence to this requirement.
NO driving/travelling between midnight and 6 am
International Travel
Eligibility Checks
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Texas A&M Sport Clubs Guidebook 2023-2024
B. Trip Planning
The traveling process requires organization, attention to detail and planning on the part of Sport Clubs
leaders. For all travel: Club leaders should discuss each trip with Sport Clubs staff in their monthly
meetings to ensure proper planning of trips. During this meeting, club leaders should be prepared
to discuss:
• Purpose of the trip
• Travel route
• Itinerary (i.e. lodging, timeline, etc)
In order to compete and travel, a completed SPORT CLUBS TRIP REQUEST FORM ONLINE
THROUGH SPORTCLUBS.TAMU.EDU must be submitted at least TWO WEEKS prior to depar-
ture. If the trip request is NOT submitted, the club will not travel.
ALL information (FINALIZED rosters, driver agreements, etc) MUST be submitted by 5 pm on Wednes-
day the week of travel. Failure to do so will result in the club not traveling.
ANY roster changes MUST be notified to the Sport Clubs Office (if you are removing members from the
travel roster after Wednesdays at 5 pm). The Sport Clubs Office must have an accurate list of travelers.
If a person does not have an AOR approved through the MANAGER website, they WILL NOT be
visible to add to the trip request and eligible to travel and compete.
Trip Request info:
• ONLY club members who have an approved AOR/SOC will be visible and available to be added
to a trip request.
• *ONLY CLUB MEMBERS COMPETING MAY TRAVEL! Exceptions may be made by the Sport
Clubs staff. Set up a meeting to discuss these situations.
• Injured players MUST be removed
• ONLY Officers may submit a trip request
• Those who have a submitted and approved Driver’s Agreement will be available to be added
to the trip request to drive. Clubs MUST have 2 drivers per vehicle.
• REQUESTED VEHICLES MUST BE SUBMITTED BY MONDAY 12PM, TWO WEEKS PRIOR OF
TRAVEL, THROUGH THE TRIP REQUEST SUBMISSION ON THE MANAGER.
• Destination, date(s) of departure, competition, and return, description of travel route
• Emergency contact number(s) while on the trip
• An in-travel contact must be designated along with a safety officer FOR EACH ITINERARY
If the information on the Trip Request is not complete, clubs will be unable to utilize Rec
Sports funds or obtain reimbursement for expenses incurred as a result of the trip. In addi-
tion, clubs could face disciplinary action for failing to abide by the trip planning process.
Driver Selection
All drivers are required to complete a Driver Agreement form through SPORTCLUBS.TAMU.EDU pri-
or to each trip. In order for an individual to be eligible to drive during sport clubs trips, they must:
• Submit a Driver Agreement form
• Be at least 18 years of age, and have a valid United States issued driver license
• Possess personal automobile insurance coverage as mandated by the State of Texas
• Not have exceeded two at-fault accidents/violations within the last 18 months or have any
violation in the last 2 years for drunk driving, driving under the influence of drugs, or reckless
driving, or have a reinstated license in effect less than one year after revocation
• Agree to obey all local, state and federal traffic laws, agree not to drive under the influence
of alcohol or any illegal drug, agree not to possess or transport any alcohol, illegal drugs,
firearms or weapons, agree to wear a seatbelt, and agree to avoid horseplay, racing or other
distracting or aggressive behavior
• Not permit any unauthorized persons to drive the vehicle
• When updating insurance info, individuals MUST complete a new form
• Mode of transportation
• Selection criteria for drivers
• Emergency procedures
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Texas A&M Sport Clubs Guidebook 2023-2024
Sample Timeline for Trip Submissions
The following is an example of a timeline for submitting a trip request:
EX - Travel to begin on Friday, September 9, 2022
Trip requests are due AT LEAST 2 weeks prior to travel.
Trip Request MUST be submitted on the Manager site NO LATER than Friday, August 26th at
5pm. Submitting AFTER the 2 week prior deadline may result in a club NOT travelling.
If rental vehicles are needed, those MUST be submitted at this time through an itinerary.
Vehicle Requests CANNOT be added within 2 weeks of travel.
Submit Itineraries for the detailed trip info.
Multiple itineraries must be submitted if staying at different lodging or leaving/returning at differ-
ent times.
Changes/Updates can be made to trips, itineraries, rosters, adding drivers, etc until 5pm,
Wednesday, September 7, 2022.
After this deadline, NO additions to rosters or changes to itineraries made occur.
Exception - clubs CAN delete/remove participants by contacting the Program Assistant at
sportcl[email protected]u.edu.
If a member/player is NOT traveling, the club MUST inform the Program Assistants PRIOR to
travel.
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Texas A&M Sport Clubs Guidebook 2023-2024
Alertdriving.com Driver Training
Individuals who drive large capacity vehicles must complete training. Texas A&M has established an on-
line training tool through www.alertdriving.com. Anyone who will be driving large capacity vehicles dur-
ing Sport Clubs trips must complete this short training course. The Department of Recreational Sports
pays a $10 fee for each individual being certified, it is strongly recommended your organization determines
five or six individuals who will be responsible for driving during the various trips throughout the year.
Sport Clubs will pay for the first 4 people of each club to complete training. Clubs must pay for
additional training courses. The process for being certified to drive large capacity vehicles will be as
follows:
1. Clubs will need to submit a list of names and email addresses of those club members who will
need the training. THEY MUST BE 21 YEARS OF AGE OR OLDER! Please submit the list to
the Sport Clubs Director. Clubs will then receive a reply email with details on how to complete
the training.
2. It is REQUIRED you have at least two drivers per vehicle requested (i.e. if you need four
vans, eight different drivers should be named)
3. Upon receiving an email with directions, follow the link to alertdriving.com and click on the
“Member Login” link
4. When prompted, enter the username and password
• On your first login, you will be prompted to enter a new password for security purposes
5. The screen will present information through slides, statistics, and a video that will be needed
for completion of the quiz
6. To successfully complete the course, you must receive at least an 85% on each sections
7. Certificates of completion must be submitted to - sportclubs.tamu.edu
8. In order to rent a large truck or cargo van, individuals must follow these procedures as well.
Club members may need to be absent from classes in order to attend scheduled Sport Clubs competitions.
Club members can prevent misunderstandings and academic difficulty by obtaining a letter from the Sport
Clubs staff verifying the club’s plans to travel and compete. Club members are HIGHLY encouraged to
inform instructors WEEKS in advance of the event prior to giving them a class absence request letter.
Class absence request letters will be given out before trips, NOT AFTER A TRIP. In order to
receive a class absence request letter, the club member’s name must appear on the Travel
Roster on the Trip Request Form.
Sport Clubs travel is NOT a university excused absence; therefore, class absence request let-
ters do not mandate professors excuse the absence.
Club members are responsible for all work missed during their absence and are required to comply with
their instructor’s demands for rescheduled or make-up exams and assignments.
On Sport Clubs Trip Request form, mark “yes” for class absence request letters, if needed. Class absence
request letters will not be distributed until the trip is approved.
The class absence request letters will be typed on Department of Recreational Sports letterhead and
signed by the Sport Clubs staff. Copies for each student can be picked up in the club’s mailbox not less
than 3 business days after submitting the request.
It is recommended that you inform club members to highlight their own name when providing this request
to a professor.
Class Absence Requests
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Texas A&M Sport Clubs Guidebook 2023-2024
Vehicle Daily Rate Weekly Rate
Full Size Sedan $40.00 $230.00
Standard SUV (5 passengers) $65.00 $373.75
Large SUV (7 passengers) $100.00 $575.00
Mini Van (5-6 passengers) $64.00 $368.00
*Full Size Van (11 passengers) $125.00 $718.75
*Cargo Van (2 passengers) $106.50 $586.00
*Truck (for towing) $105.50 $658.00
Travel Options
The following options are available for use by Texas A&M Sport Clubs during authorized trips:
1. Commercial Rental____________________________________________________________
Some commercial rental companies (i.e. Enterprise, etc) have state contracts enabling clubs to receive
a lower rental rate. Rental of these vehicles are direct billed to the Department of Rec Sports. If your
clubs is required to pay for the vehicle, an invoice will be placed in your club mailbox.
One-Way vehicle rentals to airports are NOT permitted.
• Prices below are for local pick up and drop off. Additional charges will be assessed for
vehicles rented at airport locations.
• Please treat these vehicles as if they were your own. It is a privilege for our Sport Clubs to
use these commercial vehicles in lieu of having to use personal vehicles.
***Sport Clubs will pay for/cover rental charges for: In-State regular season competitions.
***Sport Clubs WILL NOT pay for Out of state competitions. ALL rentals for National and
Post-Season competitions (regardless of if in Texas) MUST be paid by the clubs. If club has
Allocation money remaining, it can be used for these situations. Otherwise, payment must be
made from SOFC direct to Enterprise. Invoices will be put in club mailboxes.
Enterprise Rates are as follows:
* These vehicles DO NOT have unlimited mileage. After 200 miles there is $.20 per mile
charge. Clubs MUST pay for these vehicles out of their SOFC account.
2. Private Automobiles_________________________________________________________________
Be sure each vehicle has appropriate insurance, current inspection and registration and that individuals
traveling in private vehicles understand they do so at their own risk. Drivers need to be aware that
by choosing to drive, they assume responsibility for the safety of those traveling in their ve-
hicle.
3. Airline flights______________________________________________________________________
Before ANY flights are purchased ALL flight times MUST be approved by the Sport Clubs Staff
to insure travel times adhere to the sport clubs travel policy. When seeking flights, be sure to
include travel time to and from the airports. For example if you are looking at 6am flights, this will not
work, as there will be travel time that exceeds the midnight to 6am driving restrictions. Flights that de-
part or arrive close to the times must be approved, and lodging must be secured as well to avoid driving
during restricted hours. All measures are in place to heighten the safety of our participants. It is en-
couraged to utilize the Sport Clubs or SOFC credit cards to make airfare purchases.
4.Charter Bus________________________________________________________________________
Clubs will need to contact bus companies to secure pricing. Payment should be from the SOFC, but
there may be cases where part of a club’s allocation could be used. Clubs must also provide a hotel
room for the driver.
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Texas A&M Sport Clubs Guidebook 2023-2024
When teams have an opportunity to travel outside of the US. There are some additional procedures that
must take place to ensure the trip is approved. For International travel, trip requests form must be sub-
mitted ONE MONTH in advance of travel. Also, ALL club members traveling internationally MUST regis-
ter their trip and details with Study Abroad Office on campus.
ALL trips must be registered at - studyabroad.tamu.edu
Eligibility Checks
**All competing and traveling members MUST meet Sport Clubs Guidelines to be eligible.
If a member is ineligible, they WILL NOT be available to add onto the trip request.
All Sport Clubs must abide by the conference, regional, and state rules and regulations that govern their
sport. A club representative should go to the registrar’s office at least three weeks in advance when re-
quired to obtain certificates of eligibility from the University (statements verifying current student status
and progress toward a degree). If the Registrar’s stamp is required, failure to give adequate time for
completion may result in the club not obtaining the necessary paperwork in time.
To obtain a certificate of eligibility, clubs should supply a letter to the Office of the Registrar
(registrar.tamu.edu) that specifies:
1. Each student’s correctly spelled full name and ID number
2. What is to be verified (i.e. registered, currently enrolled, full-time status, progress to-
ward a degree, good academic standing, GPR, other). It is the club's responsibility to
request this information from their governing association. Failure to submit this infor-
mation will delay the verification process.
3. If not on your NGB form, then complete the following step
In order to release certain information (e.g. GPR) the University must have the
signed permission of each individual. The Information Release Form, which can
be found on the Sport Clubs website, must be completed and submitted
in order for the University to release and check grades and status. Clubs
MUST go to the registrar’s office prior to bringing to the Sport Clubs’ of
fice for signatures.
C. Expectations During the Trip
As representatives of Texas A&M University and the Department of Recreational Sports, all Sport Clubs
members are expected to conduct themselves in an appropriate manner whenever and wherever they
may travel. Any reports of activities that negatively reflect upon the University will result in disciplinary
actions. All funds will be frozen until the situation is resolved. Have more than 2 drivers on extended
trips.
Sport Clubs members abide by the following safety guidelines.
• For large capacity vehicles, do not exceed 11 passengers per vehicle
• Obey all traffic laws and regulations, especially speed limits
• Do not consume, possess, or transport alcoholic beverages, illegal drugs, unauthorized firearms, or
other types of weapons
• If an accident occurs, or damage to a rental vehicle, a sport clubs staff member MUST be
notified.
• EVERYONE MUST wear a seat belt at all times. The number of passengers in the vehicle must
not exceed the number of available seat belts at any time.
• Do not transport luggage or other items on top of large capacity vehicles.
• Avoid horseplay, racing, or other distracting or aggressive behavior
• It is recommended to travel with at least one CPR & First Aid certified member
• Allocation money will NOT be utilized to pay for parking tickets OR TOLLS
• If a member suffers a concussion/head injury, the sport clubs staff MUST be notified
International Travel
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Texas A&M Sport Clubs Guidebook 2023-2024
Continued from Previous Page
• Travel with a team emergency contact list & safety officer binder
• Avoid driving when conditions are hazardous (i.e. fog, heavy rain, snow, ice, etc).
Be prepared to stop and check in to a hotel when fatigue or travel conditions warrant.
• Plan routes out in advance, carpool and caravan where possible
• Divide the trip into segments, stopping for rest when necessary
• Ensure everyone has the appropriate phone numbers and there are designated check-in
times.
• On extended trips, have at least one other approved driver in the vehicle. It is
recommended drivers rotate every two hours.
• A passenger or second driver should ride in the front passenger seat and remain awake at
all times
• Avoid taking medication prior to driving, especially if the label warns against operating a
vehicle while taking medication
• When in doubt, use common sense when you drive
• If an accident or breakdown occurs, know and follow the emergency procedures below.
DO NOT drive between midnight and 6 am
Emergency Procedures
If you are involved in an accident:________________________________________________
• Stop immediately and notify the local police or call 911
• Refer to the Emergency Contact Card and follow the Emergency Contact Protocol in Chapter
8 – leave messages if necessary
• Fill out a police report (necessary for insurance purposes)
• Obtain the names and addresses of all witnesses
• Do not make any statements as to who is at fault, nor should you make any offers to pay
damages. Fault or legal liability will be decided by the appropriate authorities.
• If you are driving a rental vehicle, contact Enterprise immediately and contact the Sport
Clubs staff on the day of the accident to notify of situation
• If an accident occurs, club officers MUST inform a Sport Clubs staff member on the day of
the accident to acknowledge the information
If someone is injured in the accident:_____________________________________________
• Call 911 immediately and obtain medical attention
• Consult the member’s medical release form for any special needs
• Follow the Emergency Contact Protocol listed in Chapter 8, page 7
If a breakdown occurs:________________________________________________________
• Contact the DPS Non-Emergency Roadside Assistance at 800.525.5555 (also *DPS on
many wireless phones)
• If driving a rental vehicle, contact Enterprise at 800.736.8222
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 8: Risk Management & Safety
A. Elements of Risk Management
Types of Risks
A. Critical Incident Response Team (CIRT)
B. Weapons Policy
C. Sport Clubs Safety Officer
E. First Aid Kits
F. EMTs/Athletic Trainers
G. Concussions/Head Injuries
H. Emergency Procedures
I. Emergency Contact Protocol
Risk management is neither costly nor burdensome. A good risk management plan will assist you in co-
ordinating events and travel that will increase the safety of participants and spectators. The Department
of Recreational Sports expects clubs to operate in a manner that reflect this belief and attempts to pro-
vide clubs with the resources needed to implement a comprehensive risk management plan. In addition
to the risk management guidelines already presented throughout this guidebook, the Department of Rec-
reational Sports has developed the following protocols to improve the safety of the students involved
with the Sport Clubs Program.
A. Elements of Risk Management
Risk management is the process of advising organizations of the potential and perceived risks involved in
their activities. It also includes monitoring organization activities and taking corrective actions and pro-
active steps to minimize accidental injury and/or loss. There are four elements of risk management clubs
should acknowledge:
1. Identification_______________________________________________________________________
Prior to hosting an event, traveling to a competition, or competing in any other activity, clubs should
work to identify the risks associated with that activity. Risks do not include only those things that can
lead to injury, but also include risks to the club’s finances, image, etc. This guidebook has been devel-
oped to include outlines and suggestions for identifying risks associated with your club business.
2. Evaluation_________________________________________________________________________
Once you have identified the risks associated with the club’s activities, these risks should be evaluated
to determine their severity and probability. A proper evaluation of these risks will assist the club in
determining the best way to handle each risk.
3. Treatment_________________________________________________________________________
Once the risks have been evaluated, clubs must determine the most effective method for managing
each risk. Clubs may choose to do one of three things after evaluation: eliminate, limit, or accept the
risks. All sport clubs, by their nature, involve risks. Therefore, the answer should not always be to
eliminate the activity simply because the risk exists. Instead, clubs should work to determine how to
best manage and minimize the risks.
4. Implementation_____________________________________________________________________
Once the most effective method for managing the risk has been identified, clubs should implement the
risk management plan. This could include physical modifications, proper signage, extensive advertis-
ing, etc. The implementation possibilities are endless and should be discussed with the Sport Clubs
staff.
Types of Risks (PREFF)
Physical risks – Physical risks include those things that can hurt you, but this also includes how
things like food, alcohol, dangerous environmental conditions, etc. can cause harm or injury.
Reputational risks – Poor conduct doesn’t just make you look bad, it also makes your organization
and Texas A&M look bad, so make sure you think before you act.
Emotional risks – You know that feeling. Something just doesn’t feel right…or maybe it doesn’t feel
good. That’s probably your gut telling you that there are emotional risks at play. Hazing, discrimina-
tion, harassment, and sensitive topics all create emotional risks.
Financial risks – Money, make sure you have it before you spend it, and if you do have it, spend it
responsibly.
Facilities risks – Not all facilities are created equally. Make sure the space you’ve chosen is safe
(and appropriate) for your event…and don’t forget to leave it the way you found it.
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Texas A&M Sport Clubs Guidebook 2023-2024
B. Critical Incident Response Team (CIRT)
The information given on the Sport Clubs Trip Request is given to the Critical Incident Response Team
(CIRT), which consists of Department of Student Life administrators and staff who respond to critical inci-
dents in the local area and serve as the central contact when students are involved in critical incidents
away from the College Station campus. However, CIRT does not respond only to travel related incidents.
The team is also prepared to respond to the following:
• Death of a student (on or off campus)
• Attempted suicide
• Life threatening injury/illness
• Sexual assault
• Mental health crisis
• Drug/Alcohol overdose
• Campus disturbance/Riot
• Contacting students in cases of family emergency
• Fire/Explosion with injuries or significant damage
• Natural disasters
• Airplane crashes
• Infectious disease
CIRT provides invaluable services to the Texas A&M community during critical incidents, including:______
• Notification of instructors
• Personal counseling referrals
• Assisting in contacting roommates
• Accommodations for disabilities
• Contacting family members
• Academic referrals
• Withdrawing from school
• Addressing family needs
The Sport Clubs staff will activate CIRT when notified of
any critical incident involving Sport Clubs students.
The importance of an accurate roster is crucial in case of an emergency
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Texas A&M Sport Clubs Guidebook 2023-2024
C. Weapons Policy
Texas A&M Sport Clubs members must be aware of the TAMU Student Rules pertaining to the presence
of weapons on campus:
TAMU Student Rules___________________________________________________________________
24.4.14. Weapons and explosives. Illegal or unauthorized use, possession of fireworks or ex-
plosive, other weapons, or dangerous chemicals on University premises or at any University-
sponsored activity or use of any such item, even if legally possessed, in a manner that harms,
threatens or causes fear to others is prohibited. Illegal or unauthorized use or storage of any
weapon. The term weapon may be defined as any object or substance designed to inflict a
wound, cause injury or pain, or to incapacitate. Weapons may include, but are not limited to, all
firearms, pellet guns, tasers, stunguns, slingshots, martial arts devices, switchblade knives and
clubs.
Residence Hall Handbook Rule____________________________________________________________
Students may NOT bring into the residence halls for any reason any firearm, illegal knife, club, or any
other weapon (not restricted to legal definitions) which may be hazardous to the health or safety of resi-
dents. This includes, but is not limited to: Rifles (including drill rifles), shotguns, pistols, pellet guns,
paintball guns, laser/stun guns, BB guns, bows and arrows, sling shots, martial arts weapons such as
nun-chucks or throwing stars, axes, machetes, swords, spears, switchblades, or knives with a blade 4
inches or longer. Residence hall staff or University Police may confiscate these items. In addition, the
following items are prohibited from being used inside of any residence hall room or public area: Airsoft
guns, paintball guns and nerf-type guns. These items may be stored in a residence hall room, but may
not be used anywhere inside of a residence hall. Residents found violating any part of this rule may be
subject to both University and criminal charges and may be removed from University housing.
This policy applies to anyone involved in any Recreational Sports sponsored event (students, faculty,
staff, and visitors). Examples of Sport Clubs equipment considered prohibited weapons include, but are
not limited to firearms (i.e. pistols, rifles and shotguns); illegal knives meaning a knife with a blade over
four inches (i.e., foil, epee, saber swords) or a spear (i.e. arrow); clubs (i.e., staffs and bows).
All weapons may be used only during a sponsored Sport Clubs event at the designated activity area or
other approved area. In addition, only approved club officers should have access to weapons’ storage
areas.
Storage of the weapons is approved in the following areas _____________________________________
• Archery: Lockers in Rec Center 243.
• Fencing: PEAP 115
• Pistol: Locked storage safe located in the Trigon Shooting Range
• Trap & Skeet: Personal weapons must be stored off-campus.
Transportation of Firearms & Weapons_____________________________________________________
Firearms must be transported unloaded in a secured carrying case. Ammunition must be stored sepa-
rately from the weapon.
Campus Carry_______________________________________________________________________
A handgun license holder under chapter 411, Texas Govt. Code, may carry a concealed handgun on or
about the license holder’s person while the license holder is on a member campus or in a member vehi-
cle, unless prohibited by state or federal law, or the member’s campus carry rule. The open carrying of a
handgun on a member campus is prohibited.
Concealed carry (handgun) on campus - permitted
Open carry (handgun) on campus - prohibited
These laws include sport clubs events and travel
It is important if your club travels outside of the state of Texas know the local/state laws as they may
differ, and could cause issues for individuals
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Texas A&M Sport Clubs Guidebook 2023-2024
D. Sport Clubs Safety Officer
The Department will provide opportunities for club officers to become certified in CPR and First Aid. The
schedule of classes may be found at recpsorts.tamu.edu. Clubs are strongly encouraged to provide two
members who will be certified at no cost to the club. If your club is interested in having more than two
certified, please visit with the Sport Clubs staff to discuss your options. Some responsibilities of the Safe-
ty Officers may include:
• Ensure at least one Safety Officer is present at all club activities
• Ensure all members have COMPLETED AORs on file prior to the start of practices each day
• AOR list is available through club profile on sportclubs.tamu.edu
• TRAVEL WITH A TEAM EMERGENCY CONTACT LIST FOR ALL MEMBERS
• Updated Travel Roster will be sent by staff to officers before each trip begins
• Communicate changes in Sport Clubs Trip Rosters with the Sport Clubs staff
• Work with the Sport Clubs staff to ensure first aid kits are stocked and prepared for trips
• Communicate risk management policies with club members
• Share risk concerns with the Sport Clubs staff and Executive Committee
• Ensure the completion of forms for youth tournaments
• Risk assessment for event planning
• Communicate with Sport Clubs staff of any changes in route/during travel. (EX—
Flight times change, late games/competitions delaying driving)
To become a safety officer, you must complete the safety officer training. The training can be found on
the Rec Sports website, click the Things To Do tab, then select Sport Clubs, and Officer Resources.
Under the Travel Forms section, there is a link to the Safety Officer Training. This link will take you to a
Google form where you will fill out your information, watch the training video, and then take the quiz fol-
lowing. You must receive a 100% on the quiz to become a safety officer. Upon completion, please email
one of the Graduate Assistants letting them know you completed the training along with your name, UIN,
and what club you are in.
E. First Aid Kits
Clubs are encouraged to create a first aid kit based on common injuries within a specific sport.
The Department of Recreational Sports will make first aid kits available for checkout during club trips.
A First aid kit is recommended for all clubs traveling. First aid kits can be checked out in the Sport Clubs
Office during business hours.
We recognize there are circumstances during trips when clubs do not have access to Medics or other
emergency personnel during club activities. It is the responsibility of the club to ensure the first aid kit is
fully supplied prior to departure and for providing documentation for any inventory utilized while checked
out. First aid kits are to be returned to the Sport Clubs Office within 24 hours of returning to
College Station.
F. Medics/Athletic Trainers
Student EMTs will be provided and scheduled by the Department of Recreational Sports for club practic-
es, games, tournaments, or other competitions at Rec Sports facilities. Clubs must have a schedule on
file with the Sport Clubs Office. The Sport Clubs staff will assist clubs in the scheduling of the EMTs, but
keep in mind:
• Provide an accurate starting and ending time (including warm-up time)
• Event/tournament/game schedules MUST be turned in 1 month in advance
• Last minute additions of events are not guaranteed to be scheduled
• Sports held at local lakes - practices will not be covered (only local events)
• Please be aware EMTs work a number of different events and are also students of Texas
A&M. Inform the Sport Clubs staff of changes in activity times and locations immediately so
the Medics/Athletic Trainers can be rescheduled
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Texas A&M Sport Clubs Guidebook 2023-2024
• EMTs cannot tape ankles or other joints. Their purpose is to respond to injuries
and incidents as they occur.
• Schedules must be submitted by the 15th of the previous month for scheduling
Medics and Athletic Trainers.
If no EMTs are present at the start of a Sport Clubs activity, someone should be appointed to contact the
Health Center Dispatch Room at 979.862.4145 and a Sport Clubs staff member.
EMT Cancellation Policy________________________________________________________________
• Clubs are responsible for cancelling EMTs if you are going to cancel your practice or game/
tournament
• If canceling practice, you MUST contact the Sport Clubs Office and Medic Office in the
Rec Center at least 24 hours prior to the practice.
• Call a Sport Clubs staff member, DO NOT email if cancellation is within 2 hours of practice
start time
• Failure to do so will result in the following sanctions:
• 1st offense: $100 deducted from club allocation account
• 2nd offense and on: $200 deducted from allocation account for each occurrence
Athletic Trainers______________________________________________________________
• Certified Athletic Trainers will be present at selected games, tournaments, and practices at the
Penberthy Rec Sports Complex.
• Sports that will have athletic trainers at their games/events will be: Basketball, Men’s & Women’s
Soccer, Men’s and Women’s Rugby, Men’s and Women’s Lacrosse, Gymnastics, Judo, Ice Hockey,
Taekwondo, Men’s and Women’s Ultimate, Men’s and Women’s Volleyball, and Wrestling
• Athletic Trainers can be requested through the Sport Clubs office for various other events. Clubs
will have to pay for those additional events. The cost will be $32/hour.
• EMT will remain as first responder, with Trainer assisting until EMT relinquishes situation.
• If players want to be taped for games/tournaments, the player must supply tape.
• Outside ATCs will NOT be permitted for hire by sport clubs where contracted ones from
the Sport Clubs office are present.
G. Concussions/Head Injuries
Concussions and other head injuries are a risk that is associated with your activity, due to the nature of
Sport Clubs. Because of this serious risk, additional training is being required of safety officers, coaches,
and other officers. Along with athletic trainers and medics who are on site during practices, games, and
events, cautious decisions will be made to remove a player from any activity, including practices and
competitions if a head injury or possible concussion is sustained.
These can be found with the Sport Clubs office, and each officer group.
Further education and training documents and videos will be provided to the officers and coaches in the
Sport Clubs program.
Player Head Injury Procedures ____
• When a head injury/concussion occurs, it MUST be communicated immediately to the Sport Clubs
office
• If a participant receives a concussion and/or head injury, he/she MUST evaluated by a doctor.
• Once evaluated and cleared for participation, member must submit a doctor’s note/permission to
the Sport Clubs Office IN PERSON by setting up a time before being permitted to return to any
club activity
• Depending on the sport and individual, there could be a varying level of a return to play protocol
before full activity may be resumed.
• Return to learn protocols may be obtained through the Office of Disability Resources.
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Texas A&M Sport Clubs Guidebook 2023-2024
For emergencies:
• Call 911 and request EMS
• Explain the nature of the emergency and inform them no EMT is on the scene
• Give them clear and specific directions to the site
• Provide the name and exact location of the victim, a brief description of the injury, identifi-
cation of the caller, and phone number
• Meet emergency personnel at the entrance to the building or scene of the accident and
guide them to the injured party
• Emergency personnel will be responsible for determining if and how the injured party shall
be transported and whether to transport to the Health Center or the local hospital
6
H. Emergency Procedures
If an EMT is present:___________________________________________________________________
• Determine the nature and extent of the injury
DO NOT ATTEMPT TO MOVE THEM
• Contact the EMT immediately
• Assist the EMT in any way necessary and standby for any instructions the Medic may give
about contacting the ambulance or Medic Supervisor
When contacting 911:__________________________________________________________________
Inform the dispatcher an EMT is on the scene
It is important to stay near the phone you called from in the event that EMS calls back
for further information or instruction
• If possible, have a club member wait by the entrance to direct EMS personnel to the injury
site
• Please remember all patient information is confidential and should not be discussed with
others
• The medic will process the necessary forms and will contact the appropriate university per-
sonnel
If no EMT is present:__________________________________________________________________
For minor injuries:
• A qualified individual should render first aid as required on the spot
For injuries requiring medical attention:
• Designate someone to take the injured party to a or local medical facility. Under no circum-
stances should he/she go unescorted. If a student has been unconscious, he/she must be
taken to a or local medical facility
Texas A&M Sport Clubs Guidebook 2023-2024
I. Emergency Contact Protocol
The following protocol has been designed to establish a formal chain of command that will allow for fast
and efficient communication in the event of a serious and/or life-threatening emergency occurring within
a Recreational Sports facility or designated sporting area. Prompt notification of the appropriate senior
staff members will be carried out according to this standard procedure.
Any medical emergency is a possible life-threatening situation. Examples of serious injuries might in-
clude: loss of consciousness, head and/or neck injury, respiratory distress/arrest, cardiac emergencies,
drowning and near drowning, seizure, falls, severe fractures, and exposure or extreme cold or heat. Any
injury that requires ambulance service, extended care in a hospital, missing of classes, etc.
must reported to the Department of Recreational Sports immediately. Clubs will need to call
any Sport Clubs staff member listed below with the report as soon as possible (DO NOT wait
until Monday morning).
In case of an injury or emergency, the following contact list should be followed ____________________
Keith Joseph
Sport Clubs Director
979.845.3074 (office)
979.229.9479 (cell)
Jessica Konetski
Senior Assistant Director-Sport
Clubs
979.862.1857 (office)
979.739.1599 (cell)
Jason Kurten
Associate Director, Programs
979.862.1999 (office)
979.220.6289 (cell)
Student Recreation Center 979.845.7826
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Texas A&M Sport Clubs Guidebook 2023-2024
Chapter 9: Sport Clubs Manager
A. Overview of the Manager
B. Accessing the Manager
C. Assumption of Risk (AOR) Form
AOR for Minors
Member Home Page
D. Driver’s Agreement Form
E. Trip Event Submission Form
F. Viewing Club Information
G. Restricted Members
1
A. Overview of the Manager
The “Manager” (sportlclubs.tamu.edu) was developed to assist the Sport Clubs program staff and officers
in managing their participants and paperwork. The Manager is used for completing the required forms
needed to participate and compete within the program. It allows participants to have access to their
clubs, agreements, and home and trip events.
B. Accessing the Manger
In order to access the Manager System, you must:
1. First go to the Sport Clubs website at www.sportclubs.tamu.edu.
2. Once you are brought to the home page click the “Join” button and log in with your Texas A&M
University NetID and password. The next step will be to complete your Assumption of Risk Form
(AOR). Steps on how to complete this form are located in section C.
C. Assumption of Risk (AOR) Form
1. Filling out an Assumption of Risk (AOR) Form _____________________________________________
1. Select the club you want to join from the drop down menu in the “Select Club” section.
2. Next, fill out and/or review your information listed under the “Demographic Information” section.
Most information should be auto populated from the Howdy account. All items except the “Preferred
Name” portion must be filled out in this section.
Texas A&M Sport Clubs Guidebook 2023-2024
3. If any section is auto populated incorrectly, you will need to fix that information in howdy.tamu.edu.
4. Continue to fill out and review the information under the “Emergency Contact Information” section. Be
sure to select their relationship to you from the dropdown menu provided and that their phone
number is different than your own.
5. Once these sections are complete, check the box next to the statement, I agree that information
presented in this section is up to date.
6. The participant will need to read, in full, the “Assumption of Risk” section. Then check the box next to
the statement that reads “I am certifying that I have read and agree to the information contained in
this section.”
7. Proceed to watch the video and read the information in the “Standard of Conduct” section, and when
finished, check the box next to the statement “I am certifying that I have read and agree to the infor-
mation contained in this section.”
8. Afterwards, watch the video and read the information in the “Concussion & Head Injury” section, and
when finished, check the box next to the statement “I am certifying that I have read and agree to the
information contained in this section.”
9. Finally, electronically sign the document by entering your Texas A&M University UIN and then click
“Join Club.” The member will receive an email once a decision has been made regarding the AOR. If
it is denied, the email will explain why. It will be required to submitted another AOR with the missing
or corrected information. If there are not any issues wait 24-48 hours for approval.
Texas A&M Sport Clubs Guidebook 2023-2024
2. Filling out an Assumption of Risk (AOR) Form for Minors_____________________________________
If a potential participant is a minor, they must follow the steps listed above AND submit a hard copy/PDF
copy of the AOR form to the Sport Clubs office.
1. Once they initially fill out and submit the AOR form, they will receive a denial email from the Sport
Clubs office with the reason “You must submit a hard copy of the AOR form since you are under the
age of 18.”
2. Afterwards the Sport Clubs office staff will email a PDF of the AOR form for the club they are trying to
join. They must fill out the document and sign it with an original signature.
3. Next they will need to have their parent or guardian sign the document. For the parent /guardian sig-
nature, electronic signatures will NOT be accepted.
4. Once the AOR form is completely filled out, it must either be dropped off at the Sport Clubs office
(located on the second floor of the Rec, room 250) or emailed to [email protected].
The Sport Clubs office staff will then review the AOR and if it is approved, the participant will receive an
email instructing them to fill out the online AOR form again in order to be added to the club’s roster. If
all the information submitted in the online form is correct and matches the hard copy, it will be approved
and the member will now be eligible to practice.
Note: All minors who are submitting or inquiring about an AOR form must be a Texas A&M or Blinn-Team
student. High school students are NOT allowed to participate with the club at any point in the semester.
3. Member Home Page
1. After you receive your email approval, you now have access to your member home page.
2. Your member home page will have a box for the number of clubs you are in, a box for the number of
available events, and a list of Future Trip and Home Events for the next 14 days.
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Texas A&M Sport Clubs Guidebook 2023-2024
C. Driver’s Agreement Form
1. Filling out a Driver’s Agreement (DA) Form _____________________________________________
1. To fill out an Driver’s Agreement (DA) form, move the mouse cursor over the “Agreements” tab locat-
ed at the top right corner of the member home page.
2. Click the “Driver’s Agreement” option. This will take you to a page titled “Submit New Driver’s Rec-
ord.”
Example:
In the “Demographic Information” section, information should be auto populated once again. If there is
not phone number listed under the demographic information, it must be added.
Example:
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Texas A&M Sport Clubs Guidebook 2023-2024
3. Next, under “Driver’s Record”, fill out the required information.
Be sure to put the correct set of numbers in the section labeled “Driver License Number.” In Texas this
number should contain 8 numbers and will be listed after the DL section of your license.
4. After, fill out the required information about the vehicle insured.
5. Then, fill out the required insurance information and upload a picture of your CURRENT insurance.
Example:
Be sure that the insurance provided has the vehicle listed in the “Vehicle Information” section under in-
sured vehicles, that your either your first or last name is listed under insured drivers, and the dates
listed match those on the insurance.
6. Finally, read the information under the “Driver’s Agreement” section, and when finished, check the
box next to the statement reading “I am certifying that I have read and agree to the information con-
tained in the Driver’s Agreement section.”
7. Electronically sign the document by entering your UIN and click submit. The member will receive an
email once a decision has been made regarding your Driver’s Agreement.
Example:
If it is denied, the email will state the reason, and you will need to submit a new Driver’s Agreement with
the correct information.
NOTE: If your insurance expires during the year, you must submit a new Driver’s
Agreement with a picture of your updated insurance.
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Texas A&M Sport Clubs Guidebook 2023-2024
D. Home Event Submission Form
THIS DOES NOT TAKE THE PLACE OF A FACILITY RESERVATION FORM, IT IS FOR TRACKING
ATTENDANCE
Filling Out a Home Event Submission Form__________________________________________________
1. To fill out a Home Event Submission Form move the mouse cursor over the “Events” tab located at
the top right corner of the member home page.
2. Click the “Home Event” option. This will take you to a page titled “Create Home Event.”
Example:
3. First, select the club that you are creating the home event for (there will be more than one option if
you are an officer in multiple clubs).
4. Next, select the type of event you are hosting.
5. Then enter the name of the event.
If the home event you are creating is NOT a practice, do not put “Game” or “Fundraiser” as the event
name. You will need to put a more descriptive name for these type of events (i.e. Aggieland Classic 2021
or Texas A&M vs. UT game).
6. After, indicate the date(s) of the event and the start/end time of the event.
7. Finally, enter in the venue for the event and then click “Create Event.”
8. You will then be taken to a page with the overview of the event you just created.
9. Make sure all the information for the event is correct and then click “Submit Event.”
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Example:
Note: If you do not click “Submit Event” and leave the page, the manager system will not save the
event you created. You must click “Submit Event” and wait for the page to fully refresh before exiting
the page or your event will NOT be submitted and entered into the manager system.
E. Trip Event Submission Form
ANYTIME your club has any type of club-related activity that takes place more than 25 miles
from College Station, the following MUST occur. MUST BE SUBMITTED AT LEAST TWO
WEEKS PRIOR TO TRAVEL
Filling Out a Trip Event Submission Form__________________________________________________
1. To fill out a Trip Event Submission Form move the mouse cursor over the “Events” tab located at the
top right corner of the member home page.
Example:
2. Click the “Trip Event” option. This will take you to a page title “Create Trip Event.”
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Texas A&M Sport Clubs Guidebook 2023-2024
Example:
3. First you will need to select the club that you are creating the trip event for (there will be more than
one option if you are an officer in multiple clubs).
4. Next, select the type of event you are participating in.
5. Then enter the name of the event, begin date/time, end date/time, venue, city, state, and your con-
tact email. Make sure your event begin and end dates are in the proper order.
NOTE: When creating the trip, enter the earliest date/time a member of your club will be beginning the
trip and the latest date/time a member of your club will be ending the trip. Remember that you can-
not travel between Midnight and 6AM. (KEEP IN MIND TRAVEL TO VENUES AND AIRPORTS
WHEN PLANNING)
6. Next, Click “Create.” This will bring you to your trip page. It provides the basic information about
your trip and allows for further editing. There are four options along the top: “Edit Trip,” “Add Itiner-
ary,” “Cancel,” and “Delete”
7. Click “Submit Trip” located at the bottom of the page. This button will then disappear, and your trip
will be visible to the Sport Clubs Office. The “Edit Trip” button will bring you back to the initial page,
only allowing you to edit the information currently on the screen.
Example:
8. Next, click “Add Itinerary.” You will be brought to the following page.
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Example:
9. On this page, Enter the summary of your trip – Starting Location, State, Departure Date and Time,
Arrival Date and Time, Departure Date from Destination and Time, and Arrival Date to Return Loca-
tion and Time.
10. Check whether or not a class absence letter will be required.
11. Enter the purpose of the trip, the description of travel route and any scheduled stops.
NO MORE THAN 2 LINES SHOULD BE WRITTEN IN EACH SECTION
NOTE: The travel route must be along major roads, and must be filled out in complete detail. However,
you only have to enter your directions one way, as you should be returning the same way if you are re-
turning to the same starting destination
IF MULTIPLE GROUPS/INDIVIDUALS ARE LEAVING AT DIFFERENT TIMES OR STAYING AT DIF-
FERENT LODGING LOCATIONS—MUST DO A SPEPERATE ITINERARY FOR EACH.
12. Once this portion is finished, Click “Save and Continue.” If you do not hit submit at this point, you
will not be able to retrieve your trip, should you close the tab.
Example:
13. The next page you will be brought to is a tab entitled “Participants.” Here you can add club members
who are going on the trip by clicking “Add Participant.” Once clicked, a pop-up menu will appear
with a list of your eligible club members (Only those with APPROVED AORs will show up and will be
eligible to travel/participate.)
NOTE: Ineligible club members will have red writing next to their name stating as such.
Email Keith Joseph or Jessica Konetski with questions about these members.
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Texas A&M Sport Clubs Guidebook 2023-2024
14. Choose the members attending the trip by clicking the box next to their names.
15. Click “Add.”
16. You will then be brought to a page that shows all of the participants. Here, you can remove them, as
well as assign your in-travel contact. You must assign an In-Travel Contact. Assigning the In-
Travel Contact works the same as adding participants, although you will only choose one. Once they
are chosen, an image of a phone will appear by their UIN.
Example:
17. Next, click on the “Transportation” tab. In this tab you can choose whether to add a vehicle or
to add a flight.
18. In order to add a vehicle, Click “Add Vehicle.” A pop up window will appear. Choose whether it
is a rental or personal vehicle.
19. Choose what type of vehicle it is, or what type of rental vehicle is needed. Then check the box
asking “Is this an airport rental?” if the car will need to be an airport rental.
20. Lastly, select the two drivers and the passengers for each vehicle.
There must be two drivers per vehicle unless the driver is the only person in the vehicle
and their insurance must be valid throughout the duration of the trip.
NOTE: If a participant does not have a current Driver’s Agreement on file, or is otherwise ineligible
to drive, it will say (Not eligible as driver) in red text under their name. It will also not allow you to
select them as a driver.
21. Next, click “Add.” The car will now be listed under “Vehicle(s)” in the “Transportation” tab.
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Example:
22. Repeat this with as many cars as will be traveling.
23. In order to add a flight, Click “Add Flight.”
24. A pop up window will appear. Enter the Flight Confirmation Number.
25. Next, Enter the information about the flights: Departure Date and Time, Airport Code, Flight
Number and Flight Carrier.
26. Then, click “Add.” The flight will now be listed under “Flight(s)” in the “Transportation” tab.
27. Repeat this for every different flight that will be taken.
NOTE: You should be driving to the airport, so in order to have a flight on your trip, you should al-
so have vehicles listed.
28. The next set of information you need to enter is your lodging if you are staying overnight any-
where. To do this, click on the “Lodging” tab. Click “Add Lodging.” A pop up window will appear
entitled “New Lodging.”
29. Next, choose the type of lodging from the dropdown menu. Enter the required information:
Lodging Name, Phone Number, Street Address, City, State and Zip Code.
30. Click “Add.”
Example:
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31. Once you have satisfactorily entered all of the information for your trip, click “Submit.” This will
submit your itinerary to the Sport Clubs Office for review.
NOTE: You may submit more than one itinerary per trip. Rather than submitting a new trip request
for members leaving at a different time or on a different day or from a different place, you will
simply submit another itinerary. You will also submit a different itinerary for members with differ-
ent lodging.
32. Repeat the process for as many Itineraries as are deemed necessary for the Trip Event. Once
you have submitted all of your information, you will be able to view the status of your trip/
itineraries on the home page of the trip.
F. Viewing Club Information
How to access the Club Review page :_____________________________________________________
To view your club information:

Go to the member home page of the Manager website, and click on the box that states the
number of clubs you are a member of (for most people, it should say “1 club”). This should au-
tomatically bring you to a page that displays all of your clubs. You will be able to see the offic-
ers for the clubs listed first followed by the general members of the club. (ONLY THOSE WITH
APPROVED AORs WILL BE LISTED)
Example:
2. Next to the member tab, located at the top of the member list, there should be a tab labeled
“Home Events.” Clicking on this tab will allow you to see all of your club’s home events for the
year.
3. You can view the events by clicking the “View” link. You should be taken to the general page for
the home event where you can edit the event and add participants.
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13
Example:
NOTE: Only those officers listed in the manager have access to edit an event and add participants.
Even if you are an officer (i.e. social media manager, fundraising committee, etc.) for the club, you
will not be automatically put as an officer in the manager. It is up to the president to notify Keith
and/or Jessica about other officers that need to be listed in the manager.
4. To the right of the “Home Events” tab, there should be a tab labeled “Trip.” Clicking this tab will
allow you to see all of your club’s Trips for the year.
5. View the trips by clicking the “View” link. This should take you to the general overview page for
the trip where you can edit trip information or add an itinerary (if the trip has not yet been ap-
proved).
Example:
NOTE: You cannot see whether a trip has been approved or denied simply from the “Trip” tab’s
home page. You must click “View” and go to the trip’s actual page to locate this information from
this page.
Texas A&M Sport Clubs Guidebook 2023-2024
G. Restricted Members
The “Manager” (sportlclubs.tamu.edu) was developed to assist the Sport Clubs program staff and officers
in managing their participants and paperwork. There will be times that members may be INELIGIBLE to
compete or participate due to a number of factors.
When a member is considered “ineligible” to participate and/or travel, their name will NOT be accessible
to add to a home event or travel roster.
Next to their name in the color red - RESTRICTED NO EXCEPTIONS will appear.
REASONS FOR INELIGBILITY
1. Member does NOT meet minimum overall GPA to compete
2. Member does NOT meet minimum number of credit hours enrolled for the semester
3. Medical Restrictions due to concussion or head injury
4. University or Sport Clubs conduct/discipline suspension
To check specific members’ eligibility or questions about removing restrictions, contact
the Sport Clubs staff via email with names and UINs for review.
The staff will then manually check eligibility and inform club on status.