Executives

In order to apply as a University of Alberta Club Sport Program, the following criteria must be followed, met, and approved:

Timelines & Deadlines

All club applications require documentation submission and completion on or before March 31st of each year for a same-year Fall term (e.g. Sep 1st) approval. No Winter or Spring/Summer term starts will be considered due to high demand of new applications and quantity of current clubs.

Application submission does not guarantee approval.

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Initial Research

A group of students with a common interest in a sport that is not currently represented in programs and services should do the following to explore the possibility of being recognized by the Campus & Community Recreation Club Sports Program. Before you begin the process of applying for club status for your proposed club, here are a few questions to ask yourself:

• Does your proposed club duplicate any other club, program, or service already in existence at the University of Alberta?
• Is your proposed club able to have enough student leadership (executive) in place to support your application?
• Is your proposed club inclusive to all students?
• Does your club have adequate student interest in what you're proposing?
• Can you club fit into the requirements set out within the Club Sports Handbook
• Which club classification would you like your club to start in?
• Would your club like to move from one classification to another in the future?
• Do you have enough resources to sustain your club long-term?
• Do you have enough time to work through your application?
• Have you taken the opportunity to read through the Handbook requirements to formalize your club application?

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Demonstrations

To be considered a Club Sport, a club must consistently demonstrate their viability in the following 10 areas:

1. Demonstration of Interest
   • Participants and leadership membership base has been evaluated and has been determined that there will be a long term interest in forming a club sport.
2. Demonstration of Organization
   • A timely, well-communicated, self-sufficient, and well-organized plan to complete and submit an application for a Club Sport is the first essential piece. After submission and approval, a Club Sports needs to have the resources in place to effectively administer their club.
3. Demonstration of Financial Sustainability
   • Club Sports have no operating budget offered by the University. It is up to each club to build a ‘pay-as-you-go’ budget plan through student-athlete membership fees, university campus recreation enhancement funding (where applicable) and fundraising initiatives.
4. Demonstration of Need
   • A Club Sport cannot replicate or duplicate existing university programs and services.
5. Demonstration of Safety
   • The welfare of the Club Sport members must be safeguarded. Evidence should be presented showing well-qualified club leadership, the existence of safety equipment, the supervision of practice and competitive sessions, and Emergency Response Plans through a club-specific Risk Management Plan.
6. Demonstration of Classification
   • A Club Sport must ensure their club sport fits within the Club Sports Classification model criteria.
7. Demonstration of Commitment
   • The Club has a commitment to participation for its membership base. The Club has a plan in place which will allow them to ensure they are offering programs and services to their members that are specific to their Club Sport goals and objectives.
8. Demonstration of Compliance
   • The Club including participants, contractors, team staff, student Executive, and other team affiliated personnel shall continually abide by the Club Sport Handbook inclusive of the Code of Conduct policy.
9. Demonstration of Values
   • The Club has committed to build its club within the Campus & Community Recreation values. Principles, Mission, Vision, and Goals all are interconnected with our CCR Values system as well.
10. Demonstration of Professional Understanding
    • The Club must acknowledge and respect that the Club Sports Staff are dedicated and thorough in attempting to secure approval for all club requests/activities. Understanding and professionalism in regards to declined/unapproved requests is greatly appreciated.

These demonstrations must remain displayed in perpetuity by each club.

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Coordinator Communication

If a prospective club completes their initial research and feels they satisfy the Demonstrations listed above, they should then contact the Club Sports Coordinator, Danielle Smith at danielle.smith@ualberta.ca with an application request. Initial contact will begin via email. Further contact will be a combination of email and in-person communications.

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Documentation Completion

Documentation for the new club application will be reviewed by Campus & Community Recreation. Templates for documentation can be found here. Documentation will include the following, but not limited to:

1. Club Classification
   • Find out where you’d like to be when you apply and what your long term club goals might be. Regardless of which Classification Tier is pursued, all clubs experiencing their inaugural year after 2022-23 will be required to be composed of 100% current University of Alberta students.
2. Club Executive Information
   • Club Sports requires 5 mandatory positions: President, Vice President, Risk Management Office, Treasurer, and Communications. Additional supplementary positions can be added as the club feels necessary.
3. Club Overview
   • include scope of activity details
4. Goals and Objectives
   • What does your club hope to achieve both in the short-term and the long-term?
   • Why do you want this club to exist?
   • What objectives will your club strive to meet?
5. Constitution
   • Club Sports will provide you with a template to assist you in getting started.
   • The Constitution outlines the club’s proposed scope and limitations, as well as how the club will be run on a day-to-day basis.
   • Each club’s Constitution describes the purpose and structure of the Club. This document shows how the club’s purpose will be defined, developed and verified.
   • Each Club’s Constitution will provide a documented basis for making future decisions regarding the club and it’s structure, as well as confirming/developing a common understanding of the mission, vision and club values among the club members.
   • Clubs applicants will consult with Club Sports Staff to ensure that their constitution has been completed with an appropriate amount of detail to support the operations of the club.
6. Facility Requirements
   • type, length of season, frequency of use, etc. Please state required facility type (i.e. outdoor field, indoor studio, large gymnasium), length of sessions (i.e. 5 hours per week; 2 x 3-hour sessions, 1 hour biweekly) and any other information regarding what the facility needs in order to make your proposed club successful (i.e. pool lane separators, three 6’ tables).
7. Budget Plan
   • How will your club be fiscally responsible?
   • What revenues will your club generate?
   • Are you aware of any sponsorships, grants or donations that may be available for your club?
   • Club Sports members should also factor in facility fees and Club Sports administration fees into their budget planning
   • What equipment – and how much/many – will your proposed club need to purchase? Are there any costs associated with proposed games, tournaments, trips that the club anticipates participating in?
   • If your club is associated with an NSO or a PSO, are there any insurance costs associated with becoming a member? Are these fees per team/group, or individual? Will any of these fees be included in the membership dues
8. Proposed Coach/Instructor (including credentials)
   • Is your club planning on having a coach or instructor?
   • Will this coach/instructor be paid or volunteer?
   • If paid, how much will the coach/instructor cost?
   • Does the coach/instruction have any credentials (i.e. what is required in order to be a coach/instructor for your club?).
9. List of Interested Participants
   • Please include a list of interested participants.
10. Risk Management Plan
    • Please list any potential emergencies your club may encounter and include an action plan on what your club will do should any of these emergencies occur.

Your Club Sports Coordinator will support any necessary additional templates, provide edits, and feedback as you work through your application. The Club Sports Coordinator will create a Google Drive account for your new Club Sport application to promote an interactive and collaborative application process with the Club Sports Staff.

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Documentation Submission

Complete the application documents and submit under the premise that the Club Sports Staff will review and send back for edits, where applicable. The formal proposal must be submitted prior to April 1st for a possible Fall term (e.g. September) start.

Documentation submission does not mean club approval. Clubs may be declined for a variety of reasons, including, but not limited to:

• conflict / duplication of program or service,
• late submission,
• incomplete documentation,
• lack of a student Executive body,
• staff capacity,
• facility demands,
• lack of interest,
• club sports capacity,
• funding demands
• risk management concerns,
• does not align with guiding principles, mission, vision, and/or values
• etc.

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Application Review

Upon completion of the above items, Campus & Community Recreation will be the application submission for each prospective new club application.

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Application Approval

As mentioned above, clubs may be approved or declined. It should not be an expectation that application submission and review means approval.

If a prospective new club sports application review is completed, and the club is granted approval, each new Club Sport will have a one-year probationary status to substantiate adequate administration and maintain the minimum participation requirements, as well as justifying that the club has the necessary organization and support to create a sustainable program.

Campus & Community Recreation reserves the right to refuse or revoke recognition to any club who fails to adhere to the Campus & Community Recreation Club Sports Handbook, misuses facilities, misuses funding, misrepresents the University of Alberta, and/or uses the University of Alberta community for personal monetary gain and/or promotion of a private enterprise.

Start-Up Checklist

Start-Up Checklist Completion Report

Annual Renewal Checklist

Annual General Meeting

Annual Report

Budget Plan

Club Classification

Club Details

Constitution

Coaches & Choreographers

Evaluation

Executive Training

Facility Booking Requests

Handbook

Risk Management Plan

Schedule Plan