Club Officer & Member Resources

T-shirts, Apparel, Swag Request - Artwork Approval Form

ALL PRINTING PROJECTS REQUIRE APPROVAL FROM REC SPORTS AND UNIVERSITY CENTERS PRIOR TO ORDERING OR PRINTING.

1. Submit your design idea to the Coordinator of Competitive Sports in the Rec Sports Department for initial approval 
   
   
2. Once approved by the Coordinator of Competitive Sports, complete this form in MyOrgs along with a digital copy of the final artwork/ mock up of the design PRIOR TO PRINTING OR ORDERING any type of merchandise or product.
   
   Approval may take 1-2 days.
   
   If you have any questions, please contact Karen Daniel (kdaniel@uwlax.edu).

All artwork, UWL logos, seals, names, symbols, and slogans associated with UWL are trademarks and are the exclusive property of UWL. Reproduction of these marks for resale, or other commercial purposes, must have University authorization by completing the form. 

Travel Requests and Planning

What to do before, during, and after your club hits the road.

BEFORE YOUR CLUB GOES

1. Have all drivers complete the Driver Authorization Form 
   (Required for ALL travel including travel in personal vehicles and rental vehicles )
   
   
2. Submit Pre- Travel Forms in IMLeagues
   
   1. Due Monday at 12 pm (noon), the week of departure
   2. This form is completed by one club officer for EVERY away competition
      
      
      • Info needed: departure date/time, return date/time, city, state, opponent, game time
3. Manage school commitments. Excusing absences is at the discretion of each instructor and should be formally requested. The Competitive Sports Coordinator can provide verification of team travel dates to instructors if needed. Request must be made 14 days before departure.
   
   

AFTER YOUR CLUB RETURNS

1. Submit the Post -Travel Form  no later than 24 hours from your return to La Crosse
   
   1. Post travel forms must be completed after every away competition.
      
      
2. Submit receipts
   Receipts must be submitted within 30 days of your return to La Crosse to be eligible for reimbursement through your REC account.
   
   
   1. If a club opts to reimburse individuals for approved expenses (ie. gas during travel) receipts are required. Gas reimbursements require an initial receipt showing that the car was filled up with gas before departure from La Crosse (this receipt is not reimbursed) and all subsequent gas receipts for the trip.
   2. No receipts = no reimbursement.
   3. Travel related reimbursements can only be processed after the trip.
      
      
3. Consider posting your activities and results on your social media channels and tag UWLRec

Experience and Incident?

• Issues while traveling: in the unfortunate circumstance that a club is involved in any incident or accident while traveling and representing UWL, the competitive sports coordinator must be contacted as soon as possible.
  • Submit an injury/emergency report ASAP for all injuries, suspected concussions, and medical emergencies that occur during travel

All sport club travel must be reported to the sport club office before departure. Schedules are requested prior to the beginning of each semester. The following steps must be completed to be eligible for travel:

• Sport club officers must submit travel schedules to Rec Sports by the date requested
  • Info needed: departure date/time, return date/time, city, state, opponent, game time
• Verify that all paperwork is completed for those traveling
  • All drivers will need an APPROVED driver’s authorization form on file to be eligible to drive
  • All concussion forms, liability waivers, medical history forms, and concussion testing
• If using the Rec account, make the appropriate reservations through Concur/Travelwise
  • Club officers can schedule a meeting with the coordinator to book travel, prepared with the following information
    • Legal names of those reserving rooms
    • Number of rooms needed
    • Dates and location of travel
    • Budget per room
  • Clubs using the SFO account for travel expenses should book their own travel and should not use Concur/Travelwise
• Complete the pre-travel form in IMLeagues by Monday at 12 pm (noon) prior to departing from La Crosse for the weekend
  • If travel plans are not set by Monday at 12 pm before departure, submit the form anyway, and communicate travel plans with coordinator as soon as they are set
• Complete the post-travel form as soon as possible, or within 24 hours of returning to La Crosse

Failure to follow these steps will result in the trip expenses being non-reimbursable from any account. The club will also be called to meet with the Executive Council to discuss an infraction and potential sanctions.

Clubs are to use their best judgement when traveling. If conditions are unsafe or if an emergency arises, clubs will need to do the following:

• Contact emergency services if necessary.
• Contact the coordinator immediately by phone to notify them of the situation.
• Use the emergency number for Concur/TravelWIse to make any necessary reservations. The emergency number is (920) 738-5808.

The competitive sports coordinator reserves the right to cancel club travel based on weather conditions. Club officers should also monitor weather conditions along the route to and from the destination. During the winter months, it is recommended that vehicles with all wheel drive are utilized. Vehicle owners should also ensure their tires and brakes are in excellent condition to keep their teammates safe.

Travel can become very expensive for clubs based on the current gas prices, average miles per gallon, and number of automobiles needed to transport your club to the event. It will benefit your club to research different types of transportation for each event. If your team is traveling with personal or rental vehicles, all members driving need to have filled out the driver authorization form before team travel. All sport club members driving vehicles must complete this form.

• Personal Vehicles
  • Personal vehicles are the most frequently used transportation for clubs. Though your club is traveling on “University business,” vehicle owners should be aware the owner’s liability insurance, not the University, will be the primary insurance in the event of an accident. The University does not provide physical damage insurance (comprehensive or collision) on vehicles it does not own.
  • All passengers must be on the approved travel roster.
  • Reimbursement for personal vehicles is determined by the amount of gas used during the trip. Car owners must fill their tank before departure for the trip with their own money. As soon as the car owner returns to La Crosse, they must refuel the tank. All expenses related to gas purchases are eligible for reimbursement through the SFO account only.
• Rental Vehicles
  • The University does not provide vehicles for club rental purposes. Clubs may rent automobiles from Enterprise for a reduced fee. Clubs may also decide it is cost effective to rent a bus for a trip.
    • Vehicles rented by individuals under the age of 21 will incur an additional fee
      • It is recommended that anyone reserving vehicles is 21 or older
  • Prices and charges change frequently depending on type of automobile, distance traveled, days of use, etc. Reimbursement for rental vehicles can be covered by the Rec account given there is enough money in the account to cover all expenses and if Concur/Fox World Travel is used.
  • Enterprise is not open on Sundays, so if a team is returning vehicles on a Sunday, they will be charged for both Sunday and Monday for each vehicle
  • Gas for rental vehicles is only reimbursable through the SFO account
    • An initial fill receipt is NOT required for rental vehicles that have a full gas tank upon departure
• Planes, Trains, and Buses
  • Reservations should be made as far in advance as possible. As you get closer to your departure date, rates will increase. When making a reservation, consider fares that have no penalties for changes or cancellations to the trip. Costs incurred due to non-emergency cancellation or rescheduling of transportation are non-reimbursable.

Reimbursement for tickets can be covered by the Rec account given there is enough money in the account to cover all expenses and Concur/Fox World Travel was used to purchase the tickets.

Expectations While Traveling

All members and coaches driving for any club event (off-campus practices, away competitions, etc.) need to complete the driver’s authorization form. If someone knows they will be driving for the club, it is best to complete this as soon as possible. If the driver authorization form is not submitted, gas receipts will NOT be reimbursed to that individual.

It is recommended that more than enough people in each club complete this form. There are times when clubs drive long distances to their competitions. To promote safety for all members, please follow these driving hours guidelines:

• The person riding in the front passenger seat must stay awake and help navigate for the driver
• Regardless of distance, at least 2 authorized drivers must be in each vehicle
• For trips over 4 hours or 250 miles, drivers should switch every two hours
• For trips over 8 hours or 500 miles, at least 4 authorized drivers must be in each vehicle, drivers should switch every 2 hours
• Driving between the hours of 12:00 am and 5:00 am needs pre-approval from the coordinator

If travel plans change before a team has departed, an officer should notify the coordinator via email. If travel plans change while traveling, please contact the coordinator via text message. The following travel changes should be communicated with the sport club office:

• Additional or removal of people traveling
• Change in lodging
• Driving plans (including authorized drivers, time of driving, driving schedule for trips over 4 hours/250 miles)

When traveling with sport clubs, members should exercise caution and travel safely. Whether members are driving or flying, they should always be aware of their surroundings. It is recommended that teammates flying should fly with at least one other club member.

Injuries While Traveling

For a club to be eligible for travel, RMOs MUST travel with the club. RMOs are responsible for bringing the team first aid kit and medical cards to all team events. If an injury occurs while a team is traveling, the RMOs must assist their injured teammate/s and follow the guidance of the facility staff and the emergency action plan of the facility.

RMOs must submit an injury report for all injuries while traveling.

For the following scenarios:

• The injury is severe and/or life-threatening
• 911 is called
• A UWL sport club member is transported to a medical facility (via EMS or personal vehicle)
• A UWL sport club member is admitted to a medical facility

Follow these steps:

• Call the emergency contact listed on injured member’s medical card
• A club member or coach must go to medical facility with the injured person until a parent or legal guardian is able to meet them or they are authorized to leave the medical facility
  • Bring medical card for injured person to medical facility
• Call the competitive sports coordinator and/or ATC to inform them of situation
  • Leave a voicemail or send a text message with detailed info if no answer

Each club has three financial accounts on campus:

1. Student Faculty Organization account (SFO)
2. Rec Account (Student fee allocation)
3. Foundation account
   
   Clubs may not utilize off-campus banking systems. Club officers may not keep finances in the form of cash.

1. Student Faculty Organization Account (SFO Account)

Each club has an SFO (Student Faculty Organization) account managed through the Business Services Office in 125 Graff Main Hall. This account functions like a checking account and is used to deposit fundraised money, team dues, and cut reimbursement checks. The money in this account belongs to the club and must be used for expenses directly related to club activities—it cannot be kept or used by individual members. Any remaining balance in the SFO account carries over from year to year.

• The treasurer and president will be listed as authorized signers. 
  
  
• The SFO authorization form needs to be signed every year, even if officers do not change
  
  
• Money can be deposited into this account via Venmo to @uwlsfo or via cash or check to the Cashier’s Office, Graff Main Hall
  
  
• The team president must sign the electronic deposit form prior to depositing via Venmo

SFO Venmo deposits must include:

• The student’s UWL email address
• The SFO account number
• The sport club name
• Description of what the deposit is for
  
   Example deposit:
   Cute Dog Club, 1234,  nbarnhart@uwlax.edu,  Membership dues

             Do not select “the seller pays a fee” on Venmo!

Learn more details about SFO accounts, deposits, check requests, and more on the SFO webpage.

DUES
The club treasurer is responsible for tracking dues payments from all sport club members

SPENDING RESTRICTIONS

• No alcohol
• Individual memberships and jerseys/apparel with last names can be purchased, but individual dues must be collected by members and account for these items
  
  Ex: if a team is purchasing warm-up jerseys with last names that cost $50 each, the breakdown of dues needs to clearly show that $50 are paying for the warm-up jerseys
  
  
• If purchasing food for an on-campus event, clubs will need to complete a self-cater form or order through campus catering and submit these forms with their check requests

How to spend this money
If you are an officer, student member, or adviser handling cash, you must first complete this training. 

Click here to complete the training.

After training is complete

All check requisitions are processed via DocuSign and must include details about the expense and all necessary receipts

Include the advisor’s info, the student signer’s info, and all receipts

Be as detailed as possible in description of expense/s

If there are multiple receipts, each one should have their own line item

After all parties have signed the check requisition (student officer, advisor, Business Services), the checks will be available by 10:00 am on the next business day

All SFO check requests must be received within 30 days of the expense

Gas receipts may be reimbursed through the SFO account

Provide the initial fill up receipt, all subsequent receipts, and final fill up in La Crosse

Initial fill up receipt is NOT reimbursed

2. Rec Sports Account (Rec Account)

The Rec account funding comes from UWL student segregated fees and are allocated by the Coordinator of Competitive Sports based on club annual budget requests.

All allocated money must be spent by the end of the fiscal year. This account also has more restrictions and guidelines for usage.

What Expenses can the REC allocation be used for?
Teams are encouraged to use this money for registration fees, league fees, facility rental, or travel reimbursement including transportation costs such vehicle rentals, plane tickets, and hotels.

All hotel, flight and vehicle rental expenses must be coordinated through the Competitive Sports program and will be submitted through Concur/Fox World Travel.

REQUIREMENTS FOR UTILIZING REC ALLOCATION

• Compete twice a year
• Submit an accurate budget proposal to the Sport Club office in May for the following school year
• Remain in good standing with the UWL Student Organizations Office and Sport Club program.

How to spend this money

There are more restrictions and oversight of segregated fee spending.  Schedule a meeting with the coordinator to pay for any of the following: 

• Pay for a registration via an association website
• Book travel (know dates, legal names, location of events)
• Hotels
• Rental vehicles
• Purchase equipment/jerseys

Purchasing Equipment or Uniforms
All items purchased through the REC allocation become property of the University and the Sport Club Office will maintain inventory and store items when not in use.

Selecting equipment or uniform suppliers
All suppliers must be approved merchants and hold the appropriate licenses as necessary.  Check with the Competitive Sports Coordinator to ensure your club is following the proper process.  Purchases that do not utilize an authorized or approved supplier is ineligible for reimbursement. 

Suppliers can become an authorized entity
If a supplier has not been paid by the University before, we will set up an account in ShopUW+ and need a W9 to complete setup

3. Foundation Account

Each club has a UWL Foundation Account.  It is primarily used to collect "One Day for UWL" fundraising efforts but can be used to accept donations throughout the year also.

• Those who donate will receive the appropriate tax deduction paperwork.
• The UWL Foundation will keep a small percentage of the donated amount.
• All funds donated to a Foundation Account are transferred to the SFO account each year.
• Clubs can set up crowd-funding opportunities through their Foundation accounts to pay for specific expenses

Example: the baseball club set up a crowd-funding link to raise money for their trip to the NCBA World Series in 2023

Student Faculty Organization Account (SFO Account)

Each club has an SFO (Student Faculty Organization) account managed through the Business Services Office in 125 Graff Main Hall. This account functions like a checking account and is used to deposit fundraised money, team dues, and cut reimbursement checks. The money in this account belongs to the club and must be used for expenses directly related to club activities—it cannot be kept or used by individual members. Any remaining balance in the SFO account carries over from year to year.

• The treasurer and president will be listed as authorized signers. 
  
  
• The SFO authorization form needs to be signed every year, even if officers do not change
  
  
• Money can be deposited into this account via Venmo to @uwlsfo or via cash or check to the Cashier’s Office, Graff Main Hall
  
  
• The team president must sign the electronic deposit form prior to depositing via Venmo

SFO Venmo deposits must include:

• The student’s UWL email address
• The SFO account number
• The sport club name
• Description of what the deposit is for
  
   Example deposit:
   Cute Dog Club, 1234,  nbarnhart@uwlax.edu,  Membership dues

             Do not select “the seller pays a fee” on Venmo!

Learn more details about SFO accounts, deposits, check requests, and more on the SFO webpage.

DUES
The club treasurer is responsible for tracking dues payments from all sport club members

SPENDING RESTRICTIONS

• No alcohol
• Individual memberships and jerseys/apparel with last names can be purchased, but individual dues must be collected by members and account for these items
  
  Ex: if a team is purchasing warm-up jerseys with last names that cost $50 each, the breakdown of dues needs to clearly show that $50 are paying for the warm-up jerseys
  
  
• If purchasing food for an on-campus event, clubs will need to complete a self-cater form or order through campus catering and submit these forms with their check requests

How to spend this money
If you are an officer, student member, or adviser handling cash, you must first complete this training. 

Click here to complete the training.

After training is complete

All check requisitions are processed via DocuSign and must include details about the expense and all necessary receipts

Include the advisor’s info, the student signer’s info, and all receipts

Be as detailed as possible in description of expense/s

If there are multiple receipts, each one should have their own line item

After all parties have signed the check requisition (student officer, advisor, Business Services), the checks will be available by 10:00 am on the next business day

All SFO check requests must be received within 30 days of the expense

Gas receipts may be reimbursed through the SFO account

Provide the initial fill up receipt, all subsequent receipts, and final fill up in La Crosse

Initial fill up receipt is NOT reimbursed

• Link to Business Services SFO Website
• SFO Account Authorization Form via DocuSign
• SFO Check Requisition via DocuSign
• SFO Electronic Deposit Info (Venmo)
• SFO Deposit Form 
• SFO Cash Handling Training (pdf, then complete Qualtrics)

Before committing to hosting a home event or fundraiser, your first step should be to contact the Competitive Sports Coordinator or the Sport Club Office to coordinate and receive approval.


University Centers Event Planning Guide

Are you planning an event? Use the University Centers event planning guide for assistance.

Fundraising

Fundraiser registration forms must now be completed in the Event Submission Form on MyOrgs, please click on Events > Create Event under your action tools. The fundraising portion must be approved prior to advertising for your event.

To create an event:

1. Sign in to MyOrgs using your UWL login information
2. Click the Student Organization you would like to make the event for
3. Select "Manage Organization" in the top right of your screen
4. Click the menu in the top left of the screen (next to your Organization's name)
5. Select "Events"
6. Click "+Create Event" in the top right screen
7. Complete and submit the form for your event so be reviewed

Please note submitting a form does not mean your event has been approved. You will received notification from MyOrgs upon approval or if there are any questions on your event. 

If you have any questions, contact The COVE (thecove@uwlax.edu). 

Student Organization Leadership Guide

Each student organization writes its own constitution and bylaws, which should outline the basic role of each organization officer. It is solely up to the members of the organization to assign responsibilities to a specific officer. This list is intended to assist you in constitutional development and to help you answer the question, “Now that I’ve been elected, what am I supposed to do?” The roles listed below are President, Vice President, Secretary, and Treasurer. Other possible positions are Parliamentarian, Activities Director, Recruitment/Retention Director, Academic Coordinator, Liaisons, Community Service/Volunteer Director, or more.

ROLE OF THE PRESIDENT

• Presides over all meetings of the organization
• Calls special meetings of the organization
• Schedules all activities of organization
• Obtains appropriate facilities for organization meetings and activities
• Prepares and files any required reports Appoints committee chair people
• Completes annual registration forms
• Attends the Officer Training meetings
• Represents the organization at official functions
• Maintains contact with organization alumni, affiliated departments, and national organizations
• Remains fair and impartial during organization decision making processes
• Votes in cases where a tie exists
• Coordinates organization elections

ROLE OF THE VICE PRESIDENT

• Assume duties of the President as needed
• Serve as ex-officio of standing committees
• Coordinate organization recruitment efforts
• Plan officer orientation and organizational retreats

ROLE OF THE SECRETARY

• Keeps record of all organizational members
• Keeps record of all organizational activities
• Keeps and distributes meeting minutes
• Creates and distributes meeting agendas
• Notifies all members of meetings
• Prepares organization’s events calendar
• Schedules all organization’s activities
• Obtains appropriate facilities for activities
• Prepares and files any required reports
• Handles all official organization correspondence

ROLE OF THE TREASURER

• Keeps all organizational financial records
• Pays organizational bills Collects organization’s dues (if applicable)
• Prepares an annual budget Familiar with accounting procedures and policies
• Prepares and submits financial reports to members
• Coordinates fundraising drives
• Prepares all budge requests for funds

Sport Club Requirements

To be recognized as a Sport Club, a group must first be a registered UWL Student Organization through University Centers.

Sport Club status is an additional designation that provides access to Competitive Sports resources and support, but it does not replace student organization recognition.

Each club must meet specific requirements to remain in good standing as a Sport Club. Failure to meet these expectations may result in a loss of funding or Sport Club status.

1. Fundraise 100% of Rec Allocation
   1. Fundraised money is tracked through deposits on monthly SFO Account statements
   2. Dues collected count as fundraised money.
   3. All fundraising and corporate sponsorships must be coordinated and approved through the Rec Sports and University Centers Office at least two weeks prior to the fundraiser.
   4. Events must be submitted in MyOrgs for COVE approval.
      
      
2. Attend all Sport Club Organization's administration meetings
   1. All officer meeting and REC Fest on Labor Day
   2. Individual and group Executive Council meetings
   3. MyOrgs meetings with University Centers
   4. Risk management meetings/trainings with the ATC
   5. Officer training (usually in April for officers taking over leadership in fall semester)
   6. Meetings with the coordinator
   7. Alcohol, hazing, or other student development meeting
   8. Any other meetings deemed required by Rec Sports
      
      
3. Maintain Participant Membership
   1. Clubs must maintain 7 active UWL student members.
      Active membership is defined as having all team dues paid, all necessary forms submitted, participate in 25% of team practices (if applicable for club) –or– attend 50% of non-qualifying (non-playoff) events
      
      
   2. A club may have a stricter definition of “active” in specific club bylaws, but not less.
      
      
4. Complete All Paperwork
   
   1. Inventory reports
   2. Risk management reports
   3. Club members individual paperwork (concussion form, risk and liability waiver, medical history form)
   4. Track your dues
   5. Driver authorization form (for any member driving to a club event)
   6. Pre- and post-travel paperwork (for all off-campus events)
   7. Semester reports
   8. Officer contact form
   9. Any other form sent out from Rec Sports
      
      
5. Maintain Risk Management Officers (RMOs)
   1. Each club must maintain risk management officers with current adult CPR, AED, and First Aid certifications on file with the sport club program.
   2. If the active club roster has 10 or fewer members, 1 RMO is required.
   3. If the active club roster is 11 or greater, 2 RMOs are required.
   4. Clubs split into multiple teams must have 1 RMO per team.
   5. Clubs may have more than 2 RMOs if they choose.
   6. This is helpful if an RMO is unable to attend practice, so someone else can fill in.

Failure to maintain seven active members

• If a club is presented with low membership by the start of their season, the coordinator will meet with the Executive Council to decide if a club is placed on membership probation. Membership probation gives the club 1 semester to make positive progress towards increasing membership. At the conclusion of the semester, the Executive Council will reevaluate the club’s progress. If the club membership returns to 7 or more active UWL student members, the club will return to full status.
  
  
• If the club membership grows but does not yet meet or exceed 7 active UWL student members, it is at the discretion of the Executive Council whether to keep the club on probation for 1 more semester or not.
  
  If the club does not make positive progress towards 7 active UWL student members or fails to obtain 7 active UWL student members at the conclusion of the second semester of probation (granted by the Executive Council), the club will lose Sport Club status.
  
  An organization losing status as a sport club will immediately forfeit their Rec budget.
  
  

Spend Entire Rec Allocation

Each club has until the last day of classes spring semester to spend their Rec allocation

Work with the coordinator to spend money from the account

Info needed for purchases:

Registration: invoice with amount, date, payee, payee’s email

Equipment: type, quote and invoice, vendor, vendor’s email

Travel: dates, legal names, location, type of travel requested

If a supplier has not been paid by the University before, we will set up an account in ShopUW+ and need a W9 to complete setup

Any account with $100 or less will be considered completely spent

Any money left if the account after the deadline will be absorbed by the sport club budget

Manage All Club Equipment

Ensure jerseys/wearable equipment are laundered properly throughout the school year.

Ensure jerseys and equipment are taken care of and returned within 2 weeks of the completion of the competitive season or by the last day of classes, whichever is sooner.

Any individual who loses or damages jerseys is responsible for replacement costs, which vary depending on sport.

In the event the individual does not pay for a replacement, the club’s SFO account must pay for the replacement.

Jerseys should be worn for sport club competitions or events only. They should not be worn while eating foods that stain.

Most jerseys should be washed on the cold cycle and hung up to dry for longevity.

Inform the coordinator if any equipment is damaged during club use.

Safety & Risk Management/Athletic Training Resources

• Emergency Action Plans (for on-campus venues/facilities only)
  • Recreational Eagle Center (REC)
  • Mitchell Hall
  • Student Fieldhouse
  • VMF Sports Complex - Football Turf
  • VMF Sports Complex - Soccer/Lacrosse Turf
  • North Campus Fields
• Injury/Emergency Report Form
• Concussion Information Handout
• First Aid Kit Supply List

• 2024-2025 Coach Agreement Form (Due Prior to Club Involvement)

Post-Season Travel Grant Application

Link to Business Services SFO Website

SFO Account Authorization Form via DocuSign

SFO Check Requisition via DocuSign

SFO Electronic Deposit Info (Venmo)

SFO Deposit Form 

SFO Cash Handling Training (pdf, then complete Qualtrics)

Budget Reallocation Request (Rec account)

Tax Document EIN W9

Student Organization Leadership Guide