Forms updated for Fall 2013

      Category Form Description/Purpose Due Date Impact
      Overall Club Info Important Dates Notification of upcoming events - -
        Club Sports Manual Rules/guidelines of Club Sports - -
      Contact President Agreement Understanding for what we ask of you, the President Sep. 10, 2013 Not an official Club Sport until filled out.
        Club Officer Agreement Understanding for what we ask of you, the Club Officers Sep. 10, 2013 Not an official Club Sport until filled out.
        Club Officer Contact having your contact information available to the office Sep. 10, 2013 No use of SUFAC account until turned in or updated.
      Handouts Membership List Ability to track club members through waivers and JOIN All of these forms must be turned in as soon as they are made available to all of the members part of the club No travel or use of facilities and budgets until turned in (JOIN must be updated as well).
        Waivers Understanding UWW is not liable for any incident caused by Club Sports NO ONE CAN PARTICIPATE IN CLUB EVENTS UNTIL A WAIVER IS SIGNED.
        Dues Contract Proof for the officers or individual member what is required to pay to participate Suggested form but not mandatory.
        Driver Authorization

      Extra Form for Out-of-State Drivers

      updated 12/4/13 A list of campus notaries can be found here.
      Approval by UWW for specific students to drive during club functions.

      Out-of-State Drivers:The driver is to complete the form and sign it in front of a notary. The notarized statement, driver authorization form, and a photocopy of the out of state license are to be sent to Hyer 333 for processing.
      No individual part of the club can drive until they are cleared by the university.
      Financial Tax Exempt Proof that you as UWW entity have non-taxable rights while traveling within the state - -
        Stu/Fac Example What your monthly Stu/Fac printout will look like Will receive copy once a month -
        Stu/Fac Deposit Form used to deposit money into your Stu/Fac account - -
        Taxable and Non-Taxable Items A listing of all the different items that need to be labeled as either taxable or non-taxable when depositing money into your Stu/Fac account - -
        Stu/Fac Check Request Form used to request funds be taken out of your Stu/Fac account - Funds must be cleared by Club Sports Director before they are allocated.
        Stu/Fac Account Change of Info Form used to update who is/is not allowed to deposit and withdraw money from the Stu/Fac account Anytime a new officer is elected No use of the account until account holder’s info has been updated.
        SUFAC Example What your monthly SUFAC printout will look like Clubs will receive a copy once a month -
        Travel Expense Report Form used to reimburse individuals out of your SUFAC account Within one business day after traveling No reimbursements will be allocated if not filled out. This must be done as soon as you return from your trip.
      Travel/Competition Travel Checklist Checklist of what to do before and after traveling with club - -
        Travel Itinerary Let’s the Club Sport Office know where you are traveling to and the information about the trip Two days PRIOR to leaving for any traveling No club will be allowed to travel until an itinerary and roster for the trip are filled out. If failure to turn in, future traveling may be cancelled.
        Post-Travel Report Update about what happened during the clubs trip Within one business day after traveling No club will be allowed to travel following a trip where a report is not handed in.
        Home Event Planning Gives the Club Sports office a heads-up as to what will be happening when you host your event Two days prior to hosting event Future home events will not be allowed if there is failure to inform the office of an upcoming event and plans.
        Weekly Update Form used to update the Club Sports office on what your club accomplished or did during that particular week Due every Monday by 6pm Access to accounts and the ability to host an event / travel to an event will be cancelled or restricted.
      Coach/Instructor Coach/Instructor Agreement Similar to a club members waiver, a coaching agreement portrays what is/is not asked of a coach Prior to any involvement of Coach/Instructor Similar to waivers, no coach is allowed to be part of the club if a coach/instructor agreement is not filled out.

      Licensing Waiver

      List of Approved Vendors

      These MUST be filled out every time you are having something printed with either the words “UW-Whitewater” or “Warhawks”. It must get approved before you print the final product BEFORE you have anything printed Failure to get approval to use anything associated with UW-Whitewater will restrict your access to use it in the future.
        Accident Report This must be filled out any time there is some form of injury either in a practice or game Immediately after accident occurs  
        Club Petition / Issues Anytime there are any issues with a club that needs to be brought, this form can be submitted, along with sitting down the Club Sports Director - -
        Year-end Annual Report This form is to be filled out at the end of the year. It explains what all your club accomplished throughout the school year. Last Monthly meeting of school year Failure to turn in a year-end report will restrict all access to being considered a Club Sport the following year.

      *Note that all forms can also be found in paper form in room 100 of the Williams Center


      University of Wisconsin-Whitewater
      Recreation Sports & Facilities
      Williams Center Room 100
      Whitewater, WI 53190-1790

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