Recreation Sports & Facilities

Club Sports

The Club Sports program at UW-Whitewater is designed to provide the opportunity for students, faculty and staff to participate in a variety of competitive, instructional and recreational sports. Each club is formed, organized, governed and facilitated by students under the guidelines established by the Office of Recreation Sports and Facilities.

Club Sports Online Store »

Looking for an individual club? Check out the "Club List" tab below.

UW-Whitewater Club Sports clubsports@uww.edu
800 West Main Street 262-472-1145 (office)
100 Williams Center 262-472-1875 (fax)
Whitewater, WI 53190 Williams Center Hours of Operations »
Contact the Assistant Director » Meet the Intramural & Club Sports Staff »



Important Dates for Fall 2019

Fall Semester Schedules Due
Monday, September 9 (preferably sooner)

Club Sports Awareness Day
Tuesday, September 3 from 10a-2p in front of the UC

Student Involvement Fair
Wednesday, September 11 from 11a-2p in front of UC to Goodhue

Officer Training Day 1
Tuesday, September 3 from 5-7p in Williams Center 184

Officer Training Day 2
Monday, September 9 from 5:30-7p in Williams Center 183 BC

Risk Management Officer Training
Thursday, September 5 from 5-7p in Williams Center 184

Club Sports Social
Sunday, September 15 from 5-8 in Warhawk Alley

October Monthly Meeting
Monday, October 7 from 5:30-7p in Williams Center 183 BC

SUFAC Budget Hearing
TBA - watch for message around mid-October

November Monthly Meeting
Monday, November 4 from 5:30-7p in Williams Center 183 BC

December Monthly Meeting
Monday, December 2 from 5:30-7p in Williams Center 183 BC
**wear your favorite holiday sweater and compete in our contest!

Spring Semester Schedules Due
Friday, December 20 (preferably sooner)

Links to all general forms required of leadership/officer teams can be found below.

NOTE: FILLABLE PDF FORMS MUST BE DOWNLOADED AND SAVED AS ADOBE PDF FILES IN ORDER FOR CONTENT TO SAVE CORRECTLY.

Overview of Forms » 

General club forms to file in room 100

Form Name Available Form Types
Officer
Contacts

Downloadable PDF Fillable PDF Online Form
President
Agreement

Downloadable PDF Fillable PDF - - -
Officer
Agreement

Downloadable PDF Fillable PDF - - -
Club Information
Sheet

Downloadable PDF Fillable PDF Online Form
Membership
Roster

Downloadable PDF Fillable PDF - - -
Participation
Waiver

Downloadable PDF Fillable PDF - - -
Dues Contract
Agreement

Downloadable PDF Fillable PDF - - -
Inventory
Form

Downloadable PDF Fillable PDF Online Form
Club Issues
Petition

Downloadable PDF Fillable PDF Online Form
Coach/Instructor
Agreement

Downloadable PDF Fillable PDF - - -
Monthly
Update

Downloadable PDF Fillable PDF Online Form
Licensing
Approval

Downloadable PDF - - - - - -
Community Service
Performed

Downloadable PDF Fillable PDF Online Form

Club leadership is responsible for many items throughout the year. Since not all clubs are structured the same from a leadership position standpoint, it is up to each individual club to delegate roles and responsibilities in a manner the club deems appropriate. Club presidents are ultimately responsible to ensure items are addressed in a timely manner. Leadership responsibilities include, but are not limited to:

  • Serving as a liaison between the club and Club Sports administrative staff
  • Attend all necessary meetings and trainings
  • Knowing and understanding campus emergency action plans
  • Scheduling (and sharing) club competitions and practices
  • Ensuring all University policies and procedures are followed by all club members at all times
  • Submitting required paperwork to the Office of Recreation Sports & Facilities
  • Ensuring all club members are eligible and have proper paperwork on-file
  • Making travel arrangements and communicating said plans with Club Sports administrative staff
  • Accurately updating the club’s ConnectUWW page
  • Ensuring the club meets all recognition standards established by Career & Leadership Development
  • Collect and deposit dues from team members
  • Keep records of all financial accounts affiliated with the club
  • Attend budget meetings
  • Submit any financial requests to Club Sports administrative staff
  • Maintaining club equipment inventory
  • Representing UW-Whitewater and all affiliated branding appropriately

All club members are expected to maintain the highest standards of sportsmanship, both on and away from their respective playing surface. This includes Intramural Sports participation.

  • Allow contest officials and representatives preside over contests without interference or harassment
  • If a club has a grievance, voice it at an appropriate time and to appropriate people
  • If necessary and appropriate, the Assistant Director can represent a club in a grievance
  • Above all, be proud to be a Warhawk and be honorable in representing your institution

We all want your club to exhibit reasons why opponents want to return to campus or ask you to be a repeat participant in their events. Governing bodies should ALWAYS be under the impression UW-Whitewater Club Sports and its teams will make great members!


Each club is responsible for obtaining, using and storing its equipment.

Any equipment that is purchased using approved university allocated funds (SUFAC) is property of the Office of Recreation Sports & Facilities and must be stored in the Williams Center (or at an agreed upon location) when not in-use. All equipment purchased using SUF funds must be logged in a club’s inventory report.

Clubs are permitted to use Student/Faculty Organization funds (Stu/Fac) to purchase equipment. This equipment would not be considered property of Rec Sports. Please speak to administrative staff prior to making a purchase to discuss your intentions.

Equipment may also be available for rent from the Williams Center Equipment Room. A valid UW-Whitewater-issued identification card must be presented in order to check out equipment. Lost or damaged equipment is the responsibility of the individual checking out the equipment.

Any club utilizing storage space in a facility supported by the Office of Recreation Sports & Facilities MUST keep the storage space tidy at all times. Only designated club members are permitted to enter facility storage to remove equipment. Any violations or misuse of equipment/storage space may result in disciplinary action taken by administrative staff.


Financial Forms

NOTE: FILLABLE PDF FORMS MUST BE DOWNLOADED AND SAVED AS ADOBE PDF FILES IN ORDER FOR CONTENT TO SAVE CORRECTLY.

Form Name Available Form Types
SUFAC Budget
Template

Downloadable PDF - - - - - -
Stu/Fac Account
Authorization

Downloadable PDF Fillable Sheet - - -
Stu/Fac
Check Request

Downloadable PDF Fillable Sheet - - -
Stu/Fac
Deposit

Downloadable PDF Fillable Sheet - - -
Purchase
Request

Downloadable PDF Fillable PDF Online Form
Certificate of
Tax Exempt Status

Downloadable PDF - - - - - -
Tax Status
Items List

Downloadable PDF - - - - - -
Non-Employee
E-Reimbursement

Downloadable PDF Fillable Sheet - - -
Payment to
Individual Report
Downloadable PDF Fillable Sheet - - -

A portion of the fees students pay is designated for the operation of various student services and organizations. These designated are called Segregated University Fees (SUF). The primary responsibility for the allocation of these fees is provided to students in consultation with the Chancellor and is subject to final confirmation by the Board of Regents of the University of Wisconsin System. This responsibility has been delegated to the Segregated University Fee Allocation Committee (SUFAC). SUFAC is comprised of nine students and two ex-officio members.

Each year in late October/early November, SUFAC hears presentations from all student programs and organizations requesting funding for the following academic year. Prior to this date, administrative staff will provide the current academic year’s SUFAC allocation statement to each club. A representative from each club must then meet with administration to discuss this statement and its allocation request.

SUFAC funds are intended to supplement a club’s own fundraising and are not intended to completely support all club activities. Emphasis is also placed on fundraising, dues collection and self-sufficiency for each club. Clubs must be recognized in order to request funding from SUFAC.

Per Club Sports preferences, SUFAC funds may only be used for:

  • League/association dues
  • Team equipment purchases
  • Tournament fees
  • Lodging expenses
  • Vehicle rental fees
  • Copying/printing/advertising services
  • Payment to individuals (i.e. officials)
  • Non-employee expense reimbursements

Reminder: any tangible items purchased using SUF funds are considered property of UW-Whitewater Rec Sports and must be added to an individual club’s inventory list.

SUF funds follow a fiscal year timeline. Each fiscal year begins July 1 and ends June 30. SUFAC funding NOT spent prior to fiscal year-end deadlines will be collected by Club Sports administrative staff, as carry over is not guaranteed. It is strongly recommended clubs use all SUFAC funds prior to the end of the academic year. These funds will be spent first. If any additional funding is needed, clubs and administration will use Student/Faculty Organization Account money (if applicable). Students will receive a monthly balance of SUFAC accounts but do not have access to view these accounts online. All accounts receiving SUFAC support are monitored by the Assistant Director. SUFAC funding must be approved and only the Assistant Director is permitted to facilitate transactions affiliated with SUFAC accounts.

SUFAC Key Budgeting Terms


A Student/Faculty Organization Account (Stu/Fac or SFO) is an active on-campus checking account processed through the Cashier’s Office. All funds in these accounts are privately raised (no SUFAC funds may be transferred or deposited into this account). Similar to private checking accounts, clubs receive monthly and annual statements detailing account activity. The Assistant Director works in direct correlation with the Cashier’s Office to preside over all Student/Faculty Organization Accounts.

Club leadership must complete an authorized user access form in order to gain access to these funds. Most clubs have a Stu/Fac account. Each account has its own unique five-digit number. Clubs will mainly access these accounts to make deposits or request a check.

For more information, please see the following subsections:

  • Dues & Collections
  • Fundraising
  • Check Requests
  • Cashier’s Office & Deposits

Clubs are not required to have a Stu/Fac account, although it is strongly recommended they do. These funds do not need to be spent down to zero by the end of the fiscal year. Any remaining funds automatically carry over into the next fiscal year.

If a club has a negative SUFAC balance, don’t worry! Stu/Fac funds will be used to balance out SUFAC. Clubs will not be permitted to spend any money out of any account if Stu/Fac balances cannot supplement any negative spending.

Don’t have a Student/Faculty Organization Account?


Collecting dues are a great way to raise some funds to offset some expenses accrued by a club. Participation dues are not required by the Office of Recreation Sports & Facilities, although they may be required by an individual club. Please be advised the Assistant Director, in situations when a club becomes deficient in cash flow, may require dues be collected or increase the amount of dues to be paid by each member.

Dues may be set on a semesterly or annual basis in an appropriate amount determined by individual club leadership.

It is strongly recommended the method of setting and collecting dues be written in individual club constitutions. It is also strongly encouraged that clubs collecting dues have all members sign a dues agreement form. This form allows the Office of Recreation Sports & Facilities to freeze an individual member’s university account if dues are not paid.

Because clubs are individually recognized as student organizations, the Office of Recreation Sports & Facilities will honor the wishes of each individual club and the decisions rendered by leadership teams.


Fundraising is an important aspect each club must consider. There are countless opportunities for fundraising, which may include:

  • Alumni or fan donations
  • Selling approved merchandise (i.e. online store from approved vendor)
  • Raffles
  • Bake sales
  • Working camps or athletic competitions
  • Selling concessions at home events
  • Facility cleaning
  • Much, much more!

Please consult with administrative staff to determine if permits or licenses are required or if you wish to discuss other fundraising ideas!

Funds raised should be deposited into a Student/Faculty Organization Account.


Each year, additional seg fee money is held in what is called a “contingency fund.” Clubs who may have unanticipated expenditures or wish to expand their programming are welcome to apply for additional funding. An established application process must be followed and clubs who wish to take advantage of this opportunity must meet with the Assistant Director to review intentions.

The Office of Recreation Sports & Facilities will support contingency fund requests related to:

  • Post-season travel or event hosting
  • Equipment needs
  • Other items deemed appropriate

Contingency funding must be approved by SUFAC and the campus budgeting office. Contingency fund requests may not necessarily be granted and should be submitted well before funding is needed.

SUFAC website – see “Contingency Fund Policy” under “Supporting Information” on the left side of the page.


Individual club members are permitted to request reimbursement in the event personal funds are used. Reimbursement requests may be made in the form of:

  • SUFAC non-employee expense
  • Stu/Fac check request

Check requests are much easier to process and are the preferred method for reimbursement processing. However, if a club has SUFAC money available to spend down, a non-employee expense form can be submitted. 

Please be advised reimbursement intentions should be clearly communicated with administrative staff PRIOR to spending personal funds. Clubs must have enough money in their accounts in order to process reimbursement requests. Administration reserves the right to deny reimbursement requests for any reason.


Clubs may request checks from their Stu/Fac account to help pay for anything related to club operations. Authorized officers must complete the check request form and bring it to the Office of Recreation Sports & Facilities for authorization. The Assistant Director will examine club funds available, determine the appropriateness of the request and will authorize the request with a signature. Check request forms will be copied and filed in the office for record-keeping purposes.

Following administrative authorization, the club requesting a check must bring the form to the Cashier’s Office in Hyer Hall during hours of operations. Please allow 2-3 business days for proper processing. Individual clubs are responsible for picking up their checks. Checks not cashed within the timeframe established by the Cashier’s Office are subject to having a stop payment noticed placed on them.

Check requests must be completed and include the following information:

  • Date
  • Amount
  • Issue check to (make sure this is spelled accurately)
  • Five-digit account number
  • Club name
  • Purpose for payment
  • Check “Payment is for Expenses Only”
  • Signatures of at least one officer (up to two) and the Assistant Director

Check requests for individual payments are not going to be authorized unless proper tax documentation is filed. See “Hiring & Paying Individuals” for more information.


Clubs are permitted to make their own purchases with Stu/Fac or personal money but must communicate purchase intentions to administrative staff. All receipts for reimbursements MUST be turned in.

If a club wishes to use SUFAC funds to purchase equipment, the Assistant Director must be notified with ample time to make said purchase.

Clubs are encouraged to complete the purchase request form.


Clubs and their members are exempt from all sales tax in the state of Wisconsin, as well as in some other states, when making purchases for a club. Clubs are encouraged to carry a copy of the tax-exempt status certificate whenever they travel or conduct club business.

Individuals may not take advantage of the tax-exempt status for personal business.


Clubs and governing bodies often hire officials/referees to preside over contests. Clubs are welcome to hire anyone they deem appropriate to officiate a contest. Please be advised governing bodies and/or opposing teams may require officials have current certifications. The Assistant Director can assist with the recruitment and identification on qualified individuals, however individual clubs are responsible for securing commitments for game assignments.

If clubs are responsible for paying officials for their contests, each official must complete a “Payment to Individual Form” for each contest they work. Appropriate tax documentation must also be filed in order to classify officials as eligible vendors.

Payment for officials CANNOT be processed until a service has been completed and proper/completed paperwork has been turned in.

Intramural Sports officials may also be contracted, if permitted by governing bodies or opponents. Please consult the Officials Association for details.


Club members are permitted to use personal funds for club-related business. Please be advised personal funds may not always be reimbursed and all spending must be appropriate. Receipts should ALWAYS be kept in the event an individual wishes to submit a reimbursement requests


No club is allowed to have a “third” or off-campus account without approval of administration. All club monies should go in and out of either SUFAC or Student/Faculty Organization accounts. Any club found with any unauthorized accounts is subject to facing disciplinary action on a circumstantial basis.


The Cashier’s Office is located in room 104 of Hyer Hall. Club leadership members should familiarize themselves with the Cashier’s Office and its staff. All officers are required to have authorization forms on-file with the Cashier’s Office if they wish to access Student/Faculty Organization account funds.

 

Clubs wishing to sell concessions or items deemed appropriate be administration may rent a cash box from the Rec Sports office. The Cashier’s Office is able to provide change for said cash box, however a “Change Fund Request” must be submitted. The exact amount of change initially received must be returned to the Cashier’s Office following the event.

All deposits are to be completed by individual clubs. The Assistant Director may assist with completing the deposit form, although clubs are responsible for turning their deposits in to the Cashier’s Office. Deposits are subject to tax, depending on the type of funds and method(s) in which they are raised.


Travel Forms

NOTE: FILLABLE PDF FORMS MUST BE DOWNLOADED AND SAVED AS ADOBE PDF FILES IN ORDER FOR CONTENT TO SAVE CORRECTLY.

Form Name Available Form Types
Travel
Checklist

Downloadable PDF - - -

- - -

Travel Itinerary
and Roster

Downloadable PDF Fillable PDF

Online Form

Post-Travel
Report
Downloadable PDF Fillable PDF

Online Form

Whenever clubs travel, they are traveling on behalf of UW-Whitewater business. As a result of this classification, proper paperwork must be filed before, possibly during and after travel.

In order to travel, the following items are needed:

Updated Membership Roster on-file

BEFORE TRAVEL Update ANY TIME
All travelers must have waivers on-file

BEFORE TRAVEL Update ANY TIME
Driver Authorizations


BEFORE TRAVEL Update ANY TIME
Travel Itinerary and Roster


BEFORE TRAVEL Turn in 72 Hours BEFORE
Post-Travel Report


AFTER TRAVEL Turn in 48 Hours After
Injury/Incident Report


AFTER TRAVEL Turn in ASAP
Proof of Event/Results


AFTER TRAVEL Turn in 48 Hours After
Receipts

AFTER TRAVEL Turn in 48 Hours After

Administration reserves the right to request additional information as determined necessary

    Any individual who does not have proper paperwork on-file may not be authorized for travel. The same applies to all clubs as a whole. Please allow enough time for administration to process requests. The more information your hosts or governing bodies may need, administration may require more time to assist with travel.

    A travel checklist has been assembled to assist with planning and operations. This checklist does NOT need to be turned in and is for reference only.


    The Assistant Director requests at least two weeks’ notice for lodging requests. Lodging reservations must be made by the Assistant Director, NO EXCEPTIONS. Club leadership is permitted to call and reserve a block of rooms, but the official reservation must be secure by the Assistant Director. Club funds will be used to pay for lodging. The Assistant Director reserve the right to deny a lodging request if a club has insufficient funds.

    When requesting lodging, clubs will be asked to provide the following information:

    • Name of three preferred sites and their addresses/phone numbers
    • Date of check-in
    • Date of check-out
    • Confirm the number of nights of the stay
    • Number of traveling members
    • Number of rooms needed
    • Number of beds per room
    • Type of beds needed (queen vs. king, etc.)
    • Additional name for check-in (i.e. coach, team captain, leader, etc.)

    Please be advised of the following: 

    • Club members may be asked to supply a credit card for incidentals
    • The Club Sports credit card WILL NOT travel with a club
    • The Assistant Director may need to supply a credit card authorization form
    • Whoever is also named on the reservation may need to provide identification
    • Teams may be required to check in together
    • Lodging reservations may not be changed, shortened or extended without administration’s consent

    Reservation confirmations will be shared with appropriate club members once confirmations are received.

    No third-party reservation services or websites may be used to secure lodging. This is the case even if cheaper prices are available on a website. The Assistant Director will call the place of temporary residence to secure all reservations and to negotiate any possible state and/or tax rate.

    Receipts/hotel folios MUST be turned in to the Office of Recreation Sports & Facilities upon the club’s return to campus.


    All traveling members and affiliated individuals (i.e. fans) represent UW-Whitewater at all times and are expected to act professionally and abide by all policies established by the place of temporary residence. The UW-Whitewater Student Code of Conduct must also be followed.

    Clubs are not authorized to charge incidentals or any items not related to room rates and applicable taxes to their stay. If incidentals (rentals, room service, safe use, etc.) are charged, the club will be responsible for reimbursing the Assistant Director in the proper channels established by the University.


    Members are strongly encouraged to rent UW-Whitewater fleet or Enterprise vehicles, although personal vehicles may be used. The Assistant Director must assist with renting fleet or Enterprise vehicles. Clubs may not be authorized to rent vehicles if they have insufficient funding available. 15-passenger vehicles are not authorized for use.

    Traveling with a club for club-related operations is considered university business. All individuals who will be driving a vehicle, regardless of ownership or rental status, must be authorized by the University and State of Wisconsin.

    Vehicle rental intentions must be clearly communicated to the Assistant Director with at least two weeks’ notice prior to the rental need. Only the Assistant Director may secure vehicle rentals. A club leader will be required to meet with the Assistant Director to review vehicle rental policies and procedures. Clubs must also keep any provided documentation in their rental vehicle at all times. Failure to comply with rental policies may result in a financial penalty outlined by the rental company and/or the loss of driving authorizations/privileges.

    Receipts for fuel must be kept and turned in to the Office of Recreation Sports & Facilities if reimbursement will be requested.


    Any club member who intends to operate any type of vehicle for club-related business must be an authorized driver. There are no exceptions to this rule. Violators and their affiliated club(s) are subject to severe discipline.

     
    The driver authorization process is not facilitated or maintained by the Office of Recreation Sports & Facilities. It is strongly recommended all possible drivers complete the authorization process as early as possible. The Assistant Director will confirm authorizations before approving travel. Any member not on the list of authorized drivers will be noted as such. Simply put, when the office looks to confirm authorization, either you’re authorized or you’re not. Pending authorizations are not subject to confirmation and the UW-Whitewater Risk Management office may not necessarily be in a position to expedite requests.


    In some cases, specific roster and eligibility forms may be requested by a governing body and/or event. These forms may require an official UW-Whitewater seal and signature from the Registrar’s Office. If this is the case, please bring all documentation to the Assistant Director for review. The Assistant Director will notify the appropriate representative with the Registrar’s Office and the club will take the form(s) over to the Registrar’s Office in Roseman Building.

    The Registrar’s Office MUST have at least five (5) business days’ notice to complete required paperwork. Forms requesting social security numbers and other personal information violating privacy laws may not be completed in their entirety.


    Club Sports contests are recognized university activities. Clubs may request letters notifying instructors of intended class absence(s) due to club operations. These letters must be requested at least two weeks prior to the event and will only be crafted if a club has satisfied compliance standards established by the Office of Recreation Sports & Facilities.

    The Office of Recreation Sports & Facilities does not have authority to excuse students from class. Instructors reserve the right to excuse students or not. Regardless, club members are expected to complete all coursework and materials required of all students enrolled in a class.

    Individual members are responsible for distributing class absence letters. The Office of Recreation Sports & Facilities will not distribute letters on a club’s behalf.


    In the event of any emergencies during travel, club leaders are encouraged to contact the Assistant Director, Student Coordinator or the Office of Recreation Sports & Facilities. Emergencies happen on a circumstantial basis and the support staff may have the necessary resources to assist. Personal contact information will be shared during officer training or subsequent meetings.

    During travel, it is recommended club members have access to:

    • First aid kit
    • Cell phone or extra charger
    • Personal identification and insurance card/information
    • Tire repair and roadside assistance kit
    • Extra snacks and blankets
    • Source of funding (reimbursement may be possible)
    • Additional authorized drivers (multiple per vehicle suggested)

    Members are encouraged to closely examine content in the participation waiver.


    Risk Management Forms

    NOTE: FILLABLE PDF FORMS MUST BE DOWNLOADED AND SAVED AS ADOBE PDF FILES IN ORDER FOR CONTENT TO SAVE CORRECTLY.

    CDC INFORMATION ON CONCUSSIONS & BRAIN INJURIES »

    Form Name Available Form Types
    Accident
    Report

    Downloadable PDF Fillable PDF - - -
    Driver
    Authorization
    Instructions
    Downloadable PDF - - - - - -

    Each club is required to have a risk management officer as part of its leadership team. The risk management officer may hold one other leadership position and is expected to:

    • Obtain certification in First Aid, CPR and AED administration
    • Understand emergency action plans on how to call EMS personnel (9-1-1)
    • Understand signs and symptoms of a concussion and return to play protocol
    • Assist with the driver authorization process
    • Assist with travel planning
    • Be the point person in the event of an emergency during travel (or on-campus)
    • Complete and turn in an injury/incident report for all incidents
    • Assist with the decisions of facility playability in the event administrative staff is absent
    • Monitor equipment status (safe to use, etc.)
    • Other items deemed appropriate by the Office of Recreation Sports & Facilities

    Instructions on how to meet expectations as a risk management officer will be presented during a training session specifically designed for risk management purposes, which the risk management officer must attend (other leaders welcome).


    All members who intend to participate in any club event must have a participation waiver on-file with the Office of Recreation Sports & Facilities. Members are not eligible to participate until this waiver is properly acknowledged and filed. In addition to having a waiver on-file, members must be listed on a club’s membership roster, which is also on-file in the Rec Sports Office. Both of these forms must be legible and contain up-to-date information.

    Participation waivers are good for one calendar year, beginning July 1 and ending June 30. Waivers must be filed each year a member wishes to participate.


    The Office of Recreation Sports and Facilities does not provide health/medical or accidental insurance coverage for participants. Participants are encouraged to have their own coverage, although insurance coverage is not a requirement for participation.

    In the event medical assistance is needed on-campus, all Rec Sports staff members are able to provide basic first aid, CPR and AED administration. Rec Sports staff do not have the authority to diagnose injuries or provide medical assistance outside of basic first aid training. Staff members are also trained to follow emergency action plans and EMS protocol. Advisement provided by staff should not be considered official medical advice and members should always consult a physician whenever they feel it necessary.

    In the event EMS is called, a member has the right to refuse treatment and any transportation.

    Club Sports athletes are not eligible to receive treatment in the Williams Center via the services provided by Intercollegiate Athletics.

    Basic first aid and taping supplies are available for club teams upon request.

    University Health and Counseling Services may be utilized by Club Sports members.


    Clubs may appoint a coaching staff if they so choose. Coaches do not have to be members of the University community, although they must be recognized by the Office of Recreation Sports & Facilities. A Coach Agreement Form must be filed each academic year for every individual on a club’s coaching staff (if said coach is not already a participating member as established by eligibility guidelines). Background checks and additional paperwork may also be required of individuals wishing to serve as a coach.

    Coaches may volunteer or be paid for their services. Pay status is at the discretion of each individual club. If a coach receives financial compensation for their services, proper documentation must be filed with Financial Services. Stu/Fac check requests will not be accepted unless proper documentation has been turned in.

    If coaches wish to have certain privileges (Hawk Card, UW-Whitewater email address, building access, etc.) they must consult with the Assistant Director.

    Coaches must act in the best interest of their affiliated club, UW-Whitewater and the UW System and represent all three parties positively and professionally at all times. Coaches may be dismissed by their affiliated club and/or the Office of Recreation Sports & Facilities/UW-Whitewater at any time for any reason.


    Due to the unpredictable nature of participation, all club activities are to be considered contact activities. Any injuries and/or incidents must be reported to the Office of Recreation Sports & Facilities within 24 hours of their occurrence. Failure to accurately report injuries and/or incidents may result in disciplinary action.

    Individuals who sustain any injury should contact the Assistant Director immediately if it is believed the nature of the injury may prevent them from fulfilling their academic requirements. The Assistant Director reserves the right to refer injured individuals to the University Health Center, the Dean of Students/Student Life Office and/or academic advisors.


    All team members are encouraged to understand the signs and symptoms affiliated with a concussion. All suspected head injuries are to be handled with extreme care and caution. In the event of a suspected head injury (concussion), club leaders are expected to remove the impacted individual(s) from participation immediately and an injury report shall be filed. It is suggested the injured individual seek medical attention as soon as possible.

    The Office of Recreation Sports & Facilities does not require baseline testing and it is up to the injured individual and club leadership to determine return to play status. Members are strongly encouraged to exercise caution and consult as many certified resources as possible in order to reach a logical and safe conclusion. The Assistant Director reserves the right to deny participation in any capacity if an injured participant continues to exhibit signs and symptoms indicating participation could jeopardize their safety and wellbeing.


    Most home events are supervised by a member of the Rec Sports staff. The scheduled staff member will be certified in first aid, CPR and AED administration and will also be familiar with EMS protocol and facility action plans. Staff members are NOT certified athletic trainers.

    In the event a club wishes to have an athletic trainer on-site, a request for a trainer must be made well in-advance. The Assistant Director will work to find a trainer to hire as an independent contractor. Trainers may not always be available. Clubs may be financially responsible for the hiring of a trainer.


    No club member is eligible to sign a contract. All contracts should be facilitated through the Office of Recreation Sports & Facilities. The Assistant Director can work with the entity requesting a contractual agreement or refer said entity to the proper campus authority.


    Clubs who practice/compete outdoors will receive email communication from administration In the event of unfavorable weather and/or playing conditions. A notice will also be placed on the home page of the Rec Sports website.

    If campus facilities are closed due to weather, it should be assumed community facilities and parks are also closed. If Intramural Sports or Intercollegiate Athletics facilities are cleared of participation, clubs must vacate their field space as well. Rec Sports staff members reserve the right to end club events for the fairness and safety of all student on-campus. This includes events that may be in-progress.

    In the event of lightning, club members must vacate their playing surface immediately. The Office of Recreation Sports & Facilities follows lightning guidelines established by the National Weather Service and American Softball Association.

    Helpful weather resources may include, but are not limited to:

    Please be advised it is highly unlikely indoor practices or events will be canceled/postponed. Club leadership members are authorized to make decisions regarding club events if they feel travel to campus would jeopardize the safety of club members, opponents and/or fans. Any cancellations must be communicated to administrative staff with as much notice as possible.


    Event Hosting Forms

    Items in this section may also apply to practicing and traveling.

    NOTE: FILLABLE PDF FORMS MUST BE DOWNLOADED AND SAVED AS ADOBE PDF FILES IN ORDER FOR CONTENT TO SAVE CORRECTLY.

    Form Name Available Form Types
    Williams Center
    Facility Request

    Downloadable PDF Fillable PDF Online Form
    Home Event
    Planning

    Downloadable PDF Fillable PDF Online Form
    Post-Home
    Event Report

    Downloadable PDF Fillable PDF Online Form

    Event/competition schedules must be submitted by the beginning of each semester. Schedules may be submitted in-person or via email and are accepted in the following formats:

    • Word/PDF document
    • Email
    • Link to website
    • Printed webpage

    Event schedules must be on-file in order for clubs to request facility space or travel accommodations.


    Clubs may host events on-campus and/or around the Whitewater community. Prior to hosting an event, a facility request form and home event planning form should be submitted.

    Advance notice is much appreciated in order to secure facility space, additional resources, staff supervision and any possible athletic training services.

    Prior to hosting, it is strongly recommended clubs check with the Office of Recreation Sports & Facilities, the Whitewater Chamber of Commerce and area hotels to ensure the availability of facilities and lodging for traveling teams.


    All club members and opponents must abide by UW-Whitewater Parking Services rules and regulations. Club Sports administrative staff will not file an appeal on your behalf. Any club or opposing team member receiving a parking citation is responsible for satisfying expectations and/or requirements established by Parking Services. Club funds may not be used to purchase individual parking passes.


    Clubs are permitted to sell concessions at home events, however the club is strongly encouraged to check with the Assistant Director and Dining Services to verify selling concessions is approved.


    If a club is selling any items during a home event and is looking for some change to develop a cash register system, a cash box is available for rent in the room 100 office. A change request form may also be submitted to get a starting register balance.


    Please utilize these sections to familiarize yourself with the resources made available to you.
    Not all inquiries or siutations may be addressed via web content.

    If you cannot find an answer to your question or concern, please consult:

    Club Sports Manual »
    UW-Whitewater Campus Directory »
    Assistant Director of Club Sports »
    UW-Whitewater Rec Sports Professional Staff »

    Coming Soon!


    Listed alphabetically, most commonly-referenced resources include:

    ACADEMIC CALENDAR
    http://uww-public.courseleaf.com/general-information/academic-legal-policies/academic-calendar/

    CAMPUS MAP
    https://www.uww.edu/campus-info/map-and-directions/campus

    CAREER & LEADERSHIP DEVELOPMENT
    146 University Center                            262-472-1471
    http://www.uww.edu/career-and-leadership-development

    CASHIER’S OFFICE
    104 Hyer Hall                                        262-472-1378
    http://www.uww.edu/adminaffairs/finance/cashiers-office#Departments

    DEAN OF STUDENTS & STUDENT LIFE
    2130 Andersen Suite                              262-472-1533
    http://www.uww.edu/dean-of-students

    FINANCIAL SERVICES
    110 Hyer Hall                                        262-472-1331
    http://www.uww.edu/adminaffairs/finance 

    INTERCOLLEGIATE ATHLETICS
    112 Williams Center                               262-472-4661
    https://uwwsports.com/

    MARKETING & COMMUNICATION
    https://www.uww.edu/umc

    PARKING SERVICES
    Visitor’s Center                                      262-472-1011
    http://www.uww.edu/adminaffairs/parking-regulations

    POLICE SERVICES
    Goodhue Hall                                       262-472-4660 (non-emergency)          
    http://www.uww.edu/adminaffairs/police

    REGISTRAR’S OFFICE
    2032 Roseman Building                        262-472-1570
    http://www.uww.edu/registrar

    RISK MANAGEMENT & SAFETY
    Third Floor Hyer Hall
    https://www.uww.edu/adminaffairs/riskmanagement

    UNIVERSITY HEALTH & COUNSELING
    Ambrose Health Center                        262-472-1300
    https://www.uww.edu/uhcs

    WHITEWATER STUDENT GOVERNMENT
    https://www.uww.edu/wsg


    Club teams and their members should always be actively seeking community service opportunities. Community service is currently not a requirement of being affiliated with Club Sports, however that may change at any time at the discretion of administrative staff.

    If community service hours are performed, please complete the Community Service Notice Form as soon as possible.


    Individual clubs must be recognized by Career & Leadership Development before they can be accepted into the Club Sports program.

    In order to become recognized, clubs must adhere to the guidelines established by Career & Leadership Development. Recognition is an annual process that all student organizations must go through.

    Clubs who do not complete steps in the recognition process are not permitted to travel/compete, receive operational assistance from the Office of Recreation Sports & Facilities, have access to affiliated funds or have access to the benefits available to recognized student organizations.

    Recognition is the responsibility of club leadership. Club Sports administrative staff is not responsible for individual clubs receiving recognition although assistance will be provided when appropriate.

    For clubs to be recognized by the Office of Recreation Sports & Facilities, the following must be met:

    • Recognition approved by Career & Leadership Development
    • All applicable Club Sports forms must be on-file
    • Club must have at least seven (7) members listed on its membership roster

    The Office of Recreation Sports & Facilities will adhere to the UW-Whitewater Anti-Hazing Policy, which is outlined by Career & Leadership Development and displayed below:

    Students, student organizations, athletic teams and other student groups of the University of Wisconsin-Whitewater community are strictly prohibited from engaging in any type of hazing activity.  Hazing is defined as "any action taken or situation created, intentionally, whether on or off-campus, that produces mental or physical discomfort, embarrassment, harassment, or ridicule."  This includes any action that endangers the health or well-being of an individual, is personally degrading, has an adverse effect on the academic performance of the student, or which violates any federal, state or local statute or University policy.  Individual or group consent to hazing activity in no way validates the activity or excludes those perpetuating it from being charged with a crime.

    Individual members, organizations and groups who violate this policy are subject to University disciplinary action, as set forth in the University of Wisconsin-Whitewater Student Non-Academic Disciplinary Procedures under UW System Administrative Code Chapter 17.  This document is available for review at the Office of Student Affairs, the Whitewater Student Government, or the Library Reserve Desk.

    Additionally, any University student organization, group or individual student violating this policy or the Wisconsin Statute on Hazing, is subject to sanctions that may be imposed by the judicial or coordinating body of which the organization is a constituent member and/or a court of law.  The Wisconsin Statute on Hazing, 948.51, is available for review at Career & Leadership Development, the Library Reference Desk, or from your state representative.

    Enforcement of the UW-Whitewater Anti-Hazing Policy shall be the administrative responsibility of the Office of Student Affairs and Career & Leadership Development.  Individuals or groups seeking additional information about this policy or reporting possible violations should contact staff in Career & Leadership Development at 262-472-1471.


    In addition to items outlined in this manual, all clubs and their affiliated membership are expected to adhere to the following UW-Whitewater Codes of Conduct:

    Please be advised not all situations may not be perfectly outlined or defined in campus documents. Administrative staff members will treat all instances fairly based on the presented circumstance(s).


    Location

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

    Contact Us

    Phone: (262) 472-1145
    Fax: (262) 472-1875
    Hotline: (262) 472-1400
    Map & Directions

    Connect With Us

    Contact RecSports