Resources and Forms

Club Sports strives to makes running your club as streamlined as possible.  This page is an excellent resource for all of the information and forms you need to manage your team. 

OFFICE HOURS

 

Sarah Hawkins, MA

Coordinator / Clubs & Organizations

Advisor / Club Sports

Email / shawki06@calpoly.edu

Virtual Office / 805.242.2219

Voicemail / 805.756.7009

Book an appointment online

Thursday 2:00-3:00 pm Drop In Office Hours

*As of 3.14.20 all appointments will be virtual until further notice 

Samantha Friesen

Scheduling and Purchasing Coordinator

clubsports@calpoly.edu

Shannon Wilborn

Travel Coordinator

clubsports@calpoly.edu

General Info

Mail should be sent to:

Team Name
1 Grand Avenue
San Luis Obispo, CA 93407-0675

Make sure to use the last four digits of the zip code to ensure proper routing.

Club mail can be picked up from the Cal Poly Ticket Office during their posted hours of operation

Participant Forms

To participate in any Club Sports, you must first submit a Participation Agreement. You can find the Participation Agreement in the Forms section of the Club Sports Office page in Engage.

To drive for any Club activity (not available for 2020-21):

  • Complete the Driver Application. Your information will be forwarded to Environmental Health & Safety. They will send you Volunteer Information and Driver forms via AdobeSign.  Once these forms are approved, you can drive for your Club Sport on approved travel.
  • If you will be driving more than once per month for your club, you will be assigned Defensive Driver training.  You will have 30 days to complete Defensive Driver training from the date it is assigned. If you don't complete the training by this date, you will be removed as an approved driver.
  • Driver Approval is valid for 3 years.

Club Sports Council Forms

Teams must submit proof of completing the Gold Star Challenges in order to earn credit. 

Recognized Student Organizations (RSO) who have been in existence for a minimum of one (1) year can apply to join the Club Sports Council. 

Home Events

Club travel is suspended through June 30, 2021. The CSU Chancellor’s Office has extended all international and non-essential domestic travel restrictions for all CSU campuses and associated auxiliary organizations. This includes all registered student organizations.

E-Plans During COVID-19

In response to Governor Newsom’s directive, and San Luis Obispo County Public Health Department, Centers for Disease Control and Prevention, CAL OSHA, and California State University recommendations, RSO’s are not permitted to hold any in-person events, either on-campus or off-campus until further notice. During this time, E-Plans will not be accepted.

For more information regarding campus events, please visit: https://coronavirus.calpoly.edu/campus-events

Away Events

Club travel is suspended through June 30, 2021. The CSU Chancellor’s Office has extended all international and non-essential domestic travel restrictions for all CSU campuses and associated auxiliary organizations. This includes all registered student organizations.

E-Plans During COVID-19

In response to Governor Newsom’s directive, and San Luis Obispo County Public Health Department, Centers for Disease Control and Prevention, CAL OSHA, and California State University recommendations, RSO’s are not permitted to hold any in-person events, either on-campus or off-campus until further notice. During this time, E-Plans will not be accepted.

For more information regarding campus events, please visit: https://coronavirus.calpoly.edu/campus-events

Accidents and Injuries

NON-VEHICLE ACCIDENTS & INJURIES:

  • Call the Coordinator at (805) 756-7009 immediately.  If outside of office hours, call (805) 235-9485.
  • Complete Incident/Accident Report Form STD 268 and submit to the Coordinator within 24 hours. 

CONCUSSIONS:

VEHICLE ACCIDENTS:

  • Call the Coordinator at (805) 756-7009 immediately. If outside of office hours, call (805) 235-9485.
  • Complete Vehicle Accident Data Form STD 269 and submit to the Coordinator within 24 hours.

Financial Resources

Deposits:

  • The University Union Chase Bank branch is closed indefinitely.  RSO deposits can be made in person at the Chase Bank branch located at 1235 Chorro St located in downtown San Luis Obispo or on campus at the Cal Poly Ticket Office located at the front of the Recreation Center.
  • Cal Poly Ticket Office Hours of Operation
  • Deposits can also be mailed to ASI Club Services to deposit on your clubs’ behalf.

    Mail to:
    ASI Club Services
    1 Grand Avenue, San Luis Obispo, CA 93407

    A Club Deposit Slip must be completed for each deposit. Fill out the deposit slip completely, print a copy, and attach it to the deposit (cash or check).
    General Club Deposit Slip
    Fundraising Club Deposit Slip

Chartfield Strings for Club Sports:

  • Fund: SL002
  • Dept ID: 170100
  • Account: depends on category
  • Program: R1001
  • Project: Y956__ 

Payment Request Form (Adobe Sign)
Advisor Memo (pdf)
Supplemental Form for a W-9 Request (pdf)
Cash-Securities Acceptance Form (For cash or check donations; doc)
Gift-in-Kind Acceptance Form (For item donations; pdf)

Coaches, Officials, and Trainers

To hire a coach (paid or volunteer), email shawki06@calpoly.edu to request a Coach Orientation. 

To hire an Athletic Trainer or Official:

  • Select a trainer from the Athletic Trainer Database. Contact them directly to confirm dates and times. Ask if they will provide an invoice or if they want to use our Service Contract.
  • Have them complete a W-9 Form (new trainers only) and Service Contract (if needed) BEFORE the event. Submit the Service Contract or Invoice and W-9 to Sarah with a PRF.
  • The same Service Contract and W-9 can be used for paying officials, or you can use any documentation provided by your league.

Athletic Trainer Database
Service Contract for Officials and Trainers (pdf)
IRS W-9 Form (pdf)

Apparel & Licensing

Student Organization Ordering Process

Student organizations, including Club Sports, can follow this process to order apparel or other items featuring Cal Poly's name or marks.

  1. Decide on a product type.
  2. Choose a Licensed Vendor.
  3. Work with the Vendor to create a mock-up that follows Cal Poly Licensing Guidelines.
  4. Submit mockup to University Marketing via the Trademark Licensing Request Form.
  5. Upon University Marketing approval, place the order.  ASI is copied on the approval.

Additional Resources:
Athletic Mark Brand colors (pdf)

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