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. 



Sarah Hawkins, MA

Coordinator / Clubs & Organizations

Advisor / Club Sports

Email /

Virtual Office / 805.242.2219

Voicemail / 805.756.7009

Book an appointment online

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

Samantha Friesen

Scheduling and Purchasing Coordinator


Spring 2020 Hours:

Mondays / 2:00pm-4:00pm

Tuesdays / 12:00pm-2:00pm

Thursdays / 12:00pm-2:00pm

Book an appointment online

Shannon Wilborn

Travel Coordinator


Spring 2020 Hours:

Mondays / 10:00am-12:00pm

Wednesdays / 10:00am-12:00pm

Book an appointment online

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 Club Sports Mailbox Center in UU 203.

Participant Forms

To participate in any Club Sports, you must first submit a Participation Agreement

To drive for any Club activity:

  • Complete the Driver Application
  • Your information will be forwarded to Environmental Health & Safety. They will send you Volunteer Information and Driver forms via DocuSign.  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 willbe 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.

Participation Agreement
Driver Application

Club Sports Council Forms

CPR Training Registration Form

Club Sports Grad Stole Order Form

Gold Stars Tracker

Survey Points Form

Club Sports Allocation Rubric

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

Complete an E-Plan Request at least 14 days prior to any home event. Before your event can be approved, you must fill out the Home Risk Form at least seven (7) days prior to the event.

For on-campus Home Event, you are required to collect signed Guest Release of Liability forms from each non-Cal Poly participant.  Submit the signed forms to your E-Staff or the Club Sports staff within 48 hours after the event.

E-Plan Request
Home Risk Form
Guest Release of Liability (pdf)
Facilities Supply Rental Form (pdf)

Away Events

Complete an E-Plan Request at least 14 days prior to the event.

Submit a Travel Request Form and Trip Roster at least 7 days prior to the event.

All participants will be verified and a Trip Kit will be put together for your team. The Travel Coordinator will email the Trip Leader when the Trip Kit is ready to pick up.  Pick up the Trip Kit from the Club Sports Mailboxes in UU 203.  After Travel, return the Trip Kit to UU 203 and submit your results.

E-Plan Request
Trip Roster (pdf)
Travel Request Form

Fundraise through Travel!

Cal Poly Club Sports now have access to discounts on travel expenses through Lucid Travel.  

  • Log in to  to access discounted rates on hotels and airfare.  
  • With hotel reservations, you can send it to Club Sports for payment so students no longer have to pay out of pocket.
  • Each team can send their personalized link to friends and family and earn up to 9% back on their travel purchases, as well as the team's!

Accidents and 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. 



  • 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

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 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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