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

Phone // 805.756.7009

Book an appointment online

 

 

General Info

Mail should be sent to:

Team Name // ASI Club Services
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 ASI Business Services window 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 Cal Poly Now or on the Forms tab.

To drive for any Club activity:

  • Complete the Driver Application in Cal Poly Now. 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 up to 3 years.

Club Sports Council Forms

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

  • Access the Gold Stars Tracker in Cal Poly Now (Forms tab).

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

To request a home event, please complete the following steps:

  1. A minimum of 14 days before your event, submit an E-Plan.
  2. If required, submit a Club Sports Home Risk Form (via Cal Poly Now) a minimum of seven (7) days before your event. 

Away Events

To request to travel, please complete the following steps:

  1. A minimum of 14 days before your event, submit an E-Plan.
  2. If your destination is outside SLO County, submit a Travel Request Form a minimum of seven (7) days before your event. 
  3. As part of the Travel Request Form, you'll need to upload a completed Trip Roster. All team members must have a Participation Agreement on file and all drivers must be approved before your Travel Request Form will be approved and a Trip Kit will be issued. 
  4. Prior to departure, pick up your Trip Kit from UU 203. This kit must be kept easily accessible during the entire trip. It must be returned to UU 203 within 48 hours of returning to campus.

HOTELS

You can book hotels through Lucid Travel and send them to Sarah Hawkins to pre-pay. The team also earns a percentage of the cost back as a reward. 

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 it to the Coordinator within 24 hours.

Financial Resources

Club Sports Funding

Each year, ASI awards Club Sports Funding to the Club Sports Council. The council reserves some funds to cover expenses like insurance and student assistants and allocates the rest to teams. The allocation each team receives is based on the Club Sports Funding Rubric

Deposits:

  • RSO deposits can be made in person at the SESLOC bank on campus.

Chartfield Strings for Club Sports:

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

Purchase Requests are accessible from your organization's Tool Drawer in Cal Poly Now
Advisor Memo (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 Purchase Request.
  • 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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