UNIVERSITY OF WISCONSIN River Falls

Sport Clubs

Officer Resources

Point System

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Check the Practice and Home Contest Schedule
Checkout Equipment/Uniforms

Equipment and uniforms purchased by the club are the property of UW-River Falls. All purchased items will be inventoried and stored in the Campus Recreation storage room inside the Falcon Center. Uniforms may not be personalized if club funds are used for the purchase. Clubs can fundraise or pay out of pocket for personalized equipment and uniforms that do not need to be inventoried by the Sport Club Office.

Day-Use Equipment Checkout

Equipment used on a daily basis (i.e. volleyballs and cart, tennis ball and cart, soccer balls and bags, etc.) will be stored in one of the storage facilities (Campus Recreation storage room inside the Falcon Center, Sport Club shed near fields, etc.) for use.  Two members of each club will be granted access to the storage facilities to get equipment.  Those members will assume responsiblity for the use and return of the equipment on a daily basis.

Extended Equipment Checkout

Equipment, jerseys, and uniforms may be checked out by individuals on the club for extended periods of time (i.e. weekend, season, semester, etc. based on the nature of the activity or the equipment).  The individual checking out the property is responsible for the replacement cost of the property due to loss or excessive damage.  Exact return dates will be determined at the time the equipment is checked out.  To checkout equipment, contact sportclubs@uwrf.edu to set a time (ideally during a practice time when all members are available).

Design Artwork for a Shirt, Team Logo, or other Promotional Material

Sport Clubs can request help designing artwork for t-shirts and other promotional material through the Sport Club Office.  Please contact sportclubs@uwrf.edu with times you are available to meet within the next week.  Please note the design process may take a few weeks based on other projects and requests already submitted or more timely.  Clubs are welcome to deisgn their own apparel as long as it falls within the regulations of UWRF.  To view all regulations, please visit the Graphics Guide (specifically pages 19-26).

*If your club plans to use any form of UWRF, UW-River Falls, the UWRF Falcon logo, Freddy, or other trademarks of the university, you will need to have all artwork approved PRIOR to placing an order.  You will also need to order any products through a licensed vendor.  Licensed vendors can be found on the Learfield Liscnesing Vendor List.  If you are unsure what vendor to use, contact sportclubs@uwrf.edu for assistance.

Hire a Coach

If you are interested in hiring a coach, please reach out to the Sport Club Office.  There are university policies in place regarding the hiring and firing of coaches at the Sport Club level as they are not contracted employees through the UW system.

Pay a Registration/League/Tournament Fee

The payment of a registration, league, or tournament fee should start with the Sport Club Office and the on-campus accounts.  If there is not enough money to pay from the on-campus account, the off-campus account will be used to complete the purchase.

Credit Card:

  • The easiest method of payment for anything (league fees, tournament registration, equipment, etc.) is to use the Sport Club credit card.  This credit card is housed with the Sport Club Office.  When using the method, there is no additional paperwork needed from the club members.  The payment is automatic and immediately shows as paid to the vendor.

Invoice:

  • If an invoice is sent to your club and a credit card payment is not an option, please forward the invoice to the Sport Club Office for payment (sportclubs@uwrf.edu).  This invoice will be processed by the UWRF Budgeting Office through the UW System policies.  It may take 2-3 weeks for the check to be processed, mailed, and received by the vendor.  Please make sure you pay attention to the deadline of the payment when submitting an invoice.

In-Person/Cash:

  • The least ideal way to pay for a registration or tournament fee is to make a payment in-person using either your First National Bank account or personal funds.  The only way to reimburse your club with this method is if you get a receipt for the registration fee showing the payment.
  • If your club has used all of your on-campus account, you will need to make payments with your off-campus account.  Please make sure you double check the balance in your account before you make payments.
Pay Umpires/Officials

Please contact the Sport Club Office to assist with the payment of umpires/officials for your contests. 

All umpires/officials who are contracted to work your contest will need to submit a W9 form or have one on file with the UWRF Budgeting Office before a payment will be sent to their.

Purchasing Equipment or Uniforms

Equipment and uniforms purchased by the club are the property of UW-River Falls. All purchased items will be inventoried and stored in the Campus Recreation storage room inside the Falcon Center. Uniforms may not be personalized if club funds are used for the purchase. Clubs can fundraise or pay out of pocket for personalized equipment and uniforms that do not need to be inventoried by the Sport Club Office.

To Purchase Equipment...

The club officers should research different brands, styles, and regulations of the equipment item they would like to purchase. For instance, if you are looking to purchase new balls you might do the following:

  1. First, you would need to see how much money you want to spend and how much money your budget can afford to spend on balls. Work with your fellow officers to see what your plans are for the year and how this purchase would impact those plans. You may also want to reach out to the Sport Club Advisor, sportclubs@uwrf.edu, for help.
  2. Search any conference and national affiliation policies on balls to determine what balls are legal. Some conference and national affiliations also have worked out discounts with companies for equipment so keep an eye out for those deals.
  3. Research what the price difference from different companies who sell the balls you want. *NOTE: You may have a specific ball you are looking for, or you may have a few options that would work. Either way, look at different companies for different prices.
  4. Once you know what you want to buy and where you want to purchase it from, work with your fellow officers to confirm this purchase will work with your budget for the year.
  5. Once you are set with your plan, send sportclubs@uwrf.edu an email with information about the purchase you want to make. Once approved, the Sport Club Advisor can may the payment with a credit card or through an invoice. PLEASE DO NOT make the purchase with your own money without talking with the Sport Club Advisor first. There is no guarantee the money can be reimbursed if you make a non-approved purchase, do not have money in your budget for the purchase, or break other policies/restrictions with the purchase.

To Purchase Uniforms...

The club officers should research different brands, styles, and regulations of the uniforms they would like to purchase. For instance, if you are looking to purchase new game uniforms, you might do the following:

  1. First, you would need to see how much money you want to spend and how much money your budget can afford to spend on uniforms. Work with your fellow officers to see what your plans are for the year and how this purchase would impact those plans. You may also want to reach out to the Sport Club Advisor, sportclubs@uwrf.edu, for help.
  2. Search any conference and national affiliation policies on uniforms. Some conference and national affiliations also have worked out discounts with companies for equipment so keep an eye out for those deals. *NOTE: We have had teams purchase illegal uniforms or print illegal characters/numbers on uniforms in the past.
  3. Determine what logo, print, wording, numbers, etc. you would like on the uniforms. If the logos are trademarked, you would need to purchase your uniforms from a licensed vendor (see below). If they are not trademarked, you may purchase them from a non-licensed vendor. You may also purchase blank uniforms from a non-licensed vendor and have a local licensed vendor screen-print or embroider your uniforms.
  4. Research what the price difference from different companies who sell the uniforms you want. *NOTE: You may have a specific uniform you are looking for, or you may have a few options that would work. Either way, look at different companies for different prices.
  5. Once you know what you want to buy and where you want to purchase it from, work with your fellow officers to confirm this purchase will work with your budget for the year.
  6. Once you are set with your plan, send sportclubs@uwrf.edu an email with information about the purchase you want to make. Once approved, the Sport Club Advisor can may the payment with a credit card or through an invoice. PLEASE DO NOT make the purchase with your own money without talking with the Sport Club Advisor first. There is no guarantee the money can be reimbursed if you make a non-approved purchase, do not have money in your budget for the purchase, or break other policies/restrictions with the purchase.

*If your club plans to use any form of UWRF, UW-River Falls, the UWRF Falcon logo, Freddy, or other trademarks of the university, you will need to have all artwork approved PRIOR to placing an order.  You will also need to order any products through a licensed vendor.  Licensed vendors can be found on the Learfield Liscnesing Vendor List.  If you are unsure what vendor to use, contact sportclubs@uwrf.edu for assistance.

Reserve Facilities for Practice

Please work with the Sport Club Office to reserve practice space on campus.  The Campus Recreation program has an agreement with the Falcon Center, Athletic Department, and Health and Human Performance Department for a set blanket reservation of time in the following space:

  • Falcon Center Classrooms
  • Hunt Arena
  • IM Complex
  • Karges Auxiliary Gym
  • Knowles Field House
  • Multipurpose Rooms
  • Outdoor Tennnis Courts
  • Page Arena
  • Ramer Field
  • Strength Center

We are also able to work with local entities to reserve spaces off-campus, if needed.

Submit Reimbursement Request for a Travel Expense

It is common for a club to request reimbursement for travel.  Registration fees, hotels, and mileage are the most common forms of travel reimbursement.  On occasion, these purchases can be made ahead of time with the Sport Club Office, but most of the time the club will have to make the payment and submit a reimbursement request.

For reimbursement, you must submit a request to sportclubs@uwrf.edu within 30-days of your trip.  You will also need to have the following 2-4 items submitted to the Sport Club Office:

Pre-Trip (submitted at least 24 hours prior):

Post-Trip:

  • Proof of the Event (league schedule, results posted online, tournament flyer, etc.)
  • Receipt for Registration (if requesting reimbursement)
  • Hotel Receipts (if requesting reimbursement) 
    • Make sure this is not a room confirmation.  The balance must read $0.

Please contact sportclubs@uwrf.edu for with questions.

Submit Reimbursement Request for a Non-Travel Expense

It is uncommon to do a reimbursement for something considered non-travel.  Most registration fees, hotels, and mileage are all forms of travel reimbursement.  The most common non-travel reimbursement would be for equipment, though it is strongly encouraged that you purchase equipment with the prior knowledge of the Sport Club Office.

If you believe you have made a purchase on behalf of the club that qualifies for non-travel reimbursement, please contact sportclubs@uwrf.edu to discuss the next steps.

Travel by Airplane

More information coming soon.  Please contact sportclubs@uwrf.edu for more information about travel.

Travel Overnight with Hotel Room(s)

More information coming soon.  Please contact sportclubs@uwrf.edu for more information about travel.

Travel in Rented Vehicles

There are two options for student organizations to rent vehicles for trips:

University Fleet:

UWRF has fleet vehicles available for clubs; however, most clubs find it does not fall within their budget to use fleet vehicles.  All drivers of state owned fleet vehicles are covered under University insurance while on “Official University Business”, which this would be.

Enterprise:

If flee vehicles are not available, another options is to rent from Enterprise; however, a recent change in the Enterprise rental policies has made the minimum age for a student to rent a vehicle 21 years old.  This age requirement has been implemented across the Big Ten (including University of Wisconsin and all sub-UW schools).

If you are interested in rental vehicles, please contact sportclubs@uwrf.edu to discuss your options.

Travel in Personal Vehicles for a Non-Overnight Trip

More information coming soon.  Please contact sportclubs@uwrf.edu for more information about travel.

Forms

Budgets

Budget Worksheet

Each club must complete a budget during the Budget Meetings during the Spring semester for the following academic year.  Budget worksheets are due on Friday, April 26th.

Emergency Funding Request

Emergency Funding Requests may be submitted at any point throughout the year for emergency reasons.

One-Shot Funding Request

One-Shot Funding Requests are due on the first Friday of October for the Fall semester and the first Friday of February for the Spring semester.

General

Coaches/Instructor Agreement

Any coaches, instructors, or team managers who are not UWRF students must complete the coaches agreement before working with a club.  Without this agreement, the coach will not be granted access to facilities for practice without paying a day pass.

The recruting, hiring, and firing of coaches is the responsibility of the Sport Club Officers.  Please contact the Sport Club Office if your club is considering adding a stipend (payment) for your coach.

Handbook

The Sport Club Handook has all policies and procedures listed in one area for officers to reference when needed.

Injury Report

Injury Report should be completed immediately after any participant sustains an injury at practice or a competition.  Injury Reports submitted will help the Sport Club Office complete follow-up with any injured participant.  When documented, the Injury Report may also help if a particiant needs an excuse to miss courses, course work, or other obligations at UWRF.

New Sport Club Request

Student Organization who have full recognition from UWRF for one academic year are elibigle to apply for Sport Club status.  Applications are due on April 15th for the following academic year.

Once accepted as a Sport Club, the Student Organization will serve a one year probationary period where they will operate like a Sport Club but maintain any annual budget they received from Student Involvement for the year.

At the end of the second year, the club would gain full status as a Sport Club.

Participation/Liability Waiver

All Sport Club participants must complete prior to practicing or competing with a club. There is no fault in having someone fill this out even if they aren't sure if they will stay with the club or not.  When in doubt, have everyone fill out a waiver.

Point System

End of the Year Report

Reports can be completed anytime after the club has completed all activities for the year, or by May 15th, whichever is earlier.

Fundraiser Notification

Fundraiser Notifications should be filled out after any money is raised by your club.  Funds can come in many different ways; common forms include t-shirt/bake sales, collecting team dues, collecting registration fees for home tournaments/events, and donations from friends/family.  Money club members use out of their own pocket is also considered fundraising.

ALL MONEY MUST BE DEPOSITED INTO YOUR FIRST NATIONAL BANK ACCOUNT (OR UWRF FOUNDATION ACCOUNT IF SIGNIFICANT DONATION) PRIOR TO IT BEING USED.  This allows the Sport Club Office the ability to track the money raised.

Volunteer Notification

Volunteer (or Community Service) should be reported after your team completes a project.  Class mandated, court ordered, or individual projects do not count towards a team total.  The team must complete a project as a group for the hours to count.

Travel

Pre-Travel Report
(Travel Itinerary)

Travel Itinerary should be completed prior to your club leaving River Falls for a trip. This can be completed as soon you schedule the trip.  It must be completed before your team leaves River Falls to receive credit for completion.  Without this document, your team is ineligible for reimbursement.

Post-Travel Report

Post-Travel should be completed within 24 hours of your team returning to River Falls after a trip.

Contact Us

Sport Clubs

A105 Falcon Center

campusrec@uwrf.edu

(715) 425.4289

 

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