Recreation

Officer Forms & Resources

Manuals & Officer Training

Form Description Deadline
2021-22 Rec Club Manual Contains policies and guidelines to be followed by all rec clubs currently affiliated or those requesting to be affiliated with UW Recreation. None
Online Officer Training Serves as an introduction or refresher course for new or returning rec club officers. Training covers topics ranging from program organization, club policies and procedures, and disciplinary actions. Completion of online training is required of all club officers.
Autumn Officer Training Due Wed. Sept. 29 by 5pm. Any newly appointed officers have 1 week after appointment.

 

Home and Away Event Requests & Reports

Form Description Deadline
Home Event Plan – Facilities & Equipment Form to be submitted prior to hosting any event. Also used to request space at a UW Recreation facility or equipment. 2 Weeks Prior to Event Date
Away Event Plan Form to be submitted prior to travel summarizing details of club trip. 5 Business Days Prior to Travel
Driver Authorization Form to be submitted for club members and coaches to become an authorized driver (rental vehicles and personal vehicles) for rec clubs trips.
Prior to Away Event Plan Submission
Authorized Driver List Full list of Rec Club Authorized Drivers. Only club officer can view this document and must request access to view (use your uw.edu email to request). None
Post Event Report Form to be submitted post rec club home and away events.
48 Hours Post Event
Attendance Spreadsheet Template Attendance must be kept at every practice and in-person event. Feel free to use the attendance template doc or create your own attendance spreadsheet if this one does not work for your club. Share google spreadsheet with the Rec Clubs Office at sroden@uw.edu. None
Event Vaccine/Testing Guidelines Guidelines for establishing vaccine or negative test requirement for in-person events.
None

 

Administrative

Form Description Deadline
RSO Registration At the beginning of every Autumn Quarter, one Club officer is required to re-register the club as an RSO through the Student Activities Office. If you fail to re-register your club before the last Friday of October, the club will be deemed inactive and will no longer have reserved facility space or access to IMA budget(s). You will also update your club constitution and officers in the re-registration process Last Friday of October
Participation Waiver Club members must sign the participation waiver and complete the emergency contact form and conduct form on IMLeagues to be eligible to participate. Club members must create an IMLeagues account using their @uw.edu email.
Prior to Participation
Rec Club Constitution Form used to submit your Club’s Constitution to the Rec Clubs Office. See an example of how to structure your Club Constitution here Beginning of Autumn Quarter
Request To Become a Rec Club Contains information on how to start a club, how to reactivate an inactive club, and applying to be a part of UW Recreation. None
Student Activities Office Every club is part of a network of over 900 Registered Student Organizations (RSOs) on campus. The Student Activities Office offers resources to all clubs that are currently registered and active. None

 

Financial

Form Description Deadline
Purchase Request Form to request use of rec club allocated funds or Development Fund for a purchase. May take 5+ Days to Process.
Reimbursement Request Form to request use of rec club allocated funds or Development Fund for a reimbursement for a club member. Receipts are mandatory when completing the request.
Within 30 days following the event. May take 10+ Days to Process
Sponsorship Plan Form to be submitted to inform Rec Clubs Office of a sponsorship agreement. Prior to Finalizing Sponsorship
Fundraiser Plan Form to be submitted to inform Rec Clubs Office of plans for hosting fundraisers.
2 Weeks Prior to Event Date

 

Coach, Instructor, & Volunteer

Form Description Deadline
Volunteer Agreement Form required of non-students affiliated with the club who volunteer in varies capacities including coaching, instruction, etc. Prior To Participation

 

Risk Management

Form Description Deadline
Accident Report Form to be completed in the event of a medical injury. Within 24 Hours of Accident
Incident Report Form to be completed in the event of an incident including but not limited to; a participant ejection/misconduct, theft, vehicle accident, etc.
Within 24 Hours of Incident
Safety Officer Agreement Form to be completed by the Safety Officer after completing Safety Officer Training.
Fall Officer Training Due Oct. 1. Any newly appointed safety officers have 1 week after appointment.