Sport Clubs Administrative Personnel


The Director of Intramurals, Recreation and Sport Clubs serves as the official representative of Physical Education & Athletics and, ultimately, governs all Sport Club business including, but not limited to:

  1. Communication and inquiries regarding Sport Club business and liabilities
  2. Legal matters
  3. Approval of fundraising/sponsorship
  4. Approval in the hiring of coaches, instructors and volunteers
  5. Decisions associated with all Sport Club expenditures of University and student money
  6. Payment of financial obligations
  7. Travel arrangements
  8. Facility safety and reservations
  9. Contracts with organizations and associations
  10. Written information disseminated to all outside organization


Faculty Advisor

Each club is encouraged to have one faculty advisor. The advisor must file his/her intent to assist the club with the Director of Intramurals, Recreation and Sport Clubs and should provide an email, and campus address, along with telephone number.

  1. The advisor is chosen and approved by the members of the club
  2. The advisor must be a part or full-time faculty (or staff) member of the University of Chicago
  3. The advisor should be helpful in providing continuity, counseling and supervision
  4. Faculty, staff, alumni or spouses may NOT serve as club officers (or assume any similar duties)


Sport Club Officers

Positions for officers are, generally, as follows: President, Vice President, Treasurer, and Secretary.

  1. Each club should elect officers on a yearly basis. It is strongly encouraged that those clubs who are active at the beginning of fall quarter elect officers at the end of the previous spring quarter to ensure continuity and success of the club.
  2. Each club is responsible for supplying the Office of Intramurals, Recreation and Sport Clubs with the contact information of all officers.
  3. The officers are to coordinate all of the club's activities (with guidance from the Director of Intramurals, Recreation and Sport Clubs). Specific duties assigned to each officer are left to the discretion of each individual club.
  4. Clubs are encouraged to involve their younger members in officer positions to build a core of leadership that will remain intact when active students graduate (or leave the club).
  5. All club officers will meet at the beginning of the Fall Quarter each year to review Sport Club and University policies with the Director of Intramurals, Recreation and Sport Clubs. Failure to attend this meeting will result in club sanctions and penalties.
  6. All club mailings and pertinent information may be sent to the Office of Intramurals, Recreation and Sport Clubs at 5530 South Ellis Ave, Room 141, Chicago, IL, 60637. Due to the change in student leaders from year to year, information sent to student addresses may not reach the intended individual(s).


Administrative Responsibility of Officers

Sport Clubs are expected to follow all policies and procedures set forth by the Office of Intramurals, Recreation and Sport Clubs. Club members accept responsibility for their actions at all games, practices, during travel, etc. Although the Office of Intramurals, Recreation and Sport Clubs will assist with many organizational aspects to ensure successful administration of each club, the club members and officers are ultimately responsible to see to it that all activities are conducted in a safe and positive manner. Experience has shown that the most successful clubs are those with the most active and positive student leaders.

The Office of Intramurals, Recreation, and Sport Clubs provides encouragement, guidance and supervision, but, ultimately, each club survives (and, hopefully, thrives) by its level of involvement and participation. In addition to the duties outlined within each club's constitution, each Sport Club Officer is responsible for the following:

President's Responsibilities

  1. Serves as a liaison between the club and the Director of Intramurals, Recreation and Sport Clubs
  2. Operates the club in compliance with all Sport Club policies
  3. Assists in providing information to all officers
  4. Insures all members complete an "Assumption of Risk and Release" waiver which must be on-file with the Director of Intramurals, Recreation and Sport Clubs BEFORE any activity, or formal club function, is performed
  5. Submits a current roster of club members, officers and faculty advisor
  6. Meets any financial obligations incurred as a club
  7. Regularly collects club mail from the mailboxes outside the Office of Intramurals, Recreation, and Sport Clubs
  8. Furnishes copies of the club's practice and game schedules to the Director of Intramurals, Recreation and Sport Clubs in advance of each competitive season
  9. Submits travel forms prior to any team travel
  10. Completes, and submits, Injury Reports for any injury that occurs during any Sport Club related activity
  11. Reports the results of all club competitions
  12. Ensures the club's constitution and bylaws are governed properly. Any amendments must be submitted to the Director of Intramurals, Recreation and Sport Clubs
  13. Completes the Sport Club Application to reactivate their club, if applicable
  14. Attends the Sport Clubs Mandatory Officer Workshop

Vice President's Responsibilities

  1. Assists President with assigned duties listed above
  2. Encourages participation of all club members in all club-related decisions
  3. Assumes role of President in the event of absence
  4. Attends the Sport Clubs Mandatory Officer Workshop

Secretary's Responsibilities

  1. Schedules extramural competitions
  2. Maintains minutes of official meetings
  3. Publicizes club activities
  4. Keeps organizational records
  5. Attends the Sport Clubs Mandatory Officer Workshop
  6. Maintains inventory of equipment and supplies
  7. Other administrative duties as assigned

Treasurer's Responsibilities

  1. Collects dues from club members and ensures the regular deposit of all funds via the Director of Intramurals, Recreation and Sport Clubs
  2. Maintains records of receipts and expenditures
  3. Submits bills and other necessary payments to the Director of Intramurals, Recreation and Sport Clubs
  4. Ensures club monies are used properly
  5. Prepares budget reports in conjunction with President, Vice President and Secretary to submit to the Director of Intramurals, Recreation and Sport Clubs
  6. Knows the rules and regulations governing the financial and budgetary procedures
  7. Initiates and ensures that club members assume responsibility for generated revenue
  8. Attend the Sport Clubs Mandatory Officer Workshop
  9. Other administrative duties as assigned