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Sport Club Administrative Personnel


The Associate Athletic Director for Recreation and Fitness oversees 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
  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 organizations


Faculty Advisor

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

  1. The advisor is chosen and approved by club members
  2. The advisor must be part/full-time faculty or staff at 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 Associate Athletic Director for Recreation and Fitness with the contact information of all officers.
  3. The officers are to coordinate all club activities (with guidance from the Associate Athletic Director for Recreation and Fitness). 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 Associate Athletic Director for Recreation and Fitness.  Failure to attend this meeting will result in club sanctions and penalties.
  6. All club mailings and pertinent information may be sent to the Associate Athletic Director for Recreation and Fitness 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 Department of Athletics & Recreation as well as the Center for Leadership & Involvement. Club members accept responsibility for their actions at all games, practices, during travel, etc. Although the Associate Athletic Director for Recreation and Fitness will assist with many organizational aspects to ensure successful administration of each club, the club members and officers are ultimately responsible for ensuring 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 Department of Athletics & Recreation, via the Associate Athletic Director for Recreation and Fitness, 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 Responsibilities

  1. Serves as a liaison between the club and the Associate Athletic Director for Recreation and Fitness
  2. Operates the club in compliance with all Sport Club policies
  3. Assists in providing information to all officers
  4. Ensures all members complete the applicable Acceptance of Risk waiver which must be on-file with the Associate Athletic Director for Recreation and Fitness 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 Associate Athletic Director for Recreation and Fitness’ office, #141
  8. Furnishes copies of the club's practice and game schedules to the Associate Athletic Director for Recreation and Fitness 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 Associate Athletic Director for Recreation and Fitness
  13. Completes the Sport Club Application to reactivate their club, if applicable
  14. Attends the Sport Club Mandatory Officer Workshop (aka SOAR)

Vice President 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 Club Mandatory Officer Workshop (aka SOAR)

Secretary Responsibilities

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

Treasurer Responsibilities

  1. Collects dues from club members and ensures the regular deposit of all funds via the Associate Athletic Director for Recreation and Fitness
  2. Maintains records of receipts and expenditures
  3. Submits bills and other necessary payments via Blueprint
  4. Ensures club monies are used properly
  5. Prepares budget reports in conjunction with President, Vice President and Secretary to submit to the Associate Athletic Director for Recreation and Fitness
  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 Club Mandatory Officer Workshop (aka SOAR)
  9. Other administrative duties as assigned