Club Sports Team Resources

Club Sports Officers can access important dates, forms, trainings, and resources to successfully manage their team's day-to-day operations.

 

Team Forms

Practice Request Form

Use this form to request practice time for facilities controlled by UConn Recreation by the deadline in the calendar above for each semester.

Practice Request Form

Home Competition Request Form

Use this form to request home competitions for facilities controlled by UConn Recreation or Athletics. Additionally, this form should be completed for teams looking to obtain athletic training or EMT coverage at events on-campus. Initial requests must be received by the date in the calendar above or 3 weeks prior to the requested competition date. Teams must receive confirmation from the Competitive Sports Office prior to confirming the competition with the league or opponent.

Home Competition Request Form

Officer Contact Information Form

Use this form to submit your team’s new officers starting in the Spring Semester. Deadline for this form is in the Club Sports Important Dates Calendar.

New Officer Election Form

Injury/Illness Reports

Any time an injury occurs at practice, home/away competitions or any other related activity, an Injury/Illness Report must be submitted within 24 hours. This form can be submitted by the injured person, or a team officer (i.e. Safety Officer).

–If Athletic Trainer or Site Manager IS present, they will fill out the Injury/Illness Report

–If Athletic Trainer or Site Manager is NOT present - Injury/Illness Report should be submitted within 24 hours by:

  • Athlete
  • Officer

Injury/Illness Reports

Certificate of Insurance Request Form

Teams must fill out the form below to request a Certificate of Insurance (COI), if required by a rental agreement for a non-UConn facility rental. Teams will email the completed COI Request Form and a copy of the rental agreement to competitivesports@uconn.edu and CC your team’s primary contact. Please allow two weeks for processing of the request. A sample request form has been included below.

Certificate of Insurance Request Form

Practice Cancellation Form

If a team wishes to cancel their scheduled practice time on a UConn Rec controlled facility, they must submit the practice cancellation form by:

–Monday-Friday: 12pm (noon) the day of practice

–Saturday-Sunday: 12pm (noon) the Friday prior to practice.

Practice Cancellation Form

Safety Officer CPR/AED/FA Certification Form

Club Sports Safety Officers will use this form to submit proof of their CPR/AED/First Aid certification. All certifications for the 2023-2024 school year must expire after May 4, 2024. Deadline for this form is in the Club Sports Important Dates Calendar.

Safety Officer CPR/AED/FA Certification Form

Medical Kit Restock Request Form

Use this form to request supplies for your team’s medical kit that need to be restocked. A 48-hour minimum lead time is required to pick up the items. Contact person will be notified when supplies are ready for pickup at the Competitive Sports Office.

Medical Kit Restock Request Form

Logo Usage Form

Use this form prior to ordering any apparel or promotional items that use the UConn name, logos, or wordmarks.

 Logo Usage Form

Fundraising Submission Form

Teams must submit this form within one (1) week of their fundraising event.

Fundraising Submission Form

Community Service Hours Submission Form

Teams will use this form to submit their Community Service Hours throughout the school year. Submission of the form must occur within one (1) week of the event to be counted. A minimum of 5 active team members must participate in the event to count towards tier criteria.

Community Service Hours Submission Form

Competition Results Form

Teams will use this form to submit their competition results on a weekly basis. Competition results must be submitted by each Tuesday for the previous week. Only competition results that are reported will count towards tier criteria.

Competition Results Form

Business Forms

Purchase Request

Request funding for purchases through the Competitive Sports Office, which includes:

  • League Dues
  • Competition Entry Fees
  • Facility Rental (for facilities not provided by UConn Rec)
  • Small Operational Equipment and Supplies

Purchase Request

Instructions:
Submit the Club Sports Purchase Request on Kuali Build (UConn SSO required). Submitter will receive email notifications throughout the process informing them of their purchase request or if additional information is required.

Club Sports Foundation Request for Disbursement

Request funding for purchases through your team's Foundation Account. Officers can find their team's Foundation Account balance on their Fusion Club page under Finances.

Instructions:
Submit the Club Sports Foundation RFD on Kuali Build (UConn SSO required). Submitter will receive email notifications throughout the process informing them of the status of their Foundation RFD or if additional information is required.

Club Sports Foundation RFD

Reimbursement Request

  • ALL REIMBURSEMENTS REQUIRE PRE-APPROVAL PRIOR TO THE PURCHASE BEING MADE
  • Teams that wish to request reimbursement from the Competitive Sports Office must have pre-approval via the form below prior to purchasing the item/paying the fee. Reimbursements must be used as a last resort for paying for expenses.
  • After preapproval, teams must complete the workflow in the same form that was submitted within 30 days to receive reimbursement.

Instructions:
Submit the Club Sports Reimbursement Preapproval Request on Kuali Build (UConn SSO required). Submitter will receive email notifications throughout the process informing them of the status of their reimbursement request or if additional information is required. Teams will also submit all reimbursement documents after preapproval within the same form.

Reimbursement Pre-Approval

Purchase Request

Request funding for purchases through the Competitive Sports Office, which includes:

  • League Dues
  • Competition Entry Fees
  • Facility Rental (for facilities not provided by UConn Rec)
  • Small Operational Equipment and Supplies

Purchase Request

Documents required for purchase request can be found in the Purchase Request Review Checklist:

Purchase Request Checklist

Instructions:
Download and complete the Purchase Request Excel file. Email one combined PDF file with Purchase Request and required documentation to competitivesports@uconn.edu and CC your team's primary contact.

Reimbursement Request

  • ALL REIMBURSEMENTS REQUIRE PRE-APPROVAL FROM THE COMPETITIVE SPORTS OFFICE
  • Teams that wish to request reimbursement from the Competitive Sports Office must have pre-approval in writing prior to purchasing the item/paying the fee. Teams must use the pre-approval form below and follow all procedures listed in the documents below. Reimbursements must be used as a last resort for paying for expenses.
  • Documents required for reimbursement pre-approval request can be found in the Pre-Approval Request Review Checklist below.

Instructions:
Download and complete the Reimbursement Pre-Approval Excel file. Email one combined PDF file with pre-approval request and required documentation to competitivesports@uconn.edu

Reimbursement Pre-Approval

Reimbursement Pre-Approval Checklist

Reimbursement Document Form

Training and Meeting Information

Officer Trainings

All officers must review the training below each semester and take the associated quiz by the date in the Important Dates Calendar. Failure to review the training and take the quiz will result in your team becoming frozen until completed.

Fall 2023 Officer Training

Treasurer Training

All treasurers and presidents must attend one of the treasurer trainings in the fall semester listed in the Important Dates Calendar. New treasurers and presidents in the spring semester must attend the treasurer training in the spring semester. Purchase requests will not be processed until the treasurer and president have attended the training.

Treasurer Training

Officer Meeting Agendas

Team officers will sign up for meetings with their team’s primary contact. Meetings will take place during the specified weeks in the Important Dates Calendar. A minimum of two (2) officers must attend these meetings.

Officer Meeting Agendas

Safety Officer Training

All safety officers must review the training below and take the quiz by the date in the Important Dates Calendar. Failure to review the training and take the quiz will result in your team becoming frozen until completed.

Safety Officer Training

Tier Requirements

Tier Requirements

Tier Requirements

Tier System

Tier System

Coaching Information

Hiring Process/Time

-End of Spring Semester – Teams inform coach intent to rehire or look for new coach.
-May/June – Teams interview and hire new coach.
-June 1 – Coach Information Request Form Sent to Teams
-June 30– Coach Information Request Form Deadline
-Early July – Coach Agreements Sent via DocuSign
-August 1 – Completed Coach Agreements Deadline

Coach/Team Responsibilities

Team’s Responsibility: 

  • Submit coaching information and approvals through DocuSign by appropriate deadlines
  • Complete description of services
  • Manage the team’s day-to-day operations
    • Includes management of rosters, budget decisions and scheduling all team activities
  • Serve as the only representative for the team to internal partners & external constituents 
  • Verify the invoices submitted by the coach is accurate  

Coach’s Responsibility: 

  • Sign-up to become a University vendor through Husky Buy 
  • Submit invoice(s) by appropriate deadline 
  • Assist in creating a healthy competitive environment according to policies and procedures stipulated by the team leadership 
  • Acknowledge as coach, they are not an employee of the University and therefore cannot represent the University or the team in any manner (verbally or in writing) 
    • This includes exclusion from signing any verification forms or contracts on behalf of the University/team 

Payment Information

Coaches will submit invoices via DocuSign for hours worked for each semester by the deadline in the Important Dates Calendar. The team’s treasurer will verify the hours are correct and do not exceed the agreed upon amount in the Coach Agreement. Coaches will be paid on NET 1 terms once Accounts Payable has approved the payment. For any questions regarding their payment, coaches should email AP Inquiries. All coaches will have to register with UConn’s Husky Buy system as a Supplier to receive payment. Instructions will be sent via our Business Office to those who need to register.

Scope of Service

Sample Coach Agreement

Club Sports Team Application

Club Sports Team Application

Tier-II Registered Student Organizations can apply for Club Sports status with UConn Rec via the form here. At this time, UConn Rec is not accepting new Club Sports teams and teams who apply will be contacted if space becomes available.

Applications for consideration for the 2024 Academic Year are due December 15, 2023.