Club Sports Required Forms and Resources Skip Navigation

Clubs Sports Forms and Documentation

As an officer of your club sports team, you are responsible for submitting the necessary forms and documentation to the recreational sports office.

Director of Recreation

Christina (Amato) Turner

Contact for: Club Recognition and Startup, Funding and Purchasing needs

Assistant Director of Recreation

Katie Kammerdiener

Contact for: General Club Business, Funding and Purchasing needs

Rec Sports Office

Julie Vair
Phone: 315-228-7613
102 Huntington Gym
Mon – Fri, 10 – 6 p.m.

Contact for General Club Business, Facility Reservations and Travel Needs

Club Leaders Responsibilities

  1. Manage rosters on   All players need to have completed required forms.
  2. Update club google calendars.
  3. Captains should direct their players to  for information how to register and log hours for PE Credit.  Only 1 credit per club is eligible for the PE requirement.
  4. Communicate with Rec Sports through the various forms and documents noted below.
  5. Submit Annual Club Recognition forms in the spring semester (emailed to leader).
  6. Request equipment and uniforms in advance from the Huntington cage.

Club Safety Officer Responsibilities

  1. Ensuring all roster members have completed waivers and Code of Conduct on
  2. Complete Concussion Education online training.
  3. Reporting all injuries to the Recreation Department.
  4. Serving as the game day contact for Student EMTs/First Responders at home events.

Resources for Officers

Learn the processes and procedures for running a club.

Club Forms

We have created a variety of forms that will be used for communications between club leaders and Rec Sports.   We need leaders to review the various forms and submit them in a timely manner. Forms are provided (below) or:

1. Shared Drive Folder must be downloaded, edited and e-mailed to Rec Sports.

  • ACS - Strike System for Club Sports – Outlines policies, requirements and penalties for non-compliance.
  • Cash Distribution Form   Use in place of receipts for Cash Advances. 
  • Deposit Form  MUST accompany all monies turned in to Rec Sports for deposit.
  • AWAY Events Checklist        Timelines & Check list for hosting a game or event.
  • HOME Events Checklist       Timelines & Check list for traveling to a game or event.
  • Personal Car Use Form*  All drivers need form on file – Owner of Car must sign.
  • Receipts  Print and take with you when paying cash for entry fees, return to Rec Sports.
  • Reimbursement Form   Submit for refund with receipts or mileage.
  • Request Form  Use for Checks, Cash Advances,  Hotels, Reimbursements & Misc.
  • Risk Waiver Under 18           Parents need to Sign for under 18 age players
  • Trip Itinerary*  Submit week of traveling off campus .
  • Van License Form To CU Safety  Print and take to campus Safety after completing online course.
  • Van License Procedures   Outlines how to get a Van Licenses program run by Campus Safety. 
  • W9 Form        Must be filled out by all Adult Officials to receive payment, return to Rec Sports ASAP

2. Club Specific Google Drive Folder:  files will stay here for collaborative use between club leaders and Rec Sports utilizing the e-mail collaborators feature to send notice of updates. These forms will be kept from year to year in the Archive Folder.   Clubs are encouraged to add in any of their own specific documents for club management.  Access to the Club Folder will be shared with club leaders at the start of each new academic year. You may also share this folder with the other leaders in your club – especially as you transition to new leaders. Club Documentation In Google Drive Folder – Each club has a folder containing some documents that you will update throughout the year. You are encouraged to add your own club specific information such as Spreadsheets for collecting dues and other funds from members. You may also share this folder with the other leaders in your club – especially as you transition to new leaders.

  • Basic Club Information:  Club Specific details that need to pass from leaders one year to the next.
  • Club Dues & Fees:  Create customized spreadsheets to track member payments and Club Spending.
  • Club Sports Game\ Event Scheduling:  Track Game information, Facilities & Van Request and First Responder requests.   This is a collaborative Document between Club Leadership and Rec Sports.  It should be used for all communications and updates throughout the sports season.
  • Event Summary Report*:  Communicate how your club is doing within 48 hours of each game\event.
  • End of Semester Summary Report*: Details about how you are doing.
    Due after weekend games and each semester by December 1 and May 1.
*Mandatory Form, Strikes may apply if not completed by deadlines

Game and Travel Forms

Plan ahead! Submit before Thursday Noon for the weekend. 

Forms in Your Club's Google Drive Folder:

Club Sports Game\ Event Scheduling:  Use for Game Planning Facilities & Van Reservations and First Response Scheduling. Update throughout your season.
Event Summary Report:  Let us know how you’re doing after each game\event. (Due within 48 hours of event or return to campus).

Forms below are also stored in one shared google drive folder, you will need to download them prior to editing & emailing.

Request Form  use for Hotels, Misc., and Financial requests.
- Game Checklist for HOME and AWAY events.
Trip Itinerary: Required each time your club leaves Colgate. Due Wednesday prior to Travel.
Personal Car Use Form: Required from owner of cars used for club travel prior to leaving Colgate.

Facility Use

Facilities will be requested by Rec Sports once you fill out the information the Club Sports Game\ Event Scheduling in your Club's Google Drive and email collaborators to Rec Sports (jvair).  

Schedules may be viewed on the campus EMS system.  Use the Browse Events Option and select your Facility under the Filter Link.

Teams should be familiar with facility use guidelines for both Sanford Field House  and Tyler Field.


Van Reservations will be requested to B&G by Rec Sports once you fill out the information the Club Sports Game\ Event Scheduling in your Club's Google Drive and email collaborators to Rec Sports (jvair).

We recommend Clubs have multiple drivers. Trips over 4 hours require 2 drivers. Club members must have valid van license to use Colgate Vans, which are very limited, request as soon as you schedule games \ events. Campus Safety issues students van licenses after completion of an online test, background check and driving test, note that this process takes 2 – 5 weeks.   The Driver Authorization Form should be taken to campus safety after you complete the online portion.

First Responders & Injuries

First Responders should be present for all home games.   FR's will be requested by Rec Sports once you fill out the information the Club Sports Game\ Event Scheduling in your Club's Google Drive and email collaborators to Rec Sports (jvair).   It is important that updates/ cancellations are communicated to Rec Sports in a timely manner.

If you need coverage from Athletic Trainers (if your club budget allows) or practices, please contact Rec Sports.

Med Kits \ Ice are available for club sign out from the Huntington Equipment Room.

Injuries:  Let us know when players are injured.   Captains Should text\ email the Director of Recreation ASAP and ensure that the injured person receives appropriate care by First Responders or by Calling Campus Safety (315-228-7911).