Club Sports Handbook

Club Sport Policy and Procedures
Revised August 2016

  •  Club sports are any sports that compete competitively with other universities or colleges, but are not regulated by the National Collegiate Athletic Association (NCAA). The club should belong to a national organized governing body for the sport.

    o   The Sport Club program provides students the opportunity to participate in competitive sports against other intercollegiate teams and represent Luther College, as a means to enhance their collegiate experience and provide a vehicle for a well-rounded education through physical, social and leadership development. In season, teams practice and play an average of four to five times a week and must compete in a league and/or compete in at least three tournaments. The commitment made by a competitive club participant is closer to that of varsity athletes.

  • Each club must have a constitution on file with the Student Activities office and Recreational Services office.
  • Each member of the Sport Club must be a full-time Luther College student.

Clubs are simply joined by contacting the officers of each club or the Recreational Services office.


  • A current list of members that are in good academic standing with the college must be on file with the Assistant Director of Wellness within two weeks of the start of each season. Any member that joins the team after that two-week period must have their waiver and proof of insurance on file in the Recreational Services office BEFORE they are allowed to practice with the team.

Waiver Forms

  • Each member of the club sport must sign waiver forms BEFORE they are allowed to practice, play or tryout. Waivers must be filled out in their entirety and members must be able to show proof of health insurance. Forms are signed electronically and sent to the Recreational Services office
  • Waiver forms are good for one academic year and will be on file for five years in the Recreational Services office.
  • Proof of medical insurance must be on file in the Recreational Services office for each player seven days prior to his or her first competition. Medical insurance forms are good for one year only and will be kept on file for five years.
  • A scanned copy of each member's health insurance card, driver's license, and valid auto insurance card should be sent to the Recreational Services office via email. (please place all on one sheet before scanning as it will be filed with their individual waiver).
  • A member with a current CPR/1st aid certification should be present at all contests/practices. At least two members of each club sport team should hold a current CPR and first aid certification. A copy of the certification card should be on file in the Recreational Sports office. There will be a CPR/1st aid class at the beginning of each semester for anyone needing to be certified. The club is responsible for payment of fees.

Visiting Team Waiver

  • All teams competing in club tournaments on the Luther College campus must have a team waiver form filled out upon arrival. The electronic waiver should be sent out to the visiting team captain at least two weeks prior to the tournament. The visiting team captain should print the form and have their teams sign prior to arrival on Luther's campus. (See Appendix C for visiting waiver form) The waivers must be on file in the Recreational Sports office on the first weekday following the tournament.


  • Participation in the club sport program is voluntary. The college is not responsible for injuries incurred while participating in club sports. Each student is required to carry personal health and accident insurance.
  • An injury report form must be completed for all individuals incurring injuries during a sport club activity. These reports will be completed by the first aid personnel at the field and turned into the Recreational Sports office within 24 hours following the accident. (See Appendix A for Injury Report forms) In the event of a serious injury, contact the Club Sport Director the same day.
  • Injury reports will be on file in the Recreational Sports office for five years.

Practice and Contests

  • Practice on the outdoor fields must not interfere with other college activities.
  • The Assistant Director of Wellness and/or the Assistant Director of Athletic Facilities must approve practices in the Sports Recreation Center (SRC).
  • A sport contest schedule must be given to the Assistant Director of Wellness two weeks prior to the first competition. If schedule changes occur, the Assistant Director of Wellness should be notified via email.
  • Publicity for scheduled contests may be advertised on campus. Student Activities needs to approve of all advertisements prior to advertising.
  • The Assistant Director of Wellness will not schedule out of season practices as a priority. Space will be given as it becomes available.

Tournament Entries and Hotels

  • The Assistant Director of Wellness shall send in requests for tournament fees. The Office of Financial Services cuts checks two times a week so please allow plenty of time.
  • When requesting money to be sent for tournaments, please list name of tournament on the email ("Hallowina") as well as the address of where the check is to be mailed and date of tournament. Luther will NOT issue checks to an individual so a team name must be assigned to a check "Winona Men's Rugby". This will safeguard the team's funds from unauthorized cashing of checks.
  • Hotel Reservations need to be made of the officer of each club team. The Assistant Director of Wellness will not make hotel reservations nor make copies of personal information to assist in these reservations. If a team plans to use a college credit card, they must come to the Recreational Services office and the Assistant Director will assist.


  • Purchases must have receipts to be reimbursed with no exceptions. When submitting receipts, please have name, SPO and Luther ID# on each receipt.
  • Fundraising purchases must be approved PRIOR to purchasing and if possible go through Luther purchasing office.
  • Funds will be taken from the GIFTS accounts, followed by club agency accounts, followed by any budgetary monies assigned to the club team.

Travel Guidelines

  • Use of a college vehicle is limited to a 200-mile radius of Luther College. The drivers of the vehicle must be certified through the Campus Facilities. All travel guidelines established by Campus Facilities must be followed.
  • The Assistant Director of Wellness must approve travel outside the 200-mile radius of Luther College prior to any commitments.
  • Private vehicles may be used only when the owner of the vehicle has proof of automobile insurance on file with the Recreational Services office. The owner of the vehicle must also have a copy of his/her current drivers license on file in the Recreational Services office. The proof of insurance is the responsibility of the team to keep current. If a driver is assigned to drive and doesn't have a current copy of his/her auto insurance on file, it is the responsibility of the team captain to obtain that prior to assigning travel duties.
  • A travel itinerary must be filed with the Assistant Director of Wellness ONE DAY before the departure of the club. (Appendix B for travel itinerary form)
  • The owner of the vehicle may be reimbursed for gas when they follow these guidelines.
    • Fill the car up BEFORE leaving Decorah for the contest.
    • Fill the car up in Decorah AFTER arriving home from the contest. The car must be filled up within six hours of arriving home from the contest. Bring the dated receipt to the Recreational Sport office within 48 hours of the contest. There will be no reimbursement for vehicles that are not filled up within six hours of arrival back to Luther campus.
    • The club funds may not be used to reimburse travel outside the tournament mileage. If a team is traveling for spring/fall breaks and not returning directly home, mileage will be reimbursed ONLY for travel to the tournament. Returning mileage costs will be the responsibility of the players traveling.

Annual Report

  • Each Club Sport is required to submit an Annual Report at the end of the academic year. This Annual Report should include the club activity and accomplishments for the year; updated Equipment Inventory lists (Appendix D for inventory form) along with the names of the new officers for the following year. (Appendix E for annual report form) It is the clubs responsibility to maintain all club equipment. Services and supplies needed to maintain the club equipment can be paid for with club funds, once approved by the Assistant Director of Wellness.

Advisor Role: (Assistant Director of Wellness)

  • Schedule meeting of officers of club teams at the beginning of the fall and spring season.
  • Track waiver/insurance forms for each club member.
  • Put current schedule on college website.
  • Send in entry forms and fees to respective matches/tournaments.
  • Keep budgets balanced and notify officers when funds are depleted.
  • Assist in fundraising.
  • Insures clubs abide by college policies and procedures.
  • Administers discipline if necessary.

Officer Role:

  • Administer the club meetings. Inform members of policies and procedures
  • Serve as a liaison between club and college.
  • Complete all college forms.
  • Keep updated membership list.
  • Keep copies of insurance forms for each player.
  • Approve expenditure of funds in accordance with the members' desires and college policy.
  • Make all travel arrangements.
  • File travel itinerary with Assistant Director of Wellness 24-hours before departure.
  • Publicize club activities.
  • Update club constitution for approval by the membership.
  • Collect dues.
  • Deposit funds into college account.
  • Meeting financial obligations incurred as a club.
  • Injury reports are filled out and turned in within 24 hours of an injury
  • Appoint an individual to be in charge of checking inventory and equipment for safety.
  • Insure club abides by colleges policies and procedures.
  • Fill out annual report.

Fund Raising:

  • The college development office to assure such activities are in compliance with college policies must approve all fund raising activities.

Possession or Use of Alcoholic Beverages

The statement below is taken from the Luther College Student Handbook. It is expected that club sport participants will be familiar with this stance and strictly abide by it. Also, please refer to the federally mandated drug/alcohol policy within the student handbook.

6.12 Possession or Use of alcoholic beverages (initially adopted by the Board of Regents, May 24, 1975 with additional revisions.)

6.12.1 The possession, consumption, or sale of alcoholic beverages at any campus event is prohibited. Further, no college or residence halls may be expended for the purchase of alcoholic beverages.

6.12.2, The consumption of alcoholic beverages in the lounges, corridors, and other public areas of the residence halls, as well as in any other college buildings or on any college grounds, is prohibited.

6.12.3 Students living in residence halls, who have reached the legal drinking age in the state of Iowa, are allowed to make their own decisions in relation to the possession and consumption of alcoholic beverages in their rooms. However, no kegs or amounts of alcohol in excess of personal use are allowed.

6.12.4 Students are responsible for their own and their guests behavior at all times. The use of alcoholic beverages shall not impinge upon the freedom and rights of roommates, residents in neighboring rooms, and other students. All members of the Luther community should assume responsibility for referring persons who need assistance for alcohol-related problems to student life professionals. Disruptive, destructive, or illegal behavior related to the consumption of alcoholic beverages is subject to college disciplinary action and/or civil enforcement.

6.12.5 The alcohol policy includes alcohol-related violations such as vandalism, excessive noise, harassing behavior, or disruptive behavior where there is alcohol present or the evidence of alcohol use.


Disciplinary Process:

  • Violation or, or non-compliance with college policies, campus regulations, Club Sports procedures or Club Sports standard of conduct, may result in loss of Club Sports status or other disciplinary action to the Club Sports involved. The corrective discipline process has been developed to assist club leaders in correcting the mistakes that have caused problems for the club and the college.

Minor Infractions:

  • Examples of minor infractions include but are not limited to the following situations:
    • Failure to submit required forms and documentation (Current membership roster, signed waivers, proof of medical insurance for each member, proof of insurance for drivers, auto insurance for drivers, travel itinerary).
  • If the violation is the clubs first during the current academic year and the club is not under probation from violations committed the preceding year, the following steps are taken:
    • The club is placed on probation for a designated period of time or until the club corrects the problem.
    • The Assistant Director of Wellness will notify the club captains in email stating the following:
      • The reason for the probation
      • The length of the probation period
      • The possible consequences the club will face if additional infractions occur
      • The clubs right to appeal to the Co-curricular committee
    • If additional infractions occur:
      • The clubs funds are frozen and a part of the clubs allocation may be forfeited.
      • The Assistant Director of Wellness along with the Co-Curricular Committee may take any action deemed appropriate, including determining the amount of allocation forfeited by the club.
      • The club is notified in writing of the action(s) taken.
      • The club is reminded of their right to appeal within 72 hours of disciplinary action.

Major Infractions:

  • Examples of major infractions include but are not limited to the following situations:
    • Displaying conduct that is incompatible with the college s function as an educational institution and the purpose of the Club Sport program (unsportsmanlike conduct towards officials or opponents or disruptive behavior on trips)
    • Misusing club resources
    • Allowing ineligible individuals to participate in club activities
  • Input from the Director of Wellness or Dean of Students is solicited when deemed appropriate.
  • Possible disciplinary actions that may be taken include, but are not limited to: a) probation, b) funds are frozen; c) loss of facility reservations, d) loss of funding, e) loss of club sport status, Notice of disciplinary action will be sent to the club captain(s), Director of Wellness,  Dean of Student Life and Co-Curricular Committee.

The Assistant Director of Wellness will handle all disciplinary action of the individual club or its members if deemed necessary. Individuals or clubs wishing to appeal the Assistant Director of Wellness's decision regarding disciplinary action can appeal that decision in writing to the Director of Wellness, clearly stating the reasons for appeal and the circumstances related to the situation causing the disciplinary action. This must be done within 72 hours of the notice of disciplinary action. The co-curricular committee, as well as the Director of Wellness will review the information presented and, if necessary, meet with the individual(s) or club representatives.

The Co-Curricular Committee and Director of Wellness shall determine the length of the probationary period during which the funds are frozen or when a club may submit an application to be a club sports again.