A club sport at Tufts University is defined as any group of individuals organized for the primary purpose of athletic extramural activity. Club sports are student run organizations recognized by the Department of Athletics for such purposes, and the Club Sport Council. All clubs must conform to the health and safety policies set by the University.
The club sports program has social, instructional, competitive, recreational, and service functions. It offers the opportunity for participants to engage in and derive the pleasures and benefits of athletic activities. Each club should be a student-initiated activity that requires students to be responsible for leadership, decision-making, organization, and supervision of all club activities.
The Department of Athletics provides guidance, facility assistance, minimal financial assistance, and an administrative framework for the operation of officially recognized clubs. Regulations are intended to promote and assist in the operation and management of the club sports program.
The Club Sport Coordinator and Assistant Athletic Director are charged with the following:
approving club operating budgets
making buffer funding spending recommendations
recognizing new clubs
being advocates for club sports on our campus
All decisions must be approved by the Director of Athletics.
The club sports program is open to all members of the Tufts community who have paid their student activities fee.
It is required that club members be in “good standing”, as defined in the Tufts University Pachyderm. Clubs will follow University policy as to an individual’s eligibility.
Individual and group conduct must at all times reflect favorably on the University.
To be eligible for club participation, the Tufts student’s name must appear on the official MEMBERSHIP ROSTER on file with the Department of Athletics, and in the case of Rugby, to have received medical clearance to participate from Health Services. This official roster will be used in determining club size for budgeting allocation.
IV. Club Recognition
In order to participate under the name of Tufts University and gain use of University fields and/or facilities, the following requirements must be met annually, and forms submitted and placed on file with the Department of Athletics before practice and games may begin:
CLUB SPORT REGISTRATION FORM
A FIXED MEMBERSHIP ROSTER (minimum of 15 participants)
A PROPOSED BUDGET (submitted in Jan/Feb for next academic year. See Template App.N)
REQUEST FOR USE OF FACILITIES FORM
A SCHEDULE FOR THE SEASON – COMPLETED AT LEAST 2 WEEKS BEFORE THE SEASON BEGINS
MEDICAL CLEARANCE FOR EACH RUGBY PARTICIPANT FROM HEALTH SERVICES
AGREEMENT TO PARTICIPATE AND MEDICAL RELEASE FORM AND MEDICAL
CLEARANCE AGREEMENT FOR EACH PARTICIPANT
A PRACTICE SCHEDULE
All Clubs are required to have a coach. This person should hold the proper certification
necessary to coach their sport as determined by the Athletic Department. Coaches are
required to be present for all Rugby, Skiing and equestrian practices and matches. Captains shall inform the Club Coordinator who their coach will be each year.
Failure to file the required information will result in a club being disallowed from using the Tufts University name and in its not being granted use of facilities and/or fields and funds.
Before a Club can be recognized, the Office of Risk Management must agree that it meets Tufts University’s insurance and liability concerns.
All contact club sports must follow the NESCAC guidelines for contact sports.
The University requires that each Rugby participant submit a health questionnaire to the Head Trainer in order to obtain medical clearance from Health Services prior to participation in their club sport season. All clubs must submit a roster to the Head Trainer. These rosters must be updated as needed throughout the season.
Captains are responsible for checking the Daily Injury Report from the Training Room and limiting member’s play as indicated on the Report. Students who are marked “OUT” are not permitted to participate until given clearance from the Training Room. Allowing a student whose status is marked “OUT” to participate in practice or contest is grounds for disciplinary action.
Trainers or EMT’s are required at all home contests. It is the Captain’s responsibility to
contact TEMs to arrange for coverage. The Rugby Clubs are also required to have coverage
at all practices; and ensure that there will be appropriate coverage at away games. Contacts
at the colleges and universities that Tufts is competing against need to be provided to the
Club Sports Coordinator so that medical coverage at away games may be verified. (cont.)
D. Water Polo must have certified lifeguard on deck at all practices and games.
E . To ensure that proper conditioning programs are being used, these must be approved by the
on the sport itself. This is especially important for Clubs that involve a high level of risk.
Club presidents must complete and file an Injury Report within 24 hours of any injury
which required any medical attention during a club practice, home or away game.
Scheduling & Travel Guidelines
All travel arrangements must be approved by the Club Sports Coordinator.
B. All club sports must conform to the Department of Athletics guidelines on Team
Transportation and scheduling policies. (See pages 8-10)
Teams are not allowed to travel outside of the New England region.
All competition should take place within the New England states or within a
200 mile radius.
Any proposed competition outside of New England must be approved by the Club Sport Coordinator prior to the scheduling of any contest. This includes spring or semester break trips.
All travel outside of New England MUST be in a bus or by air. There are no exceptions to this policy.
Trip and Practice Itinerary
C. All schedules must be approved by the Club Sports Coordinator. Time and distance away
from campus will be carefully looked at before approval is given. Any changes to the
schedule must be approved.
D. Written requests for Post-season competition must be submitted and approved by the
Department of Athletics in a timely manner.
E. All Clubs must submit a travel itinerary at least 24 hours before leaving campus and a travel
manager’s report within 24 hours of returning to campus. This must include all students
traveling to the contest. F. Only approved drivers who has passed the University sponsored driving certification test may drive a University owned vehicle. (see also p 10:5)
Equipment Purchasing Procedures
All Equipment purchases must be approved by the Club Sports Coordinator.
One designated club member will contact Club Sports Coordinator with request.
After approval from Coordinator, contact Athletic Department secretary.
All equipment must be shipped to Athletic Department address.
Club purchase are TAX EXEMPT.
5. Uniforms must be purchased by the individual. University funds can not be used for uniform purchases.
VIII. Financial Responsibility
A Cost Per Participant Fee will be established for each Club Sport. A club sport account must be set up through the Club Sport Coordinator and be subject to University auditing
B. Fundraising activities or solicitation of funds or contributions must be approved in advance
by the Coordinator of Club Sports. (cont.)
C. Clubs must not act in any way so as to endanger the tax-exempt status of Tufts University.
D. Admissions fees may not be charged except as specifically approved for each event by the
Tufts University will not be responsible for and must not be made party to or liable for
payment of debts and financial obligations entered into by clubs unless prior approval is
given by the Club Sports Coordinator.
F. Clubs may not have bank accounts outside the University.
The use of alcohol/drugs at any club event is strictly forbidden. According to the Athletics/Physical Education/Recreation Department Manual, (IV-7A): All members of a team (coaches, players, managers, etc.) are prohibited from using illegal drugs and alcohol when representing the team and/or wearing team apparel. This includes but is not limited to practices, home and away games, team banquets, vacation trips, and/or travelling to and from any of the above.
Clubs are expected to abide by all Tufts University and NESCAC regulations. To parallel
the athletic program, the following will be limited or controlled:
1. Number of contests allowed.
2. Starting and finishing dates for practice and contests.
Fall – September 1st, winter – November 1st, spring February 15th
Competitive season per sport.
Posters: Must adhere to the TCU poster policy.
C. Ordinarily permission will not be given to hold contests or activities during reading period
and exams, or hold contest after the regular competitive season ends, unless approved by the
Department of Athletics
D. Classes or courses sponsored by a club must be approved by the Department of Athletics.
VI.Hazing, Harassment, and Sexual Harassment Policies
The Club Sports Program follows the University’s policies as stated in the Pachyderm and the
Student Code of Conduct. Please refer to appendices A-D. More specifically, coaches, both
paid and voluntary, must not date their team members.
Before any new club is recognized, the Department of Athletics must obtain approval from the Office of Risk Management.
VIII.Non-Expendable Equipment Inventory and Storage
All equipment items of a non-expendable nature must be accurately inventoried and reported
to the Sport Club Coordinator each semester. Storage of these items also must be approved
by the Coordinator. Some equipment may be stored at the Athletic Department. Other items
on the inventory list must be accounted for, and the locations of the items noted.
Repair and maintenance of club equipment is the responsibility of the club.
Any lost or damaged equipment must be reported to the Sport Club Coordinator within 48 hours of the loss or damage.
Uniforms may not be purchased with money that has been allocated from the Senate.
XIII. Retaining Club Status
To retain club status, the following requirements must be met:
Compliance with all provisions in Articles III, IV, and V.
Filing the SEMESTER END REPORT within seven days of the end of the season.
Club president or his/her designee must attend any meeting called by the Club Sports Coordinator.
Completion of INJURY REPORT(S) within 24 hours as required.
F. Completion of TRAVEL ROSTER AND ITINERARY forms as required. (cont.)
G. Completion of PRIVATE VEHICLE TRIP INFORMATION FORM as required.
Completion of PERMISSION AND RELEASE form(s) as required.
Conduct financial affairs in a responsible manner, including maintaining accurate financial
Clubs which have received the privileges listed above agree to conduct their meetings and contests in a responsible manner as members of the University community. In cases of irresponsibility by an organization, all privileges and recognition may be withdrawn.
Per the Department of Athletics, the disciplinary sequence is as follows:
1) Written Warning to captains & coach 2) meeting with captains, coach & club sports coordinator, 3) Buffer fund ineligibility for academic year 4) loss of contest * at the discretion of the athletic director & club sports coordinator
5) Suspension for one year
K. Submit a budget in January/February for the next academic year.
Club President’s Responsibilities
Sign the receipt/acknowledgement form of Club Handbook and return to Coordinator.
Serve as liaison between the club and the Department of Athletics and the Club Sports
Ensure compliance with the club sport requirements, regulations, and guidelines.
property damage. Copy of registration and proof of insurance, and a valid driver’s license must be on file with the Athletic Department (club sports coordinator) and a copy of a letter giving the student permission to drive the vehicle.
As to personal vehicles owned by a parent, student should notify said parent-owner of use for group travel and obtain parent/owner’s written permission to utilize vehicle for group travel.
Copy of registration and proof of insurance must be on file with the Athletic Dept.
prior to leaving the campus. 9. Please be sure to take an extra key to be stored outside the vehicle.
10. Should any passenger have a question as to the operator’s driving competency, all concerns should
be brought to the attention of the Club Coordinator.
Requesting medical assistance when on the Medford Campus MUST be made through the Campus Police office.
Requesting Medical Assistance Notification of campus police can be accomplished by:
Ram Rech call boxes
Panic buttons (Cousens Gymnasium)
When requesting medical assistance the caller should:
Identify yourself and state your job title
Give nature of emergency: if the injury is life threatening request that TEMS be dispatched
Give the exact location of the injured party
Do not hang up until the dispatch has hung up
Emergency Procedure for Medford Campus
Notify campus police at extension 7-3030 or (617) 627-3030.
Follow the aforementioned guidelines
Please follow the advice of TEMS or Trainer if an athlete needs to be taken to a medical facility for further treatment. The closest hospital is:
Lawrence Memorial Hospital
170 Governors Avenue
(781) 306-6000 (main number)
(781) 306-6300 (emergency)
We, two officers of ____________________________________________________________
Name of Club
have received the Club Sports Regulations. We understand these regulations and agree to direct the club in a manner which complies with the stated regulations.