ºÚÁϲ»´òìÈ

In order to apply as a ºÚÁϲ»´òìÈ Club Sport Program, the following criteria must be followed, met, and approved:

Timelines & Deadlines

All club applications require documentation submission and completion on or before March 31st of each year for a same-year Fall term (e.g. Sep 1st) approval. No Winter or Spring/Summer term starts will be considered due to high demand of new applications and quantity of current clubs.

Application submission does not guarantee approval.

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Initial Research

A group of students with a common interest in a sport that is not currently represented in programs and services should do the following to explore the possibility of being recognized by the Campus & Community Recreation Club Sports Program. Before you begin the process of applying for club status for your proposed club, here are a few questions to ask yourself:

• Does your proposed club duplicate any other club, program, or service already in existence at the ºÚÁϲ»´òìÈ?
• Is your proposed club able to have enough student leadership (executive) in place to support your application?
• Is your proposed club inclusive to all students?
• Does your club have adequate student interest in what you're proposing?
• Can you club fit into the requirements set out within the Club Sports Handbook
• Which club classification would you like your club to start in?
• Would your club like to move from one classification to another in the future?
• Do you have enough resources to sustain your club long-term?
• Do you have enough time to work through your application?
• Have you taken the opportunity to read through the Handbook requirements to formalize your club application?

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Demonstrations

To be considered a Club Sport, a club must consistently demonstrate their viability in the following 10 areas:

1. Demonstration of Interest
   • Participants and leadership membership base has been evaluated and has been determined that there will be a long term interest in forming a club sport.
2. Demonstration of Organization
   • A timely, well-communicated, self-sufficient, and well-organized plan to complete and submit an application for a Club Sport is the first essential piece. After submission and approval, a Club Sports needs to have the resources in place to effectively administer their club.
3. Demonstration of Financial Sustainability
   • Club Sports have no operating budget offered by the University. It is up to each club to build a ‘pay-as-you-go’ budget plan through student-athlete membership fees, university campus recreation enhancement funding (where applicable) and fundraising initiatives.
4. Demonstration of Need
   • A Club Sport cannot replicate or duplicate existing university programs and services.
5. Demonstration of Safety
   • The welfare of the Club Sport members must be safeguarded. Evidence should be presented showing well-qualified club leadership, the existence of safety equipment, the supervision of practice and competitive sessions, and Emergency Response Plans through a club-specific Risk Management Plan.
6. Demonstration of Classification
   • A Club Sport must ensure their club sport fits within the Club Sports Classification model criteria.
7. Demonstration of Commitment
   • The Club has a commitment to participation for its membership base. The Club has a plan in place which will allow them to ensure they are offering programs and services to their members that are specific to their Club Sport goals and objectives.
8. Demonstration of Compliance
   • The Club including participants, contractors, team staff, student Executive, and other team affiliated personnel shall continually abide by the Club Sport Handbook inclusive of the Code of Conduct policy.
9. Demonstration of Values
   • The Club has committed to build its club within the Campus & Community Recreation values. Principles, Mission, Vision, and Goals all are interconnected with our CCR Values system as well.
10. Demonstration of Professional Understanding
    • The Club must acknowledge and respect that the Club Sports Staff are dedicated and thorough in attempting to secure approval for all club requests/activities. Understanding and professionalism in regards to declined/unapproved requests is greatly appreciated.

These demonstrations must remain displayed in perpetuity by each club.

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Coordinator Communication

If a prospective club completes their initial research and feels they satisfy the Demonstrations listed above, they should then contact the Club Sports Coordinator, Danielle Smith at danielle.smith@ualberta.ca with an application request. Initial contact will begin via email. Further contact will be a combination of email and in-person communications.

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Documentation Completion

Documentation for the new club application will be reviewed by Campus & Community Recreation. Templates for documentation can be found here. Documentation will include the following, but not limited to:

1. Club Classification
   • Find out where you’d like to be when you apply and what your long term club goals might be. Regardless of which Classification Tier is pursued, all clubs experiencing their inaugural year after 2022-23 will be required to be composed of 100% current ºÚÁϲ»´òìÈ students.
2. Club Executive Information
   • Club Sports requires 5 mandatory positions: President, Vice President, Risk Management Office, Treasurer, and Communications. Additional supplementary positions can be added as the club feels necessary.
3. Club Overview
   • include scope of activity details
4. Goals and Objectives
   • What does your club hope to achieve both in the short-term and the long-term?
   • Why do you want this club to exist?
   • What objectives will your club strive to meet?
5. Constitution
   • Club Sports will provide you with a template to assist you in getting started.
   • The Constitution outlines the club’s proposed scope and limitations, as well as how the club will be run on a day-to-day basis.
   • Each club’s Constitution describes the purpose and structure of the Club. This document shows how the club’s purpose will be defined, developed and verified.
   • Each Club’s Constitution will provide a documented basis for making future decisions regarding the club and it’s structure, as well as confirming/developing a common understanding of the mission, vision and club values among the club members.
   • Clubs applicants will consult with Club Sports Staff to ensure that their constitution has been completed with an appropriate amount of detail to support the operations of the club.
6. Facility Requirements
   • type, length of season, frequency of use, etc. Please state required facility type (i.e. outdoor field, indoor studio, large gymnasium), length of sessions (i.e. 5 hours per week; 2 x 3-hour sessions, 1 hour biweekly) and any other information regarding what the facility needs in order to make your proposed club successful (i.e. pool lane separators, three 6’ tables).
7. Budget Plan
   • How will your club be fiscally responsible?
   • What revenues will your club generate?
   • Are you aware of any sponsorships, grants or donations that may be available for your club?
   • Club Sports members should also factor in facility fees and Club Sports administration fees into their budget planning
   • What equipment – and how much/many – will your proposed club need to purchase? Are there any costs associated with proposed games, tournaments, trips that the club anticipates participating in?
   • If your club is associated with an NSO or a PSO, are there any insurance costs associated with becoming a member? Are these fees per team/group, or individual? Will any of these fees be included in the membership dues
8. Proposed Coach/Instructor (including credentials)
   • Is your club planning on having a coach or instructor?
   • Will this coach/instructor be paid or volunteer?
   • If paid, how much will the coach/instructor cost?
   • Does the coach/instruction have any credentials (i.e. what is required in order to be a coach/instructor for your club?).
9. List of Interested Participants
   • Please include a list of interested participants.
10. Risk Management Plan
    • Please list any potential emergencies your club may encounter and include an action plan on what your club will do should any of these emergencies occur.

Your Club Sports Coordinator will support any necessary additional templates, provide edits, and feedback as you work through your application. The Club Sports Coordinator will create a Google Drive account for your new Club Sport application to promote an interactive and collaborative application process with the Club Sports Staff.

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Documentation Submission

Complete the application documents and submit under the premise that the Club Sports Staff will review and send back for edits, where applicable. The formal proposal must be submitted prior to April 1st for a possible Fall term (e.g. September) start.

Documentation submission does not mean club approval. Clubs may be declined for a variety of reasons, including, but not limited to:

• conflict / duplication of program or service,
• late submission,
• incomplete documentation,
• lack of a student Executive body,
• staff capacity,
• facility demands,
• lack of interest,
• club sports capacity,
• funding demands
• risk management concerns,
• does not align with guiding principles, mission, vision, and/or values
• etc.

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Application Review

Upon completion of the above items, Campus & Community Recreation will be the application submission for each prospective new club application.

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Application Approval

As mentioned above, clubs may be approved or declined. It should not be an expectation that application submission and review means approval.

If a prospective new club sports application review is completed, and the club is granted approval, each new Club Sport will have a one-year probationary status to substantiate adequate administration and maintain the minimum participation requirements, as well as justifying that the club has the necessary organization and support to create a sustainable program.

Campus & Community Recreation reserves the right to refuse or revoke recognition to any club who fails to adhere to the Campus & Community Recreation Club Sports Handbook, misuses facilities, misuses funding, misrepresents the ºÚÁϲ»´òìÈ, and/or uses the ºÚÁϲ»´òìÈ community for personal monetary gain and/or promotion of a private enterprise.

The Campus Recreation Enhancement Fund (CREF) was created to help ensure that high quality recreation programs, equipment and facilities remains diverse, convenient, accessible, equitable and affordable to all students.

Organizations and departments that apply for funding must show that their request will have a positive impact on student life and facilitate a healthy and active lifestyle for students.

The Campus Recreation Enhancement Fund Council is responsible for allocating funds and reporting to the Students' Union on an annual basis.

CREF website

The Campus Recreation Enhancement Fund is now accepting applications for the 2025-2026 funding year. Eligible student groups, club sports, Campus and Community Recreation Departments and other ºÚÁϲ»´òìÈ applicants can apply.

Please note that the application must be completed in one session and all sections must be completed for your application to be considered. For more information please read through the following documents for the updated application process and an outline of all of the questions contained within the application. If you have any questions please email racchair@ualberta.ca.

Application closes February 28, 2025 at 11:59 P.M.

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Commonly asked questions about the Google Form submission:

1. What do they mean by Communications or Quotes, shared hyperlink?
- CREF wants to have proof of money request amount. E.g. if you have 2 allocations, 1 for equipment and the other for registration fees, you should include any quotes or shared emails that outline the costs for these. These are non-mandatory fields, but the committee just wants to see that you've done your research and that the amounts you are requesting are within the actual amount of will require. Make sure your hyperlinks are shared for "all" to "view only"

2. What if I don't have the X budget category asked for?
- that's okay, leave it blank

3. Is your Club an SU registered club?
- yes. You sit within CCR, and follow CCR's policies, but we also have all clubs registered with the Student Union

As your CREF presentation approaches, here are a couple of things to keep in mind:

1. Your presentation should be a brief summary of your request submission. Some things that you can include are (not limited to): Information about your organization, statistics, impact of your organization to the student community, your request, importance of your request, will your program/project still proceed without CREF, how will you recognize CREF, etc...)
2. We recommend that your group arrives 5 mins early for your presentation (there will be chairs outside the room for you to wait). We will come out and get you when it is your time to present. If you are late, we will be forced to shorten your allocated time. Please note that presentation times are all in Edmonton (MST) time.
3. We are limited in presentation time and we can only accommodate, at most, two representatives from your group.
4. The entire presentation slot will only last ten minutes. You will have five minutes to present your application and then the CREF committee will have five minutes to ask any questions pertaining to your application. Note: Your presentation slot is scheduled for 15 minutes in the event of a technology issue or
   other unforeseen scheduling issues.
5. If you have a presentation slide, please send presentation resources (we ask that all resources are on your presentation slide ) to racchair@ualberta.ca prior to 24 hours prior to your presentation time. We will load all of them into a laptop connected to a screen. This will lessen the time needed to set up your presentation.
6. Missing your scheduled presentation time will result in the automatic denial of your application.

The Annual Club Sports Gala is officially open for registration for the 2024-2025 year. The Club Sports Gala is an annual event hosted to commemorate the contributions, accomplishments, and hard work of the club executives throughout the past year. Please join us in an opportunity for the Club Sport executives, members, and other supporters to come together and recognize their efforts.

An exciting change for this year: all general members, coaches/choreographers, or any plus 1s you wish to invite are welcome!

Black Tie

Central Social Hall

Map: https://maps.app.goo.gl/kBv1wQmYTRBwav3E9

Website: https://centralsocialhall.com/

Friday, April 4, 2025
6:30 pm - 9:30 pm

MENU

-MIX & MINGLE STYLE-

 

Complementary Welcome Beverage

 

Spicy Kettle Chips + Dip

house made spicy crispy cut potato chips, caramelized onion sour cream dip

Perogies

local handmade potato + cheddar perogies, caramelized onion sour cream

General Sho’s Sweet Chili Poke Box

crispy tofu, toasted shallot jasmine rice, signature sweet chili garlic sauce, avocado, charred corn, salted cucumber, watermelon radish, puffed togarashi rice, furikake sprinkle

Truffle Mushroom Linguini

truffle cream sauce, mushroom medley, spinach, parmesan, herb bread crumb

Honey Fried Chicken Sliders

buttermilk fried chicken breast, cheddar, dill pickles, slaw, bbq sauce, garlic mayo, brioche bun

voted #23 in The Tomato Magazine’s Top 100 Best Things to Eat in Edmonton

Crispy Chocolate Crunch Bar

crunchy milk chocolate base, coffee cheesecake, coffee crisp pieces, chocolate coffee mousse, chocolate drizzle

A ticket purchase will include a complimentary beverage and a light dinner mentioned on the card attached below. Any additional food or beverage purchases you wish to make are encouraged and will be made available by approaching the bar or a server!

• Executives will have priority registration until March 8th.
• Registration for non-executives, members, and plus-ones will open on March 9th.
• All registrations must be completed by March 14th.

Please feel free to advertise the Gala to members, coaches/choreographers, and any plus 1s you are planning to bring. Please note registration will not be open to them until March 9th, this is so executives get priority for tickets as spots are limited and will fill up quickly.

Please send this google form to your executive team, coaches and general club members to fill out. The deadline for this form will be extended to Wed, March 5, 2025.

• Club of the Year
• Most Improved Club
• Largest Club
• Community Involvement Award
• Executive of the Year
• President of the Year
• Vice-President of the Year
• Treasurer of the Year
• Risk Management Officer of the Year