WWU sport club team members can find important resources and documents for their club below.
WWU Sport Clubs now uses DoSportsEasy software for team members to access club forms and other important documents. Click here to access your team’s page.
Club Dues Payment
Payment for your club dues is now available online! Click here to access the sport clubs online payment site to pay via credit card.
Dues payments (cash or check only) are also accepted in person with the Campus Recreation Services receptionist, available weekdays from 8am-4:30pm at the Wade King Student Recreation Center. There is a No Surcharge ATM provided by WECU now located in the Recreation Center.
Listed below are examples of all the forms used by sport clubs. All forms and other important documents can be found and must be filled out on WIN. Please do not fill out paper copies and bring them into the Sport Club Office, they will not be accepted.
Volunteer Coaching Forms
Both of these forms must be filled out before the Volunteer Coach participates in any team function, event, practice, etc. Once they are completed, please turn them into the Sport Club office for processing. Coaches must also complete a Canvas Course. Contact SportsClubs@wwu.edu for more information.
Reminder: Only forms submitted online will be accepted. Links to forms posted above are shown as examples only.
Important Documents and Resources
Sport Club Office Contacts
- Wade King Student Recreation Center, Room 135 – Check in with receptionist to the right of front desk
- WWU Assistant Director Sport Clubs :
- Caitlin Sommers: (360) 650-4191 – Sommerc@wwu.edu
- WWU Sport Clubs Office Staff
Frequently Asked Questions for Sport Club Members
How do I get reimbursed for Travel Related Expenses?
The first step is to email firstname.lastname@example.org to be added to the “WWU Sports Clubs Travel” on Canvas. Once you have been added to the course, there is a module named “TEM/ process of being reimbursed”. This will bring up a powerpoint with a STEP by STEP tutorial on how to go about getting reimbursed. Before you are allowed to submit an expense report through the TEM System, you must take the “TEM Quiz” and pass with 100%. If you have any further questions after you have completed these steps, please contact Abby.
How can I become an approved driver for a 12 passenger van?
If you would like to become an approved driver for a 12 passenger van (Enterprise or Sport Club Van), please email email@example.com to be added to the WWU Sport Club Canvas Page. Once you accept the request on Canvas to be added to the course, you will look over the 12 passenger van power point and take the appropriate quiz. You will have to pass the quiz with 100%. Once that is finished, you will email Emily again, and ask to be added to the Universities course for 12 passenger vans called: Driving Large Passenger Vans…Safely! This is an additional training that is REQUIRED. It’s a 4-part course involving a PowerPoint presentation, quiz and two state forms that need to be printed, completed and signed by each driver and Caitlin Sommers.
My team would like to use the Sport Club Van for the weekend, where can we sign up for it? What is the process?
There is a sign up form on WIN. You can access it here. Submitting this request does NOT guarantee a reservation of the Sport Club Van. The sport clubs office will let you know if they have approved your use. If there are multiple requests for a weekend, it is based on how far you are traveling, number of people traveling, and how many times you have already been granted use of the van, to make it fair for the opportunity for all sport clubs to use it.
In order to be approved to drive the Sport Club Van, you will need to follow the instructions on how to become approved to drive a 12 passenger van, found above.
My team is traveling for a competition. What do I need to do?
2 weeks prior to travel, the following needs to be completed:
- Travel authorization emailed to firstname.lastname@example.org
- Instructions on how to fill these out are found on the WWU Sports Clubs Canvas Page (If you haven’t been added to the course already, please email email@example.com )
- Be sure to include any coaches traveling!
- Hotels, Rental Cars and flights must be purchased/approved. NO reservations will be made until the Travel Authorization is approved.
- Fill out a Travel Booking Request on WIN
2 days prior to travel:
- Email firstname.lastname@example.org with any travel roster changes.
2 days after finishing competition:
- Submit competition results on DSE. You have to create an event first, and under that event, you will submit competition results under the Report Tab.
- Submit Accident/injury report forms if anyone was hurt
- Submit TEM reimbursements ASAP. If one is submitted 60 days after travel, the reimbursement will be taxable and you will receive less money.
I purchased gear, equipment, or apparel for my team. How do I get reimbursed?
It is recommended a leadership member of the team comes into the sport clubs office if you have anything that needs to be purchased for the team. We can pay for it with the department card and you will not have to worry about getting reimbursed. If this is not the case, you will have to hold onto the receipts and come in to the office to fill out a paper reimbursement form. Please allow 2-4 weeks for processing to receive your reimbursement. If the purchase is under $75, you will receive an email after your paperwork has been reviewed and approved, and you will have to come and pick up your reimbursement paperwork and take it to the Student Business office to receive your money. If it is over $75, you will receive a check in the mail.
Our Volunteer Coach is traveling with us for a competition. What do they need to do to be approved for travel? Can they get reimbursed for travel expenses?
The first thing that a Volunteer Coach should do before any participation with a sport club, is make sure their Volunteer Coach has the proper documents filled out, which you can find above. Then, when you fill out the E-sign Travel Authorization, make sure to include their name on the Roster. Be sure to note that they are the coach on the roster.
If the coach pays for their hotel accommodations or pays for gas, that is something we can reimburse them for using your team funds. If the coach is an WWU Employee, they can go through the same steps as a student player does to get reimbursed. If they are not an employee, they will need to come in and fill out a paper reimbursement form and bring in the receipts showing payment.
One of the players on our team sustained an injury. What do I need to do?
The Safety Officer should fill out an Accident/Injury Report Form. Visit https://wp.wwu.edu/campusrec/resourcesforparticipants/ page and follow the link to login to DSE. After you have logged in, there should be a button in the top right hand corner labeled Forms. There, you can fill out an accident/injury report form. Please remember to submit these no later than 48 hours after the accident/injury takes place.
I have a new player that came out for their first practice. What do they need to do?
If they are not sure about sticking around on the team, you can have them fill out one of the Hold Harmless Agreement After a couple of weeks, they need to complete their Registration on DSE by going to this link: https://wp.wwu.edu/campusrec/sportclublogin/.
I am marked incomplete or disapproved on DSE. Why?
If you are marked disapproved, I send out a message through DSE explaining why you were disapproved. Reasons may include but not limited to: Not disclosing Medical Insurance information, # of head injuries sustained in the past, incomplete driver information (If you marked that you were interested in being a driver). This has nothing to do with your eligibility through the Registrars office.
If you are marked incomplete, there are a number of things you may have forgot to complete. When you go into your registration, there should be a red exclamation point next to the section you did not complete.
I cant find the link to the “Prevention Training for Student Athletes”. What do players need to do if they missed the meeting? Do we have to sign up as a team?
Here is the link to sign up for the training: https://pws.wwu.edu/athlete-training
Through this link, you will sign up for your whole team. If there are members that cannot make the training date you choose, they can sign up for another training through that same link, or contact Deidre Evans.
Teams must sign up for the training, and 90% of members must attend. If you have any members who may need accommodations, they may contact Deidre.Evans@wwu.edu for an excusal from attending.
How to sign up:
1. Select a training date link
2. Fill out the required registration information
3. Each team should designate a point of contact for sign up: this can be a coach, team captain, etc.
4. It is the point of contacts responsibility to share the date, time and location of the training with the team
5. Once you sign up an email will be sent to the point of contact.
6. If anything changes with the date, location or time the point of contact will receive an email and phone call from me prior to the scheduled training.
What should I expect at the Prevention Training for Student Athletes?
“While the responsibility for domestic violence or sexual assault lies with the perpetrators of these crimes, we all play a role in creating a culture of respect and preventing violence” – No More Campaign
The training’s focus and purpose is to raise awareness of the issue and prevalence of violence on college campuses, increase students understanding on how they can be a part of preventing future violence within our community and support survivors of violence.
We ask that everyone on the team arrives on time and is prepared to engage around the topic of violence prevention. We do ask for participation in larger and smaller group conversations. The training is most effective when attendees actively participate, ask questions and provide feedback.
It is important to note that the content of the training may be triggering to some. It is important for all of us to be aware that there may be student survivors in the room. If anyone on your team is needing to step out of the presentation or opt out of an exercise/conversation they have the presenters full support in doing so.
I am having trouble finding volunteer opportunities and fundraising options. Where can I look for that?
You can visit WIN and search for WWU Sport Clubs. Under Documents, there are Fundraising and Volunteer Opportunity documents with an abundant amount of ideas. I have also included them here for you to access. Get creative!
What does our team have to do to receive our full allocation amount for the next school year?
This allocation process is based on a percent compliance structure. The compliance structure is based on completion of a task. Each club will end the year with a percentage value for their level of compliance and that will determine what their allocation amount will be. All remaining funds will go into a contingency fund which all clubs can apply for throughout the year to assist in costs of leagues and travel. Instead of a separate stipend for travel, clubs will need to budget their allocation to cover cost of travel expenses/rental cars. However, there will be a separate stipend to help cover league costs and association fees. Please check out the Checklist for 2018-2019 to see what your team leadership will need to accomplish in order to receive their full allocation amount.
What are the eligibility requirements to stay an active sport club?
The Department of Campus Recreation Leadership Team, will evaluate the number and types of present clubs, and available resources, to determine whether additional clubs will continue to be recognized as a sport club for the following academic year. Sport Clubs must meet the following minimum criteria to continue to be considered active Sport Clubs:
- Be a competitive sport with regularly scheduled collegiate competition, league play, and culminate in a regional or national tournament
- Sport must be affiliated with a National Association, league, or other governing body
- Have a minimum of ten student members and three elected officers
- Actively fundraiser a minimum of 50% of their allocation each year
What are the eligibility requirements of each individual player?
These player’s eligibility rules override /or are in addition to the specific organization bylaws.
Each player is required to meet the following criteria to be eligible:
- Accepted in a regular matriculated degree program at Western Washington University.
- Obtain a minimum of cumulative and quarterly GPA of 2.0
- Currently enrolled in attempt to complete at least 12 credits and maintain full-time (12 credits) status
- Completed full-time (12 credits) for the previous quarter
- On academic Good Standing
- Paid all appropriate fees (tuition/mandatory fees) or good faith to resolve outstanding balances
- First term (quarter) student at WWU (Freshman or transfer)
Registration criteria for pending graduates must meet BOTH to be eligible with the above rules:
- Taking at least the minimum coursework that is required to graduate.
- Submitted graduation application and is pending to graduate at the conclusion of the current quarter.
Graduate Students are required to meet the following:
- Admitted into a Graduate program at Western Washington University
- Obtain a minimum of cumulative and quarterly GPA of 2.0
- Currently enrolled in attempt to complete at least 8 credits and maintain full-time (8 credits) status
- Completed full-time (8 credits) for the previous quarter
- On academically Good Standing
- Paid all appropriate fees (tuition/mandatory fees) or good faith to resolve outstanding balances
** If you do not meet these criteria at any time during the season, you will be ineligible to participate.
** If any information is falsely given, consequences may follow.
I need to fill out Eligibility Paperwork for my team that is required through our League/Governing Body. What do I need to do?
First, you will need to print out the documents above under Eligibility forms, and read the instructions. You need to fill out the Team Academic Information release form and every player will need to fill out the Individual Player Release form. Please think about doing this 3-4 weeks in advance of needing it in order to allow proper time for processing. After you have finished filling all the paperwork out, please turn it in to Caitlin Sommers, to look it over before turning it into the Registrars office.
I need to check out a First Aid Bag for our Club. Where can I get that? What if I need it restocked at a later time? How long can we keep it?
If you would like to check out a First Aid Bag, please email Caitlin or Emily. You can come into the Rec Center, and visit us in the office to pick it up. If you need it restocked, please stop by the office, and we can do that for you Monday-Friday during normal business hours. You can keep it from the beginning of the School year until the last day of school (Mid June). If you do not return it by the last day of school, your team will be fined $100.
I missed a Leadership Meeting, and no one from our team attended. What should I do?
A minimum of one representative from each team is required to be at the meeting. If they are unable to attend they must schedule a makeup meeting with Emily or Caitlin within 48 hours of the missed meeting. All meetings will be held in the Conference Room of the Wade King SRC. Unexcused absences by club leadership will be noted and may result in a decrease in funding allocations for the following year. Repeated unexcused absences will lead to probation or suspension for the team itself.