The staff in the Office of Campus Activities and Student Leadership plays a critical role in the oversight of clubs and organizations, special events and a variety of committees and boards of the Student Government.  The staff members serve as liaisons, advisors and mentors as needed to student leaders and various governing boards to enhance campus life, but also to ensure that educational and diverse opportunities as well as ethical and risk management issues are examined and addressed when planning and implementing policies, procedures, and special events on campus.   Their role with Club Sports is similar to all clubs in advising them through the recognition process, monitoring their activities and student access, as well as more direct involvement in their affairs since Club Sports have extraordinary needs. 

Student Membership and Eligibility
All undergraduate students and graduate students who pay the activities fee are members of the SGA and are eligible to join a club sport as a regular member. However, membership does not guarantee any level of playing time.  Competing clubs maybe required to fulfill eligibility requirements dictated by their league or association. Alumni are not eligible to participate on a Club Team but may be qualified to be a coach or to volunteer behind the scene for any Club Sports Team.  Club presidents must submit complete roster lists for eligibility verification by the posted deadline in this handbook or at least one week prior to the start of the first practice. Participation by ineligible individuals or persons not listed will result in disciplinary action.  All students must have a GPA of 2.0 to be a participant on a club sports team and an officer must maintain a minimum a GPA of at least a 2.3. Students must also be in good judicial standing with the University in order to remain eligible.

Recognition Process

New Club Sports

1. Club Sports teams seeking recognition must submit the New Club Sports application and all related documents at least one week prior to a scheduled CSAB meeting. The CSAB will only consider complete applications.  The Director of Campus Activities and Student Leadership or designee will advise interested groups during this phase along with the SGA Financial Manager as needed. 

A New Club Sports Application must include the following:

• Club Name:  listing the name of the club
• E-Board Members:  The name, addresses, and telephones numbers of the organization's President, Vice President, Treasurer, and Secretary.  If a new organization has not held elections, two members must take interim responsibility for that position until such time that the organization elects a President. (Residents must include both their home and campus addresses and phone numbers.)
• Advisor and Coach:  Advisor and coaches contact information, including their home address and phone numbers. The coach should also submit a Cover Letter, Resume, and at least three references.  The coach must also provide CPR verification as well as league credentials.
• Team Members Information:  Membership participants including the addresses and telephone numbers, on-campus information when applicable, their 855 numbers, and their gender. To be recognized as an active Club Sports team, there must be at least 15 active members for the upcoming year. 
• Mission Statement:  The purpose, goals, and standards of the organization, including a team mission statement.  
• Budget Proposal:  A copy of the club’s proposed budget. This should include an itemized list of anticipated field fees, travel expenses, equipment, team apparel, trainer fees, referee fees, league fees, and any other expenses that may need to be considered prior to the CSAB approval.  The budget should also include the club teams anticipated player dues paid by students to help defray the costs associated with competing during the session.
• Proposed Sample Schedule:  A copy of the club’s planned activity schedule. This should include information concerning the time and duration of in-season practices, the type of facilities used or desired, and the length of the sports season.  If the club team is attempting to renew their Club Status at William Paterson University, there planned activity schedule should include information from the past two sports seasons.
• Club Constitution:  A copy of the club’s constitution and by-laws, which should include detailed information on the official regulatory body and any other rules, regulations, and/or requirements that may apply to the club.
• Equipment Listing:  A complete listing of all equipment inventory owned by the club. If equipment used during practice sessions and/or competition activities is privately owned, and then list such equipment under the heading ‘privately owned’.
• Coaches Job Description:  While a prospective team will not need to hire a coach prior to the approval process, a job description outlining the duties and responsibilities of your intended coach/instructor will be needed during the approval process. Teams should not make any hiring decisions during the club sports recognition process. Potential Coaches should provide a resume including documentation of competence and background in that particular sport and or proper certification by a national certifying agency, a cover letter and at least three references.

1. Prior to the CSAB meeting, the SGA Financial Manager will review the budget submitted and provide feedback as needed as well as contact the insurance company to determine the impact of adding a new team will have on the SGA overall budget and operations.

1. Members of the CSAB will be provided the applications and related documentation prior to the meeting to provide ample time to review and provide time to other impacted areas to examine any problems that may arise by adding the new Club Sport on campus.  Example may include:

• The availability of facilities and required equipment, as well as the impact of the proposed program upon the usage patterns of existing facilities and equipment for intercollegiate, recreational, and intramural purposes.

• The Club’s financial resources and potential earned monies to adequately fund the proposed program.

• The degree of student participation and interest in the proposed Club Sport activity.

• For competitive clubs - the availability of adequate competition within the region

1. When the CSAB holds their meeting with the student leaders, advisor and/or potential coach, various questions and issues may be raised with the intention to provide a formal recommendation.  Student group leaders must be present to proceed with the process. If there are various items that require follow-up, the club’s leadership may be required to attend additional CSAB meetings before a formal recommendation is made to the SGA.

1. Club Teams will be notified formally of the outcome of the CSAB.

1. If recommended favorably, the Club Team may need to do additional items before presenting themselves to the SGA for approval.  The SGA process is a three step process involving the Court of Judicial Review that reviews club constitutions and makes recommendations to the Executive Board and then the SGA Legislature.  Each level requires a favorable approval in order to grant formal recognition.  Please refer to the SGA Constitution’s information on Charting an Organization (by-law 6, page 21-24).

1. If a Club Team does not get recommended by the CSAB, written notification will be provided and the group may file an appeal with the Associate Vice President for Campus Life, but only those who are granted an appeal will be sent to the SGA for final consideration.

1. The CSAB will render their decisions using the following guidelines to provide the best possible advice to the Club Sport as well as the SGA who will be the body to formally approve the organization.

Recommended – Those groups that upon review pose no major conflicts or present any issues that warrant any concern or reservation.

Recommended with reservation(s) – Those groups that upon review are recommended for support, but there appears to be issues that need to be addressed prior to or during the next approval phase with SGA. Some items may need resolution before they are passed on to SGA for consideration and any obstacles or tardiness could lengthen the process.

Not recommended – Those groups that upon review are not recommended due to concerns or issues raised that may not be easily resolved.