Sport Clubs FAQ
What must I do to become a member of the Sport Club Association?
All participants of any Sport Club must fill out and sign the three forms below. Once completed, the participants must drop them off at the Admin Desk of the SRC and pay their SCA dues ($25). This makes the participants apart of the Sport Club Association for the whole school year. Please keep your receipt for proper identification at any practices.
Membership Registration Form
What must I do when my club wants to travel?
To assist each club before departing the Sport Club program has a Planning a Responsible Trip guide. All clubs must ask themselves these questions before they travel.
All clubs must complete a travel notification form one week prior to their departure and submit it to the Sport Club Office.
Travel Notification Form
All drivers will be required to complete a Driver Form. This form will be on file in the Sport Club Office. In order for an individual to be eligible to drive during sport club trips, they must:
• be at least 18 years of age
• have a valid Arizona or other state driver license
• not permit any unauthorized persons to drive the vehicle
• possess personal automobile insurance coverage as mandated by the State of Arizona
• agree to obey all local, state and federal traffic laws, agree not to drive under the influence of alcohol or any illegal drug, agree not to possess or transport any alcohol, illegal drugs, firearms or weapons, agree to wear a seatbelt and require all passengers to wear a seatbelt, and agree to avoid horseplay, racing or other distracting or aggressive behavior
Forms can be submitted to the Sport Club office or to tara.yesenski@asu.edu
What form do I submit each month to the Sport Club Association?
Each club must submit a Monthly Activity Report (MARS) so the SCA knows what the club is doing and can help promote events/games/workshops. If a club is not in season, please submit form anyway.
Forms can be submitted to the Sport Club office or to tara.yesenski@asu.edu
If you have a submission for the “Athlete” and/or “Team” of the Month, please submit a nomination form to asu.scc.awards@gmail.com.
How do I reserve space for an event/game/workshop in the SRC or a Campus Recreation Field?
To assist each club before hosting an event the Sport Club program has an ASU Event Planning guide. All clubs must ask themselves these questions before they hose an event. Once the reservation is confirmed, the Sport Club Coordinator will go over the guide with the Club.
The Sport Club Coordinator must approve all on-campus events before any planning begins. The Sport Club Facility Request Form must be submitted at least 6-8 weeks prior to the date of the event. The earlier the better, because the facilities are usually booked a semester in advance.
My club received allocated money from the SCA, how do I use/spend this money? Or how do I get money out of my Agency Account?
A Sport Club Staff member must approve all sport club purchases and expenses from the club’s SCC Allocation. Do not purchase items and expect to be reimbursed, or make any verbal or written agreements for the purchase of equipment without first receiving approval. Agreements made without approval are not binding to Arizona State University or to Campus Recreation. Which means the club and/or individual involved in the agreement will be held liable for all expenses. Clubs who receive funding from the Sport Club Association can only use that money in the school year that it was given. This money is not automatically deposited in their Sport Club banking account.
To get approval from the Sport Club program, fill out the Sport Club Purchase Request Form and submit to the Sport Club Office.
Once approved, if you would like to have the Sport Club program purchase the equipment for you, please let the Sport Club staff know. All purchases made with the credit card will be shipped to Campus Recreation.
If you purchase the equipment through your own credit card and will get reimbursed, please follow the steps below.
1. Submit the receipt(s) showing the name of the individual who made the purchase or paid for the service (this name must match the name of the individual being reimbursed), electronic copy of the commercial account showing the transaction posted to the account, and the packing slip for equipment purchase to the Sport Club Coordinator.
2. Complete a SubstituteW-9 form that includes the name, social security number, and mailing address of the individual being reimbursed and submit along with the receipts.
Reimbursement checks will be sent to the person’s name on the receipt. Please allow 2-3 weeks.
I need to get reimbursed from our ASU Foundation account, how do I go about doing this?
Please follow the steps below:
1. Submit the receipt(s) showing the name of the individual who made the purchase or paid for the service (this name must match the name of the individual being reimbursed), electronic copy of the commercial account showing the transaction posted to the account, and the packing slip for equipment purchase to the Sport Club Coordinator.
2. Complete a SubstituteW-9 form that includes the name, social security number, and mailing address of the individual being reimbursed and submit along with the receipts.
Reimbursement checks from the ASU Foundation will be sent to the person’s name on the receipt and can take up to 2 months to be mailed.
I need to get a university roster verification form sent to my National Governing Body, how do I do this?
Have each member of the Sport Club fill out the Group Enrollment Verification Request and take to the Student Services Building. They usually have this completed and returned to you in 1-5 business days.
If you have a FAQ that is NOT addressed on this site, please send your questions to tara.yesenski@asu.edu.