Club Sports Handbook

Campus Recreation contributes to the holistic well-being of students, faculty, and staff by providing access to recreational and educational experiences, fostering a sense of community and belonging, and empowering individuals to cultivate positive wellness values and behaviors that last throughout and beyond their time at Elon.

The HealthEU initiative aims to empower every individual in our community to actively implement and integrate wellness values in their daily lives, with their peers and in their greater purpose by providing access to resources, educational tools and support through the six dimensions of well-being. This will help Elon become a national model for programs, research and dialogues promoting resilience, belonging, and all aspects of lifelong personal wellness.

The Elon University Club Sports Program offers students the opportunity to develop leadership skills on and off the field of competition while getting the opportunity to continue participating in competitions.  Each club is formed, developed, governed, and administered by the student membership of that particular club working with the club’s advisor and the Club Sports staff.  The key to the success of this program is student leadership and participation. Club Sports are governed by both the rules and regulations applying to all students and recognized student organizations and those established by Campus Recreation in coordination with Student Involvement & Elon University.

The Club Sports Handbook contains policies and guidelines to be followed by all clubs affiliated with Elon University, Club Sports Council, and Campus Recreation.  The handbook will serve as a resource for officers in the daily management of their respective clubs and program operations. Questions and concerns not covered in this handbook should be directed to the Assistant Director for Sport Programs

A club sport is a registered student organization formed by individuals with a common interest in a sport. A club’s primary goal is to promote and develop interest in that particular sport. Clubs may be instructional, recreational, competitive, or may be involved in any combination of these elements. Campus Recreation & Wellness and the Office of Student Involvement recognize the following organizations as members of the Club Sports Cluster and contact information for their club can be found on PhoenixConnect.

Assistant Director of Sport Programs 

Ivie Shelton
ishelton@elon.edu
(336)278-4875

Athletic Trainer for Club Sports and Performing Arts 

Christina Yanakis
cyanakis@elon.edu

Director of Campus Recreation 

Cam Adams
Cadams30@elon.edu 

Club Sports General Contact Info 

clubsports@elon.edu 

*All communication will come from a club sport staff member thought Teams or thought email. *

2026-2027 Budgets Due August 19th

2026-2027 Bylaws Due August 19th

Koury Kickoff August 22nd

Club Sports Leadership Fall Meeting August 30th

First Day for Fall Club Practice August 31st

Fall Student Organization Fair September 2nd

Last Day Fall Clubs Practice December 3rd

Winter Practices January 3rd – 21st

Club Sports Leadership Spring Meeting January 31st

Spring Student Organization Fair TBD

First Day of Spring Club Practice February 1st

2027-2028 Officer Elections Open February 1st

2027-2028 Leadership Roster Due March 7th

New Officer Training March 18th-28th

Practice Requests and End of the Semester Survey Due May 1st

Last Day Clubs Practice May 9th

2027-2028 Officer Terms Start May 9th

Club Sports Banquet TBD

***The President, Vice President, and Treasurer of each club will meet with Assistant Director at least once every semester ***
*** Dates are subject to change. ***

The Club Sports Program serves as a branch of the Campus Recreation department that supervises the leadership of all club sport teams.

The Sport Club Office consists of the Assistant Director for Sport Programs, Athletic Trainer for Club Sports & Performing Arts, Program Assistant for Campus Recreation & Wellness, Team Leader for Club Sports and Club Sports Assistants, and the Club Sports Council. Below are the responsibilities of each member of the office.

The Assistant Director for Sport Programs is the full-time professional staff member in the department of Campus Recreation at Elon University.

• Manage the day-to-day operations and administration for the Club Sport Organization.
• Ensure all established University, Campus Recreation & Wellness, Club Sports Organization and individual club policies, procedures, and bylaws are followed.
• Oversee the Club Sports Special Projects budget, Club Sports teams saving and donation accounts.
• Assist with club fundraisers, marketing strategies, promotions, community service projects, etc.
• Keep an up-to-date account of current and new inventory (reported annually by individual clubs).
• Offer support and assistance to all club members and officers.
• Maintain a complete list of practices, contests, and events of all clubs.
• Schedule supervision for events and tournaments.
• Foster an environment of hands-on student development.

The Athletic Trainer for Club Sports & Performing Arts is a full-time professional staff member of Campus Recreation that provides care to Club Sport and Dance/Performing Arts. The Athletic Trainer must maintain up-to-date certifications appropriate to treat students.

• Supervise home events and tournaments; practices when applicable.
• Coordinate ImPACT concussion testing with high-risk sports.
• Assist in tracking of medical release paperwork, CPR certifications and HIPPA Release forms.
• Maintaining medical records for club sport athletes.

The Program Assistant for Campus Recreation and Wellness is a full-time professional staff member in the department of Campus Recreation at Elon University.

• Manages the Club Sports Special Projects budget, club team’s savings and donation accounts.
• Works with the Club Sport team’s treasurers to ensure university and department policies and procedures in regard to budgets are followed.
• Manages and oversees payments to coaches/instructors, off-campus facilities and NGB fees
• Assist with the purchase orders for equipment/jerseys for club sports teams and works closely with the university Accounting offices.

The Team Leader of Club Sports is an undergraduate student staff member of the Campus Recreation department that assists the Assistant Director for Sport Programs in club administration.

• Supervise home events and tournaments; practice when applicable.
• Assist with the coordination of tournaments and events.
• Coordinate and prepare agenda for Club Sport team meetings.
• Other duties as assigned.

Club Sports Assistants are undergraduate student staff members of the Campus Recreation.

• Supervise all home events and tournaments; practices when applicable.
• Assist with the coordination of tournaments and events.
• Work with club officers prior to home events with setup of equipment.

The Club Sport Council Executive Board consists of 3 to 5 members from multiple clubs. The council will meet on the second Friday of each month at 3:30pm with the Assistant Director of Sport Programs to discuss updates and other matters pertaining to club sports. Voting on large changes happens as needed during these meetings if the Assistant Director for Sport Programs has a topic to bring to the table. The Club Sport Executive board will also assist in the decision-making process for disciplinary consequences, fund allocations, and will meet with clubs regularly.

Requirements and Appointment of Club Sport Executive Board Members

• To apply to be a member of the Club Sport Executive Board students must meet the following criteria:
  • Be in good standing with the club sport program.
  • Be an elected officer for a club sport for the appointed year.
  • Must not have formerly served as a member in the prior year unless there are no new applicants for the position.
  • Must not have plans to study abroad for the Fall and Spring semester of serving.
  • Must be available on the second Friday of each month at 3:30pm.

• Applications for the position will be sent out in August of each year. After the deadline, the Assistant Director of Sport Programs will review applications and announce the selected candidates.
• Candidates will be reviewed on the following criteria:
  • Material of Application
  • Years as a club sport member
  • Years as a club sport officer
  • Time since a member of their club has been on the board
  • Communication history with sport programs

Executive Member Responsibilities

• Attend a monthly meeting with the Assistant Director of Sport Clubs.
• Schedule and meet with assigned clubs as needed.
• Assist in disciplinary meetings when assigned.
• Assist in planning of the club sport banquet.
• Communicate important information with assigned clubs.

The following services are available through the Assistant Director for Sport Programs and Campus Recreation for Club Sport Officers:

• Administrative assistance and guidance
• Facility reservations and scheduling classroom and/or activity space
• Equipment purchase, storage, and check out
• Budget preparation
• Maintenance of an accounting system
• Contact information for other university club teams
• Limited laundry service (Uniform Use Only)
• Fundraising, publicity and promotion assistance
• Limited copying service

Each club is required to have a President, Vice President, and Treasurer. These individuals are also known as the club’s leadership team. The expectations and responsibilities for the club officers are as follows:

President

• Represent the club at all student organization, club sport, and sport association meetings/trainings.
• Serve as the direct line of communication to the club with student organization and Club Sport offices.
• Have a comprehensive knowledge of the Student Involvement Leadership Guide and Club Sport policies.
• Inform other officers and team members of Club Sport policies, procedures, and resources.
• Work with all members of the club’s leadership team on their responsibilities as necessary.
• Maintain active team roster and all roster verifications from their sport association.

Vice President

• Assist the president with meeting the Student Involvement and Club Sport requirements and deadlines.
• Serve as the direct line of communication to the club with student organization and Club Sport offices in the absence of the President.
• Work with leadership team to create a team schedule and oversee any committees within the club.
• Have a comprehensive knowledge of the Student Involvement Leadership Guide and Club Sport policies Organize and record club volunteer hours

Treasurer

• Serve as an authorized student signer on any financial forms for the club (President also can)
• Oversee the club finances and maintain inventory of Club Sports equipment
• Track club members who have paid dues and any fundraised money
• Keep records of all club expenses throughout the year
• Provide club members with a budget update each semester.
• Work with the leadership team to create an annual budget proposal
• Propose annual budget to the Club Sports Program
• Have a comprehensive knowledge of the Student Involvement policies and Club Sport Handbook.
• Inform other officers and members of the Student Involvement and Club Sport policies and resources
• Serve as point of contact for all fundraising efforts

***Clubs may have additional officer positions that align with the needs of the club. ***

All club sports must hold officer elections once an academic year in the Spring semester. With the officers for the following academic year being selected and communicated to the Club sport office before spring break each spring semester. Specific dates and deadlines will be communicated to clubs at the start of each Fall semester.

All club sports must follow the rules listed below when conducting their elections:

• Any student that is in good standing with student organizations, club sports and individual club bylaws may run for election in a club.
  • If a student is running for president, they must not have plans to study abroad during the Fall or Spring semester of their term as president.
• Clubs must send out information on how to sign up to run for election at least 2 weeks prior to their deadline to all club members.
• All club members who are in good standing with student organizations, club sports and individual club bylaws are eligible to vote in elections.
• Voting shall be conducted by secret ballot.
• Hosting of elections must be managed by a club officer who is not currently running for election.
  • If a club officer who is not currently running for election is not available to host and manage the election club officers must select a club member not running for an officer position or they must reach out to the club sport office to facilitate the election.
• A simple majority (one vote more than 50 percent) of votes cast is required for election. In the event of a tie, a runoff vote between the top two candidates will be held.
• Ballots shall be counted by two designated members not running for office and verified by the Club Sport office.

Vacancies

• The Vice President shall automatically assume the role of President if it becomes vacant.
• Vacancies in any other office will be filled through a special election within two weeks.

• Grounds for removal include failure to meet officer/membership duties, violations of university policies, student organization policies, or club sport policies, or repeated non-participation.
• Removal requires a two-thirds vote of voting members, with the Assistant Director of Sport Programs present.
• Before formal charges, the Executive Board and the Assistant Director of Sport Programs shall meet with the individual to discuss concerns. During that meeting a action plan will be put in place to address the concerns.
• If issues persist, any Active Member may bring charges to the Executive Board.
• The individual will receive written notice and an opportunity to speak before a vote.
• If the President is under review, the Vice President will lead the process.

In the case of a violation of university policies, student organization policies, or club sport policies that the Assistant Director of Sport Programs deems to put the club at risk of removal or suspension due to a club officer(s) actions, the officer(s) may be removed by the Assistant Director of Sport Programs indefinitely or until a further investigation is conducted.

The priority point system serves to track the performance of clubs. The information collected is used in determining club allocations, outcomes in disciplinary meetings, practice time preferences, and other applicable matters determined by the Assistant Director of Sport Programs or the executive council.

Points can be earned or lost. Points are reset to 0 at the end of each school year.

The total of points for clubs will be sent to officers at the start of each Month with their total as well as information regarding where that puts them with fellow clubs.

Points do not ensure clubs will be given all funding requests or requests for facilities. Rather, they assist in the decision-making process.

At any point if a club goes into negative points they must meet with the Assistant Director and will be placed on probation for a set amount of time determined by the Assistant Director. Clubs will be expected to get back to positive points during this time.

Loss of Points

Earning Points

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