You are here

Policies, Procedures, & Forms

Club Sports Manual

The Club Sports Manual has been prepared to assist clubs in the administration of their programs. Every Club officer, advisor, and coach must be familiar with the contents of this manual as the success of the Club sport within the Club Sports Program, Department of Recreational Sports, and the University of Louisiana at Lafayette depends the policies and procedures identified within.

Club Requirements

All University affiliated Club Sports are required to complete and submit the information outlined below. All of the forms and resources below can also be found at the bottom of this page.


If you or someone you know is interested in coaching, please complete both forms required.

1) The Department of Recreational Sports Coaching Form and 2) The University of Louisiana at Lafayette Volunteer Agreement.

You may then email it to our Intramural and Club Sports Coordinator or drop it off in our offices located in Bourgeois Hall. 


Every Club Sports is required to have an up-to-date roster. The roster should be maintained through the Engage platform.


Each member of your Club Sport must complete our Waiver Form. It is required that all Club Sports complete and submit a waiver form for each player in your Club

Club Travel

Does your club need to travel to an event? If you are seeking funding (lodging and/or registration) to be reimbursed to your group, or class excusals for team members, you will need to complete and submit a travel request letter to the Club Sports coordinator.

This letter seeking funding or class excuslas must be submitted to the Club Sports Cooridnator at least 10 days before departure of your event.  Please click the example to view the preffered template. Sample Letter

Each member will also need to complete a "Hold Harmless Agreement". This form must be completed and submitted for each member traveling. The form only needs to be completed one time per year per traveler. 


Every Club needs money to operate. Money can go towards uniforms, travel expenses, and labor such as game officials to name a few. Clubs should use our Team Budget Plan to create and manage their budget for the year. If your Club would like to utilize their Foundation account they must submit a formal request by completing a Foundation Warrant form.

If your Club is in need of or seeking additional funding or equipment you may want to considering fundraising or gaining sponsorships. Our Club Sports Sponsorship Guide is a great resource to get you started.

Still have questions?

If you are having difficulty downloading these forms please stop by Bourgeois Hall and see us or email our Club Sports Graduate Assistant.

Downloadable Forms and Manuals

Club Sports Manual

Coaching Form

Waiver Form

Hold Harmless Agreement

Team Budget Plan

Club Sports Sponsorship Guide

Club Sport Tier System guide