The Officer Resources page serves as a hub of important training information, manuals, forms and how-to's that officers will need throughout the year. If you are an incoming or current officer, familiarize yourself with this page. It isn't an exhaustive list of items you will need as an officer, but it contains the most prominent resources that will help you fulfill your duties.
** For a list of all Campus Resources (including emergency, non-emergency situations) visit: http://redfolder.ucdavis.edu/ **
Sign-Up
Fee Waiver for Sport Club Athlete: Financial assistance is available for current students to pay for your Sport Club admin fee. Apply through our Campus Recreation Well-Being Fee Waiver.
How to sign-up on Fusion: https://youtu.be/NWgWsiT4dRY
How to sign-up on DoSportsEasy: https://youtu.be/TDd_I3Cf_zc
Training
*Last updated September 2024*
2024-2025 Sport Clubs Handbook
Miscellaneous Officer Training
Annual Report - Download
Transition Training Supplement - Download
The annual report is submitted by each club at the end of the year to inform the Sport Clubs Office of the incoming leadership for the following school year, membership numbers, and a summary of the club's achievements and challenges, as well as goals for the upcoming year. It also serves as the club's official form of intent to register as a sport club for the following school year.
Coaches
Sport Clubs coaches need to complete and submit the UCD Club Sports policies and procedures forms annually. Forms must be turned in before any coaching begins. Forms are sent out digitally by the Sport Club Coordinator and completed via DocuSign. There is also an online portion of training that each coach must complete annually as well as mandated reporter concussion training.
Facilities
If you would like to reserve a meeting room or a classroom you will first need to check availability for the space you are needing through CES. Please fill out this Sport Clubs CES Reservation Facility Form and email the Assistant Director, Ben, once you have confirmed availability. Classroom Capacity Info. Watch the video below for an easy run-through of this process.
If you are looking for meeting/event space at the ARC (Ballroom or Meeting Rooms) or U-Center Special Event Room, please fill out this ARC/UCU Center Form and submit it to our Assistant Director, Ben. Please check space availability through CES before submitting form.
If your club is looking to host an event or tournament at the U-Center, please fill out the form below and email it to Assistant Director, Ben, AND pavreservations@ucdavis.edu
Practice facility requests for the upcoming quarter will need to be sent in using the digital facility request form. This form is NOT used for meeting room or field requests for games or events. Forms need to be submitted quarterly BEFORE the deadline set by the Club Sports administration.
For ALL Home Games and Special Events Field/Facility requests please fill out the request form completely and email it to the Sport Club Coordinator.
Special and Home Event Request Form
Rental rate information for campus groups.
The rental rates listed are for the campus community only for official university business and do not apply to non-university sponsored events. Also, the rates listed reflect facility rental only. Additional charges may apply for staffing, audio visual, facility attendants, reservations outside building hours, etc. Rates listed are subject to change at any time without notice.
Facility Rental Rates
Rates for on-campus groups can be found here:
Download PDF
Conference and Event Services Rates
| Charge | Rate |
|---|---|
| CES Reservation Fee | $33.00/room/day |
How to Reserve Memorial Union Tables
If you would like to reserve tables at the Memorial Union for your club to market/advertise, you will need to request Fusion access by contacting Abby, our Sport Clubs Coordinator. Once she has given you access, you can reserve your own tables through Memorial Union Table Reservation link.
NOTE: All Presidents have been given access to reserve MU tables.
Memorial Union and Silo Tabling Reservations: Open September 11
Reservations for MU and Silo tables opens September 11. MU Spaces are also available to reserve during the first three weeks of the quarter. MU Spaces require you to bring your own table as one is not provided. Before tabling, read the Memorial Union website for information about:
- An overview and map of tabling
- Instructions for reserving a table
- Tabling rules and policies which you will be expected to comply with
If you are fundraising, ensure you have permission to fundraise from Campus Recreation.
Check in for MU & Silo Tables is now also offered at the Student Community Center front desk. More convenient for those tabling at the Silo!
REQUEST A CERTIFICATE
All requests for Certificates of Insurance must be directed to the Mercer Service Team. Contact information provided below:
Mercer Service:
Email: plsdsteam.service@amba.info
Service Phone Number: 1-866-838-9536
Service Fax Number: 515-365-3005
Please print and complete the following registration form to be submitted to the Mercer Service Team.
Form more information view the University of California Accident Medical Insurance Policy Summary.
Insurance Website
https://ucd.campusconnexionsuc.com/
Travel
All travel requests will need to be submitted through DoSportsEasy. You can access the travel request form once you log in to your account from our DSE section. Watch the video below for a tutorial on how to properly submit a travel request.
Need a DMV Pull Notice? Follow this DMV Link.
Traveling separately from your team? Fill out the Independent Travel Form below and submit to the recorders at sportclubs@campusrec.ucdavis.edu.
Blank Independent Travel Form.pdf
Funding
2020-2021 Fundraising Handbook - Download
Donations and Gifts Presentation - Download
Donor Intent Form - Download
Deed of Gift Form - Download
Check Requests
All check requests will need to be submitted through DoSportsEasy. You can access the check request form once you log in to your account from our DSE section. Watch the video below for a tutorial on how to properly submit a check request from your allocation, service and donation account.
Allocation/Service/Donation Check Request Video
Budget Workbook and Presentation
Clubs are required to submit a budget workbook to the Sport Club Office detailing their income and expenses for the school year. Below are the templates and sample documents to create your budget workbook.
Mid-Year Budget Workbook Template - shows incomes and expenses within one quarter; due at the end of fall quarter and the end of winter quarter
Annual Budget Workbook Template - shows incomes and expenses for the entire school year; due at the end of spring quarter
Sample Budget Workbook (Will be uploaded soon; Quidditch Club example)
Workbook Presentation (Will be uploaded soon; Guide to Budget Presentation)
Marketing
The materials below will help you in making sure your marketing and public relations efforts are in line with the university's and our program's branding guidelines. Please review the guidelines before beginning your design process for merchandise and other items.
Sport Clubs Identity Guidelines
Sport Clubs Identity Guidelines Clarification Video (please review the guidelines entirely before watching this)
Student Affairs Brand Identity Training Video
- 30-minute training video designed specifically for our student employees who are creating communications (social media, newsletters, webpages, posters, flyers, etc.). This video focuses on the Student Affairs brand identity and emphasizes the importance of accessibility in our interactions with all members of our community, as required by law.
Below are the spirit mark files Strategic Communications has provided for us. These are to be used by designers or the company working on your items. Change of color configuration should be done by Repro Graphics or a professional designer. If you are in need of your club's specific signature, please email the Sport Club Coordinator to receive those files (07/08/21 - we will be sending these out to each club soon.)
Primary Spirit Marks - Digital Use
Primary Spirit Marks - Print Use
UCD Sport Clubs Lock-up (updated as of 10/27/21)
Below is UC Davis' Brand Communications Guide for you to look over and get a better understanding of where our guidelines stem from, the university's specific branding guidelines, and the expectation set when representing the UC Davis brand.
UC Davis Brand Communications Guide
Other Helpful Forms and Links
Registrar Eligibility Verification-Please email all forms to Ben at bddao@ucdavis.edu. If you have a paper form, please have it dropped off at the Sport Club office at the ARC. Please allow at least 7 days to complete this verification process. Ben is in office on Tuesdays and Thursdays.
Sport Club Athlete Physical Form
Housing Tabling Guidelines Link
Licensed Vendors - Licensing Guide link / Licensed Vendors List
- Trademark and Licensing contact: Jay Leek, Brand Manager, 530-752-5178, jdleek@ucdavis.edu
For more information on COVID-19 campus guidelines and resources, visit: https://campusready.ucdavis.edu/
Rental Rates
Please call for a complete price quote.
These rates do not include delivery, setup or take down. Delivery, setup and take down are available at the labor rate stated above.
- Table: $2.00/day
- Folding Chair: $0.30/day
- Task Chair: $25.00/month
- 6' x 8' Poster board: $35.00/day
- A-Frames: $3.00/day
- 10’ x 10’ Tent: $20.00/day
Need help with classes?
Utilize the Student Academic Success Center to help balance school and your passion for Sport Clubs: http://success.ucdavis.edu/
Want to give your anonymous feedback?
The Advisory Council wants to hear from you. If you have any feedback on how we can improve our Sport Clubs program, please let us know: Feedback Form