Sport Club Handbook

Use the links below to navigate to specific information regarding Sport Club policies and procedures.  Quick Reference Guides can be found Here.

  1. Introduction
  2. Sport Club Eligibility
  3. Organizational Structure
  4. Sport Club Executive Council
  5. Sport Club Competitive Classification and Structure
  6. Sport Club Resources
  7. Instructor/Consultants (Coaches)
  8. Sport Club Yearly Operating Requirements and Information
  9. Club and Member Conduct
  10. Facility Usage
  11. Risk Management
  12. Sport Club Travel
  13. Travel Arrangements
  14. Sport Club Funding
  15. Fundraising
  16. Buying and Paying
  17. Purchase Orders

Introduction

Princeton Sport Clubs exist to provide the students of Princeton University the opportunity to participate in organized sport and competitive activity.  The program focuses on peer leadership and student development through both formal and informal programming.  Princeton Sport Clubs seek to develop leadership in students and provide learning opportunities to all participants.

Each club is composed of individuals who share a common interest in recreation and sport who organize to collectively pursue their goals.  Each club is formed, organized, and governed by students under the guidelines of Athletics and Campus Recreation.  Sport Clubs are student initiated and student-governed. 

Clubs compete with other collegiate clubs and organizations but are not to be confused with varsity athletics.  Varsity teams are subject to NCAA and conference rules, have paid full time coaches, and generally require a higher level of commitment for participation. 

Sport Clubs are open to all students of Princeton University.  In certain sports, non-undergraduate students may be restricted or prohibited from competition because of league or governing body rules and regulations.  The success of each Sport Club and the program as a whole is dependent upon the active participation of all club members and officers.

This handbook has been created to assist club members and officers in organizing and governing their club.  It is important that club officers use this handbook as a reference throughout the year in addition to maintaining an open dialogue with the Campus Recreation office, Sport Club staff, and Sport Club Executive Council.  Any questions or concerns should be directed to the Assistant Director for Sport Clubs.

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Sport Club Eligibility

Princeton University Sport Clubs are open to all undergraduate students and graduate students of Princeton University.  All club participants must be aware that each individual sport and governing body may have rules in place about participation and competition by anyone who is not an undergraduate student.  Participation with clubs that practice and/or compete within Dillon Gym requires a Dillon Gym membership.  All undergraduate and graduate students automatically are members and have access to Dillon Gym.  Specific questions about eligibility to participate or obtaining access to Sport Club practices and competitions should be sent to the Princeton University Sport Club Office or Campus Recreation.

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Organizational Structure

The Department of Athletics and Campus Recreation oversee the Sport Clubs program.  The Assistant Director of Campus Recreation for Sport Clubs is in charge of the daily operation of the Sport Club program, working closely with the Sport Club Executive Council, individual team leadership, the Associate Director for Campus Recreation, and the Director of Campus Recreation.

Tim Phanthavong       Assistant Director of Campus Recreation for Sport Clubs

Dianna Clauss           Associate Director of Campus Recreation for Programming

Jessica Ward              Director of Campus Recreation

Evan Najimian             Coordinator of Recreational Programming for Sport Clubs

Brian Monsen              Campus Recreation Business Manager

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Sport Club Executive Council

The Executive Council is the student governing body of the Sport Club Program.  The Executive Council consists of six Sport Club members elected to serve one-year terms that follow the academic calendar, beginning September and ending May.  The Executive Council represents Sport Clubs to the University Community, and provides advice and support to all Clubs.

Throughout the academic year the Executive Council holds Leadership development programs, is tasked with adding and removing Sport Clubs, allocates Sport Club funding, and sits on various teams and committees across campus to represent Sport Clubs.  Any Sport Club member is eligible to run for the Sport Club Executive Council.

Sport Club Executive Council 2022-2023

  • Evan Alfandre '25 Coed Captain (Flag Football)
  • Riri Jiang Captain '24 (Badminton)
  • Sydney Johnson '24 Captain (W.Volleyball)
  • Theo Knoll '24 Captain (Running)
  • Emilio Cano Renteria '23 Former Captain (M.Soccer)
  • Brendan Tang '23 Captain (Swimming)

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Sport Club Competitive Classification and Structure

Elite Sport Clubs

Princeton University Elite Sport Clubs represent the highest level within our competitive programs. These teams have a longstanding history on campus, compete at the top level of their recognized governing bodies, and demand year-round commitments from their club student-athletes. Each Elite Club must also showcase strong alumni support and have financial stability to maintain a large operating budget year over year without further institutional assistance. 

In order to maintain or apply for Elite Club status, a Sport Club must be active and in good standing within the Sport Club Executive Council and Campus Recreation office, as well as meet the following criteria successfully:

  • Average weekly practices of four days a week and compete in both the fall and spring semesters
  • Employ at least one Instructor Consultant
  • Maintain membership and good standing with a National Governing Body
  • Developed a track record of competitive success; capable of competing competitively at regional and national level competitions
  • Be financially supported by a Friends account and/or University managed endowment funds that can cover, in excess, any/all operational expenses on a yearly basis; showcase long-term financial self-sustainability and are able to support a $40,000 minimum annual budget
  • Sustain regular Strength and Conditioning services, and/or Athletic Medicine coverage of all sport-related events, if required

Teams that reach Elite Club status are eligible to utilize the following resources, which will be coordinated through Campus Recreation:

  • Access to additional administrative support from University Campus Recreation/Athletics staff
  • Access to additional support from Princeton University Advancement and Alumni Engagement resources
  • Priority scheduling over other Sport Clubs when reserving athletic facilities

For Sport Clubs seeking Elite Club status, the club must successfully meet and maintain the aforementioned criteria for at least one year. The Sport Club will then work with the Assistant Director of Sport Clubs and the Associate Director of Campus Recreation Programming to move forward with the formal application process. The application process will include:

  • Formal proposal submission
  • Review and approval of the Sport Club Executive Council
  • Review and approval of the office of Campus Recreation
  • Review and approval of the Department of Athletics
  • Review and approval of the Office of the Vice President of Campus Life, if required

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Sport Club Resources

Sport Club Officers and participants are provided with direct administrative oversight and support through Campus Recreation and the Sport Club office.  All clubs are encouraged to utilize the Sport Club office as a resource to benefit and improve their clubs.  To help facilitate Sport Club operations, clubs are provided with:

  • Club Specific University supported financial accounts
  • University supported purchasing (Credit Card access, Purchase Order Access)
  • Ability to reserve Athletics facilities for practices and competitions
  • Administrative assistance and guidance
  • Mail services, including mail metering and package and letter receiving
  • Access to Fax and copying services
  • Support for fundraising and Alumni outreach through Athletic Advancement
  • Storage space for team equipment
  • Consultation on publicity and promotion, including partnerships with outside individuals and companies

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Instructor Consultants & Casual Hourly Employees 

Princeton University Sport Clubs are able to contract with individuals to provide instruction in their chosen sport.  While the popular way of referring to these individuals is coach, individuals who work with Sport Clubs are either independent contractors or casual hourly employees. Their classification by the University and Athletics is determined by a variety of factors that is discussed between the sport clubs office and team leaders.  All Instructor Consultants/Casual Hourly Employees must be vetted and approved by Princeton University and the Department of Athletics/Campus Recreation before they are able to work with any Sport Clubs or students.

SPORTS CLUBS INSTRUCTOR/COACH CLASSIFICATIONS:
Independent Contractor Classification
- Instructor Consultants, hired as independent contractors, are utilized for their expertise to teach skill development to a sport club team. Instructor Consultants will be provided with a contract prior to the start of their services and will be paid upon completion of the agreed upon terms of employment.

Specific terms of the Independent Contractor Agreement may vary. Standard terms of agreement/employment include:
● Meets with the team less than 10 hours per week during the season
● Must complete Background Check and Mandatory Training sessions provided by Human Resources (e.g. Sexual Harassment)
● Must provide certificate of liability insurance
● Must provide own equipment/materials needed to instruct
● Travel with the team is not permitted

All Instructor/Consultants must meet the following:

  • Provide Resume/CV
  • Posses a current CPR/First Aid/AED certification
  • Sign an acknowledgement of receipt of the University Anti-Harassment Policies
  • Complete Independent Contractor contract, including designating if instructor will be Volunteer or paid
  • Provide proof of $1 Million Personal Liability policy (Paid Instructors Only)

The process of vetting and onboarding an Instructor/Consultant:

  • Determine if the Instructor/Consultant will be paid or a volunteer position
    • The club must budget appropriately to accommodate any additional expenses for the Instructor/Consultant
  • Collaborate with the Assistant Director for Sport Clubs to identify qualified individuals
    • Instructor/Consultants must have coaching certifications in the chosen sport, or have a demonstrated knowledge and understanding of the sport.This includes showing a capability to instruct and aid students in improving and developing their skills
  • Candidates must complete a background check performed by the University
  • After the background check has been completed candidates will meet with the Assistant Director of Campus Recreation for Sport Clubs
  • If the candidate is approved, final contracts and paperwork will be completed after meeting with the Assistant Director for Sport Clubs


Casual Hourly Employee Classification - Instructors/Coaches hired as a Casual Hourly Employee of the University will be utilized to provide team instruction and support on a more consistent basis than Instructor Consultants. Instructors/Coaches will be hired through the Campus Recreation office, with the assistance and collaboration of team leadership. They will be paid an hourly rate on a bi-weekly basis for the duration of the sport season.


Specific terms of the Casual Hourly position may vary according to the sport. A job description will need to be maintained by the Campus Recreation office, with the assistance and collaboration of team leadership. Standard terms of agreement/employment include:
● Meets with the team more than 10 hours per week during the season
● Must complete Background Check and Mandatory Training sessions provided by Human Resources (e.g. Sexual Harassment)
● Must attend regular meetings with Campus Recreation and/or Athletics
● Serves as an advisor to the club and alumni/friends groups
● Travel with the team is permitted
● Position renewal will be reviewed annually based upon overall performance review


     

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    Sport Club Yearly Operating Requirements and Information

    Each year Sport Clubs must complete several mandatory tasks and submit important information to the Sport Club office. 

    These tasks are crucial to creating a vibrant, inclusive, and engaged Sport Club Program.  Ultimately through participation in a Sport Club or taking on a leadership role, we aim to enhance the student experience and build skills that will take students through their time on campus and well beyond.

    Mandatory tasks and required information ranges from forms that are required once a year to information that must be updated and submitted on a regular basis.  Each Sport Club must meet the requirements and deadlines of the Sport Club office in order to remain in good standing with the Sport Club Program.  Failure to complete or submit required information by the deadlines assigned may result in fines, loss of privileges, reduced consideration for budgets, or suspension of Sport Club recognition.

    Mandatory Tasks Each Year:

    • Compete at least once per academic year
    • Attend all mandatory meetings for officers
    • Complete all required paperwork
    • Complete the online Sport Clubs Training via Canvas
    • Maintain a regular practice schedule when in-season
    • Perform a team service project
    • Utilize Advancement to communicate with alumni and Friends
    • Collect and deposit dues

    Required Forms Each Year for all Sport Clubs:

    • Roster
    • Budget Request Form
    • Fall Facilities Request Form 
    • Updated Constitution 
    • Fall Report
    • Spring Report
    • End of Year Equipment Inventory

    Required Forms turned in as necessary:

    • Travel Requests
    • Home Game Requests

    Sport Clubs are student run, student organized, and rely on the leadership of each individual club to be able to operate effectively and efficiently.  The Officer Responsibilities Form outlines the expectations of the Sport Club office for all officers and ensures that club officers are aware of their responsibilities to their club and the Sport Club office.

    Rosters are required for all teams.  A Roster Template is available in each Sport Club Dropbox folder, as well as in a Google Form.  Sport Clubs are required to update and submit their rosters continuously. Rosters are important for teams to be able to manage membership and the information is important for Sport Clubs and the University to be able to track and manage the program.

    Fall and Spring Reports help teams keep a record of their activities for the semester, as well as update the Sport Club office with important information on the activities of all clubs.

    Sport Clubs hold a significant amount of equipment and gear for their teams and individual members.  Each Sport Club must keep an accurate inventory of their equipment and submit that inventory to the Sport Club office at the end of each academic year.

    Maintaining Active Status

    Sport Clubs must complete the required paperwork, attend all mandatory meetings for Sport Club officers, and actively practice and compete in order to maintain active status each year.  If a Sport Club fails to:

    • Compete at least once per academic year
    • Attend all mandatory meetings for officers
    • Complete all required paperwork
    • Complete the online Sport Clubs Training via Canvas
    • Maintain a regular practice schedule when in-season
    • Utilize Advancement to communicate with alumni and Friends
    • Actively Fundraise (Advancement solicitation, collecting and depositing dues, and/or other fundraising activity)

    That Sport Club will be deemed Inactive for the following academic year.  Sport Clubs will be permitted two (2) semesters from the end of the semester that they are deemed inactive to correct the issue that placed them into inactive status.  A club remaining on inactive status for two (2) consecutive semesters will be removed as a Sport Club.

    Meetings and Leadership Development

    Mandatory Meetings

    Each academic year, the Executive Council and Sport Club office hold mandatory officer training sessions.  These sessions will be held throughout the school year, and a listing can be found at Sport Club Dates and Deadlines.  The Sport Club Kickoff Meeting in September is mandatory for at least 3 Sport Club officers for each team. The other meetings are mandatory for at least 1 officer for each team.  The meetings serve to introduce new officers to the Sport Club program, update any policies or procedures that may have changed, specifically train or update on any issues or problems that were encountered the previous year, and provide specific operational knowledge to officers.  The meeting at the end of the academic year serves to wrap up the year for all Sport Clubs, is when the Executive Council for the following year is elected, and the Sport Club of the Year awards are determined.

    Leadership Development

    The Executive Council, along with other areas on campus, hold officer Leadership Development Workshops throughout the academic year.  These workshops are to help officers improve their overall leadership of their club, as well as learn and improve on specific club governance areas.  Examples of previous trainings are a Fundraising/Alumni Solicitation Workshop coordinated with the Office of Development, an Officer Handbook workshop, and a recruitment and retention workshop. 

    Equipment

    Each club is tasked with maintaining an inventory of all team equipment, uniforms, gear, etc.  Ensuring that team equipment is well maintained and accurate records are kept of equipment inventory is important for all club officers.  Clubs have access to a storage area in Dillon Gym for team equipment.  This storage space is for long term storage during breaks, or when the team is out of season.  Access to this storage area is limited, and we are unable to allow access to teams on a daily/weekly basis to use equipment for practices and then return equipment.   Inventory of all equipment is required when dropping off equipment or picking it up from storage.

    To place equipment into storage, or to pick up equipment, officers must make an appointment with the Assistant Director of Sport Clubs or access storage during specified times through the Dillon Front Desk.  Students will not be allowed to access the storage space without first setting an appointment or coming to Dillon during specified times.  Specifically for equipment that is being placed into storage, this is imperative to ensure that the equipment will be placed into storage, an accurate inventory will be taken, and equipment will not be left in public areas where it is not secure. 

    Sport Club teams are prohibited from storing personal items in Sport Club storage areas.  Any personal items stored will be removed.

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    Club and Member Conduct

    Sport Club participants are subject to the Princeton University Rights, Rules, and Responsibilities while participating in a Sport Club activity.  The Princeton University Rights, Rules, and Responsibilities are University-wide and supersede the rules and regulations of any school, department, governing body, or team.  All University students, faculty, and staff are responsible for knowing and complying with University policies.  Clubs are also required to inform and enforce University policy with regard to instructor/consultants, visiting teams, spectators, and officials.

    Sport Club members are required to conduct themselves in accordance with the Rights, Rules, and Responsibilities, and with the University’s philosophy and function as an educational institution both inside and outside the classroom.

    Sport Club Officers are also required to acknowledge receipt, understanding, and adherence to the Sport Club Officer Responsibility Agreement.  This is required of all officers and captains.

    Clubs are given certain responsibilities and benefits when recognized as Sport Clubs under Campus Recreation and Athletics.  They are given permission to use University buildings and space to hold practice and competitions, access to University funds, and permission to represent the University at off-campus competitions.  Because the University’s relationship with clubs is limited, the club officers and members are tasked with the responsibility of making sure the club is compliant with all University, Campus Recreation, and Sport Clubs policies and procedures.  Club officers are accountable for the actions of the club as a whole and/or any individual club members.  Violation of laws or University policies and procedures by club members, club staff, or instructor/consultants on or off campus may result in discipline under University policies.

    The Sport Club disciplinary process addresses clubs that are found in violation of University policies.  Students who have violated University Policies and the Student Rights, Rules, and Responsibilities will be referred to the Office of the Dean of Students for disciplinary action.  Club participants who are faculty or staff members who have violated University policies will be referred to their supervisor, department head, or dean for disciplinary action.  All students, faculty, staff, their guests, their spectators and instructor/consultants should be aware that their actions, in addition to University sanctions, may be subject to criminal prosecution under local, state, and federal laws that specify severe penalties for criminal offenses.

    Students, Instructors, and faculty/staff are representatives of Princeton University while participating in club activities, and are expected to behave in an appropriate manner.

    Conduct infractions violate the integrity of the Sport Clubs program, its participants, and the University as a whole.  The disciplinary process for major infractions has been developed to protect Clubs, the university, and each individual club member.

    Procedural Infractions

    The following procedural infractions are activities and conduct that will not be tolerated by the Sport Clubs office and may lead to disciplinary actions against a club, including but not limited to probation, loss of funding, loss of facility privileges, and suspension of sport club recognition.

    Discipline for minor infractions is intended to assist club officers in preventing and appropriately fixing procedural violations.

    Examples of procedural infractions include but are not limited to:

    • Failure to submit or update forms and documentation such as:
      • Officer Responsibilities Form
      • Fall and Spring Reports
      • Club Roster
      • Budget Request
      • Travel Request through Concur
      • Travel Request Form
      • Instructor/Consultant Paperwork
      • CPR/First Aid Certified members
      • Certified Vehicle Drivers
      • Updated Officer Contact Information
    • Failure to follow Sport Club Policies
    • Failure to use allocated budget
    • Not notifying director when not using practice or game space
    • Absence from Club Meetings/Trainings
    • Missing Weekly/Monthly meetings with director
    • Missing disciplinary hearings

    Conduct Infractions

    Conduct infractions include but are not limited to:

    • Violation of Sport Clubs and University Alcohol and Drug Policy
      • There is a zero tolerance policy regarding alcohol and drug consumption
      • No alcohol or drugs are allowed at any Sport Club activities or gatherings
      • No alcohol or drugs are allowed at Sport Club events or on University property while Sport Club members are present
      • Club officers are responsible for enforcing this policy and notifying visiting teams, officials, spectators and guests
    • Misconduct
      • Allowing ineligible individuals to participate in club activities
      • Falsifying information on club forms
      • Club Initiation/Hazing
      • Discrimination
      • Harassment
      • Sexual Misconduct
      • Theft or Property Damage
      • Violation of Local, State, or Federal laws

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    Facility Usage

    Sport Clubs have been granted access to certain University facilities for practices and competitions during the academic year.  Sport Clubs are fortunate to share certain facilities with varsity teams at Princeton, in addition to sharing certain spaces with Campus Recreation programming.  Use of all facilities is subject to availability, and all practices, competitions, and other events must be scheduled and approved by the Sport Club office. In order to help with scheduling, priority for usage has been determined for all facilities:

    • Varsity competitions
    • Varsity practices
    • Intramural Sports/Sport Club Contests
    • Sport Club Practices

    For all practices, competitions, and other events, advanced notice to request time and space to the Assistant Director of Sport Clubs is required to ensure appropriate time and space is available.  In Dillon Gym, practices are scheduled on a semester basis.  For all outdoor facilities, practices are scheduled quarterly.

    Sport Clubs are responsible for any and all damage that occurs to a facility during their use.  Sport Club leadership and participants must report any damage that you encounter at a facility or that occurs during your reserved time.  This allows us to properly maintain all facilities and provide the best conditions for all events.

    Poe Field is a field that is reserved for open recreation and Intramural competitions.

    Sport Clubs are prohibited from using Poe field for organized practices year-round.

    Scheduling

    All practices, competitions, and events must be scheduled with the Assistant Director of Sport Clubs, working along with the Associate Director of Campus Recreation for Facility Operations, Baker Rink Manager, Athletics Manager of Intercollegiate Programming, and Associate Director of Campus Recreation for Programming.

    To request a home competition, please contact the Sport Clubs office directly and schedule meeting to confirm event needs.The Practice Schedule for Dillon Gym and outdoor facilities is set at the beginning of each semester.  All Sport Clubs must complete the Facilities Request Form.  Due to the high demand of all athletic space, In-Season teams will have priority when assigning reservations. 

    Clubs that use Baker Rink work with the Assistant Director of Sport Clubs and Coordinator of Campus Programming to schedule practice and competition space.  The Baker Rink schedule is normally created around the varsity ice hockey competition schedule.

    Hosting Events

    Please see the Home Event Checklist and Home Event Safety Protocol Quick Reference Guides to help you best plan and execute a home event.

    All home competitions must be requested and approved through the Sport Club office.  Please reference the Facility Request Procedures.

    Clubs wishing to host a competition must first determine their facility needs, logistical needs, and any coverage needs for the event.  Once these have been identified, complete the Sport Club Event Request Form(link is external) to submit the event request.  The Sport Club is then responsible for communicating with the Assistant Director of Sport Clubs for approval to host the event, and to work through the Home Event Checklist to ensure all needs for the event are taken care of.

    Hosting Tournaments

    Home events with 4 or more teams (including Princeton teams) competing are classified as Tournaments, and require a higher level of coverage and supervision.  Ambulance/EMT coverage and Sport Club staff coverage is required for tournaments.  Tournaments are required to be self-sustaining, and all expenses for the tournament should be covered through income from the event.  Teams must outline specifics for their tournament and work with the Sport Club office to ensure that we host the best event we are able to.  Tournaments must be approved and scheduled at least 4 weeks prior to the competition.  See Facility Request Procedures for more information on requesting space and time for a tournament.

    For a tournament, teams should know or provide the following:

    • Determine number of participating teams and facility and space needs
    • Timeline for event, including set-up, clean-up, and any workers for tasks that the team needs taken care of during the event
    • Create a budget detailing the income and expenses for the event
    • Contact information for two club members for any questions or needs during the tournament
    • Create a Tournament information packet or document which outlines the schedule, medical and staff coverage, fields and directions, and contact information for the team

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    Risk Management

    Each Sport Club is responsible for working to provide the best experience possible for its members.  This includes working with the Sport Club office and University departments to ensure we provide the safest environment possible.  While participating in any athletic activity, Sport Clubs included, eliminating all risk is difficult.  Following University and Sport Club policies can help reduce the risk to participants, and enhance the overall student experience.  Please refer to the Home Event Safety Protocol Quick Reference Guide to help you understand how to make home practices and game as safe as possible for all participants.

    Please refer to the Travel Safety Protocol Quick Reference Guide to help you understand how to respond to any issues while traveling.

    CPR/First Aid Requirement

    Each Sport Club is required to have a minimum of two (2) CPR/First Aid/AED certified members on their team at all times.  Clubs must also have at least one CPR certified member at all practices and competitions.  Teams are encouraged to have as many CPR certified members as possible.  Sport Club participants are able to attend a training held at the beginning of the School year provided by the Campus Recreation staff, free of charge.  Teams should communicate with all members and have a listing of all CPR certified members.  Student employees for Outdoor Action, Community Action, Campus Recreation, and several other areas on campus are required to have current CPR certifications.

    First Aid kits are provided to all Sport Clubs that request them.  They are able to be checked out from the Sport Club office.  There are also first aid supplies that are kept in Dillon Gym that Sport Clubs are able to use to refill their First Aid kits as necessary. 

    Injury Procedures

    All clubs should have a copy of the Emergency Action Plan for the facility they are practicing or competing at.  For all Princeton University facilities that are used by Sport Clubs, Emergency Action Plans are available on the Campus Recreation website. 

    In the event of an injury:

    • Gather information:
      • Did you see the injury/accident?
      • If not, who did?
    • Evaluate the scene:
      • Sights/smells/sounds
      • Safe to approach injured person?
      • Is there someone with CPR/First Aid training or a higher level of certification that can help?
    • Situation surrounding the injury:
      • Life Threatening—Victim is unconscious, bleeding severely, is not responsive
      • If CPR is necessary, begin immediately.Use AED if available
    • Complete Injury Report Form(link is external)

    Each injury that occurs at a Sport Club practice or competition should be documented with an Injury Report Form(link is external).  Injury reports should be turned in to the Sport Club office as soon as possible after the injury.  Any participants who have suffered an injury should be referred to University Health Services or Princeton Medical Center Hospital for care.

    Especially important for club leadership is to be aware of any existing medical conditions of teammates and if possible, any visiting participants.  Knowledge of these conditions will help expedite care and potentially prevent serious issues from occurring.

    If an injury occurs on campus, and the injury appears to be life threatening or severe, initiate the Emergency Action Plan and Public Safety should be called.  From a cell phone, the emergency line for Public safety is 9-1-1.  If calling from a land line on campus or a blue phone, dial 911.  If inside a facility that is staffed, such as Dillon, notify the staff immediately.  When possible complete an Injury Report Form(link is external) for the injury.  Do not complete the injury form if it will prevent care from being given.  As soon as possible notify the Assistant Director for Sport Clubs of the injury.

    For any injuries on campus that are not life threatening, administer first aid.  Injured Princeton students should seek help at McCosh Health Center or Princeton Medical Center Hospital.  All visiting participants are encouraged to seek help at Princeton Medical Center Hospital or at their school health center.  Injury Report Forms(link is external) should be completed for all injuries.  As soon as possible notify the Assistant Director of Sport Clubs of the injury.

    When administering first aid, always use universal precautions.  Face shields, nitrile gloves, and biohazard bags are available to all Sport Clubs and should be stocked in first aid kits.

    When traveling, Sport Clubs should contact the host team and obtain an Emergency Action Plan for the facility they will be playing at.  Sport Clubs should know the address or detailed directions to reach the facility they are competing at.  Sport Club leadership should know the nearest hospital and urgent care facility to the competition facility as well as have directions from the competition facility to the nearest hospital or urgent care center.   An Injury Report Form must be filled out for all injuries to Sport Club participants, and the Assistant Director for Sport Clubs should be notified about all injuries.

    Severe Weather

    When competing or while traveling, Sport Clubs may encounter adverse weather conditions.  All Sport Clubs should be aware of the weather leading up to all of their competitions, and understand how the weather may affect a practice, hosting a competition, traveling to a competition, or competing off campus.

    Adverse weather can impact many factors, including safety of competition, availability of officials, access to facilities, and safe travel to and from the competition.

    Princeton University and the Sport Club office may modify or cancel home events and travel due to many factors, including weather.  Even travel that has been approved may be modified or cancelled.

    Fields should never be used if there is standing water anywhere on or near the playing surface.  If there is no standing water, but when standing on the field water comes out of the ground around your foot, the surface is too wet for safe use. 

    Outdoor Sport Clubs should recognize that their practice space is also their game space.  If the condition of the fields are such that use would damage them, leadership should use common sense when deciding to practice.  Clubs should also take care to not use one area of a field exclusively.  This will help improve the playing surface and extend the usefulness of the field. 

    If a severe storm approaches your practice or competition, follow these guidelines:

    • Watch/Listen for lightning
    • Check www.weather.com(link is external) or www.wunderground.com(link is external) for weather updates and to track any approaching storms
    • Consult the Emergency Action Plan for the facility you are using for the nearest Lightning Shelter
    • Assess the situation and Act
      • Are there dark clouds, high winds, thunder or lightning?
      • Clear the fields or pool and have all participants seek shelter
        • Proper shelter is a fully enclosed substantial building or lightning shelter, or a vehicle or bus
      • Stay away from electrical appliances, corded phones, and plumbing
      • Do not seek shelter under trees or covered areas
      • Do not hold metal objects
    • Follow-Up
      • Wait 30 minutes after seeing the last lightning flash or hearing thunder before returning to the field
      • If you are unsure about safety, remain in the shelter
      • If playing conditions are now unsafe due to the weather, cancel or postpone the practice/competition
      • Do not jeopardize participant safety

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    Sport Club Travel

    All Sport Club Travel must be approved by the Sport Clubs Office.  Any event that is not held on Princeton University’s main campus is considered travel.  Each club is responsible for coordinating their own travel logistics including transportation and lodging.  Leaders must review the trip with the Sport Clubs office once logistics have been solidified. Sport Clubs operate during the academic year. Teams are not able to practice, compete, or travel during the summer months outside the academic calendar.  The only exception to this policy is for a national championship the team has qualified for through the national governing body qualification process.

    Sport Club Travel:

    • Must be requested and approved 2 weeks prior to travel
    • Travel rosters must be finalized 48 hours prior to departure
    • All events must been inputed into MyPrinceton
    • May be requested by Travel Request Form
      • When traveling to New York City or Philadelphia for any duration
      • When leaving and returning to campus in the same day
    • Is subject to modification or cancellation by the University or Sport Club office at any time

    Sport Club hotel travel is budgeted at 4 students per room.  Students must follow hotel policies regarding occupancy of hotel rooms at all times. 

    When Co-Ed Sport Club teams are traveling, teams should budget for enough hotel rooms to house each gender in single-gender rooms.  (Ex. 4 students traveling, 2 female and 2 male.  Two hotel rooms should be reserved.  Students cannot be forced to stay in a room with members of the opposite gender.

    Princeton University Students have access to several modes of transportation to competitions:

    • Enterprise Rental Vehicles
    • Enterprise CarShare
    • Ride sharing companies
    • Public Transportation
    • Coach and School Buses

    Out of Region, Academic Break, and International Travel

    Out of Region:

    In certain cases Sport Clubs may be able to travel outside their normal region of competition for an event, or a Sport Club may choose to travel internationally.  All travel that occurs outside the normal competition region, including international travel, for Sport Club teams is considered a Friends account expense, and cannot be paid for by University allocated funds. Out of region travel does not include National Championship competitions.

    Academic Break:

    Sport Club teams may choose to travel during academic breaks in order to compete.  Team academic break trips are considered out of region travel, and subject to the same funding and travel restrictions.  Acceptable academic break periods for Sport Club and University approval:

    • Fall break
    • Intersession in January
    • Spring Break

    Teams wishing to travel during an academic break must complete a travel proposal and meet with the Sport Clubs office s to discuss their anticipated trip.  A minimum of 4 weeks prior to travel is required for any academic break trip proposal submission.

    International:

    For international travel, to ensure proper time to plan and budget, clubs should have destinations and travel plans ready 4 months prior to travel.  Princeton University requires a full time staff member travel with all groups traveling internationally.  International travel is considered out of region travel and is considered a Friends account expense.  The club and members traveling are responsible for all costs associated with travel, including the staff member traveling with the team. Teams must be aware of the University Student International Travel Resources

    Buses

    Coach and School buses are required transportation for Club Men’s Lacrosse, Club Men’s Ice Hockey, and Elite Club Rugby to and from competitions.  Buses can be an efficient mode of transportation for large teams and teams traveling long distances.  Buses are booked through the Sport Club office and can be directly billed to the Sport Club office.  Teams wishing to book a bus for their travel should make an appointment with the Sport Clubs offie to make the reservations.  Each bus reservation will be emailed to Club leadership when the bus has been confirmed.  School buses have a limited range for travel, and may not be available for all trips.  When booking travel, any overnight bus trips require the team pay for a hotel room for the bus driver.  Coach buses may be booked up to 6 months in advance, and teams are encouraged to plan ahead to book any buses.  Buses are subject to Federal regulations on how long a bus driver can be driving and how long they can on duty before taking a mandatory rest period.  Teams should discuss this with the Assistant Director for Sport Clubs when booking their travel.

    Enterprise Rentals

    Princeton University and Enterprise Rental Cars have a contract for rentals that includes Sport Clubs.  Enterprise has a location located at the corner of Alexander Road and Faculty Road, walking distance from any point on campus.

    When renting form Enterprise:

    • Any student driving an Enterprise rental vehicle is required to be Vehicle Driver Certified
    • Sport Club students have access to rentals at special rates negotiated by the University
    • Students who are Vehicle Driver Certified aged 18 or older may rent and drive vehicles
    • Enterprise rental vehicles that are being rented for Sport Club travel can be billed directly to the Sport Club office
    • All Enterprise rentals include insurance coverage for the rental
    • Drivers must ensure that the Sport Club office has received the rental receipt
      • When renting through the Sport Club account, receipts are emailed to the Sport Club office
      • Students should review the receipt before they leave the rental location to verify the amount and all charges
    • Failure to follow Sport Club policy when renting from Enterprise may result in suspension of rental or travel privileges

    Enterprise Toll Protocol

    Sport Club officers and drivers are expected to know if they plan to travel on toll roads.

    Whenever possible, Sport Club officers and drivers are expected to have cash on hand to pay for tolls and be reimbursed with receipts. 

    Multiple states and authorities are transitioning to toll-by-plate (electronic toll) systems:

    1. Some areas are eliminating toll booths altogether
      • Paying by cash on some roads is not possible
    2. When a rental vehicle passes through a toll-by-plate toll, Enterprise receives a bill from the Toll Authority in charge of that road
    3. Enterprise bills the driver and the University for the tolls incurred through toll-by-plate
      • Normally charges appear within 5 business days
    4. There is a $3.95 per day fee charged by Enterprise when using electronic toll-by-plate, in addition to the toll

    Regarding tolls, follow this protocol when traveling:

    1. Travel roads that do not charge a toll whenever possible
    2. If toll roads and bridges are required, use routes with toll booths
      • Only if this option does not negatively impact trip time or safe arrival to destination
      • Some routes will not have a toll booth option (ex. Mass Pike)
    3. Know all expected tolls for trip before departing
    4. Record all required uses of toll-by-plate during your trip

    When electronic tolls have been incurred:

    1. Wait 3-5 business days after returning vehicle to Enterprise
    2. Each primary driver must retrieve the toll receipts for their vehicle
    3. The toll authority or the local Enterprise location will not be able to provide a toll receipt

    CarShare Rentals, Ridesharing, and Public Transportation

    Enterprise CarShare

    Enterprise maintains a variety of CarShare vehicles on campus that are available to all Princeton students, faculty, and staff.  Sport Clubs are able to provide students with access to these vehicle through a Sport Club-specific account.

    Students are able to request access to the Sport Club CarShare account by contacting the Sport Clubs Office.

    Students should include the following information when requesting to be added to the Sport Club CarShare account:

    • Full name
    • Drivers License Number
    • Confirm they are Vehicle Driver Certified
    • Class year
    • Sport Club you will be driving for
    • If you have an existing CarShare account

    Enterprise CarShare accounts provided through the Sport Club office are restricted to use for Sport Club business only.  CarShare rentals are billed directly to Sport Clubs, and any use outside of Sport Club business is not allowed.  Sport Club CarShare rentals are covered by Enterprise and Princeton insurance.  If a student is using their personal CarShare account to drive on Sport Club business, they are not covered by any Enterprise or Princeton University insurance.

    CarShare is billed on an hourly basis, and after a certain amount of hours, becomes as expensive or more expensive than a regular daily rental from the Enterprise Rental location.  Students are encouraged to use CarShare for travel to practices that occur off campus, as well as to competitions that are close to campus.  For any overnight or multi-day travel, a daily rental may be an easier and more economical option.

    CarShare rates include gas, and drivers are provided with a means of filling up the gas tank if necessary.

    Ride Sharing and Public Transportation

    In certain situations, taking public transportation or using a ride share service such as Uber or Lyft is the best option for travel.  Should teams choose to take public transportation (trains, buses, etc.) to their competitions, or use a ride share service, they are able to be reimbursed for those costs by the Sport Club office.  Please see the Quick Reference Guide How to Submit a Concur Reimbursement Request.

    Travel to Competition by Vehicle

    When traveling by car/van, all Sport Clubs are subject to Princeton University Risk Management and Sport Club driver policies.  When driving to competitions:

    • Students must be Vehicle Certified 
      • Available through Public Safety
    • Students can not drive for more than 2 hours at a time
      • Drivers must switch after 2 hours
    • Vehicles can not be driven for more than 10 hours in a day
    • Students should have an additional driver above the minimum necessary to reach their destination
      • Ex. Competition is 3 hours away, 2 drivers are required.Team should have a third vehicle certified driver traveling
    • Teams are not allowed to drive more than 4 vehicles
      • If more than 4 vehicles are required to transport all participants, the team will be required to travel in a bus or other group transportation
    • May be required to change from rental vehicles to a bus or other mode of transportation, even if taking fewer than 4 vehicles
    • No travel is ever guaranteed, and Princeton University may modify or cancel Sport Club travel at any time

    Vehicle Driver Certification

    Any Sport Club member driving a vehicle on Sport Club business is required by Princeton University to be Vehicle Certified.  Vehicle Driver Certification is provided by Risk Management and Public Safety to help increase driver safety on campus.  It can be obtained by going through the Vehicle Driver Certification, found on the Vehicle Driver Certification website(link is external).  Specific requirements for becoming Vehicle Driver Certified are available on the Vehicle Driver Certification website.

    Vehicle Driver Certification consists of three components for undergraduate students

    • Driver’s history questionnaire
    • Online test
    • In-vehicle test administered by Public Safety

    The timeframe for completion of the Vehicle Driver Certification is approximately 7 business days, allowing for a review by Risk Management and scheduling of the in-vehicle test. 

    Sport Clubs are strongly encouraged to have as many members become Vehicle Certified as possible. 

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    Travel Arrangements

    In order to book travel arrangements, Sport Clubs must know some basic information:

    • How many students are traveling
    • What mode of transportation is preferred
    • What is the destination
    • What are the dates of travel
    • Will the team require lodging

    Sport Clubs are responsible for making the arrangements for all of their trips.  This includes working with the Sport Club office to book a bus if necessary, contacting Enterprise to reserve vehicles, contacting hotels to reserve rooms, and understanding any logistical needs while traveling.

    Booking Buses

    Coach buses and school buses can be booked by making an appointment to meet with the Assistant Director for Sport Clubs.  Important information to know when booking a bus:

    • What time the team wants to leave campus
    • What time the team wants to arrive at their destination
    • For overnight trips, what hotel is the team staying at
    • What is the itinerary for travel to and from the hotel and competition venue
    • What time does the team want to leave to return to campus
    • What time does the team want to arrive on campus

    Once booked, a confirmation email with the trip details will be sent to the team.  It is important that the team leadership review the bus reservation and confirm that all the information is correct.

    Booking Enterprise Rentals

    Princeton University and Enterprise Rental Cars have a contract for rentals that includes Sport Clubs.  Enterprise has a location located at the corner of Alexander Road and Faculty Road, walking distance from any point on campus.

    When renting form Enterprise:

    • Any student driving an Enterprise rental vehicle is required to be Vehicle Driver Certified
    • Sport Club students have access to rentals at special rates negotiated by the University
    • Students who are Vehicle Driver Certified aged 18 or older may rent and drive vehicles
    • Enterprise rental vehicles that are being rented for Sport Club travel can be billed directly to the Sport Club office
    • All Enterprise rentals include insurance coverage for the rental
    • Drivers must ensure that the Sport Club office has received the rental receipt
      • When renting through the Sport Club account, receipts are emailed to the Sport Club office
      • Students should review the receipt before they leave the rental location to verify the amount and all charges
    • Failure to follow Sport Club policy when renting from Enterprise may result in suspension of rental or travel privileges

    How to Rent From Enterprise:

    Reference the Enterprise Rental and Toll Protocol Quick Reference Guide

    Booking Lodging

    When staying overnight, Sport Clubs are able to book lodging for their teams and in most cases the Sport Club office is able to pay for the stay.  For hotels, there are three ways that reservations can be made for stays by contacting the hotel directly:

    • The team makes the reservation, and requests a Credit Card Authorization be sent to the Sport Club office either by fax or email
    • Makes the reservation and provides a personal credit card to hold the reservation, and requests a Credit Card Authorization be sent to the Sport Club office either by fax or email
      • When the Credit Card Authorization is sent to the hotel, the team verifies it was received and the Sport Club card will be used for payment
    • Makes an appointment with the Sport Club office, contacts the hotel to make the reservation, uses the Sport Club Credit Card to hold the reservation, and requests a Credit Card Authorization be sent to the Sport Club office either by fax or email

    The Credit Card Authorization form must be filled out by the Sport Club office, and will be sent back to the hotel directly.  Sport Club officers are not involved in the process.  After the reservations have been made and the Credit Card Authorization form sent back to the hotel by the Sport Club office, it is always advisable for the team to confirm the authorization form has been received.

    When checking in students will be asked to provide a credit card to cover incidentals, as the University and Sport Clubs will only cover the room charges for hotels.  When the team checks out of the hotel, a receipt for each room should be obtained.  Receipts are required to be turned in to the Sport Club office, and it is important to verify charges and make sure the rooms were charged to the Sport Club credit card.

    Additional Travel Expenses

    When traveling, Sport Clubs may incur expenses for gas, tolls, and other miscellaneous charges.  These are eligible for reimbursement through Concur.  Please see the Quick Reference Guide How to Submit a Concur Reimbursement Request for information on how to access Concur and request reimbursement.  For all reimbursement requests, receipts must be provided.  Any reimbursement requests that are missing receipts will be returned to the student requesting reimbursement.

    Students driving personal vehicles on Sport Club business are only able to request reimbursement through Mileage.  Mileage reimbursement is done based on the mileage driven from campus to the destination, and the mileage from the destination back to campus.  For personal vehicle use, the University will not reimburse any gas expenses, because gas is included in the mileage reimbursement.  The reimbursement rate is set by the Federal Government, and is automatically calculated in Concur when you create a Personal vehicle mileage reimbursement.  Receipts are not required for this type of reimbursement.

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    Sport Club Funding

    Clubs are supported financially by the office of the Vice President for Student Life through the Department of Athletics and Campus Recreation.  Sport Club teams have access to two main categories of funding:

    The Sport Club Executive Council allocates University funding to teams.  Friends funds are comprised of donations, money collected by teams, and any endowments teams may have access to.

    University Funding

    Funds for each club are allocated by the Sport Club Executive Council each spring and are based upon each Club budget request, which outlines Club needs for the coming academic year.  Clubs are given money for general use (Club Allocation).  

    If a club does not spend what it has been allocated, that money is taken back by the University and does not roll over to the next year.  Clubs must spend or make arrangements to spend funds in their Club Allocation or Travel Initiative by the last Friday in April each year.

    Championship Travel Funding

    Sport Clubs have access to limited funding through Athletics and Campus Recreation to support travel to national championships.  Championship funding is separate from the General Allocation and Travel Initiative budget request and allocation process.  Championship funding is allocated by the Sport Club Executive Council through the Championship Request Form.  Teams are only eligible for championship funding if they have qualified for their National Championship competition.  Regionals, Sectionals, or other events are not eligible.  Championship Funding is made available to cover the following expenses:

    • Entry Fees
    • Rental vehicle, bus, and/or public transportation to competition
    • Hotel/Lodging
    • Gas and tolls

    Championship Request Forms must be turned in at least two weeks prior to traveling.  Teams that are planning on competing in a national championship are encouraged to complete the Championship Request Form, even if they have not yet qualified, to ensure timely submission of the request.

    Friends Funds

    Princeton University has created an individual account for each Sport Club, which contains funds collected through dues, fundraising, and donations.  The collective term for this account is a Friends Account. Friends’ accounts are different from the Club Allocation and Travel Initiative in two ways.  The money in a Friends account rolls over from year to year, and there are fewer restrictions on the use of the money in the account.  For Sport Clubs, Friends accounts can be used to pay for Allocation eligible expenses, in addition the following, which cannot be purchased using University allocated funds. 

    Friends Account
    Instructor/Consultant Fees
    Food
    Equipment that does not stay with the team
    (T-Shirts, Mouth guards, personalized equipment)

    Budget Requests

    Each spring every Sport Club is required to submit a budget proposal for the next school year.  This budget process is used by the Executive Council to allocate to all clubs their General Allocation and Travel Initiative.  To help clubs prepare their budgets, the Executive Council holds a training session and workshop in March and April.

    Budget requests are intended to be a projection of spending for the next school year. Sport Clubs should use their spending and activities for the current school year, and the previous school year as a guide for completing the request for next academic year.  Sport Clubs should also take into account their equipment inventory and determine any needs and wants for the next year.  Most clubs will not receive their requested budget, but clubs should not exclude any expenses they anticipate incurring.

    Sport Club Budget Request Forms are available to teams beginning in early March.  Successful completion of the form requires knowledge of the past expenses of each individual team, as well as projected costs for the next academic year.

    Once budgets have been allocated, Sport Clubs should use their budget form and their allocation amounts to determine dues structure and fundraising goals to be able to meet their anticipated expenses.

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    Fundraising

    Clubs are required to perform at least one fundraiser each academic year.  That fundraiser can take the form of:

    • A Solicitation through Advancement
    • Collecting Dues and Depositing in the team Friends Account
    • Organizing a competition that results in a profit for the team
    • Other fundraising activities

    Clubs are also required to communicate with their Friends and Alumni at least once per year.  It is strongly encouraged for teams to use this opportunity to solicit donations for specific club needs.

    If a club collects dues, the money must be deposited as soon as possible.  Deposits may be made in the Campus Recreation Business office in room 103, Dillon Gym between 9am and 5pm.

    Dues

    Sport Clubs are encouraged to collect dues as a way of raising funds to offset club expenses.  Collecting and depositing dues is one way to meet the fundraising requirement each year.  Dues structures and amounts can vary from club to club.  Clubs are encouraged to collect dues at the beginning of each semester to ensure that funds are collected and expenses are covered. Once collected all dues must be deposited promptly into a teams’ Friends account through the Campus Recreation business office. 

    Soliciting Sport Club Friends Groups

    When soliciting money from parents and alumni, clubs must go through the Sport Clubs office and the Office of Athletic Advancement.  Sport Clubs are only allowed to actively solicit funds from their Friends Group between July 1st and February 29th of each academic year.  All solicitations and official communication from Sport Club teams to their Friends Groups must go through the Office of Athletic Advancement.  The Office of Athletic Advancement maintains a database of all club alumni and active contributors to each Sport Club.  They can assist teams with creating solicitations, newsletters, and any other communication teams wish to send out.  If a Sport Club solicits their Alumni and Friends they should also plan a follow-up communication after the end of the solicitation period.  We should be updating and communicating throughout the year, and the only communication alumni and Friends receive should not be a lone request for donations.

    The Department of Athletics has dedicated Advancement staff to support Varsity and Sport Club efforts.  Each year the Athletics Development officer along with the Executive Council provides an opportunity for Sport Club leadership to meet and work on solicitation letters and strategies.  Each Sport Club is encouraged to have a plan on how and when to communicate with their Friends Group, including solicitations and any communication about the team that does not include asking for financial support. If clubs are approached by anyone wishing to make a donation they should contact the Assistant Director for Sport Clubs.

    Deposits

    After money has been collected, either through dues or fundraising (not including Donations), it must be deposited into a club’s Friends account.  Deposits must be taken to the Campus Recreation Office located in 103 Dillon Gym and given to the Campus Recreation Business Manager.  When making a deposit clubs will be required to verify the deposit amount, fill out a deposit slip and a deposit envelope, and submit to the business office.  The club account (Department) number must be written on the front of the check. 

    All donations collected by clubs must be given to the Sport Clubs Office.

    All checks collected by clubs must be made out to Princeton University, with the club name on the memo line.  When making a deposit, clubs must know what the funds have been collected for. 

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    Buying and Paying

    Club Expenditures

    Sport Club officers and members must receive approval from the Assistant Director for Sport Clubs before spending Sport Club money.  This is especially important for any reimbursements or travel expenses. 

    If a club or club member makes a purchase or authorizes an order without consulting with the Sport Clubs office and receiving approval the purchase will not be approved and will not be paid for or reimbursed through the University.  This may result in the club or club member being responsible for any charges incurred during the order process.  This is to make sure clubs are spending their allocation in an appropriate way, and also to make sure clubs are not spending money they do not have.

    Purchasing Goods and Services

    The only person(s) who may pledge the credit of the University for goods and services are those on the staff of the Purchasing Department. Purchases from University funds are generally made on credit through the use of a purchase order or the University credit card. University funds include all funds administered and held by the University.

    Students are not able to authorize any expenditure or use of funds on behalf of Princeton University.  Prior approval is required.

    Students may be reimbursed for goods or services if prior approval for the expense is obtained.  In certain cases, a Purchase Order may be required, or use of the University Purchasing Card may be more efficient than a reimbursement.

    Types of Purchases:

    When making a purchase the Princeton University Office for Finance and Treasury determines the payment method.  Students, the supplier being paid, and the Sport Club office are not able change or ignore the policies and procedures of the Office of Finance and Treasury.  Sport Clubs have two types of payment methods available to directly pay for goods or services:

    • Sport Club Purchasing Credit Card
    • Purchase Order

    Credit Card Transactions

    The Sport Club office has been issued a Purchasing Card through Finance and Treasury to help make payment for Sport Club expenditures. 

    For most purchases under $2,500 the Sport Club credit card should be used. 

    Credit card purchases using the Departmental card require Clubs to identify the products they wish to purchase, and a supplier or company they wish to use.  Clubs should set a meeting with the Assistant Director for Sport Clubs to review the purchase.  If the purchase is approved, the credit card will be used to pay for the order, and it will be shipped to Dillon Gym.  Sport Clubs will be required to complete the Credit Card Tracking Form while making the purchase.

    Many clubs rent vans and buses and stay in hotels while traveling.  Travel expenditures paid for using the club credit card are not subject to the $2,500 limit.  Clubs wishing to rent buses or vans, or book hotel stays, must follow the Sport Club Travel Arrangement policies. When clubs use the Sport Club Purchasing card to pay for rental vehicles or hotel rooms, they must obtain receipts for all of the charges and return them to the Sport Club office within five (5) business days.  Failure to do so subjects the club to losing the privilege of using the credit card.

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    Sport Club Purchase Orders

    Princeton University uses purchase orders for most purchases, including all officials and Capital expenses.  Creating a purchase order, and paying a Supplier, can take several days or weeks.  Teams are required to meet with the Assistant Director for Sport Clubs if they would like to make a purchase.  This should be done with enough time to accomplish all three steps for a purchase order. There are three important steps in paying a supplier for goods or services by Purchase Order:

    • Onboard the individual or company as a Supplier with the University
    • Create the purchase order through the Sport Club office
    • Receive on the purchase order and send payment

    Onboarding Suppliers

    Princeton University is required to obtain certain information from any individual or company in order to be able to pay them.  The individual or company provides the majority of this information directly to the University through an online registration portal.  To begin the on-boarding process the following should be provided to the Sport Club office:

    • Name of the individual or company
    • If a company, name of the contact person at the company
    • Contact email address for individual or company

    Teams and individual students are not to collect any forms or information besides the above information; for officials, use the Quick Reference Guide How to Pay an Official.

    The Sport Club office will submit the request to add the Supplier.  The Office of Finance and Treasury will review the Supplier add request, and if approved send an email directly to the Supplier inviting them to create a profile with the University.  It is then the responsibility of the Supplier to complete all necessary information completely and correctly. 

    Important information obtained by the University in order to pay Suppliers:

    • Name, mailing address, and business address, if applicable
    • United States Resident Status
    • Tax Identification Number
      • Social Security Number or Employer Identification Number
    • Banking information for electronic payments

    The University will review the Supplier information when completed, and if approved as a Supplier, they can now be paid by purchase order. 

    It is important to begin the process of onboarding a Supplier as soon as possible.

    Creating a Purchase Order

    For a significant number of expenditures, including all officials’ payments, a Purchase Order is required.   To find out how to pay an official, see the Quick Reference Guide on How to Pay an Official.

    Payments made to individuals and recurring payments to organizations such as National Governing Bodies or leagues should be handled through purchase order, even if a credit card option is made available. 

    If a purchase is $2,500 or more, a purchase order MUST be created and sent to the Supplier (manufacturer/distributor/retailer etc.).  If a purchase is $5,000 or more, 3 quotes from 3 different suppliers must be obtained prior to submitting a request for a Purchase Order.  In order to create a purchase order, a quote or invoice must be obtained from the Supplier and electronically sent to the Assistant Director for Sport Clubs.  If the individual or company is not already set up a Supplier, they will need to be added.  See On-boarding Suppliers on how to add an individual or company into the Princeton University Supplier Management system.

    The Sport Club office will submit the request for a purchase order to the Office for Finance and Treasury after reviewing the purchase, confirming the Supplier is active and able to be paid, and verifying the club budget for the expenditure.

    Payment

    Princeton University is unable to send payment until after services have been provided or goods purchased have been received.  No payments in full may be made in advance.   No checks can be made available at delivery or the immediate conclusion of services provided. 

    Suppliers provide their preferred payment method and agree to the payment terms of Princeton University when setting up their Supplier profile.  Any questions about Supplier payment method or payment terms should be referred to the Financial Services Center (609-258-3080). 

    Once services have been provided or the goods ordered have been received, the purchase order will be received-on by the Sport Club office.  The invoice with the completed order and purchase order number will be provided to the Office of Finance and Treasury, and payment will be processed for the Supplier. 

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