Recreation and Well-Being

Officer Information 

Sport Club Officers can login to IMLeagues to access all up-to-date 23-24 information, forms, and rosters. Email sportclubs@vcu.edu for more information or assistance accessing IMLeagues.

Activation Checklist

2024-2025 Important Dates and Deadlines 

Player Registration

It is the responsibility of the Club Officers to make sure that all team members are registered in IMLeagues and that rosters are accurate and up-to-date. Fall 2024 registration ends 9/27/24. Rosters will re-open in January, 2025 for Spring Registration. If you’re looking to join after 9/27, the team you are looking to join will need to send in a request to Andy Sandlin, Sport Club Coordinator at sandlina2@vcu.edu

How to Register for a Sport Club

Sport Club Forms

For 2024-2025, most Sport Club Forms are accessible through the Sport Club dashboard in IMLeagues and should be filled out there. 

Event Request Forms

Form	Description
Home Event Request Form	All Home Event Requests must be submitted at least 4 weeks in advance. For larger events requiring more planning, requests should be submitted 30+ days in advance.
Post Event Form	Post Event form due two (2) business days after return from the event. This report must include all incident/accident reports if applicable.

 Administrative Forms

Form	Description
Risk Management Reporting Form	For any incident or injury that occurs during a club event, a Club Officer must complete an Accident form and submit it to the Sports Program Office within 48 hours of the incident.
Vehicle Authorization Form	The form must be completed by the driver, printed out and turned in to the Sports Program Office. Note: The owner of the vehicle is required to sign the form.
Pre Civic Engagement Form	Civic Engagement Requests must be submitted prior to the event taking place to be approved. Once the Civic Engagement Project is completed, submit the Post Civic Engagement Form, linked below.
Post Civic Engagement Form	Fill out the form and get the signature from the supervisor to receive credit for a civic engagement project.
Pre Fundraiser Form
Post Fundraiser Form
Sport Club Apparel Guidelines	If you are planning to order merchandise bearing VCU’s trademarks (i.e. logos, artwork, graphic marks, verbiage, etc.), it is required that you place the order with a VCU licensed vendor. Doing so ensures that the product created will be of a quality that meets the university’s brand standards and helps protect the use of the Virginia Commonwealth University name.
Visiting Team Guide	Clubs/teams planning to visit VCU for a sport club athletic event are highly encouraged to review the visiting team guide.
End of Semester Report	The purpose of the End of the Semester Report is to help the Sport Club Administration gain a better understanding of your club's involvement with various activities throughout each semester including fundraisers, game/player highlights, intention to return as an active club, recommendations, etc.
New Officer Request Form	Newly elected club officers who will be replacing a current officer must submit this form prior to them beginning their term. Newly elected club officers will be required to attend Sport Club Officer training at the beginning of the semester and must complete all necessary forms and provide proof of certifications pending their officer role. Example: Risk Management Officer's must provide copies of their current First Aid/CPR/AED certifications.

Travel Request Forms

Form	Description
Travel Request	Clubs that are traveling more than 2 hours away must submit their travel request at least 15 business days in advance of the travel date. If sport clubs are traveling within 2 hours from VCU, they can submit a travel request at least 10 business days in advance of the travel date.
Travel Itinerary	Must be approved no less than 2 business days prior to leaving for a trip (ex. Wednesday by 5 p.m. for Friday, Saturday, Sunday departures).

Financial Forms

Form	Description
Virginia W-9	This form must be submitted completely and accurately and on file with the Sports Program Office. This form is a required document for any individuals who wish to be reimbursed for a club related expenses.