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Officer Information
Sport Club Officers can login to IMLeagues to access all up-to-date 25-26 information, forms, and rosters. Email sportclubs@vcu.edu for more information or assistance accessing IMLeagues.
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 2025 registration ends September 26. Registration for Spring 2026 opens January 5th and closes February 27th.
Sport Club Forms
For 2025-2026, 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. |
| Community Service Reporting Form |
This form is to be completed at the conclusion of a club's community service. Please provide all requested information along with any photos from the event. Questions? Email sportclubs@vcu.edu |
| Pre Fundraiser Form |
Complete this form before your club's fundraiser. Please provide accurate information about the proposed fundraiser. |
| Post Fundraiser Form | Complete this form at the conclusion of your club's fundraiser. Please provide accurate information about your club's timing and earnings. |
| 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. |
| 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. |
| Concussion Acknowledgement Form |
Club Officers will submit this form in order to be activated as a club |
| Post Event Form |
The purpose of this form is to help our office collect important information related to your club's home or away event. Info should include injuries that occurred, final scores, highlights/awards, or anything else that you would like highlighted in upcoming marketing efforts. This form should be submitted two business days following any competition, home or away. Questions? Email sportclubs@vcu.edu
|
| Absence Memo |
Clubs submit this form if they have a sanctioned and approved NGA game/event during one of their class periods. In return Sport Club administration will create you a document that you can send to your professors explaining the situation and asking for an approved absence
|
| Allocation Transaction Submission |
Clubs submit allocation receipts from transactions using your allocation check through this form. |
| Risk Management Officer Certification |
Club officers use this form to upload CPR/AED/FA certifications in order to be activated as a Risk Management Officer (RMO) |
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. |
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. |