Club Sports Required Forms and Resources Skip Navigation

Clubs Sports Forms and Documentation

As an officer of your club sports team, you are responsible for submitting the necessary forms and documentation to the recreational sports office.

Director of Recreation

Christina (Amato) Turner

Contact for: Club Recognition and Startup, Funding and Purchasing needs

Rec Sports Office

Julie Vair
Phone: 315-228-7613
102 Huntington Gym
Mon – Fri, 10 – 6 p.m.

Contact for General Club Business, Facility Reservations and Travel Needs

Extracurricular PE Credit

Students who participate in a Colgate approved Club Sport, SGA Dance Club, Pep Band, SOMAC, EMT Training Program, and Hamilton Fire Department may apply for PE Credit.
Only 1 credit per club is eligible for the PE requirement.

1.  Register Online through the PHED Registration for your Club at the beginning of your participation.CLUB PE LOG IN
2.  Log Participation hours after each club activity session 

  • Hours may only be logged after a student has registered for this program.
  • All PE Log ins Must be within 48 hours of Club Activity to be valid.
  • All activity hours logged by a club member will be verified by the Chair of Physical Education with the club's practice schedule and event schedule.
  • Credits will be submitted to the Registrar at the end of the semester, once 30 hours is reached.  Students have 1 academic year to reach the required 30 hours.
  • Students may get updates on their completed hours by contacting
  • Violations of this process and/or falsely logging hours are a direct violation of the Academic Honor Code.

Resources for Officers

Learn the processes and procedures for running a club.
To streamline communications Club Leaders will need to maintain information within their Club's Google Drive and, in addition to the individual paperwork.

Google Drive Folder containing all Club Forms

Club Documentation In Google Drive Folder – Each club has a folder containing some documents that you will update throughout the year. You are encouraged to add your own club specific information such as Spreadsheets for collecting dues and other funds from members. You may also share this folder with the other leaders in your club – especially as you transition to new leaders.

  • Game \ Semester Summary Report: Details about how you are doing.
    Due after weekend games and each semester by November 30 and April 15.
  • PE attendance record: Students can earn PE credit for participating in club sports. Individual students are now responsible for registering and logging their participation hours. 30 Hours is required for credit. Only 1 credit per club is eligible for graduation. More information about the PE requirement. This is a graduation requirement and bound by the student honor code.

Gain Recognition for Your Club Sport

Required annually for all Club Sports to be recognized by, and receive funding from the university:

Required Player Forms

All club members need to register on prior to participation with any club team.  Players will be automatically prompted to fill out required paperwork (Risk Waiver and Physical History Forms.  

Players under 18 years need to have their parents return the following waiver to the Rec Sports Office:  Risk Form (individual): 

Financial Forms

  • Deposit Form: Submit with all funds for deposit to the Rec Sports office.
  • Purchase Request Form: All purchases must be pre-approved.
  • Reimbursement Form: provide with receipts within 10 Days of purchase.

  • Officials Payment: Return promptly to Rec Sports office. Use a W-9 Form for Adult officials. Students will need to be registered with the Rec Sports Office in order for payroll to be processed.

  • Cash Advances: E-mail 5 days prior to both and You will pick a disbursement voucher from Rec Sports that you will need to take to the Cashier in Accounting (JB Colgate Basement T-F 10 - 12 & 1 - 4).

  • All cash Advances need to have receipts returned to Rec Sports the next week. Clubs can not get another advance until the previous one is rectified with Accounting.  Use Store receipts or these forms to account for your advance:

Game and Travel Forms

Plan ahead!
Request Club Equipment From Huntington Cage
Forms are stored in 1 google doc folder, you will need to down load the prior to editing & emailing

  • Game Check List for Home and Away games
  • Game \ Event Schedules: Post\maintain schedule on imleagues.
  • Trip Itinerary: Required each time your club leaves Colgate. Due Wednesday prior to Travel.
  • Van Request: Club members must have valid van license to use Colgate Vans, which are very limited, request as soon as you schedule games \ events. Campus Safety issues students van licenses after completion of an online test, background check and driving test, note that this process takes 2 – 5 weeks.
  • Hotels Request Form: Submit as soon as possible for away travel.
  • Personal Car Use Form: Required from owner of cars used for club travel prior to leaving Colgate.

First Responders

For home games, e-mail Recreational Sports with games specifics at least 1 week prior to contest.
  • Injury Report: Submit after any club injuries during practice of at games. Let us know ASAP. Printable Forms and Google Doc are both available.

Facility Use

Make all facility use request by e-mail for practice and games through Julie Vair ( Schedules may be viewed on the campus EMS system. Teams should be familiar with facility use guidelines.