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PEPPERDINE UNIVERSITY CLUB SPORTS
DEPARTMENT OF INTRAMURALS, CLUB SPORTS &
RECREATION
MISSION STATEMENT
The Pepperdine University Club Sports Program, administered by the Department of
Intramurals, Club Sports & Recreation, is dedicated to the mission of providing and
developing leadership opportunities for students who are interested in a sport or activity.
Further, Club Sports are committed to improving the quality of life for students, faculty
and staff, as well as encouraging healthy lifestyle choices. Each club is student-run and
establishes an organizational framework, leadership, and schedule to meet the needs of
their membership.
2002 – 2003 Club Sports Teams
- Baseball - Crew
- Equestrian - Fencing
- Women’s Field Hockey - Golf
- Ice Hockey - Men’s Lacrosse
- Women’s Lacrosse - Outdoor Club
- Rugby - Ski and Snowboarding Club
- Sailing - Men’s Soccer
- Surfing - Ultimate Frisbee
- Women’s Water Polo
INTRODUCTION
ADMINISTRATION
Each club is required to stay within the written policies of Pepperdine University and the
Club Sports Executive Council Constitution. The Club Sports Executive Council, under
the direction of the CSEC Advisor and IMR, is a student organization that serves to
promote existing policies, create new policies and encourage unity among all club
sports.
New club sports may be organized when no existing club sport meets the recreational,
competitive, or instructional needs of the campus community.
CLUB SPORTS ADVISORS
Club Sports Executive Council Advisor (CSEC Advisor) is an employee of the
Intramurals and Recreations Department and is assigned to oversee all clubs within the
CSEC. The CSEC Advisor serves as the primary contact person for all club sports as
representation of IMR.
The Club Sports Executive Council Advisor’s responsibilities include (but are not limited
to):
Foster quality relationships with the student-athletes, officers, coahes and
faculty/staff advisors
Facilitate improved customer service, self-reliance and positive attitudes
Assist each club to improve and grow
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Regulate Club Sports Executive Council meetings
Further, the CSEC Advisor will:
Assist and approve in the organization of supplemental fundraising activities
Receive and approve all forms required for Club Sport Registration and Charter
Oversee actions of Club Sports under regulations of Pepperdine University and
IMR
CLUB SPORTS MEMBER ELIGIBILITY
1. All students registered for at least twelve credit hours at Seaver College and or
Pepperdine University graduate program are eligible to join a club.
2. All faculty/staff are eligible to join any club.
* Graduate students, faculty or staff may be restricted from league or association
competition.
3. Crest Club members are eligible for recreation clubs only. Crest Club members
may not participate in any inter-collegiate, competitive club sports.
4. A member is not permitted to practice or play until an Acknowledgment and
Release Form and Proof of Insurance have been filled out and signed. These
documents will be placed on file in the IMR Office.
5. Intercollegiate athletes are not eligible to participate in Club Sports, unless
approved by IMR, the Club Sports Executive Council and the Athletic Advisor.
6. No club may restrict its membership on the basis of race, sex, religion, color,
national or ethnic origin, age, disability or military service.
CLUB SPORTS
A club sport is a group of students, faculty members, and/or staff members voluntarily
organized for the purpose of furthering their common interests through participation and
competition. Clubs may represent the University in intercollegiate competition or conduct
intra-club activities such as practice, instruction, social play, and tournament play.
New Clubs must complete the following procedures in order to receive a charter from
the Pepperdine University Club Sports Executive Council:
1. Set an appointment with the Club Sports Executive Council Advisor to discuss
the club’s purpose and scope, potential advisors and coaches, membership
interests, and finance sources.
2. Complete a Request for Club Sport Recognition form, and submit the form to the
Club Sports Executive Council Advisor for approval from IMR and the CSEC.
3. The club is required to submit the following:
a. Club Constitution
b. Proposed budget for the fiscal year
c. Summary of possible fund sources, including proposed fundraising
activities
d. Acknowledgement and release form for each club member
e. Proof of proper insurance for each club member
f. Completed annual registration form
4. Become familiar with the Club Sports Executive Council Constitution
Existing Clubs must renew their registration with the IMR Office and the CSEC Advisor
at the beginning of each year by submitting the following:
1. The constitution or constitutional amendments/revisions
2. Club Roster:
- List of active members
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- Current club officers
- Coach
- Advisor
3. Any league affiliation information
4. Chronological list of the club’s proposed activities, including fundraising events
and service projects
5. The Club Sport budget must be submitted within the first two weeks of each
semester and must only include expenditures for that semester
The CSEC Advisor reserves the right to extend the deadline for all clubs if
necessary
New club sports organizations may register at any time but will not receive
funding until the subsequent semester.
Existing club sports must re-submit information by the date set by the Club
Sports Executive Council Advisor and IMR.
All clubs will be required to submit a Semester Report during the last CSEC
meeting of each semester.
CLUB SPORTS EXECUTIVE COUNCIL
The purpose of the Club Sports Executive Council is to act as a liaison between Club
Sports members, the CSEC Advisor, and Pepperdine University. The primary function
of the Club Sports Executive Council is to advise the CSEC Advisor on the following:
Provide direction for the implementation of new policies and regulations
Provide a forum for clubs to discuss general concerns with the Council and the
CSEC Advisor
Conduct disciplinary hearings as needed
Review membership applications for new Club Sports teams/activities
Accept responsibilities as assigned by the CSEC Advisor and IMR
Provide leadership, direction and guidance for Club Sports membership
The Club Sports Executive Council meets on a bi-monthly or monthly basis. Any and all
Club Sport members are invited to attend these open meetings.
All Club Sports must have one representative serve on the Club Sports Executive
Council:
All chartered Club Sports will self-nominate a member at the beginning of each
semester
The representative will be required to consistently attend meetings.
Notice of failure to attend meeting must be provided in writing no less than 24
hours prior to its beginning
Each club present at a meeting will have one vote for the meeting
Structure and process of all meetings will be created and maintained by the
CSEC Advisor
CLUB RESPONSIBILITIES
GENERAL GUIDELINES
It is the responsibility of each club’s members to elect officers
These officers, once elected, are responsible to:
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- Operate the club within the guidelines set forth by the IMR Office,
Pepperdine University, the Club Sports Executive Council and its Advisor
- To be knowledgeable of Club Sports policies and procedures set forth in
this manual and any addendums
- Ensure that all club members are eligible for participation, have proper
insurance and have completed and signed an acknowledgement and
release form and emergency card. Members are strongly encouraged to
consult a physician prior to participation in any club sport activity
- Follow guidelines in relation to procuring facilities and scheduling
methods discussed in this manual
The club is responsible for its officers and the officers are responsible for the
actions of their club members during all club activities.
CLUB SPORTS MEMBER DUTIES
1. Maintain enthusiasm and sportsman-like conduct.
2. Attend scheduled meetings and practices.
3. Participate in Club Sport decision-making.
4. Participate in the election of club officers.
5. Follow regulations set by Pepperdine University, the Club Sports Executive
Council Constitution, and the individual Club Sport Constitution.
6. Pay club dues within the time frame created by the individual club.
7. Abide by the member contract
SPORTSMANSHIP
As a matter of pride in the Pepperdine community and in the Club Sports Executive
Council, all members of Club Sports are expected to maintain the highest standards of
sportsmanship, both on and off the playing surface. It is important to:
Let the officials officiate the game without interference or harassment
Abide by the decisions they make
Be gracious in defeat and humble in victory
If you have a legitimate grievance, please bring it to the attention of the Club Sports
Executive Council Advisor and IMR. They will serve as representation for any
grievances that need further action in approaching your league or national governing
body.
COACHES/INSTRUCTORS
Club Coaches and Instructors are not considered to be employees of Pepperdine
University and are not eligible for benefits or salary pay from IMR, CSEC funds,
fundraising or donations. They may be paid by the club through membership dues
ONLY.
Instructors
Club sports requiring services of an instructor should seek a knowledgeable person
within the specific area of instruction. The chosen individual should be certified as an
instructor in that sport.
Coaches
If a club desires the services of a non-student coach, members should seek an
experienced individual who possesses technical knowledge of the sport and knows how
to avoid player injuries and resulting liability.
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Based on the knowledge of the activity, experience, and leadership skills, Coaches and
Instructors must be appointed by the club members and approved by the CSEC Advisor.
They may be students, faculty, or staff of the university or a community member.
Coaches and Instructors are encouraged to refrain from other areas of club
management as club officers should take on these responsibilities.
The Office of Intramurals, Recreations & Club Sports has an obligation to protect all
clubs. As a result, the Club Sports Executive Council Advisor, with approval of IMR,
reserves the right to dismiss a Coach or Instructor who has acted outside the scope of
his/her authority, violated University and/or Club Sports policy, violated state or federal
laws and/or displayed conduct which is not in the best interest of the club, Club Sports
and/or Pepperdine University. In an effort to maintain a fair and democratic
environment, said dismissal will be discussed with club officers and the Club Sports
Executive Council prior to dismissal.
The Club Sports Executive Council Advisor does not have the expertise to determine the
technical skills of a Coach or Instructor, and therefore must rely on the judgment of the
more experienced players to evaluate those qualities and make decisions that would be
beneficial to the membership. All coaches and instructors must abide by the following
rules:
1. The Coaches/Instructors shall be aware of and follow all University and
Departmental procedures relative to the Club Sport program. An appointment
with the Club Sports Executive Council Advisor shall be arranged to cover these
policies, if needed.
2. The Coach/Instructor’s purpose is to be involved strictly with coaching and
teaching in team practices and competitions. He/she is to refrain from all other
areas of club management, including club business matters.
3. Participation in Club Sports is completely voluntary. Monetary awards or
scholarships shall not be promised or given to any player or prospective player.
Club coaches and instructors must sign a Club Team Volunteer Coach’s Contract prior
to induction into position. The duties set forth in this contract are as follows:
Be committed to developing and improving the individual athlete’s skills to enable
him or her to reach his/her highest potential.
Promote good sportsmanship on and off the field.
Exhibit the highest of moral and ethical standards, and comply with all applicable
rules and policies of Pepperdine University.
Be present at all games and practices.
o In the event that the coach is unable to be present, he or she must
authorize an assistant who would assume all responsibilities of the coach.
o Assistants can be a club advisor. All assistants must be approved in
advance by the Club Sports Executive Council Advisor and IMR.
Read and abide by the rules and guidelines for club sports.
Should the Club Sport opt to pay the coach an honorarium, they must:
1. Complete an addendum contract between the club and the coach stating the
amount of the honorarium and a payment schedule pre-approved by the CSEC
Advisor.
2. The original copy can be obtained and filed at the Intramurals and Recreations
Department Office before any funds are paid to the coach.
3. Honorariums must be paid by club funds. Pepperdine University is not
responsible for payments for any services provided by the club coach.
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oNo University benefits are to be a part of the contract.
oVerbal agreements between a club member and the coach will not be
honored either by the University or by the club.
4. No cash payments are to be made to the coach.
CLUB SPORT ADVISOR
Each club is required to have an advisor to provide direction and help maintain continuity
in the club programming. A good advisor can be a valuable asset to a club in terms of
providing mature judgment, advice based on experience and insight into university
operations and policies.
A Club Sport Advisor must be a full-time faculty or administration member employed by
Pepperdine University and approved by the Club Sports Executive Council Advisor and
IMR.
The advisor must be willing and able to accept the below-stated responsibilities and
must be familiar with and interested in the nature of the club sport.
The responsibilities of a club sport advisor include (but are not limited to):
Encourage the club sport to function within the guidelines set by the University.
Alcohol, drugs, profane or abusive language, sexual harassment, and
discrimination on the basis of race, sex, religion, color, nationality, or ethnic
origin, age or military service is strictly prohibited.
Attend regular club meetings. If the advisor cannot be present, it is the
responsibility of the club president to meet with the advisor to discuss the
minutes of the meeting.
Assist the club in planning and executing activities and fundraising events.
Be available for consultation with club members.
Assist in the election of club officers.
Become familiar with the constitution of the club sport.
Interpret and ensure compliance with University policy, philosophy and IMR
guidelines.
Assure compliance with state and federal laws.
Provide leadership and act in a professional manner if traveling with clubs.
EQUIPMENT
Any equipment, including uniforms, purchased by the club through CSEC funds,
donations, fundraisers, or any university account is considered university property.
CSEC funds may not be used for equipment or uniforms that are kept by the club
members, unless written approval is provided by the CSEC Advisor.
An inventory of all equipment must be provided by each club sport at the beginning and
end of each semester.
Should a club member not return university property, a fine will be assessed. Club
officers are responsible for reporting this to the Club Sports Executive Council Advisor
for assisting in claiming the lost or damaged equipment or the associated fine.
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SCHEDULING GUIDELINES
A semester schedule must be turned into the IMR office at the beginning of each
semester.
Attempt to tentatively create your schedule 4 to 6 months in advance.
Check with IMR and the Club Sports Executive Council before scheduling any
major home tournaments/ events to see if there is already another major event
scheduled for that week/weekend.
All away contests that require travel or hotel accommodations must be approved
by the CSEC Advisor.
Please notify the CSEC Advisor immediately when a scheduled event changes.
This includes all day or time changes or cancellations.
Notify the opposing team’s coach, contact person and the Campus Recreation
offices of any changes as soon as possible. Absences without prior notification
will not be tolerated.
Clubs are not authorized to sign agreements/contracts without written approval of
the Club Sports Executive Council Advisor. Please allow one to two business
days for review of all documents to be approved.
Clubs that cannot honor their regularly scheduled events will be suspended from
interclub competition immediately at the discretion of the Club Sports Executive
Council.
It is the responsibility to contact the Club Sports Executive Council Advisor and your
Club Sport Advisor with the results of your contest by the next business day.
FIELD AND FACILITY RESERVATIONS
Fields/Facilities: Fields/facilities include Alumni Park, the Weight Center, Upper IMR
Field, Soccer Field, Tennis Pavilion, Firestone Fieldhouse, and the Pool.
All participation on fields or in facilities must be reserved through the Intramurals and
Recreation Department. Game and practice schedules must be provided at the time of
chartering each semester.
All participation on off-campus sites is regulated by the rules and regulations of that site.
TRAVEL
Clubs that need to travel to games, tournaments, scrimmages or practices throughout
the year can utilize CSEC funds with approval of the CSEC Advisor. In order to maintain
this privilege, clubs must comply with a few additional policies.
The Club Sports Executive Council defines travel as any non-routine journey taken for
the purpose of participating in events as representatives of Pepperdine University Club
Sports and the Intramurals and Recreation Department.
Any club sports that travel as a representative of the Pepperdine University Club Sports
Program must adhere to the following policies:
Complete the Club Sports Travel Roster and have it approved.
Complete the Club Sports Travel Itinerary and have it approved at least 10 days
prior to departure.
Complete and submit the Estimated Travel Expense form to IMR at least 10 days
prior to departure.
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Gain approval of the above mentioned forms by the Monday prior to the date of
travel.
Utilize sound judgment throughout the duration of the trip.
Ensure the club coach or his/her replacement is able to attend.
Clubs not having a coach must have club advisor attend.
All drivers must possess a valid driver’s license, a safe driving record (no more than two
moving violations) and current and adequate insurance coverage.
DISCIPLINE
Each club within the Pepperdine University Sports program is student run and under the
administration and the guidance of the CSEC Advisor and the Club Sports Executive
Council. Each club member is responsible for the knowledge of and adherence to the
policies set forth by this manual and the Pepperdine University Student Handbook.
Failure to return Charter forms, failure to attend CSEC meetings, violating conduct
codes, misusing of funds and privileges, failure to complete roster information,
incomplete acknowledgement and release forms and unapproved travel are a few
serious violations. Disciplinary action will be set forth by the Club Sports Executive
Council, its Advisor and IMR under the following guidelines:
1ST VIOLATION VERBAL WARNING
2ND VIOLATION WRITTEN WARNING
3RD VIOLATION PROBATION
4TH VIOLATION SUSPENSION
5TH VIOLATION EXPULSION
Depending upon the severity of the violation, probation, suspension or expulsion may
result immediately. Individual students may have their incidents sent to the Student
Disciplinary Committee at the discretion of the Club Sports Executive Council Advisor,
IMR and Student Activities.
Club officers are expected to enforce policies within their clubs. However, if a problem
persists or becomes serious in nature, the CSEC Advisor, the Club Sports Executive
Council and IMR will assist.
In addition to the aforementioned repercussion, the Club Sports Executive Council and
its Advisor may take additional action according to the nature of the violation. Serious
violations of this nature include, but are not limited to, misappropriation/mishandling of
funds, failing to follow emergency procedures, destruction/theft of property (facilities) and
conduct which negatively reflects upon Pepperdine University Club Sports.
PROBATION, SUSPENSION & EXPULSION
Should a club commit an infraction or series of infractions that warrant probation,
suspensions or expulsion, the following measures will be taken:
Probation
Any club on probation is no longer eligible for CSEC funding and may be restricted from
traveling.
Suspension
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Clubs on suspension will lose access to their Pepperdine University account, facilities
and/or fields for competition, and use of IMR Office aid. If a club does not demonstrate
any progress, it will be expelled from the Club Sports program, at the discretion of the
Club Sports Executive Council, its Advisor and IMR.
Expulsion
Any club that is expelled from the Club Sports program will completely lose all funding
and access to facilities and fields administered by IMR, and will be referred to the
Student Disciplinary Committee for further investigation. Account funds will be returned
to the Club Sports Executive Council account for re-distribution to the remaining clubs.
Any club that has been expelled will not be eligible for reinstatement for a period of at
least two years.
These sanctions may be appealed to the CSEC within two weeks of the action.
Decisions regarding serious disciplinary action and appeal with be distributed in writing
to the club President and Advisor, CSEC Advisor, Student Activities, and IMR.
MEMBERS CONDUCT
As students of Pepperdine University, club members have an obligation to conduct
themselves and their organization in a manner compatible with the University’s
philosophy and function as an educational institution. Members of Club Sports are
expected to act in a mature a mature and responsible manner both on and off campus
and especially while participating in club activities.
Inappropriate conduct or actions while participating in any Club Sports related activity,
including misuse of equipment or facilities, will jeopardize the club’s continued status as
a recognized club sport. Furthermore, club members who participate in inappropriate
activity that violates University policies, campus regulations, or state or federal laws will
be subject to disciplinary action by IMR, Pepperdine University and/or the appropriate
legal authorities.
All Club Sports members are bound by the Pepperdine University Code of Conduct with
particular emphasis given to the following offenses:
Hazing = EXPULSION
Discrimination = EXPULSION
Alcohol and/or Drug Abuse = EXPULSION
Wanton Destruction of Private Property = EXPULSION
Student Code of Conduct
The acts defined by The Pepperdine University Student Affairs as unacceptable can be
found in the Student Handbook, online or in the Student Activities Center.
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EXTRAS TO BE ADDED
APPENDIX A. BUDGET STRUCTURE
APPENDIX B. ADMINISTRATIVE SERVICES
- Office Services
- Publicity
- Advertising Guidelines
APPENDIX C. NECESSARY FORMS
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