Your duty as a Club Sport executive is to oversee and execute all administrative duties. This includes — but is not limited to — attending mandatory executive meetings, making all relevant reservations, and handling team finances, remaining in good communication with the Club Sport Office, and submitting all mandatory paperwork required. At minimum, each team is required to have a President, a Treasurer and a Safety Officer. It is up to the individual club on how the administrative tasks are divided up between executives. The Club Sports Office will continually monitor and ensure that each team is in good administrative standing and are always available as a resource to all executives.

DoSportsEasy (DSE) is a platform that all teams are required to use in order to keep track of their roster and schedules. All participating members must be approved on DSE before participating in any Club Sports-related practices and/or events.

A team is in good administrative standing if they are compliant with all Club Sports and Northeastern University policies and procedures. This includes ensuring rosters are filled out and approved, schedules and events are reported to the Club Sports Office, attending mandatory meetings, completing mandatory community service hours, and adhering to all deadlines. Executives should be in constant communication with the Club Sports Staff.

Each team must submit a Facilities Request Form prior to the new semester. This is to let the Club Sports Office know when and where you would prefer to practice. Practice slots are assigned by the Club Sports Office and are shared with other sports teams.

There are different forms each team needs to complete depending on the type of reservation.

Hotels – All hotels should be booked through Lucid Travel, if possible, however it is not mandatory. If teams are using Lucid Travel, each club will have an individual account in which they can search for the hotel they want and complete all the necessary information, once completed that information will be automatically sent to the Club Sport Staff to complete the billing information and book the hotel.  

Alternatively, executives can submit a hotel request form that details exactly what they need. Please ensure that your team is compliant with your sport’s governing bodies when booking hotels.

Vans – University Vans are available and free to use for all Club Sports teams. In order to reserve them, please create a QReserve account and make a reservation. You must have a certified van driver for every 12 people who will be traveling. The primary contact person regarding University vans is Rachael Tucker. Please be aware that University Vans are a limited resource. If no University Vans are available, teams will need to rent vans and should submit an Avis Van Request Form to the Club Sports Office to book.

Flights – When a team needs to book a flight for competition, they must complete an airfare request form and contact the Club Sports Office to discuss a travel itinerary. From there, a meeting should be set up with the Club Sports Office to assist in the purchasing of flights for the trip. Please keep in mind that in order for the Club Sports Office to make these purchases, we must have on file a Traveling Club Members List for the event, which states all participants attending full name as appears on identification and a birthdate. Ideally, a team will give the Club Sports Office at least one month’s notice to ensure the lowest fees available with our preferred vendors.

In order to drive a University Van, all drivers must meet the following criteria:

1. drivers must be 21 years of age or older
2. hold a valid driver’s license
3. have a copy of their driving record with a 3 year clean driving record
4. Obtain a certificate of completion for “online van certification” (see below for instructions)
5. Wait to hear from Rachael about a training date then sign up

Online Van Certification

In order to obtain a Northeastern University Van Driver Certificate, those looking to be certified must follow the following steps:

1. Go to https://learn.ue.org/S62XU789661/NEUDriverSafety
2. First-time users should select the option to Register Now on the right side of the screen.
3. Create a username and provide information for a user profile.
4. Be sure to enter a valid email address & correct role at your institution (Student!)
   • Please contact your training administrator if you are unsure of your role
5. Select the department and position that is most applicable to you
6. Enter this institution registration code: 0628-SC37-XY12.
7. After clicking Register, you should receive an email with a temporary password
8. Follow the link in the email to sign on.
9. You will be prompted to enter a new password.

10. After you have completed the test and passed it, print/save the certificate for submission

• For more information on viewing courses please view this brief tutorial: https://www.ue.org/files/Ue_web_files/kenexaM2/story.html
• If you have any issues with the course please feel free to contact the 24hr help desk.
  • Email: uehelpdesk@perceptis.com
  • Phone: 301.830.4587
  • Chat: https://chat.perceptis.com/c/ue

The Club Sports Office Staff is always available to answer any and all questions you may have and will try to accommodate all requests. Additionally, executives can direct questions or express concerns to the Club Sports Council — a body of select executives that serves as a liaison between club athletes and the Office — via email.

Every team can also book rooms and spaces on campus to hold meetings and events. For a full list of resources available, visit the Northeastern Student Resource Guide.

Any and all finances should be handled through the Student Activities Business Office (SABO), located in 433 Curry Student Center. Each team is assigned an Index Number to your club account that allows you to deposit or spend the money in your account. Purchases will need to be cleared through the Club Sports Office prior to ensure the purchase is approved.

Our office provides all official Club Sport teams with an initial allocation, if eligible, and if they meet the University/department criteria. Teams also receive a roster allocation when they complete all mandatory compliance paperwork such as Risk forms, attend Fall Trainings, etc. In addition, all teams have the opportunity to secure an administrative allocation at the end of the year if they complete all assigned paperwork and meet all mandatory deadlines set in our handbook. Lastly, teams may receive an additional national’s allocation if they qualify for nationals.

If your team wishes to store items and equipment with the Club Sports Office, please submit a request to a Club Sports Staff member and each request will be determined on a case-by-case basis.

All Part-time coaches must submit their own hours at the link that is sent to them after they are officially hired by Club Sports and will be paid once their timesheet is submitted. We strongly encourage executives to communicate with their coaches and keep track of the hours they are submitting weekly in order to stay current with their account and to ensure hours are being submitted properly.