Club Sport Rules & Regulations
1. Handbook: You are responsible for adhering to all the policies and regulations in the Yale Club Sports Handbook http://sportsandrecreation.yale.edu/club-sport-history . “We didn’t know,” is not an acceptable excuse. The Handbook, at times, can become quickly outdated; therefore, please ask if you have a question about any procedure or policy before you act.
2. Hazing: Hazing, in any form whatsoever, is strictly prohibited. A complete definition is written in the Club Sports Handbook and the Yale Undergraduate Regulations. “Hazing” is not limited to, but includes, “an initiation social gathering directly or indirectly pressuring someone to consume alcohol (or other substances) or perform degrading acts at a club-sport-related event.” Your team will be strongly disciplined if any form of psychological or physical hazing, initiation or bullying occurs. Additionally, all those involved will be brought in front of the ExComm. This is a very serious infraction.
3. Alcohol: Any alcohol consumption in conjunction with any club sport event—either on or off the field-of-play or when travelling/lodging/dining—is strictly prohibited.
4. Contest Management Plan: We require a written Contest Management Plan be submitted to the Club Sports Director, a template of which he can provide, at least a week before every home contest. This is so we’re all in agreement about what will (and won’t) take place at your event, and how it will be conducted and supervised by you.
5. Event Supervisor: We require an event supervisor, usually student worker, intern or coach, to help you supervise your event on-site. That cost will be covered by your club budget. Arrange through the student CS office.
6. Safety Personnel: All water sports require a lifeguard for practices and competitions. All high-risk activities require a certified coach or qualified “adult” supervisor. All high-risk-high-impact sports, and all tournaments, require EMTs/EMS. Please coordinate this with the club sports office. Some of these costs may be covered by the program. No safety personnel on site = no play.
7. Travel: All club travel, drivers and vehicles must be approved in advance with the appropriate paperwork on file. An online Yale Drivers Awareness course is required for anyone driving other students. See the CS website.
8. Scheduling: You may not schedule a home contest without gaining prior approval for the facility. Heavy rain and ponding on fields cancels all outdoor contests due to risk of injury and field damage.
9. Captains: Current club captains are responsible for informing their entire team of all these regulations, in addition to training their successors regarding all Club Sports office procedures for next season.
10. Cleanup: You are responsible for cleaning up after your practices and contests, which includes all trash, foods, beverage containers and returning equipment in good condition to its proper storage place. If you don’t, you will be charged a time-and-a-half custodial fee, in addition to being put on probation.
11. Office: Do not contact other Yale facility managers, varsity coaches or administrators directly, unless they invite you to do so. Route all inquiries or issues through our office first.
12. Travel Notice: Give us plenty of notice (two weeks) to approve your travel or facility request. Frequently, these need to be passed through more offices than just Club Sports, including Risk Management. Foreign travel requires at least a two-month notice presented via the foreign travel petition form on the CS website.
13. Payments: You may not pay any coach, trainer, referee or event official directly. This must come through the Club Sports office and needs approval. Hiring a coach or trainer is a lengthy and regimented process, and requires direct communication with the CS office and a Yale background check. Likewise, you may not “sell” lessons for fundraising. Payment occurs from your budget.
14. Parking: No parking on the fields. The gates at the fields are locked after 3:30 pm weekdays and all weekend. Please park your cars (and your opponent cars and buses) on Central Avenue. (Directions to the gym and fields are posted on the Club Sports website.)
15. Grants: You may NOT apply for any type of funding grant. There are extremely strict and lengthy university and government regulations in place for this, which are controlled by the Provost and Grants & Contracts offices.
16. Home Contests: Before requesting a home contest, please consult with the CS office to be sure there is no conflict with varsity contests or non-Yale tournaments. You may not host a home outdoor contest during home football events or on the morning immediately following home games (due to field clean-up, light tower removal, field repairs, etc.).
17. Field Safety: Despite the after-football professional cleanup effort by the Grounds crew, be sure to police your fields for broken glass and bottle caps following every home football contest. Wear appropriate protective gloves.
18. Posters and Flyers: Ensure that all members of your club are familiar with the section of the Yale College Undergraduate Regulations pertaining to legal “Posters and Publicity” (http://yalecollege.yale.edu/sites/default/files/files/URegs_14-15.pdf ; specifically, Student Activities and Extracurricular Activities, Section J).
19. Behavior: You, your team (and your coach/instructor, if applicable) agree to represent Yale in the highest standard of behavior, which includes the following: unsportsmanlike conduct, disregard of personal or school (home or away) property, foul language, indecent exposure, alcohol/drug consumption, club advertising or promotion relating to alcohol, mistreatment of contest officials, disregard of university policies, sexual misconduct, bullying or disregarding contest supervisor or medical/emergency personnel directives. A Code of Conduct agreement must be signed by all your club members.
20. Injuries/Emergencies: If a player is badly injured or appears to have extreme heat exhaustion (more than a sprain or just Band-Aids, water, shade or ice can help), and you have no EMT or trainer on site, call 911. Assign a teammate to stand on the street to flag down and direct the ambulance to the injured person. Do not transport that person yourself. Do not move the person if you suspect head, neck, torso or spine trauma. Complete an accident report form (available in the IM field office and Club Sports office) as soon as possible. Record the injured person’s full name, contact information, how injury occurred, how it was treated, the time, date and location (of injury on body and area facility) as well as witness name and contact information. If outdoors, and there is lightening or thunder, all play must stop and players must seek immediate cover. Play may not resume until one-half-hour after last thunder is heard. Last, if you spot a suspicious person, activity or package/backpack in your venue vicinity, contact campus police 203-432-4400 (put that number in your phone contacts) or 911 immediately.
21. Logos/Apparel: All club/team apparel colors (dark blue and white), websites, newsletters, posters and similar items may only use official Yale logos, colors and fonts. Forbidden items include logo images with alcohol, cigarettes, cigars, drugs, any type of weapons—such as arrows, knives, swords, bullets or guns—and anything considered insensitive or offensive. NOTE: The old Bulldog-Y logo is not preferred the Athletics Department, please simply us the plain block Y (with no bulldog face over it) and/or simply YALE. Also check with the Club Sports office or the office of Marketing and Trademark Licensing for other creative options. Research fonts here: http://licensing.yale.edu/yale-marks for other questions.
22. Official Typefaces: Please use appropriate/official typefaces for your team projects, which are Yale New and Yale New Bold for any official work and correspondence here or with other schools. There are exceptions (see https://yaleidentity.yale.edu/typefaces). The University offers compliant variations.
23. Dues/Funding: As a prerequisite of applying for funding through the Club Sports office (Club Sports Advisory Board), your club must demonstrate an effort to acquire partial fundraising from its own sources, which includes alumni/parent donations and annual dues from club participants. You will be asked to outline these amounts and their purpose/use in your budget request application to the CSAB each fall.
24. Drones: Yale’s strict drone/unmanned aircraft systems (UAS) policy applies to “the operation by any person of an UAS on or above University property.” http://ehs.yale.edu/sites/default/files/files/unmanned-aerial-systems-pollicy.pdf The policy requires that all drone/UAS activities be reviewed and authorized by the Environmental Health & Safety Department and the Office of Risk Management. This request is normally denied.
25. Contract Agreements: A student may NOT sign agreements on behalf of the University—you could be held individually liable/responsible for anything bad that happens. Please check with the CS office for signing any contract or agreement.
26. Eligibility/Participants: Club sports are for undergraduate students—and in a few cases where a club’s league or governing organization allows participation – some graduate students. Faculty, staff, guests, alumni, medical residents, family and postdoc fellows, for example, are ineligible and may not practice, play or travel with your team. Clubs may not be composed of more than 33% grad students.
27. Background Checks: All paid and volunteer coaches and instructors must be registered through the club sports office, and must submit to and pass a background check by the university. This process takes a couple of weeks. A coach/instructor may NOT work with students until this check is complete. Failure to do so may result in facility, travel, budget and recognized-status loss for your club team, which also applies to most other rule infractions above.
28. Sexual misconduct and harassment in any form are strictly forbidden and lead to severe disciplinary action. Sexual misconduct includes nonconsensual sexual contact, but this is not a necessary component. For example, threatening speech that’s sufficiently severe or pervasive to constitute sexual harassment is sexual misconduct. Making photographs, video, or other visual or auditory recordings of a sexual nature of another teammate without consent constitutes sexual misconduct, even if the activity documented was consensual. Similarly, sharing such recordings or other sexually harassing electronic communications without consent is a form of sexual misconduct. Such behaviors, and many others, are strictly against University policy. For more information on sexual misconduct response and prevention: https://smr.yale.edu/find-policies-information/yale-sexual-misconduct-policies-and-related-definitions