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WVU Club Sports - Required Participant Forms

The Club Sports Administrative and Travel Forms must be submitted to the Competitive Sports Office by the corresponding deadline(s) indicated below.

Questions? Concerns? Contact for more info.

Administrative Forms
Forms Form Instructions
Roster Form
Officer Transition Form
Completed each semester by downloading the excel sheet, inputting your respective club information, and sending an email to with the document attached
Officer Transition Checklist Reviewed by outgoing and incoming officers to assist in the transition process
Sponsorship Approval Form Completed for approval of sponsorship information
Campus Involvement Approval Form
Completed each time a club attends a Campus Recreation event.
Coaching/Instructor Agreement
Completed by coach/instructor working with a club, required every year.  
Community Member Consent Form Submitted by Community Members by the deadline each semester; once completed, email to Club Sports Staff. Student, Faculty and Staff Members should complete via WVUGo.
Community Service Events Form Community Service Event Form Submission Completed each time a club attends a Community Service Event. Download and complete the “Events Form,” then submit online using the “Events Form Submission”
Medical History Form 
Required for all participants in: Lacrosse (M/W), Rugby (M/W), Ice Hockey, Soccer (M/W), Cheer, Quidditch, Baseball, Softball and Ultimate Frisbee (M/W) 
Practice Request Form
Completed by the deadline each semester.
Financial Forms
Forms Form Instructions
Purchasing Form
Completed for purchasing equipment/league memberships/facility rentals
Individual Reimbursement Form
Completed for reimbursement of purchases made with individual funds on behalf of the club
Club Account Reimbursement Form
Completed for reimbursement of purchases made with club account funds
Post Season Fund Application Form Completed for supplemental funding for clubs traveling to or competing at a national level competition. This can only be used by a club once per academic year
Budget Proposal Form Completed by April 1st, 2021 and uploaded to your respective clubs' folder in the Google Drive along with a presentation to determine the budget allocation for the following academic year
Competition and Travel Forms
Forms Form Instructions
Facility Request Form
Complete to request space to host a game/match/tournament at Mylan Park, Student Rec Center, Evansdale Fields, Med Center Fields, etc. Due two weeks prior to event date
Visiting Team Informed Consent Form Visiting Club Sports participants must complete before approval may be granted to compete
Travel Authorization Must complete and submit 2 weeks before weekend departure
Post Travel Result Form Must complete and submit the Friday after return trip