club sports

Funding Purpose & Source

Club Sport funding at MSU is in place to support registered Club Sports to assist them in meeting their
club goals and foster positive student development. Up to $75,000 will be reserved from the Student
Organization Fee and given to the Club Sports Executive Board to allocate to registered Club Sports.

Campus Recreation

MSU’s Campuse Recreation Competitive Sports Sr. Coordinator will oversee the allocation process and
serve as the staff advisor to the Club Sport Executive Board. They will serve as the primary liaison
between the Club Sports Funding Board and the Office of Student Engagement (OSE). MSU Campus Recreation will manage the Club Sport Funding allocations. Funded Club Sports will work with this
office to spend their allocated funds.

Club Sports Executive Board

The Club Sports Executive Board (CSEB) will be responsible for allocating a portion (no greater than
$75,000) of the student organization fee to registered Club Sports. 

Purpose

The Club Sports Executive Board will determine, by application, the tier level of each of the Club
Sports. After the tier level for a club has been determined, the CSEB will then allocate money to
the club based on their budget in the application process.

Composition

The CSEB shall be comprised of seven total members (one chair and six voting members). The
board will be advised by the Sr. Coordinator of Competitive Sports, who will not have any voting rights.

Board Appointments

All appointments will be made at the beginning of the spring semester.

  • The Club Sports Council will make nominations for one club member from each level of
    the Club Sports tier system, for a total of four representatives.
  • One ASMSU Senator
  • Two non-Club Sport students will be appointed by the ASMSU President or ASMSU
    Senators.
  • The board will have one Chairperson, who is a non-voting member, unless a tie-breaker isnecessary. Chairperson will be appointed by the Club Sports Council by nomination.

Voting

Four voting members will represent a quorum and must be present in order to make funding
decisions and tier level placements. The CSEB Chair will serve as a tie-breaker if necessary. 

Conflict of Interest

If a member of the CSEB has a conflict of interest (i.e. they are a member of the club that’s being
voted on/discussed), they must reveal this to the board and are to abstain from voting and
partaking in deliberations about decisions regarding the club. 

Responsibilities of Executive Board

The CSEB will allocate a portion of the student organization fee to registered Club Sports, based
on the established tier categories. The CSEB will review the funding applications from eligible
registered Club Sports and select the organizations that will receive funding using the criteria
stated within the Club Sports Funding Policies. A CSEB assistant or other designee will provide a
write-up review explaining the reasons for funding or not funding an organization. The CSEB shall
exercise its discretion to select programs and activities which it believes will provide enrichment
of the academic experience of university students and best serve the interests of students within
the Club Sports program and at Montana State University. 

Training/Orientation

All CSFE members will go through training, hosted by the Sr. Coordinator of Competitive Sports.

Governing Policies

The Club Sport funding policies will be in place to guide application review. Current student
organization prohibited and permitted uses for funds (stated within these funding policies) will
still apply, however, additional policies will be implemented based on the Club Sports Funding
model.

Budget & Allocations

The maximum allowable amount to be allocated to each Club Sport per academic year shall be
determined by the established tier system and availability of funds. Budget and available funds
will fluctuate based on student enrollment.


Club Sports will be INELIGIBLE to apply for Mass, Rolling or Matching Funding. Any money not
allocated directly to the Club Sports will be reserved for new Club Sports that may form during
the academic year outside the regular spring allocation timeline. It may also be used for clubs
who qualify for post season travel and to hire and pay athletic trainers for home events. Any
money leftover will be returned to the Club Sport Reserve Fund and rolled into the next fiscal
year. 

 

Applications

All clubs must submit their application for funding by the Spring deadline to be eligible to receive
funding. Applications turned in after the deadline will not be considered. Applications must be
completely filled out to be eligible to receive the maximum amount of funding for that tier. Club Sports will not be eligible to receive Rolling funding or Match funding from the Office of Student Engagement.

Application Process

  1. Submit Application - Fill out the application that can be found on the Campus Recreation Cats Connect page by the deadline.
  2. Application Review - The Club Sport Executive Board will meet to decide on funding
    allocations. Organizations will be notified within one week of the Funding Board meeting if their
    funding application was approved and the total amount awarded.
  3. Attend Fall Training - An officer from your club must attend an orientation
    hosted by the Coordinator of Club Sports or Office of Student Engagement at the beginning of the
    semester to learn the process for spending your allocated money. 

Criteria for Funding

  • To be eligible for funding, the funding proposal and organization must meet the following criteria:
    The student organization must be currently registered with the Office of Student
    Engagement as a registered Club Sport with Campus Recreation, and in good
    standing (not on probation or revoked status).
  • The funding proposal must be SUBMITTED by the deadline set for general funding and
    SUBMITTED at least two weeks before the funding is needed for special circumstances
    funding (if there is funding available).
  • The potential Club Sport must choose on their application which tier they would like to be in for the
    upcoming year and they must have completed all requirements of their tier from the
    previous year. Detailed requirements and responsibilities can be found at
    montana.edu/clubsports.
  • The proposal is consistent with the purpose of the registered student organization, as
    defined in its application.
  • Events or participation in the program is open to all students of Montana State University.
    Program or service is implemented in compliance with federal and state laws and
    regulations, city ordinances and university policies.
  • Tier System Requirements. Clubs that are in a tier and do not meet the requirements of
    that tier during the academic year will be moved to a lower tier at the next funding
    application. Clubs may lose funding for lack of fulfilling their tier requirements. A current
    tier system requirement document can be found on the Club Sports website. Maximum
    funding amounts per club per tier are as follows:
    1. Varsity Tier - $4,000
    2. Second Tier - $2,500
    3. Third Tier – 1,250
    4. Fourth/Conditional Tier - $500 

Permitted and Prohibited Uses of Student Organization Fees

Permitted Uses. The Executive Board may fund:

  • Seed monies for fundraising activities for the registered student organization.
  • Travel (domestic only, excluding Canada) to conferences and competitions related to the
    registered student organization purposes.
  • Registration fees for activities, events or conferences.
  • Educational programs.
  • Support for organizational operations such as publicity, office supplies, and activities of
    the registered student organization.
  • Movies/films to be shown publicly or to advance the purpose of the registered student
    organization.
  • Speakers/lectures.
  • Other activities consistent with the mission of the registered student organization.

Prohibited Uses. The Funding Board will NOT fund:

  • Purchase of alcohol or tobacco.
  • Philanthropic donations, charitable contributions or gifts of any type.
  • State and Federal Income taxes.
  • Any organization that does not have open enrollment and does not comply with the antidiscrimination section of the RSO Policies, found HERE.
  • Any item or activity deemed excessive, not justified, and/or in conflict with the mission of
    the registered student organization.
  • Social functions that are not related to a program or educational event.
  • Payment to members of the organization for any purpose.
  • Funding Board will not accept funding application requests for programs/events/activities that have already occurred. No retroactive funding.
  • Items already purchased before funding is approved.
  • Scholarships.
  • Bank account fees (initial deposits, overdraft, monthly fees, etc.).
  • Coach stipends, travel expenses (i.e. hotel rooms, rental cars), etc.
  • Individual gear that stays with the club member and not the club’s property.

Food Policy

Student Organizations may not spend more than $100 in club funding on food and beverages at general
club meetings for the entire academic year. Special events, programs, etc., is excluded from this cap in
spending. 

Procedures for use of Student Organization Fee funds

Club Sports that are allocated funds must work with Campus Recreation to spend their funds.
Clubs may access the funds as outlined below:

  • Club Sports MUST attend a spending orientation BEFORE they are allowed to spend any of their
    allocated money.
  • Funds will not be dispersed in advance and will be used only for direct payment of pre-approved
    expenses and/or  pre-approved reimbursements for items in the approved budget. All reimbursement will be made payable to the registered student organization, not to individual club members or advisors. A
    student organization MUST have a bank account in place prior to submitting any receipts for
    reimbursement.
  • Receipts for reimbursement are due no more than 30 days after the event/activity has occurred.
  • The registered student organization is solely responsible for all expenses that exceed the amount of the allocation awarded to the organization. 

Compliance

Failure to follow these processes and timelines may result in loss of future funding:

  • Turning in reimbursement receipts within 30 days
  • Turning in P-Card purchase receipts within 24 hours
  • Turning in Costco forms within 24 hours
  • Turning in travel forms within 5 business days
  • Not complying to the requirements of your appointed tier


If your student organization does not follow the above, you will receive a written warning first. If any of
the above rules are broken a second time, the CSEB and/or RSF has the right to revoke eligibility of club
funding for one academic year.


Campus Recreation and/or Club Sport Executive Board may suspend or revoke the funding
allocation before distribution if the registered student organization has engaged in activities that violate
state and/or federal laws or the policies of the university. The funding will be discontinued as of the date
of suspension/revocation and no expenses incurred after that date will be paid.


If it is reported that any clubs, club leaders, members or advisors are misusing organization funds, Campus Rec
will report to the MSU Dean of Students Office for further investigation. All individuals involved may
face disciplinary measures through the MSU Student Code of Conduct and if applicable, state and local
laws will apply. The student organization may also face suspension or probation as a registered student
organization.


Clubs who have funding, but are in a probation or suspension status with the university will not have
access to their allocated funds until probation/suspension is lifted. If not lifted by the end of the current
fiscal year, that student organization’s money will be forfeited.

Denial of Funding

  1. In the event a club disagrees with the Club Sport’s Executive Board decision to not fund a club or not
    fund to the level expected, clubs are able to appeal this decision. The appeal process shall be as follows:
  2. Meet with the Coordinator of Club Sports to discuss and make a formal written appeal. MUST be made within ONE WEEK of being notified of denial of funding. 
  3. Written appeal will be brought to the Director of Campus Recreation and the AVP of Student Wellnes for a hearing and voted on. Any decision that comes from the appeal group will be held as final. 

Suspension or Revocation of Funding

The organization may appeal a decision to suspend or revoke a student organization’s funding. The
appeal process shall be as follows:

  1. The registered student organization shall meet with the Sr. Coordinator of Competitive Sports within one week of the notice of suspension or revocation.
  2. After the meeting, the Sr. Coordinator of Competitive Sports, in consultation with the Chair of Executive Board, will determine what, if any, actions can be taken for the student organization to regain eligibility for
    access to the funding allocation. If the registered student organization fails to correct or is incapable
    of correcting the violation of policy, the student organization will not receive any funding and will not
    be eligible to seek funding for the organization for one academic year.

Policy Review

These policies will be reviewed each spring and voted on by the Club Sports Executive Board.