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, healthy financial standing, and adhering to all deadlines. Executives should be in constant communication with the Club Sports Staff.

Each team must submit a Facilities Request Form by the communicated due date from the Club Sports Office. This is to let the CSO know when and where you would prefer to practice. Practice slots are assigned by the CSO and are shared with other sports teams. All requests are subject to change and are not guaranteed. Please see the forms listed on the Requirements tab. 

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, 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.  The CSO strongly encourages use of Lucid whenever possible as Lucid offers 24/7 support toward hotel reservations. 

For all non-Lucid hotel bookings a meeting must be scheduled between club executives and the CSO. If accommodations are booked outside of Lucid Travel, it is the executive board’s responsibility to call the hotel at least 72 hours in advance to check for a Credit Card Authorization Form. Please ensure that your team is compliant with your sport’s governing body’s policy surrounding hotel bookings.

Vans – University Vans are available and free to use for all Club Sports teams. In order to reserve them, please use this Van Reservation request form (for game days, and out of state travel), or this Van Reservation request form (for Practice days ONLY). You must have a certified van driver for every 12 people who will be traveling. The primary contact person regarding University vans is Matt Ells. To view the live van schedule click here. 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 schedule a meeting the Club Sports Office to discuss a travel itinerary and assist in the purchasing of flights for the trip. Lucid travel now offers group flight rates and the CSO highly suggests utilizing this resource. In order for the CSO to make these purchases, we must have the event on file in DSE as well as a travel roster 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 or as soon as possible.

For the 24-25 school year, van reservations will continue to be completed through QReserve. Any van
certified club sports member will be able to go into QReserve and reserve university vans on behalf of
their team
• QReserve Link
When reserving a university van, all club sport participants agree to the rules below:
• Vans may only be used in the northeast region of the United States
o Vans may be used from the approved states listed in QReserve
▪ States Authorized: MA, ME, NH, VT, RI, CT, NY, PA, DE, MD
• When making a van reservation you must abide by these parameters:
o Van requests may not be submitted 30 days before the requested date
o Van requests must be made a minimum of 5 days before the requested date
o Van requests are not allowed to be changed 3 days prior to the requested date
• When removing a Van Reservation on QReserve, cancellations need to be submitted at least 72
hours prior to the reserved date or a late cancellation fee/unused van fee will be incurred
o You must contact the club sports office if you plan on canceling your van reservation 72
hours before your requested date
• No club sport can book more than 2 vans for a single event
• No credentialed van driver can book more than 1 van for a single event (if 2 vans are needed for
pick up at the same time, the club must have 2 different credentialed drivers make 2 individual
reservations)
Creating an Account on QReserve
1. Go onto the QReserve site: https://access.qreserve.com/northeastern?nocache=1
2. Click on existing membership
3. If needed, select sign in with partner (seen under log in)
4. Search for Northeastern University vans (if prompted)
5. Log in using your Northeastern email and password
6. Click on Northeastern vans
7. Edit your profile on the right of the page (should be in red) where it asks for your NU ID
and enter that information
8. Wait for Rachael or Ari to approve you in the system
9. Select Reservation calendar in the top right-hand corner
10. Select create reservation and follow prompts
11. Rachael will follow up with approval status via email
Requirements to Become Van Certified
Each van must be driven by a person holding a Northeastern University Van Driver Certificate.
This requires:
1. Must be 21 years or older
2. A valid copy of your driver’s license (DL)
3. Copy of your driving record (from the state the DL is issued) with three years of clean
driving
4. Certificate of Completion for the “Online Van Certification” (see below for instructions)
5. Complete a driver certification course provided by the Club Sports office and
administered by Central Mass Safety Driving School.
a. Details for trainings are provided by the club sports office on a semesterly basis
6. Upload van certification documents into DSE
a. If you are not an approved van driver in DSE, you will not be allowed to book
vans through QReserve on your team’s behalf

Online Van Certification

In order to obtain a Northeastern University Van Driver Certificate, those looking to be certified
must follow the following steps:
• Go to https://learn.ue.org/S62XU789661/NEUDriverSafety
• First-time users should select the option to Register Now on the right side of the screen.
• Create a username and provide information for a user profile.
• 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
• Select the department and position that is most applicable to you
• Enter this institution registration code: 628-89661
• After clicking Register, you should receive an email with a temporary password
• Follow the link in the email to sign on.
• You will be prompted to enter a new password.
• 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:
• If you have any issues with the course please feel free to contact the 24hr help desk.
o Email: uehelpdesk@perceptis.com
o Chat: https://chat.perceptis.com/c/ue
After you have completed the test and passed it, print/save the certificate for submission into
DSE

Vehicle Inspection Checklist
Please download and fill out prior to leaving Campus, and keep it with you until the end of your
trip; Vehicle Inspection Checklist
Inform the Club Sport Office of any issues with the van within 24 hours (i.e. low gas, trash in
the van, items left behind)

AVIS Van Requests

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, and also send an email to Ari and Rachael to let them know you need an Avis car. The
cost of all rented vans will be charged to your team account.
The AVIS Van Request Form must be submitted a minimum of 14 days prior to the date
needed.

Auto Accidents

In the event an accident occurs the driver should do the following:
• Do not admit liability to anyone
• Call NUPD or the local police and file a police report. If filing an accident with the local
police department, driver should immediately call NUPD to file a Northeastern report
• Exchange vehicle information with the other driver – name, address, license number,
plate number, year, make, model of car, name of Insurance Company
• Submit a Motor Vehicle Accident Report immediately to Ari and Rachael so they can
send it over to Risk Services
• If anyone is injured, he/she should additionally file an Injury Report Form with Risk
Services
o Motor Vehicle Accident Reports and Injury Reports must be submitted within
24 hours of the incident
In the event your van breaks down the driver should do the following:
• Call Autoshop 617-373-4883 (leave a voicemail if they do not answer)
• Call NUPD
• Call or send Teams message to Ari & Rachael
o If you call and don’t get an answer, either send a Teams message or leave a
voicemail.

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 CSO — via email.

The Club Sports Handbook is the best individual resource for any questions relating to the functions of a Club Sport at Northeastern which can be found under the “Resources” tab.

Any and all finances should be handled through the Club Sports Office. Student Activities Business Office (SABO), located in 433 Curry Student Center is also a resource that can be used for more information about your account. This is where all funds are deposited for any Club. Each team is assigned a unique Index Number. All purchases will need to be cleared through the Club Sports Office. Any purchase over $5,000 requires a purchase order which will need to be created by the CSO.

Our office provides all official Club Sports 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 needed for the October 15th deadline including 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 allocation if they qualify for nationals as recognized by their governing body.

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. Storage space is extremely limited and is not guaranteed.

 All Part-time coaches must submit their own hours on their Workday account after they are officially hired by Club Sports and will be paid biweekly if they submit their timesheets. 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. Clubs are also responsible for paying fringe benefits for any hourly paid coach.