Club Resources

Club Waivers

Where can I find an updated member waiver?


Current club waivers can be found here. These waivers are meant to be used for members.




Can I include a waiver on my RecHub event?


Current club waivers can be integrated into a RecHub event. Waiver should be formated the same as the paper waiver.





Incident Reporting

If an injury has occured, where can I find the incident reporting form?


An online incident report form can be found here. A paper incident report form can be printed from here or can be picked up in the Outdoor UW Office. Incident report forms should be available to anyone immediately when in the backcountry (keep in a first aid kit or bag!).




What is a near-miss?


An incident almost occurred that could have had significant impacts (Ex. Hikers throw rocks off cliff that could have hit climbers.)




What kinds of incidents should be reported?


All Incidents, accidents, near-misses, and behavioral incidences should be reported immediately​.




What is an incident?


An event occurred, but there was no harm (Ex. Hikers throw rocks off cliff that hit climbers. No one was hurt.)




What is an accident?


An event occurred, and there was harm (Ex. Hikers throw rocks off cliff that hit climbers. Someone was hurt.)




What is a behavioral incident?


A behavioral issue occurred (Ex. discrimination, verbal/ physical abuse, inappropriate sexual advances, illegal activities). All Hoofers sign a Behavioral Standards Agreement. See full Behavioral Standards Agreement.





Other FAQs

Where can I find my club documents (constitutions, policy, etc.)?


Club documents can be found on hoofers.org and are stored in club google shared drives. These require special permission to see. Permission can be granted to club leaders by a club president or advisor.




Where do I find more information about my club budget?


More specific purchasing questions and a club chart of accounts can be found under the "Financial" tab. Club budgets are updated monthly and sent to all club treasurers, presidents, and advisors. Any one of them can provide more information regarding a current club budget.




Does Hoofers have behavioral standards?


All Hoofers sign a Behavioral Standards Agreement. The standards explicitly prohibit members from:​

  • Discriminating in any form
  • Engaging in verbal or physical abuse
  • Making unwanted or inappropriate sexual advances
  • Participating in any illegal activity
See Behavioral Standard Agreement.





Leaders

I'm a new leader, what do I do?


Hoofer leaders are authorized special access to club spaces, RecHub, and purchasing. New leaders need to submit their information into the Leader Onboarding Form.




I'm a returning leader, what do I do?


Hoofer leaders are authorized special access to club spaces, RecHub, and purchasing. Returning leader permissions will expire. Each year, returning leaders need to submit their information into the Leader Onboarding Form.





Emergency Guides

Where can I find the Lakefront Emergency Action Plan?


This resource is designed to provide an outline for emergency situations at the lakefront. All Hoofer clubs using the lakefront for activities should be familiar with this plan. See Lakefront Emergency Action Plan.




Where can I find the Offsite Emergency Action Plan?


This resource is designed to provide an outline for emergency situations when offsite. All Hoofer clubs going offsite for programs should know and be familiar with this plan. See Offsite Emergency Action Plan.




Where can I get a Backcountry Emergency Guide card to keep as a resource?


This resource is designed to provide an outline for emergency situations in a wilderness setting. Get a physical copy from the Outdoor UW front desk or your advisor. All Hoofer trips to remote wilderness should carry this guide. See the Backcountry Emergency Guide card.





Club Gear

Do Hoofer Clubs take gear donations?


It depends. All gifts In-Kind (physical donations) must be voted on and accepted by Union Council. The Outdoor UW Director is responsible for tracking and acknowledging all In-Kind Donations. All In-Kind Donations must follow the University Gift in Kind Procedure.




Can my club sell our club gear?


All sales must be completed through SWAP. No private sales are allowed. Work with your advisor to list items to SWAP




Our club gear was damaged or stolen, what should we do?


If there is a loss or damage to inventory, there are strict guidelines and timelines for property claims. See more information.




Our club gear is old or out-of-date, can we still use it?


All equipment must be retired per industry and/or manufacturer recommendation per use, wear, and expiration All retired equipment must be taken out of use, made “inactivate” in Club Manager inventory, and disposed of. If the club chooses to give items away, it must be approved by club executive board. If equipment over $5000 is reused and upgraded. See policy.




Does my club need to track and inventory our club gear?


Club equipment inventory must be taken in mid-winter annually. Inventory should be reported annually to relevant club advisor by late March. It will be reported by advisor to risk management thereafter.




How should we track and inventory our club gear?


Club manager should be used to track and store club equipment inventory. Gear purchase dates, use, condition, cost, repairs, and expiration dates should be tracked in order to determine proper turnover.





Club Spaces

Where can my club have meetings?


Meetings can be held in any Wisconsin Union spaces by working with CESO to book a room. Most club meetings are held in the Mendota Lodge across from the Outdoor UW Office.




How can I reserve Mendota Lodge?


All Mendota Lodge reservations need to be booked through CESO. The Outdoor UW Director approves reservations for the Mendota Lodge. Standing meetings are typically managed by the Council VP-Admin.




What is the Galley?


The Galley is Outdoor UW's food prep and pack-out space. Galley information can be found here.




How do I get access to my club spaces?


Access is determined by Club Leaders. You can also fill out the Leader Onboarding Form to request access. Access is typically determined and granted by your position. For any inquiries about additional access, talk to your Club President and Advisor.




How do I reserve space for events?


Campus Events and Services (CESO) schedules and arranges all the room reservations for the club. A campus event planner is appointed to the Hoofer clubs for reservations. You can request reservations for rooms here.