What is an Authorized Representative?

Authorized Representatives are Sport Club Officers who are trained by Recreational Sports. Sport Clubs are permitted to have as many officers that they see fit, but only Authorized Representatives have permission to initiate business with Recreational Sports.  Each club must have three Authorized Representatives at all times, and are allowed up to five.

Conducting Business as an Authorized Representative

For Recreational Sports purposes, we've created the following online resources to help you conduct business:

• RecSports Internal Services: Maintain your official University Roster, submit/track Travel Requests, submit purchase requests, track club finances, and submit forms.

• Wikis: You're here already. We have our policies, procedures, and resources in this online Handbook. We recommend using the “Ask Rovo” function to find the exact info you're searching for.

• Bookings: Schedule an advisor meeting, purchase appointment, travel card check out/check in appointment, Veo camera check out/check in appointment, and package pick-up all using this link.

• Microsoft Teams: Communicate with other Authorized Representatives and the Sport Club staff, as well as share files, have meetings, etc. 

Role of Sport Club Staff

The Director of Programs helps oversee the Sport Club Program by assisting in the appeal process. The Director of Programs has the authority to act with or in place of the Senior Assistant Director and/or Assistant Director at any time.

The Senior Assistant Director and Assistant Director serve primarily as advisors and resources for Sport Club leaders. It is the advisor’s responsibility to monitor and facilitate club activities, to ensure all University and Sport Club Association policies and procedures are being followed, assist clubs in implementing sound safety practices, and manage club funds in accordance with University fiscal policy.

Sport Club Student Staff assist club representatives with purchases, travel arrangements, communication in Teams channels, event coverage as needed, and other administrative duties.

Sport Club Association Council

The Sport Club Association Council is a student advisory group that assists the Sport Club Staff in administering the Sport Club program. Their primary duties consists of making recommendations on student organizations that have completed the Prospective Organization application process for Sport Club Association membership and serving as an appeal board to rule on club appeals regarding decisions made by the Sport Club Staff. Sport Club Association Council uses the guidelines below for Sponsorship considerations.

Membership

1. The Senior Assistant Director and/or Assistant Director, and five+ student members will serve on the Council.

2. The Senior Assistant Director and/or Assistant Director will be non-voting members of the Council, but may take part in discussion.

3. Any UT student who is an active member of a Sport Club may apply for a position on the Council.

4. Only one member of a particular Club may serve on the Council.

5. Appointments to the Council will be made after each applicant has submitted an application to the Sport Club Staff.

6. A majority of the voting Council constitutes a quorum and a majority of the quorum rules.

Sport Club Association Sponsorship Considerations & Requirements

Recreational Sports recognizes that sport-related student organizations may wish to seek sponsorship.

As one of the six program areas within Recreational Sports, the Sport Club Association is not designed to support the majority of UT registered student organizations. Achieving Sport Club status entails a high level of commitment from both Recreational Sports and the student organization. In addition to meeting a number of specific and judgment related criteria, a high confidence of future and sustained success must be predicted. 

Current member clubs of the Sport Club Association are also recognized by the University as officially sponsored student organizations. An “officially sponsored” group is a student organization whose purpose and activities are in accord with the mission of an academic or administrative unit, for whose actions and activities the sponsoring unit provides endorsement, support, supervision, and assumption of responsibility. Acceptance into the Sport Club Association is never guaranteed to any interested student organization.

Maintaining Active Membership

To continue sponsorship with Recreational Sports, the following general requirements must be met:

1. The club meet the requirements of the Administrative Compliance Program. 

2. Student interest in the club is demonstrated by a membership of either (1) an average of ten active members, or (2) the minimum number of members (over 10) needed to participate in the activity - whichever is greater.

3. The club's purpose and activity continues to be consistent with RecSports' purpose and philosophy.

4. University and RecSports' guidelines as outlined in this handbook and Student Organizations policies are followed.

5. Suitable facilities continue to be available for the club to meet and practice.

6. The Sport Club Office continues to have the necessary resources to supervise the club and its activities.

7. Ensure all club financial obligations are met. 

8. Maintained an accurate membership roster on Internal Services at the beginning of each semester, with updates as needed throughout the semester.

   1. Ensure that all club members who have their own personal medical insurance submit a copy of their insurance card to the Sport Club Office.

9. If able to compete, compete in league or national governing body events that lead to an intercollegiate championship

10. Meet all registered student organization requirements:

    1. Complete the mandatory Safety Education Training Program administered by the Office of the Dean of Students

    2. Register the club with Student Activities each year.