Where to Find Stuff

Paperwork Overview

ACP Event Submission

This form is used to submit records of club activities towards ACP requirements in the categories: Alumni Engagement, Community Service, Recruitment & Retention, Sport Activity, and Cross-Club Support. A club photo, screenshot, or attachment should be included in all submissions. An ACP Event Submission Form does not need to be submitted for Sport Activities if there is already an approved Travel Request or RecSports' facility reservation in place for the event.

Activity Schedule

Activity Schedule is an overview of all your Sport Club activities (competitions, volunteer/community service events, fundraising events, etc.). The schedule will help the Sport Club Staff assist each Sport Club and provide an overview of each Sport Club's year. An Activity Schedule is required to be submitted at the beginning of each Fall and Spring Semester.

Annual Budget

All Sport Clubs are expected to submit an estimated overview of their budget for the upcoming year. If the Sport Club office has concerns about the clubs financial stability, they will be required to submit a detailed annual budget to show how they will function fiscal responsible.

Annual Expenses (Ledger)

All Sport Clubs are expected to keep accurate records of their finances. At the end of each Spring, clubs are required to submit a ledger showing their expenses for each of the their accounts. Clubs have the option to submit out-of-pocket costs and/or anticipated changes to their budget for consideration towards their future allocation.

Authorized Rep Contact List

Sport Clubs are required to submit information for at least three RecSports Authorized Representatives. These designated reps are the only club members authorized to conduct business with the Sport Club Office. This will be submitted each semester, and as Authorized Representatives change (i.e., after elections). 

Coach Set-Up

This form is submitted annually over the summer for coaches. Both new and returning coaches should be submitted on the form. No coach can begin assisting the club until a background check has been completed and their contractual agreement has been signed (for paid IC coaches). The club will been given approval from the Sport Club office once the coach can begin services.

Council Application

The Sport Club Association Council is a vital part of the Sport Club Program. This form is used as an application for Sport Club members interested in joining the Sport Club Association Council.

Equipment Inventory

An equipment inventory form for each club is kept on file. The Authorized Representatives are expected to conduct a thorough, hands-on inventory and complete the inventory form at the end of each year. As equipment is purchased or disposed of, the club is responsible for editing their equipment inventory form to reflect such.

Online Store Product Request

To collect payments from non-UT students (entry fees, ticket sales, etc.), clubs must collect credit card payments via the RecSports Online Store. The Online Store is recommended over cash/check. To collect money for entry fees from an outside entity, please complete the Online Store Product Request. For more information on how to use the online store, review this page.

Practice Requests

This request is for regular, recurring practice/workout reservation(s) for the club during a semester. Once collected, the practice schedule will be reviewed by the Sport Club staff, with final approval by Facilities Staff. If you are trying to plan an event, please use the Special Event Request Form found below.  

Recruitment Event Interest

This form will be used as a sign-up sheet for recruitment opportunities within RecSports. For other recruitment events and student organization fairs on campus, contact the Student Organizations office. 

Returning Authorized Rep Handbook Review

At the beginning of each term, all returning Authorized Representatives will be required to complete a handbook review quiz about the Sport Club Association policies and procedures which includes changes that were made from the prior academic year.

Semester Report

An Authorized Representative must submit a Semester Report at the end of the Fall and Spring Semester for your club. Information collected will provide an overview of your club's activities throughout the semester and be used to produce data for the Sport Club Program. 

WWF Key Access Request Form

Please submit a Key Access Request form to provide permission for members to check out the key at WWF. We limit the form to 5 people.

Membership Packet

Each member and coach of a Sport Club must complete a Membership Packet. A membership packet must be submitted each academic year by each person.  This will also be a place for members to become verified drivers for trips by submitting their drivers license and car insurance. As a reminder, a  submitted membership packet does not equal an approved membership packet. Often, membership packets are returned to individuals for typos, bad file uploads, and missing information. Each membership must be approved by Sport Club Staff before appearing on a Sport Club roster. For more information, visit our Membership Eligibility & Responsibilities page. 

Purchase Request

Creating a Purchase Request is the first step in the process of making purchase for your Sport Club. The requests provide the Sport Club staff the information needed about your purchase in order to approve it.

Special Event Request

Submit a Special Event Request for any non-recurring event (games, matches, tournaments, etc.) in Recreational Sports facilities. As a reminder, this is just a request. The Sport Club staff will review the request, and let you know when an event is confirmed. 

Travel Request

A travel request must be submitted for each club every time a trip is located 25 miles outside of Austin or a trip lasting longer than 24 hours. The travel request collects information (location, lodging, travelers, drivers, etc.) about the trip. If you are unsure on if your trip is considered Sport Club travel, see our policy here. The request must be submitted 7 days in advance of departure. 

Transportation and Use of Weapons Agreement

This is part of your membership packet when you select Archery, Fencing, Trap & Skeet, and Wushu. Weapons prohibited include, but are not limited to, firearms (i.e., handguns, rifles, shotguns, facsimile firearms--including laser tag toys); illegal knives (i.e., foil, epee, and sabre swords); clubs (i.e., wooden swords, staffs, bows, and nunchakus); and armor-piercing ammunition.

Weapons Approval Form - Special Events

Approved sport-related weapons may be used during a sponsored club event on campus with a Weapons Approval Form. Weapons must be transported in an appropriate carrying case at all times on University property. Under the condition that all participants agree to abide by these regulations, permission to use weapons needed to participate in specific sport club activities has been requested from the Dean of Students. Please complete this form well in advance of any event. 

Deadline Order

ACP Form Deadlines

To review all ACP form deadlines, please review the Administrative Compliance Program page.

2026 Non-ACP Forms - Fall Term

All forms are due by 11:59pm on the date stated.

2027 Non-ACP Forms - Spring Term

All forms are due by 11:59pm on the date stated.

2027 Summer Term

*All form dates are subject to change.