Discipline Process

As students of University of Texas at Austin, club members have an obligation to conduct themselves and their organization in a manner compatible with the University’s philosophy and function as an educational institution. Inappropriate conduct or actions while participating in Sport Club related activity, will jeopardize the club’s continued status as a recognized active Sport Club.

Each club within the Sport Club Association is student run and under the administration and guidance of Sport Club staff. Sport Club Staff and the Sport Club Association Council have the ability to add any additional punishment to a sport club disciplinary sanction as they see fit.  Every club member, authorized representative, and coach is responsible for the knowledge of and adherence to the policies set forth by this Handbook. 

If Sport Club staff determine an infraction(s) has/have occurred:

1. The Sport Club staff will notify the club through a written notification via email that: (1) Sport Club staff is aware an infraction has occurred, or (2) if an investigation is required due to possible infractions of the sport club.

   1. If the infraction requires an investigation, Sport Clubs staff will schedule a meeting with the club to discuss the infraction. During the meeting, the club will have an opportunity to present their side.

   2. After the meeting occurs, the Sport Club Staff will determine one of two course of actions:

      1. If the Sport Clubs Staff determines there was no violation of Institutional Rules, the Sport Club Staff will determine the appropriate sanctions against the sport club. Staff will email the club notifying them of the decisions made by the Sport Clubs Staff. 

      2. If the situation violates Institutional Rules, the Sport Club Staff will report the incident to the Office of the Dean of Students. The Office of the Dean of Students shall review the report and determine next steps. For more information on Student Conduct's process, please review their website. The Office of the Dean of Students will communicate with the club next steps. Recreational Sports may suspend the club's activities during the Student Conduct process. In addition to the aforementioned repercussions, the Sport Club Association Council and Sport Club staff may take additional action according to the nature of the violation.

Administrative Non-Compliance 

Any club that is non-compliant with the Sport Club Association policies or the Administrative Compliance Program will be subject to disciplinary action. A club is not administratively compliant if they have failed to do ANY of the following:

Minor Offenses

• Failure to attend a required meeting, including, but not limited to: Authorized Representative Monthly Meeting, Authorized Representative Orientation, Advisor Meeting, etc.

• Failure to complete required paperwork

• Failure to produce an accurate receipt for a purchase 

• Failure to remove sales tax or state occupancy prior to completing a purchase

• Failure to clean up fields/facilities after events

• Use of a facility without prior approval

• Illegal participation in Intramural Sports

• Any other offense deemed minor

Major Offenses

• Fiscal Non-Compliance (e.g., using a PayPal or Venmo for the club)

• Committing to payment for goods/services without an approved purchase request

• Violating university policies

• Failure to report all travelers and drivers for a trip

• Travel without an approved travel request via Sport Club office

• Allowing ineligible individuals to participate in club activities (lack of membership packet, non-UT Students, or minors not approved for an event, etc.)

• Allowing non-verified driver to drive on a trip

• Repeated minor infractions of the same nature

• Not getting approval for logos and trademarks

• Any other offense deemed major

Behavioral Non-Compliance

Any behavioral violations by the club or individual of State Law, Federal Law, University Policy, or Sport Club Policy will result in a disciplinary hearing with either the Office of the Dean of Students or a combination of the Sport Club Association Council and Sport Club Staff. A disciplinary hearing will set disciplinary action forth under the appropriate guidelines. Depending on the severity of the violation, probation, suspension, or removal as well as a referral to Student Conduct and Academic Integrity may result immediately. Serious violations of this nature include, but are not limited to, misappropriation / mishandling of funds, failing to follow emergency procedures, destruction / theft of property and conduct which negatively reflects upon the Sport Club Association.

Examples of Behavioral Non-Compliance:

• Breaking the law

• Hazing

• Violating Institutional Rules

• Major problems with regard to conduct while representing UT (e.g., having alcohol at a club event, misconduct at tournament, etc.)

• Any irresponsible acts by any club member, coach, fan, or spectator at any event or practice

• Misuse or abuse of facility and/or equipment

• The Sport Club and/or coach may receive disciplinary actions if coach overstep their authority - the coach may be asked to refrain from their duties

• Any other offense deemed behavioral non-compliance

Disciplinary Sanctions

Should a club commit an infraction; the following measure(s) may be taken:

Initial Suspension 

Initial Suspension is meant as a temporary status while the appropriate personnel review the situation. Clubs on initial suspension will lose access to their accounts and all practice and competition/event privileges until the issue which caused the suspension is resolved.

Any incident of administrative or behavioral non-compliance may result in initial suspension until the issue is corrected. Upon conclusion of the investigation of the incident that caused the initial suspension, a club may be subject to one of the following: Probation, Partial Suspension, Full Suspension or Removal.

Warning

Any club that commits their first minor administrative non-compliance infraction will be issued a Warning. 

Probation

Clubs may be placed on Probation due to repeated infractions or based on the severity of an infraction. Clubs will be able to function under their probationary status, but will receive additional consequences if deadlines are missed while on Probation. Any club on probation will receive additional sanctions and/or fines for each infraction while on probation. Multiple infractions while on probation may result in a partial or full suspension. Any violation while on probation may result in the the probationary period being extended. The summer session may not be considered an academic term for the purposes of probation.

Fine

Clubs may receive a fine due to an infraction. Fines may be used in association with Probation, Partial Suspension, or Full Suspension as a part of the disciplinary outcome. Repeated violations may result in additional fines in increasing amounts. The initial fine for minor Administrative Non-Compliance may be up to $100. Any fine will be assessed to the Allocation Account of the club. If the club does not have any allocation left, the fine will be applied their future allocation funding or taken from their Student Organization account.

Partial Suspension 

Clubs on partial suspension will not be permitted to participate in club related activities in the areas in which they are suspended. At the conclusion of the partial suspension period, the club will be placed on probation based upon the number of offenses and/or the type of offense. The full probationary term will be served by the club once the partial suspension ends.

Full Suspension 

Clubs on full suspension will lose access to their accounts, Recreational Sports facilities, and will no longer be eligible for allocation for the next year. At the conclusion of the full suspension period, the club will be placed on probation based upon the number of offenses and/or the type of offense.  The full probationary term will be served by the club once the full suspension ends.

Removal

Any club that is removed from the Sport Club Association will completely lose all funding and access to facilities and fields administered by Recreational Sports, and may be referred to the Office of the Dean of Students for further investigation. If the club is not referred to the Office of the Dean of Students, the club will become a registered student organization under Student Organizations. Unused account funds may be returned to the Sport Club Association for redistribution to the remaining clubs through emergency funding.  Any club that has been removed will not be eligible for reinstatement for a period of at least two full academic years.

Appeal Process 

The appeal process exists to ensure that all disciplinary actions taken against Sport Club Association organizations are equitable. Separate appeals processes exist for Administrative and Behavioral Non-Compliance. With the concept of equity in mind, be advised that appeal of a disciplinary decision that seems extreme to the club could result in an even stiffer penalty being levied by the person/council/committee who hears the appeal.

Administrative Non-Compliance

The following process is to be followed when the Sport Club Association Council is on campus between September and April. Should there be a need for an appeal when the Sport Club Association Council is not available, a member of the Sport Club Association Council and either an appointed Authorized Representative or Sport Club student staff member will review the appeal. 

1. The club will be notified of their opportunity to appeal

2. An Authorized Representative of the club must send a written appeal to utrs.sportclubs@austin.utexas.edu explaining the basis for their appeal and how the club would prevent similar issues from occurring in the future.

3. The Sport Club Association Council may decide to rule on the appeal or to hold a hearing. 

4. If a hearing is held:

   1. The Sport Club Association Council will state the infraction

   2. The club will be asked to explain their appeal:

      1. Why they are appealing

      2. How they will prevent similar issues in the future

      3. An appropriate alternative consequence for the situation

   3. Sport Club staff can present their information

   4. The Sport Club Association Council may ask qualifying questions to the club or Sport Club Staff

   5. The Sport Club Association Council will rule on the appeal, which may result in upholding, rejecting, or modifying the sanction that was given by the Sport Club Staff. Sport Clubs Staff do not have a vote in determining the outcome of the appeal.

   6. A decision on the appeal will be shared via email with the club and Sport Club staff

5. If no hearing is held, the Sport Club Association Council will review the written appeal and rule on the it. The Council will inform the club and Sport Club staff of their decision. Sport Clubs Staff do not have a vote in determining the outcome of the appeal.

6. Clubs can make a final appeal to the Director of Programs. Information on how to make a final appeal will be provided in the email with the results of the initial appeal. The Director of Programs will rule on the appeal and may uphold, reject, or modify the decision made by the Sport Club Association Council. The Director of Programs may ask to meet with the club prior to ruling on the appeal. 

Behavioral Non-Compliance

1. The club will be notified of their opportunity to appeal.

2. An Authorized Representative of the club must send a written appeal to the Director of Programs explaining the basis for their appeal and how the club would prevent similar issues from occurring in the future.

3. The Director of Programs may decide to rule on the appeal or hold a hearing along with the Executive Director of Recreational Sports

4. The decision of the Director of Programs/Executive Director of Recreational Sports is final. They may uphold, reject, or modify the decision made by Sport Club Staff.