Facility Usage Guidelines
The following rules and regulations governing the use of all Recreational Sports facilities have been created to provide equal opportunity and protect the rights of each participant. Staff are employed to interpret and enforce the usage guidelines, as well as posted room regulations. As a member of the university community, you have a responsibility to understand and abide by these guidelines and other rulings.
Membership ID Cards
Sport Club members and coaches must have the appropriate credentials (ID card or the RecSports QR Code) with them when using University facilities. Sport Club members and coaches must provide their ID to staff upon request. ID cards are non-transferable and are for the exclusive use of the person named on the card. Cards will be confiscated if presented by anyone other than the rightful owner.
Guests
Standard RecSports Guest & Spectator Policy
Guests of current students or members must purchase a guest pass and present a state issued photo ID or passport to use the facilities. Non-UT Student Minors are not permitted as guests to recurring practices. Minors may be permitted at events, if approved by Recreational Sports and/or Youth Protection Program.
Spectators must sign in with a government issued photo ID to watch scheduled events. Spectators may not observe informal recreation activities.
Sport Club Guest Policy for Recurring Events (Practices)
Guests of a sport club practice or recurring event must be given approval by the Sport Club Staff at least 72 hours in advance. Guests will be issued an electronic guest pass where they must enter the facility with a sponsor (a sport club member) along with a photo ID. Guest access is limited to four (4) practices where guests are permitted per sport club per semester. If your club intends to invite more than 5 guests, the club must request to change their practice into an event (e.g., scrimmage). As stated above, minors are not permitted at recurring practices.
To request a Guest Pass, please submit the information via Guest Pass Request.
Sport Club Guest Policy for Special Events
All special events hosted by sport clubs will include guests in the form of visiting participants and spectators. At times, events are hosted concurrently and Recreational Sports must maintain access to our facilities. To ensure successful guest entry, the club hosting the event must communicate with Sport Club Staff that all visiting guests have been sent a Special Event Pass created by the club. Here is an example of an Special Event Entry Pass. Failure to create and disseminate this pass may result in guests being denied access upon entry.
Minors at Events
If a club is interested in having minors at an event, paperwork must be submitted well in advance to Youth Protection Program (YPP). This event must be approved with Recreational Sports prior to submission to YPP. Each member attending or working the event with minors is required to take YPP training. Once the paperwork has been submitted, please notify your advisor of when the event has been approved by YPP. YPP will audit each event, and the club is responsible for meeting all expectations listed here. The club will be required to submit a roster of attendees as well as their custodians on-site.
Sport Clubs are not permitted to host events with unaccompanied minors. An adult who is at least 21 years of age, who is not affiliated with the club must take custodial responsibility of the minors and must be present at all times. Each minor will need to complete a Release & Indemnification Agreement with a Media Release prior to the event. In order to track the attendees, the club is responsible for submitting a list of all minors attending.
If the guardian/parent does not complete the form prior to the event, we will allow clubs to print the Release & Indemnification Agreement and Media Release as a back up.
Summary of Requirements:
Complete the YPP Student Organization Training on UT Learn prior to the event start date. All people affiliated with the club who will be in attendance must complete the training.
Distribution custodial responsibility disclaimer language to the parents/guardians of all minors who will be attending.
Submit the to YPP at least one week prior to the event
Submit the and the total number of minors served to YPP at the conclusion of the event
All documents are attached and located on the Students page of the YPP Website.
Conduct
Use of University facilities is a privilege, and participants are expected to be good citizens and respect the rights of others. Individuals who engage in unacceptable or irresponsible behavior may have their access to facilities revoked or modified indefinitely and/or be subject to further University disciplinary action. Events may be delayed until the problem is corrected or may be cancelled if the situation is not addressed.
Misuse of Facilities and Equipment
Misuse of equipment and facilities (including not using reserved space, neglect in following facility-use procedures, leaving debris or equipment in a facility, etc.) as well as inappropriate conduct and actions while participating in any Sport Club related activity, will jeopardize the club's continued status as a member of the Sport Club Association. Facility spaces should be used for their intended use, and any non-approved organized activity is prohibited. Any club using a facility is obligated to clean up after the activity is completed.
Other Facility Policies
Below are other facility policies you should be aware of when planning an event and communicating with guests:
Food and drink are permitted in designated areas only. Glass containers are prohibited at all facilities.
Alcoholic beverages, tobacco products, and illegal drugs are prohibited at all Sport Club Events (on or off campus).
The use of bikes, skateboards and other personal transportation devices, other than those used for mobility impairments, are prohibited inside Recreational Sports facilities.
Pets, other than service animals, are prohibited.
Coaching, instruction, and organized activities other than those approved by Recreational Sports are prohibited. For example, your organization may not use space in RecSports Facilities without approval.
Facility Closures
Facilities may be closed and/or reservations canceled when warranted (i.e., special events, maintenance projects, inclement weather). To see facility closure updates, please visit our website under Weather Alerts.
Storage at Wright-Whitaker Field Complex
Checking Out Keys
Each Sports Club will have access to their Storage Closets by checking out keys at the Equipment Desk. Keys can only be checked out 15 minutes before reservations. If the club needs access to their closet outside of their reservation times, they must contact the Sport Club Office 24 hours in-advance. The club is responsible for returning the key to the Equipment Desk within 15 minutes after the end of their reservation. Please submit a WWF Key Access Request form to provide permission to people to check out the keys. Clubs are limited in the amount of people who can check out kets.
Breaking a Key
For Sport Clubs utilizing a closet, be careful when using the keys. If the Sport Club happens to break the key during use, the Sport Club will be responsible for paying the replacement cost set by the University Facility Management Department. The club needs to bring both parts of the key to the Sport Club Office in order for it to be considered broken, instead of lost.
Losing a Key
If a Sport Club loses their key, the Sport Club will be charged for the replacement cost. The first lost key will result in a $100 charge to the club. Any additional lost keys will result in additional charges or loss of access to their space. Please come up with a procedure for oversight of the key during practices.