This page provides an overview of the different meetings and events that your organization is expected to partake in.

Annual Meetings

Authorized Rep Orientation

All new Authorized Representatives must attend an Authorized Rep Orientation at the beginning of the term. If the club holds elections at the end of the Fall Semester, the Sport Club Office will schedule an orientation at the start of the Spring Semester for those new Authorized Reps. 

• Spring 2024 Schedule: 
  • Wednesday, January 17th from 5:00pm-7:00pm in the GRE Lounge (formerly the GRE Games Room)

Safety Education Program

In order to continue to create a safer UT Community, and in accordance with Texas Education Code, Section 51.9361, the Office of the Dean of Students provides the Safety Education Program for student organizations. Safety Education connects student organizations to risk management, prevention, and emergency resources. Registered and sponsored student organizations are required to complete Safety Education annually. All Sport Club primary contacts must complete the Safety Education Program.

For more information, please see the Office of Dean of Students Website. The DOS team allows orgs to check their completion status of the requirement here.

Coach/Instructor Orientation

Toward the end of every Spring semester and through the Summer Semester, clubs will be required to submit their coaches/instructors information for the upcoming academic year’s. This info is collected to begin the process for onboarding the coaches/instructors that work with UT students. Each coach/instructor must authorized and pass a background check, submit a UTSCA Membership Packet, and be approved by Sport Club Staff prior to providing services for UT students. 

Sport Club Staff will host a Coaches/Instructors Orientation approximately 1-2 weeks before the start of the Fall and Spring semesters. All first-time coaches/instructors (paid and/or volunteer) are required to attend. At this Orientation, certain paperwork may be completed and other important information will be shared.

If your new coach/instructor cannot attend, please contact Sport Club Staff to request an alternative meeting.

Recurring Meetings

Advisor Meeting

Authorized Reps should regularly meet with their advisor in the Sport Club office. To schedule a meeting, use your advisors' Bookings. Your organization may meet with both their RecSports-provided advisors, but we recommend you schedule that with your designated Primary Advisor. Those meetings are held in the Gregory Gym Administrative Offices or virtually on Teams. 

Authorized Representative Meetings

One Authorized Rep from each club is required to attend the UTSCA monthly meetings scheduled by the Sport Club Staff. The monthly meetings will cover a variety of topics and/or guest speakers. Topics may include, but are not limited to: finance, travel, risk management, mental health, culture, leadership development, and alumni relations.

• Spring 2024 Schedule:
  
  • Friday, February 9th from 12:00pm-1:00pm in GRE Lounge (formerly the GRE Games Room)
  • Friday, March 22nd from 12:00pm-1:00pm in GRE Lounge (formerly the GRE Games Room)
  • Friday, April 12th from 12:00pm-1:00pm in GRE Lounge (formerly the GRE Games Room) CANCELED

RecSports Recruiting Events

Rec@Nite

Typically, our Rec@Nite event is located at Gregory Gym during Summer Orientation. This is a tabling opportunity for Sport Clubs to market their teams to freshmen and transfer students attending orientation. The event is once a week during orientation sessions. Sport Clubs will register to attend the event via Recruitment Event sign up on HornsLink. Most clubs bring the following supplies:

• A banner
• A poster with information about the club
• Sport Club gear and equipment
  • Past trophies
• A sign up sheet - typically on the computer

RecSports Warm Up

Warm Up is a RecSports sponsored Longhorn Welcome signature event.. The event is similar to Rec@Nite, but available to all students. The event occurs the firs week of classes in the Fall. This event has the opportunity for Sport Clubs to request a demonstration. 

• Tuesday, August 22nd from 12pm-6pm

Party on the Plaza

Party on the Plaza is a longstanding welcome back to campus event. The event is another opportunity for Sport Clubs to advertise their team to the student body. The event occurs the second Wednesday of classes in the Fall. Typically, Sport Clubs will be joined in tabling efforts with over 300 other student organizations. The event takes place at Gregory Gym, and stretches the length of Speedway. The event is also a fundraiser for the Student Emergency Fund.

• Wednesday, August 30, 2023 from 11am-4pm