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. Although we do not require specific positions within Authorized Representatives, we encourage having a president, treasurer, and safety officer trained.

Conducting Business as an Authorized Representative

There is a lot that goes into serving your Sport Club as an Authorized Representative with the University. 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 official University Travel Requests, submit purchase requests and track club finances.

• HornsLink: Promote your organization to the campus/public and submit forms.

• utrecsports.org: We provide links to learn more about your club, support Sport Clubs (Online Giving donations), and important internal links you can find in this UTSCA Handbook

• Wikis: You're here already. We have updated our University of Texas Sport Club Association policies, procedures, and resources in this online Handbook. We recommend using the search function to find the exact info you're searching for.

• Bookings: Schedule an advisor meeting, purchase appointment, pre- and post-travel meetings, and equipment/package pick-up all at this link.

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

Responsibilities and Requirements

Each club must elect, appoint, or designate at least three responsible student representatives to perform the following duties, including but not limited to:

Recreational Sports Requirements

1. Complete all the requirements in the 2024-2025Administrative Compliance Program. 

2. Create and uphold a positive reputation for the club with the University, Recreational Sports, and Sport Club Program.

3. Inform Club members of policies, procedures, expectations, emergency procedures, and other regulations that must be followed. Ensure that the club understands the Sport Club and University Standards of Conduct.

4. Maintain a strong relationship with Sport Club staff by scheduling and attending meetings with the Sport Club Staff to discuss club business, issues, and any upcoming special events.

5. Arrange facility reservations for club functions (practice, competitions, meetings, etc.) with the Sport Club Office.

6. Ensure all club financial obligations are met. Work with your financial officer(s) to create a budget and monitor club spending.

7. Maintain 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.

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

General Student Organization Requirements

1. Set goals and expectations each year and communicate these to members of the club.

2. Preside over club meetings and conduct club business. 

3. Monitor all club events, ensuring that all policies and procedures are followed.

4. Train future leaders of your club.

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

6. Register the club with Student Activities each year. 

7. Follow Common Student Organization Event Policies.
   
   

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 UTSCA policies and procedures are being followed, to assist clubs in implementing sound safety practices, and to manage club funds in accordance with University fiscal policy. The Senior Assistant Director approves all large purchaseing requests and administers contracts for facilities used by off-campus clubs.

Sport Club Program Assistants (PAs) and Supervisors (Sups) are assigned to maintain accurate information on club paperwork such as club records, schedules, and activities. Primarily working in the office, PAs assist club representatives with purchases, travel arrangements and other administrative duties. They provide clerical assistance to the program to include but not limited to answering of phones, walk-in customer service, typing, copying, database maintenance, etc. They are also responsible for the use of the UTSCA State of Texas Procurement Card and/or Sport Club Travel Cards. Sport Club PAs and Sups will monitor the financial records of assigned clubs, and audit reports of each team on a monthly basis in accordance with the Sport Club Handbook and Sport Club Staff.

UTSCA Council

The UTSCA Council is a student advisory group that assists the Sport Club Staff in administering the UTSCA program. The membership and duties are as follows:

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. An elected President of the UTSCA Council or his/her delegate will serve as chairperson for regular meetings. For appeals, the Judicial chair will serve as chairperson. 

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

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

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

7. Each member will be assigned a role within the council: President, Vice President, Treasurer, Secretary, and Judicial Chair.

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

Appointments

Any interested UTSCA member who wishes to serve the program should follow the selection and representation procedure below:

1. Complete a UTSCA Council Member Application in the Spring Semester by the deadline for the following academic year.

2. Applicants will schedule a phone or in-person interview with current council members or Sport Club Staff.

3. Participate in the designation of one student for appointment to the Recreational Sports Committee for a one-year term (typically UTSCA Council President).

4. If a position is appointed by Sport Club Staff, serve the club for up to two consecutive academic years.

   1. After the end of the two year term, the club will not be eligible for the council for one year.

5. A single Sport Club may be represented in separate two-year terms, not to be repeated.

6. If the UTSCA does not receive enough applications to fill the council, random eligible Sport Club(s) will be selected to appoint a member.

Duties

1. Attend scheduled meetings each month for two hours on average.

2. Make recommendations on student organizations that have completed the Prospective Organization application process for UTSCA membership.

3. Serve as an appeal board and rule on Club appeals regarding decisions made by the Sport Club Staff.

4. Assist the Sport Club Staff in formulating Sport Club program policies.

5. Provide guidance and assist in internal conflicts within a sport club.

6. Create and promote training sessions and events for the UTSCA.

7. Accept responsibilities as assigned by the Sport Club Office.