Approval to Work

Sport Clubs are not required to have an IC/VOL coach, but may elect to utilize the services of a coach or instructor based on the needs of that organization. Each academic year, clubs are required to submit their coaches/instructors information for the upcoming academic year/semester. This info is collected to begin the process for onboarding the coaches/instructors that work with UT students. Each coach/instructor must authorize and pass a background check, submit a UTSCA Membership Packet, and be approved by Sport Club Staff prior to providing services for UT students. Any club found to be using the services of an IC/VOL prior to the completion of required paperwork may be sanctioned and/or lose the services of that individual. Sport Clubs may work with up to four (4) Coaches/Instructors at any given time each year. If an organization wishes to work with more than this limit, they should express this need to Recreational Sports for review and/or approval.

Finding Coaches/Instructors

Recreational Sports does not "hire" or designate any individuals to serve as a Sport Club Coach/Instructors. All coaches/instructors, whether paid or volunteer, are not considered employees of UT-Austin for any purpose. The club may design its own method of advertising and screening for the IC and/or VOL; the process should determine an IC/VOL’s qualifications for working with the club. This may also include interviews and reference checks. Any open Coach/Instructor posting should refer to this section of the UTSCA Handbook to ensure proper information is shared with the prospective individual(s). 

Coaches must be recommended by club members and must submit required paperwork each academic year in order to be approved by Recreational Sports to provide coaching/instruction services. Start and/or Continuation of IC/VOL status is not automatic. Any signed agreement between an individual and a Sport Club is null and void in regards to the individual's official status and relationship with UT Austin. Only agreements signed by the University's Business Contracts Office are considered official.

Onboarding a Coach/Instructor

If a club wishes to utilize the services of a coach/instructor, the club/coach must complete the following steps. IC/VOL’s will be on-boarded through September 15th in the Fall semester and February 15th of the Spring semester only. Sport Clubs must seek exemption from Recreational Sports to onboard individuals outside the above timeframes.

1. If the club has not had the specific coach/instructor position filled prior, submit a Coach/Instructor Services Description through Hornslink.
2. Submit Service Provider Set-Up through Hornslink
   1. Individual must obtain a UT EID (if they do not currently have one) before the club can submit this form.
      1. UT EIDs do not expire. If the person you wish to on-board has been affiliated with UT before, they should have one. Do not have them create another. It causes issues with the process.
      2. If creating a new UT EID, make sure they select "Get UT ID" on the side. 
   2. After the info is submitted, the Sport Club Staff will review info for accuracy. The Sport Club Staff must approve of all coaches/instructors before they start.
   3. Once vetted, the Sport Club Staff will submit the information to HR to initiate the background check process
   4. HR will start the process of a background check. Clubs are responsible for the cost of the background check which range in price from on average of $100.
3. The Coach/Instructor will receive an email about authorizing the background check. They must accept in order for the process to continue. The process of the background check can take several weeks. 
4. Once the background check is approved, we will need them to submit a Membership Packet.
5. If they are a paid Independent Contractor:
   1. Sport Club Staff will set up the individual to submit a University of Texas DocuSign Payee Information Form (PIF) and a copy of a current Drivers License.
      1. We encourage all coaches/instructors to set up Direct Deposit. Staff will also get them set up for UT DocuSign Electronic Funds Transfer. 
6. Complete any required compliance training as outlined by the Sport Club Staff.
7. If they are a new coach, they will need to get a RecSports ID Card. This card allows the coach access to RecSports facilities. The card DOES NOT make the coach automatically eligible for other RecSports programs. Further questions regarding the RecSports ID card should be directed to the Sport Club Staff.
   1. If they are able to stop by the Gregory Gym Offices during business hours, the staff can create one for them.
   2. If they are unable to to stop by during business hours, the club must submit a headshot to the Sport Club Staff. Once the ID is created, the staff will place the ID in the club's mailbox. An authorized representative will need to pick it up for them. 
   3. NOTE: Bellmont facility-based Sport Club coaches/instructors are unable to use a RecSports ID to access the facility. We will have to receive a UT ID. Please contact Sport Club staff to ensure your coach/instructor receives the proper ID.
8. All coaches (IC or VOL) must meet with the Sport Club Staff before starting.
   1. Attend the mandatory Coach and Instructor Orientation session OR
   2. Set up a meeting.

Upon completion of the steps listed above and final approval from Sport Club Staff, the IC/VOL will be able to begin providing services to the club.

Background Checks

Each academic year, Recreational Sports HR will request all coaches/instructors (new and returning) to authorize and complete a background check before given approval to (re)join the UTSCA. University affiliates, including contractors and volunteers, must report to their contact person (UTSCA Staff) in writing, within five business days, any criminal complaint, information, indictment, no contest plea, guilty plea, or criminal conviction (and whether the affiliate is registered as a sex offender or will be required to register as a sex offender), excluding misdemeanor offenses punishable only by fine. An affiliate who fails to provide required notification is subject to severing of the relationship with the University.

Compliance Requirements

All University contractors and volunteers must complete online trainings through the university, many due annually. Compliance trainings should be completed within 30 days of their official start date. Trainings must be renewed annually or once every two years. We advise to allow at least two hours to complete all the trainings. Required trainings include:

• Introduction to the Compliance & Ethics Program
• Sexual Misconduct Prevention
• Equal Employment Opportunity (EEO)
• Information Security Awareness 
• Title IX Basics (ANNUAL)

Orientation with Recreational Sports Staff

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.

• Fall 2022 Schedule:

  • TBD

Paying a Coach/Instructor

Each club must determine if the organization’s budget allows for a paid Independent Contractor or Volunteer. For more information on how to set up a coach/instructor for payment, see the Paying Service Providers page in the Financial Handbook Section. The policies outlined here relate to paying a coach/instructor.

• IC’s cannot be current UT System employees or currently enrolled students.
• IC's must be paid a minimum of $200. A purchase order will be set up for all IC Coach/Instructors up to $15,000. Any coaches paid more than $15,000 require additional paperwork, including but not limited to a Services Agreement, Exclusive Acquisition Justification form, and/or more.
• A VOL may move to a paid position (IC), but an individual previously paid by the club for the same services cannot move to a volunteer position.

Travel

Sport Clubs may endure travel-related costs for their coaches/instructors, even if they are unpaid volunteers. It is important to remember the following:

• Coaches/Instructors are NOT University students. Therefore, there are different purchasing rules for student orgs.
• Coaches that are employees of the University must have a Request for Travel Authorization (RTA) form on file prior to travel.
  • The Sport Club Directors will assist in completing this on behalf of the club once the travel request is submitted. Any trip that has coach or instructor that is an employee of the university requires additional time for approval. The RTA has to be accepted by the employee's department. Please submit the travel request a month in advance for these trips. We cannot make any purchases for the coaches/instructors until the RTA is accepted.
• Non-affiliated coaches, that have travel costs paid for, must have a Non-Employee Request for Travel Authorization (NE-RTA) form on file prior to travel.
  • The Sport Clubs Directors will assist in completing this on behalf of the club once the travel request is submitted.

Sport Clubs coaches/instructors may NOT conduct purchases for reimbursement later, except with prior approval from Sport Club Staff or in case of emergency.

Use of Recreational Sports Facilities

Once a coach/instructor is on-boarded with RecSports and the university, they will be given a membership to Recreational Sports Facilities. The use of the facilities is a privilege and can be revoked at any time. Coaches/instructors are not provided access to RecSports programs through this membership. Coaches/Instructors should primarily use the facilities to attend Sport Club practices related to their club. Coaches/Instructors are not permitted to train outside entities, or Sport Club members outside of their practice times. However, coaches/instructors are permitted to use the facility for personal workouts. 

Parking on Campus

Approved coaches/instructors, as Recreational Sports members, become eligible for the "E" Permit and/or Parking Perks via UT Parking and Transportation Services (PTS). RecSports is not permitted to pay for any individuals parking permit; the individual must cover this expense on their own by visiting a staffed garage. View more information at the PTS website linked above.

To obtain a campus parking permit, please visit Brazos Garage M-F during business hours (8a-11a, 1p-4p)

NOTE: Any valid UT permit is accepted at Wright Whitaker Sports Complex.

Ending Services

Regardless of the circumstances, it is imperative that sport clubs notify Recreational Sports once it is known that a coach/instructor will no longer work with the organization.

Club Wishes to End Services

• Discuss the situation with Sport Club Directors prior to communicating with the IC/VOL.
  • Notify the Sport Club Directors immediately via email once the decision has been made.
  • Set up a meeting with one or both of the Sport Club Directors to discuss the situation.
• Sport Club Directors will work with club officers to determine the most appropriate method to inform the IC/VOL that the club is ending all services provided by the IC/VOL.
  • Sport Club Directors will review the information provided, and assist in preparing the club in their communication.
• Sport Club Directors will complete any necessary paperwork to complete the process.
  • If the the coach/instructor is an IC, the club should be prepared to pay the IC for services rendered. This could be a reduced amount, or the complete amount discussed with the IC. ICs are not guaranteed payment for services not rendered. 

The Coach/Instructor Wishes to End Services

• Immediately notify the Sport Club Directors in writing if the IC/VOL has decided to stop providing services to the club.
• IC should immediately invoice the club for any outstanding services yet to be paid.
  • It is the club’s responsibility to ensure the IC provides this final invoice.
  • The club will submit the final invoice to the Sport Club Directors for payment.
  • Once payment is issued, all Recreational Sports memberships will be revoked.