Where to Find Stuff

UTSCA HornsLink Forms	UTSCA Non-Hornslink Forms	RecSports Internal Services	Other Links
ACP Event Submission Form Activity Schedule Annual Expenses Authorized Rep Contact Info Coach/Instructor Set-Up Council Member Application Equipment Inventory Form Facility Request Form - Practice Request Guest Pass Request Non-RecSports Facility Information Online Store Product Request Recruitment Event Participation Interest Returning Authorized Rep Handbook Review Semester Report Service Provider Set-Up WWF Storage Access Request Practice & Event Attendance Log Purchase Requests Attendance Log - Uploaded Form Transportation and Use of Weapons Agreement - Recreational Sports Facility Special Events	Hotel Occupancy Tax Exemption Certificate Invoice Template Word Doc Minor Release Form Media Release Form for Minors Office of the Registrar Certification Request Form Texas Sales and Use Tax Exemption Certification	Travel Requests Purchase Requests Club Rosters Account Views Special Event Facility Requests Membership Packets Interest Form Responses	Donor/ Donation Link RecSports Store UT EID Creation page (for new coaches/instructors to create an EID or check if they have an EID) EHS (Health) Food Distribution Form - Submit this form at least 7 days in advance of your event, if serving hot/prepared food PTS (Parking) Special Event Form - Submit this form at least 14 days in advance of your event, if attempting to provide/pay for parking for your visitors Independent Contractor Document Online Box Upload RecSports Photography Request- request RecSports Photographer to take photos of your event Trademarks & Licensing Request - required for ALL new print jobs, even if re-printing an already-approved design SmugMug Photo/Video Drop- upload photos of your Sport Club Direct Deposit Authorization - if a vendor would like to be paid via direct deposit, please contact the Sport Club Office to set this up. Payee Information Form - if you need a new vendor that needs to use a PIF instead of a W-9, please contact the Sport Club Office to set this up. Transportation and Use of Weapons Agreement - Other University Facility Special Events

Paperwork Overview

ACP Event Submission Form

This form is used to submit records of club activities towards ACP requirements in the categories: Alumni Engagement, Community Service, Recruitment & Retention, Sport Activity, and Cross-Club Support. A club photo, screenshot, or attachment should be included in all submissions. An ACP Event Submission Form does not need to be submitted for Sport Activities if there is already an approved Travel Request or RecSports facility reservation in place for the event.

Activity Schedule

Activity Schedule is an overview of all your Sport Club activities (competitions, volunteer/community service events, fundraising events, etc.). The schedule will help the Sport Club Staff assist each Sport Club and provide an overview of each Sport Club's year. An Activity Schedule is required to be submitted at the beginning of each Fall and Spring Semester.

Annual Expenses

All Sport Clubs are expected to keep accurate records of their finances. At the end of each Spring, clubs are required to submit spreadsheets showing their expenses for each of the three accounts: Allocation, Student Org, and Donation. This information is used to help with reconciling accounts each year.

Athletic Training Request - Do we want something different?

Any Sport Club requesting that their event to be covered by an Athletic Trainer must email the Sport Club Office. Sport Club staff will submit all the information to Ascension Seton to find coverage. If not submitted by the initial deadlines set forth by the Sport Club Office, the club is not guaranteed coverage. To find out more information (including pricing, policies, etc.), review our Athletic Training page.

Authorized Rep Contact List

Sport Clubs are required to submit information for at least three RecSports Authorized Representatives. These designated reps are the only club members authorized to conduct business with the Sport Club Office. This will be submitted each year, and as Authorized Representatives change (i.e., after elections).

Coach/Instructor Set-Up

This form is submitted annually over the summer for coaches and instructors. Both new and returning coaches and instructors should be submitted on the form. If a new coach or instructor position is created during the year, the form should also be completed. No coach or instructor can begin assisting the club until a background check has been completed and the club has been given approval from the Sport Club office.

Council Application

The University of Texas Sport Club Council is a vital part of the Sport Club Program. This form is used as an application for Sport Club members interested in joining the UTSCA Council. Each applicant will be required to submit their information, respond to some short answers, and upload their resume.

Equipment Inventory Form

An equipment inventory form for each club is kept on file. The Authorized Representatives are expected to conduct a thorough, hands-on inventory and complete the inventory form at the end of each year. As equipment is purchased or disposed of, the club is responsible for editing their equipment inventory form to reflect such. The Sport Club staff will monitor the equipment inventory list. Any unsafe equipment should be reported (returned, if possible) to the Sport Club office immediately. Once complete, please remember to upload it to the UTSCA Equipment Inventory Form on HornsLink.

Facility Request Form - Practice Requests

This request is for regular, recurring practice/workout reservation(s) for the club during a semester. This is just a request and does not guarantee the club the space. Once collected, the practice schedule will be reviewed by the Sport Club staff, with final approval by Facilities Staff. If you are trying to plan an event, please use the Special Event Request Form found below.

Non-RecSports Facility Information

All Sport Clubs that practice in non-RecSports facilities must complete the Non-RecSports Facility Information form each semester. The form gathers information about the facility for the Sport Club staff.

Online Store Product Request

To make payment for your club dues, fundraising, and entry fees, all clubs have the ability to collect money automatically from UT affiliated people via the RecSports Online Store. Each member can pay their fees via this method, and it is recommended over cash/check. To collect money for entry fees from an outside entity, please complete the UTSCA Online Store Product Request. For more information on how to use the online store, review this page.

Recruitment Event Participation Interest

This form will be used as a sign-up sheet for recruitment opportunities within RecSports. For other recruitment events on campus, contact the Student Activities office.

Returning Authorized Rep Handbook Review

At the beginning of each term, all returning Authorized Representatives will be required to complete a handbook review quiz about the UTSCA policies and procedures which includes changes that were made from the prior academic year.

Semester Report

An Authorized Representative must submit a Semester Report at the end of the Fall and Spring Semester for your club. Information collected will provide an overview of your club's activities throughout the semester and be used to produce data for the Sport Club Program.

Service Provider Set-Up

Paying for services is much different than paying for goods. Sport Clubs must be pre-approved to pay an individual and/or entity for services such as coaching/instruction/choreography, officiating/judging/refereeing, photography/videography, facility and/or equipment rental, and many more. To get that set up, submit this form. The information provided will be used to start the background check process for coaches/instructors OR the payee info system upload for other vendors. Please be sure to verify UT EID if applicable. If the person has multiple EIDs, have them verify which one has their SSN attached. Submitting the wrong UT EID will delay the process and may add an additional cost to the club.

WWF Storage Access Request Form

Please submit an access request form to provide permission for members to check out the key at WWF. We limit the form to 5 people. If you would like to add more, please email sportclubs@austin.utexas.edu with a reasoning to why you club is requesting additional people.

Membership Packet

Each member and coach of a Sport Club must complete a Membership Packet. A membership packet must be submitted each academic year by each person. This will also be a place for members to become verified drivers for trips by submitting their drivers license and car insurance. As a reminder, a submitted membership packet does not equal an approved membership packet. Often, membership packets are returned to individuals for typos, bad file uploads, and missing information. Each membership must be approved by Sport Club Staff before appearing on a Sport Club roster. For more information, visit our 2023-24Membership Eligibility & Responsibilities page.

Purchase Request

Creating a Purchase Request is the first step in the process of making purchase for your Sport Club. The requests provide the Sport Club staff the information needed about your purchase in order to approve it. It also helps keep track of expenses for the club. The Sport Club staff will be responsible for reviewing the requests, and reconciling them. We ask all clubs keep their own ledger as well.

Hosting a Special Event Request Form

Submit a Special Event Request for any non-recurring event (games, matches, tournaments, etc.) in Recreational Sports facilities. As a reminder, this is just a request. The Sport Club staff will review the request, and let you know when an event is confirmed.

Travel Request

A travel request must be submitted for each club every time a trip is located 25 miles outside of Austin. The travel request collects information (location, lodging, travelers, drivers, etc.) about the trip. If you are unsure on if your trip is considered Sport Club travel, see our policy here. The request must be submitted 7 days in advance of departure.

Transportation and Use of Weapons Agreement

This is part of your membership packet when you select Archery, Fencing, Trap & Skeet and Wushu. Weapons prohibited include, but are not limited to, firearms (i.e., handguns, rifles, shotguns, facsimile firearms--including laser tag toys); illegal knives (i.e., foil, epee, and sabre swords); clubs (i.e., wooden swords, staffs, bows, and nunchakus); and armor-piercing ammunition.

Transportation and Use of Weapons Agreement - Special Events

All weapons may be used only during a sponsored club event at the designated Recreational Sports activity area. This policy applies to anyone involved in a Recreational Sports sponsored event (students, faculty, staff, and visitors). Weapons must be transported in an appropriate carrying case at all times on University property. Under the condition that all participants agree to abide by these regulations, permission to use weapons needed to participate in specific sport club activities has been requested from the Dean of Students. Please complete this form well in advance of any event.

For events in Recreational Sports Activity Space: Use form on HornsLink.

For other events on campus use this form: https://deanofstudents.utexas.edu/sa/downloads/WeaponsApprovalForm.pdf.

Deadline Order

Timeline Guidelines

Form Title	Final Deadline	Notes on Form	Form Location
Purchase Request	Varies $1 to $4,499.99 72 hours prior to desired purchase appointment date $4,500 and up one month prior to desired purchase appointment date	Most purchase requests under $4,499.99 are approved or cancelled within 48 hours of submission.	Internal Services
Membership Packets for Travel Request	Submitted and approved 14 days prior to travel	If a member does not have an approved Membership Packet by this deadline, the person may be prohibited from trip.	Internal Services
Travel Request	7 days prior to date of departure	Everything on the form must be complete - including membership packets. The request for an excuse letter is on the Travel Request.	Internal Services
Service Provider Invoice	Coaches/Instructors: Monthly Each payment is due on the 5th for the prior month. Example: August Invoice for Service is due September 5th. Semesterly Last date of class Other Service Providers: Within 72 hours of service	The individual/entity must submit paperwork prior to service to guarantee payment. Payment will be made within 30 days of service or submission of paperwork (invoice/payee), whichever is later.	HornsLink
Registrar Certification Form	2 weeks before competition	Only needed for some competitions - check with your National Governing Body.	PDF Link

2024 Fall Term

All forms are due by 11:59pm on the date stated.

Form Title	Deadline	Form Location
Membership Packet (everyone)	Before Participation	RS Internal Services
WWF Access Key Request List	Before Term Begins	HornsLink
2024-2025 Returning Authorized Rep Handbook Review	8/27/2023	HornsLink
Fall 2024 Coach/Instructor (Service Provider Set-Up)	9/1/2023	HornsLink Note: If not submitted by 7/1/23, there may be a delay on when they can start with the club.
Fall 2024 Activity Schedule	9/4/2023	HornsLink
Spring 2025 Practice Request Form *If your club uses RS Facilities for practices	9/10/2023	HornsLink
Spring 2025 Non-RecSports Facility Information *If your club does not use RS Facilities for practices	9/10/2023	Hornslink
Spring 2025 Special Event Form	8 weeks prior to requested event date	RS Internal Services *Priority deadline is 9/10/23.
Spring 2025 Authorized Rep Contact Info	11/26/2023	HornsLink
Fall 2024 Semester Report	11/26/2023	HornsLink
Summer 2025 Practice Request	12/3/2023	HornsLink *Not included in ACP since majority of clubs are not active in the summer.
Summer 2025 Events Request	8 weeks prior to requested event date	RS Internal Services *Priority deadline is 12/3/23.

2024 Spring Term