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.

Eligibility

Currently enrolled UT students and individuals with a current RecSports membership are eligible to access RecSports facilities. However, only enrolled UT students may participate in Sport Club practices.

Membership ID Cards

Participants must possess current membership identification and provide 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. RecSports reserves the right to request identification at any time. Currently enrolled students and RecSports members who have lost or forgotten their RecSports ID or UT ID card may gain access to the facilities by utilizing the forgotten ID system. This option is offered three times per semester.

Sport Club members must have the appropriate ID card with them when using University facilities. Each student and faculty/staff club member or coach needs his/her current UT ID. Non-UT affiliated Coaches must have a RecSports ID card that will be issued through the RecSports Membership Office after approved by the Sport Club office.

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. 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.

UTSCA 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 (i.e. scrimmages). Any time a non-Recreational Sports member is approved to use a facility is considered to be a guest visit. As stated above, minors are not permitted at recurring practices.

To request a Guest Pass, please submit the information via Guest Pass Request on HornsLink. 

UTSCA Guest Policy for Special Events

All special events hosted by sport clubs will include guests in the form of visiting participants and spectators. Generally, guests dressed in visiting school apparel or regular spectator clothing will be allowed entry. 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) at least a month in advance. 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 guardians on-site.

Sport Clubs are not permitted to host events with unaccompanied minors. Guardians of the minors 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:

1. Submit a at least one week prior to the event

2. Submit the and the total number of minors served at the conclusion of the event

3. Complete the YPP Student Organization Training on UT Learn prior to the event start date

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.

Misuse of Facilities and Equipment

Misuse of equipment and facilities (including not using reserved space, and/or neglect in following facility-use procedures, i.e., leaving debris or equipment in a facility) 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 UTSCA.  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. 

Sport Club Staff and Facility Supervisors will be monitoring all facilities--taking counts and checking the eligibility of users when appropriate. As employees of Recreational Sports, they have the authority to deny unauthorized persons (or persons abusing facilities or equipment) access to the facility. Alcoholic beverages are not permitted in or on Recreational Sports Facilities. It is the club's responsibility to monitor all club events (including the actions of spectators) to assure that alcoholic beverages are not on site. Games may be delayed until the problem is corrected or may be cancelled if the situation is not addressed.

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 dogs, are prohibited.

• Devices that produce amplified sound are permitted in group activity areas, however Recreational Sports staff maintains the right to regulate content and volume. Participants must be considerate of others when utilizing amplified sound. Please receive prior approval from the Sport Clubs Administration.

• Secure all valuables. Rental, coin-operated and day-use lockers are available. Storage of handguns is not allowed in Recreational Sports lockers.

• 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. Sport Club Authorized Representatives and registered Coaches/Instructors will have access to the keys. Keys can only be checked out 15 minutes before reservations. If the Sport Club needs access to their closet outside of their reservation times, they must contact the Sport Club Office 24 hours in-advance. The Sport Club is responsible for returning the key to the Equipment Desk within 15 minutes after the end of their reservation. Please submit a WWF Access Request form to provide permission to people to check out the keys.

Late Check In

If a club does not return their key after their event/practice in a timely manner, the club will receive a strike. The club will need to review the policies and procedures with their Sport Club Director. If the club repeatedly has late check ins, it will result in additional charges or loss of access to their space.

Breaking a Key

For Sport Clubs utilizing Wright-Whitaker Field 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 Sport 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 Sport Club. Any additional lost keys will result in additional charges or loss of access to their space. Keys are university property and need to be secure. Please come up with a procedure for your team on oversight of the key during practices.

General WWF Guidelines

Your club will have access to it's storage closet, the field(s) reserved for practice/event, and the ICB Athletic Training Room. Please coordinate all facility usage with the RecSports Facility Operations - Outdoor Satellites team in the building at the main gate. All equipment should be returned to this storage area at the end of your reservation.

External Entities on Campus

In making arrangements for use of University facilities by outside groups, please refer to this set of guidelines which is a compilation of Regents’ Rules and Regulations (Part One, Chapter VI, Section 6), the UT Handbook of Operating Procedures, and Recreational Sports Policies and Procedures. This policy states Student Organizations are not permitted to co-sponsor an event for an external entity.