Internal Communication Guidelines

Your Recreational Sports Sport Club advisors are your primary conduits to the University. As such, your student organization should be in regular communication with its advisor related to all official club business and activities. In addition to your advisor, Recreational Sports employs a student staff and leads the Sport Club Council to provide you with additional resources. Use all resources provided to Authorized Representative before contacting the office. Many times the answers can be found in the resources we have developed. After you have attempted to the resources, you can always contact the Sport Club staff.

Follow these guidelines for best methods in communicating to the various parts of the UTSCA.

Advisor Communication

Office/Virtual Visits

If you need to visit the office and speak with your advisor, please use Bookings to set up a meeting. To collect items from the mailbox or deposit money, you will need to also use Bookings to schedule an appointment.

Your typical agenda for an advisor meeting should look something like this:

• Introduction(s) and/or Catch Up

  • Officer Transition

  • Constitution Review

• Administrative Compliance Program (ACP) Review

  • Organization (Paperwork)

  • Recruitment/Retention

  • Community Service

  • Fundraising & Expenses

• Semester Planning

  • Campus/Home Events

  • Practice/Training Facility 

  • Travel Requests & Logistics

  • Purchasing and Vendor Identification

Cell Phone

If you need to reach your advisor, message them in teams. If you are unable to reach them, you can send an email to their personal address and they will follow up. If it is an emergency, you can contact them via their cell phones. If you contact them via cell phone and it is not an emergency, the club could receive disciplinary action.

Examples of emergencies include, but not limited to:

• Car accident

• Severe injury during competition

• Denied travel card charge during non-office hours

• Severe weather during travel 

Email

Email is the preferred method of communication for official university business. Email is also the best tool for all non-emergency questions or concerns. Please utilize email as much as possible. Contact us at utrs.sportclubs@austin.utexas.edu. If you need to contact your advisor directly, use their personal email accounts. If you need to reach anyone in the office, use the Sport Club email. All Sport Club staff, including students, oversee the Sport Club email account and allows your question for a quicker response if sent there. 

Teams

Each Sport Club will have their own Microsoft Teams with the Professional Staff member for for Sport Clubs. Many questions can get lost in Teams. Teams should be used for quick question and answer. Sport Club Staff will use it as a reminder system as well, when needed. Often the answer to your question includes information that would be useful to all Authorized Reps in your club, so please do not direct message us with questions.

Contact Hours

We ask Sport Club business to be conducted during business hours as much as possible. We understand there will be times where we need to be contacted outside of hours, and we are more than willing to assist in these situations. 

Student Employee Communication

Office Visits

Sport Club student staff assists in the daily operations of all Sport Clubs. Our staff has routine office hours throughout the year. If you need to schedule a purchasing appointment, please use Bookings to meet with the student employee staff. They will also be available for drop-in questions when needed.

Email

As a reminder from above, the general Sport Club email is overseen by all Sport Club Staff. The email is typically responded to quicker since multiple people are monitoring this account. 

Teams

Our Sport Club student employees will be added to each Microsoft Teams Channel as well, as "UT RecSports Sport Clubs". You will not be able to directly contact any particular student staff member.