Sport Club

2018 2019 Facility Use Handbook

The Sport Club program consists of sponsored student organizations that comprise the University of Sport Club Association (UTSCA). Each club offers students the opportunity to pursue a higher degree of participation with a group of individuals interested in the same level and type of sport. The UTSCA promotes student participation in a wide variety of physical and athletic activities, contributes to the development of student leadership and provides a bond between individual clubs. Each club is formed, developed, governed and administered by the student membership of the club working in conjunction with RecSports. While RecSports assists in the development and growth of each club, the emphasis of the program is on student leadership and involvement. The existence of each sport club and the UTSCA is dependent upon student interest and participation. Table of Contents

Facility Reservations 3 Contact Information Practice Requests Special Event Requests UT RecSports Programs Office Expectations for Facility Use 4 512.471.3116 Guests - Practice & Special Events 512.232.4150 (fax) Weapons Agreement utrs.sportclubs@.utexas.edu Reservation Cancelations Misuse of Facilities/Equipment Randall Ford 512.475.7170 (office) RecSports Facilities 6 [email protected] Gregory Gymnasium Chad Zimmerman Gregory Gym Aquatic Complex 512.475.7174 (office) Recreational Sports Center [email protected] Wright-Whitaker Field Complex Bellmont Hall Wright-Whitaker Fields Caven Lacrosse and Sports Center at Inclement Weather Other Spaces on Campus 512.452.2235

Equipment 8 Mailing Address Equipment Storage The University of Texas at Austin Donated Equipment Recreational Sports Equipment Inventory 2101 Speedway Stop D7500 Checkout Equipment Austin, TX 78712 -1401

Office Location Gregory Gym 2.200 21st St and Speedway St Open Mon-Fri 8a-5p

Student Activities Office 512.471.3065 [email protected]

!2 Facility Reservations

Practice Requests Sport Clubs may request use of any of the Recreational Sports facilities listed on pages 6-7 for Club activities. Practice Requests should be made by submitting the request online through HornsLink forms made available to you. All practice requests will be reviewed by Sport Club staff before submitting for final approval by the Facilities Office.

Limited facility space exists for athletic and physical activities. The faster the request is discussed with the staff and submitted, the better the chances are for approval of the requested facility. Since schedules are printed and distributed to many users of the facilities, it is very difficult to change a practice reservation once a semester has begun. Make sure that your request is what the club wants and needs before submitting.

Special Event Requests Special Event Requests should be made by submitting the request online through RS Internal Services. All special event requests will be reviewed by Sport Club staff before submitting for final approval by the Facilities Office.

The Sport Club Staff takes pride in our ability to assist in the planning of Special Events with your club. There will be certain areas in which we will work together to ensure your Special Event is planned in the most productive and organized manner. Please arrange to meet with the staff several months prior to organize areas including: • Outside operating hours • Food permits • Equipment/space needs • Selling t-shirts and/or other apparel/equipment • Accommodating spectators • Providing proper information to RecSports Facilities Staff

Any request made outside of regular practice hours is considered a Special Event. Special Event requests should be submitted according to the following schedule: Spring semester requests should be submitted in September, Summer semester requests should be submitted in November, Fall semester requests should be submitted in March. After that, requests will be accepted, but availability is limited. It usually takes approximately one to two weeks before a facility reservation request can receive confirmation or denial.

Please keep in mind that the facilities are shared not only with other program areas within Recreational Sports, but also with the Department of Kinesiology and Health Education, Department of Theater and Dance and Intercollegiate Athletics. Also, all forty-four Sport Clubs compete for the same facility spaces. !3 Expectations for Facility Use

Guests Recurring Events 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 six (6) guest visits per sport club per semester. Any time a non-Recreational Sports member is approved to use a facility is considered to be a guest visit.

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 (see example below). Failure to create and disseminate this pass may result in guests being denied access upon entry.

Weapons Agreement Several Sport Clubs have been granted permission to use weapons in conjunction with their regular practices and special events. This permission is conditional and requires all members to sign a "Transportation and Use of Weapons Agreement" prior to initiating participation. It is expected that all members will adhere to these guidelines so as not to endanger their club's ability to continue using such weapons. This agreement will be kept on file in the SC Office.

!4 Expectations for Facility Use

Reservation Cancelations Any time a club has reserved a facility, it must be used. If the club cancels a practice, game or any reservation, the club representative(s) must contact the Sport Club Staff at least 48 hours before the reservation is in effect. Failure to use a reserved area may result in financial penalties and jeopardizes the club's ability to reserve facilities for future use. Clubs are responsible for set-up and cleanup of all sites.

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. Any club using a facility is obligated to clean up after the activity is completed. (Check with the Sport Club Staff prior to the event to make arrangements regarding cleanup and to order extra trashcans or cleaning supplies.)

Club practice space is reserved at least one semester in advance in coordination with other RecSports programs, Kinesiology and Health Education, and Intercollegiate Athletics. Clubs may not conduct organized team practice outside of their reservations. Once reservations have been confirmed for a semester, additional practice space requests will be considered on a case- by-case basis by the Sport Club Staff. Please be aware facility space is limited and additional requests are difficult to accommodate.

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.

!5 RecSports Facilities

Gregory Gymnasium 2 Large Gymnasia: Arena: 3 basketball courts, 3 volleyball courts (3.108) Annex: 4 basketball courts, 6 volleyball courts (3.114) 2 Multi-Purpose Rooms North South Games/TV Room (3.120) Classroom (1.104) 10 Handball/Racquetball Courts 2 Squash Courts

Gregory Gym Aquatic Complex Indoor Lap Pool Leisure Pool Outdoor Lap Pool Leisure Pool Event Pool

Recreational Sports Center Large Gymnasium: 3 basketball courts, 6 volleyball courts (2.200) 8 Handball/Racquetball Courts Powerlifting Room (1.136C) 2 Squash Courts 3 Multi-Purpose Rooms (1.104, 1.106 and 2.112) Games/TV Room (2.104) Matted Martial Arts Room (1.138)

ID Cards 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 SC office.

!6 RecSports Facilities

Wright-Whitaker Field Complex 18 Multi-Purpose Fields (Artificial Turf and Grass) 35 Tennis Courts 5 Basketball Courts 5 Pickleball Courts 4 Sand Volleyball Courts Archery Range Gateway Study Lounge/Meeting Room ICB Meeting Room

Bellmont Hall Bel 302 Multipurpose Room Bel 348 Multipurpose Room Bel 402 Multipurpose Room Bel 502A Dance Studio Bel 628 Multipurpose Room Bel 904 Martial Arts Room 3 North American size Squash Courts

Caven Lacrosse and Sports Center at Clark Field* Turf Field Track *Caven-Clark turf is reserved for the Men's and Women's Lacrosse Clubs only. The track can be reserved for practice but not exclusively (i.e. open recreation runners maintain access).

Other Spaces on Campus General purpose classrooms on campus may be reserved by submitting a Room Application Form to the Student Activities Office (2609 University Avenue).

!7 Equipment

Equipment Storage Before a club acquires equipment that may be donated or purchased, please make arrangements for storage with the Sport Club Staff. Space is limited and we want to ensure quality storage and secureness of your club’s equipment.

Donated Equipment Recreational Sports must approve all donated items before acceptance. I. Those desiring a tax deduction for donated item (equipment, boat, etc.) must follow these procedures before the item can be accepted a. The donor indicated in writing his/her desire to donate the item. b. The value of the item (including any shipping costs) must be noted in the letter. c. The letter is addressed to the Senior Associate VP and Director of Recreational Sports. d. If the Director approves of the donation, a recommendation to accept the gift will be forwarded to the UT Development office for approval. e. If approval is granted, the donor is notified and the item is officially accepted. f. The donation is the listed on the club’s inventory. g. All donated items become the property of The University of Texas at Austin for use by the designated club. II. Those donors who do not wish to make their donation tax deductible may simply give the item to the club after receiving approval from the Sport Club Office. The item is then added to the club’s inventory.

Equipment Inventory An equipment inventory form for each club is kept on file in the Sport Club Office. The Assistant Director will monitor the equipment inventory list. The club representative is expected to conduct a thorough, hands-on inventory and complete the inventory form at the end of each spring semester. Any unsafe equipment should be reported (returned, if possible) to the Sport Club office immediately.

Checkout Equipment The following items are available for checkout from the Sport Club Office for special events. Reserve this equipment as early as possible to ensure availability. RecSports Canopy Tents Water Coolers Ice Chests Clipboards

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