Discipline Process

As students of University of Texas at Austin, club members have an obligation to conduct themselves and their organization in a manner compatible with the University’s philosophy and function as an educational institution. Inappropriate conduct or actions while participating in Sport Club related activity, including misuse of equipment and/or facilities, will jeopardize the club’s continued status as a recognized active Sport Club.

Each club within the UTSCA is student run and under the administration and guidance of Sport Club staff and Recreational Sports. Sport Club Staff and the UTSCA Council have the ability to add any additional punishment to a sport club disciplinary sanction as they see fit.  Every club member, authorized representative, and coach/instructor is responsible for the knowledge of and adherence to the policies set forth by this UTSCA Handbook. 

If Sport Club staff determine an infraction(s) has/have occurred:

1. The Sport Club staff will notify the club through a written notification via email that: (1) Sport Club staff is aware an infraction has occurred, or (2) an investigation is required due to possible infractions of the sport club.
   1. If the infraction requires an investigation, Sport Clubs staff will schedule a meeting with the club to discuss the infractions. During the meeting, the club will have an opportunity to present their side.
   2. After the meeting occurs, the Sport Clubs Administration will determine one of two course of actions:
      1. If the Sport Clubs staff determines there was no violation of Institutional Rules, the Sport Club Staff will determine the appropriate sanctions against the sport club. Staff will email the club notifying them of the decisions made by the Sport Clubs staff. 
      2. If the situation violates Institutional Rules, the Sport Club Staff will report the incident to the Office of the Dean of Students. The Office of the Dean of Students shall review the report and determine next steps. For more information on Student Conduct's process, please review their website. The Office of the Dean of Students will communicate with the club next steps. Recreational Sports may suspend the club's activities during the Student Conduct process. In addition to the aforementioned repercussions, the UTSCA Council and Sport Club staff may take additional action according to the nature of the violation.

Administrative Non-Compliance 

Any club that is non-compliant with the Sport Club Program or the Administrative Compliance Program will be subject to disciplinary action. A club is not administratively compliant if they have failed to do ANY of the following:

Minor Offenses

• Failure to attend a required meeting, including, but not limited to: Authorized Representative Monthly Meeting, Authorized Representative Orientation, Authorized Representative Training, Advisor Meeting, etc.
• Failure to complete required paperwork including, but not limited to:
  • Membership Packets for any member
  • Authorized Representative Quiz (for any rep)
  • Fall or Spring Activity Schedule
  • Fall or Spring Authorized Representative Contact List
  • End of Semester/Year Reports
  • Event/Practice Requests OR Off-Campus Facilities Form
  • Community Service Forms
  • Equipment/Inventory Sheet
• Failure to produce an accurate receipt for a purchase 
• Failure to remove sales tax or state occupancy prior to completing a purchase
• Failure to clean up fields/facilities after events
• Failure to obtain a Recreational Sports facility reservation
• Use of non-approved Recreational Sports facilities
• Illegal participation in Intramural Sports leagues
• Any other offense deemed minor

Major Offenses

• Fiscal Non-Compliance (i.e. using a PayPal or Venmo for the club)
• Committing to payment for goods/services without an approved purchase request
• Violating university policies
• Failure to report all travelers and drivers for a trip
• Travel without an approved travel request via Sport Club office
• Allowing ineligible individuals to participate in club activities (lack of membership packet, no Recreational Sports Membership, minors (non-UT Students) or minors not approved for an event, etc.)
• Allowing non-verified driver to drive on a trip
• Repeated minor infractions of the same nature
• Not getting approval for logos and trademarks
• Any other offense deemed major

Behavioral Non-Compliance

Any behavioral violations by the club or individual of State Law, Federal Law, University Policy, or Sport Club Policy will result in a disciplinary hearing with either the Office of the Dean of Students or a combination of the UTSCA Council and Sport Club staff. A disciplinary hearing will set disciplinary action forth under the appropriate guidelines. Depending on the severity of the violation, probation, suspension, or removal as well as a referral to Student Conduct may result immediately. Serious violations of this nature include, but are not limited to, misappropriation / mishandling of funds, failing to follow emergency procedures, destruction / theft of property and conduct which negatively reflects upon University of Texas at Austin Sport Club Program.

Examples of Behavioral Non-Compliance:

• Breaking the law
• Hazing
• Violating Institutional Rules
• Major problems with regard to conduct while representing UT (e.g., having alcohol at a club event, misconduct at tournament, etc.)
• Any irresponsible acts by any club member, coach, fan, or spectator at any event or practice
• Misuse or abuse of facility and/or equipment
• The Sport Club and/or instructor/coach may receive disciplinary actions if coach/instructor overstep their authority - the coach/instructor may be asked to refrain from their duties
• Any other offense deemed behavioral non-compliance

Disciplinary Sanctions

Should a club commit an infraction; the following measure(s) may be taken:

Initial Suspension 

Initial Suspension is meant as a temporary status while the appropriate personnel review the situation. Clubs on initial suspension will lose access to their accounts, all practice, and game privileges until the issue which caused the suspension is resolved. Sport Clubs Administration will inform all of the club’s authorized representatives once that club has been placed on initial suspension.

Any incident of administrative or behavioral non-compliance may result in initial suspension until the issue is corrected.  Upon conclusion of the investigation of the incident that caused the initial suspension, a club may be subject to one of the following: Probation, Partial Suspension, Full Suspension or Removal.

NOTE: A club may not voluntarily remain on initial suspension for more than two weeks. Doing so can result in Removal.

Warning

Any club that commits their first minor administrative non-compliance infraction will be issued a Warning. 

Probation

Clubs may be placed on Probation due to infraction(s). Clubs will be able to function under their probationary status, but will receive additional consequences if deadlines are missed while on Probation. Any club on Probation will receive additional sanctions for each infraction. Multiple infractions while on probation may result in a partial or full suspension. Sport Clubs staff will inform the club of this status. Any violation while on probation may result in the the probationary period being extended, along with additional consequences. The summer session is not considered to be an academic term for the purposes of probation.

Fine

Clubs may receive a fine due to an infraction. Fines may be used in association with Probation, Partial Suspension, or Full Suspension as a part of the disciplinary outcome. Repeated violations may result in additional fines in increasing amounts. The initial fine for Administrative Non-Compliance may be up to $100. Any fine will be assessed to the Allocation Account of the club. If the club does not have any allocation left, the fine will be applied their future allocation funding.

Partial Suspension 

Clubs on partial suspension will not be permitted to participate in club related activities in the areas in which they are suspended. Sport Clubs staff will inform the club and all of their Authorized Representatives of this status. At the conclusion of the partial suspension period, the club will be placed on probation based upon the number of offenses and/or the type of offense. The full probationary term will be served by the club once the partial suspension ends.

Full Suspension 

Clubs on full suspension will lose access to their accounts, Recreational Sports facilities, and will no longer be eligible for allocation for the next year. Sport Clubs staff will inform the club and all of their Authorized Representatives of this status. At the conclusion of the full suspension period, the club will be placed on probation based upon the number of offenses and/or the type of offense.  The full probationary term will be served by the club once the full suspension ends.

Removal

Any club that is removed from the Sport Club program will completely lose all funding and access to facilities and fields administered by Recreational Sports, and may be referred to the Office of the Dean of Students for further investigation. If the club is not referred to the Office of the Dean of Students, the club will become a registered student organization under Student Activities. University of Texas at Austin Recreational Sports will not recognize a removed club as a sponsored student organization. Unused account funds may be returned to the UTSCA Council account for redistribution to the remaining clubs through incentive funding.  Any club that has been removed will not be eligible for reinstatement for a period of at least two full academic years.

Appeal Process 

The appeal process exists to ensure that all disciplinary actions taken against UTSCA organizations are equitable. Separate appeals processes exist for Administrative and Behavioral Non-Compliance. With the concept of equity in mind, be advised that appeal of a disciplinary decision that seems extreme to the Club could result in an even stiffer penalty being levied by the person/council/committee who hears the appeal.

Administrative Non-Compliance

The following process is to be followed when the UTSCA Council is on campus between September and April. Should there be a need for an appeal when the UTSCA Council is not available, a member of the UTSCA Council and either an appointed Authorized Representative or Sport Club student staff member will review the appeal. 

1. The club will be notified of their opportunity to appeal
2. An Authorized Representative of the club club must send a written appeal to utrs.sportclubs@austin.utexas.edu explaining the basis for their appeal and how the club would prevent similar issues from occurring in the future.
3. The UTSCA Council may decide to rule on the appeal or to hold a hearing. 
4. If a hearing is held:
   1. The UTSCA Council will state the infraction
   2. The club will be asked to explain their appeal:
      1. Why they are appealing
      2. How they will prevent similar issues in the future
      3. What they feel is an appropriate consequence for the situation
   3. Sport Club staff can present their information
   4. The UTSCA Council may ask qualifying questions to the club or Sport Club staff
   5. Sport Club staff and the club will leave the hearing
   6. The UTSCA Council will rule on the appeal, which may result in upholding, rejecting, or modifying the sanction that was given by the Sport Club staff
   7. A decision on the appeal will be shared via email with the club and Sport Club staff
5. If no hearing is held, the UTSCA Council will rule on the appeal and inform the club and Sport Club staff of their decision.
6. Clubs can make a final appeal to the Director of Programs. Information on how to make a final appeal will be provided in the email with the results of the initial appeal. The Director of Programs will rule on the appeal and may uphold, reject, or modify the decision made by the UTSCA Council. The Director of Programs may ask to meet with the club again. 

Behavioral Non-Compliance

1. The club will be notified of their opportunity to appeal.
2. An Authorized Representative of the club must send a written appeal to the Director of Programs explaining the basis for their appeal and how the club would prevent similar issues from occurring in the future.
3. The Director of Programs may decide to rule on the appeal or hold a hearing along with the Executive Director of Recreational Sports
4. The decision of the Director of Programs/Executive Director of Recreational Sports is final. They may uphold, reject, or modify the decision made by Sport Club staff.