Supplies

Items, which are utilized and typically replaced every season due to the nature of the sport.

Equipment

Items considered essential for participation that are expected to be utilized for multiple seasons.

Any equipment purchased by the club through university accounts is considered University property. Allocation may not be used for equipment or uniforms that are kept by the club members. ALL CLUB EQUIPMENT DEEMED AS ESSENTIAL SAFETY EQUIPMENT MUST BE PROFESSIONALLY INSPECTED ANNUALLY AT THE INDIVIDUAL CLUB’S EXPENSE. This policy should enable us to cut down on the amount of equipment lost on a yearly basis and eventually cut down on club expenses caused by lost or stolen equipment. Should a club not return university property, a fine will be assessed. 

Equipment Inventory

An equipment inventory form for each club is kept on file in the respective Sport Club HornsLink page.  Each club is required to log inventory, as it is purchased and discarded/broken. Before discarding equipment, contact the Sport Club office to ensure the item does not need to be taken to surplus. To find out more information, view Equipment Inventory Form on the Paperwork Resource Page.

Selling Equipment

Depending on the equipment type and value, the Sport Club staff may be able to assist the team with selling the item. The Sport Club staff will work with the team and surplus to sell the item. The Sport Club Staff must sell through surplus, if applicable. 

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. Storage is the responsibility of the organization and Recreational Sports cannot guarantee space. 

Clubs are responsible for appropriately storing all their sport equipment. Storage locations should be locked, if possible. If a club currently has a storage facility or unit, the club is responsible for disinfecting and upkeep of the space. If in Recreational Sports facilities, staff will check for areas to ensure tidiness of the space. We recommend all clubs keeping disinfectant spray in their storage location. 

Receiving Donated Equipment

Recreational Sports must approve all donated items before acceptance.

1. Those desiring a tax deduction for donated item (equipment, boat, etc.) must follow these procedures before the item can be accepted
   1. The donor indicates in writing his/her desire to donate the item.
   2. The value of the item (including any shipping costs) must be noted in the letter.
   3. The letter is addressed to the Senior Associate VP and Director of Recreational Sports.
   4. If the Director approves of the donation, a recommendation to accept the gift will be forwarded to the UT Development office for approval.
   5. If approval is granted, the donor is notified and the item is officially accepted.
   6. The donation is the listed on the club’s inventory.
   7. All donated items become the property of The University of Texas at Austin for use by the designated club.
2. 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.

Checkout Equipment

Depending on availability, the following items may be checked out from the Sport Club Office for special events. Reserve this equipment as early as possible to ensure availability. The Sport Club must complete a Rental Contract agreement, and is responsible for any damages that occur to the equipment.

• Water Coolers
• Ice Chests
• Clipboards
• Tables 
• Chairs