UTSCA Administrative Compliance Program

The UTSCA Administrative Compliance Program (ACP) is in place to promote organizational success and longevity for each club. With the measurable goals outlined below, it is our hope that club Authorized Representatives and members receive a well-rounded and engaging experience when they choose to join a Sport Club.

Last Updated: 10/31/23

Relationship to Annual Allocation

Starting in 2023-24, Allocated Funding will not be distributed through the Administrative Compliance Program.

Relationship to Recreational Sports Sponsorship Status

Clubs are expected to complete all of the Essential categories and at least 2 of the Recommended categories outlined to maintain their status as a Sponsored Student Organization (SSO) under Recreational Sports. Sport Club staff may require clubs to complete specific categories from the recommended list based on prior club performance. Additionally, Sport Club staff may require clubs to demonstrate a higher rate of completion for some categories based on prior club performance. Clubs that fail to complete the required number of categories will have their Recreational Sports sponsorship status reviewed, which may result in the removal of SSO status. 

Essential Categories

Authorized Representative Meeting Attendance

At least three times per long term (Fall and Spring), the UTSCA Council and Sport Club staff will host a meeting for Authorized Representatives. Each club is required to send one representative to the meeting. At least 4 meetings must be attended in order to complete the category. The club will receive a disciplinary infraction if a meeting is not attended.

Advisor Meeting

We believe that meeting regularly with your club's advisor is important to your success as an organization. Sport Club staff have developed meeting frequencies for each club based on their level of activity throughout the year. Each Sport Club must meet with their Recreational Sports advisor in accordance with the schedule below unless modified by disciplinary action. It is recommended that at least 2 Authorized Representatives are in attendance at each meeting.

Organization

The following deadlines have been developed to ensure clubs remain organized and to assist Sport Club staff with processing important club information. Sport Clubs are required to complete the following forms or requirements by the deadlines listed below. While each item must be completed, the category of Organization will only be considered complete if at least 10 of the items are completed by the listed deadline. Failure meet any of the deadlines may result in a disciplinary infraction.

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Community Service

The focus of community service is for clubs to spend time together in service of the community. Each sport club must complete two hours of community service per member on their Recreational Sports Internal Services roster in order to complete this requirement. 

For the activity to be counted towards ACP requirements:

• Service must benefit a non-profit
• At least 8 members or 20% of the roster must be in attendance

Beginning in the 23-24 school year, one-off canned food donations and individual service hours will not count towards community service requirements. Few exceptions to this rule may be granted in advance by Sport Club staff.

Sport Activities

Sport clubs are expected to actively participate in their sport beyond holding practices. Each club must participate in at least 5 Sport Activities per year. An Event Submissions form must be completed on HornsLink for any Clinics, Demonstrations/Performances, or off-campus Home Competitions to be considered towards this requirements. Travel Competitions will be counted by approved travel requests. Home Competitions in RecSports Facilities will also be automatically added. At least 5 members must participate in order for an event to count towards this requirement, unless a team competition allows for fewer than 5 participants.

For the activity to be counted towards ACP requirements it must also meet one of the following criteria:

• Travel Competition - have an approved Travel Request for a competition against a non-UT entity
• Home Competition - on or off campus home competition against a non-UT entity
• Clinic - involve the club teaching or leading the sport to non-club members (such as a youth/high school team)
• Demonstration/Performance - involve the club demonstrating or performing the sport to an audience at a scheduled event

Events such as belt tests, internal seminars, or events only open to members of the club will not count towards completing the Sport Activities category.

Fundraising

All Sport Clubs are required to fundraise 100% of the amount they are allocated. For example, if a club is allocated $1,000 by RecSports, they must fundraise at least $1,000. Fundraising is considered any income that comes into their university accounts. The money can be spent in the same fiscal year. 

Recommended Categories

Recruitment & Retention Events

Recruiting and maintaining a strong membership base is vital to the existence of any club. To complete this category, a club must hold or participate in at least 4 events that contribute to recruitment and retention. The club must have at least 1 Recruitment Event and 1 Retention Event. An Event Submission form, including photo of members who participated, must be completed on HornsLink unless the event is hosted by RecSports (e.g., Rec@Nite or PoP).

• Recruitment Event – a face to face interaction that assists with the recruitment of new club members. Examples of such include call-out meetings, demos, and tabling.
  • Participation in any number of sessions of Rec@Nite will count as 1 event
  • Participation in any number of sessions of other Summer Orientation recruitment events will count as 1 event
  • Party on the Plaza will count as 1 event
• Retention Event – activities not related to your sport that encourage group bonding, such as club socials, team dinners and award banquets. Cannot include alcohol, or immediately follow a competition. 

Cross-Club Support

Support of other clubs in competition is encouraged. To complete this category, at least 5 members of a club must attend at least 2 separate competitions in support of another Sport Club. The 2 competitions can be for the same club each time or a different club. An Event Submission Form, with team photo, must be completed on HornsLink.

Discipline

Sport Clubs that operate throughout the academic year with one or zero infractions will receive credit for this category.

Online Presence

An online presence is important in communicating with other students, friends, family members, and the community. Clubs should actively update their website and/or social media site(s). To complete the category, clubs must post an update to their social media and/or website in at least 6 of the 8 time periods. Examples of website updates are blog posts, competition scores/results, and event photos. Sport Club staff will review club social media and/or websites at the end of each of the following time periods:

• August
• September
• October
• November
• December/January (Combined)
• February
• March
• April

Alumni Engagement

Maintaining relationships with alumni helps maintain club culture and can contribute to fundraising efforts. Clubs can complete this category by maintaining an active alumni network via newsletters, letter drives, and alumni events. To complete the category, at least 2 alumni engagement activities must be completed. An Event Submission form must be completed on HornsLink.