CLUB REP UPDATES
NEWS ITEMS
- Travel Rosters now due by 8am Monday the week of your departure
Sport Club Staff
Randall Ford, Associate Director
Kelsey Edge, Graduate Assistant
Sara Golden, Administrative Associate
Contact Us
Email--sportclubs@utrecsports.org
Phone--(512) 471-3116
Important Dates/Due Dates
Thursday, 1/17--3:30pm GRE Games Room--Sport Club Rep's Meeting
Monday, 1/21--Office Closed (MLK, Jr. Holiday) Reduced Facility Hours
Tuesday, 1/22--Spring 2013 Activity Schedules Due
Tuesday, 1/22--Spring 2013 Sport Club Officer Contact Information Due
Monday, 2/4--Website updates complete with Spring information
Friday, 2/8-National Recreational Sports and Fitness Day Requests Due
Friday, 2/22-National Recreational Sports and Fitness Day 2p-5p
Monday, 2/25--Spring Break/May Break Requests Due
3/9-3/17--Spring Break-Reduced Facility Hours
Monday, 3/18--Fall 2013 Facility Requests Due
Wednesday 3/20--2013-14 Budget Q&A Session-Wed March 20th (Postponed)
Wednesday, 4/3--2013-14 Budget Request Forms Due
Sunday 4/7--UTSCA Budget Presentations
2013-14 Budget Request Instructions
1) There are FIVE (5) pages on the excel file (located on the forms page) that MUST be filled out. You ONLY fill out the HIGHLIGHTED GREY cells. If the cell is white, it is a formula that pulls from one of the sheets or adds a column and you don't type in that box. If the cell is GREY you type info into that box. If you have more information to add to a category and there are not enough rows, please ADD THE ENTIRE ROW, not just cells otherwise all the formulas will be messed up. This is a 3-year budget sheet; Last academic year's budget, this current year's budget ( plus what you plan to spend for the remaining of the Spring) and what you would like/plan to do NEXT year and thus would be requesting funds to help cover those costs.
2) How to FIll out the Budget Request Form - Individual Page Directions
a. Budget Sheet - Only fill out your Club Name, the highest # of active members you have in a semester, and the TOTAL request that you are asking for from the UTSCA. It can be the balance that is leftover, or more, depending on what you want the SC Council to look at for funding your club.
b. Income Sheet - Many of you have a tiered dues structure, that is what is meant by the categories when talking about # of members in that category and Dues Charged in that category. Please let us know what your structure is (Fall - Comp Team and Fall - Rec Member, etc.) and if you don't have one just put your numbers in the top cell. For fundraising, just list out what things you have done or plan to do and a total amount for that event. If you do more than 4 things, add ROWS and the info. The rest should be pretty self-explanatory.
c. Travel - Recognized Travel are those trips that are REQUIRED to participate in your sport (conference/league trips, regional or a qualifying tournament, and a national tournament). Additional Travel are those trips that are not required but you all would like to do them anyway because they make your club better, helps in ranking, etc. For recreational clubs that don't compete, you can have one trip per semester in the Recognized travel section.
d. Recognized Expenses Sheet - These are all expenses that are TEAM based items. Please put any comments you might have to explain an expense that might be questionable.
e. Additional Expenses Sheet - These are any and all expenses that you all might have throughout the year that do not fall into the Recognized Expense sheet. Items such as personal equipment including uniforms, coaches, t-shirts, awards for events hosted, one-time capital expenses, etc.
Again, use the comment box to explain an expense that might be questionable.
3) When you are finished with the 13-14 Budget Request Form you will email it directly to sportclubs@utrecsports.org , by Wednesday, April 3rd. We will not be using paper copies as each council member will have electronic copies of your request. If you plan to use a powerpoint, please attach that with your request so we can have those loaded and ready. Go to the Schedulista web page and select an April 7th budget presentation time. We will have 15-minute presentations from 2p until 11p on Sunday, April 7th in Gregory Gym 2.200. This is the ONLY day we are doing presentations. Any club requesting $1000 or less is not required to do a budget presentation.
Purchasing/Travel Meetings Information
•Club Purchasing How To Guide (coming soon)
•Schedulista link for Meetings http://recsportsclubs.schedulista.com/
•Must have received purchase approval prior to scheduling a meeting!!
Rep's Meeting Information
•January 17th Reps Meeting Powerpoint ).ppt file
