Intercollegiate Athletics Policy Manual
Section 18.00 - T-Association
18.01.1 T-Association Policy Manual
T-ASSOCIATION
MISSION STATEMENT
The T-Association mission is to create and maintain an enhanced atmosphere and structure whereby UT student-athletes become lifetime members of The University of Texas Athletics family and are welcomed, involved, and encouraged to participate during and after their college tenure.
OBJECTIVES
- To continue to grow the T-Association by initiating a program that serves as an active and integral part of each Longhorn student-athlete's experience during participation and after completion of eligibility.
- To engage athletics staff members to assist in organizing T-Association activities and Hall of Honor presentations for student-athletes and alumni.
- To establish and implement an annual plan that defines the structure and activities of the T-Association.
- To coordinate T-Association and Longhorn Hall of Honor policies and procedures.
- To create and maintain a data base of T-Association members and create a printable directory that is internet accessible as well.
- To serve as a support group for coaching staff members to coordinate banquets, reunions, and special events.
- To re-instate the "Order of the T" presentation for student-athletes who earn a varsity letter.
- To create an alumni T-Association Advisory Committee for purposes of serving as mentors for student-athletes.
- To coordinate a student-athlete's transition -Association alumni status.
- To promote activities of T-Association members and generate support for all Longhorn sports programs.
T-ASSOCIATION EXECUTIVE DIRECTOR
Reports To: Directors of Intercollegiate Athletics for Men and Women
Basic Job Description:
- Administer and supervise activities associated with the T-Association, which is comprised of letterwinners from the Department of Intercollegiate Athletics for Men and the Department of Intercollegiate Athletics for Women.
- Serve as The University of Texas Athletics liaison with the Greater Austin Chapter of the National Football Foundation and College Hall of Fame.
- Serve as primary liaison with the Men's Athletics Longhorn Hall of Honor Court and assist in administration of annual Hall of Honor induction ceremonies.
- Supervise Assistant to the T-Association Executive Director.
COORDINATOR
Reports To: T-Association Executive Director
Basic Job Description:
- Assist Executive Director with all activities associated with the T-Association, Longhorn Hall of Honor inductions, and the Greater Austin Chapter of the National Football Foundation & College Hall of Fame.
- Maintain T-Association database of all current and former letterwinners.
- Research missing information and continually updates letterwinners information.
- Coordinate and fulfill T-Association member requests for athletics event tickets and social functions.
- Assist in all T-Association related social functions, including banquets and reunions.
- Work with External Services, Media Relations, and Marketing and New Media staff members in production of all public relations materials, banquet programs, awards material, and web site material.
T-ASSOCIATION STAFF FUNCTIONS
- Work with each head coach and Student-Athlete Advisory Committee to recommend appropriate awards policies for letterwinners.
- Coordinate the approval process for letter awards with coaches, Athletic Directors, and Athletics Councils.
- Assist Longhorn Foundation and other athletics staff members in planning and implementation of appropriate team award ceremonies, banquets, reunions and other related special functions.
- Work with Academic Affairs, Student Services staff members and Student- Athlete Advisory Council regarding T-Association issues.
- Advise student-athletes in orientation setting about T-Association policies, UT traditions, the function of the Longhorn Foundation, and the function of the Texas Exes alumni association.
- Coordinate exit meetings with student-athletes who have completed eligibility and/or financial aid to explain transition to alumni status in the T- Association.
- Supervise maintenance of updated letterwinners data base, cross checking with Texas Exes VIP data base and other appropriate data bases.
- Coordinate T-Association benefits (T-Card, T-Ring, T-Pin, ticket priorities, etc.)
- Assist in career networking and career placement with Academic Affairs and Student Services staff members.
- Supervise Bob Rochs T-Room and coordinate use of facility with Academics staff members.
- Work with External Services, Media Relations and New Media staff members on coordination of publications and web site materials related to the T- Association.
- Assist in implementation of honorary T-Award to appropriate individuals with Directors of Intercollegiate Athletics.
- Work with Athletics Directors and coaches on activities to honoring jersey.
- Serves as liaison with LFAC Letterwinners Committee.
- Assist with establishing a UT Athletics Museum.
T-ASSOCIATION STAFF RESPONSIBILITIES WITH LONGHORN HALL OF HONOR INDUCTIONS
Supervise annual procedures for IAM Hall of Honor nominations, voting and induction, including induction banquet ceremony and other designated functions for honorees. Assist with IAW Hall of Honor activities.
T-ASSOCIATION EXECUTIVE DIRECTOR RESPONSIBILITIES WITH GREATER AUSTIN CHAPTER OF THE NATIONAL FOOTBALL FOUNDATION & COLLEGE HALL OF FAME
Serve as the Athletics Department liaison and Executive Director of the Greater Austin Chapter and supervise all activities associated with the chapter (banquet, membership, etc.).
TRAVEL GUIDELINES FOR T-ASSOCIATION STAFF MEMBERS
A. Coordinate with Longhorn Foundation functions on:
- Out-of-town football games
- Texas vs. Oklahoma football game
- Big 12 Football Championship game per IAM policy
- Football Bowl games per IAM bowl game travel policy
- Individual competitions of other sports
- Big 12 Conference championship games/tournaments of other sports
- NCAA Championship competitions of other sports
B. Possible T-Association functions only
- Out-of-town football, men's and women's basketball, volleyball, baseball games/tournaments
- Individual competitions of each sport approved by head coach and requiring a minimum of travel.
- Conference and NCAA Championship & Bowls per IAM and IAW policy
C. Periodic attendance of Longhorn Club meeting in various cities to coordinate T-Association member's attendance.
D. Attend Longhorn Club golf tournaments to coordinate T-Association member's attendance.
E. Accompany coaches to functions per coach request.
F. Travel to different areas to meet with T-Association Advisory Committees
G. Attend the annual National Letterwinners Conference.
H. Attend Big 12 Development organization seminars.
I. Attend NFF & CHF annual induction banquet.
BUDGET
The annual budget for the T-Association is reviewed with Athletics Business Office staff members to adjust expenditures/income.
REUNIONS
A. Team Sport or Combined Team Sports Reunion, Golf Tournaments and Special Events
- A team must receive approval from Athletics Directors. Events are coordinated by the T-Association office and the head coach (or a representative of the head coach).
- If the event is planned around a specific sporting event, advance notice (at least 9 months recommended) to the T-Association and the Ticket Office is necessary in order to reserve tickets. Tickets are provided for purchase, if available.
- When a golf outing is scheduled, the T-Association assists in securing a golf course and tee times. To reserve an entire course for a day, a club usually requires advance notice of at least a year.
- T-Association expenditure policy:
- Expenditures could include: meals, golf (green fees, cart, food/beverage); gifts; and miscellaneous expenses such as travel, hotel, stipend, etc.
- Expenditures for reunions, etc., are handled by the combination of the T-Association, the participants, and the sport budget.
- The T-Association pays for one meal or other expenses as agreed upon with the head coach (or representative) during the initial planning of the event.
- Invitation List for combined sports reunions:
- Letterwinners
Athletics Councils
Athletics Staffs (only for annual Letterwinners Round-Up)
Cheerleaders (only for annual Letterwinners Round-Up)
Special Guests
B. Specific Year Team Reunions or Special Events
- T-Association serves only in an advisory capacity.
- The T-Association provides mailing addresses and other information and help as needed.
- Each team forms a separate committee and all expenses are the responsibility of those attending.
- Special recognition of reunions at a home sporting event is dependent upon game operations and activities at the event.
BOB ROCHS T-ROOM
A. Recognition
Criteria for displays in the Bob Rochs T-Room:
- A University of Texas letterwinner who has completed intercollegiate eligibility and whose last year of intercollegiate competition was at UT.
- Individual
- First team all-American on a nationally accredited all- American team in football, basketball, baseball, softball, volleyball, and soccer.
- NCAA champion in indoor and outdoor track and field, cross country, swimming and diving, golf, tennis, and rowing.
- Team
- NCAA national champion
- NCAA relay champion in the sports of indoor and outdoor track and field, cross country, swimming and diving.
- Olympic Gold medal winner as an individual or team member.
B. Scheduling
Use of the Bob Rochs T-Room is scheduled through the T- Association office.
C. Game Day Operation
The T-Association office is responsible on football game day for operations of the Bob Rochs T-Room. The T-Room is open to all letterwinners, and their guests, who have a valid T-Card issued by Men's or Women's Athletics. The room opens two (2) hours prior to kick-off.
D. Maintenance/Renovations
The T-Association office makes reports to the appropriate office for needed maintenance and renovations.
RELATIONS
A. Directory
The T-Association works with an appropriate company to design and print a directory of all letterwinners at UT. This directory is offered to letterwinners at a nominal cost.
B. Contact with Letterwinners
- Establish a method to keep updated on births, deaths, illness of members and families.
- Establish a viable method to recognize member's children/relatives who are prospects for sport scholarships or as walk-ons.
- Manage and communicate the calendar of events for activities associated with the T-Association.
C. NCAA/Big 12
The T-Association strives to be informed of updated rules, regulations and changes to NCAA and Big 12 legislation to be able to inform their members of such.
D. Publications
Coordinate, with sport offices, a departmental or sport specific communication publication for T-Association members.
E. Student-Athletes
- The T-Association serves in a liaison position with Student Services, Life Skills, Career, and the Advisory Council for student-athletes.
- The T-Association presents to incoming student-athletes the mission and objectives of the organization.
- As the student-athletes graduate, T-Association staff members meet with these seniors and coordinate the transition from T-Association student-athlete to T-Association alumni.
- The T-Association maintains current data base records on varsity letterwinners in IAM and IAW.
F. Departmental Outreach
- The T-Association encourages its members to join the Longhorn Foundation and explains the benefits of membership vs. T-Association tickets and benefits.
- The T-Association informs members of special projects/endowments they may want to participate in.
- The T-Association recommends representatives to the Athletics Directors for the Longhorn Foundation Advisory Council, the Athletics Councils and other designated departmental committees.
BENEFITS
A. T-Card
A letterwinner in any sport who has completed intercollegiate eligibility, whose last year of competition was at UT, and who is recommended by the head coach, may receive a T-Card. This card serves as identification of the letterwinner for any activities/benefits associated with the card, which could include access to T-Association tickets in accordance with ticket policies. Exceptions to this policy may be made by a head coach's recommendation and approval of the Directors of Athletics and Athletics Councils.
B. T-Ring
Upon graduation, a letterwinner in any sport, who has completed intercollegiate eligibility, who had at least two (2) years of competition at UT, whose last year of competition was at UT, and who is recommended by the head coach, may receive a standardized T-Ring in the place of an approved senior letter award. If the cost of the T-Ring exceeds the maximum allowed per NCAA rules for a senior award, the letterwinner pays the difference. The letterwinner may purchase either the senior letter award or the T-Ring (if they want both awards and not just one). T-Ring recipients are approved by the Director of Athletics and Athletics Councils.
- All T-Rings, at this time, are ordered from the same company.
- The football T-Ring features a light colored orange stone with a raised white T and no florentine on the sides.
- All other sport T-Rings feature a dark colored orange stone with a raised white T and vertical florentine on the side.
- Former letterwinners who meet the T-Ring criteria but have not received a ring may purchase one by contacting the T-Association office to request certification to order a ring. Once verification is established (varsity letterwinner, graduation and criteria listed above), the T-Association notifies the ring company that the letterwinner is authorized to order and purchase a ring directly from the company.
C. Tickets
Athletics ticket policies are reviewed annually and recommended changes are made to the Directors of Athletics. This includes policies for letterwinners.
D. Admission to Longhorn Foundation Special Clubs
- Letterwinners receive complimentary passes, depending on availability, to the End Zone Club, the Burnt Orange Room, and other designated Longhorn Foundation special clubs.
E. Special Events/Activities
- Letterwinners, upon invitation, may be included in various events/activities in the 200 Horns Club, the UT Club, Suites, AD Box, Moncrief-Neuhaus, or other special actives of the Athletics Departments.
- Coordinate golf tournaments and special events with the Longhorn Foundation.
- Coordinate T-Association members attendance to local Longhorn Club meetings.
- Coordinate T-Association special events at home and away games, NCAA events, Big 12 competitions, and post-season events.
F. Recognition
- Recognize letterwinners by badges/pins and have reserved areas at athletic department meetings, functions, and sports events.
G. Merchandise
The T-Association develops a logo for apparel and other merchandise that available for letterwinners to purchase.
"HONORING" JERSEYS/"RETIRING" NUMBERS
The department may "honor" the jersey/uniform, or "retire" the number, of former student-athletes. Rather than setting specific criteria for this recognition, it is understood that an individual's jersey/uniform will be "honored," or number "retired," only when extraordinary athletic accomplishments are so impressive as to clearly distinguish the honoree from the many other outstanding student-athletes who have represented The University.
All recommendations to "honor" jerseys/uniforms, or "retire" numbers, must be made by the Directors of Athletics (after conferring with the appropriate head coach, IAW Hall of Honor Selection Committee, or IAM Hall of Honor Nominating Committee) to the Athletics Councils.
The respective athletic department will determine the manner in which this recognition will be displayed in the appropriate venue.
LONGHORN HALL OF HONOR
Coordinate all procedures for Longhorn Hall of Honor nominations, voting, and inductions, and other designated functions for honorees.
By-laws attached.
HONORARY T-AWARD
Recipients of the Honorary T-Award must be individuals who have rendered outstanding service to The University of Texas Athletics Departments.
Coaches and staff in the Athletics Departments may make recommendations by completing a nomination form and returning it to the T-Association office. Others, outside the department, wanting to make nominations should do so through a University of Texas coach or staff member.
The initial nominations are submitted to the Athletic Directors for their review. They submit their recommendations to the Letterwinners Committee. The committee recommends two names to each of the Athletic Directors for their final approval of one recipient. It is not necessary that there be a recipient each year.
IAM and IAW present the recipient, or recipients, of the awards at a student-athlete awards banquet of their choice.
The recipient, or recipients, are awarded a standardized Honorary-T Award plaque and an Honorary T-Award blanket.
Honorary T membership does not qualify the recipient for membership in the T-Association or the Hall of Honors of IAM or IAW.
Honorary T members are listed in all T-Association publications, as well as, any other recognition decided by the Athletics Department.
Honorary T-Award Nomination Form
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LONG-RANGE PLANNING
A. In conjunction with a designated, experienced company, establish a format for the foundation of an athletics museum.
B. Research, up-date, and maintain historical information of T- Association and members, and communicate such to the Athletics Department, media, letterwinners, and public.
C. Future policy structure of T-Association
- Address the issue of charging dues.
- Establish a Board of Directors for the T-Association.
- Coordinate T-Association and Hall of Honor policies, which could be to combine some of the committees and officers.
- Establish Advisory Committee in major cities who would be a link between T-Association members and the Athletics Departments.
- Define student-manager and trainer positions within the T- Association.
- Establish a ticket policy for IAM and IAW letterwinners.
- Furnish lists of specific sport T-Association alumni in an area for recruiting purposes, summer jobs, careers, high school coaches, etc.
D. Coordinate T-Association event sponsorships as relates to the Host Communications contract.
NATIONAL FOOTBALL FOUNDATION AND COLLEGE HALL OF FAME
The T-Association office handles all aspects of the Greater Austin Chapter of the National Football Foundation & College Hall of Fame. This includes the annual banquet, maintaining the membership roll, correspondence associated with this organization, and other functions needed to maintain a viable chapter.
By-Laws attached.
last updated: February 11, 2009