2016 Athletic Department Policy and Procedure Manual
Athletic Department Adams State University 9/1/2016
Contents 1. Adams State University Mission, Philosophies, & Organization 1.1
ASU Core Values …………………………………………………………………………………. 11
1.2
ASU Vision ………………………………………………………………………………………….. 11
1.3
ASU Mission Statement ………………………………………………………………………
11
1.4
ASU Department of Athletics Vision …………………………………………………..
11
1.5
ASU Department of Athletics Mission Statement ………………………………
11
1.6
ASU Department of Athletics Values …………………………………………………
12
1.7
Department of Athletics Philosophy …………………………………………………
12
1.8
Conference Affiliation ………………………..…………………………………………….
13
1.9
NCAA Division II Philosophy Statement……………………………………………..
14
1.10
University Organization Chart ……………………………………………………………
16
1.11
Athletic Department Organization Chart …………………………………………..
17
2. Rules Compliance 2.1
Compliance Policy ……………………………………………………………………………..
18
2.2
NCAA Principle of Institutional Control ……………………………………………..
18
2.3
Compliance Responsibilities ……………………………………………………………..
18
2.4
Compliance Coordination ………………………………………………………………….
18
2.5
Outside Compliance Review ………………………………………………………………
19
2.6
Rules Education …………………………………………………………………………………
19
2.7
Monitoring Compliance …………………………………………………………………….
20
3. Rules Infractions and Violations 3.1
Policy on Violation of NCAA Rules …………………………………………………….
20
3.2
NCAA Certificate of Compliance ……………………………………………………….
20
3.3
Procedure for Reporting Possible Infractions ……………………………………
21
3.4
Rules Interpretation Procedures ………………………………………………………
21
1
4.
5.
6.
Personnel Procedures 4.1
Hiring ……………………………………………………………………………………………
22
4.2
Contracts ………………………………………………………………………………………
22
4.3
Payroll …………………………………………………………………………………………
23
4.4
CPR/First Aid Training Requirement ……………………………………………..
23
4.5
Outside Income Policy ………………………………………………………………….
23
4.6
Annual Evaluation/Review ……………………………………………………………
23
4.7
Disciplinary Procedures ………………………………………………………………..
23
4.8
Holidays/Vacation Guidelines ……………………………………………………….
25
4.9
Staff Meetings ………………………………………………………………………………
26
4.10
Educational Benefits …………………………………………………………………….
26
4.11
Key Distribution ……………………………………………………………………………
29
4.12
Parking …………………………………………………………………………………………
29
4.13
Secretarial Support ………………………………………………………………………
30
4.14
Use of Office Machines ……………………………………………………………….
30
4.15
Mail …………………………………………………………………………………………….
32
Business Operations & Budget Procedures 5.1
ASU Annual Budget Development ………………………………………………
32
5.2
Department Budget Procedures ………………………………………………...
34
5.3
Expenditures ………………………………………………………………………………
35
5.4
ASU Procurement Code of Ethics ………………………………………………
35
5.5
Purchase Limit/Department Limit Approval ………………………………
36
5.6
Purchase Requisition …………………………………………………………………
36
5.7
Department P-Card …………………………………………………………………..
38
5.8
Office Supplies ………………………………………………………………………….
40
5.9
Telephone ………………………………………………………………………………..
40
5.10
Printing …………………………………………………………………………………….
41
Fundraising & Promotional Operations 6.1
Statement of Purpose ……………………………………………………………...
2
40
7.
8.
9.
6.2
Trade-Outs, Gifts, & Donations …………………………………………………
41
6.3
Courtesy Cars …………………………………………………………………………..
41
6.4
Corporate Sponsorships …………………………………………………………..
41
6.5
Advertising ………………………………………………………………………………
41
Reimbursement Procedures 7.1
Use of Personal Vehicles …………………………………………………………...
41
7.2
Use of Personal Telephone ………………………………………………………..
41
Emergency Action Plan 8.1
Accidents or Injuries …………………………………………………………………
44
8.2
Life-Threatening Situations ………………………………………………………
44
8.3
Building Evacuation ………………………………………………………………….
44
8.4
Fire …………………………………………………………………………………………..
45
8.5
Tornado ……………………………………………………………………………………
45
8.6
Crime in Progress ……………………………………………………………………..
45
8.7
Plachy Hall Emergency Plan ………………………………………………………
45
8.8
Rex Stadium Emergency Plan ……………………………………………………
46
8.9
Baseball, Softball, Soccer, Lacrosse Facility Emergency Plan ……………………………………………….
47
Facilities & Equipment 9.1
Sport Facility Policies ………………………………………………………………..
47
9.2
ASU High Altitude Training Center ……………………………………………
48
9.3
Athletic Training Room Policies ………………………………………………..
49
9.4
Strength & Conditioning Facilities Policies …………………………………………………………………………………….
51
9.5
Locker Room & Locker Policies ………………………………………………..
56
9.6
Equipment Dispersal Policy ……………………………………………………..
56
9.7
Laundry Procedures ………………………………………………………………..
56
3
9.8
10.
Equipment & Apparel Inventory Control Procedures …………………………………………………………………
57
Student-Athlete Well Being 10.1
Commitment to Equity …………………………………………………………..
57
10.2
New Student Orientation……………………………………………………….
58
10.3
Student-Athlete Support Services ………………………………………….
58
10.4
Drug & Alcohol Awareness/Drug Testing ……………………………….
60
10.5
Methods of Selection for Drug Testing ………………………………….
66
10.6
Postseason/Championship Screening ……………………………………
67
10.7
Re-Entry Testing ……………………………………………………………………
68
10.8
Follow-Up Testing …………………………………………………………………
68
10.9
Notification & Reporting for Collection ……………………………………………………………………………..
68
10.10 Voluntary Disclosure/Safe Harbor ………………………………………..
68
10.11 Reporting of Results …………………………………………………………….
69
10.12 Medical Exception Process …………………………………………………..
70
10.13 Positive Drug Test Sanctions ………………………………………………..
70
10.14 Right to Appeal …………………………………………………………………….
73
10.15 Dental Injuries Policy ……………………………………………………………
74
10.16 Injured Student-Athlete Protocol …………………………………………
74
10.17 Medical Hardship Waivers ……………………………………………………
74
10.18 Tobacco Policy ………………………………………………………………………
75
10.19 Student-Athlete Insurance Coverage …………………………………….
75
10.20 Pregnancy ……………………………………………………………………………..
75
4
11.
12.
10.21 Student-Athlete Advisory Committee ……………………………………………………………………………
76
10.22 Student-Athlete Grievance Procedures …………………………………………………………………………..
78
Sportsmanship & Ethical Conduct 11.1
Sportsmanship & Ethical Conduct Defined ……………………………
79
11.2
RMAC Sportsmanship Code ………………………………………………….
79
11.3
Coaches Code of Conduct …………………………………………………….
79
11.4
Student-Athlete Standards of Conduct ………………………………..
80
11.5
Student-Athlete Relationships …………………………………………….
83
11.6
Team Guidelines ………………………………………………………………….
85
11.7
Sexual Harassment/Sexual Assault ……………………………………….
85
11.8
Hazing ………………………………………………………………………………….
88
11.9
Gambling & Sports Wagering ………………………………………………
91
11.10 Disciplinary Process & Sanctions …………………………………………
92
12.1
Purpose of Policies …………………………………………………………….
94
12.2
Responsibility & Accountability ………………………………………….
94
12.3
Modes of Transportation ……………………………………………………
95
12.4
Safety Requirements for Transporting Student-Athletes ………………………………………………………………..
96
12.5
Inclement Weather …………………………………………………………….
96
12.6
Emergency Situations …………………………………………………………
96
12.7
Staff Members ……………………………………………………………………
97
Travel
5
13.
14.
15.
12.8
Teams ………………………………………………………………………………..
97
12.9
Competition ………………………………………………………………………
98
12.10 Student-Athlete Travel Release Form …………………………………………………………………….
98
Scheduling 13.1
Preparation of Schedules …………………………………………………..
98
13.2
Deadlines for Completion of Schedules ………………………………………………………………………….
99
13.3
Approval of Schedules ………………………………………………………
99
13.4
RMAC Competition …………………………………………………………...
99
13.5
Non-Conference Competition ……………………………………………
99
13.6
Practices ……………………………………………………………………………
99
14.1
Concessions ……………………………………………………………………..
100
14.2
Tailgating ………………………………………………………………………….
100
14.3
Crowd Control ………………………………………………………………….
101
14.4
Music & Entertainment ……………………………………………………
101
Athletic Events
Ticket Management & Complimentary Admissions 15.1
Operations …………………………………………………………………….
101
15.2
Complimentary Admission for ASU Coaching Staff ……………………………………………………….
101
6
15.3
15.4
15.5
15.6
16.
102
Complimentary Admission for Enrolled Student-Athletes……………………………………………..
102
Complimentary Admission for Prospective Student-Athletes………………………………………..
102
Complimentary Admission for High School, College Preparatory School, and Junior College Coaches ………….
102
Media Relations 16.1
Contacting the ASU Sports Information Office …………………………………………………………………………..
103
16.2
The Media: Who Are They? ………………………………………….
103
16.3
Athletic Department Policy on Media Relations …………..
104
16.4
Blogs, Fan Sites, & Message Boards ………………………………………………………………………….
105
ASU Athletic Department Social Networking Policy ……………………………………………………………………………
105
16.6
Facebook ……………………………………………………………………..
106
16.7
Interview Ground Rules ………………………………………………..
106
Purpose of Sports Camps & Institutional Clinics Policy ………………………………………………………………..
107
17.2
Definition …………………………………………………………………….
107
17.3
Scope …………………………………………………………………………..
107
17.4
Purpose of Sports Camps & Institutional Clinics ……………………………………………………..
107
17.5
Employment ……………………………………………………………….
107
17.6
General Policies ………………………………………………………….
109
16.5
17.
Complimentary Admission for ASU Athletic Administrative Staff …………………………………
Camps & Clinics 17.1
7
18.
19.
20.
Recruiting
(NCAA Bylaw 13)
18.1
Coaches Certification ………………………………………………….
111
18.2
Recruiting Off-Campus ……………………………………………….
112
18.3
Telephone Calls …………………………………………………………..
113
18.4
Contacts & Evaluations ……………………………………………….
113
18.5
Official Visits ……………………………………………………………….
113
18.6
Unofficial Visits …………………………………………………………..
116
18.7
Tryouts ……………………………………………………………………….
117
18.8
Walk-On Clearance Procedures ………………………………….
119
Eligibility
(NCAA Bylaw 14)
19.1
ASU Admissions .…………………………………………………………
120
19.2
Amateurism ……………………………………………………………….
121
19.3
Initial Eligibility …………………………………………………………..
122
19.4
Continuing Eligibility …………………………………………………..
123
19.5
Summer School Procedures ……………………………………….
126
19.6
Transferring In to ASU ……………………………………………….
126
19.7
Transferring Out of ASU …………………………………………….
128
Financial Aid
(NCAA Bylaw 15)
20.1
General Practices ………………………………………………………
130
20.2
Administration of Athletic Aid …………………………………..
131
20.3
Procedures for Squad Lists & Financial Aid ……………………………………………………………..
132
20.4
Verbal Offer ………………………..……………………………………
133
20.5
NCAA/RMAC Equivalency Limits ……………………………….
134
8
21.
22.
23.
20.6
Scholarships ………………………………………………………………
133
20.7
NLI …………………………………………………………………………….
134
20.8
Processing Grants-In-Aid …………………………………………..
136
20.9
Renewal/Reduction/ or Cancellation ………………………….
136
20.10
Athletic Scholarship Appeals ………………………………………
137
Awards & Benefits
(NCAA Bylaw 16)
21.1
Policies on Awards & Benefits …………………………………….
137
21.2
Boosters & Extra Benefits ……………………...…………………..
138
21.3
Housing Benefits Incidental to Participation……………...
139
21.4
Meals Incidental to Participation ………………………………
140
21.5
Occasional Meals ……………………………………………………..
141
Playing & Practice Seasons
(NCAA Bylaw 17)
22.1
Declaration of Playing Season ……………………………………..
141
22.2
Countable & Non-Countable Athletic Related Activities ……………………………………………
142
22.3
Weekly Limits ………………………………………………………………
143
22.4
Weekly Playing & Practice Report Procedures ………………………………………………………
144
22.5
Outside Competition …………………………………………………..
144
22.6
Missed Class Time Policy …………………………………………….
145
22.7
Male Practice Players ………………………………………………….
146
Student-Athlete Employment ……………………………………..
146
Employment 23.1
9
23.2
24.
Coach’s Outside Employment ……………………………………..
146
Student-Athlete Athletic Program Evaluations 24.1
Purpose ……………………………………………………………………….
10
147
1. ADAMS STATE UNIVERSITY MISSION AND PHILOSOPHIES 1.1
ASU CORE VALUES
ASU Athletics supports and is committed to the core values as set forth by the University. ASU utilizes its core values as a basis for reflection and positive change. As members of the Adams State University community, we value: opportunity and access for all excellence in teaching and learning growth through inclusion of diverse cultures and ideas a learning and civic community of trust, respect, and civility caring and personal relationships innovation, integrity, and ethical leadership responsible stewardship 1.2
ASU VISION
To become the university community of choice for diverse, historically underserved groups, and all who value quality education and inclusivity. 1.3
ASU MISSION STATEMENT
ASU’s mission is to educate, serve, and inspire our diverse populations in the pursuit of their lifelong dreams and ambitions. 1.4
ASU DEPARTMENT OF ATHLETICS VISION
Adams State University Athletic Department strives to compete for conference championships and NCAA post season opportunities and championships, while focusing on academic excellence through rising graduation and retention rates and scholastic honors. Athletics will provide exceptional value and benefit to the mission of Adams State University and community, demonstrate unrivaled pride and foster relationships with all constituents. The athletic department is committed to the utmost integrity through NCAA rules compliance, fiscal responsibility and student-athlete personal development. 1.5
ASU DEPARTMENT OF ATHLETICS MISSION STATEMENT
To prepare and transform our diverse population with life skills through competition, service, and education. The Adams State University Athletic Department Goals: 1. Academic Excellence a. ASU Athletics will strive to support the role and mission of the university in academic excellence i. We will recruit student-athletes who will improve the institution’s academic profile
11
2.
3.
4.
5.
ii. We will provide the institution with student leaders in academic excellence iii. We will improve the academic profile of minority student-athletes Student Success a. ASU Athletics will continue to be the leader in graduation and retention rates on campus i. We will improve the retention gap from 8%-10% ii. We will improve our cohort graduation rate to 40% Personal and Professional Development a. ASU Athletics will provide better opportunities for professional development for coaches i. We will work to integrate professional development opportunities with campus efforts ii. We will provide in-house opportunities for professional development iii. We will work to increase budgets so coaches have funding to attend coaching clinics Access and Affordability a. ASU Athletics will strive to work with the institution to make learning and competing more affordable i. We will work to eliminate the pay-to-play model for our student-athletes ii. We will encourage the institution to provide programs budgets that are sufficient to cover the basics (safe travel, lodging, meals, uniforms, official’s fees and necessary equipment) Community Relations a. ASU Athletics will be the campus leader for community relations i. We will improve and continue existing community service efforts ii. We will provide community engagement activities iii. We will take staff knowledge, expertise and resources out to the San Luis Valley schools
1.6 ASU DEPARTMENT OF ATHLETICS VALUES As an integral part of the Adams State University community, the athletic department values:
1.7
Excellence both in academics and on the field of play Developing our student-athletes as better human beings through life skills development and discipline Diversity and equity in all areas Sportsmanship and ethical conduct Responsible stewardship of the resources within our means Building champions of character Providing a competitive environment as the front porch to the University
DEPARTMENT OF ATHLETICS PHILOSOPHY The athletic program adheres to the policies and procedures of the NCAA and the Rocky Mountain Athletic Conference. The athletic department is committed to excellence in academics as well as athletics, and focuses on fielding competitive teams at the Division II level. Participation in
12
intercollegiate athletics is an integral part of our student’s overall educational experience. Adams State University strives to reach the highest possible graduation rate for all of our student-athletes, while focusing on their social, cultural and intellectual development. The athletic department recognizes the importance of equity in all of its programs and promotes diversity in both studentathletes and staff. Student-athletes, coaches and all others associated with intercollegiate athletics are expected to embrace the principles of sportsmanship and ethical conduct. Further, it is recognized that a viable, academically and professionally sound intercollegiate athletic program is an important component of a comprehensive residential state institution dedicated to the service of a broad range of student, faculty, and public interests. Participation in intercollegiate athletics can and should develop character, maturity, and a sense of fair play as well as academic and athletic excellence and physical vigor. The athletic program is important in engendering community support for the institution at the legislative level while fostering pride in the University among faculty, students and citizens of Colorado. It generates revenues to support intercollegiate teams and athletes. The athletic department abides by the letter and the spirit of the law requiring nondiscrimination on the basis of religion, national origin, ancestry, age, sexual orientation including transgender status and gender expression, marital status, and parental status. 1.8
CONFERENCE AFFILIATION
About the RMAC The Rocky Mountain Athletic Conference is a premier NCAA Division II conference located in the states of Colorado, Nebraska, New Mexico, South Dakota, and Utah. The RMAC currently competes in 23 NCAA Division II sports and has earned 55 NCAA Division II national championships and 44 national runner-ups since 1992. Founded in 1909, the RMAC is the most historic athletic conference headquartered in the western United States and also in Division II. RMAC Mission Statement The Rocky Mountain Athletic Conference is a Presidents' Conference, committed to the principles set forth in the NCAA Division II Philosophy Statement. Our focus is on the overall educational experience of our student-athletes and the integration of the athletic programs into the total educational mission of our member schools. We seek to maintain institutional diversity and autonomy, and to promote individual diversity among the student-athletes and athletic staffs of our member institutions. We are committed to fostering the general welfare of our student-athletes and to developing their athletic skills and academic abilities. We provide leadership to develop and maintain a balance between competitive excellence and stability within our conference. RMAC Address 1867 Austin Bluffs Parkway Suite 101 Colorado Springs, Colorado 80918
RMAC Phone (719) 471-0066
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1.9
NCAA DIVISION II PHILOSOPHY STATEMENT
In addition to the purposes and fundamental policy of the National Collegiate Athletic Association, as set forth in Constitution 1, members of Division II believe that a well-conducted intercollegiate athletics program, based on sound educational principles and practices, is a proper part of the educational mission of a university or college and that the educational well-being and academic success of the participating student-athlete is of primary concern. Higher education has lasting importance on an individual's future success. For this reason, the positioning statement for the division and the emphasis for the student-athlete experience in Division II is a comprehensive program of learning and development in a personal setting. The Division II approach provides growth opportunities through academic achievement, learning in high-level athletics competition and development of positive societal attitudes in service to community. The balance and integration of these different areas of learning provide Division II student-athletes a path to graduation while cultivating a variety of skills and knowledge for life ahead. Members support the following attributes in the belief that these attributes assist in defining the division's priorities and emphasize the division's position within the Association: Learning; Service; Passion; Sportsmanship; Resourcefulness; and Balance. The positioning statement and the attributes shall serve as a guide for the preparation of legislation by the division and for planning and implementation of programs, initiatives and policies by member institutions, conferences and the Division II governance structure. Furthermore, a member of Division II believes in a set of common features, which assist in defining the division. Such features include exceptional teacher-to-student ratios that provide student-athletes with a quality education, a unique model of staffing in which coaches provide additional services such as teaching and mentoring, and the development of community partnerships and student-athlete participation in community engagement activities. A member of Division II also believes in the following principles, which assist in defining the division: (Revised: 1/14/97) (a) Promoting the academic success of its student-athletes, measured in part by an institution's studentathletes graduating at least at the same rate as the institution's student body; (Revised: 1/12/04 effective 8/1/04) (b) That participation in intercollegiate athletics benefits the educational experience of its studentathletes and the entire campus community; (Revised: 1/12/04 effective 8/1/04) (c) Offering opportunities for intercollegiate athletics participation consistent with the institution's mission and philosophy; (Revised: 1/14/97, 1/12/04 effective 8/1/04) (d) That championships are intended to provide national-level competition among eligible studentathletes and teams of member’s institutions; (Revised: 1/9/06 effective 8/1/06) (e) Preparing student-athletes to be good citizens, leaders and contributors in their communities; (Revised: 1/12/04 effective 8/1/04)
14
(f) Striving for equitable participation and competitive excellence, encouraging sportsmanship and ethical conduct, enhancing diversity and developing positive societal attitudes in all of its athletics endeavors; (Revised: 1/14/97, 1/12/04 effective 8/1/04) (g) Scheduling the majority of its athletics competition with other members of Division II, insofar as regional qualification, geographical location and traditional or conference scheduling patterns permit; (Revised: 1/14/97) (h) Recognizing the need to "balance" the role of the athletics program to serve both the institution (e.g., participants, student body, faculty-staff) and the general public (e.g., community, area, state); (Revised: 1/12/04 effective 8/1/04) (i) Offering an opportunity for participation in intercollegiate athletics by awarding athletically related financial aid to its student-athletes; (Revised: 1/14/97, 1/14/02, effective 8/1/02) (j) That institutional control is a fundamental principle that supports the educational mission of a Division II institution and assumes presidential involvement and commitment. All funds supporting athletics should be controlled by the institution. The emphasis for an athletics department should be to operate within an institutionally approved budget and compliance with and self-enforcement of NCAA regulations is an expectation of membership; and (Adopted: 1/14/02 effective 8/1/02, Revised: 1/12/04 effective 8/1/04) (k) That all members of Division II should commit themselves to this philosophy and to the regulations and programs of Division II. (Revised: 1/14/97)
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1.10
UNIVERSITY ORGANIZATION CHART
16
1.11
ATHLETIC DEPARTMENT ORGANIZATION CHART
17
2. RULES COMPLIANCE 2.1
COMPLIANCE POLICY
It is the policy of ASU to adhere to all rules established by the NCAA, the Rocky Mountain Athletic Conference, and the University in regard to the conduct of its athletic programs. It is the obligation of every staff member, whether coach or administrative, to sign the NCAA Certification of Compliance form annually and to abide by the principles of that form and its legislative requirements. 2.2
NCAA PRINCIPLE OF INSTITUTIONAL CONTROL
Institutional control is a fundamental requirement of NCAA legislation. ASU, as a member of the NCAA is committed to maintaining the integrity of its intercollegiate athletics program, its coaches, sports teams, and student athletes. This commitment and obligation extends to the operation of the athletics department in adherence to the principle of Institutional Control, consistent with the spirit of NCAA, the Rocky Mountain Athletic Conference, and University rules and regulations. Proper control of the athletics program is maintained through: Controlling its intercollegiate athletics program in accordance with the rules and regulations of the NCAA. The education of coaches, staff members, student-athletes, and other individuals involved with the operation of the athletics program. The monitoring of these systems to ensure that all athletically-related functions are carried out within the scope and intent of applicable regulations. 2.3
COMPLIANCE RESPONSIBILITIES
Rules compliance is a collective responsibility. Each individual involved in the operation of the athletics program is obligated to maintain competency in knowledge of the rules and ensure adherence to rules as set forth by the NCAA, Rocky Mountain Athletic Conference, and ASU. Every head coach is integral in compliance as they are in a particular position allowing oversight of the programs which they lead. As such, each head coach is responsible for the following: Supervising and monitoring actions taken by the personnel in the coach’s charge including, but not limited to, assistant coaches, graduate assistants, volunteer coaches, team managers, student assistants. Maintaining an accurate and detailed system of records which may be used to reconstruct actions and events. Maintaining a regular rules education program. 2.4
COMPLIANCE COORDINATION
The Associate AD for Compliance and Eligibility will be the central coordinator for compliance activities between the department of athletics and the University. This individual is charged with the coordination of all layers of oversight for institutional compliance operations.
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Athletic Council The Adams State University Athletic Council will meet quarterly and provide advice to the Director of Athletics and the President. This council will play a significant role in documenting institutional control over the department of athletics. The Athletic Council will review and recommend modifications as necessary to various policies, handbooks, reports and other matters pertaining to athletic programs and personnel. Members of this council include: 2.5
University President Director of Athletics Associate Director of Athletics for Internal Affairs/Senior Women Administrator Associate AD for Compliance & Eligibility Assistant AD for Academic Affairs Faculty Athletics Representative Director of Financial Aid Scholarship Coordinator VP of Academic Affairs VP of Administration and Finance Registrar VP of Student Services Director of Marketing and Enrollment Management Assistant VP of Enrollment Management Title IX Coordinator / Office of Equal Opportunity OUTSIDE COMPLIANCE REVIEW
The NCAA requires a periodic review of the rules compliance program by an authority outside the athletic department. In order to fulfill this requirement, the Athletic Council and the Rocky Mountain Athletic Conference office will perform this function on a regular basis. All athletics department personnel are expected to participate in and cooperate fully with these outside reviews upon request. 2.6
RULES EDUCATION
Rules education is a critical component of compliance. Knowledge of the rules is the first step in maintaining compliance and upholding the integrity of the athletic department and the University. Although coaches and staff can’t know every rule, they are expected to know the basic rules, to use the NCAA Manual as a reference point, and to ask for guidance if unsure from the Associate AD for Compliance & Eligibility. The rules education program is intended to prepare coaches and staff to identify areas where compliance problems may exist and to identify infractions, should they occur. The rules education program is also intended to inform coaches and staff of proposals and changes to NCAA rules throughout the legislative process. Throughout each academic year, the Associate AD for Compliance & Eligibility will coordinate and conduct rules-education sessions for coaches, athletic administrators, athletic support staff and studentathletes. Rules-education sessions will be conducted with other appropriate University personnel (e.g., registrar, admissions and financial aid) and external individuals as is deemed necessary. These sessions will be supplemented by pertinent rules-education information and materials circulated to the
19
appropriate constituents. All ASU coaches must also attend monthly compliance meetings covering season-specific concerns as well as timely compliance topics and legislation. In addition to the above methods, rules-education information will be disseminated by the Associate AD for Compliance & Eligibility via various media that specifically target alumni and representatives of the athletic interests of ASU (e.g., game programs, alumni publications, athletics publications). When deemed appropriate, the Associate AD for Compliance & Eligibility also will use every opportunity (e.g., meetings and presentations) to provide such information in person. Coaches have a responsibility to inform student-athletes and representatives of the athletics interests of ASU who are close to their program of rules as that pertain to them. It also is the responsibility of coaches to be aware of the activities of these representatives with regard to their relationships with these student-athletes and their team. 2.7
MONITORING COMPLIANCE
Areas such as, amateurism, recruiting, eligibility, financial aid, awards and benefits, and playing and practice seasons will be monitored regularly within the department (daily, monthly, yearly) by the Associate AD for Compliance & Eligibility to ensure the accountability and integrity of its sports programs. Areas outside of athletics (e.g., registrar, admissions, and financial aid) will also have responsibilities as determined by the Athletic Council in monitoring specific tasks in their respective areas in order to maintain institutional control. All coaching staff are required to utilize the NCAA Compliance Assistant Internet (CAi), which will be monitored on a weekly basis to ensure accuracy of information pertaining to recruiting practices, playing and practice seasons, and other pertinent information.
3. RULES INFRACTIONS AND VIOLATIONS 3.1
POLICY ON VIOLATION OF NCAA RULES
Members of the NCAA are required to monitor their athletic programs and self-report any instances in which the University is not in compliance with rules promulgated by the NCAA. It is the policy of ASU that all personnel are required to report any and all situations in which the University is not in compliance to the Associate AD for Compliance & Eligibility immediately upon learning of the possible infraction. 3.2
NCAA CERTIFICATE OF COMPLIANCE
All athletic department staff members (including part-time staff members, graduate assistants, and clerical staff) must sign a Certificate of Compliance form each year, attesting that the individual has reported any knowledge of participation in any NCAA violation at ASU. The Certificate of Compliance form will be on file in the Associate AD for Compliance & Eligibility’s office. Each staff member must be committed to building a successful athletic program within NCAA and ASU guidelines. It is the responsibility of all staff members to inform the Associate AD for Compliance & Eligibility of any potential violations.
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3.3
PROCEDURE FOR REPORTING POSSIBLE INFRACTIONS
1. Any potential or self-discovered NCAA rules violations are to be reported immediately to the Associate AD for Compliance & Eligibility. 2. The Associate AD for Compliance & Eligibility will inform the Director of Athletics of the potential violation and will initiate a preliminary investigation to determine the facts by interviewing all the parties involved in the alleged violation. 3. At the conclusion of the investigation, the Associate AD for Compliance & Eligibility will discuss the findings with the Director of Athletics. The Associate AD for Compliance & Eligibility will create a file for the violation; file all documentation gathered; and self-report the violation to the RMAC for signatures and forward the violation submission to the NCAA . 4. At each quarterly Athletic Advisory Council Meeting, the Associate AD for Compliance & Eligibility will report and review any violations with the council. 3.4
RULES INTERPRETATION PROCEDURES
The interpretation process is essential for compliance with NCAA legislation. In many cases, the NCAA Manual does not provide a definitive answer to questions and an interpretation is required. It is the responsibility of all coaches and staff to seek an accurate interpretation before acting. The procedures for interpretation of NCAA rules are designed to provide accurate and timely answers to questions as they arise. The following procedure should be followed by those seeking an interpretation of the NCAA rules: 1. All coaches and staff members must direct rule and interpretation questions to the Associate AD for Compliance & Eligibility. 2. Coaches can submit their requests verbally or via email. If a question is discussed verbally, the Associate AD for Compliance & Eligibility will ask the coach to follow up the discussion with an email regarding the question. 3. If the Associate AD for Compliance & Eligibility cannot provide an accurate interpretation, the question will be forwarded to the Assistant Commissioner for Compliance at the Rocky Mountain Athletic Conference. If the Assistant Commissioner cannot provide an accurate interpretation; he or she will then forward the question to the NCAA Membership Services staff. 4. Once an official interpretation has been received, the Associate AD for Compliance & Eligibility will contact the individual who requested the interpretation and/or send a written response. If relevant, the interpretation will be disseminated to all coaches and staff. 5. Records will be kept of all questions asked and answers provided. Only the University President, Director of Athletics, Associate AD for Compliance & Eligibility, and the FAR may contact the Rocky Mountain Athletic Conference and the NCAA. COACHES MAY NOT MAKE SUCH CALLS.
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4. PERSONNEL PROCEDURES 4.1 HIRING Adams State University provides a wide spectrum of career and employment opportunities to members of the Alamosa community as well as the citizens of the State of Colorado and throughout the United States. We welcome your interest in employment and will be pleased to provide you with information to help, should you have questions regarding employment at Adams State or Higher Education, please visit the Human Resources Department, located in Richardson Hall, Room 127, or call (719) 587-7990. Adams State University performs background checks as a condition of employment for prospective employees and current employees seeking certain promotional opportunities. Offers of employment are contingent upon completion of an acceptable background check. Applicants will be asked to provide personal data and sign a release form before the background check is conducted. Applicants who fail to provide the data and consent form will not be considered for employment or promotion. Background checks include review of criminal records and sex offender registry background. Credit and driving record background may apply to certain positions. The Adams State University Annual Campus Security and Fire Safety Report contains valuable information for all campus community members. The report is designed to inform you of campus crime and fire statistics and provide security policy statements as required by the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (the Clery Act), a federal law requiring institutions of higher education to annually disclose this information. For a printable PDF version, please click here: Campus Security and Fire Safety Report. The university will provide prospective students and employees a printed copy upon request. Adams State University is an Equal Opportunity/Affirmative Action employer. Applications are sought from all qualified persons regardless of race, color, sex, disability, and, as covered by law, veteran status. In addition, University policies prohibit discrimination on the basis of religion, national origin, ancestry, age, sexual orientation including transgender status and gender expression, marital status, and parental status. 4.2 CONTRACTS ASU shall use a uniform contract form setting forth the general conditions of employment applicable to all Professional Personnel, specifying that the employee is subject to the regulations set forth in this Handbook, as amended from time to time, and setting forth any specific terms of employment applicable to the position (“Special Conditions”). Contracts shall state the following: (1) Position and title (2) Type of appointment (Administrative, Administrative/Regular, and Temporary) (3) Salary to be paid (4) Duration of the contract (if applicable); (5) Any Special Conditions applicable to the contract. Professional Personnel, except for Administrative/Regular Personnel shall be employed as at-will employees. As such, their contracts may be terminated at any time with or without cause or advance notice.
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4.3 PAYROLL Paychecks are issued on the final business day of each month by electronic deposit for all full-time staff. Part-time employees are not eligible for direct deposit. Your paycheck will be a physical check, available for pickup on the last working day of each month (with the exception of the June paycheck, available on July 1) in the Business Office, Richardson Hall, Rm 130, or mailed to your W-2 address on the third working day of the following month. 4.4 CPR/FIRST AID TRAINING REQUIREMENT NCAA Bylaw 11.1.6 requires full-time staff members to maintain current certification in first aid, cardiopulmonary resuscitation (CPR) and automatic external defibrillator (AED) use. ASU policy also requires any staff member who works directly with student-athletes voluntary or paid, part-time or full-time, to maintain the certification. 4.5 OUTSIDE INCOME POLICY It is expected that your state job will be your principal employment. Outside employment, either with another state department or an employer other than the state, or other activity (business transactions or ownership, volunteer positions, etc.) that is or could be perceived as incompatible with the duties and responsibilities of your state position is prohibited. You must get advance written approval from your appointing authority before engaging in outside employment. Failure to obtain approval before beginning outside employment may result in corrective or disciplinary action. 4.6 ANNUAL EVALUATION/REVIEW Exempt professional personnel shall undergo an Annual Performance Review. Goals of the performance evaluation system at Adams State University are intended to promote the following: a. To assess professional performance. b. To increase communication between supervisor and professional to better meet the goals of the department. c. To annually review and update the job description and job responsibilities. d. To foster both university service and professionally relevant community service. e. To provide a guideline for decisions about professional development, retention, and special recognition. A copy of the annual evaluation will be provided to the professional personnel as well as the President of the University. 4.7 DISCIPLINARY PROCEDURES Formal Disciplinary Procedure 1. Investigation. The President, upon receipt of credible information indicating that a Professional has engaged in conduct that, if true, constitutes a violation of University policies may investigate the circumstances in accordance with this Disciplinary Procedure Policy.
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a. The President may personally investigate the circumstances or may appoint another individual or committee to investigate. Outside investigators not employed by the University may be appointed to investigate or assist in an investigation. The President shall request a written report from any committee or individual appointed to investigate and may seek recommendations from appropriate supervisory personnel as to appropriate disciplinary sanctions. b. The written report shall include a summary of disputed and undisputed facts, a recommendation as to whether the facts demonstrate reasonable grounds to believe that the Professional engaged in conduct that constitutes a violation of the policies, an assessment of the credibility of any information sources and a recommendation as to appropriate discipline, if any. 2. Further Action a. Upon review of the investigation report, the President may refer the matter for further investigation if necessary. When the President is satisfied with the investigations, he/she shall a. dismiss the matter, or b. undertake appropriate disciplinary or nondisciplinary measures to address the matter. The President shall give the Professional confidential notice of this determination. 3. The President may impose the following disciplinary sanctions. a. Suspension b. Demotion c. Reassignment to a position with a substantial change in pay or benefits d. Reduction in salary or reduction/denial of a salary increase e. Ineligibility to serve on an official campus body f. Dismissal g. Apology h. Reassignment to another position without substantial change in pay or benefits, additional supervision requirements, or other specific corrective or improvement measures reasonably related to the substantiated charges. i. Verbal or written warning j. Verbal or written reprimand k. Participation in rehabilitation, remedial instruction, counseling, training or servicerelated activity l. Other reasonable actions specifically tailored to address the matter in question. 4. President’s Decision The President’s decision is final, non-appealable and non-grievable, except that Administrative/Regular Personnel may appeal dismissal in accordance with Section X.C.2.e. of the Handbook. Dismissal of a Professional who also holds tenure as a faculty member is effective only as a dismissal from the Professional’s administrative position Dismissal from a tenured faculty position must be in accordance with Section IX.C of the Faculty Handbook. The President’s decision shall become effective on the date upon which it is issued unless otherwise stated in the decision. 5. Progressive Discipline Not Required a. The disciplinary sanctions listed in Section 3 need not be administered progressively. Two or more of the sanctions may be imposed concurrently. The severity of the
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sanctions should be reasonably proportional to the nature and gravity of the conduct. Prior disciplinary actions may be taken into account in making a determination of the appropriate sanction. 6. Public Name Clearing Hearing Any Professional may request a public name clearing hearing if the Professional has reasonable cause to believe, and submits to the President a written request setting forth facts that, if true, show that published statements or public actions of the University in the course of disciplining the Professional have falsely impugned the good name, reputation, honor or integrity of the Professional. Termination or administrative leave/temporary suspension are not public actions falsely impugning the good name, reputation, honor or integrity of the Professional. The name clearing hearing shall be open, except that the hearing officer may order that certain portions of the hearing be closed for the taking of evidence where necessary to protect specific and identified privacy rights of witnesses. The hearing shall be conducted by a hearing officer under the hearing officer review procedures set forth in the Professional Personnel Handbook. 4.8 HOLIDAYS/VACATION GUIDELINES Vacation Leave 1. Full-time Professional Personnel are entitled to four calendar weeks of vacation annually, not to exceed 20 working days. Accrued vacation in excess of forty (40) days is lost as of June 30 with no additional compensation for unused vacation days. 2. Upon termination, eligible Professional Personnel shall be paid for accrued unused vacation for a period not to exceed forty (40) days. Maximum payout for accrued vacation will be prorated for employees who have a contract for 0.50 FTE or more, but less than 1.00 FTE. [Note: The University may require a Professional to use accrued vacation days prior to termination or the end of the fiscal year.] 3. Employees who have a contract for 0.50 FTE or more will be eligible to receive pro rata vacation, and sick leave benefits. Employees who have a contract for less than 0.50 FTE receive no vacation or paid sick leave or other employee benefits except for retirement. 4. Unauthorized leave may result in the denial of paid leave and/or disciplinary action. Any activity requiring Professional Personnel to be absent from regular working hours must have prior approval of the immediate supervisor. In all cases of temporary or short term absence, coverage of duties must be the first consideration. In cases of serious emergency, the Professional will give notification to the immediate supervisor as soon as it is possible. All full-time staff will be required to submit a leave sheet monthly detailing any vacation, sick, or other leave taken during the month. Holiday Schedule 2016 Friday, January 1, 2016 - New Year’s Day Monday, May 30, 2016 - Memorial Day Monday, July 4, 2016 - Independence Day Monday, September 5, 2016 - Labor Day Wednesday, November 23, 2016 - Full-Work Day (Vacation time can be taken with supervisor's approval) Thursday, November 24, 2016 - Thanksgiving Day
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Friday, November 25, 2016 - Martin Luther King Day (Saved from January 18, 2016) Monday, December 26, 2016 - Christmas Day (25th falls on Sunday) Tuesday, December 27, 2016 – President’s Day (Saved from February 15, 2016) Wednesday, December 28, 2016 – Columbus Day (Saved from October 10, 2016) Thursday, December 29, 2016 – Veteran’s Date (Saved from November 11, 2016) Friday, December 30, 2016 - One day of annual Leave or “Leave without Pay” will be taken by Adams State University Administrative and Classified Staff. Monday, January 2, 2017 -New Year's Day (1st falls on Sunday) 4.9 STAFF MEETINGS Adams State University staff meetings called by the President are considered mandatory for all athletic department staff. Any absences must be approved in advance by the Athletic Director. Athletic department staff meetings are held monthly on the first Thursday of each month at 9:30 am and are mandatory for all staff, voluntary or paid. Excused absences must be approved in advance by the Athletic Director. Compliance Rules Education meetings are held monthly on the second Thursday of each month at 9:30 am. These meetings are mandatory for each team to have representation. 4.10 EDUCATIONAL BENEFITS A. SUMMARY/BACKGROUND Each fiscal year, the Adams State University Foundation, through a generous donation, sponsors the Employee Tuition Scholarship Program. The purpose of this program is to provide ASU employees with educational opportunities to promote job and career enhancement. State Fiscal Rule 2-8.04, which authorizes this program, reads as follows: Job related and career enhancement courses may be provided to state employees at no cost or at a reduced cost as authorized by their state agency or institution of higher education. Written approval shall be obtained by the state employee from the chief executive officer (university president), or a delegate, of the state agency or institution of higher education providing this benefit prior to enrollment. Only courses that will benefit the state and enhance the employee’s performance shall be approved. Since this donation is the sole funding source for this program, policy and procedure have been developed to maximize the use of these funds, ensure that awarded benefits do not exceed available funding, and to comply with state fiscal rules. B. GENERAL GUIDELINES The Human Resources Department will administer this program. However, the President has delegated final approval of scholarships to the Employee Tuition Scholarship Committee. This committee shall consist of the Faculty Senate President, the Classified Employees Council President, and the Professional Administrative Staff Council President. The Director of Human Resources shall serve on this committee as a non-voting advisory member. The committee shall use the following guidelines in awarding scholarships: 1. Enrollment is limited to those cases in which classroom space is available without eliminating a tuition-paying enrollee. Early registration will not be allowed.
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2. The scholarship amount received will be based upon the resident Graduate/Undergraduate tuition rate. Employees assessed nonresident tuition must pay the difference between the resident and non-resident rate. 3. Tuition in excess of the employee scholarship, technology fees, course specific fees, and other fees are the responsibility of the individual employee. (University service fees are waived when an employee pays AS&F dues.) 4. Permanent full-time employees may receive this scholarship for up to six credit hours per fiscal year. Permanent part-time employees are eligible for a prorated number of credits based on their FTE. 5. Spouses or children of the employee are not eligible for the scholarship 6. All summer credit hours will count towards the fiscal year beginning that July. (i.e. June 2016 course counts towards fiscal year 2017). 7. The annual budget will be divided into three funds to cover Summer, Fall and Spring semesters. Funds remaining at the end of each semester will be rolled forward. 8. In the event that applications exceed available funding applications will be approved in the following order: a. Job enhancement & Career Development, b. Degree Seeking, c. Personal 9. The employee must take courses for credit and must complete the class with a passing grade, (C or better in graded courses and P in Pass/Fail courses) to be eligible for the tuition scholarship. C. PROCESSING APPLICATION 1. Employee shall provide the following to Human Resources: a. Completed tuition scholarship application form (Attached as exhibit “A”) and b. Completed university service fee waiver form, if necessary (Attached as exhibit “B”). 2. Each semester, specific application deadlines will be communicated to employees. The deadline will typically fall two weeks prior to the start of classes. Late applications may not be considered. 3. All applications submitted to Human Resources shall be checked for completeness and forwarded to the review committee for approval. 4. The review committee shall meet to review applications and submit its decisions to Human Resources. 5. Human Resources will then notify employees of the status of their application and, if approved, be allowed to register for and attend classes.
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D. LEAVE 1. If the employee requests leave to take a class and the supervisor certifies that the class is directly related to the job and will enhance the employee’s performance, he/she may recommend educational leave, flexible work hours or annual leave be approved. The supervisor must obtain written approval from the Human Resources Director before flextime is granted. Annual leave shall be requested on a regular leave request form and processed along with the application for a tuition scholarship. 2. Education leave must have the approval of the appropriate Vice-President of your organizational unit before it can be granted. 3. The supervisor may deny the employee a flex schedule or leave for a variety of reasons, including but not limited to the following: • Excessive hours per week requested. • Workload too heavy to allow employee time off. • Employee is only staff member on-duty at time requested. • Employee has had excessive absences over the year. E. PAYMENT 1. The scholarship will be applied to the employee’s account after the semester add/drop date. 2. In the event the employee does not complete the course or receive a passing grade as previously defined, the scholarship will be revoked. The employee will be required to pay tuition in full or make satisfactory payment arrangements through the Business Office. F. APPEAL OF COMMITTEE DETERMINATION 1. Employees wishing to appeal the decision of the committee must do so within 5 working days of the date they were notified of the committee’s decision. 2. The appeal must be in writing and delivered to the Office of Human Resources. The appeal must provide the committee with additional information as to why the decision is being appealed. 3. The committee will meet to consider the appeal and make a determination based on the information provided in the appeal. The committee’s determination at this stage is final and may not be appealed. 4. The employee will be notified of the committee’s decision on the appeal within 2 working days of their meeting. G. VERIFICATION OF COMPLETION 1. It will be the responsibility of the employee to submit an unofficial transcript of his/her grades to the Human Resource Office no later than two weeks following completion of the semester. 2. If the class was not completed or the employee did not receive a passing grade, the Human Resources Office will notify the Business Office and the tuition scholarship will be revoked. 3. The Human Resources Office will attach the grade report to the employee’s tuition scholarship application and place both in the employee’s personnel file.
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4.11 KEY DISTRIBUTION Each person requesting a key issuance is required to fill out a key request and obtain necessary approval signature. Upon termination of employment (or departure from ASU), the individual to whom the key(s) were issued must return his/her key(s) to Facilities Services. Failure to do so will result in charges being assessed per key based on posted rates. 4.12 PARKING Parking Permits • All decals will be valid from August 1 to July 31 annually. • Lots will be designated as: * C - Commuter Lots (students that do not reside in a residence hall) * R - Students residing in any residential hall * E - Employee (faculty and staff) All Parking Permit Registrations will require vehicle registration and ASU identification number. Employees: • Employees may purchase an annual decal for $65 to park in designated Employee lots. Employees may purchase one additional decal at $15. Permits for any vehicle beyond the first two will be subject to full decal price. • Reserved spots: ASU will not offer reserved/personal parking spaces. Employees needing a reserved spot must submit a letter of justification supporting how their daily duties include leaving campus (not including lunch) multiple times a day for work related activities. All letters of justification must be submitted to the President by August 15. Reserved spaces, upon approval, will cost $125. • Lifetime decals (available only to retired employees) may park in any Commuter (C) designated lot across campus. •
Hang tags are available to Employees only for an additional $5 charge.
All vehicles parked on the property of Adams State University must be registered with the Adams State University Police Department. Street Parking: 1. Monterey Drive is a two-way street, with parking allowed only on the Residential (East) side of the street. Stadium Drive has limited parking at the Northwest end of the street adjacent to Plachy Hall. 2. Parking along First Street in front of the Library is designated as open parking; however, curbs are painted appropriately marking the end of the parking zone. Do not block the service drive or sidewalk areas.
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3. Lots will be enforced 24 hours a day, 7 days a week unless otherwise posted. Parking Violations & Fines: 1. Major Municipal Parking Fines will be assessed accordingly and filed in Municipal court. (i.e. handicap, fire zones). All other fines will be administered by ASUPD. 2. A Parking Appeals Committee will be designated by the Vice President of Student Affairs and will include at least: * One Faculty member * One student (AS&F Chief Justice or a Justice) * One other Faculty or Employee member Parking Fines: • Improper permit display.....$10 • No permit.....$25 • Visitor only......$25 • Improper registration......$25 • No parking zone......$25 • Parked against traffic flow......$25 • Parked out of Boundary marking......$25 • Blocked drive or walkway......$25 • Parked over time limit......$25 • Parked off of asphalt......$25 • Parked in Reserved space......$25 • Abandoned......$25* • Blocking fire hydrant......$50** • Parked in Handicapped zone......$50** • Moving violation......$50** • Parking when privilege revoked......$25 • Boot removal fee......$25 *Vehicle will be towed at owner’s expense ** Municipal fines to be paid in Alamosa Municipal Courts Repeated violations are subject to impoundment and a $25 administrative surcharge in addition to other fines/fees. Fines and fees unpaid after 10 days will incur a $10 late fee. Unpaid fines will be referred to State Collections and parking privileges on ASU property will be denied with the vehicle subject to impoundment. Student records may be frozen until parking fines are paid in full. 4.13 SECRETARIAL SUPPORT Adams State University Athletic department does not employ a full-time administrative assistant. The Associate AD for Internal Affairs provides support on an as needed basis for the entire department with the assistance of a work study. 4.14 USE OF OFFICE MACHINES Training on the proper use of office machines will be provided by Assoc AD for Internal Affairs. Please contact them to set up initial training.
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Due to limited budget resources all department office machines need to be treated with respect, as there is no funding for replacements. If you have issues with any machines, please contact Assoc AD for assistance. A. Proper Use of Computing Resources 1) Storage/Bandwidth – The University’s information technology resources are limited and users must avoid excessive use of resources. 2) Account Access – Each account is assigned to a single user who is responsible for all computing activity involving that account. 3) Privacy Responsibilities – Users shall respect the privacy of others when handling sensitive or confidential information and shall take appropriate precautions to protect such information from unauthorized disclosure or use. B. Privacy Considerations 1) Adams State University supports the protection of individual privacy, but users are advised that they should not expect privacy when using ASU information systems. The systems should in no way be regarded as a secure medium for the communication of sensitive or confidential information. Due to the nature of electronic information systems, the University can assure neither the privacy of an individual user's use of the University’s electronic resources nor the confidentiality of data that may be created, transmitted, received, or stored thereby. We encourage our users to consider the possibility that data that they create, transmit, receive or store may become available to others and to act accordingly to protect their own privacy. 2) Requests for disclosure of sensitive or confidential information will be governed by the provisions of state and federal laws, including Family Educational Rights and Privacy Act of 1974 (FERPA), the Freedom of Information Act (FOIA), and by the Colorado Open Records Law. All such requests will be honored only when approved by university officials who are the legal custodians of the information requested, or when required by state or federal law, or by ADMINISTRATIVE POLICY NUMBER: 500-003. The University reserves the right to access and disclose the contents of faculty, staff, students', and other users' data without the prior knowledge or consent of the user to maintain the integrity and effective operation of the University’s information systems and whenever such access is required or authorized by law, but only after explicit authorization is obtained from the appropriate University authority (President, or Vice-President). 3) ASU does not monitor electronic communications as a routine matter but it may do so to the extent permitted by law as the University deems necessary for purposes of maintaining the integrity and effective operation of the University's electronic systems. ASU specifically reserves the right to access data and information created, transmitted, received, or stored on or through any of its electronic information systems when the appropriate University authority (President, or Vice President) deems such access necessary for legitimate business purposes of the University or the appropriate University authority has a reasonable belief, based on a complaint or otherwise, that such access is necessary to investigate wrongdoing or determine if the electronic information system is being used for improper purposes. C. Prohibited Uses of Computing Resources
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1) Violating activities – Computing resources may not be used for any activity that violates state or federal laws. Such activities include, but are not limited to intimidating, threatening or harassing individuals, or violating the university's policies, including but not limited to its policies concerning relationships between members of the University Community. 2) Money-making – University computing resources may not be used for personal moneymaking or commercial purposes. 3) Infringing Usage – Every user is expected to use the computing facilities in a manner which does not infringe upon the rights of others or the use of those facilities by other people and which does not waste resources. 4) Unauthorized Access – Users are only authorized to access resources that they have been explicitly given access to. Attempts to elevate privileges, circumvent security measures, or use accounts, data, or other resources that the user has not been given explicit access to is forbidden. 5) Employees are prohibited from installing software on University owned computers not directly tied to job related functions. Students are prohibited from installing software on University owned computers without prior approval of Computing Services or the instructor. Usage of software or data without a valid license or in violation of copyright law is not allowed on the ASU computing network. 6) Attaching personal hardware to the campus network without the approval of Computing Services and appropriate supervisory personnel is not allowed. Incompatible hardware can cause damage to the system and/or impact network performance. Personal computers in the Residence Halls are explicitly approved. D. Suspension or Revocation of Access 1) Violations of this policy are dealt with seriously. Users suspected of violating these policies may be temporarily denied access to ASU’s information technology resources during investigation of the alleged abuse. Illegal acts involving ASU information technology resources may also be subject to prosecution by state and federal authorities 4.15 MAIL Mail is picked up and delivered daily. A mail drop for the department is in the Plachy Hall athletic office. For attendant procedures, check with Mail Services, ext. 7101.
5. BUSINESS OPERATIONS & BUDGET PROCEDURES 5.1
ASU ANNUAL BUDGET DEVELOPMENT
A. All requests for changes to the annual budget for the following fiscal year will be submitted to the appropriate Executive Council level representative by each department by October 15th. Each Executive Council member will prioritize all of their departments’ requests and submit the prioritized list to the Budget Office by November 1st.
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B. the Budget Office, in conjunction with the Vice-President of Finance and Administration and Executive Council, will host a campus-wide, fall budget meeting at the end of the fall semester. The Budget Office will provide the campus with the list of all budget requests one week prior to the meeting. The purpose of this meeting is to have an informed discussion as to the budget requests and priorities for the year and serve as an opportunity for campus to provide feedback to Executive Council regarding these requests. C. The budget requests submitted by each Executive Council member will be prioritized by Executive Council as a whole in late fall. They will make recommendations on the requests, any additional requests through the President and/or his/her Executive Council, as well as recommendations for institutional reserves, equipment, funds for renewal and replacement of equipment and capital assets, and operating budgets. The Executive Council may also make recommendations for decreases or reallocations in existing budgets, scholarships, or other previously approved budgets. 1) Institutional expense costs will be estimated by the ASU Budget Office and provided to Executive Council as an information item. These institutional expenses are the nondiscretionary operating expenses and include utilities, escalation in existing scholarships, contractual obligations (for existing approved contracts), workers compensation, property and liability insurance, debt retirement, and existing transfers budgeted from auxiliary funds. It will also include an estimate of salary increases for classified, exempt staff and faculty and increases in retirement, health, life and dental premiums, and other benefits. 2) Tuition, COF, and fee for service estimates will be given as soon as available, and updates made as changes occur during the State of Colorado budget process. 3) As revenue and expense estimates become more concrete, Executive Council will review their recommendations and modify the budget priorities as needed. D. The Budget Office, Vice-President of Finance and Administration, and Executive Council will host another campus- wide budget meeting in April. The purpose of this meeting is to provide an update to the campus as to the status of the next year’s budget, including Executive Council decisions on budget requests, reserves, and other budget items. E. Throughout the year, items may come up that Executive Council members and/or the President feel should not be put on hold until the next budget cycle. These items must be brought to Executive Council using the supplemental budget request form for approval. Executive Council will review all supplemental requests, quarterly, at a regularly scheduled meeting. All supplemental budget requests must be submitted to the Budget Office two weeks prior to the Executive Council budget meeting. The Budget Office will provide Executive Council with all the budget requests one week prior to the Executive Council budget meeting. The Budget Office must be involved with the estimation of any requests that are not of a flat dollar amount prior to the request being submitted. This includes any requests where salaries, benefits, revenues, or any other estimations are made. This process is to be followed for all general and auxiliary funds, including Extended Studies.
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F. The Executive Council will review pending budget decisions quarterly and approve or disapprove them before action is taken, unless the item is an emergency (see definition). Emergencies must go through the appropriate Executive Council member and obtain approval from the President. New positions are not emergencies; replacement of existing positions may or may not be emergencies. CHAPTER: SUBJECT POLICY # Page 3 of 3 Vice-President for Finance and Administration Budget Process 410-001 EFFECTIVE 07/01/08 G. No base-building items should be funded with one-time money unless they are emergencies. Prior to commitment, any base increase or one-time expenditure outside of the approved operating budgets must be submitted to Executive Council for approval. Institutional reserves are considered budgets outside of the approved operating budgets. Thus, any expenditures from institutional reserves also require Executive Council approval. Departmental reserves are considered as part of the operating budgets, and thus, do not require Executive Council approval. H. The Budget Office will provide the campus with a list of all approved budget amendments in each of the categories (emergency, supplemental, annual) quarterly by posting on the website or similar method. I.
II.
Final authority on all budget recommendations and decisions within the approved budget rests with the President. The Board of Trustees is the final approving authority on the annual budget and any amendments to that budget over $50,000. The Funding Request Form must be filled out for all new initiatives, fundraising, and budget requests for the Budget cycle. All requests must be aligned to ASU 2020 Strategic Plan Goals and must identify the intended Funding Source including: new and existing grants, donors, fundraising and General Fund source.
5.2
DEPARTMENT BUDGET PROCEDURES
The fiscal year runs from July 1 to June 30 of each year. In the spring the Director of Athletics is given the projected fall enrollment including total dollars resulting from student fees. Cost of living adjustments are also computed on salaries. The AD then estimates other athletic revenue (Grizzly Club donations, programs) including gate receipts from those sports where admission is charged. Once total revenue is calculated money is allocated to each respective sport program and to athletic administration. After the head coach is given the total budget allocation for their sport(s) they are to prepare a line-item budget for submission to the Athletic Director, and then to the Budget Office. This must be submitted by the deadline given by the budget office. Expenditures from the budget must be executed following purchasing, travel, or other applicable rules. Refer to these sections of the handbook for specific procedures. As a general statement, it is the responsibility of each budget manager to ensure they do not exceed their budget allocation. Camps are budgeted in a separate fund. The amount of camp requirement for operating budget support, salaries, athletic trainers, etc. is shown as a budgeted transfer to the athletic fund. Enough money to cover the transfer will have to be made before any additional is taken as supplemental pay or transferred to the sport’s operating budget. Any additional revenues over expenses and transfers will be transferred in after year end close is complete (approximately the end of September). In the event that a sport does not make their camp requirement, the deficit will be deducted from their current year operating budget.
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Separate fundraising Grizzly Club and Foundation accounts may be maintained. These are managed out of the Foundation’s accounting office. 5.3
EXPENDITURES
Athletics department staff members shall present expenditures needed to enhance the athletics program to the Associate Athletic Director for Internal Affairs/Senior Women Administrator who, with the consent of the Director of Athletics (when needed), shall approve or deny the expenditure based upon the athletics budget and the necessity of the expenditure. All procurement done for Adams State University are governed by Colorado Revised Statutes, and ASU’s Procurement Rules pursuant thereto. Any purchase made by the Adams State University Purchasing Director, or designee, must be in accordance with these Rules. The Purchasing staff is available to answer any questions that may arise. Please contact ASU Purchasing with questions before procuring goods or services. Note: Section 24-109-404, C.R.S., entitled LIABILITY OF PUBLIC EMPLOYEES: "If any governmental body purchases any supplies, services, or construction contrary to the provisions of this code, or the rules promulgated pursuant thereto, the head of such governmental body and the public employee, which for the purposes of this section includes elected officials, actually making such purchase shall be personally liable for the costs thereof. If such supplies, services, or construction are unlawfully purchased and paid for with state moneys, the amount thereof may be recovered in the name of the state in an appropriate civil action." 5.4
ASU PROCUREMENT CODE OF ETHICS
Any person employed by the University who purchases goods and services, or is involved in the purchasing process, for the University, shall be bound by this code and shall: 1. Avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications. 2. Demonstrate loyalty to Adams State University by diligently following the lawful instructions of the University while using professional judgment, reasonable care, and exercising only the authority granted. 3. Conduct all purchasing activities in accordance with the laws, while remaining alert to, and advising the University regarding the legal ramifications of the purchasing decisions. 4. Refrain from any private or professional activity that would create a conflict between personal interests and the interests of Adams State University. 5. Identify and strive to eliminate participation of an individual in operational situations where a conflict of interest may be involved. 6. Never solicit or accept money, loans, credits, or prejudicial discounts, and avoid the acceptance of gifts, entertainment, favors, or services from present or potential suppliers which might influence, or appear to influence purchasing decisions.
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7. Promote positive supplier relationships through impartiality in all phases of the purchasing cycle. 8. Display the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and inspire the confidence of the public being served. 9. Provide an environment where all business concerns, large or small, majority or minority owned, are afforded an equal opportunity to compete for Adams State University business. 10. Enhance the proficiency and stature of the purchasing profession by adhering to the highest standards of ethical behavior. 5.5
PURCHASE LIMIT/DEPARTMENT LIMIT APPROVAL
Purchases of goods can be made up to department limit approval; not to exceed $4999; without contacting the Adams State University Purchasing Office but the State approved procurement card must be used for allowable purchases. Authority to make purchases up to the department limit has been delegated by the Adams State University Purchasing Director. Note: If a good or service is on a required University-wide Price Agreement (“UPA”), that item must be purchased from that source unless a waiver is obtained from the ASU Purchasing Office. When competition exists, and it is in the best interest of the university to do so, emailed/written quotes may be obtained and documented. There will be no circumstance where a representative of Adams State University may charge a purchase to the University without requesting approval from their Department Head. Such purchases are considered personal purchases and must be paid out of pocket by the purchaser. That person may or may not be reimbursed for the expenditure. Taxes are not reimbursable. It is advisable that all Adams State University personnel familiarize themselves with the ASU Purchasing Policies & Procedure Manual. All purchase orders must be placed by Purchasing. No coach or staff member is to place an order verbally or by letter with any supplier. The Athletic Department, in such cases, is not financially responsible for payment. Persons placing unauthorized purchase orders are personally held accountable for the associated expense. 5.6
PURCHASE REQUISITION
The ASU Purchase Requisition is to be used to request goods >$5,000 or all services regardless of the dollar amount, and also serves as authorization to commit funds. All purchase requisitions must be submitted to the Purchasing Office for proper processing, prior to the commitment of any purchase. Fiscal Rule requires signature authority for purchase requisitions. Department Head’s may delegate signature authority to include other personnel within the department. All delegation notifications must be sent in writing to the Budget Office and Purchasing Office. Purchase Requisitions must be approved by personnel with budgetary authority. After department approval the requisition then gets routed to the Purchasing Director for final approval and processing. Sponsored program funds require additional approval from the Sponsored Programs controller before they are routed to the Purchasing Director.
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Information required on the Purchase Requisition should be fully and accurately filled in as follows: 1. Name and address (email of vendor contact-- to expedite ordering) the Purchasing Office has the option to assign a different vendor to the purchase order 2. An estimated item cost 3. Account numbers 4. Quote, application or renewal form for subscriptions, utility bills 5. Detailed description of commodity or service 6. Date of service or activity 7. Supporting documentation as appropriate All purchases of $5,000 and above will be handled by the Adams State University Purchasing Office. The expenditure of University funds for such things as food, beverage, catering services, the cost of holding receptions, employee recognition events, etc., are sometimes perceived as funds used for entertainment or personal benefit. In order to avoid undue criticism or possible misuse of University funds, State Fiscal Rule mandates that the President of Adams State University or designee (Vice President or Vice President for Finance and Governmental Relations) must approve all expenditures of this type. University staff that have been given departmental purchasing signature authority are authorized to approve expenditures that are reasonable up to $200.00. I. DEFINITION A meeting, conference, or other assembly, which meets all of the following criteria: A. It is hosted by administrative officials of Adams State University, as required in the conduct of official business. B. It is held to further the best interests of Adams State University. C. It requires the expenditure of University funds for such things as food, beverage, catering services, the cost of holding receptions, employee recognition events, etc. D. The expenditure is properly authorized by the Department budget manager and approved by the President of the University or designee.
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II. EXAMPLES The following are examples, which qualify as "Official Functions": A. Food and beverages purchased for the hosts and one or more guests visiting a department on official business. B. Luncheons, dinners, receptions, and banquets given as a necessary adjunct to official meetings or conferences. C. Meals (including spouses), service pins, and merit certificates for State employees being honored at an award luncheon, dinner, or reception. This includes the cost of meals for State officials who are required to participate in an official capacity. D. Catering services, which may be required for large formal official functions. E. Decorations as essential to the circumstances. F. Meeting rooms essential to the occasion. III. POLICY It is the policy of the State of Colorado that State funds (in this case University funds) may be used for productive meetings and events that are designed to achieve program objectives (State Fiscal Rules Chapter 2 Sec. 7). University funds are not to be used for entertainment or personal benefit. 5.7
DEPARTMENT P-CARD Commercial Purchase Card Contacts Kristin Young-Jaramillo- Purchasing Agent/Technician II- 587-7526 Renee Vigil- Commercial Purchase Card Program Administrator Purchasing Director- 587-7732 Citibank- Customer Service- 1-800-248-4553 REPORT IMMEDIATELY any lost or stolen card to Citibank and notify Renee Vigil.
General P-Card Information Commercial Purchase Card purchases are governed by the same rules and procedures that apply to all other methods of purchase. In accordance with Fiscal Rule 2-1, all expenditures, including Commercial Purchase Card transactions, by state agencies, departments or institutions shall meet the following standards of propriety; Commercial must be:
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o o
For official state business purposes only Reasonable and necessary under the circumstances
In addition, the last section of Fiscal Rule 2-10 (effective July 1, 2003) states the following: “State agencies or institutions of higher education participating in the Commercial Purchase Card program shall use the state Commercial Purchase Card for purchases at local vendors in lieu of open or other charge accounts. The state agency or institution of higher education’s Commercial Purchase Card administrator and the controller or chief fiscal officer must approve exceptions to this requirement in advance. Open accounts should be closed as soon as Commercial Purchase Cards are available to state agency or institution of higher education personnel.” A. Department Liability o
o
Your department is liable for all charges made on the Commercial Purchase Card within your Department. This includes transactions made on a lost or stolen card before it is reported lost or stolen. Your department is liable for all charges to a Sponsored Project account, including any charges that are unallowable according to the terms of the Sponsored Project award.
B. Transaction Documentation The Cardholder/Department Card Designee is responsible for ensuring that every transaction has valid supporting documentation. Valid supporting documentation includes: 1. An itemized receipt and card transaction slip from the vendor. 2. A signed delivery packing slip. 3. Order forms for dues, subscriptions, registrations, or similar documents. 4. Detailed invoice showing credit card payment. 5. E-mail or fax confirmation from the merchant. 6. Official functions, training functions, dues, memberships, and Sponsored Program funds must follow ASU policies for required signature approvals. These should be kept with transaction documentation. Minimum documentation includes at least one of the items numbered one through five (1-5) and including number six (6), if applicable. Information contained in supporting documentation must include:
Merchant name. Date of purchase. Description, price, and quantity of each item purchased. Total cost of the order. Cardholder/Department Card Designee (DCD) name and/or card number. Signature of Cardholder/DCD demonstrating receipt. Official function form, if applicable.
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Explanation of the reason for the purchase, if it appears unusual. C. Lost or Unavailable Documentation Contact the merchant directly if the original supporting documentation is lost or if the merchant did not provide it. If the merchant cannot provide documentation, complete the Documentation of Lost or Unavailable Transaction Information Form. D. Tracking Purchases
Retain the authorizing documentation and maintain a log of all purchases. Retain documentation in a file or envelope including letters, e-mails, hand prepared order information with signatures, etc.
All ASU policies and procedures and forms pertaining to the P-Card can be found in the Commercial P-Card Handbook 5.8
OFFICE SUPPLIES Office supplies are kept in the athletic office in Plachy Hall. If one needs supplies or needs to place an order, the Assoc AD for Internal Affairs will be responsible.
5.9
TELEPHONE Office Phones Voice mail instructions: Hit the voice mail button, enter the PIN 12345# and follow the instructions. If you access your voice mail from off campus, the number will now be 587-8080 to access the new voice mail system. http://howto.adams.edu/index.php/VOIP_Voicemail For phone feature information, here are two guides. http://howto.adams.edu/index.php/VOIP_-_Cisco_7841_Quick_Reference_Guide http://howto.adams.edu/index.php/VOIP_-_Cisco_IP_Phone_Quickstart_Guide Long Distance Athletic department staff members are required to request a PAC code. This is done through the computing services work order system. This code will be required to place any long distance calls or faxes from the athletic department offices and long distance fees will be billed appropriately. Cell Phones Athletic department staff members with approval of the Athletic Director or program head coach can request a business cell phone through the Associate AD of Internal Affairs. Usage will be billed to the appropriate program.
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5.10
6.
PRINTING All usage of the department copier is tracked by department ID and will be billed based on percentage of use to the appropriate program on an annualized basis.
FUNDRAISING & PROMOTIONAL OPERATIONS 6.1
STATEMENT OF PURPOSE Adams State serves a critical need in Colorado, the San Luis Valley and the Nation by providing high quality higher education to a diverse student body both on Campus and through the Extended Studies Program. Given the dramatic reductions in state support for all of higher education in Colorado, it is even more important for those of us who can help to do so now. The Adams State Foundation exists to promote and further the interests, objectives and purposes of the University; to seek and receive gifts, legacies and grants of money or property and to administer such for the benefit of ASU; and to provide active leadership, direction and expertise in fund-raising efforts. All fundraising is to be planned in advance and approval must be given by the Director of Athletics. No more than 2 annual fundraisers per program will be approved. The Grizzly Club is the official booster club of Adams State University Athletic Department and exists as a 501c3 organization.
6.2
TRADE-OUTS, GIFTS, & DONATIONS
Restaurant Trade-Out – As Corporate Partners of the Grizzly Club, some local restaurants provide the Athletic Department with gift certificates or gift cards to their establishments. These will be distributed to programs by the Assoc AD for Internal Affairs, or may be requested on an as needed basis. Hotel Trade-Out – As Corporate Partners of the Grizzly Club, some hotels provide a limited number of rooms for the Athletic Department to use. Each team may request room nights for recruits (generally no more than 2 room nights per program). All requests are routed through the Assoc AD for Internal Affairs and will be scheduled through that office. Gifts & Donations – In order to avoid the intent and appearance of unethical or compromising practice in relationships, actions, and communications, all gifts and donations are to be handled through the ASU Foundation office
6.3
COURTESY CARS
The use of courtesy cars (complimentary vehicles) by Athletic Department personnel for business purposes is viewed as a gift-in-kind to the Grizzly Club. The following represents the priority the Athletic Department will use in determining multiple requests. A. Recruiting
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B. Conference/Meeting travel C. Team travel D. Department/Sport related business When travel expenses are reimbursed on the basis of actual use of gas, oil, and so forth, courtesy cars can provide substantial savings to the University. The University does not guarantee a courtesy car to any employee of the Athletic Department. Responsibility of Coach or Staff Member The coach or staff member using a courtesy car must abide by the following: A. Vehicles should be returned with a full tank of gas. B. The coach or staff member must keep the car clean and in good appearance. C. The coach or staff member is responsible for repair and payment of any damage done to the car by accident or negligence. This will include paying the deductible amount on collision insurance in the event that repair costs are more than the deductible amount. Any tickets incurred while driving or parking the cars are the responsibility of the coach or staff member using the vehicle. All toll fees will be charged back to the programs. D. The car is provided for the use of the coach or staff member and should not be driven by a family member except in emergency. E. Dealer stipulations on mileage, maintenance and care will be the responsibility of the coach. 6.4 CORPORATE SPONSORSHIPS are provided through Corporate Partnerships with the Grizzly Club. No coach or staff member may approach a current corporate partner to receive additional funding or donations for their program. All requests from corporate partners must go through the Athletic Director. If any program has a new corporate partner agreement possibility that must bring that to the attention of the Athletic Director. 6.5 ADVERTISING – Any planned advertising must be approved in advance by the Athletic Director.
7.
REIMBURSEMENT PROCEDURES 7.1
USE OF PERSONAL VEHICLE a. For any official Adams State University related travel, an approved travel request must be in place, prior to the travel occurring. b. The vehicle owner’s insurance coverage is the primary coverage for damage and liability. Proof of coverage and valid driver’s license needs to be on file with Transportation Director. c. Student/athletes traveling in their own vehicle must sign a liability release waiver; additional passengers must also sign waiver.
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7.2
USE OF PERSONAL TELEPHONE Personal cell phones used for Adams State University business can receive a monthly stipend upon approval of the program head coach. See Associate AD for Internal Affairs for details.
8.
EMERGENCY ACTION PLANS With athletic practices and competitions, the first responder to an emergency situation is typically a member of the Athletic Training staff, most commonly a certified athletic trainer. The team physician may not always be present at every organized practice or competition. The scope and type of coverage provided to an athletic event may vary based on such factors as the sport or activity, the setting, and the type of training or competition. There could be some instances when the first responder may be a coach or other institutional employee. In accordance with NCAA Bylaw 11.1.6 and 11.1.7 each head coach and all other coaches who are employed full time at an institution as well as any individual designated as a strength & conditioning coach must be certified in first aid, cardiopulmonary resuscitation (CPR) and automatic external defibrillator (AED) use. Also any strength & conditioning coach must be certified through a nationally recognized strength and conditioning program. The development of an emergency action plan cannot be completed without the organization of an emergency response team. This team may consist of a variety of healthcare professionals including physicians, emergency medical technicians, certified athletic trainers, athletic training students, coaches, managers, and in some instances bystanders. There are four basic roles for the emergency response team: 1. 2. 3. 4.
Immediate care of the injured athlete Emergency equipment retrieval Activation of EMS Direction of EMS to the scene
Immediate care of the injured athlete needs to be the first and foremost concern for the emergency response team. Acute care in an emergency should be provided by the most qualified individual on the scene. Equipment retrieval may be done by anyone on the emergency response team who is familiar with the types and location of the specific equipment needed. Athletic training students, managers, and coaches could easily fit this role. EMS activation may be necessary in situations where emergency transportation is not already present at the scene. This should be done as soon as the situation is determined to be an emergency or life-threatening event. Time is the most critical factor during emergency situations. Activating the EMS system may be done by anyone on the team by dialing 911 or 719-587-7901 to notify campus police. It should be mentioned that the individual chosen for this role should be one who is able to stay calm under pressure and who communicates well over the telephone. It is advised that the individual follow the posted venue specific plan. Once EMS
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has been activated, the fourth role, that of directing EMS to the scene needs to be done. One member of the response team should be responsible for meeting the ambulance as they arrive at the venue. Depending on ease of access, this person should have keys to any locked gates or doors that may slow the arrival of medical personnel. Campus police are often able to assist in this role. IMPORTANT TELEPHONE NUMBERS Emergency:
911
Campus Security:
Office: 719-587-7901
Athletic Training Room: Head Athletic Trainer:
719-587-8233 Cell:
Athletic Department: Dianne Lee Larry Mortensen
719-580-3361
719-587-7401 / 719-298-1801 719-587-7402 / 719-580-1756
8.1 ACCIDENTS OR INJURIES (Non-Life-Threatening Situations) Step 1 Step 2 Step 3
Contact athletic training room; if no answer, contact campus police. Provide all requested information. Follow given instructions.
8.2 LIFE-THREATENING SITUATIONS Step 1 Step 2 Step 3 Step 4 Step 5 Step 6
Call 911. Send someone to contact campus police. Send someone to contact athletic training room. Do not attempt to move victim unless absolutely necessary. If victim is not breathing, administer CPR if you are trained. Stay with victim and administer any necessary first aid until help arrives.
8.3 BUILDING EVACUATION Step 1 Step 2 Step 3 Step 4
Follow posted evacuation corridors. Primary and secondary plan coordinators should ensure all individuals are evacuated. Call 911 for any individuals who are disabled and cannot evacuate. Primary and secondary plan coordinators should account for all individuals evacuated.
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8.4 FIRE Step 1 Step 2 Step 3
If smoke or flame is detected, activate fire alarm. Evacuate building through emergency exits or fire doors. Contact campus police.
8.5 TORNADO Under “Watch” Conditions Step 1 Understand conditions are such that a tornado could develop. Step 2 Turn off any recorded music, and turn radio on to monitor weather. Under “Warning” Conditions Step 1 Understand that tornado has been sighted or detected by radar, local civil defense sirens will sound. Step 2 Guide athletes to seek shelter in locker rooms or corridors as directed by campus police or athletic department staff members. Step 3 Remain in shelter until an all-clear signal is given. 8.6 CRIME IN PROGRESS Step 1 Step 2 Step 3
If you observe a suspicious person or activity, contact campus police. If possible, give a complete description of the person or activity. Do not attempt to foil the suspicious activity or crime.
8.7 PLACHY HALL EMERGENCY PLAN Emergency Personnel: The certified athletic trainer on site for practice and competition, onsite coaches and administration; additional sports medicine staff accessible from the athletic training facility (located on the west side of Plachy Hall). Emergency Communications: Fixed telephone lines in Plachy Hall Training room ((719)587- 7431, 587-8047, 587-8233, 5878246) Athletics Office ((719)587-7401). Emergency Equipment: Supplies (AED, medicine kits, splint kits, spine board, etc.) are stored and maintained in the Athletic Training facility located in Plachy Hall (587-7431). Roles of the First Responders 1. Immediate care of the injured or ill student athlete. 2. Emergency equipment retrieval.
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3. Activation of emergency medical system (EMS) a. 911 call (provide name, address, telephone number, number of the individuals injured; condition of injured; first aid treatment; specific directions; other information as requested. b. Notify campus police (719)587-7901)
4. Directions to EMS scene a. Unlock appropriate doors b. Designate individual to flag down EMS and direct to scene c. Scene control: limit scene to first aid providers and move bystanders away from area 8.8
REX STADIUM
Emergency Personnel: Certified athletic trainer on site for practice and competition, onsite coaches and administration; additional sports medicine staff accessible from Plachy Hall athletic training facility (587-7431); MD on site for football games only; paramedic crew on site for competitions: stations at southeast end of the stadium. Emergency communication: Fixed telephone line in Rex Stadium is located in the press box (587-7574). Emergency Equipment: Supplies (AED, medicine kit, splint kits, etc.) will be stored and maintained on the eastern sideline, additional equipment will be in the Plachy Hall Athletic Training facility. Roles of the First Responders 1. Immediate care of the injured or ill student-athlete 2. Emergency equipment retrieval 3. Activation of emergency medical system (EMS) a. 911 call (provide name, address, telephone number, number of individuals injured; condition of injured, first aid treatment, specific directions, and other information as requested). b. Notify campus police at (587-7901). 4. Direction of EMS to scene a. Unlock and open appropriate gates. b. Designate individual to “flag down” EMS and direct to scene. c. Scene control: limit scene to first aid providers and move bystanders away from area.
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8.9 SOFTBALL, BASEBALL, SOCCER, LACROSSE PRACTICE FACILITY EMERGENCY PLAN
Emergency Personal: The certified athletic trainer on site for practice and competition, onsite coaches and administration; additional sports medicine staff accessible from athletic training facility (located on the west side of Plachy Hall). Emergency Communication: Use of available cell phone to activate EMS when appropriate Emergency Equipment: Supplies (AED, medicine kits, splint kits, etc.) will be brought to the field by the athletic trainer for championship season practices and games. During softball and baseball games the equipment will be stored and maintained in the home dugout. Roles of the First Responders 1. Immediate care of the injured or ill student-athlete 2. Emergency equipment retrieval 3. Activation of emergency medical system (EMS) a. 911 call (provide name, address, telephone number, number of individuals injured; condition of injured, first aid treatment, specific directions, and other information as requested). b. Notify campus police at 587-7994. 4. Direction of EMS to scene a. Unlock and open appropriate gates. Soccer/Lacrosse field double gate northwest side, Baseball double gate southeast side, Softball double gate south side b. Designate individual to “flag down” EMS and direct to scene. c. Scene control: limit scene to first aid providers and move bystanders away from area.
9.
FACILITIES & EQUIPMENT 9.1
SPORT FACILITY POLICIES
All use of athletic facilities is to be scheduled through the Associate Athletic Director of Facilities and Event Management, 719-587-7251. We do not have “open gym” due to the sheer number of student-athletes that utilize our facilities on a daily basis. Unfortunately, theft is a reality within the athletic facilities. Protect yourself and your teammates by doing the following:
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•
Do not prop outside doors open.
•
Do not prop your locker room door open.
•
Lock your locker if you have anything of value stored in it.
•
Report thefts immediately to the front desk or the University Police Department. The best way to solve and prevent criminal activity is to report it so that the University Police can work to find the culprit.
•
Report suspicious behavior to the front desk so that the department can investigate the behavior.
Competition & Practice ASU athletic teams have use of facilities between the hours of 6:00am-9:00pm Monday through Friday and evening or weekend times contracted for competitive activities. Policies for use of related areas follow and were developed previously to give direction and guidance so that the educational and recreation purposes of the campus community may best be served. During the period of inclement weather, teams in competitive season have priority use of the field house over those teams not yet in competition. Practice times for teams using the field house, gym, track, fields or other areas will be determined by both a meeting of coaches involved and the Associate AD for Facilities and Event Management, as well as past traditions which have been favorable for all teams involved. 9.2
ASU HIGH ALTITUDE TRAINING CENTER
Participant & Spectator Rules of Conduct In order for all participants and spectators to have a positive quality experience and get the most out of their time here everyone expects the following rules to be enforced. All use of this facility must be scheduled through the Associate AD for Facilities and Event Management the same as all athletic facility usage. ASU has the right to suspend or ban any player, coach or spectator from playing at or entering the facility. This decision is at the sole discretion of the facility manger but can also be based on recommendations from other coaches, or participants. Appeals must be submitted in writing via email. Inappropriate language or comments towards anyone by anyone is ground of suspension for the offender. Proper attire is expected at all times. Participants must wear sport specific attire and safety equipment. Footwear must be reasonable for artificial turf no metal spikes. All participants must sign a player waiver form before participating in any activity. Failure to do so will result in immediate suspension.
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All spectators enter the facility at their own risk; the facility is designed for participants not spectators and extreme care must be taken by spectators to avoid injury to participants or themselves. ASU is not responsible for any lost or stolen items. Please do not bring any valuables into the bubble. Warm up areas are not provided unless you schedule it prior, please respect others and stay out of bubble until it is your scheduled time. All teams/participants must have a coach with them at all times. Participants may not take the field until the supervisor is present. You must exit the field, and remove your equipment when your scheduled time expires. Do not start picking up your equipment when time expires. No littering including sunflower seed shells. Teams may be issued a fine or suspending from using the bubble if littering is observed. Only sealable water bottles are permitted in this facility. No chewing gum, tobacco, no spitting, or no alcohol products are allowed in the bubble. Each team must provide their own first aid kit We have the right to honor any other organizations judiciary sanctions against players, teams, and officials. Respect the dome itself. Do not allow soccer balls/ footballs/ lacrosse balls/ baseballs/ softballs or any other objects to hit the walls of the dome and only use appropriate nets. Failure to use the bubble or any equipment in the bubble properly will result in suspension. 9.3
ATHLETIC TRAINING ROOM POLICIES
The mission of the Adams State University athletic training staff is to provide a quality, wellrounded, encompassing health-care service targeted to the Grizzly student-athlete. The Adams State University Athletic Training Room provides a place for the student-athlete to receive health, fitness, psychological, emotional and sport advice and health-care. The staff will provide pre-injury advice, strengthening and prehabilitation to the ASU student-athlete. The staff will also provide evaluation and rehabilitation of injuries that occur due to participation with a sports team at Adams State University. When necessary the staff will determine and make arrangements for the student-athlete to see one of the team physicians or other specialist. 1. No participation in any conditioning, workout, practice or games without all proper paperwork turned into the athletic training room, properly filled out and cleared by a staff athletic trainer. If the paperwork is not complete, the athlete will be listed as ineligible to the Eligibility/Compliance officer. 2. Communicate. If you are sick or injured, you must report to the athletic training staff in a timely manner. Do not report an injury that happened 2 days ago, 5 minutes before practice. 3. The athletic training staff will decide and/or refer you to a doctor. You have input as well, however all appointments must be known by the athletic training staff prior to the appointment. 4. You will treat all ASU Athletic Training Staff with respect, as their job is to help you and return you to your sport as safely and healthy as possible.
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5. Be on time for treatment and/or taping. Remember, there are a lot of other athletes using this athletic training room. 6. SHOWER!!! Before post-practice treatments or getting into the whirlpools or cold plunge. You will not be allowed to do treatments or use the whirlpools/cold plunge without fully showering and using soap. Just rinsing your legs off does not count. Wear clean, appropriate apparel in the cold plunge, no white spandex is allowed. 7. Bring in your own towel if you are using the cold plunge. 8. You must sign into the computer each time you are receiving treatment in the Athletic Training room. This will have an effect on any medical hardships waiver requests. 9. Do not wear cleats/spikes into the training room at all. No shoes on the treatment tables. 10. No towels from the athletic training room will be taken outside of the athletic training room. 11. Dress appropriately when entering the athletic training room, doing treatments, having an injury evaluated, etc. The athletic training room is co-ed at all times, be respectful to others and yourself. 12. Pick up after yourself. Put it back if you got it out. 13. No chew. No food or drink in the training room. 14. Do not use flaked ice for anything but ice bags. 15. No loitering – the athletic training room is busy enough, do not just hang out. 16. Keep noise level down, no profanity or horseplay. 17. Headphones must be used when listening to personal music systems. 18. No athlete is permitted to operate athletic training room equipment on their own, do not self-treat. Student-athletes must have insurance covering athletic-related injuries to practice and compete, per rules adopted by NCAA institutions. Once claims or expenses for an injury reach $90,000, the NCAA's catastrophic insurance plan covers the medical costs for an injured student-athlete to ensure they have access to the care they need. During NCAA championships, the NCAA provides supplemental insurance for student-athletes who are injured up to $90,000 in medical expenses. Once that level is met, the NCAA catastrophic policy activates. It’s important to understand that a student-athlete’s injury does not have to be catastrophic to be covered by the NCAA catastrophic program. Simply having medical expenses exceeding $90,000 will trigger the program’s coverage.
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WHIRPOOL & COLD PLUNGE RULES (ALL STUDENT-ATHLETES ARE REQUIRED TO FOLLOW) 1. ALL ATHLETES MUST SHOWER BEFORE USING THE WHIRLPOOL OR COLD PLUNGE. IF YOU DO NOT YOU WILL BE ASKED TO LEAVE AND YOU WILL NOT BE PERMITTED TO USE IT AGAIN! 2. NO OPEN WOUNDS ARE ALLOWED IN THE WHIRLPOOL OR COLD PLUNGE!! 3. BRING YOUR OWN TOWEL TO DRY IF YOU ARE GETTING IN THE COLD PLUNGE. 4. NO HORSEPLAY. 5. NO CELL PHONE USAGE WHILE IN THE COLD PLUNGE OR WHIRLPOOL. 6. TURN WHIRLPOOL OFF IF YOU ARE THE LAST ONE OUT. 7. DO NOT USE HOT PACKS WHILE IN THE COLD PLUNGE OR WHIRLPOOLS. 8. THE COLD PLUNGE OR WHIRLPOOL TEMPATURE DOES NOT NEED TO BE BELOW 50 DEGREES. 9.4
STRENGTH & CONDITIONING FACILITIES POLICIES
To improve the working relationship of Adams State sports programs and the Strength and Conditioning program, it is necessary to define behavioral expectations of each sport and the Strength & Conditioning program. The head coach of each sport will decide to what extent the Strength and Conditioning staff will be involved in training the athletes of their respective sport. The following is a detailed description of 3 different levels of involvement. The head coach must decide which level is most appropriate for his/her sport and then comply with each requirement. Levels of Involvement 1) Internal - Strength and conditioning program is solely the responsibility of the sport. 1. The program must have a qualified coach (MA/MS in Sport Science & CSCS) on staff who administers the strength and conditioning program. This coach must be present at every training session and must show competence in teaching safe and effective exercise technique. Qualified coach must go through exercise technique training prior to each school year (August).
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2. Appropriate planning is evident. This means that there is an overview of a full calendar year, is a minimum of 8 weeks detailed planning, and planned activities are appropriate and safe for the athletes participating in the program. 3. Appropriate evaluation is evident. This means that testing/assessment procedures are performed properly and regularly to evaluate the effectiveness of the program and aid in future planning. 4. Accurate record keeping is evident. This means that there is consistent, detailed records kept on physical characteristics of athletes (weight, body fat, fat-free mass), behavior data (sleep pattern, eating habits), and performance data (weight lifted, repetitions, sprint times, etc.). 5. Qualified coach on staff must show evidence of professional development. This means that the coach must keep up with current research and participate in continuing education activities. 2) Hybrid - Strength and conditioning program is collaboration between strength & conditioning personnel and the sport coaching staff. 1. The sport coaching staff is responsible for planning, evaluation, and record keeping (see level 1 for descriptions). 2. Strength and conditioning personnel administer the program. This means that the strength and conditioning coach will be present for all workouts, and teach/monitor safe and effective exercise techniques. 3. Personnel from the respective sport will be present for workouts, and will be considered the assistant to the strength coach. 3) External - Strength and conditioning program for the sport is the primary responsibility of the strength and conditioning staff. 1. The sport coaching staff is responsible for communicating expected outcomes of the strength program to the strength and conditioning staff. 2. The sport coaching staff works with the strength coach to schedule necessary training sessions. 3. Strength and conditioning staff is responsible for all aspects of strength and conditioning program (see items 1-5 in level 1). 4. Personnel from the respective sport will be present for workouts, and will be considered the assistant to the strength coach. Notes: The above aspects of training and requirements will be the responsibility of the sport coaching staff. However, the Director of Strength and Conditioning will have the final word on
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the quality of the strength program. This includes, but is not limited to, proper exercise technique, exercise selection, frequency, duration, and intensity of training, and organization of training sessions. At any time, the Director of Strength & Conditioning may intervene and terminate a sport team’s level 1 control if the student-athlete health and safety is in question. The Director of Strength and Conditioning will organize and schedule all weight room activities. Unscheduled use of the facility will not be allowed. At no point should any person open the strength & conditioning facility without a strength & conditioning staff member present. All usage of the facility should be planned and scheduled with the Director of Strength & Conditioning, which includes but is not limited to: recruiting visits, tours, personal faculty usage, etc. Improper usage will result in termination of privileges. It is important that each sport dedicate one staff member to weight room supervision whenever there are scheduled team workouts. This ensures that the weight room coach to athlete ratio never exceeds 1:20 (p. 17, standard 3.1 NSCA Professional Guidelines and Standards) Areas of Liability Adams State University will align itself with the guidelines set forth by the National Strength and Conditioning Associations’ Professional Standards and Guidelines (2009) with regards to areas of liability. 1)
Pre-Participation Screening and Clearance All student-athletes are required to submit a medical packet that includes preparticipation screening prior to any athletic-related activity, including strength and conditioning at Adams State University’s facilities. Any and all injuries must be reported to the medical training staff and return to athletic-related activity must be cleared by the Head Athletic Trainer, including strength and conditioning at Adams State University’s facilities. All people who use Adams State University Strength & Conditioning facilities are required to complete an Adams State University Release, Assumption of Risk, and Indemnity Agreement for Use of Athletics Weight Room Form (Appendix A), Informed Consent Form, accompanied with a current physical (within 1 year) and proof of insurance prior to use of any strength and conditioning facilities at Adams State University.
2)
Personnel Qualifications Adams State University will align itself with the guidelines set forth by the National Strength and Conditioning Associations’ Professional Standards and Guidelines (2009) with regards to personnel qualifications. These include:
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Previous acquisition of a bachelor’s or master’s degree from an accredited University or university within the scope of practice of strength and conditioning (i.e. Kinesiology, Human Performance, Exercise Physiology, etc.). Achieve and maintain professional certification(s) that are dependent upon scope of activities, responsibilities, and knowledge requirements (i.e. NSCACSCS, USAW, etc.). 3)
Program Supervision and Instruction The Strength and Conditioning Staff will provide adequate and appropriate supervision with well-qualified and trained personnel, especially during peak usage times (at a ratio of 1:20). A Strength and Conditioning Staff member will be present during Strength & Conditioning activities; have a clear view of the entire facility and the participants in it; be physically close enough to the participants under their supervision to be able to see and clearly communicate with them; and have quick access to those in need of spotting or assistance. In conjunction with appropriate safety equipment, attentive spotting must be provided for participants performing activities where free weights are supported on the trunk or moved over the head/face.
4)
Facility & Equipment Set-Up, Inspection, Maintenance, Repair & Signage Exercise machines and equipment are set up and placed in activity areas with manufacturer’s instruction; and with accompanying safety signage as to be noticed by users prior to use. Prior to being put into use, exercise machines and equipment are thoroughly inspected and tested by the Strength and Conditioning Staff to ensure that they are in working order. Exercise machines, equipment and free weights must be inspected and maintained at intervals specified by manufacturers. In the absence of such specifications, these items must be regularly inspected and maintained according to the Director of Strength and Conditioning’s professional judgment. Exercise machines and equipment in need of repair must be removed and taken out of use until repair and may not be returned until re-inspected and tested to ensure working order. Strength and Conditioning Staff will ensure that facilities are appropriate for Strength and Conditioning activities All equipment, including free weights, should be cleaned and/or disinfected regularly as deemed necessary by Staff. Users should be encouraged to wipe down skin-contact surfaces after each use.
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5)
Emergency Planning & Response The Strength and Conditioning Staff are trained and certified in current guidelines for cardiopulmonary resuscitation (CPR) as well as First Aid training/certification. New Staff must comply with this standard as soon as possible after employment. The Strength and Conditioning Staff must develop a written, venue-specific emergency response plan to deal with injuries and reasonably foreseeable events within each facility. As part of the plan, a readily accessible and working telephone must be immediately available to summon on premise and/or off premise emergency response resources. (Appendix C) The written emergency response plan should include: planned access to a physician and/or emergency medical facility when warranted, including a plan for communication and transportation between the venue and the medical facility; appropriate and necessary emergency care equipment on-site that is quickly accessible; and a thorough understanding of the personnel and procedures associated with the plan by all individuals.
6)
Records & Record Keeping The Strength and Conditioning Staff should develop and maintain various records including: manufacturer-provided user’s manuals, warranties and operating guides; equipment selection, purchase, installation, set-up, inspection, maintenance and repair records; personnel credentials; professional standards and guidelines; safety policies and procedures, including a written emergency response plan; training logs, progress entries and/or activity instruction/supervision notes.
7)
Equal Opportunity & Access Strength & Conditioning professionals and their employers must provide facilities, training, programs, services and related opportunities in accordance with all laws, regulations and requirements mandating equal opportunity, access and nondiscrimination. Such federal, state and possibly local laws and regulations apply to most organizations, institutions and professionals. Discrimination or unequal treatment based upon race, creed, national origin, sex, religion, age, handicap/disability or other such legal classifications is generally prohibited.
8)
Supplements All supplements must be reviewed by the Director of Strength & Conditioning or the Head Athletic Trainer prior to consumption by any student athlete. Upon inspection of a supplement the student-athlete must be informed of the NCAA and institutional guidelines about supplement usage. A
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supplement may only be consumed by a student-athlete if it does not contain any ingredients explicitly listed as illegal by the NCAA. 9.5
LOCKER ROOM & LOCKER POLICIES Each team is provided a locker room for their use. Pick up after yourself, keep it clean! Do not prop doors open and do not share your entry code with members outside of your team. Lock your valuables in the lockable area of your locker if provided. Notify Assoc. AD for Facilities and Event Management of any damage in your locker or common area space as quickly as possible.
9.6
EQUIPMENT DISPERSAL POLICY No student-athlete is allowed in the equipment room without the express permission of the Equipment Manager 719-587-7424.
9.7
LAUNDRY PROCEDURES The Laundry Rooms are supervised by the Equipment Managers and operated by student workers. The Equipment Managers are responsible for providing all laundry services. All items to be laundered are to be placed in the proper receptacles immediately following competitions or practices. Only items issued by the Equipment Room may be laundered by Equipment Room staff, in compliance with NCAA regulations. Personal items may not be laundered by Equipment Room staff. The laundry room operates from 8:30 a.m. to 4:30 p.m., Monday - Friday. Additional laundry services (weekends/holidays) are scheduled by the Equipment Manager based on each sport’s needs. Lost Equipment Each individual is held responsible for all equipment that is issued for personal use. Lost, stolen and/or damaged (beyond normal wear and tear) equipment is charged to the individual student-athlete’s account, as determined by the Equipment Manager. More importantly, lost or stolen equipment is not replaced without the written approval of the Head Coach. Any equipment that is not returned at the end of the season is billed to the student-athlete’s account. Any outstanding charges may cause a student-athlete’s account to have a hold placed on it and will not be allowed to register for the upcoming semester or receive additional equipment until the account is settled. Equipment Return Each student-athlete who is issued equipment is responsible for returning it in good condition (allowing for normal wear-and- tear), following criteria established by the Equipment Manager. In general, all student-athletes are required to return their equipment within one (1) week after the close of their sport’s season. All in-season equipment must be returned before the team can be eligible to receive practice clothes for off-season workouts. All off-season teams are required to turn in practice clothes items by the last day of spring semester classes. Equipment Room The following services are provided by equipment room staff:
Proper fitting and issuance of all athletic equipment; Time of exchange of practice clothing;
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Maintenance, repair or replacement of equipment to safety standards; Issuance of game uniforms; Maintenance of game equipment; Laundry services; and Visiting teams and officials services (in cooperation with the Facility Operations and Events staff).
Operating Hours General operating hours for the equipment room is Monday through Friday, from 10:00 a.m. to 5:00 p.m. Equipment room personnel provide extended practice and event coverage 9.8
EQUIPMENT & APPAREL INVENTORY CONTROL PROCEDURES NCAA Bylaw 16.11.1.4 allows student-athletes to retain athletics apparel items at the end of their collegiate participation. Used equipment may be purchased by student-athletes on the same cost basis as any individual interested in purchasing such equipment.
10.
STUDENT-ATHLETE WELL BEING 10.1
COMMITMENT TO EQUITY University Notice of Non-Discrimination The university prohibits and will not tolerate discrimination or retaliation that violates federal or state law or the university’s discrimination policies. The university does not discriminate on the basis of race, age, color, religion, national origin, gender, sexual orientation, sex (including sexual harassment), veteran status, or disability. The university complies with Titles VI and VII of the civil rights act of 1964, the Civil Rights Act of 1991, The Education Amendments of 1972 (Title IX), The Age Discrimination in Employment Act of 1973, The Americans with Disabilities Act, Executive Order 11246, Section 24-34-301C.R.S. et seq. section 504 of the Rehabilitation Act of 1973. Diversity & Inclusiveness There are multiple diversity resources for students at Adams State University: • • • • • • •
ASU All Nations on Facebook ASU Black Student Union (BSU) on Facebook ASU Diversity Multicultural Club (DMC) on Facebook ASU El Parnaso Spanish Club on Facebook Bilingual Staff - Hablamos español! CAMP @ ASU C.A.S.A. Center
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• • • • •
Center for Student Inclusivity Hispanic Heritage Programming SLV Pride Club on Facebook Student Life's Multicultural Resource Library United Campus Ministry
Information pertaining to diversity and inclusiveness at ASU can be found at the following address: http://www.adams.edu/diversity/ 10.2
NEW STUDENT ORIENTATION Information pertaining to new student orientation can be found at the following link: https://www.adams.edu/student_life/activities/new-student-orientation/index.php A second link with relevant information pertaining to new student orientation is: https://www.adams.edu/admissions/undergraduate/nextsteps.php Any questions regarding new student orientation should be directed towards: Liz Bosworth Coordinator of First Year Immersion Student Life and Recreation
[email protected] Student Life Center (719)587-7858
10.3
STUDENT-ATHLETE SUPPORT SERVICES Counseling Services If you or an Adams State student friend are in crisis, the Counseling Center staff are available during regular office hours to see you or consult with you, faculty/staff or parents over the phone: 719-587-7746. A crisis situation is broadly defined as one in which a person appears to feel overwhelmed and unable to cope with some problem, is experiencing increased stress, is unable to think or act clearly or appropriately, yet feels pressure to make a decision, take some action, or make some kind of immediate change. In addition to crisis and long-term counseling services, the Counseling Center also offers case management and referral services. If you or a friend need help after the regularly scheduled Counseling Center office hours, local contacts are: • • • •
San Luis Valley Comprehensive Mental Health Center, 24 hours 7 days a week: 719-589-3671. Emergencies for police, fire or paramedics, 24 hours 7 days a week: 911. Tu Casa, 24 hours 7 days a week: 719-589-2465. Tu Casa offers services for victims of sexual assault and domestic violence. ASU Police 719-587-7901 / State Patrol 24-hour dispatch 719-589-5807
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Student Health and Safety Referral The Campus Health and Safety Committee works to gather data on individuals’ behavior from as many sources across campus as possible. This provides a broader context for understanding the behaviors and a better chance for intervening with people before behavior becomes violent or suicidal. A coach dealing with an athlete’s behaviors may feel the issue is isolated and has been dealt with. However, if that same student has been having issues in her residence hall, has had interactions with the ASU Police, and has turned in writing assignments filled with dark and disturbing imagery, the picture may be clearer that the issues are not resolved and an intervention can be commenced. The Campus Health and Safety Committee can only be successful to the extent that faculty members, staff members, and students report behavioral issues that they are seeing. A psychological crisis exists when an individual is threatening to harm him/herself or others, or is out of touch with reality due to severe drug/alcohol reaction or a psychotic breakdown. A psychotic breakdown may be manifested by delusions, hallucinations, disorganized speech, uncontrollable behavior, or catatonic behavior. If a psychological crisis occurs: 1. 2. 3. 4. 5.
• • •
Never try to handle a situation you feel is dangerous on your own. Notify Police Dispatch at 589-5807. Clearly state that you need immediate assistance, give your name, location and phone number. In extreme emergencies, call 9-1-1. Contact the Campus Health and Safety committee as a follow up after the incident at Counseling Center. Click on "Concern Form" in the upper right-hand corner. ASU Counseling Center (719) 587-7746 SLV Mental Health Center (719) 589-3671 (24-hour emergency number) National Suicide Prevention Lifeline 1-800-273-TALK (8255)
Career Services The goal at Adams State Career Services is to prepare students and alumni to successfully navigate the job search or graduate school application process. You can find the resources you need in the "Online Resources" section of the website, and if you need further assistance please make an appointment to meet with a career counselor. Some services offered: • • • • • •
Setting Short & Long Term Career Goals Choosing a Major Resumes & Cover Letter Critiques Job Search Internship Search Graduate School Application Process
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• •
Mock Interviews & Interview Skills Administer Career Assessment Tools: Myers Briggs Type Indicator (MBTI), Strong Interest Inventory, & University Majors Scorecard
Disability & Accessibility Services Adams State University is committed to providing equal educational opportunity for persons with disabilities in accordance with the Affirmative Action Policy of the University and in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990. In support of its commitment to provide equal educational opportunity, Adams State University provides a variety of reasonable services and accommodations to students with disabilities. Students, faculty, and staff have a shared responsibility for ensuring that the University meets its legal requirement to provide an equal educational opportunity to its students. Students with disabilities are responsible for notifying faculty and staff of their needs in a timely manner. Faculty and staff should keep students with disabilities in mind when making arrangements for employment, courses, programs, services, and activities. The Counseling Center coordinates services, provides reasonable accommodations, and serves as a resource for students. Resources and accommodations for faculty and staff will be handled in the Human Resources Department. If you have questions or concerns regarding disability support services, we encourage you to contact the ASU Counseling Center: 719-5877746. 10.4
DRUG & ALCOHOL AWARENESS/DRUG TESTING
Adams State University Department of Intercollegiate Athletics Student-Athlete Drug Education and Drug Testing Program Beginning Academic Year 2015-16 The Adams State University Department of Athletics has approved this policy. The Department of Athletics reserves the right to amend this policy from time to time as needed. Furthermore, this policy is not to be construed as a contract between the university and the student-athlete. The Colorado state amendment authorizing individuals over the age of 21 to recreationally use marijuana (“Amendment 64”) does not change this Policy nor does it authorize StudentAthletes to use marijuana. The NCAA and federal law continue to prohibit marijuana use and thus any marijuana use on or off university property, even if in compliance with Amendment 64, is prohibited and remains a violation of this policy. Use of marijuana under Amendment 64 will not nullify a positive test result. The Department of Athletics at the Adams State University is concerned with the health, safety and well-being of the student-athletes who participate in its programs and represent the university in competitive athletics. Substance abuse is one of the most important issues facing athletics and society today. The use of illegal drugs, misuse of legal drugs and dietary supplements, use of performance-enhancing substances, use of alcohol and inappropriate use
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of tobacco are inconsistent with the standards expected of student-athletes at Adams State University. Substance use and abuse in sport can pose risks to the student-athlete’s health and negatively affect his or her academic and athletic performance. It also can compromise the integrity of athletic competition and the ideals of the Adams State University. The Department of Athletics at the Adams State University believes it is our responsibility to do everything possible to protect the health and well-being of our student-athletes. It is our desire, therefore, to educate our athletes about the effects (both long and short term) of drugs and over-the counter dietary supplements on their performance and much more importantly, on their lives. It is our hope that our student-athletes will recognize the dangers of drug use and therefore compete and live free of all dangerous substances. Purposes of the Student-Athlete Drug Education and Drug Testing Program The Department of Athletics believes that random drug testing and testing based on reasonable suspicion are appropriate to ensure the health, safety and well-being of our student-athletes, to promote fair competition in intercollegiate athletics, to affirm compliance with applicable rules and regulations on drug and alcohol abuse, to identify student-athletes who are improperly using drugs or alcohol and to assist them before they harm themselves or others. Furthermore, the Department of Athletics recognizes its responsibility to provide educational programming that will support a positive decision-making process. 1.
2. 3. 4. 5. 6.
To assure all student-athletes, parents and University officials that the Adams State University Intercollegiate Athletics Department is committed to providing a drug-free environment for the conduct of all athletic programs. To disseminate information and to educate all student-athletes about the risks associated with drug and alcohol use. To deter student-athletes from using drugs and alcohol. To adhere to NCAA, Conference, and Adams State University Rules and Procedures regarding licit or illicit drug use by student-athletes. To protect the reputation and integrity of the Adams State University Intercollegiate Athletics Program. To identify student-athletes who are using illicit drugs or abusing alcohol or other illicit drugs and provide avenues for treatment and rehabilitation.
Alcohol, Tobacco, and Other Drug Education Athletes who are educated about substance use in sports are more likely to make informed and intelligent decisions about usage. The Adams State University Department of Intercollegiate Athletics will conduct a drug and alcohol education program for student-athletes at least twice a year. These educational programs will be designed to review athletic department, institutional, conference, and NCAA policies related to the use of alcohol, tobacco and other drugs. Appropriate educational materials will be made available to participants. Additionally, a resource pool of educational materials will be made available for use by coaches and studentathletes at any time throughout the year. All student-athletes and athletics staff members are required to attend the educational programs. Make-up sessions are available for participants who must miss a scheduled educational session for an approved reason. In addition to educating student-athletes and athletics staff about the various policies, a review of Adams State
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University’s institutional drug-testing program will be conducted. Dietary supplements and their inherent risks for student-athletes will be discussed. Time will be allowed for questions from participants.
Athletic Department Staff Responsibility All athletics staff members must be aware of and committed to the drug education and drugtesting program. No athletics staff member shall encourage or advise any student-athlete to take performance-enhancing or non-therapeutic drugs and further, they shall not issue or assist student-athletes in obtaining any performance-enhancing or non-therapeutic drugs. Staff members shall advise and educate student-athletes against these types of substances and shall report the use, or suspected use, of performance-enhancing and/or non-therapeutic drugs by a student-athlete to the appropriate athletic department administrator. All athletics staff members shall direct student-athletes who desire to use dietary supplements to the Head Athletic Trainer or the Director of Strength and Conditioning. Any staff member found to be in violation of this policy is subject to dismissal. Consent to Participate As a condition of participation in intercollegiate athletics at the Adams State University, each student-athlete will be required to sign an Adams State University consent form agreeing to undergo drug and alcohol testing and authorizing release of test results in accordance with this policy (See Appendix A). Failure to consent to or to comply with the requirements of this policy may result in suspension from participation or termination of eligibility to participate in intercollegiate athletics at the Adams State University. Additionally, student-athletes will be given an opportunity to ask any questions regarding the information contained in the policy, the testing program, or other related issues prior to signing the Adams State University drug-testing consent form. All Adams State University student-athletes listed on the institutional squad list and who have signed the institutional consent form shall be subject to drug testing under the terms of this policy. This includes, but is not limited, to student-athletes who are “red shirting,” studentathletes who are academically ineligible, student-athletes who are injured and 5th year studentathletes who are receiving athletic-related aid and/or using other athletic-related services. All student-athletes shall be subject to drug testing under the terms of this policy throughout the calendar year, including summer. Use of Dietary Supplements Many dietary supplements or ergogenic aids contain banned substances. Often the labeling of dietary supplements is not accurate and is misleading. Terms such as “healthy” or “all natural” do not mean dietary supplements are free of banned substance or are safe to take. Using dietary supplements may lead to negative side effects such as dehydration and/or may cause positive drug tests. Student-athletes who are currently taking dietary supplements or intend to take any are required to review the product with the Head Athletic Trainer or Team Physician. It is highly recommended that this review occur prior to using such products. Studentathletes are encouraged to contact the National Center for Drug Free Sport, Inc. at
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www.drugfreesport.com or the Resource Exchange Center (REC) at www.drugfreesport.com/rec for information on dietary supplements and other banned substances. Policy and Procedures Concerning Alcohol or Drug Related Bad Behaviors As a result of the accessibility of alcohol by students, alcohol use and abuse are prevalent on university campuses. Student-athletes shall abide by all federal, state, local, university, and departmental alcohol policies. Those of legal drinking age are expected to practice responsible behavior. An alcohol violation shall include any violation of federal, state, local, university, or department alcohol policies, which includes any known and documented incident(s) documented by a Department of Athletics staff member. Student-athletes shall not attend any athletic-sponsored meetings, treatments, practices, programs, services, contests, etc. while under the influence of alcohol. The consumption of alcohol while on University-sponsored travel is strictly prohibited. In addition, the consumption of alcohol by any student-athlete, student-athlete host and/or prospective student-athlete during recruitment visits is strictly prohibited. It is the responsibility of all student-athletes to know all federal, state, and local laws as well as the university and athletic department policies related to the use of alcohol and drugs. Federal, State of Colorado and local laws provide many legal sanctions for the unlawful possession and/or distribution of controlled substances. These sanctions include severe criminal penalties such as fines and/or imprisonment. If a student-athlete is determined to be involved in an alcohol or drug related incident, or if the student-athlete tests positive for alcohol, the student-athlete may be required to attend a counseling session for the purposes of evaluation, education, and if necessary, treatment or rehabilitation. If counseling is required, the student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the studentathlete ineligible for practice and competition. An alcohol or drug related incident shall include but is not limited to the following: underage drinking, minor in possession (MIP), public intoxication, drunk and disorderly conduct, DWI/DUI, assault while under the influence of alcohol or drugs, possession of drugs, and/or any violation of the Adams State University Code of Conduct involving alcohol or drugs. The Director of Athletics or his or her designee, the Head Athletic Trainer, and the Head Coach, in consultation with a university counselor, will determine on a case-by-case basis if the circumstances warrant suspension of the student-athlete from practice and/or competition. The first time a student-athlete is determined to be involved in an alcohol or drug related incident or the first time a student-athlete tests positive for alcohol, it may be classified as a “warning.” Sanctions for Alcohol or Drug Related Bad Behaviors The following sanctions shall apply to a student-athlete for alcohol and drug related bad behaviors. Alcohol and drug related bad behaviors are cumulative for duration of the studentathlete’s athletic career at the Adams State University. Not meeting any or all of the sanction
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requirements will be considered another violation of this policy and the next subsequent sanction shall apply. Although this policy will impose specific sanctions, nothing in this policy precludes a head coach from enforcing a more restrictive team policy or team rule. For health and safety reasons, a team physician may withhold a student-athlete from practice and/or competition at any time. First Alcohol or Drug Related Offense The Head Athletic Trainer may schedule a confidential meeting with the Director of Athletics or his or her designee, the Head Coach, a university counselor and the student-athlete. The student-athlete may be required to attend a counseling session for the purposes of evaluation, education, and if necessary, treatment or counseling. If counseling is required, the student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete immediately ineligible for practice and competition. Failing to meaningfully participate in the evaluation/counseling process as defined by the counselors will be classified as a second offense. The student-athlete will be required to complete 20 hours of community service within 90 days of the alcohol or drug related offense. Second Alcohol or Drug Related Offense The Head Athletic Trainer shall schedule a confidential meeting with the Director of Athletics or his or her designee, the Head Coach, a university counselor and the student-athlete. The student-athlete shall be required to attend counseling sessions for the purposes of evaluation, education, and if necessary, treatment or counseling. The student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete immediately ineligible for practice and competition. Failing to meaningfully participate in the evaluation/counseling process as defined by the counselors will be classified as a third offense. The student-athlete will be immediately suspended from participation in any intercollegiate competition at the Adams State University. The suspension will be for a period of time equivalent to 10% of his or her regular season of competition. The determination of the 10% always will be rounded up (e.g. if 10% equals 2.3 games, the student-athlete will be suspended for 3 games). The suspension shall be served starting with the next scheduled contest or date of competition and will be in effect for both regular season and post-season competition (e.g. exhibition contests, scrimmages, and/or non-traditional season contests cannot be used to serve the suspension). The suspension will rollover to the next season of competition if necessary. If the alcohol or drug related offense occurs during the off-season, the suspension will be served during the next season of competition. If the alcohol or drug related offense occurs at the end of the regular season but prior to post-season competition, it shall be served
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during the post-season competition. The student-athlete must be medically authorized by an Adams State University team physician, in conjunction with any counselor and/or therapist, prior to resuming any athletic practice or competition.
Third Alcohol or Drug Related Offense The Head Athletic Trainer shall schedule a confidential meeting with the Director of Athletics or his or her designee, the Head Coach, a university counselor and the student-athlete. The student-athlete shall be required to attend counseling sessions for the purposes of evaluation, education, and if necessary, treatment or counseling. The student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete immediately ineligible for practice and competition. Failing to meaningfully participate in the evaluation/counseling process as defined by the counselors will be classified as a fourth offense. The student-athlete will be immediately suspended from participation in any intercollegiate competition at the Adams State University. The suspension will be for a period of time equivalent to 50% of his or her regular season of competition. The determination of the 50% always will be rounded up (e.g. if 50% equals 2.3 games, the student-athlete will be suspended for 3 games). The suspension shall be served starting with the next scheduled contest or date of competition and will be in effect for both regular season and post-season competition (e.g. exhibition contests, scrimmages, and/or non-traditional season contests cannot be used to serve the suspension). The suspension will rollover to the next season of competition if necessary. If the alcohol or drug related offense occurs during the off-season, the suspension will be served during the next season of competition. If the alcohol or drug related offense occurs at the end of the regular season but prior to post-season competition, it shall be served during the post-season competition. The student-athlete must be medically authorized by an Adams State University team physician, in conjunction with any counselor and/or therapist, prior to resuming any athletic practice or competition.
Fourth Alcohol or Drug Related Offense The Head Athletic Trainer shall schedule a confidential meeting with the Director of Athletics or his or her designee, the Head Coach, a university counselor and the student-athlete. The student-athlete will be immediately suspended from participation in any intercollegiate practice, training and competition at the Adams State University for a period of one year. In addition, athletic-related financial aid shall be revoked for the same one-year period. The oneyear suspension may not be counted as a “red shirt” year. The student-athlete will be required to attend or continue attending counseling sessions for the purposes of evaluation, education, and if necessary, treatment or counseling. Again, the student-athlete will be required to sign a release of information to allow basic communication
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(e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete ineligible for practice and competition. Failure to comply with the Adams State University Department of Athletics drug education and drug testing policy or failure to comply with any treatment program recommendations shall result in permanent suspension from all practice, training and competition. Prohibited Drugs/Substances The Adams State University drug screening process may include analysis of, but is not limited to, the NCAA list of banned-drug classes. The NCAA banned-drug classes are as follows: stimulants, anabolic agents, diuretics, street drugs, peptide hormones and their related compounds. For an ongoing updated listing of the NCAA banned-drug classes, student-athletes are urged to review the NCAA’s web site at www.ncaa.org or contact the Head Athletic Trainer or the sport specific athletic trainer. Additional substances that the Adams State University may screen for include alcohol, betablockers, opiates, MDMA (Ecstasy), amphetamine/methamphetamine, and flunitrazepam (Rohypnol). The Adams State University explicitly reserves the right to test for substances not listed on the NCAA Banned Drug Classes List and to test at detection levels that vary from those of the NCAA. The Adams State University’s Student-Athlete Drug Education and Drug Testing Program are separate and distinct from the NCAA’s drug testing programs, including but not limited to banned substances, sanctions imposed and levels of detection. 10.5
METHODS OF SELECTION FOR DRUG TESTING
Unannounced Random Testing All student-athletes who have signed the institutional drug-testing consent form and are listed on the institutional squad list are subject to unannounced random testing at any time. The Director of Athletics or his/her designee will select student-athletes from the official institutional squad lists by using a computerized random number program. Pre-season Screening All student-athletes are subject to pre-season drug testing and may be notified of such by the Director of Athletics or his/her designee at any time prior to their first competition. Team Testing All student-athletes who have signed the institutional drug-testing consent form and are listed on the institutional squad list are subject to unannounced random team testing at any time. The Director of Athletics or his/her designee will select an entire team from the list of teams sponsored by the institution using a computerized random number program.
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Reasonable Suspicion Screening A student-athlete may be subject to testing at any time when the Director of Athletics or his/her designee determines there is individualized reasonable suspicion to believe the student-athlete may be using a prohibited substance. Such reasonable suspicion may be based on objective information as determined by the Director of Athletics or by an Associate/Assistant Athletic Director, Head Coach, Assistant Coach, Head Athletic Trainer, Assistant Athletic Trainer, Graduate Assistant Staff Members, or Team Physician, Academic Counselor and deemed reliable by the Director of Athletics or his/her designee. Reasonable suspicion may be found, but not limited to: 1) 2) 3)
observed possession or use of substances appearing to be prohibited drugs, arrest or conviction for a criminal offense related to the possession or transfer of prohibited drugs or substances observed abnormal appearance, conduct or behavior reasonably interpretable as being caused by the use of prohibited drugs or substances.
The indicators which may be used in evaluating a student-athlete’s abnormal appearance, conduct or performance include, but are not limited to: 1) 2) 3) 4) 5) 6)
class attendance significant GPA changes athletic practice attendance increased injury rate or illness physical appearance changes academic/athletic motivational level, emotional condition, mood changes, and legal involvement.
If reasonable suspicion is verified, the Director of Athletics or his/her designee will notify the student-athlete and the student-athlete must stay with a member of their coaching staff, the athletics administration staff, or the sports medicine staff, until an adequate specimen is produced. Note: The possession and/or use of illegal substances may be determined by means other than urinalysis (e.g., using on-site saliva testing products to determine alcohol consumption). When an individual is found to be in possession and/or using such substances, he/she may be subject to the same procedures that would be followed in the case of a positive urinalysis. 10.6
POSTSEASON/CHAMPIONSHIP SCREENING
Any participant or team likely to advance to post-season championship competition may be subject to additional testing by Adams State University prior to the post-season championship event. Testing may be required of all team members or individual student-athletes at any time within thirty (30) days prior to the post-season competition. If a student-athlete tests positive, he or she will not be allowed to compete at the post-season event unless he or she subsequently tests negative prior to departure for the event and receives permission from the Director of Athletics or his or her designee to compete in the post-season event.
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10.7
RE-ENTRY TESTING
A student-athlete, who has had his or her eligibility to participate in intercollegiate sports suspended as a result of a drug and/or alcohol violation, may be required to undergo re- entry drug and/or alcohol testing prior to regaining eligibility. The Director of Athletics or his/her designee shall arrange for re-entry testing after the counselor or specialist involved in the student-athlete’s case indicates that re-entry into the intercollegiate sports program is appropriate. 10.8
FOLLOW-UP TESTING
A student-athlete who has returned to participation in intercollegiate athletics following a positive drug test under this policy may be subject to follow-up testing throughout the remainder of their athletic eligibility. Testing will be unannounced and will be required at a frequency determined by the Athletic Director or his/her designee in consultation with the counselor or specialist involved in the student-athlete’s case. 10.9
NOTIFICATION & REPORTING FOR COLLECTIONS
The student-athlete will be notified of and scheduled for testing by the institution. The Director of Athletics or his/her designee will notify the student-athlete, in person or by direct telephone communication (e.g. no voice mail messages, no emails), of the date and time to report to the collection station and will have the student-athlete read and sign the StudentAthlete Notification Form. Notification of student-athletes prior to the administration of any drug tests will occur no more than 24 hours prior to the test. A student-athlete who refuses to provide an adequate urine sample during the testing process, attempts to alter or substitute his or her urine sample, or fails to show up at the designated time, shall be deemed to be in violation of this policy and will be cause for the same action(s) as a positive drug test result. 10.10 VOLUNTARY DISCLOSURE/SAFE HARBOR A student-athlete eligible for the Safe Harbor Program may refer himself/ herself for voluntary evaluation, testing and treatment for alcohol or drug problems. A student-athlete is not eligible to enter the Safe Harbor Program: 1. 2. 3. 4.
More than one (1) time; After he/she has been informed of an impending drug test; After documentation of a positive drug test; or Thirty (30) days prior to NCAA or Conference postseason competition.
Adams State University will work with the student to prepare a Safe Harbor treatment plan, which may include confidential drug testing. The student-athlete will be tested for banned substances upon entry into the Safe Harbor Program and such a positive initial test will not result in any administrative sanctions except those listed in this section (i.e. the team
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physician may suspend the student from play or practice if medically indicated). A studentathlete will be permitted to remain in the Safe Harbor Program for a reasonable period of time, not to exceed thirty (30) days, as determined by the treatment plan. If a student-athlete is determined to have new banned substance use and/or alcohol use after the initial Safe Harbor Program test (as determined by follow-up testing), or fails to comply with the Safe Harbor Program treatment plan, the student-athlete will be removed from the Safe Harbor Program and be subject to appropriate disciplinary actions as detailed in the Adams State University Department of Athletics Drug Testing Policy and Procedures. Entering the Safe Harbor Program will be treated as one of the disciplinary action phases and any positive test indicating new banned substance use and/or alcohol use after the initial Safe Harbor Program test will be treated as the next subsequent positive. While in compliance with the Safe Harbor Program treatment plan, the student-athlete will not be included in the list of students eligible for random drug testing by Adams State University. Students in the Safe Harbor Program may be selected for drug testing by the NCAA. The Director of Athletics, Team Physician, Head Athletic Trainer, and the student-athlete’s Head Coach may be informed of the student-athlete’s participation in the Safe Harbor Program. The athletic trainer assigned to the student-athlete’s sport may also be notified if medically appropriate. The assistant coaching staff may also be informed at the discretion of the Head Coach. Other University employees may be informed only the extent necessary for the implementation of this policy. 10.11 REPORTING OF RESULTS All student-athlete information and records associated with the Adams State University drug education and drug-testing program will be confidential and results will be released only to those individuals with a legitimate need to know. Urine samples will be collected and sent to an independent certified laboratory for analysis. Each sample will be tested to determine if banned drugs or substances are present. Results will be made available to the Head Athletic Trainer. The Head Athletic Trainer will review the results and if there is a positive drug test result, the Head Athletic Trainer will inform the Medical Director. It is the responsibility of the Head Athletic Trainer to see that the following individuals are informed of the positive test result: 1. 2. 3. 4. 5. 6. 7.
Student-athlete Director of Athletics Drug Testing Site Coordinator Appropriate sport administrator Head coach and/or assistant coach Sport specific athletic trainer Student-athlete’s parents and/or legal guardian may be contacted
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10.12 MEDICAL EXCEPTION PROCESS The Adams State University recognizes that some banned substances are used for legitimate medical purposes. Accordingly, the Department of Athletics allows exceptions to be made for those student-athletes with a documented medical history demonstrating a need for regular use of such a substance. Exceptions may be granted for substances included in the following classes of banned drugs: stimulants, beta-blockers, diuretics and peptide hormones. Student-athletes are required to inform their athletic trainer of all medications (prescribed and over-the-counter) he or she is taking. The Adams State University should maintain in the student-athlete’s medical record a letter from the prescribing physician that documents the student-athlete’s medical history demonstrating the need for regular use of such a drug. The letter should contain information as to the diagnosis (including appropriate verification), medical history and dosage information. In the event a student-athlete tests positive, the Director of Sports Medicine in consultation with the Medical Director will review the student-athlete’s medical record to determine whether a medical exception should be granted. 10.13 POSITIVE DRUG TEST SANCTIONS The following sanctions shall apply to positive drug test results. Positive drug test results are cumulative for the duration of the student-athlete’s athletic career at the Adams State University. Not meeting any or all of the sanction requirements will be considered another violation of this policy and the next subsequent sanction shall apply. Although this policy will impose specific sanctions, nothing in this policy precludes a head coach from enforcing a more restrictive team policy or team rule. For health and safety reasons, a team physician may withhold a student-athlete from practice and/or competition at any time. Note: A positive drug test result under the NCAA’s or Rocky Mountain Athlete Conference’s drug testing program, will be counted as a positive drug test result under the terms and conditions of the Adams State University Department of Intercollegiate Athletics Drug Education and Drug Testing Program. Furthermore, a student-athlete under a drug-testing suspension from a national or international sports governing body that has adopted the World Anti-Doping Agency (WADA) code (e.g. USOC, USADA) shall not participate in NCAA intercollegiate competition for the duration of the suspension. See NCAA Bylaw 18.4.1.5.3. First Positive The laboratory (or Third Party Administrator) will report the positive drug test finding(s) to the Head Athletic Trainer. The Head Athletic Trainer will contact the Medical Director to review the positive result. It is the responsibility of the Head Athletic Trainer to see that the following individuals are informed of the positive test result: 1. 2.
Student-athlete Director of Athletics
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3. 4. 5. 6. 7.
Drug Testing Site Coordinator Appropriate sport administrator Head coach and/or assistant coach Sport specific athletic trainer Student-athlete’s parents and/or legal guardian may be contacted
The Head Athletic Trainer will schedule a confidential meeting with the student-athlete and the individuals mentioned above to inform them of the finding. The Director of Athletics or his/her designee, the Head Coach and the student-athlete will notify the student-athlete’s parent(s) or legal guardian(s) by telephone and in writing. The student-athlete must be medically authorized by an Adams State University team physician, in conjunction with any counselor and/or therapist, prior to resuming any athletic practice or competition. The student-athlete will be required to attend a counseling session for the purposes of evaluation, education, and if necessary, treatment or counseling. The student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete immediately ineligible for practice and competition. The counselor will ask the student-athlete to discuss the nature and extent of his/her involvement with prohibited drugs and/or alcohol. The counselor shall determine the appropriate form(s) of intervention and rehabilitation needed by the student-athlete, based on the circumstances of the case. Failing to meaningfully participate in the evaluation/counseling process as defined by the counselors will be classified as a second offense. If the counselor believes that additional rehabilitation is necessary either on or off-campus, all costs associated with this additional rehabilitation will be the responsibility of the student-athlete The student-athlete will be subject to follow-up testing. Testing will be unannounced and will be required at a frequency determined by the Director of Athletics or his/her designee. The student-athlete will be required to complete 20 hours of community service within 90 days of the positive drug test result. Second Positive The laboratory (or Third Party Administrator) will report the positive drug test finding(s) to the Head Athletic Trainer. The Head Athletic Trainer will contact the Medical Director to review the positive result. It is the responsibility of the Head Athletic Trainer to see that the following individuals are informed of the positive test result: 1. 2. 3. 4. 5.
Student-athlete Director of Athletics Drug Testing Site Coordinator Appropriate sport administrator Head coach and/or assistant coach
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6. 7.
Sport specific athletic trainer Student-athlete’s parents and/or legal guardian may be contacted
The Head Athletic Trainer will schedule a confidential meeting with the student-athlete and the individuals mentioned above to inform them of the finding. The Director of Athletics or his/her designee, the Head Coach and the student-athlete will notify the student-athlete’s parent(s) or legal guardian(s) by telephone and in writing. The student-athlete will be immediately suspended from participation in any intercollegiate competition at the Adams State University. The suspension will be for a period of time equivalent to 20% of his or her regular season of competition. The determination of the 20% always will be rounded up (e.g. if 20% equals 2.3 games, the student-athlete will be suspended for 3 games). The suspension shall be served starting with the next scheduled contest or date of competition and will be in effect for both regular season and post-season competition (e.g. exhibition contests, scrimmages, and/or non-traditional season contests cannot be used to serve the suspension). The suspension will rollover to the next season of competition if necessary. If the positive drug test result occurs during the off-season, the suspension will be served during the next season of competition. If the positive drug test result occurs at the end of the regular season but prior to post-season competition, it shall be served during the post-season competition. The student-athlete must be medically authorized by an Adams State University team physician, in conjunction with any counselor and/or therapist, prior to resuming any athletic practice or competition. The student-athlete will be required to attend or continue attending counseling sessions for the purposes of evaluation, education, and if necessary, treatment or counseling. Again, the student-athlete will be required to sign a release of information to allow basic communication (e.g. whether the student-athlete arrived for an appointment or not) between the university counselor, an Adams State University team physician and the Head Athletic Trainer. Failure to sign such a release will render the student-athlete ineligible for practice and competition. Failing to meaningfully participate in the evaluation/counseling process as defined by the counselors will be classified as a third offense. If the counselor believes that additional rehabilitation is necessary either on or off-campus, all costs associated with this additional rehabilitation will be the responsibility of the student-athlete. The student-athlete will be subject to follow-up testing. Testing will be unannounced and will be required at a frequency determined by the Director of Athletics or his/her designee. Third Positive The laboratory (or Third Party Administrator) will report the positive drug test finding(s) to the Head Athletic Trainer. The Head Athletic Trainer will contact the Medical Director to review the positive result. The Head Athletic Trainer will schedule a confidential meeting with the student-athlete, the Director of Athletics or his/her designee and the appropriate head coach to review the positive
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drug test results. The student-athlete will be permanently suspended from participating in any sport at Adams State University. Consistent with all University and NCAA regulations, the student-athlete will be subject to cancellation of athletic financial aid for the subsequent semester, if any, in the current academic year and non-renewal of the athletic financial aid for the ensuing academic year. The Director of Athletics or his/her designee will notify the studentathlete’s parent(s) or legal guardian(s) by telephone and in writing of such decision. A recommendation will be made that the student-athlete enrolls in an appropriate treatment program. The Department of Athletics will be willing to assist the student-athlete with enrolling in such a treatment program but will not assume any financial responsibility for the studentathlete’s treatment program. 10.14 RIGHT TO APPEAL Student athletes who test positive for a banned substance may contest the finding within 48 hours following receipt of notice of the positive finding. Upon the student-athlete’s request for confirmation of the positive finding, the Director of Athletics or his/her designee will request the laboratory to perform confirmation testing on the student-athlete’s specimen B, if applicable. Testing of Specimen B costs will be the responsibility of the student-athlete if Specimen B also comes results in positive findings. Specimen B findings will be final. If specimen B results are negative, the drug test will be considered negative. The financial cost associated with the testing of the specimen B will be the responsibility of the student-athlete. Student-athletes who test positive under the terms of the Adams State University Department of Intercollegiate Athletics Student-Athlete Drug Education and Drug Testing Program will be entitled to a hearing. Requests for such a hearing must be made within fortyeight (48) hours of notification of a positive B sample test result. If the forty-eight hours would end on a weekend, the request must be made by noon on the next business day. Requests must be in writing and received by the Director of Athletics. The Director of Athletics will forward the request for a hearing to the Appeals and Reinstatement Committee. The Appeals and Reinstatement Committee is comprised of the Director of Athletics or his/her designee, the Medical Director, a Faculty Athletic Representative, a substance abuse counselor and a sport administrator appointed by the Director of Athletics. The student-athlete may have an advocate or other representative present if the student so desires, with any resulting expense being the responsibility of the student. However, the student-athlete must present his or her own case. The hearing should take place no more than 48 hours after the written request is received. Either the student-athlete or the other parties involved may request an extension of time to the Director of Athletics, who will consider whether to grant the extension upon a showing of good cause. These proceedings shall include an opportunity for the student-athlete to present evidence, to question adverse testimony, as well as to review the results of the drug test. The proceedings shall be confidential. The decision by the Appeals and Reinstatement Committee regarding the sanction to be imposed shall be final. The Director of Athletics shall inform the student-athlete of the committee’s decision in writing. A formal record, a tape recording, or a verbatim transcript of the hearing shall be kept.
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10.15 DENTAL INJURIES POLICY In the case of a dental injury, the student-athlete should get into contact with his/her assigned athletic trainer. The athletic trainer will use the proper protocol to determine whether to send the student-athlete to the dentist at time of injury, to seek emergency dental care or to send the student-athlete to the emergency room for temporary dental care. The athletic trainer can and will assist the student-athlete in contacting a dentist in the local area that will accept the student-athlete’s dental insurance if such coverage exists. The student-athlete and/or his/her guardians will be in full responsibility of any charges that incur due to the injury. The athletic training staff will do all that it can to keep dental costs at a minimum while still giving the student-athlete the proper care. 10.16 INJURED STUDENT-ATHLETE PROTOCOL The ASU procedure for injured student-athletes is as follows: All injuries will be reported to the staff of the ASU athletic training room. Injuries will be initially evaluated by the ASU athletic training staff. The coach will be made aware of the evaluation results and the plan for the student-athlete. If deemed necessary, the student-athlete will be referred to the hospital orthopedic staff that comes to the athletic training room. If at that point it is determined that the student-athlete needs more testing and/or surgery, it will be discussed between the athletic trainer, student-athlete, coach and team physician. This discussion can take place over a period of a few days to make sure that the student-athlete has a chance to discuss the situation and recommendations with his/her parents/guardians. The team physician / athletic trainer will layout all options to the student-athlete so they can make a decision on whether to have the surgery done here with this staff or elsewhere with another staff. At which time the athletic training staff will need to be informed of the decision and have all contact information of those doctors and staff. Once the surgery is complete, the student-athlete will need to have all follow-ups with the staff that performed the surgery. The student-athlete will complete physical therapy according to the surgeon’s protocol either at a physical therapy clinic, within the athletic training room or a combination of the two. The athletic trainer/physical therapist will develop or follow the surgeon’s rehab protocol. The surgeon of the studentathlete will have final say in when the student-athlete is released to play. At that time there will still be a maintenance program for the student-athlete to follow if necessary. 10.17 MEDICAL HARDSHIP WAIVERS If a student-athlete is injured and unable to participate during a competitive season, the athletic training staff will work with the student-athlete to collect all medical notes for said injury to fill out proper paperwork to apply for a medical hardship. All hardship waivers will be applied for that fit the criteria of possible approval. This process of applying for a Medical Hardship will be done directly after the season in which the student-athlete was injured. This makes the application process more efficient and increases the chances of approval. The athletic training staff will collect all the medical paperwork from team physicians and athletic training room notes but the student-athlete will be responsible for collecting all medical notes from physicians outside of the team physicians and get that paperwork to the athletic training staff. The NCAA
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does not accept notes and diagnoses from chiropractors at this time for consideration of Medical Hardship waivers. 10.18 TOBACCO POLICY Smoking and the use of tobacco products is proven to cause long-term illness. Therefore, in the interests of the health of its student-athletes, the Adams State University Athletic Department does not condone the use of any tobacco product by any student-athlete. The NCAA and the Adams State University prohibits the use of tobacco products by all game personnel (e.g. coaches, student-athletes, athletic trainers, managers and game officials) in all sports during practice and competition. A student-athlete who violates this tobacco policy shall be disqualified for the remainder of that practice or competition. The Director of Athletics or his/her designee will sanction other game personnel (e.g. head or assistant coach) who violate this tobacco policy on a case-by-case basis. NCAA Bylaw 17.1.9 states: The use of tobacco products by a student-athlete is prohibited during practice and competition. A student-athlete who uses tobacco products during a practice or competition shall be disqualified for the remainder of that practice or competition. This is an NCAA violation. 10.19 STUDENT-ATHLETE INSURANCE COVERAGE Student-athletes must have insurance covering athletic-related injuries to practice and compete, per rules adopted by NCAA institutions. Once claims or expenses for an injury reach $90,000, the NCAA's catastrophic insurance plan covers the medical costs for an injured student-athlete to ensure they have access to the care they need. During NCAA championships, the NCAA provides supplemental insurance for student-athletes who are injured up to $90,000 in medical expenses. Once that level is met, the NCAA catastrophic policy activates. It’s important to understand that a student-athlete’s injury does not have to be catastrophic to be covered by the NCAA catastrophic program. Simply having medical expenses exceeding $90,000 will trigger the program’s coverage. 10.20 PREGNANCY The Adams State University Athletics Department has instituted a Student-Athlete Pregnancy Policy for the protection of our student-athlete and her developing child. Pregnancy is treated as a temporary disability. The NCAA rules permit a one-year extension of eligibility for a female student-athlete for reasons of pregnancy. A student-athlete’s pregnancy does not affect her Athletic Grant-In-Aid; however, pregnancy does place unique challenges on student-athletes (male/female). Procedure: Though not required the student-athlete should inform their Athletic Trainer or Coach, as well as their personal physician/OBGYN, and family at the earliest known date of pregnancy so that appropriate medical and emotional support can be available. If the studentathlete is pregnant their scholarship will remain in place for the remainder of the granting year. If the student-athlete desires to continue to participate in their sport they will be given information regarding the risks of participation. They must sign an informed consent form and
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meet with and be cleared by a panel of support staff including the following: Personal Physician and/or Team Physician, Athletic Trainer, Senior Women’s Administrator and/or Athletic Director, and Head Coach. Based off of the NCAA guidelines participation during pregnancy is possible up to the 14th week depending on sport* and healthcare provider’s approval. (*each case will be evaluated on an individual and sport basis, and treated appropriately. For example, an athlete in a lower risk sport such as swimming would be able to participate longer than an athlete in a higher risk sport such as soccer). Our policy is based off of information from the NCAA Sports Medicine Handbook which includes the following two guidelines: The safety of participation should be dictated by the movements and physical demands required to compete in that sport. Many medical experts recommend that women avoid participating in competitive contact sports after the 14th week of pregnancy. Athletic activities associated with a high risk of falling should be avoided during pregnancy. Women with medical conditions that place their pregnancies at a high risk for complications should avoid physical activity until consultation with their obstetrician. The ACSM discourages heavy weight lifting or similar activities that require straining or valsalva. Exercise in the supine position after the first trimester should be avoided because it may cause venous obstruction. If any of the following warning signs occur, terminate exercise while pregnant: vaginal bleeding, shortness of breath before exercise, dizziness, headache, chest pain, calf pain or swelling, pre-term labor, decreased fetal movement, amniotic fluid leakage, muscle weakness. During exercise discontinue activity when feeling over-exerted or when any warning signs occur. Take care to remain well-hydrated and avoid over-heating. NCAA rules permit a one-year extension of the five-year period of eligibility for a female student-athlete for reasons of pregnancy. The Athletics Department at Adams State University does not encourage student-athletes to terminate a pregnancy because of financial or psychological pressure or fear of losing their Athletic Grant-In-Aid. It is an important decision that is personal and should not involve any sort of coercion or pressure by a coach, athletic trainer, or administrator. 10.21 STUDENT-ATHLETE ADVISORY COMMITTEE A Student-Athlete Advisory Committee (SAAC) is a committee made up of student-athletes assembled to provide insight on the student-athlete experience. The SAAC also offers input on the rules, regulations, and policies that affect student-athletes’ lives on the Adams State University campus.
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Mission Statement The mission of the Adams State University Student-Athlete Advisory Committee is to enhance the total student-athlete experience by promoting opportunity, protecting studentathlete wellbeing, acting as a Committee Head between student-athletes, the community and administration, and fostering a positive student-athlete image. Membership 1.
Any student-athlete (scholarship or non-scholarship) is eligible for appointment. Representatives should be nominated by anyone in the athletic community and final committee selections will be chosen by the executive of the committee.
2.
Academic eligibility must be maintained. Upon becoming academically ineligible, the member will be replaced.
3.
To provide continuity, membership will be for the duration of athletic career.
4.
Each team should try to have at least one upperclassman and one underclassman.
5.
There will be two voting members from each varsity team sport.
6.
Each member will serve as a Committee Head between the committee and his/her respective team.
7.
Each member will coordinate with their respective coach the appropriate time to address the team to communicate SAAC information, activities, etc.
8.
Each team must be represented at each monthly meeting: a.
b. c.
d.
Attendance at all SAAC meetings is required. Absences are excusable only in the following cases: family emergencies and athletics competitions occurring during the scheduled meeting or for extreme academic reasons. A written notice (e-mail) explaining a missed SAAC meeting must be forwarded to the SAAC President before the meeting occurs. At the conclusion of a missed SAAC meeting, it is the absent member’s responsibility to contact a SAAC officer to discuss the agenda items that were covered during the meeting. Two unexcused absences are cause for dismissal.
9.
While attending SAAC meetings, members must be open-minded and respectful of other people’s opinions.
10.
Members accept the responsibility of representing the ASU student-athlete body.
11.
Members are required to actively participate in a minimum of one standing committee.
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10.22 STUDENT-ATHLETE GRIEVANCE PROCEDURES Each student-athlete will have the opportunity at the end of the season to formally evaluate in writing his or her intercollegiate athletic experience including an assessment of coaching, facilities, medical care and the like. These evaluations are included in year-end review of each program as well as planning and goal-setting for the coming year. Consequently, you are encouraged to respond fully and carefully. The evaluations are an important part of the department’s planning and review process. If you have any concerns about your intercollegiate athletic experience, we encourage you to speak to your coach –– or the Athletic Director –– directly. There are also a number of people who are more than willing to listen and help you with any concerns: 1. Your head or assistant coach 2. Your captains 3. Your team Student Athlete Advisory Committee representative 4. The Senior Woman Administrator 5. The Director of Athletics 6. The NCAA Faculty Athletic Representative 7. The Title IX Coordinator 8. The Vice President of Student Services Upon your exit from the team you will be emailed a link for a voluntary exit interview. You are strongly encouraged to participate in this feedback opportunity as it provides Adams State University the opportunity to improve our programs. Exit interviews are reviewed by the F.A.R. Financial Aid The NCAA mandates athletic scholarships be awarded one year at a time. All studentathletes receiving athletic financial aid must be informed of renewal or non-renewal by July 1st. If an athletic scholarship is reduced or cancelled the student-athlete has a right to a hearing with the financial aid office. The student-athlete must notify the Director of Financial Aid in writing of their desire to appeal the reduction or cancellation of athletic aid. Disciplinary A student-athlete who is subject to a season-long suspension or expulsion from athletics team participation, or whose athletic grant-in-aid would be affected by a sanction imposed by the AD, may request an appeal from these sanctions. The appeal must be made in writing to the Faculty Athletics Representative within 3 school days of the student-athlete’s receipt of the notice of sanctions. The appeal letter must explain the grounds for the appeal (e.g., new information, due process issue, abuse of discretion). Upon receipt of the request for appeal, the Faculty Athletics Representative or his/her representative will refer the appeal to the Vice President of Student Affairs pursuant to the Student Handbook. For purposes of the Misconduct Hearing, the AD may perform the functions of the VP of Student Affairs if the AD or designee has conducted the investigation. The student-athlete will be given the opportunity to make an oral and written statement
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about the circumstances and why he/she feels reinstatement is warranted. The decision of the VP of Student Affairs is final for all sanctions except suspension from the University or expulsion from the University.
11.
SPORTSMANSHIP & ETHICAL CONDUCT 11.1
SPORTSMANSHIP & ETHICAL CONDUCT DEFINED
Under NCAA regulations, student-athletes shall act with honesty and sportsmanship at all times so that intercollegiate athletics as a whole, their institution, and they, as individuals, shall represent the honor and dignity of fair play and the generally recognized high standards associated with wholesome competitive sports. Sportsmanship shall be defined in accordance with the standards of the NCAA, Rocky Mountain Athletic Conference, and the department. In general, a sportsperson is one who can take a loss or defeat without complaint, a victory without gloating, and who treats opponents with fairness, generosity, and courtesy. Sportsmanship is respect for oneself, teammates, coaches, officials, opponents, and property. Sportsmanship also requires maintaining self-control and refusing to be drawn into or encourage physical conflict not otherwise required by proper execution of the sport. You must remember, even in the midst of the emotion of a contest that all studentathletes are obligated to represent themselves, the team, the department, the University, and their communities with the highest level of sportsmanship. While victory is the expected goal of every competitor, defeat is not a disgrace, and the prospect of defeat is never an excuse for unethical behavior or a lack of sportsmanship. Misconduct will not be condoned and can result in disciplinary action by the institution. 11.2
RMAC SPORTSMANSHIP CODE
The Rocky Mountain Athletic Conference is committed to sportsmanship. We take pride in the conduct of our student-athletes and coaches, and ask that everyone - coaches, athletes and spectators treat opponents and officials with respect. We encourage you to cheer for your favorite team during today's competition. At the same time, please demonstrate the respect you would like to be shown as visitors on their campus. Unruly, threatening or obscene behavior will not be condoned at today's game. Thank you for your cooperation and support. 11.3
COACHES CODE OF CONDUCT
All coaches are expected to adhere to the conduct policy because of the influential role he/she has in the lives and careers of their student-athletes. Coaches are expected to represent ASU and the athletic department appropriately in their professional conduct when dealing with student-athletes, opposing teams, officials, sports organizations and the public. Conduct that is verbally or physically threatening or abusive, belligerent or harassing is never appropriate and shall not occur at any time. Athletic programs by definition require coaches to interact physically and vigorously with student-athletes. As a result, broad latitude is given as to defining appropriate behavior in that context (i.e. athletic training and competition).
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Coaches shall not take advantage of their relationship with and influence over students for personal advantage. This principle prohibits financial, amorous and sexual relationships with student-athletes. Coaches shall actively promote the good health and well-being of student-athletes, deferring to the judgment of trainers and other medical advisors regarding a student-athlete’s ability to participate in any athletic activity. Accordingly, coaches will uphold and enforce the recommendations of trainers and other medical advisors. The conduct of all participants shall reflect the fact that student-athletic programs are first and foremost an educational experience. Coaches shall promote and enforce policies and practices that support the academic success of all student-athletes and their progress toward graduation. Coaches shall provide instruction in the rules, standards, policies and requirements applicable to participants, including the principles in this statement, the policies of Adams State University, the requirements of the NCAA, RMAC or other applicable conferences, and other sports and academic organizations and applicable laws. Coaches shall provide instruction on the safety, good health and well-being of student-athletes. The conduct of all participants shall reflect the fact that as participants in athletic programs sponsored by Adams State University they are representing the University and its ideas. Coaches serve in a uniquely public role and therefore shall set high standards in their professional conduct. They shall conduct themselves so as to avoid improper conduct relative to their coaching responsibilities, and to their role as a university representative. Coaches shall conduct themselves as role models of both compliance with the requirements to which they are subjected as participants in student-athletic programs, and the standards of behavior required by this statement. Coaches shall comply fully and in good faith with Athletic Department, RMAC and NCAA rules, policies, instructions and procedures, and requests of Athletic Department, RMAC or NCAA personnel. Coaches may establish additional team policies, provided they are consistent with NCAA, RMAC, District, National and Departmental policies. These team policies must be submitted to the Athletic Director annually, prior to distribution to your team. 11.4
STUDENT-ATHLETE STANDARDS OF CONDUCT
It is a privilege and not a right to be a student-athlete at ASU. On and off campus and in cyberspace communities, every student-athlete is expected to conduct himself or herself in a manner that exhibits honor and respect to the team, department, University, and surrounding community for the duration of his or her tenure as a student-athlete. As a student-athlete at ASU, you are expected to conform to all federal, state, and local laws, as well as University policies regarding academics, residence life, and general conduct. Student-athletes penalized for violating public laws are not exempt from further sanctions by the University if their actions also violated University policies. In addition, the athletic department and respective coaches reserve the right to implement additional sanctions appropriate to the circumstances.
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ASU student-athletes may be held responsible for the acts of other ASU athletes. Acts include but are not limited to the following types of circumstances:
when a member of an ASU athletic team is violating state or university standards and you fail to indicate your disapproval, or your continued presence without objection condones the behavior; when the act grows out of an ASU athletic activity or environment created by ASU; when the acts are those of guests of yours or of ASU athletics
ASU expects its student-athletes to demonstrate academic integrity and accomplishment, train and strive for their highest degree of athletic excellence and sportsmanship, and to conduct themselves responsibly as members of the campus and larger community. Every student-athlete is required to report his or her violations – and any violations of this Code by other student-athletes that they observe – to his or her Head Coach or to the Director of Athletics (AD) within 24 hours of such violation. This obligation is in effect year-round, including semester and summer breaks. Once a student is accorded the status of a student-athlete, he or she is required to act in accordance with this Code until the completion of eligibility, including semester and summer breaks, or until the student-athlete is no longer receiving athletically-related financial aid (including post eligibility and student-athletes medically unable to participate). Recruits are required to act in accordance with this Code while on campus or participating in any University or recruiting activity. Violations by recruits that are discovered prior to achieving student-athlete status may result in withdrawals of offers, invitations and scholarships; violations by recruits discovered after achieving student-athlete status may result in sanctions in accordance with this Code. Student-Athlete Code of Conduct The intercollegiate athletic program at Adams State University (ASU or University) facilitates the personal growth and education of students through their participation in a comprehensive program of NCAA Division II sports. As an integral part of the University, the intercollegiate athletic program actively promotes fair equity and diversity, and provides community engagement. As such, the department of athletics (department) has adopted a standard of ethical conduct and behavioral expectations for all student-athletes at Adams State University. A balanced student-athlete will be a responsible citizen, who achieves academically and performs athletically. Violation of this Student-Athlete Code of Conduct (Code) is a significant event and calls for disciplinary action. Prohibited conduct includes violation of any of the written policies and standards established by the University, the Athletic Department and the coaches with authority over your program. By way of illustration, and without limitation, those prohibitions include:
1) Academic Integrity: As a student-athlete it is your responsibility to attend class, arrive on time and always represent the Athletic Department in a positive manner in the classroom and with your instructors. The maintenance of academic honesty and integrity is a vital
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concern of the University community. Any student found responsible for violating the policy on Academic Integrity shall be subject to both academic and disciplinary sanctions. The department will not tolerate acts of academic misconduct which includes, but is not limited to: cheating, falsification, fabrication, tampering, plagiarism, facilitating academic misconduct, abuse of academic materials and/or equipment, multiple submission, falsifying grade reports, misrepresentation to avoid academic work (such as fabricating an otherwise justifiable excuse such as illness, injury, accident, team travel, etc. in order to avoid the submission of academic work or delay the taking of a test or examination) and other academic misconduct. Recognize that as a student-athlete under NCAA rules and regulations you have an additional set of expectations that apply to you as stated in the NCAA DII Manual. As a student-athlete you cannot receive any additional benefits as defined by the NCAA. The list that follows includes examples, although not all-inclusive, of academic dishonesty: Copying from another student’s exam Purchase of term papers turned in as one’s own “Padding” items on a bibliography Feigned illness to avoid an exam Submission of same term paper to another class without permission Study of a copy of an exam prior to taking make-up exam Providing another student answers during an exam Use of notes or book during the exam when prohibited Turning in a “dry lab” without doing the experiment Sabotage of someone else’s work (on disk, in lab, etc.) Collaboration on homework or take-home exams when instruction called for independent work Providing test questions to student(s) in another section of the class Sharing of answers during an exam by using a system of signals Plagiarism: appropriating or passing off as one’s work the writings, ideas, etc. of another (i.e., copying without giving credit due, forgery, literary theft, and expropriation of another’s work) Writing of term paper(s) for another student Alteration or forging of official university document Submission of tutor or other resource work assignments as one’s own Violation of copyright(s) Cheating on exams, papers, assignments, etc.
2) Violence: ASU is committed to creating and maintaining a community in which its members are free from all forms of exploitation, intimidation, and violence. Student-athletes are prohibited from engaging in violent acts including assault on a person or property, sexual assault, intimidation, hate crimes, hazing, stalking, domestic violence, rape, sexual violence, or any other conduct prohibited by University policy or law.
3) Disrespect: At all times, student-athletes are required to conduct themselves in a manner respectful of themselves, their team, their coaches, the University, the department, game officials, opponents, and property. Student-athletes are to refrain from disrespectful
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conduct such as unsportsmanlike conduct; profane, abusive, demeaning, harassing, threatening, or obscene expression; or deliberate damage to equipment or other property.
4) Unexcused Class Absences and Poor Academic Performance: Student-athletes are expected to attend class regularly and punctually and to fulfill course load and academic performance requirements. Failure to meet such obligations may affect eligibility to participate, scholarship eligibility, and academic standing.
5) Failure to Meet Team Obligations: Student-athletes must complete training requirements; arrive promptly for team practices, meetings, and departure for away games and other team events; attend team functions; comply with written and verbal directives from their coaches and other department officials, and otherwise fulfill their responsibilities as team members. Head Coaches reserve the right to instate for their teams stricter policies than those enumerated in this Code. 11.5
STUDENT-ATHLETE RELATIONSHIPS
We trust all members of our teams to be honest, responsible and mature. We desire what is best for the team as a whole, what is fair and workable for all individuals on the team and is based on broad principles of fairness. These expectations are for all members of our teams who must work together for the good of the team, they have responsibilities to the team and a commitment to being a team member who is focused on contributing to achieving team goals. Tolerance is a personal decision that comes from a belief that every person is unique. To help make the University a better place for all, we pledge to have respect for people whose abilities, beliefs, culture, race, sexual identity or other characteristics are different from my own. To fulfill this pledge, we will:
Examine our own biases and work to overcome them, Set a positive example for our family and friends, Work for tolerance in our own community, and Speak out against hate and injustice.
Relationship issues can distract a team from its competitive goals. For this reason, the Adams State University Athletic Department has the following expectations for all team members regardless of the type of relationship. The following is a list of possible relationships that may be addressed with these expectations (other types of relationships not listed may also apply): Best friends being exclusive of others, or having a falling out Two women dating the same man or the same woman, two men dating the same woman or the same man A teammate dating someone you had a past relationship with Heterosexual dating on the same or different teams Homosexual dating on the same or different teams Conflicts between student-athletes based on race, sexual orientation, sexual identity, personal belief systems or religion
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When with the team, the team comes first. Conduct yourselves as teammates. Being a member of a team requires responsible behavior, conduct yourself professionally when with the team. This includes at practice, during competition, on the team bus, in hotel rooms, in the training room, in the weight room, at team meetings, in the locker room and anywhere else when you are on “team time”. Focus on the team and your role as a team member. You don’t have to hide any relationship but when on “team time” the following behaviors are expected: Respect Team Space: Avoid drama on team time. Leave relationship conflict at the locker room door. Resolve relationship issues on your own time, not the team’s time. No PDA (Public Displays of Affection), this includes hand holding, kissing, hugging, etc. Mix it up and get to know others on your team, sit with various teammates on the bus, eat with various teammates, share hotel rooms with various teammates and sit with various teammates in team meetings. If you need help resolving relationship issues, please contact the ASU Counseling office at 719-587-7746. Possible consequences for failing to meet these expectations: Meeting with Coach to review expectations and consequences of not abiding by them Requested to meet with a counselor Suspension or dismissal from team for failing to abide by these expectations Team Captains play an important role in maintaining a positive team-oriented climate and helping team members maintain team focus. Remind teammates about coach’s expectations and why they are important Communicate with coaches when relationship issues need to be addressed The Athletic Department strictly prohibits any amorous relationship between student-athletes and any member of the Athletic Department staff, be they paid or voluntary. This policy is to ensure that student-athletes are safe from sexual advances by coaches or other athletics department employees with control over that student-athlete, and that sexual or romantic relationships do not distract student-athletes or their teams from the educational experience. Occasionally, graduate-assistants in the athletic department may be involved in a consensual relationship with a student-athlete. These relationships must be disclosed to the Athletic Director and SWA. Due to the short term of GA employment, and the likelihood of these relationships having been pre-existing while both were student-athletes, the Athletic Director and / or SWA will meet with both parties to ensure that the relationship is truly welcome. At no time will a GA with supervisory responsibility over the student-athlete be allowed to maintain their position, even if the relationship is disclosed and consensual.
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11.6
TEAM GUIDELINES
Each Head Coach will develop his or her own team guidelines. These guidelines will vary from team to team and coach to coach and may be very brief (only requiring team members to be on time and act with class) or very thorough and lengthy (with extensive schedules, conditioning programs, and the like). Please review your team guidelines in detail and make certain to ask your Head Coach any questions you may have regarding these guidelines. No Team guidelines may be less strict than the Student-Athlete Code of Conduct.
11.7
SEXUAL HARASSMENT/SEXUAL ASSAULT Sexual Harassment and Discrimination: The athletic department will not tolerate sexual harassment or any other type of discrimination in violation of the University’s AntiDiscrimination Policy. Sexual harassment/violence against students is a violation of Title IX of the 1972 Education Amendments in that it constitutes discrimination on the basis of sex. In addition to being a violation of Federal Law it is also a violation of Adams State University policy. All university employees including work study students are mandated (directed) to report incidences of sexual harassment/assault with the exception of staff in the university’s counseling center. The report should be to Ken Marquez, Vice President Student Affairs or the Title IX Coordinator. The University encourages survivors of sexual harassment/assault to come forward and report the incident. Third parties may also report violations. Victims of sexual harassment/ assault have several options if they need help: 1. Victims may elect not to report the incident. 2. Victims, whether they report the incident or not, may get help at the university’s counseling office. This is achieved through a totally confidential manner. 3. Victims may elect to inform a University staff member about an incident. University staff members are mandated reporters and must report any such incidents to the Title IX Coordinator as soon as they are notified. 4. Victims may wish to go directly to the Title IX Coordinator with an anonymous complaint. 5. Victims may wish to contact Tú Casa, a local victims advocate organization that deals with sexual assault. 6. Victims may elect to report the incident to local law enforcement or the university’s police department.
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7. Victims may elect to report the incident to Mr. Ken Marquez, Vice President of Student Services or Ana Guevara, the Title IX Coordinator. ASU Sexual Harassment Policy Adams State University believes that students have the right to be free from unwanted sexual contact, coercion, abuse, force and violence. The university will not tolerate misconduct, including sexual assault, other forms of intimate partner violence, stalking or gender bias, on or off campus. A university community is a place where we look out for one another. “Yes means Yes.”
Adams State University Sexual Harassment / Violence Policy for Students The Law Sexual harassment in college is NOT simply inappropriate behavior; it is against the law. Sexual harassment/sexual violence of students is a violation of Title IX of the 1972 Education Amendments in that it constitutes differential treatment on the basis of sex. Commitment The primary concern for Adams State University is the safety of our students, faculty and staff. The university will respond to any reports of sexual harassment/violence. Under our school’s policy and Title IX; “retaliation is prohibited against any individual who reports violations of our policy or participants in any manner in an investigation.” Consumption of alcohol or drugs or violations of other policies are viewed separately from sexual harassment/violence and will never make the victim at fault. Definition and examples of sexual harassment Sexual harassment/violence is unwelcomed conduct of a sexual nature. Sexual harassment can include unwelcome sexual advances, requests for sexual favors, and other verbal, nonverbal or physical conduct of a sexual nature including sexual assault. Other examples of sexual harassment/violence include but are not limited to : stalking, graphic comments about a person’s body, sexually explicit pictures, unwanted telephone calls, emails or texting. Active Consent Active consent means that each person involved in sexual contact not only expressively agrees to the sexual activity, but also agrees to such activity freely, willingly and knowingly. A person who has been threatened or intimidated or whose judgment is impaired by drugs or alcohol or by other physical or mental impairment cannot, by definition, give consent to sexual contact. You have a right not to be acted upon by someone else.
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Reporting Sexual Harassment/Violence Any student or someone you know who has been sexually harassed/assaulted or retaliated against is encouraged to report the incident to the Title IX Director or other responsible individuals. The university will follow up on all contacts. Students should expect their privacy and confidentiality to be respected to the extent provided by law. You may choose to make an anonymous report. We will support all parties through this process. We recommend the use of an advocate for support during the process. Students who are not certain about filing a report but have questions may contact the Title IX Director or the university’s counseling office. Students may contact the US Department of Education office of Civil Rights (OCR Denver office 303-844-5695) Investigation Students may decide to meet with the Title IX Director to provide additional information. A prompt and effective investigation will normally be conducted in 60 days or less. The Title IX Director will keep all parties to the investigation informed of the progress and findings. The standard of evidence under Title IX is a “Preponderance of Evidence” (more likely than not to have occurred). Any necessary steps to assure the safety of the student making the complaint will be taken. Administration The Title IX Office will investigate all parties, witnesses, etc. Evidence will be provided to an administrative panel who will render a decision. All parties will be given due process and an opportunity to present their case in private. There is an appeal process for both parties to the Vice President of Student Services. Title IX Director The university’s Title IX Director is responsible for monitoring the overall implementation of Title IX. Also, the Title IX Director can provide counseling and mediation services. Ana Maria Guevara Director of Title IX & OEO Student Union Building , Room 327 Phone: 719-587-8213 Email:
[email protected] Other Resources: Delilah Chavez – Assistant Director of Title IX and Clery Compliance 719-587-8224 Ken Marquez – Vice President for Student Services 719-587-7221 Adams State University Counseling and Career Services- 719-587-7746
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The counselors at the Counseling Center are also available to assist victims of sexual assault, between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday. For more information about sexual assault issues, contact the Counseling Center at 587-7746. Tu Casa- Domestic violence/ sexual assault- 719-589-2465 The Tu Casa hotline is available 24 hours a day, seven days a week. Tu Casa provides services to victims of sexual assault and domestic violence throughout the San Luis Valley. You may also call this number to receive information about sexual assault issues in general. Adams State University Police Department- 719-587-7901 All members of our University community are accountable and responsible for ensuring that a respectful and trusting environment is maintained. To that end, the University will provide training in Bystander Intervention
11.8
HAZING
Adams State University has a “ZERO TOLERANCE” policy against hazing. Hazing includes but is not limited to any conduct or method of initiation, admission, or condition of continued membership in any student organization which: 1) endangers the physical or mental health or safety of any student or other person, including prolonged deprivation of sleep, rest, food or drink; forced or coerced and prolonged physical activity; forced or coerced consumption of food, liquor, beverage, drugs, or any substance not generally intended for human consumption; beating or branding; involuntary confinement or imprisonment; or 2) destroys, vandalizes, or removes public or private property.
Colorado law prohibits hazing: 18-9-124. Hazing – penalties – legislative declaration. (a) The general assembly finds that, while some forms of initiation constitute acceptable behavior, hazing sometimes degenerates into a dangerous form of intimidation and degradation. The general assembly also recognizes that although certain criminal statutes cover the more egregious hazing activities, other activities that may not be covered by existing criminal statutes may threaten the health of students or, if not stopped early enough, may escalate into serious injury. (b) In enacting this section, it is not the intent of the general assembly to change the penalty for any activity that is covered by any other criminal statute. It is rather the intent of the general assembly to define hazing activities not covered by any other criminal statute. (3) As used in this section, unless the context otherwise requires:
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(a) “Hazing” means any activity by which a person recklessly endangers the health or safety of or causes a risk of bodily injury to an individual for purposes of initiation or admission into or affiliation with any student organization; except that “hazing” does not include customary athletic events or other similar contests or competitions, or authorized training activities conducted by members of the armed forces of the state of Colorado or the United States. (b) “Hazing” includes but is not limited to: (I) Forced and prolonged physical activity; (II) Forced consumption of any food, beverage, medication or controlled substance, whether or not prescribed, in excess of the usual amounts for human consumption or forced consumption of any substance not generally intended for human consumption; (III) Prolonged deprivation of sleep, food, or drink. (4) It shall be unlawful for any person to engage in hazing. (5) Any person who violates subsection (3) of this section commits a class 3 misdemeanor. Hazing in connection with membership or participation in University athletic team activities is strictly prohibited. ASU Hazing Policy Philosophy Adams State University believes that membership in the ASU community is nurtured in an atmosphere of social and moral responsibility, respect for duly constituted authority, and commitment to the objectives of higher education. Furthermore, anyone affiliated with Adams State University engaging in hazing activities may subject themselves to criminal penalties. Therefore, an action, event, or program which includes hazing is contrary and detrimental to the purpose of the University, the education and personal development of its students, and thus, has no place within Student Life or the University community. Definition Hazing is defined as any action or situation which includes any mental or physical requirement, request or obligation placed upon any person (new member, associate member, member, affiliate, guest) which could cause discomfort, pain, fear, disgrace, injury, or which is personally degrading or which violates any federal, state, local statute or University policy. Any activity described in this definition upon which the initiation, or admission into, or affiliation with, or continued membership in an organization is directly or indirectly conditional, shall be presumed to be “forced” activity. 1. No person shall recklessly participate in the hazing of another. 2. No student or advisor shall knowingly permit the hazing of another. 3. No student or advisor shall fail to report hazing.
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4. The negligence of consent of the student/participant or any assumption or risk by the student/participant is not a defense to any action brought pursuant to this policy. Actions and activities which are explicitly prohibited include, but are not limited to the following: a) Forcing, requiring or endorsing new members/associate members to drink alcohol or any other substance and/or providing such alcohol or other substance; b) The unauthorized or illegal use of alcohol in any form or quantity during any new member activity; c) Calisthenics (sit-ups, push-ups and runs); d) Branding and tattooing; e) Pushing, shoving, punching, whipping, beating, tackling or any other physical abuse; f) Unauthorized line-ups of any nature; g) Throwing anything (garbage, water, paint, etc.) at an individual; h) Any form of paddling, physical abuse, psychological abuse, deception or shocks; i) Requiring individuals to walk or march in formation of any kind; j) Publicly wearing apparel which is conspicuous and not normally in good taste (uniforms, head apparel, boots/shoes, etc.); k) Not permitting individuals to speak for extended periods of time and/or forced exclusion from social contact; l) Preventing any person from practicing personal hygiene; m) Any activity which interferes with an individual’s scholastic pursuits (class attendance, preparation, study time, etc.) n) Forced consumption of food or other substances; o) Theft, defacement or destruction of private or public property p) Conducting unauthorized scavenger hunts, treasure hunts, quests, road trips, paddle hunts, big brother/little brother hunts, big sister/little sister hunts; q) Engaging in public stunts and buffoonery, public displays or greetings; r) Servitude of any nature (food runs, personal errands, academic work, etc.); s) Permitting less than six consecutive hours of sleep each night; t) Conducting a new member related activity between the hours of 12:00 midnight and 7:00am. or awakening individuals during these hours; u) Nudity or exposure to the elements at any time; v) Yelling, screaming or calling individuals demeaning names; w) Engaging in unauthorized activities which involve compelling an individual or group of individuals to remain at a certain location or transporting anyone anywhere, within or outside the city of Alamosa (road trips, kidnaps, sneaks, drops, etc.); x) Assigning or endorsing "pranks" (stealing composites, trophies, mascots, etc.); y) Conducting activities which do not allow adequate time for study during pre-initiation or initiation periods; z) Conducting activities designed to deceive or convince new members that he/she will not be initiated or will be hurt; aa) Carrying of any items (paddles, bricks, rocks, pocket change, signature books, etc.); bb) Forcing, requiring, or endorsing new members/associate members to violate any University, national/international policy or any local, state or federal law.
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11.9
GAMBLING & SPORTS WAGERING
Student-athletes shall not knowingly: 1) provide information to individuals involved in organized gambling activities concerning intercollegiate athletics competition, 2) solicit a bet on any intercollegiate team, 3) accept a bet on any team representing the institution, 4) solicit or accept a bet on any intercollegiate competition for any item that had tangible value (e.g. cash, clothing, equipment, meals), 5) participate in any gambling activity that involves intercollegiate or professional athletics through a bookmaker, a parlay card, or any other method employed by organized gambling, 6) engage in activities designed to influence the outcome of a contest or in an effort to affect win-loss margins. NCAA Bylaw 10.3 provides for sanctions that can include loss of all eligibility in all sports permanently. The following sanctions for violations of Bylaw 10.3 shall apply as follows: a. A student-athlete who engages in activities designed to influence the outcome of an intercollegiate contest or in an effort to affect win-loss margins (i.e., “point shaving”) or who participates in any sports wagering activity involving the student-athlete’s institution shall permanently lose all remaining regular-season and postseason eligibility in all sports. b. A student-athlete who participates in any sports wagering activity through the Internet, a bookmaker or a parlay card shall be ineligible for all regular-season and postseason competition for a minimum of a period of one year from the date of the institution’s determination that a violation occurred and shall be charged with the loss of a minimum of one season of eligibility. If the student-athlete is determined to have been involved in a subsequent violation of any portion of Bylaw 10.3, the student athlete shall permanently lose all remaining regular-season and postseason eligibility in all sports. Examples of non-permissible gambling would include, but are not limited to: College Football NFL; CFL; Super Bowl College Basketball; NBA; WNBA; ABL; CBA College Baseball; MLB; World Series College Ice Hockey; NHL College Soccer; MLS; World Cup College Lacrosse; MILL; NLL
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Swimming; Golf; US Open; Master’s Tennis; US Open; French Open; Wimbledon On-line Gambling Sites and Casino Gambling 11.10 DISCIPLINARY PROCESS & SANCTIONS The Student-Athlete Code of Conduct disciplinary process is independent of and supplements other University policies and judicial processes, including the ASU Student Handbook Code of Conduct and Standards of Residence and Judicial Handbook (https://www.adams.edu/students/housing/residence-standards.pdf) (http://www.adams.edu/sa/student-handbook.pdf). Sanctions levied by the department may occur over and above or in lieu of sanctions levied by the University. Sanctions will vary depending on the type and circumstances of the violation. When the department becomes aware of an alleged violation of this Code, the AD or his/her designee will consult with the Dean of Students and/or the OEO if there is reason to believe that the alleged conduct also constitutes a violation of other University policies to coordinate the University’s response to the alleged conduct. Except where the matter is to be investigated by other University officials, the AD or his/her designee will take reasonable steps to verify the validity, reliability, and accuracy of the report. These steps may include interviews of students and employees or of non-University persons having knowledge of relevant facts; examination of documents; and other steps necessary for the AD to determine the merits of the report. A meeting with the student-athlete will ordinarily occur before any discipline is imposed; however, in extenuating circumstance, the AD may suspend the student-athlete from department activities before the meeting. Determination of responsibility will be made by the AD and based on a preponderance of evidence and information available. A first-time offense may be serious enough to warrant any of the possible sanctions listed below. A student-athlete’s refusal to participate and cooperate in an athletic department or NCAA investigation of possible violation of this Code or NCAA rules may itself constitute a basis for disciplinary action.
Possible sanctions include, but are not limited to: 1. 2. 3. 4. 5. 6. 7.
Warning—the issuance of a written warning Probation—special status with condition imposed for a limited time Community service Required educational or counseling sessions Drug testing Restitution—payment for damaged property Suspension—removal of a student-athlete from all athletic department activities for a limited time 8. Expulsion—permanent removal from a team and/or department activities 9. Withdrawal of financial aid—termination of athletically-related financial aid as allowable by NCAA regulations
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Possible sanctions for team violations include, but are not limited to: 1. 2. 3. 4.
Team probation Team community service Cancellation of contests Cancellation of season
Violation of team rules: Each student-athlete is responsible for following his/her specific team policies. These policies shall be in writing and distributed to team members at the start of each academic year or the beginning of the practice season, whichever comes first. The head coach and the Director of Athletics have authority to impose sanctions for violations of these policies. Violation of criminal law: When a student-athlete has engaged in conduct alleged to be in violation of local, state or federal criminal law, immediately upon receipt of notice of such possible violation the Head Coach must report the information to the AD. Student-athletes arrested for, or charged with, violating local, state or federal criminal law will be immediately suspended from practice, competition and all team activities. Within 48 hours of notice of a suspension the student-athlete’s coach and AD shall review the suspension and whether the suspension should continue. Within 10 days of notice of suspension, the studentathlete shall be afforded the opportunity to present his or her position before the AD, the Faculty Athletics Representative, the Senior Woman Administrator, and the Compliance Coordinator. Based on available information, the AD may, at any time prior to a finding or plea of guilty to a criminal charge, lift or modify the suspension. If a student-athlete pleads guilty to, is found guilty of, pleads nolo contendere to, or accepts a deferred sentence for a felony charge, such a student-athlete shall be barred permanently from participation in intercollegiate athletics at ASU. A student-athlete suspended from participation as a result of a criminal charge shall not automatically be prohibited from receiving financial aid during the pendency of such criminal charge, however the University may impose termination of such aid as a sanction after investigation and disciplinary proceedings in accordance with this Code and NCAA regulations. Upon plea of guilty, nolo contendere, acceptance of a deferred sentence or a finding of guilt in a felony case, the University shall immediately inform the student that he/she is barred from participation in intercollegiate athletics and inform the student-athlete of the status of his/her aid. The student-athlete may appeal. This policy is applicable to all renewals of current athletic aid and to all subsequently awarded athletic aid. Appeals A student-athlete who is subject to a season-long suspension or expulsion from athletics team participation, or whose athletic grant-in-aid would be affected by a sanction imposed by the AD, may request an appeal from these sanctions. The appeal must be made in writing to the Faculty Athletics Representative within 3 school days of the student-athlete’s receipt of the notice of
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sanctions. The appeal letter must explain the grounds for the appeal (e.g., new information, due process issue, abuse of discretion). Upon receipt of the request for appeal, the Faculty Athletics Representative or his/her representative will refer the appeal to the Vice President of Student Affairs pursuant to the Student Handbook. For purposes of the Misconduct Hearing, the AD may perform the functions of the VP of Student Affairs if the AD or designee has conducted the investigation. The studentathlete will be given the opportunity to make an oral and written statement about the circumstances and why he/she feels reinstatement is warranted. The decision of the VP of Student Affairs is final for all sanctions except suspension from the University or expulsion from the University.
12.
TRAVEL 12.1
PURPOSE OF POLICIES
To provide a framework for a safe and efficient athletic team travel for athletic teams of Adams State University as well as to assign responsibility and accountability for enforcement. 12.2
RESPONSIBILITY & ACCOUNTABILITY
A.
The ASU Director of Athletics or designee shall be responsible for overall administration of this policy which includes compliance and necessary paperwork. A copy of the policy shall be provided to every coach, maintained on file within the athletic department, along with a certificate signed by each coach stating that the coach has read and understands this policy.
B.
Any coach knowingly violating this policy will be suspended with or without pay until ASU administration investigates the violation.
C.
Coaches are responsible for verifying the vehicle and drivers being used for travel are in compliance with department policy.
D.
The mode of transportation is selected by the Head Coach and approved by the sport administrator (AD or Assoc. AD). When financial resources are available, independent contractors are the preferred method of travel.
E.
Every trip must be preceded by an approved travel request in which specifically states the mode of transportation (i.e. plane, state vehicle, personal vehicle, charter, etc.), time and date of departure and arrival. Any changes in request must comply with approved travel policies.
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12.3
MODES OF TRANSPORTATION
A.
Air 1. Commercial airlines are an acceptable means of travel for athletic teams for competition. Colorado State Travel policies must be followed 2. Charter services must have prior written approval from athletic director and purchasing department.
B.
Passenger Vans 1. Student/athletes are not allowed to drive passenger vans. 2. Occupancy for 15 passenger vans is limited to 10 persons. 3. All occupants must be wearing safety belts at all times; the number of passengers must not exceed the number of safety belts. 4. Drivers must be ASU employees, be 21 years of age, have a valid driver’s license and complete a pre-approved department driving training (approved by State Fleet Management). 5. No unauthorized passengers such as family or friends are to be in vehicle unless they are volunteers working for the state’s benefit. 6. Extra luggage is not allowed on roof racks. Towing trailers are not allowed. 7. Any internal cargo placed in van should not be loaded above the top of the seat level. 8. Maximum speed of 65mph is recommended as vans roll easily at high speed.
C.
Personal Vehicles 1. The vehicle owner’s insurance coverage is the primary coverage for damage and liability. Proof of coverage and valid driver’s license needs to be on file with Transportation Director. 2. Student-athletes traveling in their own vehicle must sign a liability release waiver, additional passengers must also sign waiver.
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12.4
SAFETY REQUIREMENTS WHEN TRANSPORTING STUDENT-ATHLETES
A. B. C.
E. F.
Drivers must obey local, state and federal laws when operating vehicle. Authorized drivers shall not use a cell phone while driving. Authorized drivers shall not drive more than 6 hours at a time. Total driving time shall not exceed 12 hours in a 24-hour period. Trips of more than six hours require a 2nd authorized driver. Drivers shall not exceed 15 hours of combined work/driving in a 24-hour period (ex. wrestling coach drives his team from Alamosa to Denver from 7am to 11am; coaches a tournament from 11am-8pm; barring off duty breaks, the coach/driver would only have 2 hours of driving time remaining.) Driving between the hours of 2am and 5am is strongly discouraged. Safety requirements stated above apply anytime a student-athlete is in a vehicle.
12.5
INCLEMENT WEATHER
D.
1. It is the responsibility of the Head Coach to check weather conditions in advance. 2. Decisions in inclement weather should be based on safety not budget. When in doubt, contact Athletic administrator in charge of travel. 3. Adams State University is in a mountainous area. Travel during road closures and when a chain law is in effect is prohibited. 4. When in doubt, stay the extra night until conditions improve. 5. Immediately notify athletic director or Associate Athletic director in charge of travel in cases of emergency. Cases of emergency include, but are not limited to, accidents, vehicle breakdown, alternative travel or lodging accommodations caused by inclement weather, etc. 12.6
EMERGENCY SITUATIONS
A.
Accidents When utilizing State vans follow accident report brochure (carried in all vehicles).
B.
Vehicle Breakdown Call ASU Campus Police @719.587.7901 and give information including contact number. ASU Police will contact Fleet management who will then contact driver with the information to proceed for safety and repairs.
C.
Any other arising emergency Stay calm, use sound judgment to ensure safety of passengers. Contact ASU AD at first possible opportunity.
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12.7
STAFF MEMBERS
Adams State University travel policies and procedures will be adhered to by all coaches and administrative staff members of the department. Coaches or administrative staff may travel throughout the year for recruiting, meetings, professional development, etc. State Fiscal Rule 5-1 Per State of Colorado Fiscal Rules, Rule 5-1, Paragraph 3.2, travel charged to the State regardless of the funding source, shall be for the benefit of the State, only for the time period necessary, and completed using the most economical means available which will satisfactorily accomplish the State's business. The following rules and definitions apply to all travel paid with University funds - no matter the source of the funds - and to all individuals engaged in such travel, whether administration, faculty, staff, students, or non-employees traveling on University business. Travel expenses paid by the University must be incurred for the benefit of the State, in furtherance of the University's mission, and in support of assigned duties. Travel Information Travel Request Information Personal Vehicles / Mileage Chart State Vehicles Rental Vehicles Airline / Travel Agency Information Per Diem Rates / Meal Reimbursements Conference Registration Fees Lodging State Travel Tax Exempt Information Official Function Information International Travel Travel Expense Form/Reimbursement Citibank State Travel Card Specific information pertaining to the above list can be found online at the following address: https://www.adams.edu/administration/travel/ For specific information pertaining to ASU Group travel policies and procedures visit: https://www.adams.edu/administration/travel/group1 12.8
TEAMS
All student-athletes and coaches must travel with the team to and from all intercollegiate contests. Student-athletes must return to campus with their team unless a completed travel waiver is filed with the Associate AD of Compliance & Eligibility prior to the competition. Team
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members may only leave the team with members of their immediate family. Unusual circumstances must be approved in advance by the Associate Athletic Director and Head Coach. 12.9
COMPETITION
The Head Coach for each sport shall provide each student-athlete with written copies of their travel schedule at the beginning of the semester. Enough copies should be provided to each student-athlete for each of their instructors. The written notifications should include the names of all student-athletes likely to travel, the date and approximate time of departure, and date and approximate time of return to campus. The student-athlete should provide each of their instructors with this written notification at the beginning of the semester. The student-athlete must make specific arrangements with each instructor to make up any missed assignments or examinations. Announcements via Portal are not acceptable forms of notification for any excused absence. Students should be reminded that an excused absence does not exempt them from the missed assignment or examination, but provides them with the opportunity to make up the assignment or examination without penalty. 12.10 STUDENT-ATHLETE TRAVEL RELEASE FORM Travel to and from a contest must be with the team with the travel arrangements designated by the involved coaching staff. A student-athlete may be granted a release to travel with a member of his or her immediate family to or from a contest or for entertainment during the travel period only if a student-athlete travel release form has been obtained from the head coach of the involved sport and returned to the Associate AD/Compliance & Eligibility prior to leaving for the contest. No release will be granted for a student-athlete to travel with another student-athlete's family member, regardless of the nature.
13.
SCHEDULING 13.1
PREPARATION OF SCHEDULES
It is the responsibility of the head coach of each sport working with the athletic administration to prepare a tentative schedule. Tentative schedules are to be provided to the Sports Information Director as soon as they are developed. The SID will seek approval from athletic administration for all tentative schedules. 1. In constructing schedules, the objective is to provide the best competition possible within the framework of the respective budget and consistent with the objectives of each sport program and applicable NCAA and Conference regulations. 2. The factors to be considered in constructing schedules are: a. Balance between the number of home and away contests; b. Proper spacing of home and away contests; c. Scheduling during academic semesters or other times when students are on campus; d. Competitions should be avoided during the final examination period.
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e. Academic demands upon the student-athlete; f. Income and expense involved in each contest, i.e. travel expenses and guarantees; g. Possibility of arranging for trips involving more than one contest, resulting in a savings of time and money; h. Time and space demands upon home facilities; i. Dates for Conference and NCAA championship tournaments and meets. 3. Practice times are coordinated through the athletic administration. 4. Upon approval of tentative intercollegiate home contests, competition dates are to be posted on the Athletics website. 13.2
DEADLINES FOR COMPLETION OF SCHEDULES
Completed schedules must be submitted to the Athletic Director or his or her designee as early as possible but no later than June 1st for the subsequent academic year. Request for scheduling of intercollegiate competition must be submitted to the Athletic Director for approval for the succeeding year. 13.3
APPROVAL OF SCHEDULES
After proposed schedules have been found to fit within budget, and scheduling constraints by the Athletic Director, they will be considered for final institutional approval and contracts will be signed by the Athletic Director. Once schedules have been approved by the Athletic Director they will be forwarded to the SID for posting on the RMAC and Grizzly Athletic Website. 13.4
RMAC COMPETITION
The competition committee of the RMAC Administrator Council proposes schedules ,these schedules are then approved by the administrative council. Approved schedules are posted on the RMAC website. 13.5 NON-CONFERENCE COMPETITION Proposed schedules must be submitted to the SID who will obtain the necessary approvals. 13.6
PRACTICES
It is the responsibility of the head coach to set a tentative practice schedule. All facility use scheduling will require the approval of the Assoc AD for Facilities and Event Management. When setting the tentative schedule the coach should take into consideration various parameters (see below). a. Availability of facilities b. Student-Athletes’ well-being (i.e., missed class time, etc.) c. In-season sport priority d. Comprehensive competition(s) schedules.
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When scheduling practice times coaches should follow these general guidelines/principles: • In-season sports receive priority scheduling • Coaches should attempt to develop a “preferred” practice time and work to maintain it year after year. By developing a consistent pattern, it should allow all parties involved (i.e., coaches, student-athletes, etc.) to do a better job of scheduling
14.
ATHLETIC EVENTS 14.1
CONCESSIONS
Concessions for all events in Rex Stadium and Plachy Hall are handled exclusively by Sodexo. Concessions at other venues are handled by each individual program with the approval of the Athletic Director. 14.2
TAILGATING
Adams State University Athletics is excited to offer tailgating at our home football games. Spaces can be reserved for only $10 each space per game. These guidelines are intended to provide a safe and enjoyable atmosphere for the event. The event will be monitored by ASU athletic event staff and ASU Campus Police. 1. Tailgating is restricted to ASU home football games and in the area of the parking lot between the Student Union building and ASU Administration Housing office. 2. A designee for each vehicle/space must sign waiver prior to entrance into the tailgating area. 3. Tailgating will open 3 hours prior to and close 30 minutes prior to kickoff. No tailgating during half time or after the event. 4. Food and alcoholic beverages may be brought into the sectioned area. 5. Alcoholic beverages shall mean beer and wine. Cans and plastic bottles/cups only. No kegs or glass bottles allowed. Drinking games are not allowed. The group and designee will be responsible for the serving of beverages to individuals of appropriate age. All local, state and federal laws apply and will be enforced. Violators will be subject to prosecution. 6. ALCOHOLIC BEVERAGES MAY NOT BE TAKEN FROM THE DESIGNATED TAILGATE AREA!
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7. Only gas grills are allowed in the tailgating section. Grills must have a mat under to catch grease. No open fires or charcoal grills are allowed. Drilling of holes for tents, grills, etc. are not permitted. 14.3 CROWD CONTROL Crowd control services are provided by the ASU Police department. 14.4
MUSIC & ENTERTAINMENT
Each head coach or assistant coach is responsible for reviewing their respective team’s studentathlete’s selection of music for “walk-up” and “warm-up” times to be played at home contests. The head coach or assistant coach will then submit the music to the Sports Information Director no later than one week prior to their team’s first scheduled home contest for approval. The Sports Information Director has the final say in what music will be played during home contests.
15.
TICKET MANAGEMENT & COMPLIMENTARY ADMISSIONS 15.1 OPERATIONS The Department of Athletics is responsible for ordering, receiving and issuing tickets for all events connected with the Athletic Department. The Office is also responsible for all other admission credentials for home events. The President has the discretion to award complimentary tickets to individuals or groups as she deems necessary. Grizzly Club members receive all-sport tickets/passes via their membership. Opponent's complimentary ticket allocations are determined by contract or conference bylaw and distributed according to Conference and NCAA rules and regulations. 15.2 COMPLIMENTARY ADMISSIONS FOR ASU COACHING STAFF Coaches Pass List Coaches pass lists are authorized by the Athletic Director. Head coaches can list 10 individuals on the pass list. Assistant coaches are allowed to list two. Pass List Submission Pass lists must be submitted to the Associate Athletic Director at least one day prior to each event and should include the following, local high school teams, student groups, etc., as authorized by the Athletic Director and within NCAA rules. All lists must be identified by category and must be typed in alphabetical order.
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15.3 COMPLIMENTARY ADMISSIONS FOR ASU ADMINISTRATIVE STAFF/FACULTY Administrative, Staff, and Faculty members and their immediate families are admitted free to all ASU athletic events. 15.4 COMPLIMENTARY ADMISSIONS FOR ENROLLED STUDENTS All students receive free admission to home athletic contests with a valid Student ID card. In order to gain free admittance to the athletic contest your valid Student ID must be presented at the gate upon entry into the venue. 15.5
COMPLIMENTARY ADMISSION FOR PROSPECTIVE STUDENT-ATHLETES
Official Visits On an official visit, it is permissible to provide complimentary admissions for a maximum of five individuals [i.e. the prospect, the prospect's parent(s) or guardian(s) and spouse]. It is permissible to reserve additional admissions to be purchased at face value only by immediate family members accompanying a prospect on the official visit to attend a regular-season home contest during an official visit. These seats may be located with the complimentary tickets. Unofficial Visits On an unofficial visit, it is permissible to provide up to five complimentary admissions for the prospect and those persons accompanying him/her on the visit. No additional tickets may be reserved for a prospect on an unofficial visit. If the prospect wants additional tickets he/she must purchase them in the same manner as any other members of the general public. “Team Night”- Visiting High School & Junior College Teams ASU may provide one complimentary admission to each member of a visiting high school or junior college team and coaching staff when they attend a contest as a group. The athletic department or representatives of its athletic interests may not be involved in any way with the arrangements for the visit, other than providing free admissions to an athletics event on a group basis, rather than personally to the prospective student-athlete. NCAA Bylaw 13.7.2.4 15.6
COMPLIMENTARY ADMISSIONS FOR HIGH SCHOOL, COLLEGE PREPARATORY SCHOOL, AND JUNIOR COLLEGE COACHES
ASU may provide a maximum of two complimentary admissions to home athletics contests, which must be issued on an individual game basis. NCAA regulations require that a pass-list
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system be utilized to distribute complimentary or reduced admissions to high school, prep school and junior college coaches. Additional admissions may be purchased at face value by a high school, prep school or junior college coach. Those coaches may purchase additional tickets in the same manner as the general public. If a request is made to an ASU coaching staff member, the coach will inform the Associate AD of Competitive Recreational Sports of the request so that the names can be added to the pass list. Under no circumstances are complimentary tickets to be sold at any price. Doing so would result in revocation of the individual's ticket privileges and may result in a violation of NCAA rules.
16.
MEDIA SERVICES The Adams State University Sports Information Office is made up of Sports Information Director (Michael Skinner), as well as a group of student workers. The primary focus of the Adams State Sports Information Office is to serve as a liaison between players, coaches and the media, as well as to distribute information to the media and public. We are in charge of all publicity, media relations and game statistics, and present information to the media and the public through media guides, weekly statistical reports, press releases and a variety of multimedia and social media. 16.1
CONTACTING THE ASU SPORTS INFORMATION OFFICE
Sports Information Director, Michael Skinner Office Phone: (719) 587-7825 Cell Phone: (719) 588-1368 E-Mail:
[email protected] Office Fax: (719) 587-7276 Mailing Address: 208 Edgemont, Plachy Hall, Alamosa, CO 81101 16.2
THE MEDIA: WHO ARE THEY?
A variety of media cover Adams State Athletics from time to time. Here's a brief listing of those outlets and who they are. On-campus *The Paw Print: Adams State's student newspaper, which comes out each Thursday morning and includes stories on each of the in-season sports as well as occasional features about the athletic department, its coaches and student-athletes. Local (San Luis Valley) *The Valley Courier: Provides comprehensive coverage to the entire San Luis Valley, and comes out five times every week (Tuesday-Sunday). Results and stores of nearly every ASU game are covered in the Courier.
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*KSPK: Adams State's main radio station, which covers nearly all ASC football and basketball games live, along with several volleyball matches and softball games. They also do regular reports on each of ASU's varsity teams. In addition to a morning newscast, KSPK airs pre- and post-game shows of games they are covering. Student-athletes may be asked and invited to talk about a game immediately afterwards. At their website (www.kspk.com), a listen live link allows family and friends of student-athletes to listen to games, reports, music, etc. Regional The Grizzlies will be featured by media outlets from around the region on occasion, in newspapers such as The Denver Post, Albuquerque Journal, Grand Junction Daily Sentinel, Pueblo Chieftain, and Santa Fe New Mexican, just to name a few. Additionally, requests may be made by media outlets that regularly cover ASU opponents. Hometown One of the most important outlets for getting the Adams State name out is the hometown newspapers, radio and TV stations of student-athletes. Hometown newspapers have a strong interest in what student-athletes are doing at college. Any media outlets, whether newspaper, radio or TV, that covered a student-athlete in high school usually care and are interested in what a student-athlete is doing now. This is the area where the Sports Information Office needs the help of student-athletes the most. It just isn't possible for us to know where every paper, radio or TV station that may have covered an ASU student-athlete is. That's why the Sports Information Office requests that student-athletes tell us the names of these media outlets in their hometown area, and to try and supply names of any reporters they may have been in contact with while in high school. The more information that is provided, the more we can get your name, and that of Adams State, out to the public. 16.3
ATHLETIC DEPARTMENT POLICY ON MEDIA RELATIONS
Requests for interviews by the media shall be arranged through the Sports Information Director. Athletics department staff, coaches, and student-athletes are prohibited from commenting on rumors and other speculation. Coaches and student-athletes will be made available to all media interview requests following a brief 10-minute cooling off period at the conclusion of a competition or practice. This policy is not affected by the outcome of an event. ASU coaches and student-athletes will handle media inquiries regardless of the outcome. Telephone numbers of student-athletes shall not be released to the media. Should a telephone request be made by the media, the SID shall have the student-athlete return the call at a prearranged time.
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Coaches should be cognizant of media deadlines and make arrangements to handle requests accordingly. The SID will make prior arrangements with the host institution at away games for the reporting of results to the local media. Coaches and student-athletes shall attend all press conferences and radio/television post-game shows as directed by the SID. Only credentialed members of the media and appropriate event personnel are permitted to sit on press row at athletics events. Cheerleading at press row is strictly prohibited. Credentials may not be exchanged and may be revoked at any time by the SID at its discretion All public comments should respect and positively reflect the integrity of the University, conference, sport, officials, opposing coaches, and players. All official press releases and correspondence to the media shall originate through the SID. The SID will provide game notes to print and electronic media in advance of every competition. Student-athletes are prohibited from speaking to the media unless the interview is arranged through the SID. 16.4
BLOGS, FAN SITES & MESSAGE BOARDS
The rapid development of the internet over the last several years has spawned numerous sports blogs and fan sites. In many cases, these sites are often the best way to get news out about a sports team. However, they can also be dangerous as they are often times less regulated or unregulated like traditional media outlets that have editors and publishers overlooking the reporters' efforts. It is ASU's policy to grant media access to this type of outlet with the caveat that they follow the same expectations set for more traditional media outlets. Student-athletes may be tempted to post their own comments, photos or videos on such sites and/or social networking website (Facebook, Twitter, Instagram, Vine, etc.) and are actually encouraged to do so if done in a professional and positive manner that represents student-athletes, their teammates, coaches and Adams State athletics in a positive light. 16.5
ASU ATHLETIC DEPARTMENT SOCIAL NETWORKING POLICY
Student-athletes are permitted to have profiles on social networking websites such as Myspace, Twitter, Instagram and Facebook, provided that the student-athlete does not post or permit others to post on-line to his/her profile: offensive or inappropriate pictures or comments that are likely to bring discredit to you, your team or the University, including but not limited to postings that promote illegal or prohibited conduct or that threaten to cause team or department disunity or disrupt the purposes of the athletic program. You will be held responsible for anything that appears under your profile, which includes things that you write
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and photos that you post. The Athletic Department guidelines that govern your actions while on and off-campus will also apply to your profiles on the Internet. 16.6
FACEBOOK
Facebook is a highly efficient tool for disseminating vital information to team members, ASU staff, and ASU students. However, it is a tool that makes recruiting violations highly likely under the rules promulgated by the NCAA. All profiles created for team use must be kept private with access granted only to viewers with a valid ASU email address. Any staff member desiring to create a team profile must notify the Compliance Office. All material to be posted on the page must be cleared with Compliance. The following activities pertaining to Facebook are permitted: 1. Maintaining a team profile with updates on practice times, promotional events, and fundraisers. 2. Sending out emails to members of a respective team with valid ASU email addresses. 3. “Friending” members of the respective ASU team, ASU staff, and ASU students (at their request). The following activities are prohibited on Facebook: 1. Initiating a friendship with a prospective student-athlete (i.e. “friending” a prospect) in any manner whatsoever, whether under the team profile, or under the personal profile of a staff member. 2. Contacting a prospect via Facebook email or in a “wall to wall” discussion. 3. Emailing or contacting any recruits under personal profiles. 4. Posting team information, other than that disseminated to the general public, on one’s personal page. 5. Posting pictures of one’s self in ASU gear on a personal Facebook page or posting pictures of one consuming alcohol on one’s Facebook page. 16.7
INTERVIEW GROUND RULES
Interview requests for Adams State student-athletes MUST come through the Sports Information Office, and will be arranged around class and practice schedules. The Sports Information Director will provide you with interview tips.
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17.
CAMPS & CLINICS 17.1
PURPOSE OF SPORTS CAMPS & INSTITUTIONAL CLINICS POLICY
To set policy for sports camps operated as a contract-based service from separately incorporated coaches who agree to fulfill the purposes of sports camps as set forth below. 17.2
DEFINITION
An institutional sports camp or instructional clinic shall be any camp or clinic owned or operated by a member institution or an employee of the member institution’s athletics department, either on or off-campus. Camps and clinics in which prospect-age students participate are subject to additional guidelines. (NCAA Bylaw 13.12.1.1) 17.3
SCOPE
This policy applies to all sports camps sponsored by the Department of Intercollegiate Athletics. 17.4
PURPOSE OF SPORTS CAMPS & INSTITUTIONAL CLINICS
Sports camps are sponsored by the Department of Intercollegiate Athletics for the following purposes: A. Advancing ASU and its intercollegiate athletic program among youth of elementary and secondary school age; B. Marketing of the University among prospective ASU students; C. Generating additional compensation for coaches and support staff; D. Generating funds for the athletic department through collection of a camp fee and also to generate funds for campus auxiliary services and Alamosa businesses. E. Revenues paid to current or future staff members must be matched by equal contribution to program budget. 17.5 EMPLOYMENT All individuals employed shall be required to complete an employment form approved by the Director of Athletics to ensure compliance with the NCAA, conference, and ASU regulations. Employment forms must be submitted to the Associate AD for Compliance & Eligibility one week prior to camp.
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Restrictions on employment include the following: Prospective Student-Athletes An institution may employ a prospective student-athlete at institutional sports camps or clinics. A prospective student-athlete who has signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has received his or her financial deposit in response to its offer of admission may only be employed at an institutional sports camp or clinic by the institution with which he or she signed a written commitment. A prospective student-athlete who has not signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has not received his or her financial deposit in response to its offer of admission may be employed at any institutional sports camp or clinic. (NCAA Bylaw 13.12.2.1) The below conditions are to be followed: (a) Compensation provided to the prospective student-athlete is only for work actually performed and at a rate commensurate with the going rate in that locality for similar services; (b) The employment does not begin before the completion of the prospective student-athlete's senior year of high school (see Bylaw 13.2.4.1) and the prospective student-athlete has completed all competition for the academic year in his or her sport; (c) The prospective student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments; and (d) A prospective student-athlete who only lectures or demonstrates may not receive compensation for his or her appearance. Student-Athletes A student-athlete who is employed in any sports camp or clinic must meet the following requirements (NCAA Bylaw 13.12.2.2.1) (a) The student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments. (Revised: 1/12/04) (b) Compensation provided to the student-athlete shall be commensurate with the going rate for camp or clinic counselors of similar teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletics reputation or fame the studentathlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletics skills of the student-athlete. (Revised: 1/11/94) (c) A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic.
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High School, College-Preparatory School or Two Year College Coaches A member institution (or employees of its athletics department) may employ a high school, college-preparatory school or two-year college coach at its camp or clinic, provided (NCAA Bylaw 13.12.2.4.1) (a) The coach receives compensation that is commensurate with the going rate for camp counselors of similar teaching ability and camp experience; and (b) The coach is not paid on the basis of the value the coach may have for the employer because of the coach's reputation or contact with prospective studentathletes. 17.6
GENERAL POLICIES
Sports camps will be held on campus, in University facilities, and should use the auxiliary services of ASU whenever possible. Under some circumstances, private housing may be used. The policies and procedures of all auxiliaries will be upheld by all sports camps personnel. As a general rule, camps should be offered during the months of June, July, and August, and must be authorized and approved by the Athletic Director and supervised by the coach sponsoring the camp. The basic operating philosophy will be to have camps that enhance the image, student recruiting, and public relations of ASU and of the athletic program. Sports camps must be conducted as completely self-supporting enterprises, and the level of quality and professionalism should reflect positively on the institution. Literature produced for sports camps shall indicate both the name of the coach sponsoring the camp and the name of Adams State University and shall be reviewed and approved in accordance with the publications guidelines of the University. Format 1. Each coach may choose to sponsor a sports camp as a separately incorporated individual. Sponsoring a sports camp implies agreement with the purposes and procedures set forth in this policy. 2. Coaches who wish to sponsor a sports camp will declare to the Athletic Director by January 1, each year: a. the number of camps desired; b. the preferred dates of each camp; and c. the number of participants expected at each camp (Scheduling must be done one year in advance in most cases.)
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3. Responsibilities: a. The Athletic Director will: a. Coordinate with the Associate Athletic Director to compile a schedule of camps and notify each coach regarding the approved camp. b. The Associate Athletic Director will: a. Schedule the camp through the Campus Scheduling Office and coordinate housing, dates, and campus facilities. c. The coach shall: 1. Establish rates or cost of service, equipment, or products. 2. Advertise the camp. 3. Collect fees, account for, and report number of participants, fees charged, and total gross receipts for the camp to the Athletic Director for approval and submit to the University cashier a copy of such approved report along with the deposit of the appropriate net fee according to the fee payment schedule, in Athletic accounts. Participant fees, camp coach salaries and profit/loss statement must be signed and turned in to the Associate AD for Academic Affairs no later than 60 days after completion of camp. Staff salaries from camp revenues will not be released until the statements have been turned in and reviewed. 4. Coordinate arrangements with Resident Living, Food Service, and other campus agencies, as necessary. 5. Assume responsibility for corporate, financial, and tax liabilities on income received. Net revenues and expenditures belong to the corporation camp. 6. Read and review prior to each camp year section 13.12 in the NCAA Manual regarding Sports Camps and Clinics.
18.
RECRUITING (NCAA BYLAW 13) Recruiting is any solicitation of a prospective student-athlete or a prospective student-athlete's relatives [or legal guardian(s)] by an institutional staff member or by a representative of the institution's athletics interests for the purpose of securing the prospective student-athlete's enrollment and ultimate participation in the institution's intercollegiate athletics program. The following cause a prospective student-athlete to become recruited by an institution: 1. Providing an official visit 2. Engaging in an arranged in-person, off-campus encounter with the prospect, the prospect’s parent(s), or legal guardians
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3. Initiating or arranging a telephone contact with the prospect, family member, or guardian, on more than one occasion for the purpose of recruitment 4. Issuing a National Letter of Intent or written scholarship offer to the prospect. Bylaw 13.1.4 Recruiting calendars limiting contact and evaluation periods apply in basketball and football and also include recruiting dead periods in all sports in those divisions. The Management Council shall have the authority to establish in the Administrative Regulations (per Constitution 5.2.3.1) such calendars for sports. 18.1
COACHES CERTIFICATIONS
NCAA regulations require all coaches who recruit off campus to be certified. Certification is obtained by achieving a score of 80% on the NCAA Coaches Certification Exam. Certification must be re-issued on an annual basis and expires July 31 of every year. The NCAA Coaches Certification Exam is scheduled and proctored by the Faculty Athletics Representative. 13.1.2.1 All in-person, off-campus recruiting contacts with a prospective student-athlete or the prospective student-athlete's relatives or legal guardian(s) shall be made only by authorized athletics department staff members. Such off-campus contact by representatives of an institution's athletics interests is prohibited. 13.1.2.1.1 An institutional staff member is not permitted to recruit off campus until he or she has been certified on an annual basis as to knowledge of applicable recruiting rules per Bylaw 11.5.1.1. However, institutional staff members (e.g., faculty members) may contact prospective student-athletes for recruiting purposes on campus or within the locale of the institution's main campus during the prospective student-athlete's official visit. Because there are NCAA regulations that specifically limit the following recruiting activities, a written record is required for every prospective student-athlete who is being recruited. Though recruiting may be conducted by more than one staff member within a sport, it is the responsibility of the head coach to ensure that complete and accurate records are kept. Records MUST be kept for the following activities: 1. 2. 3. 4. 5.
Evaluations Contacts Telephone Calls Official Visits Unofficial Visits
In addition, each coaching staff shall maintain records of PSA’s via the NCAA CAi. These records are subject to review by the Compliance Department weekly.
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18.2
RECRUITING OFF-CAMPUS 13.1.5 Visits to a prospective student-athlete's educational institution that will occur during that portion of the day when classes are being conducted for all students must receive the approval of the executive officer (or the executive officer's designated representative) of the prospective student-athlete's educational institution. 13.1.7.1 Any staff member desiring to contact a prospective student-athlete at the prospective student-athlete's high school, university preparatory school or two-year university first shall obtain permission for such contact from that institution's executive officer (or the executive officer's authorized representative). Contact may be made only when such permission is granted. Member institutions also are bound by this provision when recruiting international student-athletes. 13.1.7.2 Recruiting contact may not be made with a prospective student-athlete before any athletics competition in which the prospective student-athlete is a participant during the day or days of competition, even if the prospective student-athlete is on an official or unofficial visit. Such contact includes the passing of notes to a prospective student-athlete by a third party on behalf of an institutional staff member. Such contact shall be governed by the following: (a) Contact shall not be made with the prospective student-athlete at any site before the contest on the day or days of competition; (b) Contact shall not be made with the prospective student-athlete from the time the prospective student-athlete reports on call (at the direction of the prospective studentathlete's coach or comparable authority) and becomes involved in competition-related activity (e.g., traveling to an away-from-home game) to the end of the competition even if such competition-related activities are initiated before the day or days of competition; (c) Contact shall not be made after the competition until the prospective studentathlete is released by the appropriate institutional authority and departs the dressing and meeting facility; (d) Contact shall not be made with the prospective student-athlete involved in competition that requires more than one day of participation (e.g., a basketball tournament) until after the prospective student-athlete's final contest is completed and he or she is released by the appropriate institutional authority and leaves the dressing and meeting facility; and (e) Contact with a prospective student-athlete's parents or legal guardians at the site of competition is permissible during a contact period following June 15 immediately preceding the prospective student-athlete's junior year in high school. 13.1.7.2.1 It is permissible for athletics staff members who are responsible for conducting an approved athletics event (see Bylaws 13.11.2 and 13.11.3) involving high school students to come in normal contact with participants; however, under no circumstances may recruitment take place.
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13.1.7.2.2 In-person contact with a prospective student-athlete shall not be made on or off the member institution's campus at a high school all-star game practice or competition site outside the permissible contact periods in football and basketball. 13.1.7.2.4 An institutional coaching staff member may contact a prospective student-athlete and/or his or her relatives or legal guardians at any site on the day or days of competition, provided the prospective student-athlete has signed a National Letter of Intent or written offer of admission and/or athletically related financial aid with the coach's institution or the institution has received his or her financial deposit in response to its offer of admission. 18.3
TELEPHONE CALLS
13.1.3.1 Telephone calls to a prospective student-athlete [or the prospective student-athlete's relatives or legal guardian(s)] shall not be made before June 15 immediately preceding the prospective student-athlete's junior year in high school; thereafter, there shall be no limit on the number of telephone calls made by institutional staff members to a prospective student-athlete [or the prospective student-athlete's relatives or legal guardian(s)]. 13.1.3.3.1 In all sports, institutional staff members may make telephone calls to a prospective student-athlete [or the prospective student-athlete's relatives or legal guardian(s)] in accordance with the provisions of this bylaw. 18.4
CONTACTS & EVALUATIONS
13.1.6 There is no limitation on the number of in-person, off-campus recruiting contacts per prospective student-athlete. 13.1.8 There are no limitations on the number of evaluations an institution is allowed per prospective student-athlete per academic year. 18.5
OFFICIAL VISITS
13.02.14.1 An official visit to a member institution by a prospective student-athlete is a visit financed in whole or in part by the member institution. 13.6.1.1 A member institution may finance only one visit to its campus for a prospective student-athlete. 13.6.2.1 An institution shall not provide an official visit to a high school or preparatory school prospective student-athlete until the PSA completes the following: (a) Presents the institution with a current high school or university-preparatory school transcript (official or unofficial); (b) Registers with the NCAA Eligibility Center (c) Is placed on the institution's institutional request list (IRL) with the NCAA Eligibility Center.
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13.6.2.2 An institution shall not provide an official visit to a two-year or four-year university prospective student-athlete until he or she has presented an academic transcript. A qualifier in his or her first semester or quarter at a two-year or four-year institution would be required to present a high-school transcript. 13.6.3 An official visit to an institution shall not exceed 48 hours. A prospective student-athlete may remain in the locale in which the institution is located after the permissible 48-hour period for reasons unrelated to the official visit, provided that at the completion of the 48-hour visit, the individual departs the institution’s campus, and the institution does not pay any expenses thereafter, including the cost of return transportation to the prospective student-athlete's home. Additionally, if the prospective student-athlete does not return home before attending the institution, the one-way transportation to the campus would be considered a violation of Bylaw 13.5.4, which prohibits transportation to enroll. 13.6.3.1 The 48-hour period of the official visit begins at the time the prospective studentathlete arrives on the institution's campus, rather than with the initiation of the prospective student-athlete's transportation by a coach or the time of the prospective student-athlete's arrival at the airport or elsewhere in the community. The prospective student-athlete's transportation to and from the campus must be without delay for personal reasons or entertainment purposes. The institution may not pay any expenses for entertainment (other than the actual and reasonable cost of meals) in conjunction with the prospective studentathlete's transportation. At the completion of the 48-hour visit, the prospective student-athlete must depart the institution's campus immediately; otherwise, the institution may not pay any expenses incurred by the prospective student-athlete upon departure from the institution's campus, including the cost of the prospective student-athlete's transportation home. 13.6.6.1 An institution may provide entertainment, pursuant to Bylaw 13.6.6.5, on the official visit only for a prospective student-athlete and the prospective student-athlete's relatives [or legal guardian(s)]. Entertainment and contact by representatives of the institution's athletics interests during the official visit are confined to campus. It is not permissible to entertain other persons accompanying a prospective student-athlete at any time at any site. 13.6.6.2 During the official visit, a maximum of three complimentary admissions to a campus athletics event in which the institution's intercollegiate team practices or competes may be provided to a prospective student-athlete. Such complimentary admissions are for the exclusive use of the prospective student-athlete and those persons accompanying the prospective student-athlete on the visit and must be issued on an individual-game basis. Providing special seating arrangements during the conduct of the event (including intermission) for the prospective student-athlete or those persons accompanying the prospective student-athlete in the facility's press box, special seating box(es) or bench area is specifically prohibited.
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Student Host 13.6.6.5 The institution may provide the following to a student host entertaining a prospective student-athlete: (a) A maximum of $30 for each day of the visit to cover all actual costs of entertaining the prospective student-athlete (and the prospective student-athlete's relatives or legal guardians), excluding the cost of meals and admission to campus athletics events. These funds may not be used for the purchase of souvenirs such as T-shirts or other institutional mementos. It is permissible to provide the student host with an additional $15 per day for each additional prospective student-athlete the host entertains; (b) Complimentary meals, provided the student host is accompanying the prospective studentathlete during the prospective student-athlete's official visit; and (c) Complimentary admissions to campus athletics events, provided the admissions are used to accompany a prospective student-athlete to the events during the prospective student-athlete's official visit. 13.6.6.5.1 If several students host a prospective student-athlete, the $30-per-day entertainment money may be used to cover the actual and necessary expenses incurred by the prospective student-athlete and all hosts. Only one student host per prospective student-athlete may be provided a free meal if restaurant facilities are used. The following guidelines must be adhered to by a student host: •No use of alcohol; •No smoking; •No use of banned drugs; •No activity that violates criminal law or Adams State University policies; •No traveling off-campus unless with a sponsored University activity. If there are any questions about whether or not something is permissible, they should be directed to the Associate AD/Compliance and Eligibility. Policy for Submitting Official Visit Paperwork 1. Coach completes the Official Visit Form, filling the form out in its entirety. 2. Information needing to be completed consist of the following: a. The sport b. Recruit’s NCAA ID, Phone number, and classification in school c. Contact information and High School or College (if applicable) d. The arrival and departure date and time of the visit
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e. Transportation, Lodging, and who will be accompanying the recruit as well as his/her relationship to the recruit f. The number of any complimentary admission to a home athletic contest g. Whether a student host will be assigned to the recruit during his/her visit h. Whether the recruit will be reimbursed for travel 3. An unofficial copy of the recruit’s high school or college transcript should be submitted along with the Official Visit Form. 4. The official visit form and transcript(s) should be submitted to the Associate AD/Compliance & Eligibility no later than 48 hours prior to the scheduled visit. 5. Upon arriving on campus, the coach will have the recruit read and complete the Official Visit Affirmation. 6. If a student host is assigned to the recruit he or she will sign the Student Host Form prior to the beginning of the official visit. 7. At the conclusion of the visit the coach will submit the signed Official Visit Affirmation Form and the Student Host Form (if applicable) no later than 48 hours after the official visit to the Associate AD/Compliance & Eligibility. 18.6
UNOFFICIAL VISITS
13.02.14.2 An unofficial visit to a member institution by a prospective student-athlete is a visit made at the prospective student-athlete's own expense. The provision of any expenses or entertainment by the institution or representatives of its athletics interests shall require the visit to become an official visit, except for expenses or entertainment permitted per Bylaw 13.7.2. Payment of any other transportation expenses, other than those permitted in Bylaw 13.5.3, shall be an institutional violation but shall not cause the visit to become an official visit provided the prospective student-athlete makes restitution (see Bylaws 13.5.3 and13.7). 13.7.1 A prospective student-athlete may visit a member institution's campus at his or her own expense an unlimited number of times. A prospective student-athlete may make unofficial visits before June 15 immediately preceding his or her junior year in high school. 13.7.2.1 During an unofficial visit, the institution may not pay any expenses or provide any entertainment except a maximum of five complimentary admissions to a campus athletics event in which the institution's intercollegiate team practices or competes. Such complimentary admissions are for the exclusive use of the prospective student-athlete and those persons accompanying the prospective student-athlete on the visit and must be issued on an individualgame basis. Providing seating during the conduct of the event (including intermission) for the prospective student-athlete or those persons accompanying the prospective student-athlete in the facility's press box, special seating box(es) or bench area is specifically prohibited. 13.7.2.1.1 An institution may provide a prospective student-athlete (and the prospective student-athlete's relatives or legal guardians) with one meal on or off campus in the locale of the institution during an unofficial visit.
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13.7.2.1.2 A prospective student-athlete on an unofficial visit may stay in an enrolled studentathlete's dormitory room only if the prospective student-athlete pays the regular institutional rate for such lodging. 17.7
TRYOUTS
Prospects 13.11.2.1 A member institution may conduct a tryout of a prospective student-athlete only on its campus or at a site at which it normally conducts practice or competition beginning June 15 immediately preceding the prospective student-athlete's junior year in high school and only under the following conditions (see Bylaw 17.02.14 for tryouts of currently enrolled students) (a) Not more than one tryout per prospective student-athlete per institution per sport shall be permitted. This limitation applies separately to the period in which the prospective studentathlete is in high school and to the period beginning September 1 after the prospective studentathlete's completion of high school; (Revised: 1/17/15) (b) The tryout may be conducted only for a high school or preparatory school prospective student-athlete outside his or her high school's or preparatory school's traditional season in the sport (which shall begin with the first official team practice and conclude with the team's final competition); for a two-year university student, after the conclusion of the sport season or anytime, provided the student has exhausted his or her two-year university eligibility in the sport; and for a four-year university student, after the conclusion of the sport season, provided written permission to contact the prospective student-athlete (per Bylaw13.1.1.2) has been obtained (c) Prior to participation in a tryout, a prospective student-athlete is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the prospective student-athlete declines the test and signs a written release. The examination or evaluation must be administered within six months prior to participation in the tryout. The medical examination or evaluation may be conducted by an institution's regular team physician or other designated physician as a part of the tryout (1) Exception. A medical examination conducted or supervised by a physician within six months of the prospective student-athlete’s participation in practice, competition or out-of-season conditioning activities at his or her high school, prep school or collegiate institution may be used to satisfy the medical examination requirement provided it was accepted by the prospective student-athlete's high school, prep school or collegiate institution for his or her participation in athletics during the academic year in which the tryout is conducted. (d) The tryout may include tests to evaluate the prospective student-athlete's strength, speed, agility and sport skills. Except in the sports of football, ice hockey, men's lacrosse and wrestling,
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the tryout may include competition. In the sport of football, the prospective student-athletes shall not wear helmets or pads; (e) Competition against the member institution's team is permissible, provided such competition is considered a countable athletically related activity per Bylaw 17.02.1 (f) The time of the tryout activities (other than the physical examination) shall be limited to the length of the institution's normal practice period in the sport but in no event shall it be longer than two hours; and (g) The institution may provide equipment and clothing on an issuance-and-retrieval basis to a prospective student-athlete during the period of the tryout. Enrolled Students 17.02.14 a member institution may conduct a tryout of a full-time student currently enrolled at the institution only on its campus or at a site at which the institution normally conducts practice or competition during the regular academic year. The following conditions shall apply to a tryout of an enrolled student (a) One-Tryout Limitation. Not more than one tryout per student per sport shall be permitted during any academic year; (b) Health and Safety Requirements -- Medical Examination and Sickle Cell Solubility Test (SST). Prior to participation in a tryout, a student is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the student declines the test and signs a written release. The examination or evaluation must be administered within six months prior to participation in the tryout. The medical examination or evaluation may be conducted by an institution's regular team physician or other designated physician as a part of the tryout; (c) Length of Tryout. The time of the tryout activities (other than the physical examination) shall be limited to 14 consecutive calendar days from the first date the student engages in countable athletically related activities; (d) Time Limits for Tryout. During the 14-consecutive-calendar-day period of a tryout, an enrolled student shall not exceed the daily and weekly hour limitations as set forth in Bylaws 17.1.6.1 and 17.1.6.2; (e) Competition During Tryout. Competition against the member institution's team (e.g., scrimmage) is permissible, provided such competition occurs during the academic year and is considered a countable athletically related activity per Bylaw 17.02.1; and (Adopted: 1/14/02) (f) Issuance of Equipment and Clothing. The institution may provide equipment and clothing on an issuance-and-retrieval basis to a student during the period of the tryout.
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18.8
WALK-ON CLEARANCE PROCEDURES
A. In any sport there are generally students who have not been awarded financial aid, who wish to join athletic teams. These student-athletes are non-recruited students or "walk-ons." B. The head coach of each team sport must establish a written policy, approved by the Director and Associate AD/Compliance & Eligibility, concerning walk-on student-athletes. These policies will be published and will cover physical examinations, completion of historical forms, and general standards of athletic performance expected in order for the walk-on student-athlete to become a regular member of the squad. In addition, the walk-on student-athlete must be informed about NCAA requirements as far as outside employment is concerned. A walk-on student-athlete is limited to earning what is classed as "commonly accepted educational expenses," which are the costs of tuition, fees, and room and board. C. Walk-on Procedures 1. The head coach will provide the walk-on with the Participation Authorization Form (blue sheet). 2. The prospective walk on will bring the blue sheet with him/her and meet with the Associate AD/Compliance & Eligibility to review and complete the required NCAA compliance paperwork (student-athlete statement, drug testing consent, HIPPA). 3. The Associate AD/Compliance & Eligibility will add the individual to the respective team’s IRL, if he/she is already registered with the Eligibility Center. If he/she has not registered with the Eligibility Center the Associate AD/Compliance & Eligibility will explain the process. 4. At the completion of the meeting, the Associate AD/Compliance & Eligibility will sign off on the Participation Authorization Form and give the form to the student-athlete. 5. The student-athlete will then take the form to the respective sport’s assigned athletic trainer to schedule and complete the necessary medical tests to obtain medical clearance for participation. Once cleared medically, the athletic trainer will sign off on the form and return it to the student-athlete. The student-athlete will then return the form to the Associate AD/Compliance & Eligibility. The prospective student-athlete cannot participate with the team until he/she has been medically cleared by the athletic trainer and the Participation Authorization Form has been returned to the Associate AD/Compliance for verification. 6. Once the form has been returned and verified by the Associate AD/Compliance & Eligibility, the NCAA compliance paperwork has been completed, and he/she has been added to the IRL, he/she can begin participating with the team. 7. The Associate AD/Compliance & Eligibility will update the team’s roster in Compliance Assistant and designate the individual as an athlete in Banner.
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The student-athlete will have a 45 days to participate with the team while waiting for academic and amateurism certification from the Eligibility Center.
19.
ELIGIBILITY (NCAA BYLAW 14) 19.1
ASU ADMISSIONS
First-time Freshmen First-time students may apply for admission any time after the completion of their junior year in high school. In order to be considered for admission into Adams State University, prospective first-time students must submit the following materials: 1. A completed application for admission. Please apply online. 2. A non-refundable $30.00 application fee. 3. Official high school transcripts*. 4. Official ACT and/or SAT scores** (NOTE: Adams State does not require the writing portion of either the ACT or SAT). Our ACT code is 0496, and our SAT code is 4001. *All transcripts must arrive at Adams State in an unopened envelope from the sending institution printed within the last 6 months to be considered official. **All ACT/SAT scores must arrive at Adams State either on an official high school transcript or directly from ACT or University Board. Mail Transcripts and ACT/SAT scores to: Adams State University Office of Admissions, Suite 2190 208 Edgemont Blvd Alamosa CO 81101 Strong candidates for admission into the baccalaureate program must have a minimum 80 index, according to the Colorado Commission of Higher Education admissions eligibility index. View the index chart (pdf). Applicants graduating from high school in 2010 or later, must also have completed the Colorado Higher Education Admissions Requirements (HEAR) during high school: 1. Four units of English. 2. Four units of mathematics (Algebra I and higher). 3. Three units of natural/physical science (including two units lab-based science). 4. Three units of social science (including one unit of U.S. or world history). 5. One year of foreign language. 6. Two units of academic electives.
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Applicants with an index below 80 and/or who have not completed the HEAR coursework will be considered for conditional admission into the baccalaureate program or for admission into the associate program. Applicants in this situation are strongly encouraged to submit a personal statement and/or letter(s) of recommendation. NOTE: Adams State University’s role and mission enables the university to admit any qualified student who graduates from a San Luis Valley high school. Home School Students First-time students who have completed their secondary education through alternative options such as home schooling should submit documentation of their work (e.g. transcript, portfolio, etc.) in lieu of high school transcripts above. General Educational Development (GED) Students First-time students who have completed the GED should submit an official GED score report in lieu of high school transcripts above. Students receiving a score of 150 or above in each content area on the 2014 GED (450 or greater on the 2002 version, or 45 or greater on the 1988 version) will be eligible for admission. This route to admission is not to be used by students with a diploma. Non-Traditional Students Applicants who are 23 years of age or older when applying for admission are not required to submit ACT or SAT test scores. Students who do not complete the ACT or SAT will be considered for admission into the associate degree program and will be required to take a placement exam prior to registration in math and English courses. 19.2
AMATEURISM
Amateur competition is a bedrock principle of college athletics and the NCAA. Maintaining amateurism is crucial to preserving an academic environment in which acquiring a quality education is the first priority. In the collegiate model of sports, the young men and women competing on the field or court are students first, athletes second. The NCAA membership has adopted amateurism rules to ensure the students’ priority remains on obtaining a quality educational experience and that all of student-athletes are competing equitably. All incoming student-athletes must be certified as amateurs. With global recruiting becoming more common, determining the amateur status of prospective student-athletes can be challenging. All student-athletes, including international students, are required to adhere to NCAA amateurism requirements to remain eligible for intercollegiate competition. In general, amateurism requirements do not allow: Contracts with professional teams Salary for participating in athletics
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Play on a professional team Tryouts prior to enrollment, practice or competition with a professional team Benefits from an agent or prospective agent Agreement to be represented by an agent Delayed initial full-time collegiate enrollment to participate in organized sports competition 19.3
INITIAL ELIGIBILITY
Defining Qualifier, Partial Qualifier, and Nonqualifier Qualifier A qualifier is a freshman student who has met all of the following requirements: Graduated from high school Successfully completed the required number of core courses (16) Earned the minimum required GPA in the core courses (2.00) Earned the minimum required ACT or SAT test score prior to college enrollment All of the criteria above have been certified by the NCAA clearinghouse A qualifier is eligible to receive financial aid, practice, and compete during the freshman year (Bylaw 14.3.1.1) Partial Qualifier A partial qualifier is a freshman student who has graduated from high school and earned the minimum required GPA in the core courses (2.00) and meets either of the below requirements: Test Score:
ACT sum score of 68 SAT score of 900
(math, science, english, reading subsections) (math and verbal subsections)
Core Courses
16
3 years English 2 years Mathematics 2 years Natural or Physical Science 3 years Additional English, Math, Natural/Physical Sci 2 years Social Science 4 years Additional Core
A partial qualifier is eligible to receive financial aid and practice during the freshman year, but cannot compete against outside competition (Bylaw 14.3.1.2) Nonqualifier A nonqualifier is a student who has not graduated from high school and/or who has not earned the minimum GPA in the core curriculum courses and the minimum required ACT or SAT test score (Bylaw 14.3.1.6). A nonqualifier may not practice or compete during his/her first year.
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A nonqualifier may receive non-athletically related financial aid his/her freshman year. NCAA Initial Eligibility Certification All freshman student-athletes, including those from foreign countries, must be certified by the NCAA Eligibility Center. The following procedures must be followed for an incoming student-athlete to achieve certification as a freshman: 1. The prospective student-athlete registers with the NCAA Eligibility Center, pays the registration fee and submits all high school transcripts and test scores to the Eligibility Center. 2. The institution enters the prospect’s name on the team’s Institutional Request List to the Eligibility Center, which includes the names of those prospective student-athletes for whom it is requesting certification decisions. Once a coaching staff member identifies a prospective student-athlete as an ASU recruit, the coach shall inform the Associate AD/Compliance & Eligibility of the recruit and the Associate AD/Compliance & Eligibility will add the prospect’s name to the respective team’s IRL. 3. The Associate AD/Compliance & Eligibility will continually monitor each team’s IRL throughout the prospective student-athlete’s certification process. 4. Throughout the certification process if there is any information that is missing or any additional information being requested by the NCAA Eligibility Center, the Associate AD/Compliance & Eligibility will notify the head coach. The head coach will then contact the prospective student-athlete to let him or her know of the information that is being requested. It is the responsibility of the prospective student-athlete to gather and submit this information to the NCAA Eligibility Center. 5. The Associate AD/Compliance & Eligibility will provide to each head coach a copy of the most recent eligibility-status report from the NCAA Eligibility Center every two weeks until May 1. Beginning May 1, each coach will receive a weekly eligibility status report until the respective coach has received a decision for each prospective student-athlete. 6. If a coach decides to discontinue recruiting a specific prospect or becomes aware that the prospect has decided to attend another institution, the coaching staff member should inform the Associate AD/Compliance & Eligibility so the prospective student-athlete’s name can be removed from the IRL. Coaches are prohibited from recruiting a PSA after they have signed a NLI at another institution. 19.4
CONTINUING ELIGIBILITY
To be eligible to represent an institution in intercollegiate athletics competition, a continuing student-athlete must meet the following provisions, which shall be reviewed and confirmed by the Associate AD for Academic Affairs and the Associate AD/Compliance & Eligibility:
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Defining NCAA/ASU Progress Toward Degree & NCAA/ASU Good Academic Standing 14.02.6 Good Academic Standing & Progress Toward Degree The phrases "good academic standing" and "progress toward degree" are to be interpreted at each member institution by the academic officials who determine the meaning and application of such phrases for all students, subject to the controlling regulations of the institution; the conference(s) (or similar associations), if any, of which the institution is a member; and applicable NCAA legislation (see Bylaw 14.4). NCAA Progress Toward Degree Defined 14.4.1 To be eligible to represent an institution in intercollegiate athletics competition, a student-athlete shall maintain progress toward a baccalaureate or equivalent degree at that institution. (See Constitution 3.3.4.6 regarding the obligations of members to publish their progress-toward-degree requirements for student-athletes.) (Revised: 5/12/09, 1/18/14 effective 8/1/16, for certifications of progress toward degree for fall 2016 and thereafter) ASU Progress Toward Degree Satisfactory Academic Progress (SAP) Standards The following three SAP standards are monitored at the end of each semester of attendance:
Minimum Cumulative GPA Standard (Qualitative): maintaining the minimum cumulative grade point average (GPA) standard of at least 2.0 for undergraduate students and 3.0 for graduate students. Pace Standard: maintaining a successful cumulative completion rate above 75% of all attempted credits (Passed Hours/Attempted Hours) Maximum Credit Standard (Quantitative): completing program(s) of study within 150% of the credits required for the program(s), even if multiple majors are being pursued. - 180 credits is the maximum for bachelor’s degrees. For second bachelor’s degrees, the credit limit is 150% of the requirements for the second degree (e.g., usually 45 credits is 150%). - Master’s degree credit maximums are program specific (e.g., 150% of the MBA degree is 54 credits). - Attempted credit hours not completed, including official withdrawals, will be counted when determining the total number of credits of the Maximum Credit Standard. - Any failed course may be repeated until passed but will be counted in the overall attempted hours. - Financial aid is applicable only to requirements for a program of study. If a student has not applied for graduation, but degree requirements are met and a degree can be conferred, all financial aid eligibility will cease. - If at any point during a student’s degree program a review determines that the student cannot complete their program of study within SAP standards, all financial aid eligibility will cease.
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NCAA Good Academic Standing Defined 14.4.3.1 To be eligible to represent an institution in intercollegiate athletics competition, a student-athlete shall be in good academic standing, as determined by the academic authorities who determine the meaning and application of such phrases for all students at the institution, subject to controlling legislation of the conference(s) or similar association of which the institution is a member. A student-athlete shall maintain a grade-point average that places the individual in good academic standing, as established by the institution for all students who are at an equivalent stage of progress toward a degree. A student-athlete who is not in good academic standing is not eligible for competition even if the individual satisfies the progresstoward-degree requirements. (Adopted: 1/18/14 effective 8/1/16, for certifications of progress toward degree for fall 2016 and thereafter) ASU Good Academic Standing Good Academic Standing: Students are in good standing at Adams State University if all the above SAP standards are met. For purposes of NCAA compliance, student athletes must meet the same requirements for good academic standing as all other students. 1. NCAA Bylaws necessitate additional restrictions for students participating in athletics. In order for a student to be eligible to represent an institution in intercollegiate athletics competition, a student-athlete must be enrolled full-time (12 credit hours – ASU standard is no more than 25% of enrolled credit hours for undergraduate student-athletes can be in on-line semester based courses), have a 2.0 cumulative GPA or greater (3.0 or greater for graduate students) and maintain satisfactory progress towards degree requirements. 2. A student-athlete must be accepted into a major before the start of the fourth semester. After declaring a major (and/or minor), credits used to meet progress towards degree requirements must be credits required for that specific degree program. 3. To be eligible to represent an intuition in intercollegiate athletics competition, a studentathlete must earn nine-semester hours of academic credit the preceding regular academic term in which the student-athlete has been enrolled full time at any collegiate institution. Residence Requirement for Transfer Students A student-athlete must be in residence at least two semesters as a condition of continuing eligibility. A transfer student who qualifies for an exception or waiver is not subject to this requirement, and the Associate AD/Compliance & Eligibility shall have on file a one-time transfer waiver prior to a transfer student-athlete participating in practice activities. To be eligible for competition, the waiver must provide permission to the university to certify the student-athlete as immediately eligible and must indicate that the student-athlete was in good academic standing from his or her prior institution.
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Progress Towards Degree A student-athlete must make progress towards fulfilling the requirements for a baccalaureate degree by earning a minimum number of degree credits and maintaining a specified cumulative grade-point average based on years of residence. Designation of Degree Program A student-athlete shall designate a program of studies leading toward a specific baccalaureate degree at the certifying institution by the beginning of the third year of enrollment (fifth semester or seventh quarter – fourth semester per ASU policy) and thereafter shall make satisfactory progress toward that specific degree. Designation of a specific baccalaureate degree program is accomplished by formal enrollment by the student-athlete in a specific baccalaureate degree program. The Associate AD for Academic Affairs shall ensure that all appropriate student-athletes shall file a designation of degree form prior to the end of their sophomore year in school. Each semester, the student-athlete shall make an appointment with his/her advisor to review the progress towards the degree. Such progress shall be reported to the Associate AD for Academic Affairs via a copy of the degree-credit evaluation form. 19.5
SUMMER SCHOOL PROCEDURES
A student-athlete shall earn at least 75 percent (18 credits) of the minimum number of semester or quarter hours required for progress toward degree during the regular academic year. The student-athlete shall earn no more than 25 percent (6 credits) of the minimum number of semester or quarter hours required for progress toward degree during the summer or through correspondence courses. (Adopted: 1/10/92 effective 8/1/92, for credit hours earned during the 1992-93 academic year and thereafter, Revised: 1/11/94)
19.6
TRANSFERRING IN TO ASU
In order to be considered for admission to Adams State University, prospective transfer students must submit the following documents: 1. 2. 3. 4.
A completed application for admission. Please apply online. A non-refundable, $30.00 application fee. Official transcripts from all universities attended. Official high school transcripts and official ACT or SAT scores are required of transfer students with less than 13 transferable credits.
Transfer students with 13 or more transferable credits and a cumulative grade point average of 2.30 or higher will be strong candidates for admission into the baccalaureate program.
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Transfer students with a cumulative grade point average below 2.30 will be considered on an individual basis and are strongly encouraged to submit a personal statement and letter(s) of recommendation. Transfer students with less than 13 transferable credits will be considered for admission based on prior transfer work, as well as first-time freshman admissions requirements. NCAA Bylaw 14.5.1 Residence Requirement-General Principle A student who transfers to a member institution from any collegiate institution is required to complete one full academic year of residence at the certifying institution before being eligible to compete for or to receive travel expenses from the member institution, unless the student satisfies the applicable transfer requirements or receives an exception or waiver as set forth in this bylaw. NCAA Bylaw 14.5.2 Conditions Affecting Transfer Status A transfer student is an individual who transfers from a collegiate institution after having met any one of the following conditions at that institution:
(a) The student attended a class or classes in any quarter or semester in which the student was enrolled in a minimum full-time program of studies, even if the enrollment was on a provisional basis and the student was later determined by the institution not to be admissible; (b) The student is or was enrolled in an institution in a minimum full-time program of studies in a night school that is considered to have regular terms (semesters or quarters) the same as the institution's day school, and the student is or was considered by the institution to be a regularly matriculated student; (c) The student attended a branch school that does not conduct an intercollegiate athletics program, but the student had been enrolled in another collegiate institution before attendance at the branch school; (d) The student attended a branch school that conducted an intercollegiate athletics program and transfers to an institution other than the parent institution; (e) The student reported for a regular squad practice [including countable athletically related activities (see Bylaw 17.02.1) that occur prior to certification per Bylaws 14.3.5.1 and 14.5.4.4.6], announced by the institution through any member of its athletics department staff, before the beginning of any quarter or semester, as certified by the athletics director. Participation only in picture-day activities would not constitute "regular" practice; (Revised: 1/12/04) (f) The student participated in countable athletically related activities (see Bylaw 17.02.1) in a given sport even though the student was enrolled in less than a minimum full-time program of studies; or (Revised: 1/12/04)
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(g) The student received athletically related institutional financial aid while attending a summer term, summer school or summer-orientation program (see Bylaw 15.2.1.1). (Adopted: 1/10/90, Revised: 1/9/06 effective 8/1/06) NCAA Bylaw 13.1.1.2 Four Year College Prospective Student-Athletes An athletics staff member or other representative of the institution's athletics interests shall not make contact with the student-athlete of an NCAA or NAIA four-year collegiate institution, directly or indirectly, without first obtaining the written permission of the first institution's athletics director (or an athletics administrator designated by the athletics director) to do so, regardless of who makes the initial contact. If permission is not granted, the second institution shall not encourage the transfer and shall not provide athletically related financial assistance to the student-athlete until the student-athlete has attended the second institution for one academic year. If permission is granted to contact the student-athlete, all applicable NCAA recruiting rules apply. (See Bylaw 13.1.6 for legislation regarding contacts and Bylaw 13.1.3.1 for legislation regarding telephone calls.) If an institution receives a written request from a studentathlete to permit another institution to contact the student-athlete about transferring, the institution shall grant or deny the request within 14 consecutive calendar days of receipt of the request. If the institution fails to respond to the student-athletes written request within 14 consecutive calendar days, permission shall be granted by default and the institution shall provide written permission to the student-athlete. [D] (Revised: 1/10/91, 1/16/93, 1/11/94, 1/10/05 effective 8/1/05, 1/9/06, 1/14/12 effective 6/15/12; for any prospective student-athlete entering his or her junior year in high school 6/15/12 and thereafter, 1/17/15 effective 8/1/15) 19.7
TRANSFERRING OUT OF ASU
Adams State University athletics will not grant blanket releases to student-athletes for permission to contact and/or transfer to another institution. If a student-athlete is interested in transferring he or she will need to speak with the Associate Athletic Director for Compliance & Eligibility to begin the process. 1. Actions by all parties involved in requests for and decisions on Adams State University student-athletes contacting and/or transferring to other institutions shall be governed by the relevant provisions in the NCAA manual. 2. Any Adams State University student-athlete with remaining athletic eligibility who wishes to consider contacting and/or transferring to another institution shall meet with the Associate Athletic Director for Compliance & Eligibility. 3. The Director of Athletics shall have the authority to determine if a release (to contact and/or transfer) will be granted. 4. In considering the request, the Director of Athletics will assess the relative interests of the University and the student-athlete. 5. Releases will not be granted to a student-athlete to contact and/or transfer to an institution which Adams State University:
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a. Is a conference affiliate member; b. Is scheduled to compete against during the next academic year (in the studentathlete’s sport); and c. Has competed against during the previous 2 academic years (in the student-athlete’s sport). 6. Releases will not be granted to a student athlete who wishes to contact and/or transfer to an institution that has employed a coach who previously coached the student-athlete at Adams State University. 7. Exceptions to provisions 5 and 6 above shall be made by and at the discretion of the Director of Athletics. 8. The student-athlete shall have the opportunity to appeal the denial of a release (to contact and/or transfer) and shall be so informed in writing in accordance with NCAA policy. Should you choose to appeal this decision, you may file an appeal. Please contact the Associate Athletic Director for Compliance and Eligibility for details about the process. Policy & Procedure for Hearing on Appeal of Denial of Contact and/or Request for Transfer If a student-athlete at Adams State University is denied a release to contact another institution (Bylaw 13) and/or transfer to another institution (Bylaw 14), in accordance with NCAA regulations Adams State University has established the following procedures and policies to govern an appeals hearing. 1. Adams State University Associate Athletic Director of Eligibility and Compliance will inform, in writing, the student-athlete of a denial of request for release. The student-athlete will have 14 (fourteen) days from receipt of the letter to appeal the decision. The request for a hearing should be in writing to the Faculty Athletics Representative (FAR). 2. The Appeal Panel shall be assigned to oversee the appeal. The Panel shall consist of three faculty and/or staff members outside of the Department of Athletics as selected by the FAR. The FAR will serve as the Hearing Officer. 3. A current-student athlete (including student-athletes that have exhausted their eligibility but are still receiving athletic aid) shall serve as a non-voting, ex-officio “Student-Athlete Wellbeing Consultant” and will be available to answer questions from the Panel during the proceedings regarding student-athlete wellbeing issues. 4. The hearing shall be held as promptly as possible, preferably not later than 14 working days from receipt of the request by the Hearing Officer.
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5. The student-athlete shall submit any written material related to the appeal and/or a list of witnesses, including a summary of the proposed testimony, to the Hearing Officer, Panel and the other party, no later than 5:00 p.m. two working days prior to the day of the hearing. 6. The student-athlete may have counsel/advisor(s) in attendance, however the counsel’s role is limited to advising the student-athlete. Legal counsel may not address the Panel on behalf of the student-athlete. 7. The proceedings will be tape-recorded. 8. The student-athlete will be informed of the committee’s decision by certified mail. 9. The decision of the committee is final. 10. The hearing, as a private matter between the University and student-athlete, will be closed to the public and the media.
20.
FINANCIAL AID (NCAA BYLAW 15) All financial assistance to student-athletes is awarded by the Director of Financial aid upon the recommendation of the coach and with fiscal approval of the Athletic Director. To be eligible for and to retain an athletic grant-in-aid, each student-athlete must meet and thereafter comply with all applicable regulations of Adams State University, the RMAC, and the NCAA. NCAA Bylaw 15.01.5 Eligibility of Student-Athletes for Institutional Financial Aid A student-athlete must meet applicable NCAA (see Bylaw 14), conference and institutional regulations to be eligible for institutional financial aid. If these regulations are met, the studentathlete may be granted athletically related financial aid for a maximum of 10 semesters/15 quarters. Any institutional financial aid provided after 10 semesters/15 quarters is left to the discretion of the institution consistent with institutional policies for awarding financial aid in general. A student-athlete may be awarded institutional financial aid during any term in which a student-athlete is in regular attendance (i.e., was enrolled initially in a minimum full-time program of studies as defined by the certifying institution during that term). Limits on Institutional Financial Aid
in
A student-athlete may not receive total aid in excess of the cost of attendance as determined by the Financial Aid Office. Student-athletes may receive Pell grants and other government grants addition to a full athletic grant-in-aid.
20.1 GENERAL PRACTICES A. All financial assistance related to athletics will be made available from institutional funds by standard methods and procedures. Grants-in-aid are awarded to student-athletes by the Scholarship Coordinator upon recommendations by individual coaches and/or their designee from the Athletics Department.
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B. To be eligible to receive, and to retain, an athletic grant-in-aid, each student-athlete must meet, and thereafter comply with, all applicable regulations of ASU, RMAC and NCAA. C. Written notification of awards will be made to student-athletes by the Office of Student Financial Aid. The communication must be explicit as to the amount of aid, the specifications of payments or remuneration, the duration of awards, and the specific requirements under which awards are made. Financial obligations of the student-athlete to the University must be satisfied before subsequent awards will be made. D. Athletic grants-in-aid may not be awarded for a period in excess of one academic year. Grants-in-aid may be renewed for subsequent years. If not renewed, notices of intent not to renew support, or to reduce support, will be sent by the Financial Aid Office to affected studentathletes by Certified Mail not later than June 30th of each year. Cancellation or reduction of financial assistance may be appealed by the student to Financial Aid Director. E. All student-athletes will be asked each year to complete the FASFA. Students who are eligible for federal grants may receive side grants in addition to, or in place of, institutional funds within eligibility limits established by the U. S. Department of Education, the NCAA, and the University. Any excess institutional funds will be deposited to the respective sport’s scholarship fund. F. Athletic financial aid beyond years of athletic eligibility and the traditional academic year is prohibited. G. The head coach must submit a signed NLI & Initial Aid Form to the Associate AD/Compliance & Eligibility for prospective students they wish to recommend for financial aid. The preparation and processing of each grant-in-aid will be completed by the Associate AD/Compliance & Eligibility. Each coach is responsible for calculating the dollar amount and number of grants-inaid available to him/her each year and staying within these limitations. H. After verification of dollars by the Athletic director, the Office of Financial Aid will approve and return to the Athletic Office. Written notification of an award to a returning student-athlete must be made to a student-athlete by May 20th. The copies of the NLI and Aid Award Letter will be emailed to the student-athlete signifying the offer of financial aid. This communication must clearly state the amount of aid, the duration, and the conditions under which the award is made. Outstanding financial obligations to the university of the student-athlete must be satisfied before subsequent awards will be honored. I. Graduation/Cancellation Notice of intent not to renew the grants-in-aid award must be given in writing to the student-athlete prior to July 1st. The student has the option of meeting with a review committee if desired. Changes may be made to a grants-in-aid award prior to the first day of classes. J. Athletic grants-in-aid do not include summer session attendance
20.2 ADMINISTRATION OF ATHLETIC AID 1. Procedures for awarding athletically related financial aid are set forth by the NCAA and the National Letter of Intent program. All financial assistance to student-athletes of
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Adams State University is awarded by the Director of Financial Aid upon recommendation of the Head Coach and with fiscal approval of the Athletic director. To be eligible for and to retain an athletic grant-in-aid, each student-athlete must meet and thereafter comply with all applicable regulations of Adams State University, the RMAC, and the NCAA. 2. All junior University transfers will provide a transfer transcript to the Adams State University Records Evaluator who will determine transferable hours and grade point average. 3. The Associate AD/Compliance & Eligibility will facilitate the process by acquiring a roster of recruits from each Head Coach. Once provided with this information, the Associate AD/Compliance & Eligibility will input the information in the NCAA Eligibility Center program. Student-athletes who are not registered will be indicated on the Eligibility Center Status Report.
20.3 PROCEDURES FOR SQUAD LISTS, ELIGIBILITY CHECKLISTS & FINANCIAL AID 1. At least 30 days prior to the first practice each head coach is responsible for providing the Associate AD/Compliance & Eligibility with a list of names, whether the athlete is instate or out-of-state, if recruited or not, how many years he/she has received athletic aid, the number of seasons utilized, and if the student is a freshman, veteran, transfer or partial qualifier. 2. Certification forms should be completed by the head coach to exempt athletes who qualify as non-counters. This information should be given to the Associate AD/Compliance & Eligibility at the time the above lists are turned in. 3. During the entire year – before, during, and following the season – the coach must notify the Associate AD/Compliance & Eligibility of any situation, which would cause changes to the squad list. This includes added financial situations, athletes quitting the team or walk-ons not included in the original list. Revisions, updates, and equivalency changes can then be made accurately and timely by the Associate AD/Compliance & Eligibility. 4. The Associate AD/Compliance & Eligibility will be responsible for obtaining information from the Financial Aid Office pertaining to all aid awarded to each student and from the Records Office all other information relevant to the squad list. The Associate AD/Compliance & Eligibility then compiles the squad list from the information, signs the squad lists and obtains the signatures of the head coach, Athletic Director, and FAR. When all signatures are obtained the squad list is filed in the Associate AD/Compliance & Eligibility’s office. 5. Each of the above individuals is responsible for reviewing and verifying the accuracy of the information entered on the squad list.
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20.4 VERBAL OFFER In recruiting it is common for a coach to verbally offer a prospective student-athlete aid. Especially when dealing with a full financial aid student-athlete, a coach may make the following statement, “You don’t need to worry, everything is going to be taken care of.” When a studentathlete or his/her parents hear this they make the assumption that all educational related expenses will be covered through scholarship. Statements like this are misleading and end up giving our coaches, our department and institution a bad name. Therefore, all athletic related aid offers should be in writing. It is recommended that the recruiting coach provide the prospective student-athlete and his or her parent/legal guardian a financial summary that shows expenses to attend versus athletic aid offered.
20.5 NCAA/RMAC EQUIVALENCY LIMITS All coaches are requested to keep equivalency limits in mind as they are recruiting. Any student-athlete who receive $1 of athletic aid is a counter, and all countable aid counts against equivalencies. Men’s Sports (15.5.2.1.1)
Women’s Sports (15.5.2.1.2)
Basketball Cross Country/Track Soccer Wrestling Football RMAC limit Golf Swimming Lacrosse
Basketball Cross Country/Track Soccer Softball Volleyball Golf Swimming Lacrosse
10 12.6 9 9 32 3.6 8.1 10.8
10 12.6 9.9 7.2 8 5.4 8.1 9.9
20.6 SCHOLARSHIPS An Athletic Scholarship does not cover: The cost of educational supplies other than books, i.e. art supplies, computer disks, supplies used in producing class projects; residence hall damage; extra costs for single rooms; health center fees except for injuries suffered as a result of competition; telephone charges; traffic citation charges; parking registration charges. ASU operates within the guidelines of the RMAC and Bylaw2.2 of the RMAC Code. All coaches are expected to be at no more than 100% of their budgeted award amounts by the end of the fiscal year. Individual programs may over award during the recruiting process to allow for need based aid and attrition. Please see the AD for the approval of awards in excess of your program
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budget. Information characteristic of Adams State University regarding financial aid is as follows: 1. All students receiving aid from ASU shall sign and receive a copy of the Athletic Award Contract. Athletic scholarships will consist of the following and should be stated in dollar amounts (not units). The amount shall be typed on the contract including the financial aid fund code. The athletic award may include any of the following: a. Tuition/fees b. Room Waiver c. Board Waiver d. Private scholarship 2. All student-athletes receiving athletic awards are required to complete a FASFA. 3. Before actual financial aid may be awarded by the Financial Aid Office of ASU, the award must be signed by the Director of Athletics and/or the Associate AD/Compliance & Eligibility. Coaches are encouraged to make certain that recruits will be eligible for competition before recommending athletic scholarship. Only eligible student-athletes may receive athletic grant-in-aid.
20.7 NATIONAL LETTER OF INTENT (NLI) A. NLI Deadlines: Refer to appropriate National Letter of Intent Signing Year. B. Regulations and procedures for student-athletes: 1. By signing an NLI, the student-athlete understands that if he/she enrolls in another institution, he/she may jeopardize eligibility at other RMAC and NCAA institutions to which he or she may transfer. They are encouraged to read and understand terms of the NLI as they apply to NCAA Division II by-laws. C. The student-athlete must receive in writing an award or commendation for athletic financial aid from the institution at the time of signing his/her NLI. The offer or recommendation shall list the terms and conditions of the award, including the amount and duration of the financial aid. If such recommended financial aid is not signed in 7 days, the Letter shall be invalid. C. Only one valid National Letter of Intent may be signed. However, if this NLI is rendered null and void, the student-athlete remains free to enroll in any institution of his/her choice where he/she is admissible and will be permitted to sign another NLI in a subsequent signing year. D. E. The student-athlete understands that he/she has signed the NLI with the institution and not for a particular sport. F. The student-athlete understands that all participating conferences and institutions are obligated to respect his/her signing and shall cease to recruit him/her. He/She will notify any recruiter who contacts him/her of his/her signing.
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G. If his/her parent or legal guardian and he/she fail to sign the NLI within seven (7) days after it has been issued to him/her, it will be invalid. In that event, the NLI may be reissued. H. The signature of the student-athlete on the NLI nullifies any agreements, oral or otherwise, which would release him/her from the conditions stated on the NLI. I. The NLI must be signed and dated by the Director of Athletics or the Associate AD/Compliance & Eligibility before submission to the student-athlete and his/her parent or legal guardian for their signatures. The NLI may be emailed prior to the initial signing date. J. The NLI must be filed with the appropriate conference by the institution with which the student-athlete signs within 14 days after the date of final signature or it will be invalid. In that event, the NLI may be reissued. K. If the student-athlete has knowledge that he/she or his/her parent/legal guardian has falsified any part of the Letter of Intent, he/she understands that he/she will forfeit the first two years of his/her eligibility at the participating institution in which he/she enrolls . L. In order to be released from an NLI, the recruited student-athlete must request a release online directly from the NLI website. Once requested the NLI office will electronically notify the institution. The institution will decide either to completely release the signee, partially release the signee, or deny the release of the signee from his/her NLI. If the signee is: a. Completely released- he or she may speak with another NLI institution and is not held to the NLI penalty. b. No release, recruiting ban removed- lifts the recruiting ban and allows another NLI institution coaching staff to speak with him/her; however, the NLI penalty will still be in effect and the signee will be required to lose one season of competition and serve one academic year in residence at the next NLI member institution. c. Denied a release- the signee is still under the recruiting ban from other NLI member institutions and will have to sit a year. If an institution decides to deny the release the signee has a right to appeal the decision. This is completed by following the established steps of the National Letter of Intent Office. M. The NLI applies only to students who will be entering a four-year institution for the first time as a full time student. N. Regulations and procedures for coaches and related personnel: Contact in person with the prospect's relatives or legal guardian off campus for the purpose of recruitment by institutional staff members and/or representatives of athletic interests is subject to the following limitations: a. Any staff member desiring to contact a prospective student-athlete at the psa’s high school, college preparatory school, or two-year college first shall obtain permission for such contact from that institution’s executive officer or authorized representative. NCAA Bylaw 13.1.7.1
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b. While prospective student-athletes are limited to only one official (paid) visit to campus, they may visit the campus at his/her own expense an unlimited number of times. Subsequent to the occasion of the National Letter of Intent signing, there shall be no limit on such contacts with the prospect, the prospect's relatives or legal guardian by the institution with which the prospect has signed
c. No member institution may participate in an institutional or a conference athletic Letter of Intent program which involves a signing date that precedes the initial signing date for that sport in the National Letter of Intent program.
20.8 PROCESSING GRANTS-IN-AID A. All coaches will provide the Associate AD/Compliance & Eligibility with the names of the prospective students they wish to recommend for grants-in-aid. The preparation and processing of each grant-in-aid will be completed by the Associate AD/Compliance & Eligibility. Each coach is responsible for determining the number of initial grants-in-aid available to him or her each year and/or semester and for staying within these allocations. The office of the Director of Athletics will monitor the processing of initial recommendations to ensure that coaches not exceed their grant-in-aid allocations. All processing of grants and subsequent national letters of intent will follow the established NCAA regulations. B. Grants-in-Aid Renewals: Unless notified in writing by the appropriate coach that a grant-in-aid should not be renewed or that a change in aid should be made, grants-in-aid will normally be renewed each year for all eligible students in accordance with ASU and NCAA criteria. The Associate AD/Compliance & Eligibility will notify each coach in writing of renewal dates so that proper notification of aid changes by the coaches can be submitted to the appropriate person above. C. All NCAA and official interpretations governing financial aid to athletes may be found in the NCAA Manual.
20.9 RENEWAL/REDUCTION/OR CANCELLATION Document, Document, Document! We live in a very litigious society. As such, it is critical that coaches document all problems relating to student-athletes. When a coach makes the decision to cancel a scholarship he/she must do this based on solid, empirical evidence. It shall be the policy of the Adams State University Department of Athletics for each Head Coach to keep an active file on all student-athletes. When there is a problem (i.e. discipline, code of ethics, academic, etc.) the coach will document these in the file. This will allow the coach to build a case that will stand up to any legal challenges. Problems must be cited as soon as possible following their occurrence. A coach cannot give notification of cancellation then build a case after the fact.
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Athletic Aid will be terminated immediately if a Student-Athlete • Becomes ineligible for athletic competition (i.e., carry less than 12 hours, including after eligibility exhausted) • Misrepresents himself/herself or gives false information on his/her application or letter of intent or financial aid agreement • Voluntarily withdraws from his/her sport for personal reasons • Engages in misconduct serious enough to warrant disciplinary action Athletic Aid will be reduced or cancelled if a Student-Athlete • Signs a professional contract for your sport • Accepts money for playing in an athletics contest • Agrees to be represented by an agent • Receives other aid that causes you to exceed your individual limit • Becomes academically ineligible after any term Renewal/Nonrenewal of Athletic Aid The NCAA mandates athletic scholarships be awarded one year at a time. All student-athletes receiving athletic financial aid must be informed of renewal or non-renewal by July 1st. If an athletic scholarship is reduced or cancelled the student-athlete has a right to a hearing with the financial aid office. The student-athlete must notify the Director of Financial Aid in writing of their desire to appeal the reduction or cancellation of athletic aid.
20.10 ATHLETIC SCHOLARSHIP APPEALS A. All athletic financial aid contracts must be signed by the Director of Financial Aid in order to be valid. B. Prior to June 15 of each year, the Director of Athletics will submit to the Scholarship Coordinator a list of student-athletes whose grants-in-aid will not be renewed for the following academic year. C. If the institution decides not to renew or decides to reduce financial aid for the ensuing academic year, the institution shall inform the student- athlete, in writing, that he or she, upon request, shall be provided a hearing before the institutional agency making the award. The decision to renew or not renew the financial aid is left to the discretion of the institution, to be determined in accordance with its normal practices for students generally.
21.
AWARDS & BENEFITS (NCAA BYLAW 16) 21.1
POLICIES ON AWARDS & BENEFITS
NCAA Bylaw 16.11.2.1 prohibits student-athletes from receiving any extra benefit. Extra benefit refers to any special arrangement by an institutional employee or representative
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of the Institution’s athletic interests to provide the student-athlete, or his or her relatives or friends with a benefit not expressly authorized by the NCAA. Receipt of a benefit that is generally available to the institution’s students and their relatives and friends is not a violation of NCAA rules. During the academic year, full time student-athletes may not receive any cash, gift certificate, or cash equivalent awards for athletic participation. During the summer, while not representing Adams State University awards may be received for participating in an athletic event and may include gift certificates, but not cash. Student-athletes are subject to the regulations of the recognized amateur sports organization governing the competition. Awards may be provided by the institution, Conference or the NCAA for athletic participation or for special achievement not to exceed a value limit set by the NCAA. As a student-athlete you may receive an occasional meal in the locale of the institution on infrequent and special occasions from an institutional staff member.
21.2
BOOSTERS & EXTRA BENEFITS
As a student-athlete at Adams State University, you will come in contact with some individuals who have made financial contributions to athletics. These people, better known as “boosters”, will want to associate with you and may even want to do something for you. IT IS NOT ALLOWED. Athletic Representatives (“boosters”) or institutional staff members are not permitted to provide you with an extra benefit. The term “extra benefit” refers to any special arrangement by an institutional employee or representative of the institution’s athletic interest to provide the student-athlete or his or her relatives with a benefit not expressly authorized by NCAA legislation. The following are examples of extra benefits not permitted by NCAA rules and could result in the loss of your eligibility: • A special discount, payment arrangement, or credit on a purchase (i.e. airline ticket, clothing) or a service (i.e. dry cleaning, laundry) • A professional service without charge or at a reduced cost (i.e. typing papers for athletes) • The use of a telephone or credit card for personal reasons without charge or at a reduced rate • Services from commercial agencies (i.e. movie tickets, dinners, use of car) without charge or at a reduced cost • Free or reduced-cost admission to professional athletic contests from professional sports organizations • A loan of money • A guarantee of bond • The use of an automobile • Signing or co-signing a note with an outside agency to arrange a loan
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• Preferential treatment, benefits, or services (i.e. loans on a deferred pay-back basis) for your athletic reputation or skill or pay-back potential as a future professional athlete • A free meal at a restaurant
21.3
HOUSING BENEFITS INCIDENTAL TO PARTICIPATION
Summer-Dormitory Rentals An institution may rent, at the regular institutional rate, dormitory space to a prospective or enrolled student-athlete during the summer months if it is the institution's policy to make dormitory space available on the same basis to all prospective or enrolled students (see Bylaw 15.3.2.2.4 for permissible housing benefits for student-athletes eligible to receive financial aid while attending summer school). Preseason Practice Expenses The institution may provide the cost of room and board to student-athletes who report for preseason practice before the start of the academic year, it being understood that the studentathletes have been accepted for admission to the institution at the time such benefits are received. The institution may provide an evening meal and lodging on the evening prior to the first scheduled practice or the designated equipment and squad picture day. Vacation-Period Expenses The institution may provide the cost of room and board to student-athletes during official institutional vacation periods in the following circumstances: (Revised: 1/14/97, 1/11/00 effective 8/1/00, 7/24/07) Student-athletes who are required to remain on or return to the institution's campus for organized practice sessions or competition during the institution's official vacation period. If the student-athlete lives at home during the vacation period, the cost of room and board may not be provided by the institution, other than to permit the student-athlete to participate in team meals incidental to practice sessions. If an institution does not provide a meal to its student-athletes, a cash allowance may be provided, not to exceed the amount provided by the institution to institutional staff members on away-fromcampus trips. The institution may provide an evening meal and lodging on the evening prior to the first scheduled practice or the designated equipment and squad picture day. (Revised: 10/21/08, 7/23/13, 7/28/15) Winter Break Expenses It is permissible for an institution to provide a student-athlete an evening meal and lodging in the locale of the institution on the final day of the seven-day legislated winter break when the student-athlete must return to campus for organized practice or competition occurring on the first day following the legislated winter break. (Adopted: 7/28/15)
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Student-athletes who return to campus during the institution's official vacation period occurring during a regular academic term (e.g., not including vacation periods between terms) from competition. Under such circumstances, room and board expenses may be provided beginning with the student-athlete's arrival on campus until the institution's regular dormitories and dining facilities reopen. If the student-athlete lives at home during the vacation period, the cost of room and board may not be provided by the institution. Student-athletes who return to campus during the institution's official vacation period between regular academic terms (e.g., summer-vacation period) from competition. Under such circumstances, room and board expenses may be provided for not more than a 48hour period, beginning with the student-athlete's return to campus. If the student-athlete lives at home during the vacation period, the cost of room and board may not be provided by the institution. 21.4
MEALS INCIDENTAL TO PARTICIPATION
Meals and Snacks Incidental to Participation An institution may provide meals and snacks to student-athletes as a benefit incidental to participation in intercollegiate athletics. (Revised: 1/8/01, 1/17/15 effective 8/1/15) Cash for Missed Meal Due to Practice Activities An institution may provide to a student-athlete the cash equivalent of a meal missed due to practice activities only if he or she has previously paid for the meal (either individually or through the board element of a scholarship). An institution shall not provide studentathletes with a meal and cash for the same meal. (Revised: 1/17/15 effective 8/1/15) Meals or Snacks in Conjunction With Competition For both home and away-from-home competitions, all student-athletes are permitted to receive a pregame meal as a benefit incidental to participation and all student-athletes are permitted to receive a meal(s) or snack(s) [or cash in the amount equal to the cost of a meal(s) or snack(s)] at the institution's discretion from the time the student-athlete reports on call (at the direction of the student-athlete's coach or comparable authority) and becomes involved in competition-related activities to the end of competition and the release by the appropriate institutional authority, as a benefit incidental to participation. An institution shall not provide student-athletes with a meal or snack and cash for the same meal or snack. (Revised: 1/17/15 effective 8/1/15) Nutritional Supplements An institution may provide permissible nutritional supplements to a student-athlete for the purpose of providing additional calories and electrolytes. Permissible nutritional supplements do not contain any NCAA banned substances and are identified according to the following classes:
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carbohydrate/electrolytes drinks, energy bars, carbohydrate boosters and vitamins and minerals. (Adopted: 1/12/04, Revised: 1/10/05 effective 8/1/05) 21.5
OCCASIONAL MEALS
Institutional Staff Member A student-athlete or the entire team in a sport may receive an occasional meal in the locale of the institution on infrequent and special occasions from an institutional staff member. An institutional staff member may provide reasonable local transportation to student-athletes to attend such meals. Representative of Athletics Interests A student-athlete or the entire team in a sport may receive an occasional family home meal from a representative of the institution's athletics interests provided the meal is in the individual's home, on campus or at a facility that is regularly used for home competition and may be catered. The representative of the institution's athletics interests or an institutional staff member may provide reasonable local transportation to student-athletes to attend such meals. Occasional Meals to Team Members Provided by Relatives or Legal Guardians Occasional meals to team members provided by the relatives or legal guardians of a student-athlete are permissible and may be provided at any location (e.g., tailgating). If you have any questions or concerns about awards, benefits or recognition, please contact the Associate AD/Compliance and Eligibility at 719-587-8355 prior to accepting them.
22.
PLAYING & PRACTICE SEASONS (NCAA BYLAW 17) 22.1
DECLARATION OF PLAYING SEASON
NCAA Bylaw 17.1.3 Declaration of Playing Season Each member institution shall determine the playing season for each of the sports referenced under Bylaw 17.02.15. Declaration of the institution's playing season in each such sport shall be on file in writing in the department of athletics before the beginning of the institution's playing season for that sport. Changes in the declaration for a particular sport are permissible and also shall be filed in writing in the office of the institution's athletics director. The playing season (i.e., practice and competition) for a particular sport is the period of time between the dates of an institution's first officially recognized practice session and the date of the institution's last practice session or date of competition, whichever occurs later. An institution is permitted to conduct officially recognized practice each academic year only during the playing season as regulated for each sport in accordance with the provisions in NCAA Bylaw
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17.1. The institution must conduct the same playing season for varsity and subvarsity teams in the same sport.
22.2 COUNTABLE & NON-COUNTABLE ATHLETIC RELATED ACTIVITIES Countable Athletically Related Activities Include any required activity with an athletics purpose, involving student-athletes and at the direction of, or supervised by, any member or members of an institution's coaching staff (including strength & conditioning coaches) • Practice • Competition • Required weight training and conditioning activities held at the direction of/or supervised by an institutional staff member • Participation in a physical-fitness class conducted by a member of the athletics staff • Film or videotape reviews of athletics practices or contests required, supervised, or monitored by institutional staff • Required participation in camps, clinics, or workshops • Meetings initiated by coaches or other institutional staff members on athletically related matters
Non-Countable Athletically Related Activities • Training-table or competition-related meals • Physical rehabilitation • Dressing, showering or taping • Athletics department academic study hall or tutoring sessions • Meetings with coaches on non-athletic matters • Travel to and from practice and competition • Visiting the competition site in sports other than cross country and golf • Medical examinations or treatments • Fund-raising activities • Recruiting activities (i.e. serving as a student host for prospective student-athletes during official visits) • Public relations activities related to the student-athlete’s sport (i.e. Media Days) • Voluntary individual workouts, provided these workouts are not required or supervised by coaching staff members, except that such activities may be monitored for safety purposes by the institution’s strength and conditioning personnel. A coach may design a voluntary general individual workout program for a student-athlete (as opposed to a specific workout program for specific days) • Individual consultation with a coaching staff member initiated voluntarily by a student-athlete, provided the coach and the student-athlete do not engage in athletically related activities • The provision of videotapes to a student-athlete by an institution’s coach that include a personalized message and athletically related information (i.e. discussion of plays, general workout programs, lectures on strategy related to the sport), provided the viewing of the videotape by the student-athlete is voluntary.
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22.3 WEEKLY LIMITS In order to assure that student-athletes are not required to devote an unreasonable amount of time to their sports, NCAA regulations limit the amount of time an athlete can be required to participate in athletically related activities during the playing season and during the off-season. Further, each sport has a designated number of days or weeks which may comprise a playing season. Within The Declared Playing Season A written record of countable athletically related activities for each student-athlete is required (i.e., practice log). A maximum of four hours per day and 20 hours per week of countable activities may occur. One day off is required each week. All competition and any activities associated with the competition count as three hours, regardless of the actual duration of the activities. Practice may not be conducted following competition. No class time may be missed for practice activities. Daily and weekly hour limitations do not apply during preseason practice prior to the first day of classes or during an institution's official vacation period. If such vacation periods occur during any part of a week in which classes are in session, the daily and weekly hour limitations must be observed during that portion of the week and a day off is required. Outside The Declared Playing Season (during the academic year) A written record of out-of-season activities for each student-athlete is required (i.e., practice log). The head coach may require up to eight hours per week of mandatory countable athletically related activity, only two hours of which may be skill-related instruction. In sports other than football, the following number of student-athletes is permitted in each group for skill instruction that occurs during the non-championship segment. (Adopted: 7/28/15) (a) Individual Sports. Not more than four student-athletes from the same individual sport shall be a part of a group of student-athletes working with a coach at one time. (b) Team Sports with Starting Squad Size of Six or Fewer. Not more than four student-athletes from the same team shall be a part of a group of student-athletes working with a coach at one time. (c) Team Sports with Starting Squad Size of Seven or More. Not more than six student-athletes from the same team shall be part of a group of student-athletes working with a coach at one time.
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(d) Football. Not more than eight student-athletes from the team shall be part of a group of student-athletes working with a coach at one time. (Adopted: 1/16/16) No other countable activities may be engaged in outside of the declared playing/practice season. During weight-training and conditioning activities, it is not permissible for a studentathlete to be involved in conditioning activities (other than weight training) in the student-athlete's sport held at the direction of or supervised by a coaching staff member, with the exception of indoor/outdoor track and cross country. In track and cross country, conditioning activities (other than weight training) are limited to normal running activities and may not include any equipment related to the sport (e.g., starting blocks, batons and hurdles). NCAA Bylaw 17.02.17 Winter Break The winter break shall be a seven-consecutive-calendar-day period from December 20 through December 26. When December 20 falls on a Friday, Saturday or Sunday, the winter break shall be a seven-consecutive-calendar-day period that begins on the following Monday. When December 20 falls on a Monday, the winter break shall be a seven-consecutive calendar-day period that begins on the following Tuesday. During the winter break, a student-athlete may not participate in any countable athletically related activities and may not participate in any voluntary athletically related activities on campus unless the facility is open to the general student-body.
22.4
WEEKLY PLAYING & PRACTICE REPORT PROCEDURES
Countable hours must be recorded on a daily basis for each student-athlete regardless of whether the student-athlete is participating in an individual or team sport. Any countable individual or group athletically related activity must count against the time limitation for each student-athlete who participates in the activity but does not count against time limitations for other team members who do not participate in the activity. Reporting & Submitting Practice Log Policy Coaches are required to complete and submit all practice logs (both in-season and out-ofseason) monthly to the Associate AD/Compliance & Eligibility. The Associate AD/Compliance & Eligibility will review the submitted practice log to verify that the coaches are remaining within the required weekly hour limits based on NCAA legislation.
22.5
PARTICIPATION IN OUTSIDE COMPETITION
During the Playing Season Participation in competition on a team other than the ASU team is strictly prohibited during the playing season. Outside the Playing Season
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Participation in competition on a team other than the ASU team is governed differently, depending on the sport in which a student-athlete participates. If a student-athlete or a coaching staff member desires to participate or engage in any activities with a team other than the ASU team, prior written approval must be obtained from the Director of Athletics.
22.6
MISSED CLASS TIME POLICY
Class Attendance and Coursework Athletes will not receive preferential treatment with regard to class attendance. Absence from class because of athletic competition does not excuse an athlete from any course requirement. Students must clear any absence related to athletics with his or her professor well before the absence. Most faculty members are very supportive of students’ extracurricular or personal interests (particularly the balance Adams State University athletes have traditionally struck between academic excellence and their varsity sport participation) and are willing to work with you regarding accommodations – especially if you are already a diligent and responsible student and if you manage any requests for accommodation in a mature fashion. At the beginning of the semester, students who are seeking some kind of accommodation due to athletics scheduling should: • Introduce themselves to their professor (in person – not by email); identify themselves as a varsity athlete; provide the professor with a schedule (and invite them to attend a game); explain the conflict and inquire if alternatives can be arranged. • Please make every effort to do this in person and at the very beginning of the semester. • Please do not assume that your sport participation automatically excuses you from any academic commitment. • Always be prepared to put academic obligations before your team commitments. Your coach and teammates will understand and are prepared to work around these conflicts when they do arise NCAA rules and the athletic department’s policy is that a coach cannot require a student-athlete to attend practice if the student has a demonstrated and legitimate academic conflict (i.e., exam, presentation, field trip, etc.). A student-athlete with this type of conflict should inform their coach well in advance. If there is a problem, the student-athlete should see the Associate AD of Academic Affairs Regularly Scheduled Athletics Travel The Head Coach for each sport shall provide each student-athlete with written copies of their travel schedule at the beginning of the semester. Enough copies should be provided to each student-athlete for each of their instructors. The written notifications should include the names of all student-athletes likely to travel, the date and approximate time of departure, and date and approximate time of return to campus. The student-athlete should provide each of their instructors with this written notification at the beginning of the semester. The student-athlete
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must make specific arrangements with each instructor to make up any missed assignments or examinations. Announcements via Portal are not acceptable forms of notification for any excused absence. Students should be reminded that an excused absence does not exempt them from the missed assignment or examination, but provides them with the opportunity to make up the assignment or examination without penalty.
22.7
MALE PRACTICE PLAYERS
A male student-athlete who engages in practice activities with a women's team is subject to all applicable playing and practice seasons regulations set forth in this section (e.g., daily and weekly hour limitations, required days off).
23.
EMPLOYMENT 23.1 STUDENT-ATHLETE EMPLOYMENT Eligibility will not be an issue as long as: Student-athlete gets paid only for the work he/she actually performed Student-athlete gets paid at the going rate of pay Student-athlete’s reputation as an athlete is not used to benefit your employer Employment during the Academic Year It is permissible for academically eligible student-athletes to earn legitimate on and off campus employment income during semester or term time. All student-athletes must get approval from their Head Coach and the Associate Athletic Director for Compliance & Eligibility before seeking employment. The student-athlete is responsible for completing and submitting the StudentAthlete Employment Form to the Associate Athletic Director for Compliance & Eligibility. The form can be obtained from the Associate Athletic Director for Compliance & Eligibility. The employment must conform to NCAA legislation. Failure to do so will cause the student-athlete to become ineligible for competition. Any contests a student-athlete competed in while ineligible must be forfeited.
23.2
COACH’S OUTSIDE EMPLOYMENT
Speaking Engagements to Outside Groups such as High Schools, Banquets and Clinics: Recognizing that many University coaches have opportunities to accept speaking engagements, a coach may receive an honorarium for such speaking engagements. The honorarium or fee he or she receives is considered personal income and is accountable by the coach for tax purposes. If travel expenses are paid by the sponsoring organization, per diem or travel expenses may not be claimed from the University.
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Radio and Television Shows: Coaches may be invited to make personal appearances on radio or television. Care should be taken that the sponsors of these shows represent products which are in good taste. Coaches shall not make appearances on shows sponsored by products that might result in unfavorable connections or publicity for intercollegiate athletics in general or for the particular team sport that the coach represents. All personal contracts or fee arrangements for television and radio appearances must be reported to and have prior approval by the Director and Assistant Director of Athletics. Endorsements: It is recognized that a coach may be paid to endorse certain products. Good taste must be of paramount concern in the type of products endorsed by the coach. Product endorsements require prior approval by the Director of Athletics. The institution's name or logo shall not be used, directly or by implication, in the endorsement of commercial products or services without prior written approval from the institution's chief executive officer. Products received through endorsements accrue to the Athletic Department unless exempted in writing by the Athletic Director. Supplemental Employment: Coaches may obtain approval to accept additional University responsibility from time to time, provided such employment does not interfere with contractual responsibilities. The amount of compensation for the academic year is limited on a formula basis, according to University policy. Sports camps also provide opportunities for supplemental income.
24.
STUDENT-ATHLETE ATHLETIC PROGRAM EVALUATIONS 24.1
PURPOSE
Each student-athlete will have the opportunity at the end of the season to formally evaluate in writing his or her intercollegiate athletic experience including an assessment of coaching, facilities, medical care and the like. These evaluations are included in year-end review of each program as well as planning and goal-setting for the coming year. Consequently, you are encouraged to respond fully and carefully. The valuations are an important part of the department’s planning and review process. If you have any concerns about your intercollegiate athletic experience, we encourage you to speak to your coach –– or the Athletic Director –– directly. There are also a number of people who are more than willing to listen and help you with any concerns: 1. Your head or assistant coach 2. Your captains 3. Your team Student Athlete Advisory Committee representative 4. The Senior Woman Administrator
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3. The Director of Athletics 4. The NCAA Faculty Athletic Representative 5. The Vice President of Student Affairs Upon your exit from the team you will be emailed a link for a voluntary exit interview. You are strongly encouraged to participate in this feedback opportunity as it provides Adams State University the opportunity to improve our programs. Exit interviews are reviewed by the F.A.R.
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