Athletic Department Policy and Procedure Manual

Transcription

1 2016 Athletic Department Policy and Procedure Manual Athletic Department Adams State University 9/1/2016

2 Contents 1. Adams State University Mission, Philosophies, & Organization 1.1 ASU Core Values ASU Vision ASU Mission Statement ASU Department of Athletics Vision ASU Department of Athletics Mission Statement ASU Department of Athletics Values Department of Athletics Philosophy Conference Affiliation NCAA Division II Philosophy Statement University Organization Chart Athletic Department Organization Chart Rules Compliance 2.1 Compliance Policy NCAA Principle of Institutional Control Compliance Responsibilities Compliance Coordination Outside Compliance Review Rules Education Monitoring Compliance Rules Infractions and Violations 3.1 Policy on Violation of NCAA Rules NCAA Certificate of Compliance Procedure for Reporting Possible Infractions Rules Interpretation Procedures 21 1

3 4. Personnel Procedures 4.1 Hiring Contracts Payroll CPR/First Aid Training Requirement Outside Income Policy Annual Evaluation/Review Disciplinary Procedures Holidays/Vacation Guidelines Staff Meetings Educational Benefits Key Distribution Parking Secretarial Support Use of Office Machines Mail Business Operations & Budget Procedures 5.1 ASU Annual Budget Development Department Budget Procedures Expenditures ASU Procurement Code of Ethics Purchase Limit/Department Limit Approval Purchase Requisition Department P-Card Office Supplies Telephone Printing Fundraising & Promotional Operations 6.1 Statement of Purpose

4 6.2 Trade-Outs, Gifts, & Donations Courtesy Cars Corporate Sponsorships Advertising Reimbursement Procedures 7.1 Use of Personal Vehicles Use of Personal Telephone Emergency Action Plan 9. Facilities & Equipment 8.1 Accidents or Injuries Life-Threatening Situations Building Evacuation Fire Tornado Crime in Progress Plachy Hall Emergency Plan Rex Stadium Emergency Plan Baseball, Softball, Soccer, Lacrosse Facility Emergency Plan Sport Facility Policies ASU High Altitude Training Center Athletic Training Room Policies Strength & Conditioning Facilities Policies Locker Room & Locker Policies Equipment Dispersal Policy Laundry Procedures

5 9.8 Equipment & Apparel Inventory Control Procedures Student-Athlete Well Being 10.1 Commitment to Equity New Student Orientation Student-Athlete Support Services Drug & Alcohol Awareness/Drug Testing Methods of Selection for Drug Testing Postseason/Championship Screening Re-Entry Testing Follow-Up Testing Notification & Reporting for Collection Voluntary Disclosure/Safe Harbor Reporting of Results Medical Exception Process Positive Drug Test Sanctions Right to Appeal Dental Injuries Policy Injured Student-Athlete Protocol Medical Hardship Waivers Tobacco Policy Student-Athlete Insurance Coverage Pregnancy

6 10.21 Student-Athlete Advisory Committee Student-Athlete Grievance Procedures Sportsmanship & Ethical Conduct 12. Travel 11.1 Sportsmanship & Ethical Conduct Defined RMAC Sportsmanship Code Coaches Code of Conduct Student-Athlete Standards of Conduct Student-Athlete Relationships Team Guidelines Sexual Harassment/Sexual Assault Hazing Gambling & Sports Wagering Disciplinary Process & Sanctions Purpose of Policies Responsibility & Accountability Modes of Transportation Safety Requirements for Transporting Student-Athletes Inclement Weather Emergency Situations Staff Members 97 5

7 13. Scheduling 12.8 Teams Competition Student-Athlete Travel Release Form Preparation of Schedules Deadlines for Completion of Schedules Approval of Schedules RMAC Competition Non-Conference Competition Practices Athletic Events 14.1 Concessions Tailgating Crowd Control Music & Entertainment Ticket Management & Complimentary Admissions 15.1 Operations Complimentary Admission for ASU Coaching Staff

8 16. Media Relations 15.3 Complimentary Admission for ASU Athletic Administrative Staff Complimentary Admission for Enrolled Student-Athletes Complimentary Admission for Prospective Student-Athletes Complimentary Admission for High School, College Preparatory School, and Junior College Coaches Contacting the ASU Sports Information Office The Media: Who Are They? Athletic Department Policy on Media Relations Blogs, Fan Sites, & Message Boards ASU Athletic Department Social Networking Policy Facebook Interview Ground Rules Camps & Clinics 17.1 Purpose of Sports Camps & Institutional Clinics Policy Definition Scope Purpose of Sports Camps & Institutional Clinics Employment General Policies

9 18. Recruiting (NCAA Bylaw 13) 18.1 Coaches Certification Recruiting Off-Campus Telephone Calls Contacts & Evaluations Official Visits Unofficial Visits Tryouts Walk-On Clearance Procedures Eligibility (NCAA Bylaw 14) 19.1 ASU Admissions Amateurism Initial Eligibility Continuing Eligibility Summer School Procedures Transferring In to ASU Transferring Out of ASU Financial Aid (NCAA Bylaw 15) 20.1 General Practices Administration of Athletic Aid Procedures for Squad Lists & Financial Aid Verbal Offer NCAA/RMAC Equivalency Limits

10 20.6 Scholarships NLI Processing Grants-In-Aid Renewal/Reduction/ or Cancellation Athletic Scholarship Appeals Awards & Benefits (NCAA Bylaw 16) 21.1 Policies on Awards & Benefits Boosters & Extra Benefits Housing Benefits Incidental to Participation Meals Incidental to Participation Occasional Meals Playing & Practice (NCAA Bylaw 17) Seasons 22.1 Declaration of Playing Season Countable & Non-Countable Athletic Related Activities Weekly Limits Weekly Playing & Practice Report Procedures Outside Competition Missed Class Time Policy Male Practice Players Employment 23.1 Student-Athlete Employment

11 23.2 Coach s Outside Employment Student-Athlete Athletic Program Evaluations 24.1 Purpose

12 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

13 ii. We will provide the institution with student leaders in academic excellence iii. We will improve the academic profile of minority student-athletes 2. 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% 3. 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 4. 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) 5. 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: 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 1.7 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

14 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 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 RMAC Phone 1867 Austin Bluffs Parkway (719) Suite 101 Colorado Springs, Colorado

15 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

16 (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) 15

17 1.10 UNIVERSITY ORGANIZATION CHART 16

18 1.11 ATHLETIC DEPARTMENT ORGANIZATION CHART 17

19 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. 18

20 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: 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 2.5 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

21 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. 20

22 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 . If a question is discussed verbally, the Associate AD for Compliance & Eligibility will ask the coach to follow up the discussion with an 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. 21

23 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) 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. 22

24 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 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. 23

25 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 24

26 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, New Year s Day Monday, May 30, Memorial Day Monday, July 4, Independence Day Monday, September 5, Labor Day Wednesday, November 23, Full-Work Day (Vacation time can be taken with supervisor's approval) Thursday, November 24, Thanksgiving Day 25

27 Friday, November 25, Martin Luther King Day (Saved from January 18, 2016) Monday, December 26, 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, One day of annual Leave or Leave without Pay will be taken by Adams State University Administrative and Classified Staff. Monday, January 2, 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 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 , 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. 26

28 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. 27

29 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: E. PAYMENT 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. 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. 28

30 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 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. 29