Southern University A&M College. Department of Athletics Policies and Procedures Manual. Revised Academic Year

Transcription

1 Southern University A&M College Department of Athletics Policies and Procedures Manual Revised Academic Year 1

2 Table of Contents Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Section 10 Section 11 Section 12 Section 13 Section 14 Section 15 Mission Statements Goals & Objectives Administration & Organization Property, Facilities, & Equipment Compliance Financial & Fiscal Operations Management Coaching Responsibilities Academic Support Services for Student-Athletes Athletics Communication Sports Medicine Student-Athlete Welfare Ticket Office Operations Athletic Awards Employment/Hiring Appendix/Glossary 2

3 1.0 Mission Statements 1.1 Southern University Southern University The Southern University Division of Continuing Education is an academic and outreach unit that is responsible for providing services that meet the needs of the traditional and nontraditional population and residents of the local community. Through Continuing Education students are allowed to work towards certification for job advancement within the state. The Non-Credit component of Continuing Education provides a vehicle for persons in the community to pursue their lifelong learning goals through targeted programs, seminars and workshops. These programs are enhanced by a rich array of support services. It is therefore the ultimate purpose of the division to extend educational opportunities through a variety of learning option, to individuals, groups and agencies in tradition and nontraditional program formats. 1.2 Division of Intercollegiate Athletics Southern University is committed to providing a broad-based program that prepares student-athletes to succeed in their chosen field of study and to excel in their chosen sport. The mission of the Department of Athletics is to provide equal opportunity for a diverse population through competitive programs that encourage integrity, personal development, leadership and teamwork at the highest level of academic and athletic excellence. This quest for academic excellence encompasses the University s mission teaching, research and service through strong academic support programs for student-athletes and through the participation of all studentathletes in community service activities which lead to the development of competent, civic-minded graduates. Each year the Department engages in numerous marketing and outreach activities that make a positive contribution to the image of the University. Each of the goals and objectives listed below is designed to fulfill the mission of the Department and to support activities throughout the University, which contribute to the overall awareness of the mission and goals of SUBR. We are committed to the pursuit of academic and athletic excellence, making the experience for student-athlete a better one, practicing standards- based operating principles and gaining maximum exposure and support for all SUBR athletic teams. This manual includes basic policy and procedures for conduct of the Athletic Department at Southern University-Baton Rouge (SUBR). These guidelines are published for compliance of the Athletic Department personnel. Deviation from the expressed procedures and policy is not authorized and will be considered as a violation. As changes are made in policy or procedures, Athletic Department personnel will be made aware of these changes. 3

4 The Constitution and Bylaws of the NCAA and Southwestern Athletic Conference (SWAC) have not been included as a part of this manual. However, as members of these governing bodies, one shall abide by their rules and regulations. Each coach will be responsible for compliance with all provisions of NCAA and SWAC constitutions and bylaws relative to his or her sport. 1.3 Athletics Diversity Statement The Department of Athletics will promote, embrace, and value multiculturalism and diversity amongst its staff and student-athletes and provide a comfortable environment for the understanding of, respect for, and sensitivity to multiculturalism and diversity. It will also promote the recruitment, hiring, and retention of a diverse administrative and coaching staff. 1.4 Sexual Harassment Statement Sexual harassment is a recognized social problem in sport. Sexual harassment in sport deters its victims from participating and developing as athletes. The development and implementation of policies regarding sexual harassment help to create organizational climates in which these victims feel free to report such incidents. Setting policy on sexual harassment is also believed to decrease the likelihood of such offenses. The Southern University Department of Athletics acknowledges that sexual harassment occurs in athletics and seeks to prevent its occurrence through the development of this policy and position statement. Leaders of sports governing bodies, educational institutions and athletic programs are encouraged to formulate, implement and evaluate policies on sexual harassment and sexual relationships between coaches and athletes. The following policy is intended to serve, in part, as a model for sport leaders to adopt and/or adapt in order to meet the needs of the Southern University Athletics Department. Though the ostensible focus of this policy is on coach-athlete relationships, its guidelines and implications include, but are not limited to, other professionals who work with athletes, such as athletic trainers, athletics administrators and support staff which may include strength & conditioning coaches, academic counselors, sports psychologists, officials and sports information personnel and volunteers Definitions of Sexual Harassment and Romantic and/or Sexual Relationship Sexual harassment consists of unwelcome sexual advances; requests for sexual favors and other verbal or physical conduct of a sexual nature and can occur separately or as a part of abuse. Romantic and/or sexual relationships between coaches and athletes or support staff and athletes, regardless of gender, are regarded as an abuse of professional ethics, status and power. 4

5 Sexual harassment is a violation of U.S. law and impairs its victims access to educational resources. In the United States, under Title IX of the Education Amendments Act of 1972, sexual harassment by staff or peers is illegal sex discrimination. There are other laws that also apply, including state civil laws, such as those like Title IX, which prohibit sex discrimination in schools, and state criminal assault and abuse laws, which prohibit many of the physical forms of sexual harassment. Consensual and/or sexual relationships between coaches and athletes compromise the professional integrity of the coach and educational mission of athletics. Coaches exercise power over athletes, whether in giving them praise or criticism, evaluating them, making recommendations that further their athletic goals or conferring any other benefits on them. Consensual and/or sexual relationships between coaches and athletes are wrong when the coach has professional responsibility for the athlete. Such situations greatly increase the opportunities for a coach to abuse his or her power and/or sexually exploit the athlete. Voluntary consent by the athlete in such a relationship is also suspect, given the fundamentally unequal nature of the relationship. Such relationships can also cause a conflict of interest: How can a coach fairly judge an athlete with whom he or she is having sexual relations? Moreover, other athletes and coaches may be affected by such unprofessional behavior because it places the coach in a position to favor or advance one athlete's interest at the expense of others and implicitly makes obtaining benefits contingent on consensual and/or sexual favors Southern University Department of Athletics Position on Sexual Harassment and Sexual Relationships between Coaches and Athletes 1. Sexual harassment and sexual relationships between coaches and athletes subvert the mission of our department to provide leadership and resources for the purpose of improving the physical, mental and emotional well-being of all student-athletes, male or female through sport and fitness participation. 2. Sexual harassment has debilitating consequences both for its victims and for the society as a whole. In the context of athletic programs it lowers the self-esteem and limits the ability of its victims to develop their full potential in sports and fitness activities. It impairs the future capacity of its victims to experience full athletic participation and to pursue employment and leadership roles in athletics. This, in turn, deprives society as a whole of the contributions of these victims and damages a genuine appreciation of athletic achievements and contributions. 3. Consensual and/or sexual relationships between coaches and athletes undermine the professionalism of coaches, taint the atmosphere of mutual trust and respect between coach and athlete, and hinder the fulfillment of the overall educational 5

6 mission of athletics. The Southern University Athletics Department views it as unethical if coaches, athletics administrators, volunteers or support staff engage in consensual and/or sexual relations with athletes under their supervision, even if both parties have apparently consented to the relationship. 4. The Southern University Department Athletics recognizes that sexual harassment occurs in sport as it does in other institutional contexts, such as government, religious organizations or the workplace. In order to effectively deal with cases of sexual harassment in athletics, as well as to prevent future abuse of athletes by coaches, the department encourages officers of sports governance bodies, athletic directors and school administrators to formulate policy guidelines and procedures that include periodic training and distribution of the policy, subsequent evaluation of its effectiveness and effective responses to sexual harassment in a timely manner Examples of Sexual Harassment Examples of sexual harassment include, but are not limited to: A. Some incidents of physical assault. B. Direct or implied threats that submission to sexual advances will be a condition of employment, work status, promotion (more playing time), grades, or letters of recommendation. C. Direct propositions of a sexual nature and/or subtle pressure for sexual activity that is unwanted and unreasonably interferes with an athlete s play or academic environment. D. A pattern of conduct that unreasonably interferes with the academic or athletic environment (not legitimately related to the subject matter of sport) including: 1. Sexual comments or inappropriate references to gender. 2. Sexually explicit statements, questions, jokes, or anecdotes regardless of the means of communication (oral, written, electronic, etc). 3. Unwanted touching, patting, hugging, brushing against a person s body, or staring. 4. Inquiries and commentaries about sexual activity, experience, or orientation. 5. The display of inappropriate sexually oriented materials in a location where others can view them Regulations A. Confidentiality and Non-Retaliation 6

7 Southern University as well as the Department of Athletics will make every reasonable effort to conduct all proceedings in a manner that will protect the confidentiality of all parties. All parties to the complaint should treat the matter under investigation with discretion and respect for the reputation of all parties involved. University policy and state and federal law prohibit retaliation against an individual for reporting sexual harassment, or for participating in an investigation. Retaliation is a serious violation that can subject the offender to sanctions independent of the merits of the sexual harassment allegation. The University has a compelling obligation to address allegations and suspected instances of sexual harassment when it obtains information that would lead a reasonable person to believe that this policy has been violated. The University is not precluded from taking any action it deems appropriate, including informing the alleged harasser of the complaint and pursuing an investigation even in cases when the complainant is reluctant to proceed. The complainant will be notified in advance when such action is necessary. B. Corrective Measures When it has been determined that sexual harassment has occurred, steps will be taken to ensure the harassment is stopped immediately. Corrective measures consistent with the severity of the offense will be imposed consistent with applicable University procedures and may include sanctions. Sanctions imposed on the harasser may include, but are not limited to, a reprimand, suspension, reassignment, or dismissal from the Athletics Department and/or University. Sanctions also may be imposed on any individual with a duty to act who fails to respond to a complaint of sexual harassment in a manner consistent with the provisions of this policy and the associated procedures. The complainant will be informed of the corrective measures taken. C. False Allegations It is a violation of this policy for anyone to knowingly or with reckless disregard for the truth make false accusations of sexual harassment. Failure to prove a claim of sexual harassment is not equivalent to a false allegation. Sanctions may be imposed on individuals who knowingly or with reckless disregard for the truth make false accusations of sexual harassment. 7

8 1.4.5 Duty to Act Any department professional, or supervisor, who becomes aware of information that would lead a reasonable person to believe that sexual harassment has occurred, will notify the Office of Human Resources immediately. Once notified, collaboration between the Office of Human Resources and the Department of Athletics will take place to determine how to proceed with resolving the complaint. 1.5 Sexual Orientation Policy It is our belief that employment and educational determinations shall be based on individuals abilities, qualifications and not personal characteristics. Therefore it is the policy of Southern University Athletics Department that no one should be subjected to discrimination or harassment based on their sexual orientation or gender. For more information about programs and services please refer to the Office of Student Affairs. 8

9 2.0 Goals & Objectives During the present academic year, our goal is to strive for excellence in every realm of competition: regardless of whether it s athletic, academic, community, or University related. We are constantly working to advance the technology used and improve the quality and quantity of services provided through our department. The Department of Athletics, goal is to extend the local, regional, and national stature of SUBR. Additionally, the Department strives to enhance the image of the institution to the public it serves. 2.1 Athletics Objectives Among the objectives of the Intercollegiate Athletics Program are; Encourage scholarship, sportsmanship, fair play and a sense of responsibility among all athletes, students, faculty & staff, and spectators at athletic events; To have the University represented by men and women whose conduct reflects credit on the institution and who are making satisfactory progress in degree programs with appropriate academic counseling, advisement and support; To field disciplined and competitive athletes and teams recruited, coached and supported by skilled people who are dedicated to the observation of the spirit, as the letter of all the applicable rules; To schedule appropriate competitions for the athletes and teams To have the University s Department of Athletics recognized as a leader among ethical, nondiscriminatory, and well-managed departments by avoiding the appearance as well as the fact of impropriety and by producing programs characterized overall by excellence; To provide a superior director of sports medicine and medical support for all intercollegiate athletes; To update and maintain intercollegiate athletics facilities befitting major university in order to accommodate the athletes needs; 9

10 Striving to improve the system of intercollegiate athletics by cooperating with other institutions; To provide a continuous program of University/Community relations designed to emphasize the educational and social values of competitive sports. To assist in building the image of the University by striving to practice positive image building relations with alumni, friends and associates of the University Community. To encourage departmental operations to continually maintain close alignment with the mission of the University; To strive to maintain a high level of fiscal, compliance, gender equality and governance. 2.2 Athletics Philosophy The Southern University athletics program is maintained as a vital component of the student body. The admission, academic standing and academic progress of studentathletes are consistent with the policies and standards adopted by the University for the Student Body in general. Student-athletes are provided an educational environment conducive to the development of the whole person- intellectually, socially, spiritually, physically, and morally. The student-athletes are provided an opportunity and encouraged to progress toward the degree of their choice and have the opportunity to develop their athletic abilities in an environment consistent with high standards of scholarship, sportsmanship, leadership, and institutional loyalty. 2.3 Further it is recognized that a positive, well-run intercollegiate athletic program; Is an important part of a well-rounded University dedicated to the service of a broad range of student, faculty, and public interests; Can and should develop character, maturity, and a sense of fair play as well as athletic excellence and physical vigor; Shall be conducted in a manner designed to protect and enhance the physical, educational, and social welfare of student-athletes; Recognizes student-athletes as amateurs where their participation should be motivated primarily by education and by the physical, mental, and social benefits to be derived; Understands participation in intercollegiate athletics is a vocation, and student athletes should be protected from exploitation by professional and commercial enterprises; Is important in engineering community support for the institution at the legislative, state, and local levels Fosters pride in the University among faculty, students, and citizens of the State of Louisiana and the Nation; 10

11 No team is financially self-sustaining; Abides by the letter and spirit of the law requiring nondiscrimination on the basis of sex, race, creed, or national origin. 3.0 Administration & Organization The purpose of this section of the policy is to set forth the structure of the administration and organization of the Division of Intercollegiate Athletics (DIA). This section also sets forth the athletic conferences and affiliations of the DIA, the relationship to University governing boards, the roles of the Faculty Athletics Representative, sport administrators and the Title IX Compliance Panel. 3.1 Athletic Conference & Affiliation NCAA: Football Championship Sub-division ( FCS - formerly Division I-AA). Southern-Baton Rouge is in the FCS of the NCAA (see for the following sports: Men's Sports Baseball Basketball Cross Country Football Track and Field (Indoor) Track and Field (Outdoor) Women's Sports Track and Field (Indoor) Soccer Track and Field (Outdoor) Cross Country Basketball Softball Tennis Volleyball Bowling Southwestern Athletic Conference (SWAC) Southern University is a member of the Southwestern Athletic Conference for the following sports in which regular season and/or championship competition is conducted: Men's Sports Women's Sports 11

12 Baseball Basketball Cross Country Football Track and Field (Indoor) Track and Field (Outdoor) Track and Field (Indoor) Soccer Track and Field (Outdoor) Cross Country Basketball Softball Tennis Volleyball Bowling 3.2 Sport Administrators/Staff Departmental Staff: Conduct & Ethics Southern University has established a tradition of ethical conduct at all levels of University life. To continue with this tradition, staff members of the Department of Athletics are expected to represent the University in an honorable manner at all times. Standards of ethical conduct for Departmental staff are established and enforced by the Director of Athletics, the University, the State, the Southwestern Athletic Conference and the National Collegiate Athletic Association. All Departmental staff members are: Expected to comply with the general conduct and ethics guidelines as set forth in this Manual; Subject to the same rules of conduct affecting all University employees; Subject to the State Ethics Code; Subject to the SWAC Code of Ethics, as set forth in the current Southwestern Athletic Conference Manual; and Subject to the rules and regulations of the NCAA governing dishonesty and unsportsmanlike behavior, involvement in non-certified contests, marketing student-athletes to professional teams and other forms of misconduct The Director of Athletics instructs staff members about acceptable business practices pertaining to their area of responsibility. The Associate Athletic Director of Compliance, in conjunction with staff members from the SWAC Office, periodically conducts rules seminars to inform staff about applicable NCAA rules and regulations However, staff members are also expected to stay informed of NCAA interpretations by reading The NCAA News and reviewing the Southeastern Conference Manual and the NCAA Manual. Department personnel may contact the Associate Athletic Director for Compliance regarding the interpretation or clarification of any regulation. 12

13 3.2.4 Business Ethics It is the policy of the Department of Athletics to conduct its business dealings in an ethical manner and to ensure compliance with all rules and regulations related to SU, as well as other governing authorities. To achieve this goal, 13

14 employees should have a practical, working knowledge of applicable business practices rules and regulations within their area of responsibility. Departmental staff members with supervisory responsibilities should instruct employees on such regulations and inform them of acts, which might lead to violations. Any employee that has knowledge of a violation should report it to his/her supervisor, the Director of Athletics and/or the President of the University Departmental staff members are expected to exercise care in the use of personnel, capital equipment and supplies, and funds entrusted to them. Further, the Department prohibits the use of work time, facilities, or property for other than officially approved University business Tickets, favors and entertainment provided by Departmental employees must be consistent with accepted University business practices, as well as SWAC and NCAA rules and regulations Departmental personnel may not accept gifts, payments, entertainment, privileges or other favors which might influence future decisions made by the Department. All gifts and payments received or disbursements made on behalf of the Department must be fully and accurately reflected in Departmental records. In addition, Departmental staff members may not engage in activities that would place them in a conflict of interest situation or disclose confidential information concerning the Department without proper authorization. Furthermore, staff members are to conduct their personal business so as not to bring attention or discredit to themselves or to the Department. The Department of Athletics will not act as a collection agency or be involved in determining the validity of contested debts on behalf of its staff members Personal Conduct & Responsibility Departmental staff members are expected to establish and maintain a standard of behavior which will bring credit to themselves and to the Department. The following guidelines for personal conduct, while not all inclusive, have been established for staff members: Act with judgment, discretion and integrity both on and off the job; Represent Southern University and the intercollegiate athletics program with dedication, enthusiasm and loyalty; Treat all persons with courtesy, friendliness and respect for their personal dignity; and 14

15 Be mindful to not discriminate against any individual by reason of race, sex, creed, color or national origin Coaches and Departmental personnel have a direct and vital impact on the behavior, personal development and quality of life of students and student-athletes within the University. Accordingly, coaches and staff should conduct themselves in a manner consistent with the University's philosophy and be unwilling to compromise themselves, the University or the athletics program. The primary efforts of Departmental staff members should be dedicated towards the goals and interests of the student-athlete. General responsibilities are as follows: Academic The primary objective of the athletics program is to help each student-athlete complete a degree within four (4) years. Every effort is made by the University and the Department of Athletics to offer a program, based on Departmental, University and the NCAA rules and regulations that will achieve this objective. Recognizing the importance of the educational experience, Departmental staff members are to contribute to the academic development of all student-athletes Appearance All Departmental staff personnel are expected to project a professional image. Blue jeans, tee shirts, tennis shoes and thongs are not considered appropriate attire for the office. They are not to be worn during regular office hours. However, coaches may wear appropriate coaching apparel. Respect will be giving to coaches who conduct morning or mid-day practices, and these coaches can wear apparel appropriate for practice attire so long as they change into business-appropriate attire in a timely fashion to complete the workday Athletic The physical well-being of the student-athlete is of highest concern to the University and the Department in developing training and coaching guidelines for the athletics program. Rules for individual sports are established by the coaches within the parameters set by the Department, the University, the SWAC and the NCAA. Coaches are encouraged to formulate rules for team training that is not only practical, based on the coaches' and trainers' experience and their professional judgment, but also tailored with the student-athlete's individual rights in mind. 15

16 Employment Employment agreements and contract negotiations are to be entered into with integrity and good faith. Employees are to abide by related guidelines for such negotiations Recruiting Coaching and Departmental staff members are to adhere to the recruiting guidelines as stated in this Manual, and are not permitted to recruit student-athletes under false or misleading pretenses, or by offering inducements that are in violation of any governing body's regulations. 3.3 Sportsmanlike Conduct Coaches and staff are to act as positive role models in demonstrating sportsmanlike conduct. SWAC rules forbid coaches to question official's rulings in any athletic event. Criticism of sports officials is never acceptable, no matter whether it occurs before, during or after a contest. Established channels and procedures for protesting the official s rulings are to be used by Departmental staff members. Coaches and staff members are to formally instruct the student-athletes on positive approaches to sportsmanlike conduct. The Associate Athletic Director for Compliance is charged with ensuring that instruction is provided to the staff on appropriate techniques for encouraging sportsmanlike conduct among studentathletes. 3.4 Gambling & Bribery In order for the Director of Athletics, the Head Coaches and Departmental staff to fulfill their responsibilities to educate student-athletes concerning illegal gambling and bribery in accordance with NCAA guidelines the following comprehensive educational program exists: Counseling the student body and particularly student-athletes as to the seriousness of the gambling problem; (This includes a review of applicable federal, state and local laws, as well as the posting of informational literature in dormitories and dressing rooms.) Informing students that they are required to report any solicitation to become a party to sports bribery or gambling activities, and that failure to do so, if determined after due process, will result in expulsion from the University; 16

17 Educating squad members as to the nature and prevalence of gambling and bribery in intercollegiate sports; (To help student-athletes better understand the consequences of participating in illegal activities, Head Coaches are encouraged to use real life examples of student-athletes who have become involved in gambling or bribery activities.) Implementing security measures to prevent potential bribers or gamblers from contacting student-athletes on campus, especially before major competitions; and Denying press credentials to representatives of any organization which regularly publishes or promotes the advertising of "tip sheets" or other materials used to encourage gambling on intercollegiate athletics events. 3.5 Agents It is essential that coaches, in conjunction with the Associate Athletic Director for Compliance, apprise student-athletes of the NCAA's position regarding their association with agents and professional sports, as well as the consequences of applicable rules violations. NCAA rules forbid a coach or other member of the athletics staff to represent, directly or indirectly, a student-athlete in the marketing of his/her athletic ability or reputation to a professional sports team or organization and to receive any compensation or gratuities for such activity. Designated coaches and staff members are available to assist student-athletes who have exhausted their eligibility in the selection of a professional agent. Departmental staff members who are approached by such a student-athlete for information or advice related to professional agents should refer the student-athlete to the Director of Athletics. 3.6 Enforcement Coaches and Departmental staff members are to uphold the principle of institutional control of, and responsibility for, all intercollegiate sports activities in conformity with applicable rules and regulations. Violations of University or NCAA regulations can result in sanctions against the individual, as well as the University. Therefore, every step must be taken to ensure adherence by staff and student-athletes to all regulations. 17

18 3.7 Investigations, Hearings and Appeals Staff members having knowledge of any alleged violations of applicable governing rules or regulations are to cooperate with the proper authorities by furnishing factual information and assistance, as requested. During official hearings or inquiries, the University and the NCAA strive to protect the individual rights of the accused party. If investigative findings result in proposed disciplinary actions, the accused party has the right to appeal through the appropriate channels. 3.8 Violations Departmental staff found in violation of governing rules and regulations are subject to disciplinary or corrective action as designated by the Director of Athletics, the SWAC and/or the NCAA Committee on Infractions. The University reserves the right to penalize or dismiss involved individuals. 3.9 Performance Evaluation Staff Evaluation Procedures Department personnel are responsible for representing the Athletics Department and Southern University A&M College in a manner that will enhance and promote the athletics program. Coaches are responsible for taking a sincere interest in both academic and athletic activities to ensure that all student athletes are treated with fairness and provided optimal opportunities to excel. Coaches must demonstrate positive sportsmanship and ethical conduct. At the conclusion of the season the Director of Athletics meets with the head coach of each sport to discuss season results, equipment condition and needs, recruiting status, scheduling, and personnel. During this meeting, the Director of Athletics discusses the coach's evaluation based on criteria relevant to performance of assigned duties, observance of NCAA and SWAC rules, conduct on the job, personal integrity, recruiting practices, budget management, fund raising efforts, and the academic progress and physical welfare of the student athletes. All head coaches and other athletics department administrative personnel participate in institutional administrative performance evaluations which are conducted annually. It shall be the responsibility of an institution s head coach to promote an atmosphere for compliance within the program supervised by the coach and to monitor the activities regarding compliance of all assistant coaches and other administrators involved with the program who report directly or indirectly to the coach. 18

19 3.9.2 Evaluation Procedures The Director of Athletics conducts annual performance evaluations of all head coaches and non-classified, non-coaching Athletics Department staff. Performance criteria shall be discussed with each coach at the time of issuing employment contracts and may include post season competition, fund raising efforts, student-athlete recruitment, and compliance with NCAA and Conference rules. For non-coaching staff, appropriate performance criteria should be established and communicated to the staff member. A written summary of the performance evaluation will be provided for each coach, will be signed by the Director of Athletics and the coach or staff member being evaluated and will be kept in appropriate personnel files. If a coach or staff member does not agree with the performance evaluation, a written rebuttal may be submitted to the Director of Athletics; if there is no satisfactory resolution the coach may appeal the evaluation to the Chancellor. Head coaches will provide performance evaluations of all full-time assistant coaches. Post season competition along with other exemplary performance may be factors considered in determining coaches compensation Policy Formulation Policy formulation is essential in order to ensure that the Department of Athletics receives the direction necessary to function in a progressive and successful manner. Policies affecting the operation and administration of the intercollegiate athletics program at Southern University are developed by the Director of Athletics and approved by the Athletic Council and Chancellor of the University. In establishing athletic policy for student-athletes and Departmental staff, the University's commitments to educational achievement, physical fitness and athletic excellence are developed in compliance with the rules and regulations found in the following publications: The NCAA Manual; The Southwestern Athletic Conference Manual; The SU Staff Handbook; The Bylaws and Regulations of the Board of Supervisors; The Policies and Procedures for the Student-Athlete handbook; and The Department of Athletics Policies and Procedures Manual. 19

20 3.10 Dress Code All Department Administrative staff is expected to project a professional image. Tee-shirts, tank tops, spaghetti straps shirts, tennis shoes and flip flops are not appropriate attire for the office. They are not to be worn during the regular office hours. However, coaches may wear appropriate coaching apparel and are encouraged to wear collared shirts and slacks with casual shoes. The staff in the Department of Athletics is encouraged to wear Southern University gear and apparel on Spirit Days and Fridays Employee Office Hours, Vacation, & Sick Leave All personnel are subject to university regulations governing vacation, office hours and sick leave. These regulations, like those governing travel, have State approval Office Hours Each employee should make every effort to establish and maintain prescribed office hours for the convenience of student-athletes, faculty, parents, administrative officers, general public, media and other departmental members. It is realized that many coaches and staff members travel a great deal during certain periods of the year, thus making it difficult to maintain regular office hours. However, when not traveling established office hours should be maintained by all staff members. In all cases the administrative office should be informed of the coaches activity and should be provided a contact phone number whenever a coach is not in the office. All absences from the Baton Rouge campus must be reported to and approved by the Athletics Director prior to travel. The office hours shall be 8 a.m. to 5 p.m., Monday thru Friday. If necessary, however, coaches and staff may be expected to work seven days a week (when applicable). Athletics does not adhere to the usual working situations and thus we have to work as the service is required. Those working closely with the AD, Administrative Secretary etc., will work at the Director s discretion. There shall be a one hour lunch period for all personnel. A schedule shall be developed to assure that there will be at least one non-administrative staff member on duty at all times during the lunch period. Along these lines, please note that Job Descriptions must be on file for all positions. Also, each year each employee s performance will be evaluated by the Director. All employees are considered to be hired at will and are subject to dismissal by the Director as appropriate for lack of performance or 20

21 violations of program policy. (Exception: Head coaches receiving contracts will adhere to contractual obligations) Sick Leave Sick leave accrues for all regular full-time employees. When an employee is absent because of illness, the Administrative Secretary must be notified so that the absence can be reported to the University Personnel Office. Every employee is notified of his accrued sick leave by the Personnel Office on a periodic basis Vacation Employees who are contracted on a basis of twelve (12) months are on a vacation schedule different from that announced in the yearly academic calendar published by the University. Athletic Department personnel should make the following arrangements for their vacation periods: Submit desired vacation time to immediate supervisor for approval; Persons whose responsibilities involve recruiting etc. should indicate how duties and responsibilities will be taken care of during his/her arrangements for their vacation periods. Upon notification of approval, inform the secretarial staff where you may be reached; Leave directions with the secretarial staff regarding phone calls, mail, reimbursement checks (payroll checks are direct deposited) and visitors; and Indicate your anticipated time of return to Baton Rouge and /or the campus. Critical Management concerns occur every day. The Department must be able to contact the head coach in order to keep you informed. Each person will be held responsible for becoming aware of whatever transpires during their period of absence Personnel Policy A policy file for the coaches and staff of the Department will be maintained in the Administrative Office. The file contains the policy and procedures that are appropriate as University guidelines. 21

22 3.11 Telephone Usage Telephone charges incurred each month represent a sizeable expenditure. Each employee should plan the use of the phone carefully in an effort to conserve Long Distance All head coaches and assistants where deemed necessary will be given access to the (watts line) long distance. By dialing 8 staff members who have been issued access will be able to place billable calls. Calls are limited to within the continental US and must be approved by the Vice Chancellor of Administration. No athletes will be allowed to use the long distance line at any time. Personal calls should not be made and/or billed to the University under any circumstances. Employees are encouraged to use their cell phones during breaks and during business working hours for personal calls (if necessary) Transcontinental Calls Any calls outside the continental US for recruiting purposes, must get prior approval. (CONTACT: The Associate Vice Chancellor for Facilities Operations) 3.12 Key Requests Keys issued by the University become the responsibility of the individual to whom issued. The acceptance of a key places the responsibility upon that individual for the security and control of a specific area while one has custody and supervision of that area Key Loans Individuals should not ask for key loans nor should they loan keys. If access to an area is limited, i.e., the training room, the equipment room, the administrative suite, and the sports information office, it is because of a very logical security reason. Admittance may be gained through authorized key carriers if the business is legitimate. Key holders found in authorized areas will be held accountable for their actions How to Obtain Keys Key request forms are available in the Athletics Director Office and require signatures of the immediate supervisor and the Athletics Director or the Athletic Business Manager. Keys will be issued by the Physical Plant Department, upon presentation of an n approved key request and payment of a key deposit. 22

23 Lost Keys A police incident report must be filed for all lost or stolen University keys within twenty-four (24) hours of the loss or theft. A request for a key replacement due to loan or theft circumstances must be approved by the Athletics Director. The approved request along with a copy of the police incident report should be presented to the Physical Plant, who will forward it to the Vice Chancellor for Administration. Approval will depend on the loss/theft circumstances. If approved, a replacement key will be issued upon payment of another deposit and any cost related to replacement if negligence is established Duplicate Keys Duplicate keys must be obtained via the same procedures used to obtain the original. University keys must never be duplicated by commercial key makers. Please read the University key Policy Termination Upon termination of your employment with the department, all keys must be turned into the Physical Plant as part of your final check-out procedures. 23

24 4.0 Property, Equipment & Facilities All office equipment, furniture, cabinets, file cabinets, typewriters, computers, and other similar properties must be carried on the University Property Inventory for the State if Louisiana for the State of Louisiana. The Property Office has the custodial responsibility for these items Transfers & Disposition Any State of Louisiana property assigned to an office becomes the responsibility of the occupant. No property is to be transferred from one location to another without permission of the Department head who must notify the University Property Office. Under no circumstances is property to be disposed of, regardless of its condition, without written authority from the University from the University Property Manager. Missing property should be reported to the University Police immediately after determining that it is missing. Intercollegiate Athletic property is the responsibility of the individual to whom it is checked out. Transfers and disposition of this equipment follow the same procedures as for the State equipment. 4.1 Equipment Loans Equipment loans occur within the Department as long as the equipment can be accounted for by the Departmental Property Clerk. Equipment is not loaned outside of the Athletic Department, without the written approval of the Athletic Director and with the knowledge of the University Property Manager Equipment for Student-Athletes A particular sport may receive equipment from sources outside of the University through gifts, donations, etc. The receipt of such donations may permit the adjustment or revision of individual sport budgets, with the approval of the Athletics of Director. No equipment, supplies, etc., no matter what the source of funding or how received, may be given away, traded, or disposed of in any way expect as permitted by State Regulations. Once funds, equipments, supplies, etc., are received by the University from any source, they become State Property, and subject to State Property Control Regulations. 24

25 4.1.2 Equipment Inventory The equipment room personnel shall be responsible to the Athletics Director and Athletic Business Manager for maintenance of current inventories of all athletic equipment and supplies. A copy of a continuously updated inventory should be given to the Athletic Business Manager, Head Coach of each sport, and the University Property Manager. 4.2 Facilities Use Generally, facility assignments and reservations are under the supervision of Vice Chancellor of Administration. Requests for facilities use, other than those facilities directly assigned to Athletics, must be made to the Athletics Director (exception: Lee Hines Stadium, which we share joint ownership with the city of Baton Rouge). The Athletics will review the request, and if he approves, forward it to the Office of the Vice Chancellor for Administration. The Vice Chancellor for Administration will notify the Athletics Director if the facility requested is available for use Co-Sponsored Events Any request for an athletic event which is not on an approved schedule must have official University approval. A coach who requests co-sponsoring of an event must be present at the event and must process all the necessary forms for staging the event. 25

26 5.0 Compliance 5.1 Purpose Southern University, a member of the Division I Football Championship Subdivision of the National Collegiate Athletic Association (NCAA) subscribes to and complies with the rules and regulations of the NCAA. The following policies set forth the organizational and procedural means through which Southern University endeavors to achieve the highest degree of compliance possible with NCAA rules and regulations. 5.2 Introduction Compliance with rules and regulations of the NCAA, and Southwestern Athletic Conference (SWAC) is fundamental to the conduct of Southern University s intercollegiate athletics program. It is a responsibility shared by everyone associated with the Division of Intercollegiate Athletics. The Office of Compliance is charged with directing the university s efforts to comply with NCAA, and SWAC rules and regulations. The Office of Compliance fulfills this charge through: education of staff members, student-athletes, boosters and members of the general public; responding to inquiries relative to NCAA rules and regulations by all staff, student-athletes and others; implementation of a system to monitor the activities of staff members and student-athletes to ensure appropriate application of NCAA rules by those individuals; ensuring that monitoring systems are in place in other offices within the DIA and outside the DIA(e.g., Office of University Financial Aid, Registrar s Office), and; responding to all alleged violations that affect or involve Rutgers staff members, student-athletes, boosters or any other individual associated with the university. When it is determined that an actual violation has occurred, it is the responsibility of the Office of Compliance to take suitable corrective and/or disciplinary actions and to report the violation to the appropriate individuals (e.g., SWAC &, NCAA). The goals of the Office of Compliance are: to ensure that staff members, student-athletes, and supporters of Rutgers Athletics are educated regarding NCAA rules and regulations; to provide timely answers to rules-related questions; to detect vulnerabilities and violations through its monitoring efforts; to continually take steps to evaluate and improve the DIA s compliance program to ensure that it is effective and efficient; to investigate all alleged violations; and to report in a timely manner all actual violations. 26

27 Compliance with NCAA rules and regulations is the responsibility of every person associated with Southern. The efforts of the Office of Compliance will only be successful with the help of all members of the DIA, the university and its constituencies. In this regard, the Office of Compliance maintains the below policies and procedures in addition to a Compliance Manual which is located on-line at All forms referenced in the following policies and procedures can be found in the Southern Compliance Manual. 5.3 Compliance Education Every staff member will participate in compliance education during the academic year. Coaches are required to participate in all educational sessions during the academic year. The Compliance Coordinator will be responsible for conducting these sessions Compliance with SWAC & NCAA Regulations A thorough knowledge of and strict adherence to all pertinent SWAC and NCAA rules and regulations is vitally important when recruiting student-athletes. Violations, however unintentional, have resulted in adverse publicity and sanctions for many colleges and universities. All recruiting activities are governed by official guidelines and require accurate documentation and control by coaches and staff to ensure compliance. Coaches and administrative staff members involved in recruiting are responsible for upholding and enforcing applicable regulations. The Associate Athletic Director for Compliance monitors any changes in recruiting rules and regulations and distributes the information to the appropriate individuals Regulations of Alumni & Boosters The NCAA Bylaw governing recruiting activities greatly limits the role of alumni in recruiting activities. Specifically, "representatives of an institution's athletics interests are prohibited from making in-person, on- or off-campus recruiting contacts, or written or telephonic communications with a prospect or the prospect's relatives or legal guardians." This ruling exists to reduce major recruiting violations, which in the past have been committed by over-zealous alumni and boosters. Prohibited recruiting activities by "representatives of athletic interests" are defined in detail in the NCAA Manual. A summarized copy51 of these rules can be obtained from the Associate Athletic Director for Compliance and is available for distribution. It is the responsibility of all coaches and staff involved in recruiting to be thoroughly familiar with NCAA Recruiting Bylaw 13, as well as its interpretations, and to keep alumni and other supporters informed regarding current policy. As with all NCAA rules and regulations, coaches and staff must enforce this provision to the best of their knowledge and ability. 27