Kennesaw State University Department of Intercollegiate Athletics Policy and Procedures Manual

Transcription

1 Kennesaw State University Department of Intercollegiate Athletics Policy and Procedures Manual

2 TABLE OF CONTENTS POLICY AND PROCEDURE MANUAL PURPOSE 9 KENNESAW STATE UNIVERSITY PROFILE 10 ATHLETIC DEPARTMENT MISSION STATEMENT 11 PRINCIPAL OF INSTITUTIONAL CONTROL 12 GOALS FOR THE ATHLETIC PROGRAM 12 ATHLETIC DEPARTMENT ORGANIZATION CHART 13 ATHLETIC ADMINISTRATION 14 JOB DESCRIPTIONS AND RESPONSIBILITIES Athletic Director 15 Associate & Assistant Athletics Directors 17 Head Coaches 17 Assistant Coaches 21 Sports Information Director, Director Marketing 22 Director of Sports Medicine/Trainer 25 Equipment Manager 25 Chief Financial Officer 27 Business Manager 28 Coordinator of Student-Athlete Academic Success 29 Auxiliary Duties Basketball Set Up Supervisor 29 Cheerleader Sponsor, Concessions Manager, Housing Coord 30 Promotions & Ticket Manager, Marketing Transportation Coordinator 30 Assistant In all areas 31 OFFICE PROTOCOL Office Hours 33 Vacation & Sick Leave 33 Long Distance Calls 33 Professional Attributes, Insurance, Camps & Clinics 33 HUMAN RESOURCES Contracts 35 Hiring 35 Retention 36 Promotion 36 Dismissal 36 EMPLOYEE ORIENTATION NCAA Rules, Certifications Required Licenses Required 37 2

3 Continuing Education Key Codes and Passwords 37 Driving State Vehicles - Travel 37 BUSINESS SERVICES Business Practices and Accounting 40 Gap Analysis - Revenue/Ticket Sales Revenue Contributions - In kind Contributions 40 Revenue/Deposits: KSU Business Services 40 Revenue/Tuition Waivers - /Royalty/Sponsorship Agreements 41 Scholarship Contracts - Squad Lists, 41 Scholarships/Hope Book Funds - 41 Affiliated Groups/Booster/Foundation Funds 41 Tax International Students Tax HR Camps/Outside KSU 41 Camps/On-Campus Other Accounts 41 Other Compliance Bidding Other Oversight Cash Advances 42 Other/Leasing Manuals Compliance Forms, HR/hiring 42 FINANCIALS/TRAVEL POLICIES (BOARD OF REGENTS) General Provisions - Authorization for Travel 43 Standing Authority to Travel Competition & Recruiting 43 Allowable Expenses - Meals 43 Lodging - Vehicles for Individuals and Teams 44 Reimbursement - Travel Policies, 44 Passenger Vans, Busses, Budget Costs, Travel expense form 44 Cash Advances Purchase Card, Corporate Charge Card 45 Corporate Charge Card 45 Team Meal Logs - Submitting invoice for payment 45 Submitting Invoices for Payment, Use of the P-Card 46 Cash Advances, Safeguarding of Athletic Equipment 47 Purchasing Policies 47 Travel Policies Concerning Bus Transportation 48 Paying Camp Workers, Expense Statements 48 Travel Policies Concerning Student-Athletes 49 Meals 49 Transportation 49 Hotel Rooms 50 EXPENSE STATEMENT 50 REVENUE Ticket Sales, Contributions, In Kind Contributions 50 REVENUE/ROYALTY/SPONSORSHIP AGREEMENTS 51 SCHOLARSHIPS 51 3

4 CAMPS 51 Policy and Procedure 52 Other Camps and Clinics, Governing Rules, Coaches involvement 53 Student-Athlete Employment 54 Paying Camp Workers/Student Athletes 54 H.S. & J.C. Coaches Employment, Camp Brochures and Advertisement 55 Fees (free or reduced admission) 55 Camp/Clinic Discounts 56 MISCELLANEOUS Tax International Students 56 Leasing 56 Camp forms: Student-Athlete Employment 57 Free or Reduced Admissions Recipient/Group 58 KSU Pre and Post Camp/Clinic Checklist 59 Job Description for Camp/Clinic Employees 60 Camp Accounting Form 61 TICKETS General information, Distributing, documentary and controlling tickets 62 Complimentary admissions 63 Official Visits 63 Unofficial Visits - Visiting Team, Students, Faculty/Staff 64 Athletic Department Employees 64 Group Tickets - Special Passes 64 DEVELOPMENT Supervision Responsibility Team Support Groups KSU Foundation 65 Purpose of Foundation 66 Recording of Contributions, Team Accounts, Use if Funds 66 STUDENT-ATHLETE WELFARE 67 Admission and Retention 68 Academic Support 69 Extra Benefits 70 Telephones and Credit Cards, Other Prohibited Benefits 70 Permissible Benefits 71 Reasonable Refreshments for Parents & Student Athletes 71 Occasional Meals 71 Nutritional Supplements, Films/Movies/Videotapes 72 Competition While Representing the U. 72 Retention of Athletics Apparel and Equipment 73 Athletics Equipment from Manufacturers 73 4

5 NCAA Interpretation: Purchase from Manufacturer 73 Student Athlete Employment 74 Employed by a Rep of Athletics Interests (booster), as a coach 74 Fee for Lessons 75 COMPLIANCE Education 75 Coaches certifications {NCAA, CPR}, 76 Reporting off campus activities, Prevention 76 Prevention 76 Recruiting Guidelines 77 Identifying a prospect - Research Gathering Data 77 Transfers Evaluate, Contact, Invite 77 Recording of activities {Call, Contacts & Evaluations} 78 Official Visits, Request for Approval of Official Visits 78 Length of Official, Visits Meals 79 Academic Meetings, Entertainment 79 Student Host Entertainment Money 80 Student Host Entertainment Money without Host 80 NCAA Interps, Unofficial Visits 81 ATHLETIC AID SECTION IV 81 Period of Award 82 Summer Award - Fifth year Aid Awards Limitation 82 Cancellations & Gradation Red Shirts 82 Graduate Assistants, National Letters of Intent 82 RULES VIOLATION REPORTING Reporting and Investigating Violations 83 Who should receive the report 83 Investigation of Allegations 83 Alleged Violations Involving Other NCAA Institutions 83 All KSU Coaching Staff Members 84 PLAYING AND PRACTICE SEASONS Summary of Rules and Regulations Governing Bylaw Practice Prohibited after Competition 85 Definition of a Week, Pre Season Practice 85 Vacation Periods and Between Terms, Required Day Off - Comp 86 Daily and Weekly Hour Limitations 86 Countable Athletically Related Activities 86 Non Countable Athletically Related Activities 87 Weekly Hour Limitations- Outside of Playing Season 87 Student Athlete Discretionary Time 88 Voluntary Athletically Related Activities 88 5

6 STUDENT-ATHLETE CERTIFICATION General Information, Process 89 Progress to Degree, Declaration of Degree 89 Percentage of Degree (After Aug 2003) 90 Grade Point Average (After Aug 2003) 91 Percentage of Degree (Prior to Aug 2003) 92 Grade Point Average (Prior to Aug 2003) 92 ATHLETIC FACILITIES Convocation Center Athletic/Facilities, Concessions 93 Parking 94 HOSTING ATHLETIC EVENTS Responsibilities 94 Head Coach Equipment Manager 94 Trainer Promotions Director 94 Sports Information Director 94 Sports Game Day Procedures 94 Press Entrance - Press Room 95 Post Game Interviews - Obtaining Credentials 95 Obtaining Credentials Player Interviews 95 Interviews with coaches 96 SPORTS MEDICINE & ATHLETIC TRAINING 97 Mission Statement 97 Administration 99 Pre participation exam, Outside Medical Referrals 99 Second Opinions 99 Health Insurance Requirements 99 Preseason Participation Acceptance of Risk 99 Liability Equitable Medical Care 99 Equitable Medical Care Emergency Care 99 Medical Records 101 Dispensing Medication, Nutritional Supplements/Ergogenic Aids 101 Personal Issues Team Physician, Athletic Trainers 104 Coaches Responsibilities 105 Job Descriptions Director of Sports Medicine 105 Assistant Athletic Trainer(s) 106 Standing Orders: Team Physician - Chiropractor 109 Medical Issues 107 6

7 Prevention of Heat Illness -Education, Clothing, Hydration, 111 Fitness, Identification and Treatment of Heal Illness 112 EMS (Emergency Action Plan) 112 Lighting Safety Head Injury Protocol 113 Guidelines for Head Injury Referral 114 Guidelines for Return to Activity, Spinal Injury Protocol 115 Policy for Blood Born Pathogens 116 Chart (Injury Response Protocol) 117 Emergency Action Plan (Teams Practicing/ 118 Competing on Campus) 118 Emergency Phone Numbers 119 Coverage of Practice and Events Coach s Responsibility, Priority for Coverage 120 Drug Testing Policies 121 Mission Statement, Program Description Tested Substances 121 Procedures, Consequences for testing positive 123 Nutritional Substances 125 Appendices A. Student Athlete Initial Health Questionnaire 127 B. Personal Emergency Information 128 C. Interim Health History Form 131 D. Insurance Coverage 133 E. Parent Information Form 134 F. Assumption of risk 135 G. Release, Waiver of Liability 136 H. Nutritional Supplement Disclosure Review Form 137 I. Parental Permission to Evaluate and Treat 138 J. Athlete Tryout Release 139 K. Release Authorization of Medical Information 140 L. Acknowledgement of Policies and Procedures 141 M. State of Georgia Athletic Training Practice Act 142 N. Concussion Guidelines 144 O. Emergency Medical Plan: Venue Convocation Center 145 (Basketball Arena) 146 Emergency Medical Plan: Venue Convocation Center (Bobby Bailey Complex) 147 Softball 148 Baseball Fields, 149 Soccer Complex, 150 Off campus training 151 Booster Groups Purpose, Bylaws, Officers 154 7

8 FORMS Compliance Travel Itinerary 159 Student-Athlete Orientation Checklist 160 Athletic Related Income Report 161 Student-Athlete Employment Verification 162 Permission to Speak 163 Release 164 Transfer Release (coming to KSU) 165 Permission To Recruit off Campus 166 Official Visit Request Form 167 Official Visit Code of Conduct 168 Student Host Code of Conduct 169 Record of Official Visit Student Host 171 Official Visit Roster 172 Sample Itinerary for Official Visit 173 Scholarship Checklist 174 Scholarship Offer Letter 175 NCAA Summer Basketball League Regulations 176 NCAA Summer Basketball League Student-Athlete Statement 177 NCAA Summer Soccer League Student-Athlete Statement 178 NCAA Summer Softball League Student-Athlete Statement 179 NCAA Summer Volleyball League Student-Athlete Statement 180 Declaration of Playing Season 181 Traditional Playing Season Log 182 Non Traditional Playing Seasons Log 183 Out of Season Skill Instruction 184 Athletic Contest Contract 185 Recruiting and Evaluation Log 186 Team Roster Adjustment form 187 Prospect Academic Report 188 Occasional Meals Form 189 Reasonable Refreshment Prior Approval Form 190 Rules Compliance Agreement 191 Volunteer Coach Agreement 192 Student-Athlete Camp and Clinic Employment Form 193 Business Cash Advance 194 Development Donor Letters 197 Human Resources Graduate Assistantship Agreement 199 Student Assistant Agreement 200 8

9 Kennesaw State University Athletics Policy and Procedure Manual Purpose This manual was created to provide all members of the athletic department with a detailed description of operating policies and procedures. This manual covers all of the pertinent areas of athletic administration including: Athletic Training, Business Services, Compliance, Development, Facility Management, Human Resources, Marketing, Promotions, Scheduling, Student-Athlete Welfare and Travel. Each member of the athletic staff is required to follow the policies outlined in this manual. If there are any questions about the content or intent of the manual please contact the Athletic Director or the Director of Compliance prior to taking any action. Please be advised that the contents of this manual are subject to change or may be updated periodically to reflect changes in University, Board of Regents, NCAA, Atlantic Sun or departmental policy. 9

10 University Profile Kennesaw State University (KSU), which enrolls over 19,500 students, is the third largest university in the state of Georgia. Affordable as well as convenient to metro Atlanta and two interstate highways, KSU is a diverse mixture of traditional and non-traditional, residential and commuter students. The campus is a beautiful, thriving place with facilities that are growing with the student body. You can always find an activity or sporting event to fill any time that you are not in the classroom or in the state-of-the-art library. From their laptop, students have access to Georgia's State wide virtual library system (GALILEO, GIL Library Catalog). You may find fulfillment in Greek life, service organizations, honor societies or intramural activities. Or your interest may be tennis, track, baseball, softball, soccer, basketball or cross country. A new KSU recreation and fitness center opened in On the academic side, more than 40 undergraduate degree programs are offered at KSU in the arts, humanities, social sciences, mathematics, natural sciences, accounting, business, teacher education, computing and information systems, nursing, health, and human services. KSU is fully accredited by a nationally recognized regional accrediting body. In addition many of the University's programs have specialized national accreditations and state approvals. To see a complete list, consult the catalog under accreditations or click here to view. Graduate degrees in the areas of accounting, business, education, conflict management, professional writing, public administration, nursing, social work, applied statistics, information systems, and applied computer science are available as well. In 2007, KSU will launch a professional doctoral program (Ed.D.), in Leadership for Learning. If you would like to see the campus, visit KSU virtually 10

11 DEPARTMENT OF ATHLETICS MISSION STATEMENT Kennesaw State University aspires to provide the highest level of competitive opportunities and learning experiences in its intercollegiate athletics program. The mission of the athletic program is in line with the University s. We are committed to nurturing a partnership and proper balance between athletic and academic excellence. The University through its intercollegiate athletics program seeks to prepare Student-Athletes for productive, fulfilling and responsible lives. To reach this goal, the University is dedicated to: (a) the values of sportsmanship, fair play, ethical leadership, teamwork, respect, diversity and loyalty in all aspects of its intercollegiate athletics programs; (b) the ideals and principles of amateur competition; (c) the safety, physical, emotional and social welfare of its Student-Athletes; (d) the educational learning experiences and academic progress and success of its Student-Athletes; and, (e) compliance with the letter and spirit of all University, NCAA and conference policies, rules and regulations. Intercollegiate athletics enhances the overall university experience of the entire student population, by developing school spirit and creating a sense of community within the campus. In addition, the University recognizes the far reaching appeal of spectator sports and embraces the opportunity to enhance its outreach to the surrounding communities through positive impressions embodied in the efforts of Student-Athletes. Kennesaw State University strives to attract a diverse and talented group of participants, coaches and administrators who have a strong commitment to academic and athletic excellence, integrity, diversity, ethical conduct, and compliance with University, NCAA and conference policies, rules and regulations. The athletics program through the Student-Athlete represents the values and commitment to excellence the University strives for. The University supports its intercollegiate athletic program and the Student-Athletes. The Athletic Departments efforts personify the goals and objectives of Kennesaw State University and are linked to the mission of the University and the betterment of the community it serves. Institutional Mission: Kennesaw State University s mission is to enable students to realize their educational goals. The University s first priority is to promote the welfare and intellectual progress of students. Institutional Values: 1 Commitment to teaching, scholarships and active learning 2 Commitment to excellence 3 Respect for all people 4 Alliances with the community 5 Encouragement of innovation, experimentation and creativity. Intercollegiate Athletic Department Vision: Through programs that are competitive at the state, regional and national levels, 11

12 the Department will aspire to exemplify the University s commitment to excellence and bring recognition to both the community and the institution. Principle of Institutional Control and Responsibility: It is the responsibility of each member institution to control its intercollegiate athletics program in compliance with the rules and regulations of the Association. The institution s chief executive officer is responsible for the administration of all aspects of the athletics program, including approval of the budget and audit of all expenditures. Specific Goals for the Athletic Program 1. Provide Student-Athletes with the opportunity to further their education while participating in the highest level of organized college sports. To this end, KSU athletics is dedicated to the health, safety and welfare of our athletes. The social development and physical and emotional well-being shall be encouraged through our Life Education program, housing policies, team meetings and practices, the Student-Athlete Advisory Committee and other Athletic Department policies. 2. Provide academic support and encouragement for our athletes. Academic success is our primary goal and will be augmented by informing student-athletes of KSU facilities and services; having coaches monitor class attendance and progress; and, by providing athletic-academic counselors. 3. Project a totally positive "window" into Kennesaw State for the benefit of students, community and citizens of Georgia. 4. Conduct the program in a sound, ethical manner in which all rules, regulations and policies are followed. 5. Foster a "feeling of community" on campus as a result of program excellence Which leads to institutional pride. 6. Provide a recreational outlet for our students as they attend our events. 7. Integrate our program with the academic goals of KSU. 8. Maximize positive publicity and gate receipts through the development of winning, nationally ranked teams. 9. Encourage the administration, faculty and staff to become partners in making KSU the very best institution that it can be. 10. Develop in the community a loyal following, and encourage the reputation of KSU wherever we go. 12

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14 ATHLETIC ADMINISTRATION 14

15 The ATHLETIC DIRECTOR It is the Athletic Director's responsibility to plan, direct, administrate, supervise and control all aspects of the Intercollegiate Athletic Program at Kennesaw State. The Athletic Director is responsible for setting departmental goals and objectives and the delegation of duties. The Athletic Director is responsible for: 1. Writing, disseminating and monitoring/enforcing policies that provide positive and efficient action avenues. 2. Determining budgets and the allocation of funds to meet Institutional, State and NCAA requirements. 3. Maintaining and authorizing all service requests to Plant Operations. 4. Presenting prioritized requests to the President re: (a) personnel needs; (b) facility needs; and, (3) modifications of policy. 5. Approval of competition for all teams. Head coaches are required to submit each year a recommended competition schedule to the AD, who has final signage and approval. 6. Reviews and approves athletes being recommended for athletic grants-in-aid. These lists are sent to the Financial Aid Office for final approval. 7. Reviews and approves lists of athletes for certification of eligibility for practice and competition. These lists are sent to the Registrar for data enhancement. 8. Providing information through memo, meetings, seminars and Policy Manual updates, to the staff regarding rules and regulations in force, and passed, by KSU, the A-SUN and the NCAA. 9. Promoting the various sports programs. 10. Evaluating staff members. 11. Evaluating sports programs and other department areas. 12. Monitoring the department's various monetary accounts. 13. Validating: (a) varsity awards lists submitted by the head coaches; (b) the All-Academic team as compiled by the Academic Advisor; (c) member lists of the Intercollegiate Athletic Committee, the Compliance Committee and The Owls Club; (d) special awards. 15

16 14. Reviewing the agenda for the Intercollegiate Athletics Committee. Also, providing data and information so the Committee may fulfill their stated duties. 15. Serving on the Intercollegiate Athletics and Compliance Committees, and acting as Secretary-Treasurer of the Owls Club. 16. Administering all athletic events hosted by KSU. 17. Developing KSU sports information services. 18. Being involved in public service. This concerns clinics, speaking engagements, alumni affairs, student activities, booster outings and every other activity that enhances the image of KSU 19. Monitoring practices, games, athletic travel and events to insure the health, safety and welfare of athletes and spectators. 20. Planning, administering, monitoring and evaluating all fund raising efforts of the department. All MAJOR fund raising must be coordinated with the KSU Foundation. 21. Authorizing and monitoring the expenditures of all funds, from both the KSU budget and fund raising. 22. Developing, implementing and monitoring a strategy for enhancing department cohesion. 23. Approving and or coordinating team travel for "special events," such as Conference and NCAA post-season play; any overnight trips; and, any trip involving air travel. 24. Coordinating through the A-SUN and KSU Finance Director event officials for home athletic contests. 25. Developing and implementing a program for athletic alumni, which will enhance mutual support and benefits. 26. Keeping accurate records of all department business. 27. Implementing and monitoring programs for athletes regarding drug education, academic counseling and wellness. 28. Hiring, dismissing, or re-assigning employees within the laws of the State of Georgia and KSU. 29. Through the Faculty Athletics Representative conducting and reviewing exit interviews with: (a) letter winners who transfer from KSU; and, (b) players that have exhausted their eligibility. 16

17 30. Evaluating sports programs and recommending modifications to the Head Coach and/or President. 31. Preparing all A-SUN and NCAA forms as required/requested. 32. Developing and implementing an on going plan to enhance a feeling of community with all segments of KSU. SENIOR ASSOCIATE ATHLETIC DIRECTOR Duties as assigned by the Athletic Director including: sport supervision, representing the Athletic Director at meetings and conferences. ASSOCIATE ATHLETIC DIRECTOR for COMPLIANCE Duties as assigned by the Athletic Director including: directing the compliance program, monitoring scheduling and game contracts, housing, and scholarship awards, conducting educational workshops, disseminating interpretations, developing policies and procedures, completing NCAA and ASUN reports, representing the Athletic Director and University at NCAA and ASUN Conference meetings. SENIOR WOMEN S ADMINISTRATOR/CHIEF FINANCIAL OFFICER Duties as assigned by the Athletic Director including: monitoring athletic budgets and allocations for adherence to title IX requirements. (Additional duties listed under Chief Financial Officer). DIRECTOR of DEVELOPMENT Duties as assigned by the Athletics Director including: responsible for all fundraising programs connected to the KSU Athletic Department to include but not limited to Large Gifts or Donations; Capital Campaign; Annual Fund; sponsorships; chair of the scholarship golf classic, responsibility for the public view of the KSU Athletic Department by managing the Sports Information Department, managing the Marketing Coordinator and the Ticket Manager and Promotions Coordinator, supervising interns in support of the positions activities, a key advisor to each booster club and athletic alumni group, the liaison between KSU Athletic Department and KSU Foundation and KSU Advancement HEAD COACHES Head coaches are responsible for decision making in many areas. Their major functions are recruiting, coaching and graduation of the Student-Athlete. The Head Coach s main focus should be the welfare of their Student-Athletes. The Head coach is responsible for determining the direction of the program and as such must recruit Student-Athlete's that are prepared for the rigors of college academics and competition. The students must have the ability and willingness to excel academically and athletically. In addition, the Head coach is responsible for enforcing all KSU, NCAA and departmental policies. As a condition of employment all coaches must pass the Annual NCAA Coach s Certification test for recruitment. The head coach is responsible for: 17

18 1. All facets of recruiting a. where the emphasis should be. b. where the resources should be spent. c. what the strategy should be. d. monitoring the plan to insure that he/she and all assistants are in compliance with KSU, Atlantic Sun Conference and NCAA rules. e. evaluating the potential of each recruit. f. communicating with parents and/or guardians. h. giving overall direction to the entire recruiting effort. 2. Preparing and Administering a Budget a. present a budget proposal to the AD, for the coming year when requested by the AD. b. make value judgments and prioritize decisions. c. monitor the budget carefully and often through the financial reports distributed by the Finance Dept. d. secure approval from the AD for any line item changes. e. use supplies and equipment prudently. 3. Rules a. being knowledgeable about and adhering to, all applicable KSU, ASUN and NCAA rules and policies. b. being responsible for all assistants and players and their knowledge and adherence to applicable rules. c. self-reporting any rule violations. d. submitting to the President for approval each year all outside athletically related income 4. Arrangements for All Travel Plans a. housing, food and transportation. b. behavior and decorum of athletes and assistant coaches on athletic trips. c. coordinating with the AD any overnight trips. d. filling and completing the correct forms regarding travel requests/cash advance/ travel logs. 5. Practice Organization a. health, safety and well-being. b. no infringement upon classes or academics. c. no excessive infringement upon study opportunities. d. planned to provide the athletes the best opportunities for competitive success. 18

19 6. Coordinating Summer Camps with the a. Athletic Director concerning pay scales for all personnel. b. Office of Continuing Education concerning enrollment and possible expansion. c. AD concerning leave for working at any off-campus, 8:00 A.M. to 5:00 P.M., camps. 7. Submitting Lists of Athletes to the a. Head Trainer for scheduling physicals and receiving medical authorization for practice and competition. b. Compliance Director so that a Squad List can be submitted to the Registrar for eligibility. c. AD as a recommendation for varsity awards. d. AD for the processing of athletic grants-in-aid. e. AD for the renewal and/or gradation of grants in-aid. f. Housing Director for assignment/payment of/by athletes. g. Office Manager for checks. h. Academic Advisor prior to each registration period. 8. Forwarding Recommendations to the Athletic Director for a. staff openings that need to be filled. b. obtaining, supervising and training all student employees. c. all scrimmages and regular season games/matches. d. all supplies/materials/equipment/clothing purchases. e. monies regarding any athlete with no eligibility remaining and/or eligible athletes and summer school. 9. Purchase of Equipment and Supplies a. follow purchasing and petty-cash policies. b. inventory all equipment and supplies. c. always include shipping charges and any taxes on the bid sheet. 10. Formulating Schedules a. present the Athletic Director with a preliminary schedule for discussion and/or approval. b. have contracts prepared for the AD's approval. c. should have a minimum of missed class time. d. should be against quality opponents. e. should strive to play a minimum of 50% home contests in team sports. 11. Proper Care 19

20 a. all equipment rooms must be clean, neat and organized. b. provide for maintenance and security of the playing/practice area. c. regularly inventory and repair equipment, supplies and clothing. d. see that the health, safety and welfare of the athletes is the top priority. 12. Counseling of Athletes a. formulate and implement a counseling plan concerning all aspects of the athlete's University life. b. emphasize academic progress. c. be aware of, and direct athletes to, KSU services. d. follow-up on the athlete's class schedule and advising routine. 13. Public Relations a. develop a plan and strategy. b. include the various publics. c. work closely with the Promotions Director. 14. Media Relations a. supply accurate and timely information to the Sports Information staff. b. include schedules/rosters/numbers/player information and any changes in the above. 15. Fund Raising and Promotion Projects a. must be coordinated through the AD's or Promotion Director's office. b. no prior promises or binding action must be enacted. 16. Grant-In-Aid Lists to the Athletic Director a. must be submitted for all current athletes, with remaining eligibility. b. include renewals and gradations. c. any change from the current year must be explained; d. do not, under any circumstances gradate aid without having prior conversations with both the athlete and the AD. 17. Office Organization a. develop job descriptions and duties for all assistants and student workers. b. establish and post regular office hours. c. keep accurate, neat, official forms and records concerning all KSU, Atlantic Sun Conference and NCAA regulations. d. keep a clean, neat, organized environment. 20

21 18. Travel Vehicle Supervision a. monitor and enforce departmental bus/vehicle rules. b. particularly supervise eating procedures. c. suggest policies to the AD that will guard the bus against any abuse. 19. Permit Separate Travel a. when necessary for team members to travel with parents, etc.,... b. for emergency travel in other vehicles. c. using good judgment and considering liability and insurance for team members to travel with friends. 20. Academic Well-Being a. disseminate Athletic Progress forms. b. utilize Class Excuse forms. c. check with each athlete regularly re: his/her classes/academic attitude/attendance. 21. Other Obligations a. tasks assigned by the Athletic Director. b. answering all telephone, fax and mail messages. c. Monitoring the KSU.Com website ASSISTANT COACHES The role of Assistant Coach is both rewarding and difficult, in that he/she is part of a team, but must be totally loyal and take direction from the Head Coach. The Assistant Coach shall: 1. Be provided a detailed job description from the Head Coach, specifically outlining all duties and tasks to be completed. 2. Follow totally all departmental guidelines regarding: (a) recruiting; (b) travel regulations; and, (c) knowledge of all applicable rules and regulations. 3. Keep a clean, neat, organized office filling those forms as directed by the Head Coach. 4. Perform tasks as assigned by the Athletic Director. 5. Submit to the President for approval each year all outside athletically related income 21

22 SPORTS INFORMATION DIRECTOR As the statistical and data bank for the Athletic Department, the Sports Information Director gathers and disseminates news to the various publics. The Sports Information Director shall: 1. Report directly to the Assistant Athletic Director for Development. 2. Provide photographs, slides and video and pictures necessary for the creation of brochures, media guides, programs, banquets, award ceremonies and television programs. 3. Keep score and collect statistics at all home athletic contests. 4. Travel with various teams for away contests to provide informational and statistical support. 5. Select, train and monitor assistants and students in the correct procedures and policies for performing various tasks. 6. Produce and have published appropriate: a. media guides. b. media brochures. c. award/banquet programs. d. game programs. 7. Organize, direct and monitor appropriate: a. scoring/press table. b. press-box. c. scoreboard. 8. Administer the KSU website and all video/audio web casts. a. monitor the site for adherence to NCAA rules b. update stories and statistics regularly c. update rosters, schedules and bio s d. add any information that is beneficial to KSU 9. Coordinate the filing of statistics, stories and other data with: a. Associated Press. b. USA Today. c. The Marietta Daily Journal. 22

23 d. The Atlanta Journal-Constitution. e. local radio and T.V. outlets. f. media outlets in athletes' home areas. g. NCAA. h. Atlantic Sun Conference. i. other important outlets. 10. Provide to the Compliance Director, for each sport, a Participation List. 12. Work closely with University Relations to provide written stories, topics and data for each of the University's publications. 13. Work closely with The Sentinel and provide written stories, topics, data and statistics for publication. 14. Perform other tasks as assigned by the Director of Development and the Athletic Director. DIRECTOR of MARKETING AND SPONSORSHIP This position reports to the Director of Development. The major tasks revolve around securing corporate sponsorships and overseeing marketing plans and advertising to attract fans to athletic events. Responsibilities will include: Increase sales of corporate sponsorships for all teams and events generate both in-kind and cash contributions o Establish an annual revenue objective for all income sources (sponsorships; ticket sales; concessions; Annual Fund Drive; In Kind support; etc) Arrange hospitality for specified games and events o Secure food donations o Schedule workers for the events o Supervise all Game Day personnel assigned for the hospitality event o Responsible for providing customer satisfaction to all guests in hospitality room/event Work with sport management classes to provide research and practicum students to the athletics department Oversee all booster clubs o Meeting with head coaches and supporting the development of their booster club program; o Assuring that there is a similar compensation program in place for like contributions across all clubs; o Being a catalyst of ideas between clubs to ensure that best in class ideas are shared and utilized to improve all clubs success rate; o Maintain database for booster clubs. Co-chair Dot Martin Scholarship Golf Classic Committee 23

24 o Acquire corporate sponsorships / participants for the event o Acquire in kind items and prizes o Direct a planning committee to ensure success of the event including, but not limited to: Managing the event on tournament day: Supporting the registration table and other pre-tournament activities Coordinating, scheduling and supervising support staff for the day for pre-event activities, tournament support during event and post tournament awards and clean up of event tables, etc. Oversee content on KSU athletics website, o Update promotional content o Use site to collect fan information and distribute important information Coordinate ticket prices with ticket manager Other duties as assigned ASSISTANT DIRECTOR of MARKETING AND PROMOTIONS This position reports to the Director of Marketing. The major tasks revolve around attracting fans to athletic events; increasing ticket revenue and providing assistance to the Marketing Director in acquiring sponsorships, business associations and other revenue. Responsibilities will include: Plan and execute creative marketing plans for soccer, men s basketball and softball with the primary goal to increase attendance through group ticket sales, season ticket sales and promotions Create pre-, post-, and in-game promotional activities to maximize revenue and improve game atmosphere Assist with the marketing plans for volleyball, women s basketball and baseball Assist the Director of Marketing and Sponsorship in acquiring and fulfilling sponsorships, business associations and other revenue Assist in the coordination of hospitality efforts at events Update the marketing and promotions content on ksuowls.com Develop relationships with campus groups and coordinate with student spirit groups Supervising undergraduate practicum students Serve on the Dot Martin Golf Classic planning committee made up of Kennesaw State staff and community leaders Oversee 30 person volunteer staff at the Dot Martin classic, silent auction/raffle, registration and team deployment Provide support for the Larry Nelson Collegiate Invitational Oversee spirit squad program including dance, cheer and mascots Other duties as assigned 24

25 DIRECTOR of SPORTS MEDICINE and EQUIPMENT MANAGER Areas of Responsibility The Director of Spots Medicine assumes a dual role at Kennesaw State, also fulfilling the duties of Equipment Manager. It is imperative that he/she be totally organized in regard to the multitude of duties required. The Trainer/Equipment Manager shall: 1. Report directly to the Athletic Director. 2. Select, train and supervise all assistants and students working with the various sports as: a. trainers. b. team managers. c. equipment managers. 3. Keep SPOTLESS, neat and organized: a. training room(s). b. wet area(s). c. equipment rooms. d. any auxiliary areas. 4. PROHIBITED in the training areas: a. any congregation of athletes which disrupts service. b. any athletes/individuals not receiving treatment. c. any consumption of food. d. any unauthorized use of the telephone, except in dire emergencies; e. the loaning of keys to ANY unauthorized individuals. 5. Handle insurance as follows: a. inform parents and athletes both verbally and through written communication the procedures and limitations of our insurance. b. direct injuries to appropriate medical practitioners. c. chart illnesses and injuries and keep data/logs for the AD. d. monitor costs and services. 6. Plan, organize and conduct player physicals under the direction of the team physician. Head coaches of all sports should have input into the time of these tests. 25

26 7. Inform the Athletic Director prior to sending an athlete for any medical treatment that may exceed $500, except in the case of an emergency. Athletes and parents must be informed of pre-existing conditions that are not covered by our insurance. 8. Prepare a budget that will be sufficient for equipment and supplies in the training areas. 9. Organize the office, keeping: a. accurate files and records. b. establishing regular hours. c. the environment neat, clean and organized. 10. Attend to necessary training and equipment duties for all home games, including: a. securing the officials a place to dress, if applicable. b. supplying the opponents with needed and appropriate supplies. 11. Travel with ALL teams to away contests: a. making certain that home contests are always attended to first. b. assign assistants and student trainers, if more than one team(s) is/are playing. 12. Inventory, recording and keeping records of all supplies, equipment and uniforms received. 13. Performing other duties as assigned by the Athletic Director. SEE PAGE 100 FOR MORE SPECFIC DUTIES REALTING TO THE DIRECTOR OF SPORTS MEDICINE 26

27 CHIEF FINANCIAL OFFICER Position Summary Oversees all aspects of the internal accounting of fiscal matters for the Department of Athletics in coordination with the University s Business Services office. Remains current with and interprets and complies with all Federal, State, and University, rules and regulations pertaining to accounting procedures and related business operations. Ensures compliance with University, Atlantic Sun Conference and NCAA rules and regulations related to the financial administration of the intercollegiate athletics program. Serves on the Director s Staff and attends meetings as requested. Provides an ongoing analysis of existing accounting policies and procedures recommends changes in business methods and develops new systems to increase the overall effectiveness of departmental financial operations. Oversees the preparation of the annual departmental budget. Works with each budget administrator to determine accurate expense projections. Prepares expense and revenue budget estimates in all aspects. Ensures budgetary compliance through economical and efficient business management, to include approving all departmental expenditures, meeting with coaches and administrators to review budget expenditures, and recommending new methods for internal control of expenses. Supervises and controls departmental purchasing procedures, to include defining criteria for use of purchase requisitions. Supervises posting of accounts receivable and payable ledgers, maintenance of record keeping and filing systems, preparation of deposits and ticket office reports, and reconciliation of bank accounts. Advises appropriate areas of proper record keeping of all revenue. Supervises the reconciliation of all accounts with Business Services Office. Prepares monthly and special budget reports. Oversees the preparation of official game reports, tax reports, guarantees and other audited reports. Reviews away-game reports of revenue for accuracy and adherence to acceptable accounting practices and contractual obligations. Supervises the Business Office staff. Defines, assigns and reviews all work projects. Conducts performance evaluations according the University and Athletic Department policy. Performs other duties and coordinates special projects as requested by the Director of Athletics. OTHER FUNCTIONS: Supervisory Responsibility: Establishes budget plans, forecasting staffing requirements and formulating policies and procedures, Supervises Athletic Business Office staff Authority/accountability: Works under minimal supervision. Reports to Director of Athletics. Accountable for adhering to ASUN and NCAA policies and regulations. Provides budget development, tracking and monitoring. Authorizes expenditures. Formulates, interprets, and enforces policies/procedures, Determines personnel actions. Accountable for attaining revenue goals, and adhering to budgets, Ensure financial integrity of the Department of Athletics. 27

28 BUSINESS MANAGER The Athletic Department Office Manager must be a multi-talented individual who can handle situations as diverse as bookkeeping, and secretarial skills. The Business Manager shall: 1. Report to the Director of Finance with a doted line to assistant director in the University Controllers office. 2. Devise a calendar that shows the dates that various forms, lists and data are required. 3. Select, train and supervise assistants. 4. Process the following forms in accordance with established KSU policies: a. request to travel. b. travel expense. c. travel advance. d. requisitions and purchase orders. e. office supplies. f. petty cash. g. other necessary data. 5. Verify all invoices, bills and accounts to be charged. 6. Maintain accurate, neat, organized files housing appropriate records. 7. Organize, inventory and maintain office supplies. 8. Perform tasks as assigned by the Athletic Director. 28

29 COORDINATOR of STUDENT ATHLETE ACADEMIC SUCCESS Reports to the Director of Counseling and Advising Programs with a doted line to the Athletics Director The individual in this position will be responsible for leadership and administration of all aspects of the academic counseling and advising program for Student-Athletes. The Director will provide academic support and monitor academic eligibility for NCAA participation. The Director will meet with Student-Athletes regularly to evaluate progress, discuss options and arrange tutors for Student-Athletes experiencing academic difficulties Additionally, the Director will communicate with academic departments and deans offices concerning degree progress and degree completion; refer Student-Athletes to campus resources for academic support; assist with certification of student-athletes initial and continuing eligibility; assist with hiring and training of study hall leaders and meet with recruits during campus visits. The Director will prepare academic publications designed to inform and assist Student-Athletes in their academic endeavors as well as internal and external reports for the NCAA, conference and institution. The Director will review transcripts of potential applicants for admissions and continued recruitment, and meet with recruits and parents to promote KSU and provide information to support the Department of Athletics' Student-Athlete recruitment efforts. The Director will provide guidance and support of the University s intercollegiate athletic program by maintaining detailed and accurate records of student s academic progress and performance; close monitoring of NCAA and institutional requirements for satisfactory progress, degree completion percentages and grade point averages and regular reporting of same. Communication with the athletic department s compliance staff and others is also necessary. Other departmental duties include planning and evaluation of programs for all sports. They will assist personnel with grant proposals and completion of forms and reports to assure compliance with University policies. The candidate will also gather data for various lists and reports maintained by the department and perform other related duties as assigned by the AD. Specific Duties Include * monitors the majors and class schedules of all athletes. * keeps transcripts and quarter-by-quarter records of all athletes. * computes quarterly and yearly GPA's for each individual and each team. * provides the Athletic Director with a list of candidates for the All-Academic team. * works with each coach in regard to KSU services including tutoring. * works closely with the Compliance Committee and the Faculty Athletics Representative. BASKETBALL SET-UP SUPERVISOR Reports to Assistant Athletic Director * select, train and supervise various members, and/or 5th. year aid individuals, of the basketball team to set-up and breakdown the basketball court for all games. * set-up must be completed no later than one-hour prior to any game. * set-up includes the bleachers and press-table. 29

30 * break-down includes the bleachers, press-table and collection of trash. CHEERLEADER SPONSOR Reports to the Athletics Director * select, train and supervise the cheerleader coach. * monitor travel, budgets and all other program aspects. * coordinate school and community service activities. CONCESSIONS MANAGER Reports to Director of Finance select, train and supervise softball workers for concessions and ticket taking at basketball games. * must be totally set-up/working, one-hour prior to any game time. * order supplies for basketball, baseball and softball games. * file a form with Business Services noting an accounting of concessions, tickets and monies received. * supervision of money boxes at basketball games. * sweeping and clean-up of the Lobby, both restrooms and auxiliary halls. HOUSING COORDINATOR Reports to the Director of Compliance * negotiate rooms, rates and rosters with the University Housing Manager. * coordinate maintenance with the Management. * monitor rental payments and housing contracts. * supervise all moves. * inspect apartments on a regular basis. * institute, and carry-out, a plan for: (i) various rooms to remain with various teams on a permanent basis; (ii) athletes staying for summer school; (iii) a check-in and check-out inventory file for each athlete; (iv) coordinating damage charges with the management; and, (v) the movement, if any, of personal telephones. TRANSPORTATION COORDINATOR Reports to the Associate Athletics Director schedule all away contest transportation. schedule all use of the department's two busses and approve all drivers work with Business Services in scheduling school vans. note maintenance and repair with Plant Operations. rent cars/vans when needed for team and/or coaching trips. make directives regarding food and/or drink based upon past team cleanliness. No outside groups are permitted food/drink. informs school groups of the policies and availability of athletic bus use. 30

31 ASSISTANTS in all AREAS The assistant to any staff member shall take direction from that individual. It is imperative that assistants have loyalty to both their direct supervisor and the department. The Assistant shall: 1. Be provided a detailed job description from his/her supervisor specifically outlining all duties and tasks to be completed. 2. Follow totally all departmental guidelines pertaining to the job description. 3. Keep a clean, neat, organized office or area. 4. Perform tasks as assigned by the Athletic Director. 31

32 OFFICE PROTOCOL 32

33 Office Hours The main athletic office will open each day for business at 8:00 a.m. and close approximately at 5:00 p.m. Administrative staff are expected to be available during those times. The nature of coaching does not allow for a strict 9-5 day however, coaches are encourage to maintain consistent office hours during the week so as to be available for Student-Athletes, staff and other professional commitments e.g., staff meetings, study hall. Vacations and Sick Leave: All staff must submit for approval a written request for vacation leave. Approval can only be given by the Athletics Director. (a) regulations are controlled by the Human Resources Department (b) if you are not at work, you are to file for vacation or sick leave; (c) any non-ksu work, from 8:00 A.M. to 5:00 P.M., Monday through Friday, demands that vacation time be utilized; and, (d) KSU Continuing Education work should be subsequent to 5:00 P.M., but does not demand vacation time. Long Distance Telephone Calls: (a) the GIST line must be used when applicable; (b) personal calls are illegal; (c) no collect calls will be accepted; (d) length of calls should be kept to a minimum; and (c) out-of-country and calls to Hawaii and Alaska must have prior permission. Staff are encouraged to use their cell phones as much as possible. Professional Attributes: (a) neatness, cleanliness and organization are expected in all areas of your work; (b) you represent KSU in all of your actions, on and off-campus, and you are expected to observe rational/prudent decorum. Insurance: (a) Know the parameters of both your personal and the department s coverage; (b) stress safety in all coaching/practice/travel areas; (c) constantly stay in touch with the trainer regarding injuries/coverage and (d) know what you need regarding health/life/ disability insurance. Camps and Clinics: (a) prior approval from the Director of Compliance is required, (b) The use of Student-Athletes as employees must follow NCAA rules (See Camps/Clinics Section), (c) Any camps/clinics on or off campus required vacation time to be used. 33

34 HUMAN RESOURCES 34

35 The hiring, retention, promotion, and dismissal of Athletic Department personnel will conform to the policies and procedures of both the Board of Regents and Kennesaw State University. Contracts 1. The KSU Department of Human Resources provides basic regulations for the hiring, retention and dismissal of KSU employees. 2. All athletic personnel must abide by and conform to NCAA rules and regulations. 3. No athletic personnel shall be hired that are currently under NCAA sanction(s). 4. Prior to hiring any personnel that have ever been under NCAA sanction(s), approval for the hiring must be granted by the NCAA. 5. The employment agreements of all personnel will contain a clause of compliance to NCAA rules and regulations. 6. The employment agreements of all personnel will contain a clause requiring that all NCAA rules violations be self-reported. 7. The employment agreements of all personnel will be for twelve (12) months unless approved by the Athletic Director. 8. The employment agreements of all personnel will ask: Is the information in your resume a correct and accurate representation of your educational and professional background. 9. The employment agreements of all personnel will ask: are there any items of fact that may bring disrepute to self or the institution. 10. The employment agreements of all personnel will ask: have you ever been convicted of a crime or found to be in violation of NCAA rules, if so please provide those bylaws in writing. 11. The employment agreements of all personnel will ask: have you in the past been a participant in a NCAA investigation or are you currently a participant in a NCAA investigation. 12. The employment agreement for all personnel will state: misrepresentation of any information provided in the employment agreement or any documents used in the employment process can be grounds for termination. The hiring, retention and dismissal of all employees shall be conducted in an ethical, professional manner by/through the Athletic Director. Hiring 1. The President of KSU shall select the Athletic Director after a search of available candidates. 35

36 a. the Athletic Director shall report directly to the President. 2. Head coaches of all sports will be selected by the Athletic Director after a search of available candidates. a. the President shall approve the selection of all head coaches. b. head coaches should be either full or part-time employees of KSU. 3. Assistant coaches of all sports will be selected by the Head Coach after a search of available candidates. a. the Athletic Director shall approve the selection of all assistant coaches. b. assistant coaches should be either full or part-time employees of KSU. 4. All other athletic personnel shall be selected by the Athletic Director with input from appropriate staff members. Retention and Promotion 5. All personnel are provided with various appraisals of their performance: a. an appraisal is provided after the initial (6) six months of employment. b. all personnel are provided a yearly performance report. c. all personnel are expected to meet with the Athletic Director at least once per/year for a performance discussion. d. the Athletic Director shall inform personnel both by memo and verbally when performance is at, above or below expectation. e. among other criteria, a performance review of coaches will include: (i) observance of NCAA rules; (ii) academic performance (academic performance rate) and graduation rates of athletes; (iii) health and safety considerations afforded athletes; (iv) the character and values of recruited athletes; (v) attendance at required events and, (v) the impact of scheduled fitness/practice/play dates upon academic and study opportunities; (vi) the athletic performance of the program. Dismissals The state of Georgia is a Right to Work State and as such all employees are subject to state policy. Upon recommendation to the President, coaches and staff can be terminated if it is determined by the Athletics Director that a violation of Board of Regents, KSU, NCAA or A-SUN rules and or regulations has occurred. 36

37 EMPLOYEES ORIENTATION All new employees must participate in the Athletic Department Orientation program. The program is designed to provide the new employee with policy and procedures of the department as well as the important rules and regulations of the NCAA, A-SUN and State of Georgia. The program will include the following: a. Keys Codes and Passwords: All employees will be given access to areas and information pertinent to their job functions. Keys, codes and passwords will be the sole responsibility of the employee. Employees are expected to secure these items at all times and only use them when conducting KSU business. b. Driving State Vehicles: All employees must have a State of Georgia license when using state vehicles. If the employee is transporting Student-Athletes they must have a valid Commercial License or (CDL). c. Travel: Employees are expected to complete all required paperwork (forms) prior to business related travel. In those instances when funds need to be advanced. Review the Travel section for more important details. d. Each employee will be given access to an office with a phone line and an account. The use of the phone and the system is expressly for work. Access to specific information databases and networks will be given based on the job description. In some cases security clearance must be given by departments outside of the Athletics Department. e. All employees are expected to take care of facilities and equipment used. Head coaches are responsible for their team s equipment and facility. If in the use of equipment or a facility a malfunction or breakage occurs, the employee is expected to report the information to the facility administrator ASAP to prevent injury or future accidents. f. Practice and competition schedules are the responsibility of the head coach Prior to the start of practice all schedules must be submitted to the Compliance Office for approval. Each team is expected to follow NCAA Division I rules relative to the level of competition, the minimum and maximum allowed number of competitions as well as the beginning and end of championship and non championship segments. g. Each head coach will be given a budget to operate their respective programs. The head coach along with the AD will determine how the funds will be used with the exception of scholarship allocations, which will be left to the discretion of the head coach. Coaches are expected to adhere to the agreed upon budgets without fail. If the head coach deems it necessary to make changes prior approval from the AD is needed. h. As a condition of employment, all coaches must be certified to recruit off campus. Each year all coaches must pass the NCAA coaches certification exam. Coaches will be given an NCAA 37

38 Manual which contains all of the rules and regulations, and maybe used as a reference during the exam. i. All recruiting activities must be recorded and turned into the Compliance Office. Coaches are expected to record: contacts, evaluations, telephone calls and correspondence sent to all prospects. In addition, practice logs must be recorded and turned in. j. Recruitment of Student-Athletes is one of the most important responsibilities of each coach. As an ambassador of KSU all coaches must conduct themselves in such a way as to honor KSU and the principles required of all Division I institutions. Coaches must respect the time periods detailed by the NCAA relative to contacts, evaluations, the mailing of correspondence and the offering of athletic related aid. If in doubt all coaches should contact the Director of Compliance before acting. Request for rules interpretations should be put in writing. The awarding of scholarships is a critical function in the success of a team. The head coach has sole discretion regarding how he/she wants to allocate scholarship funds. However, coaches must adhere to NCAA rules relative to the number of awards and the equivalences where appropriate. In those cases where a coach would like to increase, decrease or cancel a scholarship NCAA rules must be followed. The head coach is responsible for seeking approval from the Director of Compliance prior to any change in a scholarship award 38

39 BUSINESS SERVICES 39

40 KSU, DIVISION I, BUSINESS PRACTICES and ACCOUNTING, The KSU Athletic department s financial policies for use of State Funds are dictated by the State of Georgia Board of Regents. The most current policies are published on the internet at the following website: Additionally, the NCAA manual provides guidance on certain financial transactions such as recruiting, scholarships and other athlete expenditures. The finance department consists of a Director, a Business Manager and an Office Clerk. Financial transactions that arise in the KSU Athletic department are reviewed by the finance department of the athletic department and prepared for processing by either KSU s Business Office or the KSU Foundation. The KSU Athletic Department has three types of funds to deposit and spend money out of State Funds (Funds obtained through Student Fees), Booster Funds (Sport Specific) and Foundation Funds. All expenditures are reviewed to ensure proper documentation is obtained and that the expenditure is appropriate. The finance department then decides what funds to pay the expenditure out of. Currently, KSU s Business Office reviews and processes (cut checks and deposits with the bank) all transactions relating to State and Booster Funds. The Finance Department of the KSU Foundation reviews and processes all transactions relating to Foundation Funds. A Gap Analysis conducted by the University Business office laid the groundwork for operating protocol in 23 specific areas. The Athletic Department proposes to handle each as noted. 1. Revenue/Ticket Sales: a standard accounting sheet will be filed along with the revenue money. (a) list the first ticket sold number and the number of the first remaining ticket for each ticket price; (b) provide the number of tickets sold at each price; (c) provide the number of KSU students and faculty/staff admitted with their ID cards; (d) provide the number of complimentary tickets provided, listing both named individuals and/or groups, including opposing teams; (e) note the number of passes provided to visiting press and officials; (f) credit the appropriate revenue for state taxes. NOTE: concession and program sales will have their own accounting sheets. 2. Revenue/Contributions: if a contribution is designated for any particular sport, it will be credited to that particular Booster Club account. If the contribution is unrestricted, it will be credited to the administrative area of the Booster Club. 3. Revenue/In-Kind Contributions: all in-kind contributions will be listed with an appropriate value attached. This area includes supplies (i.e., t-shirts, water bottles), vehicles (coaches transportation) and any other items that are received and used by the Department. 4. Revenue/Deposits: KSU Business Services should receive the following deposits. (a) season ticket, game ticket, concession, program and clothing sales revenue; (b) guarantees; (c) HOPE book checks (for those whom the Department is paying for their books); (d) sport camp money; (e) entry fees for events that particular sports teams host (i.e., softball and golf tournaments); (f) A-Sun Conference and NCAA pay-outs (e.g., designated programs and tournament reimbursements); (g) housing payments for athletes or others who are not provided 9-months of housing (and the Department has paid up-front for their housing); (h) other (lease agreements). NOTE: on-campus camp income is accounted for on a sheet which includes the cost of the camp times the number of participants. The Foundation should receive the following deposits. (a) donations; (b) sponsorships; (c) royalty income; (d) sales of clothing and/or other items purchased with Foundation money. 40

41 5. Revenue/Tuition Waivers: any non-athlete receiving a tuition waiver in which work is a requisite will be charged, up-front, a 14% federal tax on that waiver. A tax form may be filed to recover the 14%. ALSO: any international athlete, or non-athlete, will be charged a 14% tax on any award above tuition, fees and books. Thus, room and board scholarship money will be taxed for internationals. 6. Revenue/Royalty/Sponsorship Agreements: the Department will be happy to review all sponsorship agreements with KSU s Procurement Contract Administrator. A similar review is already in place with Foundation officials. This process should provide the Department with contacts for additional marketing opportunities. 7. Scholarships/Contracts: contracts must be signed prior to any athlete receiving any type of financial aid. Athletic aid, which varies by individual, can consist only of the cost of tuition, fees, books, room and board. A given contract must be signed by the Head Coach, Athletic Director and Financial Aid Direct-or. Contracts are normally for one academic year. NOTE: there are certain fees that have to be paid by those on HOPE that also receive athletic aid. 8. Scholarships/Squad Lists: the Compliance Director and the Director of Financial Aid will work with Business Services using the best mechanism to provide scholarship data for the semester payment of tuition, fees, books and room. The payment of board will normally be on a monthly (9-months) basis and should be approved by the Compliance Director and the Business Manager. In rare cases a coach may award an athlete a sum-total (i.e., $3,000 in lieu of designated areas) per/semester to be applied to whatever costs the athlete chooses. 9. Scholarships/HOPE Book Funds: HOPE students receive $150 per/semester for books. HOPE athletes, for whom the Department pays all book costs, reimburse the department for books by depositing their $150 check with the department. Any other system might lead to NCAA abuses of buying nonpermitted items with the $150. NOTE: If a better system is available, we ll use it. 10. Affiliated Groups/Booster/Foundation Funds: currently the Athletic Director signs off for the distribution of Booster (currently through KSU Business Services) and Foundation Funds (currently through the Foundation accountant). If Institutional Control demands another system, that system should not delay the outlay of funds nor put the Department at a competitive disadvantage. 11. Tax/International Students: (see 5, above). All information (name, SS#, home country, specific aid received and amount of tax with-held or to be paid) on every international student, including athletes, will be provided to Business Services by the Department. 12. Tax/HR: no payments of any kind for auxiliary purposes (i.e., car insurances, bonuses, housing, moving expenses, etc.) ever be made from student-fee budget funds. Any payments will emanate from Foundation funds and be checked and analyzed for taxable consequences. 13. Camps/Outside KSU: the Compliance Director will monitor camps outside KSU either sponsored or worked by KSU personnel. The NCAA has specific rules for such camps. Any Department employee involved in such a camp must take vacation for all of the time (Monday through Friday) spent in such a camp. 14. Camps/On-Campus: sports camps draw a significant number of visitors to the KSU campus. The Department collects 25% of the gross revenue for the first 100-campers of any sport and 15% of the gross for all campers above 100. Insurance, equipment/supplies, t-shirts, etc. are cost items for each camp. A trainer is always hired with a life-guard normally paid. Coach receive a stipend for their work along with payments to student workers. This set-up is needed to compete with other Division I programs. 41

42 15. Other/Accounts: it is imperative that both Business Services and the Foundation create specific accounts that capture the revenues and expenditures that are reported to EADA and the NCAA. Some of those defined accounts are listed in the 02/02/06 status of the Gap Analysis. 16. Other/Compliance: the Compliance Director will construct and sign-off on all forms involving both the un-paid and paid visits of recruits. Employee travel policies are established by the state and monitored by the Business Manager. The Department is often more strict than state policies. 17. Other/Bidding: the Department adheres to all state bid requirements. It will be a point of emphasis to bid items (below $5,000 in total cost) where price, quality and service can be improved. 18. Other/Oversight: the Athletic and Compliance Directors will work closely with Business Services and the Foundation to provide policies that will promote both Institutional Control and ease of Department operations. 19. Other/Cash Advances: P-Cards should minimize the use and amounts of cash advances. However, P-Card limitations and the need for multiple site meals, etc., will not totally eliminate the practice. 20. Other/Leasing: athletic facilities are sometimes used by outside groups (state all-star games; the Georgia Games; youth tournaments) if it provides some notoriety to KSU athletics. In some cases a cash payment has been provided. These payments are deposited into that sport s operating budget. 21. Other/Manuals: the Compliance Director is in the process of writing Compliance and Policy Manuals for the Department. These Manuals will augment Board of Regent, KSU and NCAA policies. 22. Other/Compliance Forms: the Compliance Director will make available to both Business Services and the Foundation the forms that dictate required NCAA and Department practices (i.e., team travel limits the food allowance to $25 per/day). 23. HR/Hiring: all proper hiring procedures will be followed through the Department of Human Resources. 42

43 Travel Policies From the Board of Regents, PREFACE: It is imperative that all Athletic Department personnel fully follow the policies established by the Board of Regents. The Athletic Business Manager, reports to both the Athletic Director and the Controller s Office and is the Department s authority re: travel and purchasing policies. One of the major responsibilities of this position is to protect both the Department and the University from BOR and federal liability. We will be compliant! A.) STANDING AUTHORITY TO TRAVEL TEAM COMPETITION The KSU Athletic department is permitted to have a standing authority to travel for the coaches/team/trainers/drivers for all published games/matches/meets. One Authority to Travel form should be completed and signed with the "published" schedule attached. THIS NEW PROCEDURE ONLY APPLIES TO TEAM TRAVEL EVENTS. You are still required to complete the form for conferences. B.) STANDING AUTHORITY TO TRAVEL - RECRUITING The KSU Athletic department is permitted to have a standing authority to travel for off-campus recruiting for KSU Athletics during FY2007. The people covered by this standing authority to travel include the head and assistant coaches that are allowed to off-campus recruit per the NCAA guidelines (11.7.4). Recruiting activities will be reviewed/monitored by KSU s Director of Compliance. The compliance office will retain all required paperwork regarding recruiting activities. Recruiting activities will occur in compliance with the NCAA s definition of recruiting periods. THIS NEW PROCEDURE ONLY APPLIES TO TEAM TRAVEL EVENTS. You are still required to complete the form for conferences. 1. General Provisions: (a) meals for overnight lodging and for some non-lodging days; (b) lodging; (c) mileage; (d) transportation expenses, including parking and tolls; (e) certain miscellaneous expenses; (f) no mileage will be provided inside a 30-mile radius of KSU; (g) expenses may be reimbursed from the Booster Club if there are available funds and an Authorization and Expense Forms are completed; (h) money saved from travel can be utilized for other needs. 2. Approvals: (a) to be provided by the Athletic Business Manager and/or Athletic Director; (b) must have a line-item budget to cover the cost. 3. Authorization for Travel Form: (a) required for all athletic travel; (b) to monitor budgets; (c) to provide proof of travel; (d) for insurance purposes. NOTE: form must be turned in prior to trip and fully completed. Travel Itinerary Form: This form is required by the Compliance Office. Coach must list the names of all Student-Athletes and coaching personnel traveling. A copy of the form will be turned into the business office as well. 4. Allowable Expenses: (a) registration fees; (b) taxi/vans/common carrier; (c) fax/computer expenses. 5. Meals: A. Meals, including taxes and tips: (1) $28 for 3-meals; (2) breakfast $6; (3) lunch $7; (4) dinner $15; (5) since Atlanta is within 30-miles of KSU, the cost of Georgia meals cannot be higher than those in 43

44 1-4 above; (6) meal receipts are not required; (7) out-of-state travel to high cost areas may provide a higher per-diem, but this must be pre-approved by the Athletic Business Manager; (8) if a meal is provided as part of a hotel s cost or as a registration package, do not claim an expense for that meal. B. Meal Restrictions: (1) travel must be beyond 30-miles; (2) must depart prior to 6:30 AM for breakfast; (3) must depart prior to 11:00 AM for lunch; (4) must return later than 7:30 PM for dinner. C. Non-Overnight Meals: (1) if as the official department representative in a meeting, the meals are on-site; (2) 30-miles away, on-site, minimum of 6-hour stay, with a copy of the recruiting/scouting event; (3) noon meal if a registration fee is required; (4) 30-miles away for more than 13-hours for noon meal, with 6:30 AM and 7:30 PM times required for breakfast and dinner; (5) no lunch meeting reimbursement; (6) booster club reimbursement only for recruiting visits, interview meals, etc. NOTE: we will appeal this. D. TEAM: (1) $25 per/day limit; (2) no coaches/employees may be provided reimbursement for pre/post game meals; (3) meals may be handled with individual money or paid as a group. 6. Lodging: A. Lodging within 30-miles: must be within 9-hours of previous work-day. B. Lodging Taxes: (1) the maximum sales/use/etc. tax is 8%, with no excise tax or lodging tax re: state employee lodging may be paid; (2) A State of Georgia Exemption of the Local Hotel/Motel Excise Tax form must be presented when checking-in at a Georgia hotel. 7. Vehicles for Individuals and Teams: price. A. Personal, Recruiting and Rental Vehicles: use should be based upon availability and B. Reimbursement: (1) The BOR will set the reimbursement per mile rate for personal vehicles; (2) gas/oil costs for recruiting cars; (3) gas/oil and daily/weekend/weekly charges for rental cars; (4) parking and tolls only with a receipt. NOTE: the Athletic Business Manager will periodically review local rental rates. Page 2-- Travel Policies C. 15-passenger Vans: (1) it is recommended that no 15-passenger vans be rented and that 12- passenger vans should be used; (2) the Department may bid van use. travel. D. Busses: the department will bid for the right to provide rental bus service for team E. Budget Costs: (1) $1 per/mile for busses; (2) driver s costs, including hourly/day pay, meals and lodging; (3) KSU vehicle use will be spread among the teams to equalize costs; (4) golf, tennis and volleyball will normally travel by van; (5) baseball, indoor/outdoor track and soccer will normally need bus travel; (6) basketball and softball will determine vehicles based upon costs; (7) airline travel will be budget based and normally enhanced by a guarantee; (8) van travel is most cost effective. F. Travel Expense Form: (1) provided on-line for easy completion; (2) due within 3-business days after return; (3) purpose of trip must be complete; (4) license number and mileage must be exact, not estimated; (5) required receipts must be attached; (6) describe type of transportation; (7) 44

45 separate forms must be filed for team expenses and coach s expenses; (8) each coach must complete a separate form; (9) unusual expenditures, or no expenditures must be explained. G. Cash Advances: Cash Advance form must be signed by the Athletic Business Manager and settled within 3-business days upon return from trip or event. H. Purchase (P) Card: (1) may be utilized only for equipment purchases and/or team travel; (2) not a personal credit card; (3) can be used to pay for team expenses, including meals and hotel, but not the coach s expenses; (4) no one other than the person whose name appears on the card shall use the card, and that person shall not use the card for purchases for others; (5) the card is not to be used without prior approval of the Athletic Business Manager. I. Corporate Charge Card: (1) employees are encouraged to have a Corporate Charge Card; (2) decreases the liability for lost/stolen cash; (3) no annual fees or finance charges if employees pays the balance each month; (4) easy way to pay for airline tickets and rental cars, guarantee hotel rooms, pro-vide emergency cash; (5) serves as a record of travel expenses. Team Meal Logs The team meal log should be completed anytime you are 1) giving $$ to an athlete for meals related to competition and/or 2) paying for the meal by credit card. The log can be found on the shared I drive. Ideally, you can enter your roster into the form one time and make copies to carry with you on the road. If you give out cash or use a personal credit card to pay, the form should be attached to your expense report. If you use your PCARD, the form needs to be attached to the monthly PCARD reconciliation. If you happen to give cash for breakfast & lunch but pay for dinner with the PCARD, you will need to copy the form and put one copy with the expense report and one copy with the PCARD reconciliation. The KSU allowance for meals for students/athletes is $7 for breakfast, $8 for lunch and $10 for dinner, a total of $25 per day before tip. In addition you have the option of offering a snack if your budget allows for $5/day. Please note that the maximum you can spend on a student/athlete is $25/day before tip. Spending more than this is a NCAA violation, which requires self-reporting and that the student reimburse the excess funds. The Director of Compliance can provide further information on this. There is a section at the bottom of the form for explanations that are required when there are overages in the per meal allowance amount. For example, if the event is providing a marginal breakfast/lunch and you decide to take the team out for a more balanced dinner that exceeds $10 you need to explain this. 45

46 Submitting Invoices for Payment The following steps should be taken when reviewing invoices for payment: 1) Review the invoice to ensure proper billing 2) Sign and date the invoice to indicate your approval of the invoice 3) Indicate the department the expense should be charged to 4) If it is not obvious what the expense is for, note it on the invoice. 5) Put the invoice in the Business Manager s or Office Clerk s mailbox. It will then be input into KSU's AGS system, which routes the invoice information for approval and payment. 6) In general, the Director of Finance will approve the expenditure. In their absence this responsibility will shift to the Athletic Director. 7) Once the invoice is approved the paperwork is assembled and forwarded to the KSU Business Office or the Foundation, as appropriate. The Accounts Payable department requires a W-9 (or comparable form for internationals) be obtained for all vendors. If this form is not on file with Accounts Payable, it will need to be submitted before the vendor can be paid. Use of The P Card for Payment The University offers a procurement card program that provides an efficient, cost-effective alternative for departments to make purchases costing $5,000 and below (purchases over this amount must be bid). The procurement card is a special VISA credit card that works similarly to a personal credit card, except the charges are billed directly to the university and paid through the Business Office. University employees who are issued a procurement card are provided the ability to make purchases on behalf of their department or unit up to the spending limits imposed by the card. Cardholders are expected to make sound business decisions in the best interests of the university, perform their duties competently, and comply with the following policies and procedures. Serious violations of procurement card policies may result in disciplinary action. Examples of such violations include splitting transactions to avoid the requirements of the university's purchasing and procurement card policies, routinely failing to review and approve statements, routinely failing to retain receipts, and making inappropriate purchases. The current KSU policy related to procurement cards is found at: 46

47 Cash Advances Most often cash advances involve 1) meal money for your athletes, 2) money for a student host of a prospective recruit, or 3) other expenses when a company won't take a PCARD or other credit card. There is a form that must be completed to request a cash advance that must be approved by the Director of Finance (in their absence the Athletic Director can approve the form) Do not wait until the last minute to request the advance. If you are requesting more than $500, you must detail out how you get to the total you are requesting. If you require specific denominations for meal money, you should contact the Bursar's office supervisor ahead of time to ensure they have the specific bills on hand. When you get the advance from the Bursar, keep a copy of the receipt. If you have cash left over after your trip, you must deposit the money with the Bursar ASAP. Take your original receipt with you when bringing the money back. After the trip/recruiting event, you need to complete an Expense Statement. The purpose of this is to show how you "spent" the money that you requested an advance for. The Expense Statement must be completed in a timely matter. The Bursar has been instructed by the Controller to take any balance more than 2 months old out of the employee's paycheck. Behind the scenes, here is how the advance works: When you get cash from the Bursar, it is recorded in your name. You "owe" KSU back the money they let you borrow. KSU expects you to either give them back the money or show how you spent the money. You do this by completing the expense statement. If you do not complete an expense statement, it will always look like you owe KSU back. SAFEGUARDING OF ASSETS Uniforms, equipment, supplies and materials must be stored in theft free areas. Purchasing Policies 1. A Purchase Form must be filed with, and approved by, the Athletic Business Manager prior to ordering any items. 2. Any items over $4, must be bid. (a) do not break items into facets to avoid the $5,000 limit; (b) you may structure bids, through the Procurement Office, to get the best price for the exact product(s) that you need; (c) year-end orders that are similar to earlier orders, with the total of the two exceeding $5,000, may only be explained because budget money is available at yearend. 3. Purchase considerations should involve quality, service and price. Bidding saves money. 4. Orders should: (a) contain the exact delivery address; (b) be inventoried immediately; (c) have the invoice signed for payment through the Athletic Business Manager; (d) be returned by and are the responsibility of the purchaser; (e) be paid for as quickly as possible. 47

48 5. Any expenditures must have available funds in that respective budget. Only the Athletic Director and/or the Athletic Business Manager shall permit budget line items to be modified. 6. Uniforms, equipment, supplies and materials must be stored in theft free areas. Travel Policies Concerning Bus Transportation In an effort to reduce paperwork and to create more uniformed procedures, please review the policies below, regarding usage of the university s bus. 1. It is each team s responsibility for booking and paying for the bus driver s hotel room, and to carry enough advance money to pay for the driver s meals (just like we do for the training room staff). Notes: a.) The driver may have a different meal schedule than your team. Do not expect any driver to always eat when you eat or where you eat - hopefully in most cases, they can/will. If they do not, the driver WILL be expected to work their meal schedule(s) such that it does not interfere with any responsibilities that they might have in regards to transporting the team(s), departures times, etc. b.) In instances when the driver does not eat with the team, it will be perfectly acceptable for the driver to request meal money from the appropriate staff member. Of course in those cases, the driver will then need to provide receipts for meals. c.) Driver s are to be allowed the same amount of meal money as any staff member on the trip. 2. On the return date of any trip, the traveling team must make certain that its itinerary takes into consideration that the bus driver needs to sleep an appropriate amount of time prior to starting home - even if you need to arrange a late checkout, or even keep a room for an extra day for the driver. There are Federal D.O.T. safety issues at stake here. 3. Be reasonable in what you require of the bus driver during the day on a date of an evening return trip. We are not requesting any team to sacrifice necessities or anything reasonable; however, it is completely unreasonable - and UNSAFE - to ask a driver to shuttle a team around all day - prior to a game - and then have him/her drive home all night. Again, there are Federal D.O.T. safety issues at stake here. 4. WHEN SCHEDULING EVENTS HELD ON RETURN DATES, please make an effort (within reason, and without creating a genuine competitive disadvantage for our athletes) to set the game times as early as possible - this is safer and could possibly decrease the number of times that late checkouts, extra nights, etc. are needed. 5. Upon returning home, it is each program s responsibility to have a COACHING STAFF MEMBER make certain that their team reasonably cleans and removes all trash from the bus. 6. All passengers (INCLUDING STAFF MEMBERS) are prohibited from bringing any food or drinks (bottled water is acceptable) on the bus. 48

49 Student Athlete Travel Policy Only those student athletes who have been certified for competition by the Compliance Office are eligible to travel to away from campus practice and competition. Student-athletes represent KSU when traveling. They are expected to conduct themselves in a manner that brings honor to the athletic program as well as the institution. All student athletes must adhere to the athletic department travel policies as well as specific team policies. Please note: some team policies may be more restrictive than department policy. In those instances the student-athlete must conform to team policy. When student-athletes report for travel they must be dressed appropriately for travel as representatives of KSU. Meals Student athletes are allocated the following amounts for team travel. A. Meals, including taxes and tips: (1) $28 for 3-meals; (2) breakfast $6; (3) lunch $7; (4) dinner $15; (5) since Atlanta is within 30-miles of KSU, the cost of Georgia meals cannot be higher than those in 1-4 above; (6) meal receipts are not required; (7) out-of-state travel to high cost areas may provide a higher per-diem, but this must be pre-approved by the Athletic Business Manager; (8) if a meal is provided as part of a hotel s cost or as a registration package, coach s will not be allowed to provide that meal. B. Meal Restrictions: (1) travel must be beyond 30-miles; (2) must depart prior to 6:30 AM for breakfast; (3) must depart prior to 11:00 AM for lunch; (4) must return later than 7:30 PM for dinner. Team Meal Logs The team meal log should be completed anytime a student athlete receives a meal related to competition. Your coach should require the log be signed by you and your teammates upon receiving a meal or cash for a meal/s. The KSU allowance for meals for students/athletes is $6 for breakfast, $7 for lunch and $15 for dinner, a total of $28 per day before tip. In addition you have the option of offering a snack if your budget allows for $5/day. Please note that the maximum you can spend on a student/athlete is $25/day before tip. Spending more than this is an NCAA violation, which requires self-reporting and that the student reimburse the excess funds. The Director of Compliance can provide further information on this. Transportation Student athletes are not permitted to eat while traveling on the passenger bus. All items brought on the bus are the responsibility of the student-athlete and must be removed at the conclusion of the trip. Loud music will not be tolerated. In addition, student-athletes must be considerate of the driver and keep all noises down so as not to distract them. When traveling by air follow all airline rules and federal laws as they related to cell phone and use of electronic devices. 49

50 Hotel Rooms Student-athletes are not allowed to request extra services from the hotel without the expressed consent of the Head Coach. These services include but are not limited to: movies in the room, ordering meals from room service, telephone use, internet services request from concierge. Any activity or request for service that may results in extra charges must first be cleared by the Head Coach. EXPENSE STATEMENTS In general the KSU Athletic department is held to the travel and other policies established by the Board of Regents. In a few cases, the KSU Athletic Department has instituted additional policies to assist with monitoring of expenses. The following expense reimbursement policies are effective for the Athletic Department: 1. When multiple locations are visited, an itinerary must be submitted that details the locations visited and the mode of transportation. If the trip was recruiting related, complete recruiting logs can be submitted to fulfill this request. 2. When traveling by air, train or rental car, an itemized receipt must be included with the expense statement that includes the dates and amounts. (For example, the pink copy from Enterprise, which is the contract, is not the receipt.) 3. For meals where actual expenses are claimed and it is more than the $30/day per diem, the itemized receipt must be submitted. The signed credit card receipt is not the proper receipt to submit. If the expense statement does not include the information in Items 1 & 2 above, it will not be processed. If the expense statement doesn't comply with Item 3, the charge will be removed from the reimbursement request. REVENUE The following types of revenue will be deposited into the athletic department s state funds: (a) season ticket, game ticket, concession, program and clothing sales revenue; (b) guarantees; (c) HOPE book checks (for those whom the Department is paying for their books); (d) sport camp money; (e) entry fees for events that particular sports teams host (i.e., softball and golf tournaments); (f) A-Sun Conference and NCAA pay-outs (e.g., designated programs and tournament reimbursements); (g) housing payments for athletes or others who are not provided 9- months of housing (and the Department has paid up-front for their housing); (h) other (lease agreements). Booster Clubs will receive donations specifically designated to them. The Foundation will receive the following types of deposits. (a) donations; (b) sponsorships; and (c) royalty income. 1) Ticket Sales: A deposit log, from the Bursar, will be filed along with documentation supporting the tickets used. The information will include: (a) the first ticket sold number 50

51 and the number of the first remaining ticket for each ticket price; (b) the number of tickets sold at each price; (c) the number of KSU students and faculty/staff admitted with their ID cards; (d) the number of complimentary tickets provided, listing both named individuals and/or groups, including opposing teams, and; (e) the number of passes provided to visiting press and officials. NOTE: The above procedure may change with the use of the new ticketing system. The procedure will be revised accordingly, if necessary. 2) Contributions: If a contribution is designated for any particular sport, it will be credited to that particular Booster Club account. If the contribution is unrestricted, it will be credited to the Administration Booster Club. Tax deduction letters will be issued promptly upon receipt of a contribution. 3) In-Kind Contributions: All in-kind contributions will be communicated to the finance department. The company/person giving the contribution will be required to provide an estimated value. The finance department will work with KSU s business services to appropriately reflect the in-kind contribution on the financials. REVENUE/ROYALTY/SPONSORSHIP AGREEMENTS The Finance Department will maintain all sponsorship agreements. SCHOLARSHIPS Athletic aid contracts must be signed prior to any athlete receiving any type of financial aid. Athletic aid, which varies by individual, can consist only of the cost of tuition, fees, books, room and board. A given contract must be signed by the Head Coach, Athletic Director and Financial Aid Director. Contracts are normally for one academic year. The Compliance Director and the Director of Finance will work with the Controller, the Director of Financial Aid and the Bookstore to determine the best mechanism to provide scholarship data for the semester payment of tuition, fees, books and room. The payment of board will most normally be on a monthly (9-months) basis and should be approved by the Compliance Director and the Business Manager. In rare cases a coach may award an athlete a sum-total (i.e., $3,000 in lieu of designated areas) per/semester to be applied to whatever costs the athlete chooses. HOPE students receive $150 per semester for books. HOPE athletes, for whom the Department pays all book costs, reimburse the department for any book money they are refunded. In some cases this will be the entire $150 and in other cases it will be less depending on whether the Department has covered fees not paid by HOPE. CAMPS AND CLINICS The Compliance Director will monitor camps/clinics at or outside KSU either sponsored or worked by KSU personnel. The NCAA has specific rules for camps/clinics. Any Department employee involved in such a camp must take vacation time for all of the time (Monday through Friday) spent in such a camp. 51

52 Sports camps draw a significant number of visitors to the KSU campus. The Department collects 25% of the gross revenue for the first 100-campers of any sport and 15% of the gross for all campers above 100. Insurance, equipment/supplies, trainers, t-shirts, etc. are cost items for each camp. Coaches share in the net profit of the camp after the above payments and payments to camp employees are accounted for. POLICY Camps and clinics owned and operated by KSU coaches are independent ventures. However, under NCAA rules, any camp or clinic that is owned or operated by an institutional staff member is, by definition, an institution s sports camp or instructional clinic. As such, all camps and clinics conducted by KSU coaches or staff must be operated in compliance with all NCAA and ASUN regulations and must be well organized and well documented. In order to maintain proper institutional control over camps and clinics, the following policies and procedures must be followed: KSU Camp & Clinic Procedures All sport camps and clinics must be registered with the Compliance Office prior to advertisement or promotion of the camp. The steps listed below must be followed: 1. Each sport intending to conduct a camp/clinic must designate an individual (head/assistant coach, operations director) to serve as camp director. The director is responsible for ensuring that proper policies and procedures are followed. 2. Submit KSU Outside Income Agreement for Athletics Department Staff Members form in December. All athletic staff members must receive prior annual written approval from the President (See NCAA Bylaw ). 3. Submit proper documentation from the KSU Pre- and Post Camp / Clinic Checklist to the athletic compliance office with any necessary attachments [i.e., brochures, website materials, advertisement, etc.] in advance of printing brochures or advertisements. 4. Submit the KSU Job Description for KSU Camp/Clinic Employees Form to the athletic compliance office to receive prior approval from the Assistant Athletic Director for Compliance to employ your student-athletes and other staff prior to the start of the camp. 3. Submit the KSU Free or Reduced Admission Recipient Form to the Assistant Athletic Director for Compliance to receive prior approval for any recipients who will receive camp or clinic free or reduced admission privileges. If there are reduced or free admissions offered a written explanation must be submitted for approval. 4. Each camp director must complete the following forms in their entirety. The post-camp reports must be submitted to the Assistant Athletics Director for Compliance within 30 days following the completion of all camp/clinic sessions. Subsequent to the camp or clinic the following forms must be submitted to the athletics compliance office: Governing Rules: Regulations Governing Camp Participants & Prospect Involvement 52

53 1. All camp participants must be listed, along with requested information, on the KSU Camp/Clinic Final Registration List for each session of camp. The registration list must be filed with the other Post-Camp Reports within 30 days following completion of the all camp/clinic sessions. Any sports camp/clinic conducted by a KSU coach shall be open to any and all entrants limited only by number and age of participants. 2. The KSU staff members or representatives of KSU s athletics interests shall not employ (either on a salaried or volunteer basis) or give free or reduced admission privileges to a high school, preparatory school or 2-year college athletics award winner. This rule applies to any individual being recruited by KSU per , even if the individual never has lettered in high school (e.g., the individual participates on club teams). This rule does not apply to a PSA that neither is a high school athletics award winner nor has been recruited by KSU, regardless of the fact that he/she has started classes for the 9th grade. 3. Representatives of KSU s athletics interests and KSU staff members may not pay a prospect s expenses (i.e., transportation, lodging, etc.) to attend a KSU sports camp or clinic. 4. KSU may not permit or arrange for a prospect, at the prospect s own expense, to operate a concession to sell items related to or associated with KSU s camp. 5. Any men s or women s basketball camp or clinic must include an educational session detailing NCAA initial eligibility standards to all camp/clinic participants. Rules Governing Coaches Involvement 1. Members of KSU s basketball coaching staffs may not serve in any capacity (either on a salaried or volunteer basis) at a non-institutional (e.g., privately owned) camp, clinic or coaching school in which prospects participate in physical activities, or in Division I football in which a senior prospect is employed. 2. In sports other than football and basketball, KSU athletics department personnel may not serve in any capacity (either on a salaried or volunteer basis) in a privately owned camp, clinic or coaching school in which a high school, preparatory school or two-year college athletics award winner is employed. 3. No KSU staff member may be employed (either on a salaried or volunteer basis) by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services. 4. A football or basketball camp, clinic or coaching school which is owned or operated by a KSU coach and in which prospects participate, may take place only during the months of June, July and August. 5. NCAA recruiting calendar rules do not apply to collegiate coaches who are employed in a KSU camp. However, other coaches attending a camp, conducted by KSU coaches on the KSU campus, as observers are subject to recruiting contact and evaluation restrictions. The same is true for any KSU coaches attending another institution s camp as an observer. 6. A sports camp or clinic conducted by KSU coaches at which prospects participate may not be held during a dead period for that sport. 53

54 8. A KSU basketball coaching staff member may attend only institutional basketball camps per bylaw and non-institutional organized events (e.g., camps, leagues, tournaments and festivals) that are certified per bylaw KSU coaches are responsible for ensuring that the event they attend is on the list of certified events prior to departing campus for such event. Rules Governing Employment of KSU Student-Athletes in Camps/Clinics 1. Great care must be exercised when hiring KSU student-athletes to work summer camps. The provisions and interpretations of NCAA bylaws related to playing and practice seasons (Bylaw 17) and summer camps (Bylaw 13.13) are to be followed when student-athletes are employed by the Camp Director. If questions arise as to the permissibility of employment, the Assistant Athletic Director for Compliance must be consulted prior to employment. 2. A student-athlete who is employed at a sports camp or clinic conducted by KSU coaches must meet the following criteria: A student-athlete s employment arrangement in a KSU camp or clinic must be approved in writing by the Associate Athletics Director for Compliance at least two weeks prior to commencement of the employment on the KSU Camp / Student-Athlete Employment Form. The student-athlete s name must appear on the KSU Camp/Clinic Student-Athlete & Staff Compensation Form with all pertinent information regarding amount of compensation. The final compensation form must be filed with the Post-Camp report within 30 days following completion of all camp/clinic sessions. A student-athlete must be assigned duties that are of a general supervisory nature with no more than 50% of the student-athlete s time allocated to coaching or officiating. Compensation must be commensurate with the regularly accepted rates for camp counselors with similar qualifications and responsibilities. The student-athlete must be compensated from the camp or clinic s general account and not from a coach s personal account. International student-athletes who are employed by the camp must be paid via a University time sheet with a University issued check through the business office account established for this purpose. A student-athlete who only lectures or demonstrates at a camp or clinic may not receive compensation for his/her appearance at the camp or clinic. The student-athlete shall not participate in organized practice activities other than during the institution s playing season in the sport. 4. There are no limits on the number of student-athletes in a particular sport (other than football) who may be employed (e.g., as counselors) in camps or clinics. Paying Camp Workers/Student Athletes If your camp workers have been KSU Employees/Student Assistants/Workers somewhere on campus in the current year and were paid through payroll, no additional forms are required to get them in the system. You will only need to document their payment on the Sports Camp Accounting Sheet form which can be found on the shared I drive. In order to expedite the payment to workers for summer camps not on payroll, the worker should complete the Individual Vendor Information form, which is on the shared I drive. This information on this form is required by the IRS. The form must be faxed/mailed directly to 54

55 accounts payable - the delivery information is at the top of the form. Please keep in mind that if the worker is an international, the worker will need to contact Nancy Sanders at or at nsanders@kennesaw.edu. After the camp, please complete the Sports Camp Accounting Sheet form and forward to the Business Manager for input into the AGS system. If the worker is paid through payroll, the pay will be added to their normal paycheck and they will be on their normal schedule, bi-weekly or monthly. If the worker is not paid through payroll, they should expect a check at the address on the Individual Vendor Information form within 2 weeks of submitting the information. Rules Governing Employment of High School, Prep School or JC Coaches 1. The University or KSU athletic department employees may employ a high school, preparatory school or two year college coach at a KSU camp or clinic, provided: The coach receives compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience, and the coach is not compensated or reimbursed based on the number of campers the coach sends to the camp. The coach is not paid on the basis of the value the coach may have for the employer because of the coach s reputation or contact with prospective student-athletes; and 2. The coach s name must appear on the KSU Camp/Clinic Student-Athlete & Staff Compensation Form with all pertinent information regarding amount of compensation prior to the camp / clinic. The final compensation form must be filed with the Post-Camp Reports within 30 days following completion of the camp / clinic. Rules Governing Camp Brochures & Advertisements 1. The Associate Athletics Director for Compliance must approve brochures, website materials and advertising for any KSU camp or clinic in advance of printing. 2. Names or pictures of student-athletes with remaining eligibility may not be used in the camp brochure if the Student-Athlete is not to be employed as a counselor at the camp. Camp brochures may use the name or picture of those student-athletes with remaining eligibility who will be employed as camp counselors, but only to identify the student-athlete as a camp staff member. A student-athlete s name or picture may not be used in any other way to directly advertise or promote the camp. In addition, if the brochure or web site is designed with specific sections the Student-Athlete s picture and name must be clearly designated in the camp counselors section. Fees NCAA rules govern who can receive free or reduced admission and who can pay for a prospect s admission. In addition, The KSU, camp staff and sponsors are obligated to follow sound financial accounting practices by documenting receipt of fees. 1. For departmental camps (i.e., basketball, men s golf, and cheerleading) or departmental managed noninstitutional camps, (1) all compensation payments must be paid through University payroll and a University account must be used for the collection of all attendance fees and payments of all expenses, OR 55

56 2. For coaches private camps, (2) copies of comprehensive and detailed records must be supplied to the athletics compliance office covering all aspects of the camp or clinic. Discounts and funds must be documented. Not Permissible 1. A booster (defined in Bylaw ] may not pay a prospect s expenses to attend KSU s institutional camps/clinics. 2. Recruited OR high school, preparatory school or two-year college athletics letter winners may not receive free or reduced admissions, unless they are part of a group receiving a discount available to any group of specified size Camp/Clinic Scholarships/Discounts If a camp brochure indicates scholarships or discounts might be available to participants, it should also contain the following statement: * Athletic award winners and individuals who have been recruited by the institution are not eligible for such scholarships. * The camp/clinic application should ask participants to indicate whether or not the participants are athletic award winners or recruited potential student-athletes. Additional: 1. Group Discounts may be offered to coaches and athletes provided those discounts are available on an equal basis with documented standards (e.g., advertised) to all who wish to take advantage of them. [Staff 6/2/98] 2. Children of Camp/Clinic Staff and/or Athletics Department Staff may be provided free or reduced admission provided the benefit is available to all coaches instructing in the camp/clinic. This precludes reduced admission to nieces, nephews, grandchildren, etc. [Staff 10/14/98] 3. Recruited OR high school, preparatory school or two-year college athletics letter winner may be provided reduced admission only if they are part of a group receiving a discount available to any group of a specified size. 4. Employees may not work in exchange for their child s admission fee. Tax rules preclude this type of exchange. C.) MISCELLANEOUS 1) Tax/International Students: All information (name, SS#, home country, specific aid received and amount of tax with-held or to be paid) on every international athlete/graduate assistant, will be provided to Business Services by the Department. 2) Leasing: The athletic facilities are sometimes used by outside groups (state all-star games; the Georgia Games; youth tournaments) if it provides some notoriety to KSU athletics. In some cases a cash payment has been provided. These payments are deposited into that sport s operating budget. 56

57 Student Athlete Camps & Clinics Employment Permission Form A student-athlete who is employed in any sports camp or clinic must meet the following requirements: (a) The student-athlete must perform duties that are of a general supervisory character in addition to any coaching or officiating assignments. (Revised: 4/28/05) (b) Compensation provided to the student-athlete shall be commensurate with the going rate for camp or clinic counselors of like teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletics reputation or fame the student-athlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletics skills of the student-athlete. (Revised: 1/11/94) (c) A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic. (Adopted: 1/11/94) This form constitutes official permission for the student-athlete to participate in the camp or clinic listed below Name: Sport: Permanent Address: Phone Number: Address: 1. Does this camp/clinic offer specialized institution, practice and or competition in a particular sport? Yes No 2. What will you responsibilities (i.e., director, lecturer, instructor, counselor, etc..? 3. What % will be coaching and or officiating? 4. Name and location of Camp/Clinic? 5. Dates of the Camp/Clinic? 6. What will be the rate for your position? Contact Person: Title/Position: Address: Address: Phone Number: Fax Number: By signing below, I affirm that I have discussed the information I provided on this form with the appropriate athletics compliance official to determine my eligibility to participate in the above mentioned camp or clinic. I have completed and reviewed the responses to the form above and agree that the information is correct. Student- Athlete Signature Date Approved by Head Coach Date Approved by the Assistant Athletic Director for Compliance Date: Yes No 57

58 Free or Reduced Admission Recipient/Group Camp: Individual Recipient: Free/Reduced Admission Amount: $ Name of Recipients/Group: Reason for request 1. Son/daughter of a coach.administrator working the camp 2. Son/daughter of a KSU athletic department staff 3. Group discount 4. Multiple camp participants (must be within the same sport) 5. Family discount (must be siblings) 6. Other Individual basis for discount (discounts given in 1-3 must be available for all individuals in a given category) NCAA Policy Statement I am aware of NCAA rules and regulations involving camp or clinic free or reduced admission privileges addressed in NCAA bylaw certify that the camper(s) named above falls into the category checked. Sports Camp/Clinic Director Parent of Guardian (if 1# or #2 checked) coach if (#3 checked) Approved Director of Compliance Reference Bylaws Employment of Prospects. No free or Reduced Admission Privileges An institution, members of its staff or representatives of its athletics interest shall not employ or give free or reduced admission privileges to a high-school or two year college athletics award winner for purposes of this rule high school includes the ninth grade level, regardless of whether the ninth grade is part of a junior high school system. Staff interpretation Oct. 29, 2003: The membership services staff confirmed that it is permissible for an institution to have an institutional policy or athletics department policy that permits the children of institutional staff members or athletics department staff members to be employed or receive free or reduced admission to the institution s camps or clinics regardless of whether the staff member s child is a high-school, preparatory-school or two-year college athletics award winner. Further, the membership services staff confirmed that it is permissible for an institution to provide free or reduced admission to its camp or clinic to the child of a coach who is an instructor in the camp or clinic (who is not an athletics department staff member at the institution hosting the camp or clinic), provided the opportunity is available to children of all coaches instructing in the camp or clinic Staff interpretation Jun 2, 1989: Group Discounts to Camps or Clinics: Reviewed Bylaw (prohibited compensation), Bylaw (free or reduced admission) and 02/18/87 staff minutes, Item No. 3, and confirmed that a member institution's camp or clinic may offer group discounts to coaches and athletes, provided those discounts are available on an equal basis with documented standards to all who wish to take advantage of them. 58

59 KSU PRE and POST CAMP/CLINIC CHECKLIST This form must be submitted to the Director of Compliance prior to the printing of brochures and launching of web site or related links. Name of Camp Director: Dates of Camp: from / to / Pre camp/clinic requirements: Yes No 51 percent owned by KSU athletic department employee Yes No Athletic department employee is directly responsible for managing and operating the camp/clinic Yes No Is this a developmental camp/clinic YES No Is this a developmental Camp/Clinic for Employees Camp/Clinic staff roster (see form: KSU Sports Camp/Clinic Staff Compensation ) Copies of all contracts with camp/clinic employees Written description of responsibilities for all employees Written description of any benefits given to employees (i.e., trans, housing) Written description of room and board arrangements for participants & employees ADS or BROACHURES Copies of all advertisements, brochures or website links & materials (in advance) REGISTRATION Copy of application Written participation policies specifically outlining the following The camp/clinic is open to any and all entrants Camp/clinic participation is first come, first serve Fees Description of procedures for depositing and expending funds pertaining to registration fees Written policies outlining the following: When discounts will be allowed Copies of KSU free or reduced admission recipients group requests Description of refund policy CAMP/CLINIC ACTIVITIES Description of camp activities or schedule of events OUTSIDE SPONSORSHIP Documentation of any corporate sponsorship Documentation of sponsorship of any scholarships or transportation AWARDS or MERCHANDISE Written description of any awards that will be distributed to participants Written description of any free merchandise that will be distributed to participants Written description of concession arrangements (i.e., types of merchandise, concessions employees etc. 59

60 KSU Job Description for Camp/Clinic Employees Must be submitted to the Business office along with the Camp/clinic Checklist. Submit a separate sheet for each session of the camp/clinic Dates of Camp from: _/_/_ to _/_/_ POSITION TITILE: SPORT: EMPLOYEE NAMES UNDER THIS TITLE: 1. Institutional Staff Member Student-Athlete HS Coach Other: 2. Institutional Staff Member Student-Athlete HS Coach Other: 3. Institutional Staff Member Student-Athlete HS Coach Other: 4. Institutional Staff Member Student-Athlete HS Coach Other: 5. Institutional Staff Member Student-Athlete HS Coach Other: Mark all responsibilities of this position and indicate approximate % of time allocated to each duty. Note: Student-Athletes must receive prior written approval for employment at any camp/clinic. % Registering participants % Set up maintain facilities or equipment % Tear down facilities or equipment % Supervise registrants between sessions % Supervise recreation activities % Conduct educational sessions % Officiate/referee % Supervise dorms of grounds % Keep time/score % Lecture/demonstrate % Coach (instruct drills, develop skills, coach games) % Other (describe) Compensation: Hourly $ Per session $ Other $ Submitted by Camp Director Approved by Assistant Director for Compliance Date / / Date / / In addition, during its December 17, 1992, telephone conference, the Interpretations Committee determined that it is not permissible to establish varying levels of compensation for student-athletes employed in a sports camp or clinic based on the level of skills of the student- athletes. The committee noted that the level of a student-athlete's skills does not directly relate to the student-athlete's teaching ability. Thus, the establishment of different rates of compensation for student- athletes employed in a camp or clinic (not based on actual camp experience) is an indication that the student-athletes are being paid on the basis of the value that the student-athletes may have for the employer because of the athletics reputation or fame the student-athletes have achieved. 60

61 CAMP ACCOUNTING FORM KSU SPORT CAMP ACCOUNTING SHEET SUMMER 2006 Date/Name of Camp # Campers = % Income/Camper A / % 1. Gross Income from ALL Sources 2. Gross Income to KSU Athletic Department Income/Camper * up to 100 Campers * 25% Income/Camper * over 100 Campers * 15% 3. Gross Income Remaining A+B A B B - C 4. Total Operating Expenses (a-f) a. $2 per camper b. T-shirts c. Award and Trophies d. Signage and Promotion e. Other Equipment and Supplies f. Taxes for camp workers 5. Instructors Salaries: Name 6. Remaining: Camp Directors C+D+E Employees who will receive the remaining funds Name 61

62 Tickets I. General Ticket Information a. Gate receipts from athletic events are an important source of revenue for the Kennesaw State University Athletic Program. Admission charges are a user fee, necessary to generate funds for operation of the program. The individuals charged with operating the Ticket Office include: The Athletics Director and the Ticket Manager. In addition, The Director of Marketing and Development will work closely with the Ticket Manager to fulfill attendance and promotional targets set annually by the Athletics Director. b. The price of tickets is recommended by the Ticket Manager and approved by the Athletic Director each year. i. The price is determined by comparing the cost of comparable entertainment in the immediate area as well as taking into consideration the other conference schools and opponents. ii. A ticket is assigned to each seat available for occupancy for all home men s basketball games. iii. All other ticketed athletic contest will have limited reserved seating sections with the balance of seats being General Admission. II. Distributing, documenting and controlling tickets a. All season and individual ticket sales are conducted from the Ticket Office or at the game site. b. All money received is deposited in the Business Office and credited to the proper account. c. All persons admitted to an athletic contest for which there is an admission charge must provide a valid ticket or appear on a pass list. i. Gate and/or doorkeepers are utilized to insure that persons who are admitted to athletic events have a valid ticket or are on the pass list. ii. Security personnel and ushers are maintained to enforce seat assignment and appropriate conduct at athletic contests. 62

63 III. Complimentary Admissions for Student-Athletes (NCAA bylaws a. Prior to each home contest, the Student-Athlete will submit to the head coach or his designee the names of up to four (4) individuals that will comprise his or her complimentary pass list (See attachment A ). The coach will review this list for accuracy and duplications and submit it to the Ticket Manager. b. For home contest held Mon.-Fri. after 5:00pm this list must be in the office of the Ticket Manager 4 hours prior to scheduled tip-off. For home contest held Monday- Friday before 5:00pm this list must be in the office of the Ticket Manager by the close of business hours (9:00am 5:00pm) the day prior to the game. For Home contest the complimentary list must be in the office of the Ticket Manager 24 hours prior to game day. If the contest is held on Saturday or Sunday, the list must be submitted by 3:00pm on the Friday before the event. c. Individuals utilizing the pass list must be prepared to show picture identification and sign for the complimentary ticket. In the event the individual on the list is under the age of 16 with no picture ID, the minor s parent or guardian will be required to sign for them. No hard tickets are ever issued per NCAA bylaw The person on the complimentary list will be given a stub for admission into the athletic contest. IV. Complimentary Admissions during Official/Unofficial Visit (NCAA bylaws a. During an official visit, the host coaching staff may arrange for complimentary admission to a campus athletic contest for the prospective student-athlete, his or her parents or legal guardians, or spouse up to three (3) complimentary admissions to a single campus athletic event). b. Prior to the athletic contest, the complimentary admissions must be provided by including the specific names on an Institutional Pass List (See attachment B ) and submitted to the Ticket Manager as follows: For home contest held Mon.-Fri. after 5:00pm this list must be in the office of the Ticket Manager 4 hours prior to scheduled tip-off. For home contest held Monday- Friday before 5:00pm this list must be in the office of the Ticket Manager by the close of business hours (9:00am 5:00pm) the day prior to the game. Twenty four hours prior to the contest. If the contest is held on Saturday or Sunday, the list must be submitted by 3:00pm on the Friday before the event. c. Individuals utilizing the pass list must be prepared to show a picture identification and sign for the complimentary ticket. In the event the individual on the list is under the age of 16 with no picture ID, the minor s parent or guardian will be required to sign for them. No hard tickets are ever issued per NCAA rules, but the person on the complimentary list will be given a stub for admission into the athletic contest. 63

64 V. Complimentary Admission Visiting Team a. A Visiting team pass list is to be turned in to the ticket office twenty four hours prior to the contest. no later than arrival to the contest. b. Contest against ASUN Opponents: visitors will be allotted 50 tickets. i. Individuals utilizing the pass list must be prepared to show a picture identification and sign for the complimentary ticket. In the event the individual on the list is under the age of 16 with no picture ID, the minor s parent or guardian will be required to sign for them. No hard tickets are ever issued per NCAA bylaw The person on the complimentary list will be given a stub for admission into the athletic contest. c. Contest against a non-conference opponent: the amount of visiting tickets will be determined by the game contract. Coaches are responsible for providing the Ticket Manager the number of tickets promised to the visiting team prior to the start of the season. Because complimentary tickets result in loss sales opportunities, it is imperative that each sport provide the Ticket Manager with this information to allow the promotions and development staff the chance to cultivate their constituencies to fill seats. VI. Student Tickets a. Kennesaw State University students are admitted to all home regular season athletic contests by presentation of a valid KSU Student I.D. b. Student seating is restricted to designated areas for men s basketball games. All other athletic contests are General Admission seating. VII. Faculty/Staff Tickets a. Kennesaw State University faculty/staff are admitted to all home regular season athletic contests by presentation of a valid KSU I.D. b. Faculty/Staff will receive assigned seating at men s basketball games. All other athletic contests are General Admission seating. o VIII. Athletics Department Employees Athletic department staff members will receive complimentary tickets to KSU athletic contest in which there is an admission charge per NCAA bylaws. Employees wishing to attend a contest need to contact the ticket manager in advance to secure their tickets. IX. Group Tickets 64

65 Tickets for group and special promotional events are submitted for review and approval by the Ticket Manager and the Assistant Director of Marketing and Promotions prior to their implementation. These are not complementary tickets, but all such tickets shall be accounted for by the Ticket Manager. X. Special Passes a. A listing of special passes issued for each event will be prepared and filed for audit purposes. The listing will include the number of passes by user category, the pass numbers, the purpose of issuing the pass, and to whom the pass was issued. b. Press passes are controlled by the Sports Information Office. Passes for game workers and concession workers are distributed prior to the game and worn in a visible manner at all times. The passes are controlled by the Director of Facilities of the Convocation Center for Athletics. DEVELOPMENT The Development Office is the primary fund raising arm of the Athletic Department. This office is charged with locating, developing and procuring sources of funding for the Athletic Department. Because of the nature of development and fund-raising the Marketing Coordinator, Ticketing Manager and Sports Information report to the Director of Development. All activities designed to secure monies, gifts in kind or services must be approved and directed by the Development Office. To assist the department in its efforts, head Coaches are responsible for creating and managing a support (booster club) group for their programs. In addition, each year Head Coaches must submit to the Athletics Director and the Director of Development a fundraising plan for the coming year. The plan should include the following: Goal(s) with a timeline Planned activities Use of funds Proposed use of current Student-Athletes (if applicable) Proposed use of funds raised Once approved Monies derived from the fund raising effort can be used to offset current years cost or be placed in an account for capital items to be purchased at a later date. All funds raised, gifts or services must be accounted for by the Business Manager and deposited in the Foundation Account earmarked for that specific program within two business days of receipt. In those cases where monies cannot be deposited within two business days of receipt, a brief written explanation signed by the individual responsible should be submitted with the funds. 65

66 Checks or money orders should be made out to KSU Foundation Athletics. The donor(s) can designate on the check a specific sport or program to earmark the funds. When soliciting donors staff are encouraged to promote the non - profit status of the department and the tax benefit available to donors. The Director of Development is responsible for acknowledgment letters that include tax benefit information for donors. KSU Foundation The KSU Foundation is a non profit organization charged with supporting the efforts of the athletic program through supervision and management of financial solicitations and contributions. The foundation as the Universities fund raising arm operates within the policies and procedures mandated by the State of Georgia and the Board of Regents. In addition, the Foundation meets the requirements of the NCAA relative to institutional control which mandates that KSU manage contributions from donors and person with athletic interest. Recording of contributions All funds and gifts must be deposited and or recorded by the Foundation within two business days of receipt. The Athletic Department Development Office is charged with administering this policy in conjunction with the Athletic Business Office. All contributions received by staff or coaches must be brought to the Development Office of Business Office. Team Accounts In keeping with NCAA requirements. All support groups (booster clubs) must have their financial accounts housed and controlled by the Athletic Department through the Foundation. Use of funds must be approved by the Athletics Director through a formal request from the head coach of a specific sport. Booster Clubs (Support Groups) See Support Group Bylaws page

67 STUDENT-ATHLETE WELFARE Besides orientations and information (e.g., KSU Catalogue; Student Handbook) provided by Kennesaw State University for all students the Athletic department developed initiatives that provide for the welfare of its Student-Athletes. These initiatives are: (1) a Fall Student-Athlete Orientation which includes a packet of NCAA information forms and discussion of all facets of KSU athletics; (2) a Student-Athlete Handbook that contains information on all aspects of being a KSU athlete; (3) A Team Handbook that informs each Student-Athlete of their responsibilities to the team; (4) required and constant contact with Student Success individuals and coaches regarding academics, their sport, participation in student life and any other items important to the individual athlete; (5) representation on the Student-Athlete Advisory Council which advises the Athletic Director about student-athlete suggestions, concerns and problems; (6) following NCAA rules which control items such as practice and competition limits; (6) the Financial Aid Committee and the Grievance Committee which have been initiated to provide student-athletes with procedures to handle problems; (7) a community service requirement that each team, each year, involve itself in some needed campus or community project; (8) besides the normal resident assistants at campus housing, at least one coach lives in campus housing to provide assistance to and the monitoring of athletes; (9) a full-service training staff, including trainers, physicians and a strength coach, that augments the campus health service; and, (10) a KSU 1101 class that focuses on academic skills and a series of workshops for athletes that discuss such diverse topics as nutrition and career goals. Grievance and/or Appeals Procedures The KSU Athletics Board Grievance Committee hears grievances of student-athletes who have issues with any athletically related items other than athletically related financial aid (all issues dealing with athletically related financial aid can be eventually appealed to the Financial Aid Appeals Committee). As with all appeals, the individual must initially attempt to solve the issue with their coach or supervisor, and if that does not resolve the situation, the Athletic Director becomes the final appeal in the Athletic Department. If those appeals are denied, the Grievance Committee then becomes the final appeal. The Grievance Committee does not hear grievances relating to general student conduct, academic integrity, or grade appeals; in those arenas studentathletes must follow the appeals procedures of the Student Judiciary Office like all other KSU students. It should be noted that the Athletic Department may invoke penalties in addition to those provided by the Student Judiciary Office if the offense is deemed severe. To initiate a hearing before the Grievance Committee, a student-athlete must request it in writing through the use of his/her KSU account. The request must be sent to the Athletic Director no later than 5:00 PM five business days after the Athletic Director denies the student-athlete's appeal. The Athletic Director must communicate this request to the Chair of the Grievance Committee. A hearing date and time will be set by the Chair of the Committee, making a good faith effort to find a time convenient to the petitioner as well as the committee members. At least five of the seven voting members, including at least one student, must be present for an official hearing to occur or a decision to be made. The hearings will begin with the testimony of the coach and/or the Athletic Director as to the circumstances and rationale for the decision under appeal. The studentathlete will then indicate the basis for the appeal. The Committee members may question all who testify. The two sides will question one another only if the Committee suggests it and both sides agree. The voting members of the Committee may call upon ex officio members of the Committee for information and opinions either during the hearing or during the period of deliberations 67

68 preceding the vote. Deliberations will be held after the petitioning student-athlete, the coach, the Athletic Director and all ex officio members, except those expressly invited by the chair to remain, have retired. Decisions will be made by a simple majority vote (if only six members participate and the vote is a tie then the decision of the coach and Athletic Director will stand unchanged) and will be communicated in writing by KSU to the petitioning student-athlete, the coach and the Athletic Director, within three business days of the date of the hearing. The decisions of the Grievance Committee are binding on the Athletic Department and its coaches. Student athletes who have completed the entire hearing and decision process may appeal the outcome of that process to the President of the University. Any such appeal from the studentathlete to the President of the University must be in writing and delivered to the President's office by KSU no later than 5:00 PM five business days after the Grievance Committee's decision is delivered to the student-athlete by KSU . Admission and Retention KSU admissions standards are determined in accordance with the requirements of the Board of Regents. Students who do not meet the requirements can petition the University Admissions Committee. The Committee will review the applicant s academic record as well as their community service record (which includes extra curricular activities e.g., athletics). Athletic Prospects will be handled in the same manner as all other applicants, however coaches can petition on behalf of Prospective Student-Athletes who at the very least meet NCAA eligibility requirements. If a coach believes a prospects situation is one which deserves a review, he/she must appear before the Admissions Advisory Committee of the Athletic Board. The decision of the AAC is final. Again, the use of NCAA required standards will be the benchmark for athletic prospects not meeting regular University Admission, but wishing to apply through petition to the Admissions Committee. Retention of students is most important to KSU. It is the goal of the University to assist students in reaching their academic goals and in turn provide them with opportunities for a brighter future. To this end the Athletic Department is committed to providing each Student-Athlete with the necessary tools to be successful. In addition, a monitoring system is in place to follow the progress of each Student-Athlete. 68

69 Academic Support As members of the National Collegiate Athletic Association (NCAA), Kennesaw State University has the responsibility to conduct its intercollegiate athletics program in a manner designed to protect and enhance the educational welfare of its student-athletes and to assure proper emphasis on educational objectives. Beginning with Fall of 2005, the University will have a full-time Director of The Academic Center for the Enrichment and Success of Student-Athletes, with several part-time individuals also serving in the academic support area. Student-athletes will initially meet with their declared major advisor and then with an athletic department advisor that will check the suggested schedule in terms of NCAA regulations and graduation requirements. Besides the support staff, individual coaches from each team will assist in monitoring the academic standing of each student-athlete. In coordination with university wide services offered by the University, athletics will classify each student as high risk, at risk or as an achiever. Those in the risk categories will be required to attend study hall, present class outlines for analysis, have their assignments reviewed and submit to tutoring if their grade falls in the C area. For every athlete, class attendance, assignment completion and test scores will be requested from all instructors on a frequent basis through Academic Progress Reports which may be accessed on-line or through hard copies provided by the athletes. The department has established methods for making certain that student-athletes fulfill two priority items: (1) each athlete must deliver, during the initial week of class, to their instructor the dates of any missed classes for away contests; and, (2) no athlete may drop a class without the permission of both their coach and the director of ACCESS. The ACCESS Director and staff will intervene immediately if a student-athlete shows the first sign of academic struggle or commitment /effort. While the punishment for academic misconduct (i.e., a missed class) varies among teams, each KSU head coach is responsible for making sure their athletes see academics and the pursuit of a college education as a worthwhile mission. Some of the services permitted by NCAA in the area of Student-Athlete welfare and academics include the following: NCAA Bylaw Permissible Expenses a. Tutoring expenses; b. Drug-rehabilitation program expenses; c. Counseling expenses related to the treatment of eating disorders; d. On-campus student development and career counseling (including the provision of related materials of little or no commercial value to student-athletes) utilizing outside resources; e. Use of computers and typewriters. Use of institutionally owned computers and typewriters on a checkout and retrieval basis; however, typing/word processing/editing services or costs may not be provided even if typed reports and other papers are a requirement of a course in which a student-athlete is enrolled; f. Use of copy machines, fax machines and the Internet, including related long-distance charge, provided the use is for purposes related to the completion of required academic course work; 69

70 g. Course supplies (e.g., calculators, art supplies, computer disks, subscriptions), provided such course supplies are required of all students in the course and specified in the institution s catalog or course syllabus h. Cost of a field trip, provided the field trip is required of all students in the course and the fee for such trips is specified in the institution s catalog; and i. Non electronic day planners. Extra Benefits NCAA Bylaw An extra benefit is any special arrangement by an institutional employee or a representative of the institution's athletics interests (Booster) to provide a student-athlete or the student-athlete's relative or friend a benefit not expressly authorized by NCAA legislation. Receipt of a benefit by student-athletes or their relatives or friends is not a violation of NCAA legislation if it is demonstrated that the same benefit is generally available to the institution's students or their relatives or friends or to a particular segment of the student body (e.g., foreign students, minority students) determined on a basis unrelated to athletics ability. (Revised: 1/10/91) NCAA Bylaw A student-athlete shall not receive any extra benefit. Receipt by a studentathlete of an award, benefit or expense allowance not authorized by NCAA legislation renders the student-athlete ineligible for athletics competition in the sport for which the improper award, benefit or expense was received. If the student-athlete receives an extra benefit not authorized by NCAA legislation, the individual is ineligible in all sports. Student-Athletes at KSU are ambassadors of the University. They represent KSU to the outside community and the world. This position however does not afford Student-Athlete special privileges. Coaches, staff, KSU, faculty and alumni must be diligent in making sure they do not give special treatment to Student-Athletes. Any service, gift or favor can result in an extra benefit violation. Student-Athletes are informed of the rules regarding extra benefits and their implications during the pre season orientation. They are also given literature to read detailing Bylaw 16. Some of the prohibited activities include: Nonpermissible Telephones and Credit Cards It is not permissible to allow a student-athlete to use a telephone or credit card for personal reasons without charge or at a reduced cost. Exception: Per Bylaw (d), an institution may provide or arrange for a telephone call in emergency situations as approved by the director of athletics (or his or her designee) Other Prohibited Benefits An institutional employee or representative of the institution s athletics interests may not provide a student-athlete with extra benefits or services, including, but not limited to: a. A loan of money; b. A guarantee of bond; 70

71 c. The use of an automobile; or d. Signing or cosigning a note with an outside agency to arrange a loan. Extra Benefit violations can also occur if Student-Athletes are awarded for their participation in athletics. The NCAA has set limits on the value of awards of achievement and special recognition. NCAA Bylaw The awards limitations of Bylaw 16.1 apply to awards received by a student-athlete while enrolled during the academic year (i.e., from the beginning of the fall term through completion of the spring term, including any intervening vacation period) as a regular student in a minimum full-time academic load, or awards received by a student-athlete while representing the student-athlete's institution at any other time. Such awards may not include cash, gift certificates, a cash-equivalent award (i.e., an item that is negotiable for cash or trade or other services, benefits or merchandise) for athletics participation, or a country club or sports club membership. All awards/recognitions given to Student-Athletes must be approved by the Director of Athletics and the Compliance Office prior to purchase and informing the Student-Athlete. Permissible Benefits (e) Local Transportation Staff members may provide reasonable local transportation to student-athletes on an occasional basis Reasonable Refreshments for Parents (or Legal Guardians) An institution may provide the parents (or legal guardians) of a student-athlete with reasonable refreshments (e.g.,soft drinks, snacks) on an occasional basis. Note: All reasonable refreshments (e.g., events, game day, parents day, etc.) that will make use of athletics department money must have prior approval from the Business Office and the Compliance Office prior to the event on the KSU Reasonable Refreshment Request Form (page 174) Incidental Benefits Reasonable Refreshments for Student-Athletes An institution may provide student-athletes with reasonable refreshments (e.g., soft drinks, snacks) for Student-Athlete educational and business meetings and, on an occasional basis, for celebratory events (e.g., birthdays). Extra Benefits violations can occur when someone has the most innocent of intentions. If there is a question about what can be done for or with a Student-Athlete coaches and staff members should ask the Director of Compliance prior to taking any action. Other areas where violations can occur include: Occasional Meals 71

72 A student-athlete or the entire team in a sport may receive an occasional family home meal in the locale of the institution on infrequent and special occasions from an institutional staff member. An institutional staff member may provide reasonable local transportation to student-athletes to attend such meals. A student-athlete may receive an occasional family home meal from a representative of athletics interests on infrequent and special occasions under the following conditions: (Revised: 1/10/92, 4/25/02 effective 8/1/02) (a) The meal must be provided in an individual's home (as opposed to a restaurant) and may be catered; and (Revised: 4/25/02 effective 8/1/02) (b) A representative of the institution's athletics interest may provide reasonable local transportation to student-athletes to attend the meal function only if the meal function is at the home of that representative. Note: All occasional meals that will make use of athletics department money must have prior approval from the administrative sport oversight, athletics business office and the athletics compliance office prior to the meal on the Occasional Meal Request Form (page 175) (g) Nutritional Supplements An institution may provide only nonmuscle-building nutritional supplements to a student-athlete at any time for the purpose of providing additional calories and electrolytes, provided the supplements do not contain any NCAA banned substances. Permissible nonmuscle-building nutritional supplements are identified according to the following classes: Carbohydrate/electrolyte drinks, energy bars, carbohydrate boosters and vitamins and minerals. Muscle Building Supplements It is not permissible for an institution or an institutional staff member to sell or arrange the sale of muscle-building supplements to student-athletes. [References: NCAA Bylaw (extra benefit) and Proposal No (housing and meals nutritional supplements)] Films/Movies/Videotapes The institution may rent a film or movie, provide pay-per-view movies in the student-athletes' hotel rooms or take its intercollegiate team to the movies in conjunction with the student-athletes' home or away-from-home contest (immediately before or during the road trip), the night before a contest without the film or movie being considered an extra benefit not available to the student body. Such entertainment the night before a contest is considered a benefit incidental to the student-athlete's participation. Snacks: It is permissible for student-athletes to receive a snack the night before an institution's contest as a benefit incidental to athletics participation. (Official 11/93) Competition While Representing Institution An institution may provide actual and necessary travel expenses (e.g., transportation, lodging and meals) to a student-athlete for participation in athletics competition, provided the student-athlete 72

73 is representing the institution (competes in the uniform of the institution) and is eligible for collegiate competition. Such competition includes: a. Regularly scheduled intercollegiate athletics events; b. NCAA championship events and NGB championship events in an emerging sport; c. A certified postseason football game (see Bylaws 18.7 and 30.9 for conditions required for certification); d. Noncollegiate open, amateur competition; and e. Other institutional competition permissible under NCAA legislation, including postseason events Retention of Athletics Apparel and Equipment A student-athlete may retain athletics apparel items (not equipment) at the end of the individual s collegiate participation. Used equipment may be purchased by the student-athlete on the same cost basis as by any other individual interested in purchasing such equipment. Interpretation: Apparel items that are not reusable by other team members in subsequent seasons (subject to the discretion of the institution) could be considered the property of the involved Student-Athlete. Interpretation: Although shoes are considered equipment under NCAA legislation, a studentathlete is permitted to retain such items if they are no longer reusable at the end of the institution s playing season. Interpretation: A student-athlete is permitted to retain only those warm-up uniforms that were issued and utilized for actual practice and travel Athletics Equipment A student-athlete may not accept athletics equipment, supplies or clothing (e.g., tennis racquets, golf clubs, balls, shirts) from a manufacturer or commercial enterprise. Such items may be provided to the student-athlete s institution, to be utilized by the institution s team in accordance with accepted practices for issuance and retrieval of athletics equipment. NCAA Interpretation: Purchase from Manufacturer NCAA Division I institutions may provide student-athletes with actual and necessary apparel and equipment (e.g., golf clubs, tennis racquets) for intercollegiate practice and competition. In addition, NCAA Division I Bylaw specifies that a student-athlete may retain athletics apparel items (not equipment) at the end of the individual's collegiate participation. Used equipment may be purchased by the student-athlete on the same cost basis as by any other individual interested in purchasing such equipment. Such equipment must be purchased at market value pursuant to Bylaw In the event an institution does not provide student-athletes with apparel and/or equipment necessary for practice and competition, the institution may purchase such apparel and equipment at 73

74 a negotiated rate and require student-athletes to assume, in whole or in part, the cost of such items. In addition, the student-athlete may purchase apparel and equipment necessary for practice and competition directly from the manufacturer at the institution's negotiated rate, provided the institution approves the transaction and certifies the apparel and equipment is necessary for practice and competition and not for personal use. Please note that items purchased in this manner may not be considered the personal property of the student-athlete subsequent to purchase. Apparel and equipment obtained in this manner must be purchased, received, distributed and inventoried in accordance with the institution's normal apparel and equipment policies and procedures. In addition, equipment must be provided to student-athletes on an issuance and retrieval basis, and in accordance with all other Bylaw 16 restrictions, regardless of whether student-athletes purchased the equipment directly from the manufacturer. Further, a student-athlete's initial purchase contribution may be deducted from the equipment market value in order to determine final purchase price in the event the student-athlete purchases the used equipment. If the market value at the time of final purchase is less than the studentathlete's initial purchase contribution, the student-athlete is not required to provide additional funds in order to retain the used equipment. If the market value at the time of final purchase is greater than the student-athlete's initial purchase contribution, the student-athlete is required to provide the cost difference in order to retain the used equipment. Finally, a student-athlete may not purchase apparel and equipment for personal use at a reduced rate. Thus, it is not permissible for a student-athlete to purchase additional apparel or equipment (e.g., additional warm-up suits, extra set of golf clubs for family member) that is not required by the institution for practice and competition at a reduced rate. Such an arrangement constitutes an extra benefit if arranged by the institution or its staff members, or preferential treatment if provided by the equipment manufacturer unless the opportunity to purchase items in this manner is available to the general student body. Student-Athlete Employment Student-Athletes are eligible to work during the academic year. All Student-Athletes must complete the Student-Athlete Employment Form (page 151) prior to starting a job. The form must be signed by their immediate supervisor and filed in the Compliance Office. Earnings from a student-athlete's on- or off-campus employment that occurs at any time is exempt and is not counted in determining a student-athlete's cost of attendance or in the institution's financial aid limitations, provided: (Revised: 10/31/02 effective 8/1/03, 4/29/04 effective 8/1/04) (a) The student-athlete's compensation does not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability; (b) The student-athlete is compensated only for work actually performed; and 74

75 (c) The student-athlete is compensated at a rate commensurate with the going rate in that locality for similar services (see Bylaw 12.4). Employed by a Representative of Athletics Interests (Booster) The membership services staff confirmed that employment of a prospective student-athlete, regardless of recruited or athletics award winner status, by a representative of the institution's athletics interests would not be considered an improper recruiting inducement, provided the institution does not arrange the employment, the opportunity for employment is available on an equal basis to all applicants who qualify for the position and the prospect is paid only for work performed and at a rate commensurate with the going rate in that locale for similar services. [References: Division I Bylaws (employment of prospects -- prior to completion of senior year non athletics award winner), (employment of prospects -- prior to completion of senior year -- athletics award winner) and (employment of prospects -- subsequent to completion of senior year); and a 12/20/91 staff interpretation, item c, which has been archived.] Employment as a Coach The membership services staff confirmed that a student-athlete may serve as a coach at a twoyear college, high school, preparatory school, grade school or sports club provided he or she does not recruit prospective student-athletes while serving in that capacity. [References: NCAA Divisions I and III Bylaws 12.4 (employment), Division I Bylaw (employment) and 12/16/87 staff interpretation, item b, which has been archived] Fee For Lessons A student-athlete may receive compensation for teaching or coaching sport skills or techniques in his or her sport on a fee-for-lesson basis, provided: (Revised: 1/9/96 effective 8/1/96, 4/25/02 effective 8/1/02) (a) Institutional facilities are not used; (Adopted: 4/25/02 effective 8/1/02) (b) Playing lessons shall not be permitted; (Adopted: 4/25/02 effective 8/1/02) (c) The institution obtains and keeps on file documentation of the recipient of the lesson(s) and the fee for the lesson(s) provided during any time of the year; and (Adopted: 4/25/02 effective 8/1/02) (d) The compensation is paid by the lesson recipient (or the recipient's family) and not another individual or entity. (Adopted: 4/25/02 effective 8/1/02) (e) Instruction to each individual is comparable to the instruction that would be provided during a private lesson when the instruction involves more than one individual at a time. (Adopted: 4/2/03 effective 8/1/03) (f) The student-athlete does not use his or her name, picture or appearance to promote or advertise the availability of fee-for-lesson sessions. (Adopted: 4/2/03 effective 8/1/03) 75

76 COMPLIANCE Education The athletics department is committed to maintaining a comprehensive compliance program. The components of the program include: initial and continuing education, monitoring of recruiting and retention activities, rules interpretation, collaboration with other campus agencies relative to admissions, academic success and financial aid, and recording of pertinent data for reports per NCAA and Atlantic Sun rules requirements. The objectives are achieved through diligent adherence to the policies and procedures outlined in this document as well as the NCAA Manual and the Athletic Department Compliance Manual. All staff members are required to participate. Another component of the compliance includes education. Conference attendance for key members of the administrative staff and institutional workshops are some of the tools used to inform and keep up those staff members up to date. All staff members are required to understand the rules and regulations set fourth by the NCAA as outlined in the NCAA Manual as well as the policy and procedures of the KSU Athletic Department as outlined in this manual. The Athletic Department will provide an ongoing education program through the Compliance office disseminating information through, newsletter, memorandum and . Because rules change so frequently in collegiate athletics, it in imperative that all staff member s remain vigilant for updates and revisions of rules. The Assistant Athletic Director for Compliance will conduct a minimum of two workshops per academic year. All Coaches are required to attend these workshops. In addition, there will be educational sessions designed for specific sports and teams based on changes on modifications to rules throughout the year. To insure compliance and consistency within the department and the sport programs within, all staff members are required to submit in writing all rules interpretations to the Director of Compliance. If a staff member is not satisfied with the result of the interpretation for any reason, they can request an Atlantic Sun or NCAA interpretation for confirmation from the Assistant Athletic Director for Compliance. Certifications As a condition of employment, all coaches must pass the NCAA coaches certification exam each year. The exam has to be passed before any coach is allowed to recruit off campus. Coaches are encouraged to take the practice exam administered by the Director of Compliance prior to taking the certification exam. In addition, coaches should take part in an annual study session to be conducted a week prior to the exam. Reporting Coaches and staff are required to participate in the recoding of all pertinent information as required by the NCAA, ASUN and the Institution. The reporting of recruiting activities, practice and playing seasons and academic data (by designated staff members is an essential part of the compliance program. The information gathered will help to provide a written record of rules compliance. All programs are required to submit to the Compliance Office every two weeks the logs detailing activities relative to: practice, competition, contacts, evaluations and telephone calls. 76

77 Off Campus Activities All coaches must receive permission to recruit off campus prior to leaving campus for any kind of recruitment activity. The permission to recruit of campus form must be signed by either the Director of Compliance or the Athletics Director prior to leaving campus. The form must be turned into the business office along with expense statements. Prevention One of the most important aspects of the Compliance Program at KSU is prevention. Violations of NCAA, ASUN and Institutional rules can be prevented by first being knowledgeable of not only the letter or the law/rule but understanding the spirit of the law/rule. Coaches and athletic staff must constantly strive to stay abreast of changes and modifications to rules. Prevention can only be achieved with knowledge. Coaches and staff must constantly be aware of the concept of a level playing field. Actions taken to recruit, retain, award and prepare prospects and Student-Athletes for collegiate competition can give an intentional or unintentional advantage and thus violate the principals of the NCAA. Coaches and staff are expected to use all available resources (NCAA manual, Director of Compliance, Atlantic Sun Conference) before making decisions. When in doubt do not guess or assume the answer. In no situation should a coach rely on the advice from a colleague regardless of the school they work at or the reputation they may have. If an interpretation is needed, coaches and staff are to first consult with the Director of Compliance. The question or issue should be submitted in writing to the Director of Compliance, who will then reply in writing. Coaches are not to contact the Atlantic Sun or NCAA directly for interpretations unless directed to do by the Athletics Director. RECRUITING GUIDELINES 1. IDENTIFY a Prospect. Coaches are encouraged to develop a network from which they can consistently find those prospects who meet the profile KSU is looking for. A network can include: high-school, AAU and Junior college coaches and former Student-Athletes (alumni). The use of scouting services in prohibited. 2. RESEARCH his/her: (a) athletic ability/intensity; (b) academic record/promise; (c) home environment and character/value development, 3. See that the NECESSARY DATA is filed with KSU Admissions and the NCAA Eligibility and Amateurism Clearinghouse: (a) SAT/ACT scores; and, (b) GPA in selected core courses; and, (c) noted as a qualifier/partial qualifier/non-qualifier. 4. TRANSFER students must be evaluated by the Registrar's Office 5. Evaluate Contact, Invite for a campus visit if they possess the potential to succeed at KSU: (a) the Director of Compliance must approve any PAID visits in advance and, (b) receipts/records must be kept for ANY visits. 77

78 6. Record all contacts, Evaluations, Telephone Calls so a clear trail exist to show how a prospect became a Student-Athlete here at KSU. These records must be reported to the Director of Compliance once every two weeks. Coaches are encouraged to record this information in the Compliance Database. 7. Recommend any AID to the Athletic Director through a Grant-In-Aid contract accurately prepared by the Director of Compliance. (a) NO AID is ever to be recommended until an athlete's eligibility is determined and, (b) aid to any ineligible athlete must have approval of the AD. 8. All Recruiting must be conducted under stringent NCAA RULES. Any violations must be self-reported. (a) permit no boosters to recruit off-campus; (b) explain recruiting rules to all boosters; (c) inform prospects, parents and high school/juco coaches about recruiting rules; (d) use and disseminate The NCAA Guide for the University Bound Student-Athlete. All coaches are responsible for passing and having a working knowledge of NCAA Recruiting rules and regulations. If there is ever a question or doubt and recruiting coaches and staff are to submit the question or issue to the Compliance Office in writing.. OFFICIAL VISITS Institutional Policies. An institution must have written departmental policies related to official visits that apply to prospects, student hosts, coaches and other athletics administrators who are approved by the institution's chief executive officer and kept on file at the institution and conference office. The institution is responsible for the development and enforcement of appropriate policies and penalties regarding specified areas, as identified by the NCAA Division I Board of Directors. The institution shall have an outside entity (i.e., conference office) evaluate its policies related to official visits once every four years. The institution may be held accountable through the NCAA enforcement program for activities that clearly demonstrate a disregard for its stated policies. (Adopted: 8/5/04) Request for Approval of Official Visit Prior to any official visit, the recruiting coach must submit to the Compliance Office a copy of the most recent transcript (H.S. or College) and test scores (SAT, ACT, or PSAT for H.S. prospects). The coach will have completed the Request for Preliminary Admissibility and attach the form to the Official Visit Request form and a completed Official Visit Code of Conduct and Student Host Code Of Conduct Forms and itinerary. The Director of Compliance will sign off on the request only after viewing the afore-mentioned documents. The coach will then submit the signed form to the Associate Athletic Director to attain funds. At the completion of the visit, the recruiting coach will submit to the Compliance Office a copy of the receipts, showing expenditures. The submission should also include a list of those individual s monies were spent on, i.e., coach(s), host(s) and a signed student host form showing the amount of dollars spent and returned, if applicable. 78

79 Limits on the number of Official Visits Allowed per recruiting year in these sports (August 1, through July 31) Football - 56 Basketball - 12 Baseball - 25 Number of Official Visits Allowed per prospect 5 while in high school and 5 October 15 following completion of high school. Note: prospects do not have to graduate to utilize five visits after high school. 79

80 Per Bylaw Each team will submit to the Compliance Office and copy the Athletic Business office, a summary of its official visits for the recruiting season ending July 31. The summary will include: name of prospect, date of visit, status of prospect (i.e., freshman, two-year or four-year transfer) and total dollars spent. Length of Official Visit/48 Hour period Defined The 48-hour period of the official visit begins at the time the prospective student-athlete arrives on the institution's campus, rather than with the initiation of the prospective student-athlete's transportation by a coach or the time of the prospective student-athlete's arrival at the airport or elsewhere in the community (see Bylaw ). The prospective student-athlete's transportation to and from the campus must be without delay for personal reasons or entertainment purposes. The institution may not pay any expenses for entertainment (other than the actual and reasonable cost of meals) in conjunction with the prospective student-athlete's transportation. At the completion of the 48-hour visit, the prospective student-athlete must depart the institution's campus immediately; otherwise, the institution may not pay any expenses incurred by the prospective student-athlete upon departure from the institution's campus, including the cost of the prospective student-athlete's transportation home. Meals for the prospect while on official visit shall be commensurate with meals provided Student-Athletes while representing the University, and shall not be extravagant. At no time shall the cost of meals exceed the per diem provided staff members. Academic Meetings While on campus during the official and unofficial visits, coaches are encouraged to arrange for the prospect to visit with academic advisors, professors and instructors to discuss the prospect s interest and potential major. The arrangements for such visits must be made through the Athletic Academic Advisors (AAA) Office or through the Faculty Athletic Representative if the AAA s are not available. Entertainment. An institution may entertain a prospect and his or her parents [or legal guardian(s)] or spouse, at a scale comparable to that of normal student life, only on the institution's campus (or on an official visit, within 30 miles of the institution's campus). It is not permissible to entertain other relatives or friends of a prospect at any site. During the official visit the prospect and his/her parents can entertained using $30.00 per day as permitted under NCAA bylaw The student host chosen must be an eligible Student- Athlete. The student host must sign the Student Host Code of Conduct Form prior to receiving funds for entertaining. At the end of the official visit the host is required to return all unused funds and receipts showing expenditures. 80

81 Student Host: Entertainment Money As mentioned the student host must be either a current student-athlete or a student designated in a manner consistent with the institution's policy for providing campus visits or tours to prospective students in general. The institution may provide the following to a student host entertaining a prospective student-athlete: (Revised: 8/5/04) (a) A maximum of $30 for each day of the visit to cover all actual costs of entertaining the student host(s) and the prospective student-athlete (and the prospective student-athlete's parents, legal guardians or spouse), excluding the cost of meals and admission to campus athletics events. The cost of entertainment of the institution's athletics department staff members who accompany the prospective student-athlete is also excluded. If an athletics department staff member serves as the prospective student-athlete's host, his or her entertainment costs must be included in the entertainment allowance. The entertainment allowance may not be used for the purchase of souvenirs such as T-shirts or other institutional mementos. It is permissible to provide the student host with an additional $15 per day for each additional prospective student-athlete the host entertains; (Revised: 1/10/90 effective 8/1/90, 1/9/96 effective 8/1/96, 5/12/05, 4/27/06) (b) A complimentary meal, provided the student host is accompanying the prospective studentathlete during the prospective student-athlete's official visit; and (Adopted: 1/10/92) (c) A complimentary admission to a campus athletics event, provided the ticket is utilized to accompany a prospective student-athlete to that event during the prospective student-athlete's official visit. NCAA Interpretation:Entertainment Money without Student Host Prospective Student-Athlete Without Student Host Still Can Receive Benefits of Student-Host Money: (I/II/III) The membership services staff determined that a prospective student-athlete on an official visit who is not assigned a host may receive the benefits of the permissible entertainment allowance, but could not be provided with cash. [Note: This minute replaces staff minute, 12/11/87, item c, which has been archived.] [Reference: NCAA Bylaw (student host)] Per NCAA bylaw Excessive entertainment is prohibited. A member institution may not arrange or permit excessive entertainment of a prospect on the campus or elsewhere (i.e., hiring a band for a dance specifically for the entertainment of the prospect, a chauffeured limousine, a helicopter). An institution transporting a prospective Student-Athlete (and those Accompanying a prospective Student-Athlete) around campus during the official visit must use institutional vehicles normally used to transport prospective students while visiting the campus. In addition, coaching staff members or student hosts may use personal vehicles to transport a prospect (and those Accompanying the prospect) around campus during an official visit. Per NCAA bylaw An institution may not reserve tickets for purchase by a prospect (or individuals Accompanying the prospect) to attend one of its athletic contests except on an official visit (see Bylaw ). Tickets may be purchased only in the same manner as any other member of the general public. 81

82 Per bylaw Tickets to professional sports contests made available to a member institution on a complimentary basis may not be provided to prospects. Additional Policies Use of private or chartered airplanes when transporting prospects is prohibited; instead, they must use commercial air travel at coach-class fares. Standard vehicles must be used to transport prospective Student-Athletes and those accompanying them on official visits. Prospects and their parents or legal guardians must be housed in standard lodging. Student hosts must be current Student-Athletes or students who conduct visits or tours as part of the admissions process. Gender-specific groups will be allowed if they are organized consistent with an institution s overall campus visit program. Institutions cannot use personalized recruiting aides (such as jerseys or scoreboard presentations) or game-day simulations during campus visits. Prospects can visit the locker room before or after a game or stand on the sidelines during pre-game activities under this measure. NCAA Interpretation: Host Staying in Hotel Room Student Host Staying in Hotel Room With Prospect: The legislative services staff determined that an institution, at its discretion, may allow a student host to stay in the prospective student-athlete's hotel room during an official visit, provided the official visit does not occur during a vacation period. [References: NCAA Bylaw (student host), and 12/20/91 staff minutes, item 1-b] Unofficial Visits Coaches must inform the Compliance Office prior to any scheduled unofficial visit in writing. The information contained in the memo should contain the following: Prospects name, name of person accompanying prospect, itinerary (if applicable), date and time of visit. ATHLETIC GRANT IN AID The awarding of athletic scholarships is the responsibility of head coaches in each sport. Each coach must submit the names of prospective Student-Athletes and current Student-Athletes to the Compliance Office for verification of eligibility. In the case of returning students, the list of scholarship renewals must be submitted no later than May, 31 each year. KSU athletics does not award athletic aid to ineligible Student-Athletes. If a coach wishes to award athletic aid to a returning Student-Athlete not eligible for academic reasons prior approval of the Athletic Director is needed. Athletic aid for prospective student athletes will be awarded only after the prospect has completed both the academic and amateurism sections of the eligibility Clearinghouse. Period of Award - All athletic scholarships must be awarded for the academic year split evenly between the fall and spring semester, except in those cases where a Student-Athlete 82

83 graduates mid year. Coach must submit to the Compliance Office prior to June 1 their scholarship allocations for the following year. The Athletic Director must approve any funds being awarded under the following conditions, and the initial question will always be: "do you have the funds in your budget!" Summer Awards Per NCAA bylaws summer school aid can be awarded only if the recipient received athletic aid prior to the summer in question or will be receiving aid the following semester. The amount received during the summer in either of the two scenarios must be in proportion to what will be awarded during the regular semester. Fifth year aid - Eligibility Exhausted: for selected athletes, a coach may request that funds be allocated for costs in pursuit of a KSU Bachelors degree. If granted, the athlete MUST work for the department in a position approved by the AD. The awarding of aid for fifth year Student-Athletes must be approved by the AD. Award Limitations The NCAA limitations on individual and team amounts will be used. In keeping with NCAA regulations, the Director of Financial Aid will determine those items that make up a scholarship offer e.g., tuition, fees, room and board. Cancellations/Gradation Per NCAA regulations athletic scholarships must be awarded for a minimum period of one academic year and no more than one academic year. The award cannot be cancelled or gradated for athletic related reasons during the period of the award. Coaches wishing to cancel or gradate a scholarship must submit to the Director of Compliance prior to the last month of the semester their intention relative to scholarship renewals, cancellations and gradations by using the scholarship renewal form. The Director of Compliance will process the renewal awards and forward the information to the Financial Aid Office as mandated by the NCAA. Red-Shirts: the AD must approve the red-shirting of any athlete(s) who receive athletic monies Graduate Assistants: any graduate assistant coaches must be approved by the AD. Stipends and/or salaries are to be paid from that team's scholarship budget. National Letters of Intent KSU participates in the voluntary National Letter of Intent Program and as such abides by the regulations set fourth by the Collegiate Coaches Association. The NLI s will be approved by the Director of Compliance Prior to their preparation and subsequent mailing. All NLI s must accompany a KSU viewbook, recent graduation rate report (NCAA), list of banned drug classes and the initial eligibility standards from incoming freshmen. To initiate a NLI a coach must complete the scholarship request form and submit it to the CFO and Director of Compliance. Once approved, the package mentioned above will be put together by the CFO (aid agreement, viewbook, graduation rate, initial eligibility standards) and the Director of Compliance (National Letter of Intent) and returned to the coach for mailing. 83

84 RULES VIOLATION REPORTING In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules, whether they are secondary or major, shall be investigated. Any individual (e.g., athletic association staff member, student-athlete, institutional employee or representative of the institution s athletic interests) shall report an alleged, rumored or suspected violation of institutional, ASUN or NCAA regulations to the Director of Compliance. The Director of Compliance will investigate the allegation and file a report to the Athletics Director and FAR. If the Director of Compliance (in conjunction with the Athletics Director, faculty Athletics Representative and if necessary, the University s legal counsel) determines that a violation has occurred, the violation will be reported to the NCAA national office and appropriate conference officials. Secondary violations will be reported to the A-Sun Conference. If the matter is considered potentially major under NCAA legislation, the President and the Institute s legal counsel are to be notified immediately upon discovery and provided with updates as necessary. In the case of a major violation, the Institute s legal counsel will be called upon to assist in the investigation. The final report will be written by the Legal Council and submitted to the President s Office. The President will submit the findings of the investigation along with recommendations and remedies if necessary to the NCAA and appropriate conference officials. The Compliance Office is to maintain the written records related to all investigations for a period of five years. Additionally, the Compliance Office is responsible for providing clear written instructions to head coaches regarding withholding of student-athletes from competition as required under conference or NCAA legislation. Finally, the Compliance Office will coordinate the NCAA student-athlete eligibility reinstatement request as soon as possible following discovery of any violations. Reporting & Investigating Violations What is the definition of a secondary or major violation? A secondary violation is one that provides only a limited recruiting or competitive advantage and is isolated or inadvertent in nature. A major violation is any other violation, specifically those that provide an extensive recruiting or competitive advantage. NOTE: A repeated secondary violation by a member institution may be identified as a major violation. Reporting A Violation a. Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of the University s athletics interests, member of the community) may report an alleged, rumored, or suspected violation. b. The individual may report the alleged, rumored, or suspected violation verbally or in writing. This individual may report an alleged violation anonymously. 84

85 Who Should Receive the Report a. If an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the athletics compliance office of the allegation in a timely manner. All staff members are expected to be committed to this policy and are to immediately report any alleged or suspected situation or activities that may represent violations of any NCAA, Conference or institutional rules to the athletics compliance office. b. Individuals, other than athletic department staff members, should report an alleged violation to any or all of the following persons: Dr. Darryl Pope, Assistant Athletics Director for Compliance; Dr. Dave Waples, Athletics Director; Dr. Patrick Devine, Faculty Athletics Representative; Mrs. Susan Whitlock Senior Women s Administrator Investigation of Allegations The Director of Compliance will review all relevant material and interview persons with knowledge of the alleged violations. For suspected major violations, the President shall Pre-approve all procedure relative to the investigation. The interviews will be recorded to insure the integrity of the investigation. If student athletes under the age of 21 are to be interviewed their parents will be notified and given the option of being present. All coaches and staff members are obligated to assist the interview and information gathering process to the greatest extent possible. Failure to do so may lead to disciplinary actions and or termination. The Athletics Director reserves the right to make decisions relative to this expectation based on the final report of the Director of Compliance and or the Institution s Legal Council. Alleged Violations Involving Other NCAA Institutions If an individual (i.e., athletic department staff member, student-athlete, university employee, representative of KSU s athletics interests, member of the community) has knowledge of an alleged violation(s) that involves another NCAA member institution and impacts the Kennesaw State University this individual shall report the alleged violation(s) to the Assistant Athletic Director for Compliance, Director of Athletics, or the Faculty Athletics Representative. The Assistant Athletic Director for Compliance will discuss the violation and desired plan of action to address the situation with the Director of Athletics and/or the Faculty Athletics Representative. The Director of Athletics or the Assistant Athletic Director for Compliance may then contact the ASUN Associate Commissioner for Compliance at the ASUN Conference to request that the alleged violation be investigated. The Director of Athletics or the Assistant Athletic Director for Compliance may request the ASUN or NCAA staff to contact the non-asun accused institution or the non-asun institution s conference office. If the alleged violation does not affect KSU the individual has three options: 85

86 Contact the parties involved at the other non-asun institution in an attempt to persuade the parties to refrain from further wrongdoing; Contact the Director of Athletics or the Assistant Athletic Director for Compliance requesting to contact the ASUN Commissioner for ASUN institutions or the Director of Athletics at a non-asun institution and/or Conference Office to request that the alleged violation be investigated. All KSU Coaching Staff Members: Per ASUN protocol, all KSU coaches MUST report all alleged violations of ASUN institutions to either the Director of Athletics and/or the Assistant Athletic Director for Compliance. PLAYING AND PRACTICE SEASON NCAA BYLAW The playing (i.e., practice and competition) season for a particular sport is the period of time between the date of an institution's first officially recognized practice session and the date of the institution's last practice session or date of competition, whichever occurs later. An institution is permitted to conduct officially recognized practice and competition each academic year only during the playing season as regulated for each sport in accordance with the provisions of this bylaw. The institution must conduct the same playing season for varsity and subvarsity teams in the same sport. (Revised: 1/10/92) Head Coaches are responsible for submitting the practice and playing season form to the Compliance Office prior to the start of the academic year or practice ( in the case of sports that have official start times earlier than the first day of class. The information can also be entered into the CAi. The form can be adjusted. Head Coaches are responsible for setting their season based on NCAA Bylaw 17. The Assistant Athletic Director for Compliance must approve all practice schedules prior to the start of any conditioning and or practice activities. In addition, all Student- Athletes must be cleared for participation by the Head Athletic Trainer prior to the start of their participation. Summary of NCAA rules and regulations governing Bylaw 17 Competition Day All competition and any associated athletically related activities on the day of competition shall count as three hours regardless of the actual duration of these activities. As stated above, practice may not be conducted following competition, except between contests, rounds or events during a multi-day or multi-event competition (i.e., double-headers in baseball or softball, rounds of golf in a multi-day tournament) Practice Prohibited after Competition Practice may not be conducted at any time (including vacation periods) following competition, except between contests, rounds or events during a multi-day or multi-event competition (e.g., double-headers in softball or baseball, rounds of golf in a multi-day tournament). Definition of Week A week is calculated as any seven consecutive days to be determined at the institution s discretion; 86

87 further, once the institution determines its week, the institution may not change its week for the remainder of the segment. Preseason Practice Daily and weekly hour limitations do not apply to countable athletically related activities that occur during preseason prior to the first day of classes or the first scheduled contest, whichever is earlier. Also, an institution is not required to provide student-athletes with one day off per week during preseason practice that occurs prior to the first day of classes, or the first scheduled contest, whichever is earlier. Vacation Periods and Between Terms Daily and weekly hours limitations do not apply to countable athletically related activities that occur during a member institution s official vacation period subsequent to the beginning of the academic year and between terms. Required Day Off During the playing season (excluding preseason practice), all countable athletically related activities (per ] shall be prohibited during one calendar day per week, except during participation in conference and postseason championships. Also, a travel day related to athletics participation may be considered as a day off, provided no countable athletically related activities (per ) occur during that day. Canceled Competition When an institution s competition is canceled prior to the start of competition or canceled prior to the competition being considered a completed event in accordance with the playing rules of that sport, an institution may utilize that day as its required day off, provided the institution does not engage in any further countable athletically related activities during that day. Daily and Weekly Hour Limitations The NCAA requires that a student-athlete s participation in countable athletically related activities shall be limited to a maximum of four hours per day and 20 hours per week. Countable Athletically Related Activities 1. Practice. Practice is defined as any meeting, activity or instruction involving sports-related information and having an athletics purpose, held for one or more student-athletes at the direction of, or supervised by, any member or members of an institution s coaching staff. Practice is considered to have occurred if one or more coaches and one or more studentathletes engage in any of the following activities. o Field, floor or on-court activity; o Setting up offensive or defensive alignment; o Chalk talk; o Lecture on or discussion of strategy related to the sport; o o Activities using equipment related to the sport; or Discussions or review of game films, motion pictures or videotapes related to the sport. 87

88 2. Competition; 3. Required weight-training and conditioning activities held at the direction of or supervised by an institutional staff member; 4. Required participation in camps, clinics or workshops; 5. Individual workouts required or supervised by a member of the coaching staff. However, in the sport of track & field (limited to field events), the coach may be present during voluntary individual workouts in the institution s regular practice facility and may provide safety and skill instruction, provided the coach does not conduct the individual s workout; 6. On-court or on-field activities called by any member or members of a team and confined primarily to members of that team that are considered as a requisite for participation in that sport (i.e., captain s practices) 7. Visiting the competition site in the sports of cross country and golf; 8. Use of an institution s athletics facilities when such activities are supervised by or held at the direction of any member of an institution s coaching staff; and 9. Involvement of an institution s strength and conditioning staff with enrolled studentathletes in required conditioning programs. Noncountable Athletically Related Activities 1. Training-table or competition-related meals; 2. Physical rehabilitation; 3. Dressing, showering, or taping; 4. Athletics department academic study hall or tutoring session; 5. Meetings with coaches on non athletic matters; 6. Travel to and from practice and competition; 7. Medical examination or treatments; 8. Fund-raising activities; 9. Recruiting activities; and 10. Public relations activities related to the student-athlete s sport. Weekly Hour Limitations - Outside of Playing Season The NCAA regulates that a student-athletes participation in countable athletically related activities outside of the playing season shall be limited to a maximum of eight hours per week, of which no more than two hours per week may be spent on individual skill workouts and in Division I-A football, the viewing of game film. A student-athlete may participate in the following athletically related activities outside of the playing season: Required weight-training and conditioning activities held at the direction of or supervised by an institutional staff member; or Participation by student-athletes in individual skill-related instruction in sports other than football, provided no more than four student-athletes from the same team are involved in skill-related instruction with their coach(es) at any one time in any facility and the studentathletes request the instruction. 88

89 NCAA BYLAW Outside the playing season during the academic year, all countable athletically related activities (per Bylaw ) are prohibited during two calendar days per week. (Adopted: 4/29/04 effective 8/1/04) NCAA BYLAW No class time shall be missed for practice activities except when a team is traveling to an away-from-home contest and the practice is in conjunction with the contest. (Adopted: 1/10/91 effective 8/1/91) Student-Athlete Discretionary Time Student-athlete discretionary time is time that a student-athlete may only participate in athletics activities at his or her discretion. There shall be no required workouts and institutions are not permitted to recommend that student-athletes engage in weight-training or conditioning activities; however, if the student-athlete opts to workout, the strength and conditioning coach may monitor the facility in use for health and safety purposes. (Adopted: 4/24/03 effective 5/1/03 to begin implementation at the beginning of the 2003 summer conditioning period) Voluntary Athletically Related Activities In order for any athletically related activity to be considered "voluntary," all of the following conditions must be met: (Adopted: 4/18/01) (a) The student-athlete must not be required to report back to a coach or other athletics department staff member (e.g., strength coach, trainer, manager) any information related to the activity. In addition, no athletics department staff member who observes the activity (e.g., strength coach, trainer, manager) may report back to the student-athlete's coach any information related to the activity; (b) The activity must be initiated and requested solely by the student-athlete. Neither the institution nor any athletics department staff member may require the student-athlete to participate in the activity at any time. However, it is permissible for an athletics department staff member to provide information to student-athletes related to available opportunities for participating in voluntary activities (e.g., times when the strength and conditioning coach will be on duty in the weight room or on the track). In addition, for students who have initiated a request to engage in voluntary activities, the institution or an athletics department staff member may assign specific times for student-athletes to use institutional facilities for such purposes and inform the studentathletes of the time in advance; (c) The student-athlete's attendance and participation in the activity (or lack thereof) may not be recorded for the purposes of reporting such information to coaching staff members or other student-athletes; and (d) The student-athlete may not be subjected to penalty if he or she elects not to participate in the activity. In addition, neither the institution nor any athletics department staff member may provide recognition or incentives (e.g., awards) to a student-athlete based on his or her attendance or performance in the activity. 89

90 Please be aware that any skill-related instructional activities outside the regular playing season with a member of the coaching staff must occur at the request of the student-athlete. Coaches may not require student-athletes to participate in their sport during this time period, nor may they observe voluntary participation [except in the sport of track & field (limited to field events) -- sport safety exception]. All requests must be in writing on the Voluntary Workout Form (page 176). STUDENT-ATHLETE CERTIFICATION General Information The certification of Student-Athletes is a process that requires the coordination of the Athletic Department, Registrars Office and the Counseling Academic Advising Program (CAAP). Each semester the Athletic Department through the Compliance Office forwards the names of all participating Student-Athletes to the Registrar and the CAAP. Those students are flagged for monitoring by the Registrar and the CAAP based on NCAA and KSU rules. The process of eligibility certification rest entirely in the hands of individuals and departments responsible for the certification of all students at KSU. At no time should coaches or athletic department staff members become involved in the process. All inquires and or request must be made through the Assistant Athletic Director for Compliance. It is the responsibility of the Head Coach to be knowledgeable of NCAA rules relative to initial and continuing eligibility. Coaches must adhere to the results of this process to insure that only those Student-Athletes that are deemed eligible for practice competition and receipt of athletic related aid do so. Failure to comply with this process and its result will be considered a violation of institutional policy. If a Student-Athlete is deemed academically ineligible for competition gradating or canceling their athletic scholarship is permissible under NCAA bylaw If the Head Coach chooses to take cancel or gradate the scholarship, it must be done prior to the start of the following semester. The request must be made in writing to the Assistant Athletic Director for Compliance. Process Initial Certification Coaches are required to inform the Compliance Office and the CAAP Director of those prospects they are likely to bring to the team the following year. The Associate Athletic Director for Compliance or the CAAP Director will then add the prospects name to the Institutional Request list of the NCAA Initial Eligibility Clearinghouse. They along with the Registrar track the progress of the prospect and make sure they coach is aware of deficiencies and or issues that may arise. Prior to the star of the school year the registrar reviews the web status report and records all of those prospects who are certified eligible for competition and financial aid. The registrar then records the information in the CAi thus placing the new student-athlete on the eligibility certificate. 90

91 Continuing eligibility - At the end of the semester the Registrar evaluates those flagged Student- Athletes for adherence to the following NCAA rules: Progress to Degree, Fulfillment of Percentage of Degree and Fulfillment of Minimum Grade- Point Average requirements. An eligibility certificate is created using the CAi detailing those Student-Athletes that were deemed eligible or not eligible and signed by the Registrar, Faculty Athletic Representative, The Athletics Director and the Assistant Athletic Director for Compliance. The certificate is then forwarded to the ASUN Conference. The final authority of eligibility rest with the Registrar. NCAA BYLAW To be eligible to represent an institution in intercollegiate athletics competition, a student-athlete shall maintain progress toward a baccalaureate or equivalent degree at that institution as determined by the regulations of that institution. NCAA BYLAW Eligibility for institutional financial aid and practice during each academic year after a student-athlete's initial year in residence or after the student-athlete has used one season of eligibility in a sport shall be based upon the rules of the institution and the conference(s), if any, of which the institution is a member. Progress to Degree NCAA BYLAW Eligibility for competition shall be determined based on satisfactory completion of at least: (Revised: 1/10/92, 10/31/02 effective 8/1/03; for those student-athletes first entering a collegiate institution full time on or after 8/1/03, 3/10/04, 4/28/05) (a) Twenty-four-semester or 36-quarter hours of academic credit prior to start of the studentathlete's second year of collegiate enrollment (i.e., third semester, fourth quarter); (Revised: 10/31/02 effective 8/1/03 for those student-athletes first entering a collegiate institution full time on or after 8/1/03) (b) Eighteen-semester or 27-quarter hours of academic credit since the beginning of the previous fall term or since the beginning of the certifying institution's preceding regular two semesters or three quarters (hours earned during the summer may not be used to fulfill this requirement); and (Revised: 10/31/02 effective 8/1/03; for those student-athletes first entering a collegiate institution full time on or after 8/1/03) (c) Six-semester or six-quarter hours of academic credit the preceding regular academic term (e.g., fall semester, winter quarter) in which the student-athlete has been enrolled full time at any collegiate institution (see Bylaw for postseason certification). (Adopted: 10/31/02 effective 8/1/03; for those student-athletes first entering a collegiate institution full time on or after 8/1/03, 3/10/04, 4/28/05) Declaration of Major NCAA BYLAW A student-athlete shall designate a program of studies leading toward a specific baccalaureate degree at the certifying institution by the beginning of the third year of 91

92 enrollment (fifth semester or seventh quarter) and thereafter shall make progress toward that specific degree. This provision shall be applicable to the eligibility not only of a continuing student, but also of a transfer student from a four-year or two-year collegiate institution who is entering his or her third year of collegiate enrollment, even if the student has not yet completed an academic year in residence or used a season of eligibility in a sport at the certifying institution. Designation of a specific baccalaureate degree program may be accomplished by: (a) Formal enrollment by the student-athlete in a specific baccalaureate degree program; or (b) Approval by an appropriate academic official (who must not be an academic adviser/counselor employed by the athletics department) of the program leading to the specific baccalaureate degree that the student-athlete is pursuing. Student-Athletes must work through the Athletic Academic Advisor assigned by CAAP to insure they have designated a major. Failure to do so will result in the Student-Athlete being declared ineligible. Once a major has been declared the Athletic Academic Advisor will inform the Registrar who in turn will record the students major in the CAi. The student s declaration on file with the Registrars Office Once the semester has started will be the basis for eligibility decisions. NCAA BYLAW If the designation is in accordance with (a) above, the official enrollment records of the institution shall constitute the documentation of the program against which progress toward degree under this regulation shall be measured. If the designation is in accordance with (b), the record of the degree program designation, approved by the appropriate academic official, shall constitute that documentation. For purposes of certifying eligibility for competition, an appropriate academic official shall affirm in writing the number of credit hours applicable to the designated degree program that have been completed satisfactorily. The institution's records for all student-athlete degree program designations and progress-toward-degree evaluations shall be retained for inspection (on request) by an authorized representative of the NCAA. Percentage of Degree (first entering college after Aug 2003) NCAA BYLAW A student-athlete who is entering his or her third year of collegiate enrollment shall have completed successfully at least 40 percent of the course requirements in the student's specific degree program. A student-athlete who is entering his or her fourth year of collegiate enrollment shall have completed successfully at least 60 percent of the course requirements in the student's specific degree program. A student-athlete who is entering his or her fifth year of collegiate enrollment shall have completed successfully at least 80 percent of the course requirements in the student's specific degree program. The course requirements must be in the student's specific degree program (as opposed to the student's major). (Adopted: 1/10/92 effective 8/1/92; Revised: 1/9/96, 10/31/02 effective 8/1/03; for those student-athletes first entering a collegiate institution full time on or after 8/1/03) 92

93 Grade Point Average NCAA BYLAW A student-athlete who is entering his or her second year of collegiate enrollment shall present a cumulative minimum grade-point average (based on a maximum 4.000) that equals at least 90 percent of the institution's overall cumulative grade-point average required for graduation. A student-athlete who is entering his or her third year of collegiate enrollment shall present a cumulative minimum grade-point average (based on a maximum of 4.000) that equals 95 percent of the institution's overall cumulative minimum grade-point average required for graduation. A student-athlete who is entering his or her fourth or subsequent year of collegiate enrollment shall present a cumulative minimum grade-point average (based upon a maximum of 4.000) that equals 100 percent of the institution's overall cumulative minimum grade-point average required for graduation. If the institution does not have an overall grade-point average required for graduation, it is permissible to use the lowest grade-point average required for any of the institution's degree programs in determining the cumulative minimum grade-point average. The minimum grade-point average must be computed pursuant to institutional policies applicable to all students. (Adopted: 1/10/92 effective 8/1/92 for student-athletes first entering a collegiate institution on or after 8/1/92; Revised 10/31/02 effective 8/1/03 for those student-athletes first entering a collegiate institution full time on or after 8/1/03.) Percentage of Degree (first entering college prior to Aug 2003) NCAA BYLAW A student-athlete who is entering his or her third year of collegiate enrollment shall have completed successfully at least 25 percent of the course requirements in the student's specific degree program. A student-athlete who is entering his or her fourth year of collegiate enrollment shall have completed successfully at least 50 percent of the course requirements in the student's specific degree program. A student-athlete who is entering his or her fifth year of collegiate enrollment shall have completed successfully at least 75 percent of the course requirements in the student's specific degree program. The course requirements must be in the student's specific degree program (as opposed to the student's major). (Adopted: 1/10/92 effective 8/1/92, Revised: 1/9/96) Grade Point Average NCAA BYLAW A student-athlete who is entering his or her third year of collegiate enrollment shall present a cumulative minimum grade-point average (based upon a maximum of 4.000) that equals at least 90 percent of the institution's overall cumulative minimum grade-point average required for graduation. A student-athlete who is entering his or her fourth or subsequent year of collegiate enrollment shall present a cumulative minimum grade-point average (based upon a maximum of 4.000) that equals 95 percent of the institution's overall cumulative minimum grade-point average required for graduation. If the institution does not have an overall grade-point average for graduation, it is permissible to use the lowest grade-point average required for any of the institution's degree programs in determining the cumulative minimum grade-point average. The minimum grade-point average must be computed pursuant to institutional policies applicable to all students. (Adopted: 1/10/92 effective 8/1/92 for student-athletes first entering a collegiate institution on or after 8/1/92) 93

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95 ATHLETIC FACILITIES Convocation Center: The Convocation Center is a facility shared by the Intercollegiate Athletics and Physical Education Departments. To insure that each department is allowed to use the facility o meet its obligations a facility committee exist to provide communication between the two departments. The athletics department is represented by the Sports Operations Director. All request for use of the facility must be approved by the Sports Operations Director. The Convocation Center hospitality room is used by the entire campus as a meeting facility. This room is automatically reserved during athletic events that take place on the arena floor. (a) The Athletic Conference Room is to be used as a meeting area for athletics. (b) The room is not to be used for study hall. (c) is for the benefit of both the HPER and Athletic Departments; (d) (b) the door must be kept locked; Activity Areas/Facilities: The following athletic facilities can be scheduled through the Sports Operations Director a. Arena Floor b. Activity Areas c. CC Hospitality Room d. Athletics Conference Room The Weight Room and Training Office are managed by the Head Athletic Trainer. The following athletic facilities can be scheduled by contacting the Bailey Complex a. Softball, Baseball fields b. Teasley Hospitality Room The Soccer Fields are managed by the Head Women s Soccer Coach All other campus areas are scheduled by other KSU departments. With all facilities Security is of the utmost of importance. (a) lock doors religiously; (b) treat keys with the (b) secure equipment and supplies safely; and, (c) be vigilant of all athletic materials. Concessions The Athletic Facilities Supervisor is responsible for this area. Some of their duties include: a. Hiring temporary workers b. Training of ticketing staff and concession workers c. Supervise game day operations d. Purchase food and beverages 95

96 Parking: (a) staff are expected to park in faculty/staff parking and under no circumstances use student areas; (b) do not park beside the gym on Saturday mornings as you disrupt parking for handicapped programs; (c) athletes who receive parking and/or campus tickets must handle those problems themselves. It is an NCAA violation to intervene on their behalf. HOSTING ATHLETIC EVENTS The head coach is responsible for game day operations of their respective sporting events. The planning and supervision of logistics involved in the management of all events include but are not limited to: a. Field/Surface preparation; b. Cleanup/restocking equipment; c. Umpires/Scorers/starters; d. Security; e. Locker room assignments; f. Collection of fees; g. Purchase of awards/plaques/certificates; h. Invitations Other considerations will be handled by those denoted, for home contests, as shown below. NOTE that Head Coaches of sports other than basketball are responsible for visitor's showers, equipment and post-contest clean-up. 2. Equipment Manager: (a) basketball scoreboard and shot clocks; (b) basketballs; and, (c) visitor's showers and equipment for basket-ball. 2. Trainer: (a) attendance at all home contests; 3. Operations Manager (a) basketball officials; (b) police security. 5. Promotions Director: (a) sponsorships; (b) notifications; (c) time frame of presentations; and (d) give-a-ways. Sports Information Director: The SID is responsible for a number of areas relative to game day operations and event hosting. The efforts of the head coach and the SID must be coordinated to insure a smooth and seamless event. Each person involved in the production of a sport or entertainment event will be given their charge from either the head coach or SID. 96

97 The planning and supervision of logistics involved in the management of all events include but are not limited to (a) scorers table, press table and/or press box; (b) baseball scoreboard and scorebook; (c) softball scorebook; (d) radio feeds; and, (e) P.A. announcers. Sports - Game Day Procedures Press Entrance The press entrance at the KSU Convocation Center is located in the main lobby. It is the same part of the arena where the fans enter. The media table is located at the right side of the entrance in the main lobby. Working media should present your working credential to the KSU staff member working the table and he/she will issue the game credential. Parking for the press is located behind the KSU Convocation Center in the East Parking Deck. Press Room The press room is located in the tunnel behind press row. The pressroom has food and beverages available before and during the game. The room also has an oversized conference table for use as a workspace. Photographers needing to send photographs can use the Sports Information Directors office. Post game Interviews A mandatory 10-minute cooling off period is observed before any post game interviews take place. Coaches are available after their meeting with the team. Kennesaw State players requested by the media will be available after the post game team meeting. All requests for player interviews must be made through the Sports Information representative. A member of the Kennesaw State Sports Information department will be available to press row prior to the end of the game for any specific player requests. If there is a visiting SID requests for those visiting team players can be made through their representative. If there is no visiting SID then the Kennesaw State SID will handle requests for visiting team coaches and players. Obtaining Credentials Please call, mail or your request for media credentials to KSU Sports Information Director, Mark Toma. Mailed requests should be addressed to Mark Toma, 1000 Chastain Road, Building 2, Kennesaw, Ga., You may also make requests by phone at or requests should be sent to mtoma@kennesaw.edu. Only media outlets who cover Kennesaw State on a regular basis will be credentialed for KSU home games. No spouses, dates, friends or anyone 16 years of age or younger will be allowed in the press area. 97

98 Player Interviews All players are available for interviews with media after each game and selected practice sessions. All request for player interviews must be made through the Kennesaw State Sports Information Department. Players are not to be called on their cell phones and are instructed to have any media requests made to them directed to the Sports Information Department. KSU Sports Information Office will not release personal information of Student-Athletes. Interviews with Coaches Head Coaches are available throughout the week for interviews. All interviews with Coach Ingle must be made through the Sports Information Department. Most interviews with Coach Ingle are in the mid mornings from Monday-Friday. Specific interview times are dependent on Coach Ingle s availability, but can be made in most cases with 48 hours notification. 98

99 Sports Medicine & Athletic Training National Athletic Trainers Association Mission Statement The mission of the National Athletic Trainers Association is to enhance the quality of health care for the physically active through education and research in prevention, evaluation, management and rehabilitation of injuries. Kennesaw State University Sports Medicine Department Mission Statement The Kennesaw State University Sports Medicine Department is dedicated to protecting and enhancing the health, safety, and welfare of the student-athletes of Kennesaw State University by providing a safe environment and the best possible and most expedient healthcare. This mission is accomplished through the six domains of athletic training as established by the National Athletic Training Association. These domains are: 1. Injury Prevention 2. Recognition and Evaluation of Injuries 3. Management and Treatment of Injuries 4. Injury Rehabilitation 5. Organization and Administration 6. Education and Counseling 99

100 Section 1: Sports Medicine Administration 100

101 Administrative Issues The following section is taken from the NCAA Sports Medicine Handbook with certain adaptations for the Kennesaw State University (KSU) setting. The following components of a safe athletics program are an important part of injury prevention. They should serve both as a checklist and as a guideline for use by athletic administrators in the development of safe programs. 1. Pre-Participation Medical Exam All athletes are required to have an annual complete pre-participation medical examination (PPE) conducted by the KSU Health Clinic and Sports Medicine Staffs, clearing them for participation in intercollegiate athletics. Outside PPE s will only be accepted if it is equivalent to the KSU PPE (including copies of complete documentation) and approved by the Team Physician and Director of Sports Medicine. All Health questionnaire forms must be mailed, faxed, or hand delivered to the Convocation Center Athletic Training (AT) Room before the established scheduled athletic PPE and clearance date in the early fall. The KSU Sports Medicine Staff will review all medical forms before clearing an athlete to participate. The Team Physician will then evaluate any athlete that needs additional clearance. All athletes who have had surgery prior to the season must be cleared for participation by the physician who performed the surgery. Additionally, a copy of the treatment summary, surgical notes, and clearance notes must be mailed, faxed, or hand delivered to the Convocation Center Training Room, to be added to the athletes permanent medical file. The KSU Team Physician has the final responsibility to determine when a studentathlete is medically cleared for participation. No athlete will be allowed to participate until the PPE and all medical/insurance forms are on file in the Sports Medicine Department/KSU Health Clinic. Coaches will receive an updated list, when necessary, that will include the names of all cleared athletes. If an athlete has not been cleared by the KSU Sports Medicine Department they will not be allowed to participate in any activity. 2. Outside Medical Referrals All medical evaluations, treatments, and rehabilitation programs will be administered by KSU Sports Medicine staff (Physicians, Orthopedic surgeons, and Athletic Trainers). Outside medical referrals will be granted for those medical specialists not on staff and the Team Physician or Director of Sports Medicine will make arrangements for needed appointments. 3. Second Opinions for Medical Treatments If a second opinion is desired, the Team Physician, Director of Sports Medicine or Supervising Athletic Trainer should be notified prior to the appointment. This will insure consistent follow-up care and appropriate communication between athlete, Physicians, athletic trainers, and coaches. 4. Health Insurance Requirements 101

102 It is KSU policy that international students will be enrolled automatically in the International Insurance. All other student-athletes are strongly encouraged to obtain personal private health insurance. Athletic Injury Insurance applies only when: injuries are a direct result of participation in intercollegiate sports at KSU. Even then, Athletic Injury insurance is secondary to your private health insurance. You first submit medical bills to your private health insurance company. Only after getting an Explanation of Benefits (EOB) from you private insurance, can the remainder of the bills be submitted to the Athletic injury insurance carrier for consideration for payment. 5. Preseason Participation The student-athlete should be protected from premature exposure to the full rigors of sports. Preseason conditioning supervised by the Director of Sports Performance and/or sport staff should provide the student-athlete with the optimal readiness by the first practice. 6. Acceptance of Risk Any informed consent or waiver by student-athletes and their parents should be based on an awareness of the risk of participating in intercollegiate sports. 7. Liability Liability must be a concern of responsible athletic administrators and coaches. Those who sponsor and govern athletic programs should accept the responsibility and do the best possible to provide a safe environment. 8. Equitable Medical Care KSU neither practices nor condones discrimination on the basis of race, creed, national origin, sex, age, handicap, disease entity, social status, financial status, sexual orientation or religious affiliation within the sports medicine program. Furthermore, School-based decisions on availability and qualification of medical personnel including certified athletic trainers and quality of weight training and conditioning equipment and facilities should be based on accepted medical criteria (e.g. rates of injury) and not on the basis of gender or sport. KSU should not ask the athletic training staff to compromise their medical code of ethics by having them provide inequitable treatment based on gender or other criteria. 9. Blood-Borne Pathogens In 1992, the Occupational Safety and Health Administration (OSHA) developed a standard directed to minimizing or eliminating occupational exposure to blood-borne pathogens. KSU and the Sports Medicine Department will comply with all OSHA standards as set forth in Georgia State regulations. 10. Emergency Care Reasonable attention to all possible prevention measures will not eliminate sports injuries. Each scheduled practice or contest of a KSU sponsored intercollegiate athletic event, as well as nontraditional practices and individual skills sessions, should include the following: 102

103 A. The presence of a person qualified and delegated to render emergency care to a stricken participant. B. The planned access to a physician for prompt medical evaluation of the situation, when warranted. C. The planned access to a medical facility, including a plan for communication and transportation between the athletic site and the medical facility for prompt medical services, when warranted. Additionally, access to a working telephone or other telecommunications device, whether fixed or mobile, should be assured. D. All necessary emergency equipment should be at the site or quickly accessible. Equipment should be in good operating condition and personnel must be trained in advance to use it properly. Additionally, emergency information about the studentathlete should be available at the Convocation Center or Bailey Athletic Training rooms for use by appropriate medical personnel. E. A thorough understanding by all parties, including the leadership of the visiting teams, of the personnel and procedures associated with the emergency-care plan. F. Certification in cardio-pulmonary resuscitation (CPR) techniques, Automatic External Defibrillator (AED) usage, first aid, and prevention of disease transmission (as outlined by OSHA guidelines) are recommended for all athletic personnel associated with practices, competitions, skills instruction, and strength and conditioning. All certified athletic trainers are required to be first aid/cpr certified, AED certified and current with prevention of disease transmission guidelines. Medical Records All athletes have a responsibility to report any change in their health to the Sports Medicine Department. All changes in medical insurance coverage must also be reported immediately. All medical records concerning the status of the athlete will be maintained in the Sports Medicine Department. Athletic training records are regarded in the same manner as any medical file. The contents of the records are confidential. Athletic Training records and the information they contain should be created, maintained, and released in accordance with clear written guidelines based upon state and federal regulations. All files will be maintained in the Sports Medicine Department/Iron Mountain record storage for a period of 7 years after that athlete s eligibility has expired. Dispensing Medication In following Federal and State guidelines, KSU Athletic Trainers cannot give out more than a 24-hour supply of an over the counter medication. We can only recommend to an athlete to take a pre-packaged medication for minor symptoms like headache, body aches, or cold/allergy symptoms. If an athlete needs more or requires prescription medications they will be referred to KSU Health Services, the team physician or their attending physician. Nutritional Supplements/Ergogenic Aids The Department of Athletics and the University Administration in conjunction with the NCAA have established regulations governing the use of nutritional supplements by Student- Athletes. Our department is proactive in following the NCAA Guidelines regarding this issue: the Sports Medicine Staff and Sports Performance Staff will not distribute or endorse any nutritional supplements to our Student-Athletes. 103

104 Many substances obtained from health distributors or via mail order may not be subject to regulations set forth by the United States Food and Drug Administration. Also, nutritional supplements may contain NCAA banned substances not included on the label. Therefore, before taking any nutritional supplement the athlete should consult with the Sports Medicine Staff. 104

105 Section 2: Personnel Issues 105

106 Team Physician 1. Provide technical support to the athletic trainers. 2. Provide the athletic trainers, and coaches when necessary, with information concerning the medical condition of an athlete. 3. Comply with confidentiality requirements as prescribed by Federal law (HIPPA/FERPA), Georgia state regulations, and the physicians code of ethics. 4. Cover home sporting events when available, especially men s basketball games and play-off games (i.e. A-SUN Tournament/NCAA). 5. Work with athletic training staff to create a safe and healthful environment for all athletes. 6. Participate in the PPE process and serve as the final decision maker for medical clearance. Athletic Trainers 1. Establish office hours to be kept as posted at each athletic training facility. (Each facility will be available as necessary for athletic competition) 2. Be the liaison between the physicians, the coaches, the parents, and the Athletic Administration regarding the medical condition of the athletes. 3. Maintain records of athletic training room visits and treatments. 4. Inform coaches of all injuries through proper documentation. 5. Comply with confidentiality requirements as prescribed by Federal law (HIPPA/FERPA), Georgia state regulations, and the National Athletic Trainers Association Code of Ethics. 6. Determine which student-athletes are eligible for athletic participation based on pre-participation physical examinations. 7. In conjunction with the Team Physician, determine when athletes are to be removed from competition due to injury and when they may return. 8. Any injury incurred during practice, strength and conditioning, or competition representing KSU is the responsibility of the Athletic Training Department and should be reported immediately. 9. All physician appointments for injured athletes must be made by the Athletic Training staff and not by the respective coaching staff. 106

107 Coaches Responsibilities to the Athletic Training Staff Coaches play a vital role in Athletic Training and shall: 1. Provide the Athletic Administration, Athletic Training staff, and Sports Medicine Department with a team roster in advance of medical clearances and notify all of any changes or additions as soon as possible. 2. Prohibit any student-athlete from participating without medical clearance by the Sports Medicine Department. The coach will be responsible for liability actions if the student-athlete is allowed to participate without full medical clearance. 3. Protect the student-athletes health, safety, and welfare as the number one priority. 4. Refer a student-athlete whose health, safety, or welfare is in question to the Athletic Training staff immediately. All in-season contact with physicians, other than preseason physicals and routine checkups, must be on a referral basis from the Athletic Training Department and staff. 5. Encourage injured athletes to adhere to scheduled Athletic Training Room and physician appointments for consultation, follow-ups, treatments, and rehabilitation in a timely fashion. 6. Not refer student-athletes to external physicians for consultation. (The Athletic Training Staff must make all physician referrals) 7. Comply with confidentiality requirements as per Federal and Georgia state regulations. 8. Provide a practice and competition schedule. Notify the Athletic Training Staff of any changes in that schedule in a timely manner. Coverage cannot be guaranteed without at least a 24-hour notice of changes. Job Descriptions Director of Sports Medicine The Director of Sports Medicine is responsible for the prevention, treatment, rehabilitation, and daily health care for all of the student-athletes of KSU. The Director of Sports Medicine also coordinates services provided by other healthcare professionals and directs the daily administrative requirements of the athletic training program. This includes, but is not limited to, budget control, medical record keeping, and supervision of the athletic training facilities. The Director of Sports Medicine also supervises the athletic training staff and oversees the continuing education plan for the assistant athletic trainers and the coaching staff. The Director of Sports Medicine is supervised by the Athletic Director and the Team Physician. 107

108 Assistant Athletic Trainer(s) The Assistant Athletic Trainer is responsible for the prevention, treatment, rehabilitation, and daily health care for all the student-athletes of KSU. Event coverage will primarily be focused on the teams assigned to each individual, as well as liaison responsibilities to other programs. The Assistant Athletic Trainers are supervised by the Director of Sports Medicine and assist in coordination of services provided by other healthcare professionals. The Assistant Athletic Trainer shares in the direction of the daily administrative requirements of the athletic training program. This includes, but is not limited to, budget control, medical record keeping, and supervision of the athletic training facilities. The Assistant Athletic Trainer also shares in their own continuing education planning and that of the student interns working in the athletic training program. Kennesaw State University Athletic Training Department Operations Protocol This protocol concerns the following certified athletic trainers and physicians: 1. A. Athletic Trainers Karen E. Pfeifer, MS, ATC, LAT Director of Sports Medicine Heidi Fink, MS, ATC, LAT - Assistant Athletic Trainer David Ward, MS, CSCS, ATC, LAT Director of Sports Performance Graduate Assistant Athletic Trainer Graduate Assistant Athletic Trainer B. Team Physician Stanley Dysart, MD Pinnacle Orthopedics 300 Tower Road, Ste. 200 Marietta, GA C. Team Chiropractor Keith Rau, DC Life University 1269 Barclay Circle Marietta, GA All injuries will be recorded and each athlete will have a personal evaluation form filled out by an athletic trainer. The athlete must return to the athletic training staff with a report from the physician. In case of an emergency, the athlete will be taken to the emergency room and referred to a physician the next day. 108

109 3. This protocol is only in effect for athletes participating in intercollegiate athletics at KSU. 4. The certified athletic trainers employed by KSU will evaluate all injuries. All evaluations and treatments will be performed within the scope of practice for athletic trainers as defined by the National Athletic Trainers Association and the State of Georgia. Any injury that meets the criteria that is outlined in this protocol shall be referred to a physician for diagnosis. The physician will determine the appropriate course of action. 5. In accordance with Georgia state law, a licensed athletic trainer shall apply the following principles, methods, and procedures within the scope of the athletic trainers practice. A. Injury Prevention B. Injury Recognition and Evaluation C. First Aid D. Emergency Care E. Injury Management/Treatment and Disposition F. Rehabilitation through the use of safe and appropriate physical rehabilitation practices, including those techniques and procedures following injury and recovery that restore normal function status G. Conditioning H. Performance of test and measurements to prevent, evaluate, and monitor acute and chronic injuries I. Selection of preventive and supportive devices, temporary splinting and bracing, protective equipment, strapping, and other immobilization devices and techniques to protect an injured structure, facilitate ambulation and restore normal functioning J. Organization and administration of facilities within the scope of the profession K. Education and counseling for the public regarding the care and prevention of injury within the scope of the profession 6. For the treatment and rehabilitation of musculoskeletal injuries the athletic trainer may administer the following: A. Therapeutic Devices B. Massage C. Mechanical Devices D. Cryotherapy (e.g. ice, cold packs, cold water immersion) E. Thermotherapy (e.g. moist heat packs, paraffin bath) F. Other therapeutic agents with properties of water (e.g. whirlpool); electricity (e.g. electrical stimulation), or sound (e.g. ultrasound) G. The athletic trainer may apply topical prescription medication (e.g. steroid preparation for phonophoresis or iontophoresis) only at the direction of a physician 7. The Certified Athletic Trainer assigned to an activity area has the authority to remove any coach, Student-Athlete or official from the area if the trainer finds them using any tobacco products. 109

110 All of the above may be initiated by the certified athletic trainer. In the following instances, athletes must be referred to the Team Physician or the KSU Health Clinic, whichever is most appropriate. A. All concussions deemed more severe than Grade I according to the American Academy of Neurology guidelines. B. All illnesses that require prescriptions or other involved medical treatments. C. All suspected fractures. D. All Grade III injuries (sprains, strains, contusions). E. Any Grade II injuries which include significant impairment of function F. Any Grade I or II injury, which does not respond to traditional athletic training treatments. G. Any obvious displaced fractures will be immobilized and, if necessary, transported by EMS. H. All Grade III concussions with loss of consciousness greater than one minute will be transported by EMS using full head and neck injury precautions. For loss of consciousness less than one minute, the means of transportation will be determined by the physical examination by the certified athletic trainer or Team Physician. 8. Guidelines for EMS Transport of Head and Neck Injuries A. Abnormal level of consciousness or progressive loss of consciousness B. Obvious swelling or deformity of the head or cervical spine C. Cervical pain or tenderness D. Neurologic signs or symptoms E. Pain, stiffness, or Neurologic symptoms with active range of motion F. Any doubt concerning the severity of a head or spine injury 9. Guidelines for Emergency Referral of Head Injuries A. A rapid loss of consciousness B. Prolonged mental confusion (confusion > 15 minutes) C. Prolonged post-traumatic amnesia (PTA > 15 minutes) D. Increasing headache E. Pupils that are unequal or unreactive to light F. Uncoordinated or involuntary movement of the eyes G. Signs about the head indicating skull fracture H. Unusual slowing of the heart rate and increasing blood pressure I. A positive sign of any of the cranial nerve test 10. Guidelines for Dislocations and Fractures A. All dislocations will be splinted and referred to a physician. The distal pulse to be determined and noted before transport. B. All fractures will be splinted and referred to a physician. The distal pulse to be determined and noted before transport. C. All dislocations and fractures not seen by a physician will be transported to the emergency room and then referred to the Team Physician for follow-up care. 110

111 Standing Orders As Team Physician for Kennesaw State University, I authorize the certified, licensed athletic trainers, Team Chiropractor and other medical consultants to treat Kennesaw State University athletes in accordance with the standard procedures and protocols of the National Athletic Trainer s Association, the established protocols listed in this document and the Code of Ethics for the specific profession of the provider. Team Physician Stanley Dysart, MD Date As Team Chiropractor for Kennesaw State University, I agree to treat Kennesaw State University athletes in accordance with the standard procedures and protocols of the Team Chiropractor Keith G. Rau, DC Date As the certified, licensed athletic trainers of Kennesaw State University, we agree to treat Kennesaw State University athletes in accordance with the standard procedures and protocols of the National Athletic Trainer s Association and the established protocols set forth in this document. Karen E. Pfeifer, MS, ATC, LAT Date Director of Sports Medicine Heidi Fink, MS, ATC, LAT Date Assistant Athletic Trainer David T. Ward, MS, ATC, LAT, CSCS Date Director of Sports Performance Date Graduate Assistant Athletic Trainer Date Graduate Assistant Athletic Trainer 111

112 Section 3: Medical Issues 112

113 Prevention of Heat Illness Practice or competition in hot and/or humid environmental conditions pose special problems for the student-athlete. Heat stress and resulting heat illness is a primary concern in these conditions. This situation primarily affects those athletes practicing outdoors in these conditions, but can also seriously affect those athletes practicing indoors with poor air circulation. Because it is not practical to suspend practice or competition every time the temperature is above 90 degrees and humidity is above 70%, prevention must become the primary objective. Heat illness is when the body is unable to efficiently reduce the core body temperature. The body is most effectively cooled by sweating, allowing outside air to evaporate the sweat, and thus cooling the body. The moist air that results from high humidity inhibits evaporation and cooling which causes the body s core temperature to rise. Heat emergencies are progressive conditions that arise from this increasing core body temperature. There are four keys to prevention of heat illness.: 1. Education. It is vital to understand and remember that the body is less able to cool itself in hot/humid environments. It is advised to moderate participation when possible. Areas that can be moderated include length of practice, time of day, and the intensity of practice. It is essential that all coaches and student-athletes are aware of the risk factors for heat stress syndromes and that proper prevention is essential. 2. Clothing. Clothing and equipment add insulation to the body and reduce the amount of skin surface area for evaporation. When clothing becomes soaked with sweat, evaporation cannot occur and the clothes will retain body heat. The head is a key area for the release of body heat; therefore hats and helmets will retain heat. When possible, encourage the frequent changing of sweat soaked clothing, and in especially hot situations consider limiting the amount of equipment (i.e. shirts, shorts, helmets, no pads). 3. Hydration. Progressive dehydration reduces sweating and leads to an increase in body heat. It is essential to keep well hydrated before, during, and after participation in the heat. Water breaks should be given at least every 20 minutes and more frequently when participating in two-a-day practices. Water should also be made available to athletes at all times between water breaks. Encourage fluid consumption and provide choices like water, juices, and/or sports drinks. Avoid any beverage containing caffeine including soda, coffee, and tea. Caffeine acts as a diuretic, which can lead to dehydration in hot environments. 4. Fitness. Physical training and heat acclimation increases the body s ability to maintain a normal body temperature. Athletes with poor physical condition, those with excess body fat, those who regularly push themselves to capacity, those with a history of heat illness, and those with circulatory and respiratory problems are most often affected. It is important that a period of acclimation be incorporated into a team s practice schedule. 113

114 Identification and Treatment of Heat Illness There are three categories of heat stress syndromes. 1. Heat cramps. These are the least severe, but the most painful. They are caused by dehydration. They generally begin in the stomach and calves, and then progress to other areas of the body. If not treated they can progress into either heat exhaustion or heat stroke. 2. Heat Exhaustion. Athletes will exhibit fatigue; dizziness; profuse sweating; cool, clammy, pale skin; nausea; rapid respiration and pulse. 3. Heat Stroke. Athletes will exhibit diminished or loss of consciousness; dangerously high body temperature ( often as high as 106 degrees); red, dry skin; rapid pulse; vomiting. Heat stroke is a life threatening illness and emergency help must be sought immediately. The basic cares for all of these illnesses are the same. The goal is to reduce body temperature. Follow these steps. 1. Move the athlete to a cool place, indoors when possible. 2. Loosen or remove as much clothing as possible. 3. Apply cool wet cloths to the skin, or help athlete take cool shower. 4. Fan the athlete, or place in front of a fan, to aid evaporation. 5. If conscious, give cool water to drink, sip small amounts over time. If the athlete refuses water, vomits, or starts to lose consciousness: 1. Activate EMS (Emergency Action Plan) From any campus phone, call From any cell phone, pay phone, or other phone on campus, call (770) If training off campus, call 911. NOTE: 911 from a cell phone can be answered by the Georgia State Police or a county 911 dispatcher, regardless your call will be forwarded to the appropriate emergency dispatcher so stay on the line and relay the needed information. From a Blue Light or Campus Emergency Red Phone, lift the receiver or press the button. 2. Place the athlete on his/her side. 3. Continue to cool the athlete by using ice or cold packs on the wrist, ankles, groin, neck, and in the armpits. 4. If necessary immerse the athlete in cool, not cold, water. You may use a whirlpool, tub, hose, or shower. 5. Continue to check breathing and pulse. 6. Notify Team Physician. 114

115 Lightning Safety The National Weather Service research indicates that lightning is the number two cause of death by weather phenomenon, accounting for more than 110 deaths per year. The following policy has been established regarding thunder and lightning. 1. The instant that lightning can be seen or thunder heard is the moment to begin monitoring the system. It is recommended that all athletic practices and competitions cease and participants and spectators seek shelter. The distance of the storm is monitored through the use of the flash-to-bang method. Count the seconds from the time the lightning is sighted to when the clap of thunder is heard. Divide this number by five to determine how far away (in miles) the lightning is occurring. The KSU Athletic Training Department and Athletic Administration have adopted a standard 30-second-flash-to-bang count as our official policy, as per NCAA guidelines. When the count reaches 30 seconds or less, all outside athletic activity must cease as lightning can strike from up to 6 miles away. 2. Seek a safe structure for participants and spectators. A safe structure is defined as any building normally occupied or frequently used by people, i.e., a building with plumbing and/or electrical wiring that acts to ground the structure. Avoid using shower facilities for safe shelter and do not use the showers or plumbing facilities during a thunderstorm. In the absence of sturdy building, any vehicle with a hard metal roof (not a convertible or golf cart) and rolled-up windows can provide a measure of safety. A vehicle is certainly better than remaining outdoors. If the vehicle is struck, do not touch the sides of the vehicle. 3. In situations where no thunder or lightning is present and you feel your skin tingle and/or your hair stand on end, you should assume the following position: Drop low to the ground, do not lie flat, bend forward and put your hands on your knees. Stay on the balls of your feet. The tingling and /or hair standing on end are a sign that you are about to be struck by lightning. Do not lie flat, as this will increase the surface area of your body exposed to the current if lightning strikes the ground near you. Be aware that lightning can travel up to 25 feet in standing water. 4. In the event that either situation should occur, 30 minutes must pass after the last sound of thunder or last sighting of lightning prior to resuming play. The National Weather Service recommends 30 minute to allow the storm to pass and move out of lightning strike range. 5. If an athletic trainer is present, they will make the decision regarding shelter. No coach may continue activity after the athletic trainer makes the decision to clear the field. If this is not adhered to, the administration will be notified and the incident will be documented. Head Injury Protocol Concussions and second-impact syndrome are becoming an increasingly common problem in athletics. Second-impact syndrome is rare but often fatal. The following are some common symptoms of a concussion. 115

116 * Headache * Irritability * Confusion/Disorientation * Hyper excitability * Tinnitus (ringing in ears) * Loss of consciousness (LOC) * Dizziness * Unsteadiness * Nausea * Visual Disturbance * Amnesia * Concentration difficulty * Post-traumatic * Retrograde All concussions will be graded using the American Academy of Neurology Practice Parameters. Grade I Grade II Grade III Transient confusion Symptoms lasting less than 15 minutes NO loss of consciousness (LOC) Transient confusion Symptoms lasting greater than 15 minutes NO loss of consciousness (LOC) Any loss of consciousness The following protocol will be followed during practices and games for suspected concussions. Grade I Grade II Grade III Remove from contest 15 minute head injury evaluation (Take appropriate action based on findings) May return to play if asymptomatic at rest and exertion following the 15-minute observation Remove from contest and disallow to return Continue observation up to 2 hours post injury (Take appropriate action based on findings) Reexamine the next day. Follow Guidelines for Return to Activity After a Concussion If an athlete experiences a LOC, immediately activate Emergency Action Plan Stabilize athlete using precautionary cervical spine immobilization techniques. Continue to monitor airway, breathing, circulation (ABC S) as the athlete is being transported General Guidelines for Head Injury Referral Athletic Trainers will refer athletes with head injuries if they notice one or more of the following 1. A rapid loss of consciousness 2. Prolonged mental confusion (lasting > 15-minutes) 3. Prolonged post-traumatic amnesia (lasting > 15-minutes) 116

117 4. Increasing headache 5. Pupils that are unequal or unreactive to light 6. Uncoordinated or involuntary movement of the eyes 7. Signs about the head indicating skull fracture 8. Unusual slowing of heart rate and increasing blood pressure 9. A positive test for any of the cranial nerves 10. Post-concussion symptoms lasting longer than 24 hours Guidelines for Return to Activity Second-impact Syndrome is a rare but often fatal consequence of concussion. It occurs when an athlete sustains a second, often minor trauma to the head before the initial symptoms of the first trauma have been resolved. The following general guidelines for return to activity will be followed and there may be other criteria as per attending physicians recommendations. 1st 2nd 3rd Grade I May return to play May return if Consider ending If asymptomatic asymptomatic season. May following 15 minute for one week. return if observation. asymptomatic. Grade II Return if asymptomatic May return if Terminate the one week. athlete has been season; may asymptomatic return next season at rest and exertion if asymptomatic. for 2 full weeks. Grade III Athlete may return if Termination of asymptomatic for season. Consider One month at rest termination of and exertion. impact activities. Spinal Injury Protocol The following guidelines will be followed to determine need for EMS transport of suspected spinal injuries. An athlete presenting with one or more of the following will be transported using full spinal precautions. 1. Abnormal level of consciousness or progressive loss of consciousness. 2. Obvious swelling or deformity of the spine. 3. Spinal pain or tenderness. 4. Neurologic signs or symptoms. 5. Pain, stiffness, or neurologic symptoms with active range of motion. 6. Any doubt concerning injury. 117

118 The athletic training staff will act in accordance with the guidelines regarding transport and equipment removal established by the Inter-Association Spine Task Force through the NATA in May General Guidelines 1. Any athlete suspected of having a spinal injury should not be moved and should be managed as though a spinal injury exists. 2. The athlete s airway, breathing, circulation, neurological status, and level of consciousness should be assessed. 3. The athletes should not be moved unless absolutely essential to maintain airway, breathing, and circulation. 4. If the athlete must be moved to maintain airway, breathing, and circulation, the athlete should be placed in the supine position while maintaining spinal immobilization. 5. When moving a suspected spine-injured athlete, the head and trunk should be moved as a unit. One accepted technique is to manually splint the head to the trunk. 6. The Emergency Medical System should be activated. Policy for Blood-borne Pathogens This relates to the handling of any body fluids, including saliva and blood products. It relates to the potential for blood-borne pathogens in any of these fluids, and how it is to be handled. Any contact with these fluids is to be handled as a potential blood-borne pathogen. Universal precautions are detailed as follows: 1. Any time the athletic trainer is aware there will be contact with body fluids; he/she must wear clean gloves and utilize gauze pads (when available) for initial contact on the wound. 2, All bandages, gloves, and all other paper products coming in contact with the wounds/body fluids should be disposed of in red biomedical waste bags and properly disposed of via biomedical waste disposal procedures. 3. Any clothes stained with blood, or blood products, should be immediately washed/scrubbed prior to further use. When possible a replacement clothing item should be utilized with the contaminate clothing bagged until cleansing can occur 4. Bandages should be applied to wounds such that exposure to other players is avoided. 5. With any contact with wound or body fluid, the athletic trainer should immediately clean his/her hands with warm soapy water or anti-bacterial solution as soon as possible after the event. This applies even if gloves were worn during treatment. 6. These rules apply to coaches in those situations for which an athletic trainer is not present. 118

119 Kennesaw State University Injury Response Protocol Athlete is Injured Athlete or coach notifies Athletic Trainer Athletic Trainer not on site, athlete or coach can report to, or call Convocation Center AT Room, Athletic Trainer assesses injury Serious Injury Head/neck injury or life threatening Minor injury Provide First Aide Activate EMS If on campus call Campus Police If off campus call 911 Injury is reported in injury file system Athletic Trainer provides appropriate follow-up medical treatment/rehabilitation Notify Director of Sports Medicine Ofc Cell If catastrophic injury notify Athletic Director Athlete needs follow-up care to recover from injury, surgery or other medical specialist Athlete has recovered from injury through conservative treatment and rehabilitation Athlete returns to participation 119

120 Emergency Action Plan Teams Practicing/ Competing On Campus 1. In an athletic emergency situation, the athletic trainer is in charge. If the athletic trainer is not present, notify them immediately. The head coach should remain with the athlete and will remain in charge until the athletic trainer arrives. 2. The person in charge should perform primary assessment and perform necessary first aid. The following vital signs should be monitor: * ABC s * State of consciousness * Temperature * Pupils * Movement * Skin color * Abnormal nerve response (numbness/tingling) 3. Stabilize the athlete and Activate EMS From any campus phone, call From any cell phone, pay phone, or other phone on campus, call (770) If training off campus, call 911. NOTE: 911 from a cell phone can be answered by the Georgia State Police or a county 911 dispatcher, regardless your call will be forwarded to the appropriate emergency dispatcher so stay on the line and relay the needed information. From a Blue Light or Campus Emergency Red Phone, lift the receiver or press the button. *If the athlete is unconscious you must assume there is a neck injury. * 4. The following information should be given to the dispatcher: A. Your name and phone number from where you are calling B. Describe the injury-mechanism, signs and symptoms, first aid given, and current condition of the athlete C. Give the address and location of the injured athlete. Know the nearest intersection and access to your competition area. D. Let the operator hang up first, then report back to the accident scene. 5. The individual in charge should designate people for the following responsibilities A. Activate EMS. This person must have a cell phone or access to a public phone. B. Meet the ambulance and direct EMS personnel to the location of the injured athlete. C. Notification of parent/guardian if they are not in attendance. D. If athlete is transported by EMS, a designated individual will accompany the athlete to the hospital. 6. The Athletic Training Department must be notified as soon as possible if the athlete is transported to the hospital. Voice mail messages are acceptable. 120

121 Weekdays 9am-6pm call Convocation Center Training Room Weekends and After 6pm call Dir. Of Sports Med. cell # All events must be documented concerning the emergency situation. The person in charge of the situation will need to fill out an incident report after situation has been resolved. Emergency Phone Numbers KSU Police (emergency situations from a campus phone) 6666 KSU Police (emergency situations from cell phone) Athletic Training Room Convocation Center Athletic Training Room - Bailey Complex Director of Sports Medicine Office Sports Performance Room Convocation Center Wellstar Kennestone Hospital -Emergency Room EMS Dispatch (off campus sites) 911 In addition to above numbers, if you are calling from a cell phone, your call goes to the nearest available Georgia State Police or county dispatch. Do not hang up, the dispatcher will take your call and forward your situation to the local dispatcher by landline. Stay on the phone until the dispatcher takes all the information that you can give them and they tell you to hang up. Your information will be transferred to the local dispatcher and the appropriate actions will be taken. Also stay off the phone that you used to make the call because the local dispatcher may make a call back to check or confirm the emergency call that you made. 121

122 Section 4: Coverage of Practice and Events Coach s Responsibility It is the coach s responsibility to provide the athletic training staff with a copy of their team s practice and competition schedule. It is also important to immediately inform the athletic training staff of any changes in this schedule. Failure to inform the athletic training staff of changes well enough in advance may result in the inability to cover the event. Priority for Coverage Priority for coverage will in no way be based upon whether a sport is men s or women s. Priority will be based solely upon risk of injury, number of participants, presence of other medical personnel to provide care, and location of the event. Home events will have full coverage from a certified athletic trainer. Medical personnel should be provided at each away event by the host school. In the event that the host school will not provide an athletic trainer and there are no home event conflicts, an athletic trainer will travel with the team. An athletic trainer will travel with KSU teams to away events as much as the schedule will permit. Home games/matches will take priority over practices. If the athletic training staff is unable to cover multiple events on the same day priority will be given in the order of risk of injury. Conflicts will be determined on a case-by-case basis. 122

123 A. PHILOSOPHY STATEMENT KENNESAW STATE UNIVERSITY ATHLETIC DEPARTMENT DRUG TESTING POLICY Kennesaw State University supports the NCAA statement regarding substance abuse. We are committed and dedicated to promoting and preserving the integrity of athletics for the benefit and welfare of our student-athletes. Recognizing that drug and alcohol abuse among college athletes is of national concern and could endanger the health, development, and well-being of some of the University s student-athletes, Kennesaw State University s Department of Intercollegiate Athletics has developed this policy of drug testing and counseling. B. MISSION STATEMENT The mission of this drug testing policy includes education, screening, counseling, and sanctions to: (1) help student-athletes avoid improper involvement with drugs by insuring that they are well informed about drugs and drug abuse, (2) detect possible prohibited drug use through a screening program based on testing designed to reveal the use of drugs, (3) assist in the counseling and rehabilitation of student-athletes found to be misusing drugs, and (4) disassociate from our athletic programs any person who is engaged in improper use of drugs and does not respond to rehabilitation efforts; while promoting the University s mission of academic excellence. C. ELIGIBILITY FOR TESTING All athletes who are listed on the official eligibility sheets, cheerleaders, student-trainers, and other students associated with any team will be eligible to be screened and will participate in the drug testing program. Per NCAA rules Student-Athletes are required to participate in the NCAA Drug Testing Program. D. PROGRAM DESCRIPTION The basic test to be used for drug screening is a urinalysis. However, other types of tests may be utilized to determine the presence of drugs. The testing based on urinalysis will be implemented as follows: 1. Random Screening: All student-athletes will be subject to random testing three times during the academic year. At least 10 percent of the members from each team will be selected for testing on each occasion. The selection of individuals will be made through a computer-generated blind drawing by the contracted collectors, upon notification by the Director of Athletics or the departmental designate, of the date on which testing is to be conducted. Each affected student-athlete will receive written notification that states they have been selected for testing, the date on which testing will occur, and the place and time of testing. The affected student-athletes will be required to sign a statement prepared by 123

124 the office of the Director of Athletics acknowledging that they understand they have been selected for testing and are aware of the date, time, and place of testing. 2. Mandatory NCAA Qualifier Screening: Any student-athlete who qualifies for NCAA post-season competition, either with a team or as an individual, will automatically become a candidate for screening prior to the date of NCAA competition. 3. Individualized Reasonable Suspicion Screening: Any student-athlete may be subject to testing at any time when, in the judgment of the Director of Athletics, there is reasonable cause to suspect the student is engaged in the use of any of the drugs prohibited by this policy. Such individualized reasonable suspicion may be based on information from any source deemed reliable by the Director of Athletics, including, but not limited to: (1) observed possession or use of substances that reasonably appear to be drugs of the type prohibited, (2) arrest or conviction for a criminal offense related to the possession, use or trafficking of drugs of the type prohibited, and/or (3) observed abnormal appearance, conduct or behavior, including unusual patterns of absence from training or competition, reasonably interpretable as being caused by the use of drugs of the type prohibited. Upon receipt of such information, the Director of Athletics shall confer with University legal and medical representatives in determining whether there is reasonable cause to suspect that the student-athlete is engaged in prohibited drug use. Individualized reasonable suspicion means that if the available facts were conveyed to a reasonable person unfamiliar with the student-athlete or the athletic program, that person would conclude that there is a factual basis for determining that the student-athlete is using a prohibited drug. If individualized reasonable suspicion is found to exist the Director of Athletics, or his designate, will meet with the student-athlete. At the meeting the Director of Athletics, or his designate, will provide written notice specifying the date, time, and place at which the student-athlete will agree to testing unless the student-athlete provides an explanation for his/her behavior which is satisfactory to the Director of Athletics or his designate. The test will be conducted in accordance with the procedures established in the University s contract with the testing agency. The consequences of failure to participate in or cooperate with such testing and the consequences of impermissible drug use discovered through testing will be the same as those applicable to unannounced random testing. 4. Positive Test Follow-up Screening: Any student-athlete who had tested positive on a previous date may be subject to required testing at any time as deemed appropriate by the Director of Athletics. E. TESTED SUBSTANCES 1. Amphetamines 2. Barbiturates 3. Benzodiazepines 4. Cocaine 124

125 5. Marijuana 6. Methadone 7. Methaqualone (Quaaludes) 8. Opiates (Heroin and other opium derivatives) 9. Phencyclidine (PCP or Angel Dust ) 10. Propoxyphene Tested substances will include the listed items and/or other controlled substances, which may or may not appear on the most current NCAA banned drug listing. F. DRUG TESTING PROCEDURES 1. Each student-athlete and parent, if the student-athlete is a minor, will sign a consent form prior to becoming an active member of the athletic program. A minor is defined as any person younger than the age of 18. This form will explain the substance abuse policy and will indicate the student-athletes consent to be tested according to the procedures outlined in this document. Consent to this policy is a prerequisite of participation in the athletic program at Kennesaw State University. Each studentathlete will then be assigned a code by the Director of Athletics to be used in the random selection process. 2. The Director of Athletics and/or the Athletic Trainer shall be responsible for selecting the dates for testing and notifying the appropriate coaches concerning the specific test date, time, site, and athletes to be tested. The sample collection agency will be responsible for randomly selecting the athletes for testing. It will then be the responsibility of the coaches to insure the presence of the selected athletes for testing as scheduled. If after being notified by the coach, an athlete fails to report for the test, it will be considered a positive test. 3. When the athlete reports for the test a urine sample will be obtained under direct observation. The observer shall be an appropriate member of Kennesaw s athletic staff or an independently contracted medical professional. 4. The sample collection container will be split into two separate containers and sealed. Then, along with the proper documentation, the two containers will be placed into a plastic collection bag and sealed with security tape. 5. The student-athlete will witness the preparation of the samples and sign the appropriate paper work acknowledging the sample is theirs. 6. The sample will be provided to the testing lab according to chain of custody guidelines set forth by the lab. 7. Upon receipt of the sample by the testing lab, initial testing will be conducted, and the remainder of the sample will be frozen and retained according to the chain of custody procedures. Positive test results will be sent to the Medical Review Officer (MRO) for 125

126 evaluation. Any student-athlete with a pending positive result will be notified by the MRO. This notification will give the student-athlete the opportunity to inform the MRO of any drugs, prescriptions, and/or over the counter medications taken within the past three months. 8. In the case of a positive test, the student-athlete will be given the opportunity to have the frozen portion of the original sample retested at their expense. The student-athlete must submit this request in writing to the MRO no later than three days after the day they were first notified by the MRO. 9. Confirmed positive test results will be reported directly to the Director of Athletics. G. CONSEQUENCES FOR TESTING POSITIVE NOTE: First Positive Test Notification of Parents (If the Student-Athlete is under the age of 18) Notification of Student-Athlete Notification of Athletic Director Notification of Head Coach Required meeting with Head Coach and Athletic Director Counseling on campus. Referral to an outside agency may be required Completion of Alcohol 101 for drug and alcohol education, if required. Minimum suspension for two weeks Possible loss of Athletic Aid Required testing for remainder of academic year Second Positive Test Notification of Student-Athlete Notification of Athletic Director Notification of Head Coach Notification of Parents (If the Student-Athlete is under the age of 18) Required meeting with Head Coach and Athletic Director Permanent dismissal from intercollegiate athletic participation at Kennesaw State University Team rules may supersede these penalties if the coach s rules are tougher Refusal of testing is considered to be a confirmed positive test Confirmed Positives accumulate through the student-athletes time at Kennesaw. This means that if a student tests positive for drugs during their first year and does not test positive again until their senior year then the positive test form the senior year will still be counted as a second positive. It does not matter how much time lapses between two positive tests for them to accumulate. 126

127 FALSIFICATION OF TEST RESULTS: Any attempt to falsify test results by providing false information, altering a urine sample, manipulating test results, or any other conscientious effort to circumvent the drug testing process will result in an automatic dismissal from participation in Kennesaw State University s athletic program. H. NUTRITIONAL SUPPLEMENTS Student-athletes must be aware that many legal nutritional supplements contain substances banned by the NCAA. Many student-athletes assume if a product is purchased in a health food store, they must be allowed to take it under the NCAA rules. THIS IS NOT TRUE! Reliance on the advice of the clerk at the store, the distributor at the gym, or any one who is not part of the athletic program, can result in erroneous information about whether the product contains any NCAA-banned substances. False information can result in a positive drug test. Please make sure you discuss any nutritional supplements with the athletic trainer prior to use of the product. Some common banned ingredients include, but are not limited to, norandrostenedione, androstenedione, and large amounts of ma huang. Do not take supplements containing these products. The athletic trainer has a list of banned drugs and common banned supplements. Feel free to see the athletic trainer with any questions. 127

128 APPENDICES 128

129 APPENDIX A STUDENT-ATHLETE INITIAL HEALTH QUESTIONNAIRE NAME SOCIAL SECURITY # LOCAL ADDRESS SPORT BIRTH DATE LOCAL PHONE CELL PHONE EMERGENCY CONTACT INFORMATION: PRIMARY CONTACT HOME PHONE RELATION CELL PHONE ADDRESS WORK PHONE SECOND CONTACT RELATION HOME PHONE CELL PHONE WORK PHONE FAMILY PHYSICIAN PHONE ADDRESS COLLEGES PREVIOUSLY ATTENDED: YEAR: FAMILY MEDICAL HISTORY: Please indicate if the following disease is present in any member of your family. If so, state which family member(s) was affected. Diabetes Blood Disease Cancer Sickle Cell Heart Sudden Death (before age 40) 129

130 Please check either Yes or No. Answer fully. GENERAL MEDICAL INFORMATION Are you currently under the care of a physician? YES NO If yes, explain Are you currently taking any medication(s) on a regular basis? YES NO If yes, what are you taking? Have you ever had an illness or infection lasting more than a week? YES NO If yes, explain Have you ever become weak or ill when exposed to high temps? YES NO Do you have a loss or impaired function of any paired organ? YES NO Ears Eyes Lung Kidney Testicle Do you have or have you ever had: Asthma YES NO Hay Fever YES NO Diabetes YES NO Heart Disease YES NO Epilepsy YES NO Heart Palpitations YES NO Abnormal Bleeding Tendencies YES NO Genitourinary Tract Disorders YES NO If yes, which ones below? Painful Urination Bloody Urine Frequent Urination Other Kidney Disease, Jaundice, Hepatitis YES NO Tuberculosis, persistent cough YES NO Stomach/Intestinal Trouble YES NO If yes, which ones? Frequent Diarrhea Vomit Blood Frequent Constipation Hemorrhoids Ulcers Arthritis YES NO Anemia YES NO Significant emotional or psychological difficulties YES NO Are you allergic to any general medications? YES NO If yes, which ones? Aspirin Tylenol Antibiotics Novocain Sulfa Drugs Penicillin Ibuprofen Other Do you have problems with any of the following? Shin Splints Blisters Side Stitches Cramps in Calfs/Hamstrings Dehydration Women Only: Date of last menstruation: How many menstrual periods have you had over the past 12 months? Have you ever missed 3 consecutive periods? YES NO If yes, what was the longest time between periods? 130

131 HEAD, NECK, and BACK Does any one in your family have seizures, fits, spasms, convulsions, or epilepsy? YES NO Have you ever had a seizure, fit, spasm, or epileptic attack? YES NO Have you ever been unconscious? YES NO If yes, circle one: Knocked Out Passed Out Have you ever had a concussion? YES NO Have you ever had a fractured neck or spine? YES NO Have you ever had an x-ray taken of your neck or spine? YES NO Have you ever had a pinched nerve or whiplash? YES NO Have you ever had an injury producing weakness, burning, or numbness in either of your arms or legs? YES NO Have you ever had any serious dental or mouth injuries? YES NO Have you ever injured your back? YES NO If yes, when? If yes, how long did you miss practice? Have you ever been told you have a spinal defect that has been there since birth? YES NO Have you ever been instructed in special exercises for your back? YES NO EYES, EARS, and NOSE Do you wear glasses? YES NO Do you wear contacts? YES NO If so, hard or soft? Do you wear either during participation? Glasses Contacts If yes, the prescribing physicians' name, address and phone number: Do you suffer from: Nasal Blockage? YES NO Blurred Vision? YES NO Itching of the eyes? YES NO Ringing Ears? YES NO Frequent Ear Aches? YES NO Discharge from Ears? YES NO Hearing Loss? YES NO Frequent Nose Bleeds? YES NO Sinus Problems? YES NO ANKLE/FOOT Have you ever had an ankle and/or foot injury? YES NO If yes, which ankle and/or foot? Right Left Both If yes, what was/were the injury/injuries? If yes, when? If yes, how long did you miss practice/games? If yes, did you see a doctor? Have you ever had an Achilles tendon injury? YES NO If yes, which Achilles? Shoe Size: Men s or Women s? (please circle) KNEE Have you ever had a significant knee injury? YES NO 131

132 If yes, which knee? Right Left Both If yes, when? If yes, did the injury require surgery? YES NO If surgery was required, please give the physician s name, address and phone #: Have you ever suffered from Osgood Slaughter's Disease? YES NO SHOULDER Have you ever had a significant shoulder injury? YES NO If yes, which shoulder? Right Left Both If yes, when? If yes, is this your throwing or shooting shoulder? YES NO If yes, did the injury require surgery? YES NO If surgery was required, please give the physician s name, address and phone #: Are you on a strengthening program for your shoulder? YES NO ELBOW Have you ever had a significant elbow injury? YES NO If yes, which elbow? Right Left Both If yes, when? If yes, is this your throwing or shooting elbow? YES NO If yes, did the injury require surgery? YES NO If surgery was required, please give the physician s name address and phone #: FRACTURES, DISLOCATIONS, and PULLED MUSCLES Have you ever had a fractured bone? YES NO If yes, which bone(s)? If yes, when? If yes, was it a stress or traumatic fracture? Do you have any plates, screws, or pins in bones? YES NO If yes, which bone(s)? If yes, when? Have you ever had a dislocated joint? YES NO If yes, which joint? If yes, when? Have you ever had a badly pulled muscle? YES NO If yes, explain If yes, did it re-occur? FURTHER INFORMATION Anything not covered by the above questions or further explanation needed: I certify the above questions were answered completely and to the best of my knowledge. Athlete's Signature APPENDIX B Date 132

133 KENNESAW STATE UNIVERSITY INTERIM STUDENT-ATHLETE PERSONAL/EMERGENCY INFORMATION FORM NAME SPORT SOCIAL SECURITY # BIRTH DATE LOCAL ADDRESS LOCAL PHONE CELL PHONE YEAR (soph., jr., sr., 5 th ) EMERGENCY CONTACT INFORMATION: PRIMARY CONTACT HOME PHONE RELATION ADDRESS WORK PHONE CELL PHONE SECONDARY CONTACT HOME PHONE RELATION WORK PHONE CELL PHONE FAMILY PHYSICIAN PHONE ADDRESS APPENDIX C KENNESAW STATE UNIVERSITY 133

134 INTERIM HEALTH HISTORY FORM (FROM AUGUST, 2005 to AUGUST, 2006) 1. Have you had any illnesses lasting more than three days the past year? NO YES, explain 2. Have you had any surgery in the same time frame? NO YES, explain and give doctor's name 3. Have you had any injuries in the past 13 months (include athletic and non-athletic)? NO YES, explain and include date(s) 4. Are you currently under a physicians care? NO YES, explain and give physician's name and phone 5. Shoe Size: Men s or Women s (please circle) Women Only: 6. Date of last menstruation: 7. How many menstrual periods have you had over the past 12 months? 8. Have you missed 3 consecutive periods? NO YES 9. If you answered YES to #8, what was the longest time between periods? Signed Date REMEMBER, THIS MUST BE COMPLETED BEFORE PRACTICING! 134

135 TO: FROM: RE: DATE: APPENDIX D Parents/Guardians of Kennesaw State University Athletes Dave Waples, Athletic Director Athletic Insurance Information Academic Year I. COVERAGE A. Kennesaw State University will not allow us to provide coverage or pay bills incurred for expenses related to illnesses/conditions, which are not sustained as the direct result of an accident in our intercollegiate athletic program. B. Our Athletic Insurance covers accidents only. These accidents MUST occur: 1. while participating in supervised practice or games; or 2. while traveling to and from games II. WHAT HAPPENS WHEN A COVERED INJURY OCCURS: A. Your athlete reports the injury and is referred, if necessary, by one of our certified athletic trainers (ATC s) to the proper medical practitioner. B. All medical bills will be sent directly to the athlete at your home address. C. Make (2) copies of all itemized bills and submit one to your insurance company. D. When you receive the Explanation of Benefits (EOB) from your insurance, you must send a copy of that information, along with a copy of the itemized bills, to the Head ATC for processing. If this procedure is not followed, there will be a delay in processing the claim. E. At times, our insurance carrier may need further information regarding your claim. Your cooperation will accelerate the payment process. Ultimately, the athlete s credit will be affected if the procedures are not followed. If your athlete is covered by an HMO/EPO, you must provide the referral information as designated by that HMO/EPO. If you do have HMO/EPO coverage, we must follow the rules of that organization or our athletic insurance will not cover the excess. If your athlete's health insurance changes during the year, please contact Karen Pfeifer to update our files. ALL Kennesaw State University athletes will soon be required to carry primary insurance through their parent or obtain a policy of their own. Primary insurance coverage is crucial when dealing with health matters outside of athletic injuries. Please submit (2) copies of the front and back of your insurance card with the attached form. These copies will aid in the insurance process. If you have any questions regarding this letter or our athletic insurance coverage, I urge you to contact me at (770) or Karen Pfeifer, our head ATC, at (678) DW/KP 135

136 APPENDIX E PARENT INFORMATION/INSURANCE FORM FAILURE TO COMPLETE ALL BLANKS WILL RESULT IN CLAIMS PROCESSING DELAYS. Please submit 2 copies of front and back of insurance card(s). Name of Athlete: Sport: College Address: Local Phone: City: State: Zip Code: Father/Guardian: Birth date: Address: Employer: Phone: Social Security No. Insurance Company: Claims Address: Phone No: Policy No. Group No. Is this plan an: HMO EPO PPO Other Is the athlete covered by this plan? YES NO Is this plan: Primary Secondary Mother/Guardian: Birth date: Address: Employer: Phone: Social Security No. Insurance Company: Claims Address: Phone No: Policy No. Group No. Is this plan an: HMO EPO PPO Other Is the athlete covered by this plan? YES NO Is this plan: Primary Secondary Athlete s Personal Insurance Information (If not covered by Parent/Guardian Insurance) Insurance Company: Claims Address: Phone No: Policy No. Group No. Is this plan an: HMO EPO PPO Other I hereby authorize Kennesaw State University and The Baker Agency of Plainwell, MI to inspect or secure copies of case history records, laboratory reports, diagnosis, x-ray, and other data covering this and/or previous confinements and/or disabilities. A photostatic copy of this authorization shall be deemed as effective and valid as the original. Drafts for benefits will automatically be sent to the hospital, doctor, or other supplier of medical services. We authorize that the university or its insurance agent pay the medical vendors direct for any bills incurred from accidents that are covered under the coverage purchased by the university. I further certify that I have read and understood the attached insurance information letter. Parent's/ Guardian's Signature: Student's Signature: UNTIL THIS FORM IS COMPLETED AND RETURNED TO THE HEAD ATC, THE ATHLETE WILL NOT PARTICIPATE IN PRACTICE. 136

137 APPENDIX F NOTICE TO ALL PERSONS PARTICIPATING IN ATHLETIC OR RECREATIONAL ACTIVITIES ASSUMPTION OF RISK AND INSURANCE CERTIFICATION Many recreational activities and athletic programs involve substantial risks of bodily injury, property damage, and other dangers associated with participation in such activities. Dangers related to such activities include, but are not limited to: hypothermia, broken bones, strains, sprains, bruises, drowning, concussion, heart attack, and heat exhaustion. Each participant in such activities should realize that there are risks, hazards, and dangers inherent in such activities and in the training, preparation for, and travel to and from such activities. It is the sole responsibility of each participant to participate only in those activities for which he/she has the prerequisite skills, qualifications, preparations, and training. The undersigned hereby acknowledges that the University does not warrant or guarantee in any respect the competency or mental or physical condition of any trip leader, vehicle driver, or individual participant in any athletic or recreational activity. All participants in voluntary recreational activities and athletic programs will be required to sign the attached Release, Waiver of Liability, and Covenant Not to Sue form. I acknowledge that I am solely responsible for any hospital or other costs arising out of any bodily injury or property damage sustained through my participation in such voluntary athletic or recreational activities. In this regard, I certify that I am covered by a 24-hour health and accident policy. I have received a copy of this Notice, which I have read and understand. I accept and assume all risks, hazards, and dangers involved in any such activities in which I may elect to participate, including the training, preparation for and travel to and from the site of such activities. This day of, Signature of Participant Signature of Witness 137

138 APPENDIX G RELEASE, WAIVER OF LIABILITY,AND COVENANT NOT TO SUE (READ CAREFULLY BEFORE SIGNING) The undersigned hereby acknowledges that participation in athletic programs and recreational activities involves an inherent risk of physical injury and assumes all such risks. The undersigned hereby agrees that for consideration of Kennesaw State University allowing the undersigned to participate in voluntary recreational programs or athletic activities and, in connection therewith, making available to the undersigned for his/her use while participating in such programs or activities, certain equipment, facilities, grounds, or personnel of the institution, the undersigned participant does hereby waive liability, release and forever discharge Kennesaw State University and the Board of Regents of the University System of Georgia, its members individually, and its officers, agents and employees of and from any and all claims, demands, rights and causes of action of whatever kind or nature, arising out of all known and unknown, foreseen and unforeseen bodily and personal injuries, damage to property, and the consequences thereof, including death, resulting from my voluntary participation in or in any way connected with such recreational programs or athletic activities. I further covenant and agree that for the consideration stated above I will not sue Kennesaw State University, the Board of Regents of the University System of Georgia, its members individually, and its officers, agents or employees for any claim for damages arising or growing out of my voluntary participation in recreational programs or athletic activities. I understand that acceptance of this release, waiver of liability and covenant not to sue Kennesaw State University, the Board of Regents of the University System of Georgia or any agent or employee thereof, shall not constitute a waiver, in whole or in part, of sovereign or official immunity by said Board, its members, officers, agents, and employees. Further, I understand that this release, waiver of liability and covenant not to sue shall be effective during my entire period of enrollment or employment at Kennesaw State University. I have received a copy of this document and I certify that I am years of age and suffering no legal disabilities and that I have read the above carefully before signing. This day of, Signature of Participant Signature of Witness 138

139 APPENDIX H KENNESAW STATE UNIVERSITY ATHLETICS DEPARTMENT Student-Athlete Nutritional Supplement Disclosure and Review Form I,, am taking or intend to take the following nutritional supplements. I acknowledge the risk of losing my eligibility to participate in intercollegiate athletics, if I test positive for an NCAA banned substance that may be found in any substance that I may take, regardless of the reason or purpose for taking such supplements. I acknowledge and understand that the labeling on these products can be misleading and inaccurate, and that sales personnel are paid to sell these products and cannot accurately certify that these products contain no substances banned by the NCAA. Terms such as healthy or naturally occurring do not necessarily mean safe to take or use, or that the NCAA endorses a product or approves its usage. Before taking or using any supplement, I am responsible for taking appropriate steps to ensure that it does not contain any substance banned by the NCAA. By making this disclosure, I am requesting that these products and their ingredients be reviewed by my institution s head athletic trainer for the purposes of determining whether they are medically safe to use and do not contain substances banned by the NCAA. I understand that I should not take or use these products until their usage has been approved by my institution s head athletic trainer. Signature of Student-Athlete Date Brand Name Listed Ingredients Banned Substances

140 APPENDIX I Parental Permission to Evaluate and Treat Student-athletes under the age of 18 cannot be evaluated or treated by our Sports Medicine Staff or the KSU Health Clinic Staff, unless permission is granted by the student-athlete s parent/legal guardian. Please initial the statements below and sign at the bottom of the page, to give the KSU Sports Medicine and KSU Health Clinic Staffs permission to evaluate and treat the underage student-athlete. I give permission for the KSU Sports Medicine and Health Clinic Staffs to conduct a preparticipation physical exam. I give permission for the KSU Sports Medicine Staff to perform injury evaluations. I give permission for the KSU Sports Medicine Staff to provide injury related treatment and rehabilitation. I give permission for the KSU Sports Medicine Staff to provide over-the-counter medication, when requested by the student-athlete. I understand that the athletic trainers who perform these evaluations and treatments are under the supervision of the Team Physician, follow the code of ethics of the National Athletic Trainers Association and follow the Laws of the State of GA, as licensed athletic trainers. If I have any questions or concerns, I can call the Director of Sports Medicine, Karen Pfeifer, at any time, at (678) Student-Athlete s Name: Date of birth: Parent/Legal Guardian: (Print) Parent/Legal Guardian: (Signature) Parent/Legal Guardian Phone Number: 140

141 APPENDIX J KENNESAW STATE UNIVERSITY Athletic Tryout Release I,, hereby release Kennesaw State University, the Athletic Department, and their representatives from any responsibility in the case of any injury I may receive during my tryout. I understand the nature of athletics contains some risk of bodily harm to participants. I am also aware I will not receive athletic insurance coverage unless I become a permanent member of the athletic team. I also certify there is no health reason why I should not participate in this athletic tryout. SIGNED DATE Participant SIGNED DATE Parent or Legal Guardian (if participant is under 18) 141

142 APPENDIX K KENNESAW STATE UNIVERSITY CONSENT FOR AUTHORIZATION AND USE/RELEASE OF HEALTH INFORMATION This form applies only to the release and disclosure of information. It is not for treatment or intended for any other purpose. By signing this form, I authorize the Kennesaw State University to use, release or disclose the protected health information described below to: Name and address of person/organization to whom information may be sent: Transmit this information on or about (information will not be resent absent reauthorization): / /. Purpose for disclosure: I authorize the following information to be sent to the address above: Copies of all medical records for the period / / to / /. Copies of information described below for period / / to / /. History and Physical Examination Lab Reports Reports from Physicians Other (specify) I understand that this information may include any history of acquired immunodeficiency (AIDS); sexually transmitted diseases (STD); human immunodeficiency virus (HIV) infection; behavioral health services/psychiatric care; treatment for alcohol and/or drug abuse; or similar conditions. Please include on a separate piece of paper any other special instructions or limitations. I understand that there may be information in these records that I would not wish to be released. I have been provided with a copy of the Kennesaw State University Policies and Procedures for HIPAA Compliance and any changes thereto which may be associated with this authorization. I have been provided an opportunity to discuss any concerns I may have about the use or misuse of my health information with the Kennesaw State University s privacy officer or other appropriate personnel. I understand that Kennesaw State University assumes no responsibility for the use or misuse by others of my health information disclosed under this authorization. I release Kennesaw State University and its agents and employees from all legal liability that may arise from this authorization. Name (please print) Signed: Social Security Number: Date of birth: Date this Authorization Executed: If the signature above is not that of the person whose medical records are authorized to be released, I am acting for the person whose medical records are being authorized for release: My relationship to such person is: Signed: The person whose medical records are hereby authorized for release or that person s representative may revoke this authorization by notifying in writing Kennesaw State University. Federal law states that treatment, payment, enrollment, or eligibility for benefits may not be conditioned on obtaining this authorization, if such conditioning is otherwise prohibited by the Health Insurance Portability and Accountability Act of Federal law also required a statement that there is a potential for the protected health information released under this authorization to be subject to redisclosure by the recipient. 142

143 APPENDIX L Kennesaw State University Weight Room Acknowledgement of Policies and Procedures Obtain, before participation, medical clearance from the sports medicine staff. Attend, before participation, a staff or athlete orientation meeting. Use only an approved workout program. Obtain a modified program if an injury inhibits a portion of the workout. Use locks on the ends of the bars. Use bumper plates on the platforms for power-oriented exercises. Do not wear weight belts if they could contact equipment upholstery. Move the weights from the racks to the bar only. Do not lean against equipment, walls or mirrors. Strip bars and return dumbbells to the rack in their proper order after use. Do not drop weight plates or dumbbells. Do not perform squatting types of exercises outside the squat rack. Show respect for equipment and facilities at all times; spitting in or defacing the facility is not tolerated and will result in immediate expulsion. Do not engage in horseplay or other behavior that interferes with conditioning activities, or use loud or offensive language. Respect that the staff offices and telephones are off limits to athletes unless permission is given. Wear proper training attire, particularly shirts and athletic shoes, at all times. Use spotters for structural exercises. Report any facility-related injury, or facility or equipment irregularity to the supervisor on duty. Do not bring tobacco, food, chewing gum, glass bottles, cans, alcohol, drugs, or banned substances in the facility; plastic water bottles are acceptable. Leave personal belongings outside the weight room and monitor their security as the supervisors are not responsible for them. Do not wear jewelry such as loose necklaces, bracelets, hanging earrings, or watches. Keep feet off the walls. Minimize chalk and powder on the floor. Use the weight room only during authorized times with appropriate supervision. Understand that all guests and visitors need to report to the office to sign a waiver form. Former athletes must have their programs preapproved by a supervisor and sign a waiver form. Athletic Department personnel may use these facilities for personal workouts if they do not interfere with the needs of the athletes. Non-Athletic Department personnel are allowed to use the facilities with permission of the Director of Sports Medicine after signing waiver forms. Recognized users may include athletes, students, guests, staff, and faculty with permission, former athletes, family members, and visiting teams. Check out all equipment leaving the weight room. Understand that on-duty supervisors have authority over all weight room conduct and use of equipment and may expel an athlete from the facility for failure to follow these instructions. I, (print full name), have read and understand all of the Kennesaw State University strength and conditioning facility rules and guidelines and hereby agree to follow them as written. I also acknowledge that my failure to comply with these rules and guidelines may result in my loss of strength and conditioning facility privileges for a specified period of time. Signature 143

144 APPENDIX M State of Georgia Athletic Training Practice Act Excerpts As used in this chapter, the term: (1) 'Athletic injury' means any injury sustained by a person as a result of such person!s participation in exercises, sports, games, or recreation requiring physical strength, agility, flexibility, range of motion, speed, or stamina or any comparable injury which prevents such person from participating in such activities. (2) 'Athletic trainer' means a person with specific qualifications, as set forth in Code Sections and who, upon the advice and consent of a physician, carries out the practice of prevention, recognition, evaluation, management, disposition, treatment, or rehabilitation of athletic injuries; and, in carrying out these functions, the athletic trainer is authorized to use physical modalities, such as heat, light, sound, cold, electricity, or mechanical devices related to prevention, recognition, evaluation, management, disposition, rehabilitation, and treatment. Nothing in this Code section shall be construed to require licensure of elementary or secondary school teachers, coaches, or authorized volunteers who do not hold themselves out to the public as athletic trainers. (3) 'Board' means the Georgia Board of Athletic Trainers No person shall hold himself or herself out as an athletic trainer or perform the services of an athletic trainer, as defined in this chapter, without first obtaining a license under this chapter; provided, however, that nothing in this chapter shall be construed to prevent any person from serving as a student-trainer, assistant-trainer, or any similar position if such service is not primarily for compensation and is carried out under the supervision of a physician or a licensed athletic trainer (a) An applicant for an athletic trainer s license must have met the athletic training curriculum requirements of a college or university approved by the board and give proof of graduation. (b) The board shall be authorized to grant a license, without examination, to any qualified athletic trainer holding a license in another state if such other state recognizes licensees of this state in the same manner. (c) The board may grant a license without examination to any qualified applicant who holds a certification from the National Athletic Trainers Board of Certification. (d) Any person who was issued a license prior to July 1, 2004, shall remain qualified for licensure, notwithstanding the requirement for proof of graduation in subsection (a) of this Code section, so long as the license remains current. 144

145 (a) An applicant for an athletic trainer s license must submit an application to the board on forms prescribed by the board and submit the examination fee required by this chapter. (b) The applicant is entitled to an athletic trainer s license if he possesses the qualifications enumerated in Code Section , satisfactorily completes an examination approved by the board, pays the required license fee, and has not committed an act which constitutes grounds for denial of a license under Code Section (c) Licenses issued by the board shall expire biennially. As a condition of license renewal, the board shall be authorized to require licensees to complete continuing education courses approved by the board The board may refuse to issue a license to an applicant or may suspend or revoke the license of any licensee if he has: (1) Been convicted of a felony or misdemeanor involving moral turpitude, the record of conviction being conclusive evidence of conviction; (2) Secured the license by fraud or deceit; or (3) Violated or conspired to violate this chapter or rules and regulations issued pursuant to this chapter (a) Nothing in this chapter shall be construed to authorize the practice of medicine by any person not licensed by the Composite State Board of Medical Examiners. (b) This chapter does not apply to physicians licensed by the Composite State Board of Medical Examiners; to dentists, duly qualified and registered under the laws of this state who confine their practice strictly to dentistry; nor to licensed optometrists who confine their practice strictly to optometry as defined by law; nor to occupational therapists; nor to nurses who practice nursing only; nor to duly licensed chiropodists or podiatrists who confine their practice strictly to chiropody or podiatry as defined by law; nor to physical therapists who confine their practice to physical therapy; nor shall any provisions of this chapter be construed so as to limit or prevent any person duly licensed under the laws of this state to practice the profession for which he or she was licensed. 145

146 APPENDIX N TABLE 1 Compilation of Concussion Guidelines Symptom complex Guideline Grade 1st concussion 2nd concussion 3rd concussion Concussion symptoms < 15 minutes. No PTA Roberts 12 "Ding" Return to play when asymptomatic for 20 minutes Return to play when asymptomatic for 1 week. Return to play when asymptomatic for 2 to 4 weeks. Cantu 7 1 Return to play when asymptomatic. Return to play in 2 weeks when asymptomatic for 1 week. Terminate season. May return next season. Colorado 8 1 Return to play when asymptomatic for 20 minutes. Return to play when asymptomatic for 1 week. Terminate May return in 3 months. AAN 9 1 Return to play when asymptomatic for 15 minutes. Return to play when asymptomatic for 1 week. If second concussion in same day, terminate activity that day. -- PTA < 30 minutes. No LOC (Concussion symptoms > 15 minutes) Roberts 12 1 Return to play when asymptomatic for 1 week. Cantu 7 1 Return to play when asymptomatic for 1 week. Colorado 8 2 Return to play when asymptomatic for 1 week. AAN 9 2 Return to play when asymptomatic for 1 week. Return to play after 2 weeks if asymptomatic for 1 week. Return to play in 2 weeks when asymptomatic for 1 week. Consider terminating season. Return to play after asymptomatic for 1 month. Return to play after 2 weeks if asymptomatic. Return to play when asymptomatic for 3 to 6 months. Terminate season. May return next season. Terminate season. May return next season. -- PTA > 30 minutes, < 24 hours. LOC < 5 minutes Roberts 12 2 Return to play when asymptomatic for 1 week. Cantu 7 2 Return to play when asymptomatic for 1 week. Return to play after 1 month if asymptomatic for 1 week. Return to play after 1 month if asymptomatic for 1 week. Consider terminating season. Return to play when asymptomatic for 3 to 6 months. Terminate season. May return next season. 146

147 (Any LOC) Colorado 8 3 Transport to hospital. Return to play 1 month after injury if asymptomatic for 2 weeks. (LOC for seconds) AAN 9 3 Transport to hospital. Return to play when asymptomatic for 1 week. Consider terminating season. season. Terminate season. Discourage return. -- Return to play after 1 month. -- PTA > 24 hours. Roberts12 3 LOC > 5 minutes Return to play 1 month after injury if asymptomatic for 2 weeks. Cantu 7 3 Return to play 1 month after injury if asymptomatic for 1 week. (Any LOC) Colorado 8 3 Transport to hospital. Return to play 1 month after injury if asymptomatic for 2 weeks. (LOC lasting more than a few seconds) AAN 9 3 Return to play after asymptomatic for 2 weeks. Return to play after 3 to 6 months. Terminate season. -- Terminate season. Discourage return. Return to play when asymptomatic for 1 month. No return AAN=American Academy of Neurology; PTA=post-traumatic amnesia; LOC=loss of consciousness. APPENDIX O EMERGENCY MEDICAL PLAN VENUE: CONVOCATION CENTER Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: fixed line in Convocation Center (CC) Athletic Training Room (770) or Red Emergency Phones located in Basketball Locker Rooms. Emergency Equipment: All emergency equipment is located in the Convocation Center Athletic Training Room. AED is located in next to CC Athletic Training Room. 147

148 Roles of First Responders: 1. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 2. Emergency equipment retrieval 3. Activation of EMS (if necessary) a. If on campus phone call security emergency at x6666, call (770) from a cell phone or pick up a Red Emergency Phone in the locker rooms. b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHERE EMS WILL ENTER BUILDING Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY MEDICAL PLAN VENUE: CONVOCATION CENTER BASKETBALL ARENA Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room (ATR) for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: fixed line in Convocation Center (CC) Athletic Training Room (770) or Red Emergency Phones located in visitor locker room hallways. Emergency Equipment: Basketball med kit and ice are located in on sidelines. Additional emergency equipment is located in the Convocation Center ATR. (Crutches and splints will be onsite for games.) AED is located next to CC ATR. Roles of First Responders: 148

149 2. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 2. Emergency equipment retrieval 3. Activation of EMS (if necessary) a. If on campus phone call security emergency at x6666, call (770) from a cell phone or pick up a Red Emergency Phone in the visitor locker room hallway. b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHERE EMS WILL ENTER BUILDING Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY ACTION PLAN BOBBY BAILEY COMPLEX Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: nearest fixed line: Bailey Athletic Training Room, coach office or red emergency phone located in weight room. You may use cell phone to call security at Emergency Equipment: All emergency equipment (med-kit, crutches, splints etc.) is in Bailey Athletic Training Room (ATR). AED is located in the same hallway as the Athletic Training Room heading towards the front entrance. Roles of First Responders: 3. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 2. Emergency equipment retrieval 149

150 3. Activation of EMS (if necessary) a. If on campus phone call security emergency at x6666, otherwise call (770) from a cell phone. b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHAT GATES NEED TO BE UNLOCKED! Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY ACTION PLAN VENUE: BOBBY BAILEY COMPLEX SOFTBALL FIELD Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: fixed line in Bailey AT Room (678) Emergency Equipment: Softball Med-kit and ice are located in the dugout. Additional emergency equipment is located in the Bailey Athletic Training Room. (Crutches and splints will be on-site for games.) AED is located in the same hallway as the Athletic Training Room heading towards the front entrance, if not in dugout already. Roles of First Responders: 4. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 2. Emergency equipment retrieval 150

151 3. Activation of EMS (if necessary) a. If on campus phone call security emergency at x6666, otherwise call (770) from a cell phone. b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHAT GATES NEED TO BE UNLOCKED! Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY ACTION PLAN VENUE: STILLWELL STADIUM BASEBALL FIELD Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: fixed line 3 rd baseline dugout Emergency Equipment: Baseball Med-kit and ice are located in the dugout. Additional emergency equipment and ice located in the main Bailey Athletic Training Room. (Crutches and splints will be on-site for games.) AED is located in the same hallway as the Athletic Training Room heading towards the front entrance, if not in dugout already. Roles of First Responder: 5. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 6. Emergency equipment retrieval 7. Activation of EMS (if necessary) 151

152 a. If on campus phone call security emergency at x6666, otherwise call (770) from a cell phone. b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHAT GATES NEED TO BE UNLOCKED! Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY MEDICAL PLAN VENUE: KSU SOCCER COMPLEX Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on site for all competitions and on-call from the athletic training room for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: use a cell phone to call campus police (770) Emergency Equipment: Soccer med-kit and ice will be located with the water coolers. Additional emergency equipment and ice are located in the Bailey athletic training room. AED is located in the same hallway as the Athletic Training Room heading towards the front entrance, if not on field already. Roles of First Responder: 8. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 9. Emergency equipment retrieval 10. Activation of EMS (if necessary) a. If on campus phone call security emergency at x6666, otherwise call (770) from a cell phone. 152

153 b. Provide police with the following information: Your name and that you are a coach, student etc. Give your specific location THIS WILL DETERMINE WHAT GATES NEED TO BE UNLOCKED Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or home dugout) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer office: Head Athletic Trainer home: cell: Heidi Fink office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY EMERGENCY MEDICAL PLAN VENUE: OFF-CAMPUS TRAINING Emergency Personnel/First Responder: A Certified Athletic Trainer (ATC) will be on-call from the athletic training room or via cell phone for all practices. In addition, all staff coaches must be first aid/cpr and AED certified. Emergency Communication: All coaches should have a cell phone with them. In addition, the closest fixed line telephone should be located at the site. Emergency Equipment: Each team should have a basic medical kit with first aid supplies on hand. Roles of First Responders: 11. Evaluate injured athlete check ABC s, provide CPR/rescue breathing if needed 2. Emergency equipment retrieval 3. Activation of EMS (if necessary) a. Call 911 from a cell phone or a fixed line at the venue. b. Provide police with the following information: 153

154 Your name and that you are a coach, student etc. Give your specific location know the address and closest intersection for your location. Tell you need an ambulance for transportation due to condition of the injured player/person first aid treatment provided Phone number you are calling from (cell or fixed line) other information as requested STAY ON THE PHONE UNTIL THE POLICE HANG UP AND HAVE ALL NECESSARY INFORMATION DO NOT move the athlete until medical assistance arrives!!!! ATHLETIC TRAINING STAFF PHONE NUMBERS: Karen Pfeifer CC office: Head Athletic Trainer home: cell: Heidi Fink CC office: Assistant Athletic Trainer home: cell: WHEN IN DOUBT BE CONSERVATIVE & TRANSPORT PROFESSIONALLY 154

155 SUPPORT GROUPS 155

156 Support Group By - Laws (Booster Club) KSU will establish all support (booster) groups within the rules and regulations of the Institution, Board of Regents and the NCAA. All group activities will be approved by the KSU Athletic Department. These activities include: cultivation and solicitation of potential donors, event planning and promotion, recognition awards etc Head coaches are responsible for establishing and maintaining a support group for their programs. The following bylaws are recommended for each support group. BYLAWS Article 1 Purpose 1. The Club is organized for the purpose of supporting the Kennesaw State University program, both financially and spiritually. 2. Activities of the Club and its affiliates shall be conducted so as to remain in compliance with any and all NCAA rules relating to the basketball program and the athletic department of the University. (see article 3 section 2). 3. It is the intent of the Club and affiliated other clubs to fully work with and support Kennesaw State University as a while, including but not limited to its other athletic programs and in the University s main purpose as an academic institution. The 100 Club and its affiliates will not engage in any activity which would detract from or otherwise harm the reputation of Kennesaw State University Article 2 Fighting Owls Club 1. Within the framework of the 100 Club, the Fighting Owls Club is also organized. Membership in the fighting Owls Club is available to those supporters choosing to contribute a lesser amount than is required for membership in the Club. The purpose of the Fighting Owls Club is the same as stated in Article 1. Article 2 Membership 1. Membership is available to any individual based on their financial support of the University basketball program. Support levels, as outlined in Article 4, may be changed by a vote of the Board of Directors. (see Article 6) 156

157 2. All members of the 100 Club or the Fighting Owls Club are considered a booster of Kennesaw State athletics. As such, they are subject to the Booster Guidelines attached and made a part of these by-laws as exhibit 1. A copy of these guidelines shall be given all members of the 100 Club and Fighting Owls Club on an annual basis. Article 4 Support Levels 1. For membership in the Club the minimum level of support is annually. 2. For membership in the HIGHER Club the minimum level of support is annually. Support is defined and measured in terms of personal monetary contributions, money personally raised by an individual from corporate or other sources, or in kind contributions measures at fair market value. The value of in - kind contributions shall be determined by the President of the 100 Club and the Head Coach. The secretary shall be notified in a timely manner of all in kind contributions so the member may receive credit for the support. Article 5- Annual Meeting 1. Annual meeting of the Club shall be held of each year for the purpose of electing the Board of Director (Article 6) and conducting any other business that may be placed on the agenda by the Board. In addition, an update of Kennesaw State will be given by the Head Coach. Members of the Club will be notified of the time and place for the annual meeting. A quorum shall be defined as at least 12 members present at the annual meeting. Article 6- Board of Directors 1. The Board of Directors shall consist at a minimum of the following positions: Chairman Executive Director President Vice President Administration Vice President - Public Relations Vice President Finance Secretary/Treasurer Directors (3) 2. The board shall be elected as follows: 157

158 a. A nominating committee shall be appointed by the President from the members of the Club and shall consist of three members. b. The nominating committee shall be appointed at least one month prior to the annual meeting of the Club. c. The nominating committee shall make their report at the annual meeting of the _ Club. d. A majority of votes by those in attendance at the annual meeting is needed for elections. 3. The Board of Directors shall serve terms of one (1) year with the exception of the three Directors, who shall serve three(3) year terms. At the first election, one Director shall be nominated for a three year term, one for a two year term and one for a one year term. After that, one Director shall be nominated each year for a three year term. 4. Additional directors- any person supporting the Club at a level of per year or more shall be an automatic member of the Board of Directors that year as a major benefactor. The Head coach and Athletics Director shall also be members of the Board of Directors. 5. The Board of Directors shall meet at least three times per year; immediately preceding the annual meeting of the Club on the 3 rd Tuesday in September; the 3 rd Tuesday in January; ad the 3 rd Tuesday in May. Regular meetings of the Board will be held in the hospitality room of the KSU arena and will start at 7pm unless otherwise changed by the President with Board members notified in advance. The September meeting will begin one hour prior to the start of the annual meeting of the Club. Other meetings may be called by the Executive Committee as the need may arise. Board members shall be given advance notice of all called meetings. Article 7 Duties of Director 1. The following defines the general duties of the board members. Additional duties may from time to time be assigned. Chairman To oversee the overall operation of the Club and represent the Club at any team or University Function where representation is requested by the Head Coach and the interest of the basketball program and the Club would be advanced; to work with the Executive Director and President in coordinating the overall activities of the Club; to preside at meetings of the Executive committee (see Article 9). Executive Director To serve as a liaison between the _ Club and the basketball team, the University and others in the community to insure the goals, objectives and actions of the _ Club are meeting it s stated purpose. Present to the Board of Directors any request from the Head Coach, Athletic Director of the University. President To preside overt meetings of the Board of Director and the annual meeting of the 158

159 Club; to prepare the agenda for all meetings, with input from other board members; to work closely wit the vice presidents, secretary and treasurer to coordinate and see that the duties of each are being preformed. Vice President Administration Coordinate establish procedures for the smooth and ongoing operation of the Club and the Fighting Owls Club, including but not limited to procedures for distribution of tickets, shirts and other perks for members as contained in any brochure. Vice President Public Relations Coordinate all publicity of the Club and Fighting Owls Club; work with membership to develop strategies for publicizing Kennesaw State Basketball, the Club and the Fighting Owls Club, including but not limited to brochures; coordinate the hospitality room for all home games. Vice President Finance Serve as Chairman of fund raising and membership drives; work with the treasurer to develop budget proposals annually to be approved by the Board of Directors. Secretary /Treasurer Record minutes of all board meetings and annual meeting; keep attendance rolls for all meetings; keep a record of all contributions and other monies received by the Club and Fighting Owls Club; forward all finds received to the Athletic Director for deposit to the Club bank account; keep accurate membership roles of all members and dates and amounts of dues and other contributions received from them; and present at the annual meeting and all meetings of the Board of Directors a summary of the financial status of the Club. Director- To attend all meetings of the Board of Directors and annual meeting; to offer input as appropriate on the direction and operation of the Club and Fighting Owls Club; and to be available to assist the other Board members in carrying out the objectives of the Club. Article 8 Vacancy on Board of Directors 1. If a vacancy occurs on the Board for any reason, the following procedure shall be followed: a: If the vacancy occurs within three (3) months before the annual meeting, the vacancy shall be filled under article 6 section 2. B: If the vacancy occurs more than 3 months before the annual meeting, the Executive Committee shall appoint a member of the Club to fill the remaining term of the position that is vacant Article 9 Executive Committee 1. The Executive Committee shall consist of the following members of the Board of Directors: The Chairman, Executive Director, President, Secretary/Treasurer and the Athletic Director. 159

160 2. The Executive Committee shall review and approve all expenditures in excess of $ of the Club that are not included in the annual budget of the Club. A majority of the Executive Committee must be in favor of the expenditure. To reduce the need for meetings, a vote by other means (telephone, fax, , etc) may be conducted. The secretary shall conduct all votes and record all actions of the Executive Committee. Article 10 Amendments to by-laws 1. These by-laws may be amended by a favorable vote of two thirds of the members of the Board of Directors. At least 30 days notice shall be given to each member of the Board of a vote on a proposed amendment along with a copy of the proposed amendment. 160

161 FORMS Compliance 161

162 Travel Itinerary This form is to be submitted to the Compliance, Athletic Training, and Business Offices 24 hours prior to departure from campus. Team: Time of Departure Date: / / Destination: Return: / / Student-Athletes: Staff Bylaw An institution may provide actual and necessary travel expenses (e.g., transportation, lodging and meals) to a student-athlete for participation in athletics competition, provided the student-athlete is representing the institution (competes in the uniform of the institution) and is eligible for collegiate competition. Violations of this bylaw shall be considered an institutional violation per Constitution 2.8.1; however, they shall not affect the student-athlete's eligibility. Such competition includes: (Revised: 1/10/92, 10/28/97, 11/1/01) Bylaw An eligible student-athlete may receive actual and necessary travel expenses to represent the institution in athletics competition, provided the student-athlete departs for the competition no earlier than 48 hours prior to the start of the actual competition and remains no more than 36 hours following the conclusion of the actual competition even if the student-athlete does not return with the team. (Revised: 1/10/91 effective 8/1/91) There is an exception for travel to foreign countries, Hawaii and Alaska and NCAA and official vacation periods. 162

163 Student Orientation Agenda Checklist Five year Clock Seasons of Competition Outside Competition Full time enrollment Initial Eligibility Clearinghouse Transfers Continuing Eligibility (started prior to 8/1/2003 Declaring a major GPA 90% - 95% (prior to 2003) GPA 90% - 95% - 100% Summer school hours Change of major Elements of Financial Aid/Scholarships Extra Benefits Practice limits 8 hours 20 hours Book Loan Program Missed class time Scholarship renewal Team handbook Employment Promotion/image of athlete Gambling I have participated in the Kennesaw Athletic Department student orientation on / /. My signature acknowledges that the information above was covered and I fully understand the rules and requirements relating to my status as a Student-Athlete. 163

164 Athletically Related Income Report Coach (signature required) Sport Academic Year Date estimated column filled out / / Date actual column filled out / / This form should be submitted to the Compliance office prior to the first day of the fall semester. Source Estimated Actual Speaking engagements Salary supplement (firm outside the athletic dept) Endorsements * athletics * apparel * equipment Television appearance/commercials Radio appearances/commercials Income from corporations in exchange for charitable work Annuities Sports Camps Housing benefits Country Club membership Complimentary ticket sales Other (please specify) Total / / Director of Athletics Date 164

165 Kennesaw State University Athletics Student Employment Verification Per NCAA bylaws Student-Athletes may be employed provided the Student-Athlete is paid: (a) Only for work actually performed; and (b) At a rate commensurate with the going rate in that locality for similar services. In addition, such compensation may not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability. To assist the Compliance office in monitoring the employment of Student-Athletes, all Student- Athletes must inform (through this form) the Compliance office of any employment opportunities prior to the start of work. Please complete and sign this form and return it to the Compliance office before the Student- Athlete commences employment. Name of Student-Athlete: Sport: Head Coach: Employer: Company name: Student-Athlete s Job Title: Salary: Short Description of Duties: If you have any questions please contact the Compliance office at dpope6@kennesaw.edu 165

166 PERMISSION TO SPEAK TO STUDENTS COMING TO KSU Kennesaw State University Intercollegiate Athletics Date: April 12, 2006 To Athletics Director (or Designee): has contacted our athletic department about the possibility of transferring to Kennesaw State University to participate on our Per NCAA bylaw do you give permission for the student named above to be recruited by our coaching staff? Permission granted Permission denied / / / Name: Date Title of person completing form: Thank you, Darryl Pope Ed.D Director of Compliance 166

167 RELEASE LETTER FOR STUDENTS TRANSFERRING FROM KSU March 22, 2006 To Whom It May Concern: Please accept this letter per bylaw as permission to speak to Student-Athlete. The student is a participant in the sport and has utilized. (She/He) was a qualifier non qualifier. If you have any questions or need additional information please contact my office at Thank you, Darryl Pope Ed.D Director of Compliance 167

168 TRANSFER RELEASE (COMING TO KSU) Name of School Here: Date: To Whom It May Concern: FAX: PH: : Sport: The athlete named above has contacted us about transferring. Per Bylaw , please furnish us the following information on the above named Student-Athlete. Do you release the student to further discuss transferring to Kennesaw State? Yes or No (please circle one) Dates student attended Is the student eligible to return to and participate? Yes or No (please circle one) Does she/he meet the satisfactory progress requirements for eligibility? Yes or No (please circle one) Do you have any objection to the student being granted an exception to the transfer residence requirements? Yes or No (please circle one) First year of full time collegiate enrollment Was the student a transfer to your school from another 4 year institution Yes or No (please circle one) If so please list the name of the school (s) attended No. of years of eligibility used No. of years athlete received athletically related financial aid Was the student a qualifier Non Qualifier Partial Qualifier Did the student sign a National Letter of Intent with your school? Yes or No (please circle one) Comments: Name and Title of Person Completing this form: Date: / / Signature: Thank you for your time today. Darryl Pope Ed.D Compliance Director (770) (fax) (678) (phone) 168

169 Permission To Recruit Off Campus This form must be submitted prior to your leaving campus to begin recruiting. A copy of the form signed by the Director of Compliance must be forwarded to the Business office along with your expense statements, before a reimbursement is processed for those approved expenses. Please be advised. This form does not replace the required recruiting logs. The dates and location of visits must also be recorded on your recruiting logs in writing or in the CAi. Coach: Sport: Purpose of recruiting trip: Contact Evaluation Date you will leave campus to actively recruit: / / Date you will be returning to campus: / / Number of recruiting person/evaluation days used (M&W Basketball, W Volleyball) Location of recruiting visit(s): High School/Prep School: Junior College: Home: COMPLETE WHERE APPLICABLE Evaluation Period for your sport closest to the above dates: / / to / / Contact Period for your sport closest to the above dates: / / to / / Dead Period for your sport closest to the above dates: / / to / / Quiet Period for your sport closest to the above dates: / / to / / NOTE: Bylaw In sports other than football and basketball each institution is limited to seven recruiting opportunities (contacts and evaluations combined) per prospect (see Bylaw ). During the senior year of high school, not more than three of the seven opportunities may be off-campus contacts at any site and shall include contacts with the prospect's relatives or legal guardian(s), but shall not include contacts made during an official visit per Bylaw Bylaw In women's basketball, during the academic year, each institution shall be limited to five recruiting opportunities (contacts and evaluations combined) per prospect but may not include more than three in-person, offcampus contacts at any site during the prospect's senior year and shall include contacts with the prospect's relatives or legal guardian(s), but shall not include contacts made during an official visit per Bylaw Women's basketball staff members shall not exceed 85 recruiting-person days Bylaw In men's basketball, during the academic year, each institution shall be limited to seven recruiting opportunities (contacts and evaluations combined) per prospect but may not include more than three in-person, offcampus contacts during the prospect's senior year (see Bylaw ). Men's basketball staff members shall not exceed 130 person days during the academic year Approved: / / Director of Compliance 169

170 OFFICIAL VISIT REQUEST FORM This completed form must be copied to the Business Office Prior to visit **To be completed two weeks prior to the scheduled visit** Coach: Sport: Prospect s Name, Address & Telephone Number: Parent/Guardian s Name & Address if different from Prospect: Dead Periods for your sport: Prospect s SSN: Date: Date of birth / / YES NO Is the prospect registered with the NCAA Clearinghouse? Have you placed the prospect on the Institution Request List? Dates and Times of Official Visit: Limited to 48 hours on campus Will the prospective Student-Athlete be provided with: Airfare Transportation Housing Meals Complimentary Admission Entertainment Has the prospect been sent the Official Visit Code of Conduct along with the Graduation Rates Report? [include date sent] /_/_ Has the prospective Student-Athlete provided you with a transcript which contains a test score from the SAT, ACT or PSAT? Please attach a copy of the following: Prospect s transcript with test score, or separate proof of test score Preliminary itinerary for official visit form The requested visit is approved: YES or NO / / / Visit Approved Signature of Compliance Coordinator Date / / / Expenses Approved Signature of Compliance Coordinator Date This form must be completed prior to approval of an Official Visit 170

171 KSU Athletics Official Visit Code of Conduct 1. A student host(s) may be provided to a prospect during the official visit. If so, they will be provided with money with which to entertain only the prospect, the prospect s parent(s), legal guardian or spouse. 2. A maximum of $30.00 per day may be provided to cover the entertainment expenses of the prospect, the host and the prospects parents. 3. No cash may be given to the visiting prospect or anyone else. 4. The host may not use entertainment funds to purchase or otherwise provide the prospect with gifts of value i.e., souvenirs or clothing. 5. The host and the prospect may not attend gentlemen s clubs or an equivalent. 6. The host and the prospect may not solicit illegal services. 7. The host and the prospect may not consume alcohol or illegal drugs. 8. The host and the prospect may not attend establishments or activities that are conducted outside of the law or NCAA rules including, gambling and adult entertainment. 9. The host and the prospect will not participate in any activities that violate criminal law. 10. All activities during the official visit will be pre-approved in writing by the head coach. 11. The host and the prospect may not use vehicles provided or arranged for by an institutional staff member or booster (person(s) with athletic interest). 12. The host may not transport the prospect or anyone accompanying the prospect more than 30 miles from the campus. 13. The host should not allow recruiting conversations to occur on or off campus between the prospect and a booster. (If an unplanned meeting occurs, only an exchange of greetings is permissible). 14. The prospect is not allowed to participate in any athletics activity involving, or related to the sport for which the prospect is being recruited. 15. The prospect may receive a complimentary admission (not a hard ticket) when attending a campus athletic event. 16. All activities during the official visit will be concluded by 12 mid-night, unless prior approval in writing is given by the head coach. I Date: / / sign this document attesting that I Prospective Student-Athlete have read and understand the Official Visit Code of Conduct therein and agree to abide by them. I Date: / / sign this document attesting that I have read and understand the Parent or Guardian policies therein and give consent for my child/guardian to take part in an official visit to KSU. List your recruiting coach and the sport you will be participating in at KSU: Coach Sport Student Host Instructions Student Host Code of Conduct 171

172 Acting as a student host is an important service to KSU as well as the athletic department. Appropriate conduct is required of you by the institution, Atlantic Sun Conference and NCAA Rules. Before becoming a student host, you must agree to conduct yourself by the following guidelines. 1. You must be enrolled at this institution as a full-time student. 2. Only you shall be provided with money with which to entertain only yourself, the prospect, the prospect s parents (legal guardian) or spouse. Other students may assist with hosting the prospect, but shall pay for their own entertainment. 3. A maximum of $30.00 per day may be provided to cover the entertainment expenses of both yourself and the prospect. You may only use the $30.00 per day provided to you on behalf of the prospect. Personal funds may never be used during the conduct of the official visit. You may be provided with an additional $15 per day for each additional prospect entertained by you. 4. No cash may be given to the visiting prospect or anyone else. 5. You may not use entertainment funds to purchase or otherwise provide the prospect with gifts of value (i.e., souvenirs or clothing). 6. You and the prospect may not attend gentlemen s clubs or an equivalent. 7. You and the prospect may not solicit illegal services 8. You and the prospect may not consume alcohol or illegal drugs. 9. You may not attend establishments or activities that are conducted outside of the law or NCAA rules including, gambling and adult entertainment. 10. You will not participate in any activities that violate criminal law. 11. All activities during the official visit will be pre-approved in writing by the head coach. 12. You may not use vehicles provided or arranged for by an institutional staff member or booster (person with athletic interest). 13. You may not transport the prospect or anyone accompanying the prospect more than 30 miles from the campus. 14. You should not allow recruiting conversations to occur on or off campus between the prospect and a booster. (If an unplanned meeting occurs, only an exchange of greetings is permissible). 172

173 15. The prospect shall not be allowed to participate in any athletic activity involving or related to the sport for which the prospect is being recruited. 16. You may receive a complimentary admission (not a hard ticket) when accompanying a prospect to a campus athletic event. 17. You are responsible for turning in all receipts and/or remaining cash from the funds advanced to your head coach. This should be done immediately following the recruiting visit. 18. All activities during the official visit will be concluded by 12 midnight unless prior approval in writing is given by your head coach. As a Student Host I recognize that I represent myself, the KSU Athletic Department and the University. I accept the responsibility of being a student host, having full understanding of the requirements and Code of Conduct. I will conduct myself as directed by the Code of Conduct for Student Host. I also agree to report to my head coach immediately, any incident or activity that occurs during the official visit that is contrary to the code of conduct outlined in this document. : Date: / / Student-Athlete (host) I as head coach of the team sign this document attesting that I have explained to the above named Student-Athlete and prospective Student- Athlete : (print name) PSA the policies contained in the Code of Conduct for Student Host(s) and the Official Visit Code of Conduct for Prospective Student-Athletes. Date: / / head coach 173

174 RECORD OF OFFICIAL VISIT (STUDENT HOST) This completed form must be copied to the Business Office after the visit Student host Dates of Official Visit / / Entertainment provided: Complimentary admission list date, event and persons Tour of facilities Other (list date and activity) Transportation used by host and prospect (list make of vehicle and ownership) I received $ (fill in dollar amount) to be used to entertain (fill in prospect s name) while on his/her official visit. I returned $(fill in dollar amount) I returned $ (fill in dollar amount) In regards to alcohol and other drugs, you may not: Purchase, provide or supply in any fashion to prospect Personally consume while acting in the role of student host / / / Signature of Prospect Date / / / Signature of Student Host Date / / / Signature of Recruiting Coach Date / / / Signature of Head Coach Date 174

175 OFFICIAL VISIT ROSTER NCAA regulations (bylaw ) permit KSU to provide a total of 12 official visits in the sport of Basketball and 25 in Baseball during an academic year. NCAA bylaw requires that KSU maintain a written record of the paid visits in basketball, baseball and football. Those prospects that have made official visits to KSU during the academic year are: Prospect s Name High School Date Prospect's Signature Head Coach s Signature Director of Compliance / / Date: / / Date: A prospect in football and one or more other sports shall be counted against the visit limitation in football. A prospect in basketball and one or more other sports (other than football) shall be 175

176 counted against the visit limitation in basketball. A prospect in baseball and one or more other sports (other than football or basketball) shall be counted against the visit limitation in baseball. 176

177 SAMPLE ITINERARY FOR OFFICIAL VISIT This is a preliminary (pre-visit) or final (post-visit) itinerary. (please circle one) Prospect: Sport: Arrival date: / / Time: Departure date: / / Time: Dead period dates for sport: Method of travel: Air Car Train/bus Other Recruiting coach: Student host: (for final itinerary, attach student host receipt of money form) Accompanied by others? If yes: Name: Complimentary admissions Event: Relationship to prospect Persons attending Day 1 Meals Time Location Cost Persons attending Breakfast Lunch Dinner Time Activities and meetings 177

178 178

179 KSU SCHOLARSHIP CHECK-SHEET for , Grant-in-Aid Contracts MUST be written for one-academic year. (1) Head coaches are responsible for completing this form; (2) the Compliance Director reviews the form; (3) the form is used to prepare a Grant-in-Aid contract; (4) the form and Grant-in-Aid contract are returned to the Compliance Director, who reviews the contract and compares it to this form; (5) the coach must review the contract and makes arrangements for it to be mailed, along with required items provided by the Compliance Directed. It is the responsibility of the coach for approval and mailing of the Grant-in- Aid contract; (6) the final copy of this form goes to the Finance Director and/or Business Manager, who reviews the form and make arrangements for tuition, fees, books, room and board to be paid from the appropriate budget. New Student Returning Student: CIRCLE ONE High School Junior College Transfer: CIRCLE ONE Name Sport Address DOB / / SS # Check the following boxes as applicable, list the cost and make needed comments, if needed i.e., are you paying for cost not covered by HOPE in either of the three areas. ITEM: COST Dept Cost COMMENT HOPE Recipient n/a HOPE Books HOPE Fees In-State Tuition and Fees Out-of-State Waiver n/a Counts for Equivalency Sports International Insurance n/a Books $400 Room per/month cost is $ Location of Room: The Village; University Place; KSU Place I; KSU Place II; off-campus. Special Arrangements (i.e., athlete pays 6-months of rent, etc.): Board n/a $ per/month; for -months. Other Items TOTALS $ $ Total of Cost and Ad-ons, minus Waiver: $ Approx., full-ride in-state: $. Approx., full-ride international: $. Approx., full-ride out-of-state: $. Approximate equivalency:. The below signatures denote that this form: 1. has been correctly completed (coach); 2. has been approved (compliance director); 3. agrees with the Grant-in-Aid contract (compliance director); and, 4. agrees with the Grant-in-Aid contract (coach). Coach Compliance Director Compliance Director Coach Date Date Date Date 179

180 SCHOLARSHIP OFFER LETTER «Title» «Fname» «Lname» «haddress» «City» «State» «zipcode» January 27, 2009 «Title» «Lname»: Congratulations on your athletic scholarship offer. Enclosed are two copies of your National Letter of Intent and Athletic Grant-In-Aid. If you have any questions regarding the terms of either document, please contact your head coach immediately. Read the front AND back of both documents carefully before signing. Once you sign it, you agree to ALL of the terms and conditions on the documents. Below are some important items to consider as you sign your athletic grant-in-aid: As mandated by the NCAA, Athletic grants-in-aid are for ONE ACADEMIC YEAR only, You may have your aid reduced or not renewed after the academic year, You must sign and date 2 copies of both documents and return the 2 copies to the athletic department, If you are under the age of 21, your parents must also sign and date all 2 copies of the athletic grant-in-aid You will receive a copy of the completed grant-in-aid and National Letter of Intent once you enroll. Your coach will retain one copy of the grant-in-aid agreement and the athletic department will keep one on file. In addition, one copy of the National Letter of Intent will be placed on file with our conference office. The athletic department will also keep one on file. Congratulations on an outstanding career and choosing Kennesaw State University. If you have any questions feel free to contact me at (678) Thank you, Darryl Pope Ed.D Director of Compliance Enc: KSU Viewbook NCAA Banned Drug List Graduation Rates Report 180

181 NCAA SUMMER BASEBALL LEAGUE REGULATIONS STUDENT-ATHLETE STATEMENT FOR: ACTION: DUE DATE: REQUIRED BY: Baseball Student-Athletes Sign and Return to the Assistant Athletics Director for Compliance Before Last Exam of Spring Semester KSU Athletics Compliance Office This form is to provide information to all members of the baseball program regarding NCAA regulations for summer baseball competition and leagues. Please carefully read the information below. If you have any questions, please discuss them with the Assistant Athletics Director for Compliance or the Director of Athletics. Failure to comply with these NCAA rules for summer competition can severely affect your continued eligibility at the Kennesaw State University. If you are in complete understanding, please sign at the bottom. The student-athlete understands he may compete in a baseball league as a member of an outside team provided: No class time is missed for practice activities or for competition. Before I compete, I must receive written permission from the Assistant Athletics Director for Compliance and the Director of Athletics. I understand that only a maximum of four student-athletes may participate on the same summer baseball league team from the same Division I institution. No member of the coaching staff of KSU may be involved in any capacity with the team. I cannot receive payments for play or expenses of any kind. Olympic and National Team Development Program: There are no limits on the number of studentathletes from the same institution who may participate in Olympic and national team development programs. Such programs may include a coach and student-athlete from the same institution, provided: a. The national governing body (NGB) conducts and administers the developmental program; b. The NGB selects coaches involved in the developmental program; and c. The NGB or the selected coaches select the involved participants. Signature of Student-Athlete Head Coach Name of Team/League Athletics Director or Designee Date Date Date Date 181

182 NCAA SUMMER BASKETBALL LEAGUE REGULATIONS STUDENT-ATHLETE STATEMENT FOR: ACTION: DUE DATE: REQUIRED BY: Men s and Women s Basketball Student-Athletes Sign and Return to the Compliance Office Before Last Exam of Spring Semester KSU Athletics Compliance Office This form is to provide information to all members of the Men s and Women s Basketball programs regarding NCAA regulations for summer basketball competition and leagues. Please carefully read the information below. If you have any questions, please discuss them with the Assistant Athletics Director for Compliance or the Director of Athletics. Failure to comply with these NCAA rules for summer competition can severely affect your continued eligibility at Kennesaw State University. If you are in complete understanding, please sign at the bottom. The student-athlete understands the following: Competition on a summer basketball league team may only occur after June 15 th and August 31 st and on NCAA approved summer leagues. I can compete on only one (1) team and in one (1) summer basketball league. Before I compete, I must receive written permission from the KSU Athletics Compliance Office and the Director of Athletics. I cannot be on the same team with more than one (1) other player with intercollegiate basketball eligibility remaining from any one college and Division I and II players. I cannot compete in an all-star game of any kind. The league in which I play must be within 100 air miles of my official residence at the end of the previous academic year or within 100 air miles from KSU. I cannot receive payments for play or expenses of any kind. I can compete in only intra-league postseason play-off or tournament competition, which must be completed by the first day of fall classes. Signature of Student-Athlete Head Coach Name of Team/ League Athletics Director or Designee Date Date Date Date 182

183 NCAA SUMMER SOCCER LEAGUE REGULATIONS STUDENT-ATHLETE STATEMENT FOR: Women s Soccer Student-Athletes ACTION: Sign and Return to the Assistant Athletic Director for Compliance DUE DATE: Before Last Exam of Spring Semester REQUIRED BY: KSU Athletics Compliance Office This form is to provide information to all members of the women s soccer program regarding NCAA regulations for summer soccer competition and leagues. Please carefully read the information below. If you have any questions, please discuss them with the Assistant Athletics Director for Compliance or the Director of Athletics. Failure to comply with these NCAA rules for summer competition can severely affect your continued eligibility at the Kennesaw State University. If you are in complete understanding, please sign at the bottom. The student-athlete understands she may compete in soccer leagues outside the playing season provided: Such participation occurs no earlier than May 1. No class time is missed for practice activities or for competition. Before I compete, I must receive written permission from the Assistant Athletics Director for Compliance and the Director of Athletics. I understand that only a maximum of five student-athletes may participate on the same summer soccer league team from the same Division I institution. No member of the coaching staff of UA may be involved in any capacity with the team. I cannot receive payments for play or expenses of any kind. Olympic and National Team Development Program: There are no limits on the number of student-athletes from the same institution who may participate in Olympic and national team development programs. Such programs may include a coach and student-athlete from the same institution, provided: d. The national governing body (NGB) conducts and administers the developmental program; e. The NGB selects coaches involved in the developmental program; and f. The NGB or the selected coaches select the involved participants. Signature of Student-Athlete Date Head Coach Date Name of Team/League Date Athletics Director or designee Date 183

184 NCAA SUMMER SOFTBALL LEAGUE REGULATIONS STUDENT-ATHLETE STATEMENT FOR: ACTION: DUE DATE: REQUIRED BY: Softball Student-Athletes Sign and Return to the Assistant Athletics Director for Compliance Before Last Exam of Spring Semester KSU Athletics Compliance Office This form is to provide information to all members of the softball program regarding NCAA regulations for summer softball competition and leagues. Please carefully read the information below. If you have any questions, please discuss them with the Assistant Athletics Director for Compliance or the Director of Athletics. Failure to comply with these NCAA rules for summer competition can severely affect your continued eligibility at the Kennesaw State University. If you are in complete understanding, please sign at the bottom. The student-athlete understands he may compete in a softball league as a member of an outside team provided: No class time is missed for practice activities or for competition. Before I compete, I must receive written permission from the Assistant Athletics Director for Compliance and the Director of Athletics. I understand that only a maximum of four student-athletes may participate on the same summer softball league team from the same Division I institution. No member of the coaching staff of KSU may be involved in any capacity with the team. I cannot receive payments for play or expenses of any kind. Olympic and National Team Development Program: There are no limits on the number of student-athletes from the same institution who may participate in Olympic and national team development programs. Such programs may include a coach and student-athlete from the same institution, provided: g. The national governing body (NGB) conducts and administers the developmental program; h. The NGB selects coaches involved in the developmental program; and i. The NGB or the selected coaches select the involved participants. Signature of Student-Athlete Head Coach Name of Team/League Athletics Director or Designee Date Date Date Date 184

185 NCAA SUMMER VOLLEYBALL LEAGUE REGULATIONS STUDENT-ATHLETE STATEMENT FOR: ACTION: DUE DATE: REQUIRED BY: Volleyball Student-Athletes Sign and Return to the Assistant Athletics Director for Compliance Before Last Exam of Spring Semester KSU Athletics Compliance Office This form is to provide information to all members of the Volleyball program regarding NCAA regulations for summer Volleyball competition and leagues. Please carefully read the information below. If you have any questions, please discuss them with the Assistant Athletics Director for Compliance or the Athletics Director. Failure to comply with these NCAA rules for summer competition can severely affect your continued eligibility at Kennesaw State University. If you are in complete understanding, please sign at the bottom. The student-athlete understands she may compete in Volleyball leagues outside the playing season provided: Such participation occurs no earlier than May 1. No class time is missed for practice activities or for competition. All practice and competition is confined to doubles tournaments in outdoor volleyball, either on sand or grass. Before I compete, I must receive written permission from the Assistant Athletic Director for Compliance and the Director of Athletics. I understand that only a maximum of two student-athletes may participate on the same summer volleyball league or tournament team from the same Division I institution. No member of the coaching staff of KSU may be involved in any capacity with the team. I cannot receive payments for play or expenses of any kind. Olympic and National Team Development Program: There are no limits on the number of student-athletes from the same institution who may participate in Olympic and national team development programs. Such programs may include a coach and student-athlete from the same institution, provided: j. The national governing body (NGB) conducts and administers the developmental program; k. The NGB selects coaches involved in the developmental program; and l. The NGB or the selected coaches select the involved participants. Signature of Student-Athlete Head Coach Name of Team/League Athletics Director or Designee Date Date Date Date Declaration of Playing Season 185

186 DIRECTIONS: this form must be completed prior to the beginning of the playing season. The form shall be kept on file in the Director of Compliance Office. Changes are permissible prior to the start of each segment. The Director of Compliance will disseminate the form as well as any updates to those individuals and areas that need to be informed. Sport: TEAM SPORTS: A maximum of 132 days (except basketball and football) Championship segment: From: To: # of days: Other segment: From: To: # of days: Total of Days: INDVIDUAL SPORTS: A maximum of 144 days Championship segment: From: To: # of days: Other segment: From: To: # of days : INDOOR AND OUTDOOR TRACK: A maximum of 156 days Championship segment: From: To: # of days: Other segment: From: To: # of days : FIRST DATE OF PRACTICE : FIRST DATE OF COMPETITION: Segments: may exclude only required days off per Bylaw , and official vacation, holiday and final exam periods during which no practice or competition shall occur. 186

187 TRADITIONAL PLAYING SEASON DURING ACADEMIC YEAR COUNTABLE ATHLETICALLY RELATED ACTIVITIES (20 HOURS PER WEEK) THE WEEK STARTS ON: SUNDAY CODES: C = COMPETITION P = PRACTICE S = SKILL INSTRUCTION W = WEIGHT TRAINING/CONDITIONING SPORT: WEEK OF: COACH: CAPTAIN: Trainer: Date: Name Sun Mon Tu Wed Thur Fri Sat Total 187

188 NON -TRADITIONAL PLAYING SEASON DURING ACADEMIC YEAR COUNTABLE ATHLETICALLY RELATED ACTIVITIES (8 HOURS PER WEEK) THE WEEK STARTS ON: SUNDAY CODES: C = COMPETITION P = PRACTICE S = SKILL INSTRUCTION W = WEIGHT TRAINING/CONDITIONING SPORT: WEEK OF: COACH: CAPTAIN: Trainer: DATE: Name Sun Mon Tu Wed Thur Fri Sat Total 188

189 Out of Season Skill Instruction This form must be completed by each Student-Athlete that request Skill Instruction and turned into the Director of Compliance every two weeks. Participation by student-athletes in individual skill-related instruction in sports other than football is permitted outside the institution's declared playing season, from the institution's first day of classes of the academic year or September 15, whichever occurs earlier, to one week prior to the beginning of the institution's final examination period at the conclusion of the academic year [see Bylaw (a)]. More than four student-athletes from the team may be involved in skillrelated instruction with their coaches from September 15 through April 15. Prior to September 15 and after April 15, no more than four student-athletes from the same team may be involved in skill-related instruction with their coach(es) at any one time in any facility. Student-Athlete Statement: I acknowledge that my participation in skill instruction was voluntary. Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Name: Activity Date & Time / / / Signature of Student Sport Coach Date / / 189

190 K E N N E S A W S T A T E U N I V E R S I T Y T H E F I G H T I N G O W L S Athletic Contest Contract This agreement entered into this day of, 20 by and between Kennesaw State University and, provide for the following contest(s) to take place between the institutions teams on Date Time Site. The said contest will be governed by the rules and regulations of the NCAA and the Atlantic Sun Conference, including eligibility and Contest rules. Kennesaw State U. through the Atlantic Sun Conference will select the officials for the Contest. Kennesaw State U. maintains all broadcast rights and revenue realized from their use for said Contest, unless otherwise agreed upon between the two institutions and attached as an addendum to this agreement. Kennesaw State U. agrees upon request, to provide the visiting team(s) with one outlet to broadcast back to their locale. Kennesaw State U. and the visiting institution(s) understand, there is a NO film exchange agreement relative to this sporting event. Neither team is to share the Contest on any media with any other institution. Kennesaw State U. will provide upon request a total of complimentary tickets to the Contest. In doing so the visiting institution agrees to provide Kennesaw State U. with a pass list 24 hours prior to Contest time via or fax. Cheerleaders, pep squad and traveling parties will not be counted in this number provided they are not utilizing the general seating area. Kennesaw State U. agrees to pay the sum of $ to the visiting team in consideration for the said contest(s). Kennesaw State U. agrees to a return Contest to take place on 20. Other terms and conditions: Kennesaw State U. reserves the right to cancel said contest if there is inclement weather or any other unforeseen or unavoidable causes two hours before the visiting team leaves its residence or place of previous Contest. A forfeiture fee of $ is in effect. This agreement must be signed and returned within 30 days after receipt to be binding and legal effect. / / / / Head Coach of Kennesaw State U. Head Coach of Opponent / / / / Director of Athletics Kennesaw State U. Director of Athletics Opponent Please sign both copies and return one to: Director of Athletics Kennesaw State University 1000 Chastain Rd. Kennesaw, GA ( ) 190