Campus Recreation. Elam Center Facility Manual The Office of Campus Recreation. A Division of the Office of Student Affairs

Transcription

1 Campus Recreation Elam Center Facility Manual The Office of Campus Recreation A Division of the Office of Student Affairs Revised 6/20/12 1

2 Table of Contents Section 1 Organizational Structure Introduction 1.2 Vision 1.3 Mission 1.4 Core Values 1.5 Directory Section 2 Admittance and Membership General Policy 2.2 Guest Policy 2.3 Membership 2.4 Membership Fee 2.5 Statement of Responsibility Section 3 Facility Policies and Procedures General rules and regulations 3.2 Accident/Injuries 3.3 Activity Areas Dance Studio Elam Arena Field House Gym Gymnastics (Blue) Room Intramural Fields Multipurpose Room Pool Racquetball/Wallyball Courts Walk/Jog Balcony Weight Room: Fieldhouse 3.4 Architectural Standards 3.5 Building Security 3.6 Communication 3.7 Elevator 3.8 Equipment 3.9 Hours of Operation 3.10 Facility Allocation Priority and Scheduling 3.11 Hanging of Banners, Signs, and Pictures 3.12 Laundry Room 3.13 Lost and Found 3.14 Maintenance and Repairs 3.15 Office Care 3.16 Parking 3.17 Payroll 3.18 Questions and Concerns 3.19 Rec. Check 3.20 Score Board Equipment 3.21 Securing of Offices 3.22 Sound Systems 3.23 Vehicle Policies, University Section 4 Facility Rental/Reservation Policy 27 2

3 4.1 Event Classification and Organization Sponsor 4.2 Rental/Reservation Procedures 4.3 Food Service 4.4 General Rental Guidelines 4.5 Student Organization Rental 4.6 Reservation Cancellation Policy 4.7 Facility Usage Fees 4.8 Fee Discounts and Waivers 4.9 Flyers, Posters, and Signage 4.10 Decorations 4.11 Load-in/out 4.12 Questions/Concerns Section 5 Emergency Action Plans Bomb Threat 5.2 Emergency Call Box 5.3 Earthquake 5.4 Fights 5.5 Fire 5.6 First Aid Kits 5.7 Inclement Weather 5.8 Injury or Illness 5.9 Medical Emergency 5.10 Missing/Lost Child 5.11 Power Failure 5.12 Tornado Large Event Diagram (Arena) Large Event Diagram (1 st Floor) Large Event Diagram (2 nd Floor) Small Event Diagram (Arena) Small Event Diagram (1 st Floor) 5.13 Thunder and Lightning 5.14 Unsafe Conditions (Maintenance Repairs) 5.15 Universal Engineering and Work Practice Controls Section 6 Fitness Trail Policy and Procedures 6.2 5K Races Section 7 Appendices Accident Injury Form 7.2 Biweekly Time Report 7.3 Bomb Threat Report 7.4 CPR and AED Guidelines 7.5 Employee Incident Report 7.6 Facility Reservation Request Form 7.7 Guest List: Event Use Hydrobics Sign-up Form 7.9 Improper ID Use Form 3

4 7.10 Infectious Waste Management Training Form 7.11 IPAP Class Sign-up Form 7.12 Lost and Found Form Lost and Found Tag 7.14 Membership Card 7.15 Membership Application Form 7.16 Membership Guidelines Pool Party Reservation Form 7.18 Pool Party Rules and Guidelines 7.19 Ticket Reconciliation Form 7.20 Utility Vehicle Operation Signature Page 7.21 University Vehicle Operation Acknowledgment of Policies 7.22 Vehicle Use Acknowledgment Form K Check List K Map K Map: Staffing 4

5 Section 1...ORGANIZATIONAL STRUCTURE 1.1 Introduction The Elam Users Committee, a conglomerate Committee of Athletics, Campus Recreation, Physical Plant, and Health and Human Performance, represents the global interest of their departments and the University in all matters pertaining to the Elam Center. The information provided in this manual will assist in answering questions pertaining to various membership options, facility policies, procedures, general rules for specific activity areas, rental/reservation policies, and emergency action plans. 1.2 Vision The Elam Users Committee promotes the education and pursuit of a healthy lifestyle that incorporates sport, fitness, and leisure activities to enhance the total collegiate experience for the student body. 1.3 Mission The Elam Users Committee is committed to creating and sustaining a culture that recognizes and values diversity and encourages respect, understanding, and appreciation of individual and group differences. We are committed to gender equity in all policies and procedures and work to ensure the equitable and fair treatment of all our patrons. 1.4 Core Values In striving to meet the vision and mission of the Users Committee, the Office of Campus Recreation, Department of Athletics, Physical Plant, and the Department of Health and Human Performance is committed to: Patrons We are resolved to represent the combined interest of The University of Tennessee at Martin s students, faculty, staff, the surrounding community, and guests. Service Excellence - We endeavor to provide service that exceeds patron s expectations at all times. Student Leadership Development - We will provide students the opportunity to learn skills that prepare them for a lifetime of success and leadership. Integrity - We are committed to professionalism, ethical behaviors, and courtesy in our actions. Safety - We will make sure all programs and facilities provide a safe environment for all. Enthusiasm - We will be passionate about our work and actively engage our patrons. Diversity - We will create an environment that challenges students to explore, respect individuality, and cultural diversity. 5

6 1.5 Directory Athletics Web Address Athletics Main Office Athletics Main Office Fax Athletic Communications Athletic Marketing Baseball Office Men s Basketball Office Women s Basketball office Cross-Country Office Football Office Men s Golf Office Rifle Office Women s Soccer Office Softball Office Tennis Office Volleyball Office Women s Equestrian Athletic Training Office Ticket Information Campus Recreation Web Address Aquatics Elam Center Rec. Check Elam Center Facility Manager Elam Fax Health and Human Performance Web Address HHP Main Office HHP Main Office Fax

7 Section 2. Admittance and Membership 2.1 General Policy The Elam Center is for the use of UT Martin students, Department of Health and Human Performance, Athletics Department, and other authorized members of the University community. A valid student ID, faculty/staff ID, retiree ID, community membership card, guest pass, or complimentary pass is required for admittance into the facility. Students, faculty, staff, and cardholders of the Elam Center who forget their Skyhawk ID or membership card will not be admitted into the facility. All participants are required to carry their I.D. or membership card with them at all times while using the facility. Only the identification cards mentioned above will be accepted as valid. Skyhawk ID s and membership cards are not transferable and may be used ONLY by their owners. Guests must pay a $3 guest fee: See Section 2.2. An adult (16 years of age or older) must accompany participants under the age of 14 at all times. Any questions involving fees or eligible participant policies should be brought to the attention of the Facility Manager. Please Note: If an individual attempts to use an ID other than his/her own, the ID will be confiscated and sent to the Skyhawk Card office. 2.2 Guest Policy Guests may purchase a daily pass (pool, racquetball, and gym floors) for $3.00. An adult (16 years of age or older) must accompany participants under the age of 14 at all times. Priority Scheduling: Facility space is reserved based on priority scheduling system (See Section 3.10) 2.3 Membership Persons using the Elam Center are required to pay a membership fee that is used to support the operation of the facility. UT Martin students are members of the Elam Center and automatically receive access privileges during the semesters in which they are enrolled upon payment of their activities fees. Memberships for eligible participants may be purchased at the Campus Recreation Office weekdays between the hours of 8:00 a.m. and 5:00 p.m. Membership qualification is limited to the following categories: Facility spaces are accessible only when not previously scheduled (See Section 3.10) Membership renewal Renewal notices will be mailed one month prior to the expiration date of the membership. Memberships are nontransferable and nonrefundable. Memberships may be revoked if policy and procedures are blatantly disregarded. Membership Application, Guidelines, and Card: See Appendix Community Memberships: A community membership can only be purchased for the use of the Elam Center pool, basketball courts, and racquetball courts. 7

8 Family Faculty/Staff Memberships: Full time faculty and staff holding an official University employee ID may purchase memberships for eligible members of their immediate families and/or dependents. Family members are defined as spouses and any children or dependents under the age of 21. Faculty/Staff Memberships: Current full time faculty and staff have access to the Elam Center by presenting their employee ID. Retired Faculty/Staff Memberships: Faculty and staff who retired from UT Martin and hold an official retired employee ID have access to the Elam Center. The retiree may purchase a membership for his/her spouse. Senior Citizens: Individuals 60 & older qualify for the senior discount. Membership can only be purchased for the use of the Elam Center pool, basketball courts, and racquetball courts. Student Memberships: UT Martin students are members of the Elam Center and automatically receive access privileges during the semesters in which they are enrolled upon payment of their activities fees. Student Family Memberships: UT Martin students may purchase access for eligible members of their immediate families and/or dependents. Family members are defined as spouses and any children or dependents under the age of Membership Fee UT Martin Student UT Martin Faculty/Staff Current Student Free Current full-time Faculty/Staff Free Student s Spouse Faculty/Staff Spouse 1 year - $75 1 year - $85 6 month - $40 6 months - $50 3 month - $25 3 months - $35 Student s Child Faculty/Staff Child 1 year - $60 1 year - $75 6 month - $35 6 months - $40 3 month - $20 3 months - $25 Family Pass Family Pass 1 year - $200 1 year - $225 6 month - $135 6 months - $145 3 month - $70 3 months - $80 UT Martin Retiree Senior Citizen (60 years and older) UT Martin Retiree Free 1 year - $85 Retiree s Spouse 6 months - $50 1 year - $85 3 months - $35 6 months - $50 3 months - $35 Community UT Martin Alumni(ae) 1 year - $150 1 year - $90 6 months - $98 6 months - $55 3 months - $75 3 months - $40 Family Pass Spouse Pass 8

9 1 year - $345 1 year - $111 6 month - $230 6 months - $65 3 month - $115 3 months - $40 Child Pass 1 year - $98 6 months - $52 3 months - $33 Family Pass 1 year - $293 6 months - $189 3 months - $ Statement of Responsibility Neither the University of Tennessee at Martin nor the Office of Campus Recreation accepts any responsibility for ill health or injury sustained while participating in any of the recreational programs. No medical or ambulance expense incurred by a participant will be paid by the Department or by the University. Program participation is on a voluntary basis. Individuals use the facility at their own risk. It is recommended that all participants undergo a prior physical examination and carry some form of health and accident insurance. If an injury does occur, it should be reported to the nearest Campus Recreation staff member. In the event that blood is involved in an injury, that person cannot continue to participate until the wound is properly cleaned and dressed. Any clothing with blood should be removed. 9

10 Section 3... Facility Policies and Procedures 3.1 General Rules and Regulations The general Elam Center policies are listed below. All staff members are responsible for enforcing rules. No loitering. Walk, except in designated activity areas. Only shoes with non-marking soles are allowed on court surfaces. Spitting is prohibited. Offensive language is prohibited Mopeds, bicycles, skateboards, roller-skates, and roller-blades are not allowed under any circumstances. Animals, except for assistance dogs for the disabled, are not permitted in facility. Inappropriate behavior will result in a verbal warning or suspension of privileges. Anyone determined to be under the influence of drugs or alcohol will be escorted from the facility. The University of Tennessee at Martin is not responsible for lost or stolen items (See Section 3.13). Banners, flyers, and/or signs with profane, vulgar, racist, sexist or derogatory comments are prohibited. All signage must be approved before posting. Signage is to be sent to Facility Manager to facilitate the approval process (See Section 3.11). The Elam Center staff places a high value on safety; therefore no patrons or students are allowed to be in the facility without proper faculty/staff supervision. Children/dependents, under age14 must be accompanied and directly supervised in all recreational areas by someone 16 years or older holding a valid ID card, membership card, daily, or complimentary pass. Patrons are expected to display acceptable social behavior while recreating in any of the recreational facilities. Individuals not complying with the established policies and/or procedures may be asked to leave the facility and may have all membership privileges revoked. Verbal and/or physical abuse toward an employee of the Elam Center, Campus Recreation, or Recreational Sports participant will result in immediate dismissal from the facility/playing field, with a possible one-year suspension of all Recreational privileges. In addition, such incidents will be turned over to Student Affairs with the possibility of expulsion from the University. Abuse of property will not be tolerated. Violators may be subject to disciplinary process and asked to leave the facility immediately. No sparring involving physical contact, implements, or weapons that the Elam Center staff deem unsafe. The Elam Center staff reserves the right to take whatever action necessary to preserve the safety and integrity of facilities and programs. Fighting is not tolerated and will result in immediate expulsion from the facilities. Lack of cooperation will result in the campus police being involved. No food or drink (other than water) is allowed on the arena floor with the exception of ballgames and special functions. No alcohol, tobacco products, firearms or illegal drugs are allowed in the facility or on recreational fields. Daily equipment checkout is available at Rec. Check for students, faculty, members, and staff at no additional cost (See Section 3.8). Strollers are restricted to the public hallways and restrooms and not allowed in recreational activity areas (gym floor, walking/jogging balcony, etc.). 10

11 The Elam Center and Office of Campus Recreation is not responsible for any personal belongings. Participants are encouraged to store all personal belongings securely in lockers. Staff members are not allowed to hold equipment, valuables or bags for participants. Lost and Found, See Section 3.13 Due to privacy concerns, cell phone use is NOT permitted in the locker rooms or bathrooms. Questions and concerns regarding Campus Recreation programs, personnel, equipment, and facility reservations should be directed to the Elam facility manager (1020 Elam Center) or call Accident/Injuries See Section 5.8 If you are hurt in any way at the Elam Center, Fieldhouse, or Intramural Fields, you should report your injury/injuries to Campus Recreation staff personnel. Participants should be treated for open wounds and/or replace clothing that is potentially infectious. Any clothing item with enough blood that could be transferred to another surface when touched must be taken off and put in a biohazard bag. Accident Injury Form: See Appendix Activity Areas All activity areas are subject to The General Rules and Regulations of the Facility (See Section 3.1) Individual activity areas may have specific guidelines for use, below Dance Studio Academics have first priority Room is used by reservation only. Contact the Elam Center facility manager to make reservation. (Dancers and choreographers contact Director of Dance to secure rehearsal times). Room can only be used for HHP classes, Dance classes, or Dance rehearsals. No dangerous physical activities that are deemed unsafe by and Dance instructor, HHP instructor, Elam Center staff, or Campus Recreation employee will be allowed. Sound system can only be used if approved by Director of Dance. Otherwise, groups or individuals are responsible for providing their own music. Director of Dance or HHP instructor must approve all shoes other than dance shoes. In the event of an injury or accident, seek assistance from an on-site instructor Elam Center staff, or Campus Recreation employee Elam Arena Kicking or throwing of a basketball and/or other equipment toward the ceiling and/or track is prohibited. Violators will be asked to leave the facility immediately and will be billed for the damages. No food or drink (other than water) is allowed on the arena floor. The curtains will be down during athletic practice as a safety precaution to keep balls and participants from interfering with other activities taking place on the floor. Only non-marking gym shoes will be allowed unless you are a spectator. No rollerblades, roller skates shoes, etc. are permitted in the facility. No balls are to be thrown against acoustical tile wall. No reservations will be taken for recreational play. However, reservations can be taken for special activities/events. 11

12 If there are less than ten players, they must use half court and allow the other half court to be open for another activity if there are others wanting to use the court. Basketball Challenge Court Policy: Participants must be courteous when waiting for the next game. The expectation is that the first 5 players waiting to play the next game have first right to play the winners of the current game. Teams playing should agree on scoring, such as play to 15 by 1 point baskets, must win by Fieldhouse Gym Kicking or throwing of a basketball and/or other equipment toward the ceiling and/or track is prohibited. Violators will be asked to leave the facility immediately and will be billed for the damages. Only non-marking gym shoes will be allowed unless you are a spectator. Food and drink are allowed in the bleachers but not on the floor. If there are less than ten players, they must use half court and allow the other half court to be open for another activity if there are others wanting to use the court. Basketball Challenge Court Policy: Players should be courteous when waiting for next the game. The expectation is that the first 5 players waiting to play the next game have first right to play the winners of the current game. Teams playing should agree on scoring, such as play to 15 by 1 point baskets, must win by 2. Volleyball nets and standards for recreational play will be set up and taken down by the Campus Recreation staff. Equipment is stored on the Basement floor in the south west closet. Basketball goals will be lowered and raised by the Campus Recreation staff. No reservations will be taken for recreational play. However, reservations can be taken for special activities/events. No membership required to use track. Walking/Running track 10 laps is approximately 1 mile. Track closes one hour prior to an event (ex. basketball game, concert, speaker, etc.) In the event of an injury or accident seek assistance from an on-site instructor, coach, Elam Center staff, or Campus Recreation employee Gymnastics Room Academics have first priority, Cheer second priority, and Recreation third priority. Room is used by reservation only. Contact the Elam Center facility manager to make reservation. No dangerous physical activities that are deemed unsafe by any Elam Center staff or Campus Recreation employee will be allowed. Sound system can only be used if approved by Cheer Coach, Office of Campus Recreation, or HHP personnel. Otherwise, groups or individuals are responsible for providing their own music. Shoes need to be clean before entering room. In the event of an injury or accident, seek assistance from an on-site instructor, coach, Elam Center staff, or Campus Recreation employee Intramural Fields The Office of Campus Recreation will make decisions pertaining to field and weather conditions and reserves the right to close the facility and/or cancel activities. Participants may call Campus Recreation hotline at to get update on field conditions. In case of emergency or injury, please report your injury to the on-site Campus Recreation employee. You may reach UT Martin police by calling Alcoholic beverages, glass containers, motorized vehicles, and any other items deemed unsafe are prohibited. 12

13 Use of tobacco products is prohibited for intramural participants. Individuals wanting to smoke must be 50 ft. from the field of play or fan seating area. Any dogs or other domestic animals on University grounds must be in the control of their owners and on a leash. Under no circumstances should animals be allowed to run loose or be tied to buildings, handrails, trees, or other objects. Any infractions or complaints will be reported to the Department of Public Safety. No parking on recreational fields. Only park in University designated lots. These fields are reserved for sport-related activities. Reservations can be requested at the Campus Recreation Office. The Office of Campus Recreation may postpone or cancel activities at any time if the event is deemed unsafe or if event coordinators, participants, or spectators are uncooperative or in violation of the aforementioned policies. Neither the University of Tennessee at Martin nor the Office of Campus Recreation accepts any responsibility for ill health or injury sustained while participating in any of the recreational programs. No medical or ambulance expense incurred by a participant will be paid by the Department or by the University. Program participation is on a voluntary basis. Individuals use the facility at their own risk. All individuals are encouraged to obtain a physical examination and suitable insurance coverage before participation. Violation of these regulations may result in disciplinary action Multipurpose Room Academics have first priority. Room is used by reservation only. Contact the Elam Center facility manager to make reservation. No dangerous physical activities that are deemed unsafe by any Elam Center staff, or Campus Recreation employee will be allowed. Shoes need to be clean before entering room. Archery can only take place during an organized & supervised class. In the event of an injury or accident, seek assistance from an on-site Elam Center staff or Campus Recreation employee Pool The Aquatic Program offers a wide variety of recreational and instructional programs; including handicap access, fitness swim, recreational swim, swim lessons, lifeguard classes, pool parties, and fitness incentive programs. These programs are offered to all of our patrons. Our Olympic size swimming pool (25 yards by 50 meters) has a water depth of three and a half (3.5 ) to five (5.0 ) feet in the shallow area, six (6 ) feet in the mid-section (lap swim area), and 12 feet in the diving well, which has a one-meter diving board. The temperature is kept at 84 degrees Fahrenheit throughout the year. General Rules and Regulations Proper swim attire is required. No street clothes, denim shorts, mesh/athletic shorts, or thong bathing suits are permitted. Changing clothes on deck is prohibited. No children under the age of 14 allowed unless accompanied by someone 16 years or older. Children 2 and under are allowed free access when accompanied by a paying adult. Non-Swimmers must be accompanied in the water by a parent/adult at all times. Non-Swimmers must remain in the shallow end at all times Rental guests are restricted to the swimming pool and locker room areas. They are not allowed into other parts of the facility. Absolutely no diving into shallow water. Non-potty trained children must wear a swim diaper. No running. 13

14 No horseplay, excessive splashing, dunking, chicken fighting, or pushing allowed. No hanging on lane ropes. However, lane ropes should be used as a safety line in case of emergency. No glass containers. Smoking, profanity, and intoxication are prohibited. Shower before entering the pool. Gum and band-aids must be deposited in the trash cans before entering the water. Kickboards are for lap swimmers only. The pool will be cleared for approximately 30 minutes in cases of bad weather (thunder, lightning, tornadoes, etc.) Please keep chairs, tables, and personal belongings clear of exits and rescue equipment. Respect your lifeguards they are here for your safety. Diving Well Rules One person allowed on ladder or board at a time. Only one bounce per dive. Forward dives only. No backward flips, dives, etc. No flotation devices allowed while jumping off of diving board (goggles, life jackets, or water wings). No running. No swimming in diving area. Aquatic Classes Hydrobics is a non-academic exercise program. Anyone can participate no matter what his/her fitness level may be. Individuals must be 18 years or older to participate in a hydrobics class. Hydrobics Sign-up Form (See Appendix 7.8) Emergencies Respond to the incident/emergency at hand; blow the whistle appropriately to respond. Have the down guard contact the Rec. Check worker and have them call 911 and get the supervisor on duty. Secondary guards clear the pool and then assist with the primary guard. Once public safety or EMS responds turn over the situation to them and remain there to assist. Assess the situation and determine if the pool should be closed or if you should resume operation as normal. After the incident/emergency meet with the professional staff to debrief and document all information about the situation. Depending on the severity of the incident/emergency contact the Vice Chancellor and Assistant Vice Chancellor of Student Affairs. Evening/Weekend Swim Recreational swim includes free play in the shallow area, fitness swim in the lanes, and diving board activities in the deep end. Evening swim is Tuesday Friday from 4:00 7:00 pm and weekend swim is Saturday and Sunday from 1:00 5:00 pm. Fitness and Recreational (Morning/Noon) Swim Fitness swim is lap swim and shallow water exercise only. Children are only permitted during fitness swim if participating in lap swim. Recreational swim includes free play in the shallow area, fitness swim in the lanes, and diving board activities in the deep end. Morning swim is Monday, Wednesday, and Friday from 7:30 am 9:00 am. Noon swim is Monday Friday from 11:30 am 1:00 pm. 14

15 Infant and Preschool Aquatic Program (IPAP) Classes IPAP classes are designed for children 6 months to 3 years of age. Helps the child become comfortable in the water so they are ready to learn to swim. This program is not designed to teach the child to become a good swimmer or survive in the water on his/her own. An adult must participate in the class with the child (in the water). Pool Parties All pool party information should be placed on the Pool Party Reservation Form (See Appendix 7.17). Upon arrival, party attendants must sign in at Rec. Check. Reiterate the policies of the pool: non-swimmers, proper swim attire, no glass, no large floats, where the restrooms are located, etc. Contact the supervisor on duty when a pool party arrives. Supervisor will assist party in getting set-up. For pool party reservations, call the Office of Campus Recreation during normal business hours: Monday-Friday, 8:00 am 5:00 pm. Parties during regular hours are $3 per person, and private parties are arranged through the office. All parties are booked by a Professional Staff member in the office. No reservations are made at Rec. Check. Parties can only be booked for children 7 years of age and older. Parties may bring food, drinks, and presents, but no glass containers are allowed in the pool area. No flotation devices other than water wings or life jackets will be allowed in the pool area. Private parties Can be booked in two-hour time slots before or after regular recreation hours. Private parties require a $50 non-refundable deposit a week prior to the party. The remaining balance is to be paid on the day of the party. See Elam Center Pool guidelines and safety rules in appendix.(see Appendix 7.18) Risk Management Equipment All lifeguards must be familiar with the location of all emergency equipment and how to properly use them. Proper Whistle Use One blow: To gain the attention of a patron Two blows: To gain the attention of another lifeguard Three blows: To immediately inform the other lifeguards that you are entering the water for a rescue One long blow: Suspected head, neck, or back injury Rescues When a water rescue is inevitable the following steps should be taken: Blow the whistle 3 times to inform the other lifeguards Primary rescuer rescues the victim Other lifeguard(s) clear the pool Other lifeguard(s) assist primary rescuer, obtain equipment, call Safety and Security (if necessary), and notify the building supervisor Staff Training 15

16 All lifeguards must attend mandatory lifeguard in-services and meetings scheduled throughout the semester. In-services are designed to educate lifeguards on new aquatic information and to practice and refine skills. The only excuse for missing a mandatory in-service is a class or work shift and must be made up within five to seven days. Swim Lessons Swim lessons are private. A certified water safety instructor teaches all lessons. Lessons can be 30 minutes, 45 minutes, or 1 hour in duration Racquetball/Wallyball Courts Racquetball eye guards are recommended in order to reduce the chance of eye injuries. Shirts that cover the chest are required as a common courtesy and for safety. Clothing, equipment, and other items should be placed in a locker or outside the court. No items should be placed on the court or on the ledge overlooking the court. Elam Center staff is not responsible for lost or stolen items. No food or drink is allowed on the courts. Wallyball may be played on court 1. For equipment checkout and set up, go to Rec. Check and someone will assist you. Non-marking gym shoes are to be worn when using the racquetball courts. In the event of an injury or accident, seek assistance from an on-site Elam Center staff or Campus Recreation employee Walking/Jogging Balcony One mile = 6 laps Track direction changes daily Clockwise on M, W, F, and Counter-clockwise on T, TH, Sat., and Sun. No membership is required to use the track. Slow runners stay on the inside of the track. Fast runners should pass on the outside. Only 2 people running side by side. Do not stand still or spectate Keep running. Strollers are not permitted. No rollerblades, roller skates shoes, etc. are permitted in the facility. Do not sit on railings or gates. All participants must be engaged in a walking or running activity Balcony closes one hour prior to an event (ex. basketball game, concert, speaker, etc.) Weight Room: Fieldhouse Weight room is utilized for academic classes, athletic teams, and approved groups. The Weight Room is not available for leisure workouts. No unsupervised use of the weight room is allowed. Use trained spotters whenever needed for safety purposes. Lift within your ability level; do not drop the weights or weight stacks. Wear proper training attire as discussed by instructors and coaches. Return all weights used to their proper place. Warm-up before lifting and do not lift if you are sick or injured. ONLY plastic water bottles allowed in weight room Adjust each machine to put you in the proper position for lifting. 16

17 Use collars on plate-loaded equipment. A medical check-up is recommended for older adults and those just starting a fitness program. Elam Center Staff will not open the weight room for anyone unless proper supervision is available. In the event of an injury/accident, seek assistance from an on-site Strength Coach, Instructor, or Campus Recreation employee. Responsibilities of Authorized Personnel for the Fieldhouse weight room. Only authorized personnel - HHP Staff, Coaches, Strength Coach, Athletic Trainers, and Recreation Staff will be allowed to use the weight room facilities. Key card access will be given to authorized personnel. This can be taken away at any time with proper notification. Authorized personnel who choose to use the facility for personal use understand they assume all responsibility/liability for themselves, the equipment, and anyone they may let use the facility while they are present. No one is to be left alone in the facility. A strength coach, team coaches, athletic trainers, or class instructors must have a physical presence in the weight room at all times when the facility is open. No family member or other faculty/staff of UT Martin will be given key card access to the facility. Authorized personnel will oversee the athletic performance in the facility and ensure compliance with University, department, and NCAA rules and regulations. Authorized personnel will enforce facility policies/rules and alert participants to them. Authorized personnel will take appropriate measures to minimize known risks. In case of an emergency, authorized personnel must be capable of implementing the emergency action plan. All authorized personnel must be certified in CPR. When leaving the facility, put all equipment back in its proper place, turn off TV s, radio & lights, and make sure the door is locked and secure. 3.4 Architectural Standard The architectural standard must be adhered to in all areas, especially public areas. Please gain approval before hanging anything on the walls from the Facility Manager and specific Department Head. Exposed Wire and Cable At no time should wire and cable be exposed. If a cord needs to be run across a room, obtain assistance from the Facilities Manager to find the best way to hide the wire or cable. Facility Alteration At no time should an employee or non-employee hang items on walls or alter the facility. Contact your Office Head and the Facility Manager to communicate all needs concerning alterations. If an alteration is approved, the Office Head along with the Facilities Manager will work with the Physical Plant to determine the proper way to accommodate the remodel. 3.5 Building Security The Facility Manager monitors the Elam Facility internal security camera system and periodically reviews recordings as well as providing system images to Public Safety. It is the responsibility of all Faculty/Staff Members to assist in the security of the facility. Do not prop open doors, and ensure that office doors are locked when not occupying area. For additional Safety Information See Section

18 3.6 Communication Public Phones For your convenience, public telephones are located in the concourse and near the vending machines by Rec. Check. To dial off campus, dial nine and then the number. Telephones Operation All University telephones have an 881 prefix. To reach any campus extension from another oncampus telephone, simply dial the four-digit extension number (last four digits). To place an outside call: o Dial 9 to receive an outside line To transfer a call: o Depress hook switch o Dial extension number to receive call o Hang up To place a call on hold: o Depress hook switch o Dial *0 o Do not hang up phone until you are ready to resume the call (upon hanging up the phone the call will ring you back) Using one phone to answer another phone: o Lift handset and dial #4 For further information (yellow pages, voice mail, users manuals, etc.) go to Telephone Etiquette Smile while answering the telephone. When a person answers the telephone, they are one of the first contacts a patron has with The University of Tennessee at Martin. By physically smiling when answering, one s tone is automatically friendlier. A friendly voice at the other end of the line ensures service excellence. When answering the telephone, identify yourself, your office and your organization in a few words. Maintain a cheerful and considerate attitude and be kind, helpful, and interested. Radio Communication The Office of Campus Recreation and members of the Physical Plant have access to a Radio System. The system is in connection with Public Safety To operate the radio, push in the button on the side when you wish to speak and release it when finished. (Campus Recreation uses channel 1) Maintenance also uses channel 1 and has overriding use. Radios are for business only. DO NOT use them for casual conversation. Public Safety monitors the Campus Recreation radio frequency. 3.7 Elevator An elevator is located in the concourse (2 nd floor) behind the trophy cases. Level 3 HHP Main Office and Faculty Offices, Women s Basketball Office Suite, and Dance Studio. Level 2 Main Entrance, Concourse, Concession Stand, and Walk/Jog Track Level 1 Office of Campus Recreation Facility Manager and Aquatics, Athletics, pool, and racquetball courts Basement Arena floor 18

19 3.8 Equipment The Elam Center equipment is at limited disposal to Athletics, Department of Health and Human Performance, Campus Recreation, and additional groups as deemed appropriate by the Office of Campus Recreation with prior approval by the Facility Manager. New Equipment Purchases All new equipment purchases which require additional/new storage space beyond current Department allocations must be communicated to the Facility Manager to allow for proper planning of securing storage space before purchase. If additional space is needed a request will be put forth to the Elam Users Committee. Equipment cannot be stored outside of designated storage areas: such as the Arena floor without prior approval from the Facility Manager. 3.9 Hours of Operation The hours of operation for the general semester are listed below. Additional information for holiday hours, inclement weather closures, and summer hours are to be found of the following website: Athletic Main Office Monday through Friday 8:00am to 5:00pm Facility Manager Monday through Friday 8:00am to 5:00pm HHP Main Office Monday through Friday 8:00am to 5:00pm Elam Center* Pool *Priority Scheduling: See Section Facility Allocation Priority and Scheduling The Elam Users Committee and the Office of Campus Recreation is committed to creating and sustaining a culture that recognizes and values diversity and encourages respect, understanding, and appreciation of individual and group differences. We are committed to gender equity in all policies and procedures and work to ensure the equitable and fair treatment of all our patrons. The below scheduling policies will allow for clear communication of schedules along with allowing for programs to have proper access to schedule available space with in the Elam Center. Scheduling Priority Outline * Academic o University function (commencement, guest speakers, FYI, etc.) o Academic Classes Athletics o In season sports o Out of season sports Recreation Student Organization/University Programming Outside rentals *Priority will be adjusted when special events occur in the facility (athletic events, concerts, etc.) 19

20 Periodic Schedule Requests Non-semester based scheduling requests should be submitted at least two business days in advance. Facility space is based on availability. Semester/Season Schedule Submission Semester and Season schedules should be submitted at least three weeks before the start of a semester/season (fall, spring, and summer). A master schedule will be created and reviews for scheduling conflicts. If conflicts occur the Elam Facility Manager will notify the appropriate personnel pertaining to the conflict. The Elam Facility Manager will input the master schedule into Meeting Room Manager at least two weeks before the start of a semester. Schedule Changes Location or time changes need to be ed to the Elam Facility Manager as soon as possible to verify if space is available. A confirmation will be sent by the Facility Manager once the space is deemed to be available on the master schedule. Cancellations Cancellations need to be ed to the Elam Facility Manager as soon as possible. The space will then be cleared on the master schedule and made available for other programing use. If a conflict arises please contact Facility Manager: Hanging of Banners, Signs, and Pictures Permanent signs must be approved by Department Head and the Facility Manager before being hung. All temporary signs must be computer generated. At no time should a tack or staple be placed in the walls or doors. Signage on exit/entrance doors cannot obstruct view. Banners must not obstruct views of other guests or cover existing facility signs. The Facilities Manager has the right to remove any banner, sign, and/or picture with profane, vulgar, racist, sexist or derogatory comments or depictions Laundry Room The Laundry Room is reserved for the official use Athletics, HHP, and Campus Recreation. At no time may the laundry room equipment be used for personal items. Abuse or irresponsible use of laundry room may result in the temporary loos of laundry privileges. Only liquid soap may be used. Do not put more than the specified amount of soap in. If equipment is damaged due to misuse the person/group responsible will be charged to repair the equipment Lost and Found Rec. Check will serve as the lost and found collection area for all areas and events. If Rec. Check is not open then leave the item(s) with the Facility Manager. Campus Recreation is not responsible for lost or stolen articles. Participants are encouraged to store all personal belongings securely in lockers. Staff members are not allowed to hold valuables or bags for participants. Items found will be tagged with a lost and found tag and placed in the SRC or Elam Rec. Check lost and found box. 20

21 Lost items are taken to Public Safety each Thursday. Items taken to Public Safety are signed for and documented on the Lost and Found form. Record of items is kept on file in the office. Items found which appear to be of significant monetary value are to be taken to Public Safety that day. Be sure to fill out the Lost and Found form. Lost, confiscated or unclaimed ID cards will be held for one day and then sent to Skyhawk Card services on the first floor of the Administration building. o Cards not claimed by closing will be deposited into the safe for storage then taken to the card office by 10:00 am the following day. Place card into a brown envelope stating date, reason, card owner, ID number, turned in by and supervisor. Supervisor will drop ID card in safe and complete Dropped ID Card info. sheet which is located on top of the safe. o When delivering ID card to card office, document who delivered, who received, date and time. Bring brown envelope back to office to keep for record. o ID s can only be returned to their owner not to a friend Maintenance and Repairs When maintenance and/or repairs are needed contact the Facility Manager at extension All maintenance and/or repairs need to be submitted through the Facility Manager as the central contact of maintenance related activities in the facility. Charges Facility maintenance and/or repair charges will not be applied when based on general wear and tear. If request is outside of the scope of general wear and tear then charges will be applied to the appropriate account. All charges must be approved by the appropriate Office head before work begins. Deliberate/Flagrant/Reckless Damages All repairs needed due to damage inflicted deliberately, flagrantly, or recklessly will be charged to the group/individual responsible Office Care The presentation of office spaces are often the first impression for patrons and visitors. Offices should mirror the standard of professionalism of The University of TN at Martin. It is imperative that employees maintain clean and organized workspaces. All cables must be hidden. Desk and table space should be kept clear and trash should not be visible Parking To park on campus, the appropriate UT Martin parking permit is required. Visitors need to get a temporary parking pass, which can be obtained 24 hours a day at the Department of Public Safety. There are parking spaces designated for use by person with disabilities between the Elam Center and Fieldhouse (referred to as the tunnel). To view a campus parking map and other parking regulations go to the Department of Public Safety website Cars Arena North Lot: These spaces are open to all persons with University parking permits Monday through Friday from 7:00am to 5:00pm. This lot is also allocated for special 21

22 event purposes and may be blocked off accordingly based on event needs. Notification will be issued if lot is to be blocked off. Arena Slant Lot: These spaces are for Faculty, Staff, and Maintenance personnel Monday through Friday from 7:00am to 5:00pm. Vehicles must be parked in a designated parking space demarked by University designated lines. Arena/Fieldhouse Alley Spaces: These spaces are for handicap parking and unloading/loading purposes only. At no time should cars be parked in these spaces for more than 30 minute duration. Sidewalks: Cars may use sidewalks for temporary loading/unloading but at no time shall sidewalks be used as a parking space. Golf Carts: At no time are golf carts to be located in a parking space or blocking any entrance. Failure to abide by University parking policies will result in fines established by the University of Tennessee at Martin Public Safety Payroll For who have not been employed on campus before, you will need to fill out a W-4, I-9, and direct deposit form. You will also need your checking account number (provide a copy of a voided blank check, if available). You must present two forms of acceptable unexpired documents for employment (must be originals no copies accepted). A list is available on the back of the I-9 form. Our office can fax or you a copy of the I-9 for your convenience. You will not be eligible to work until all documentation is presented and paperwork is completed with the approval of the UTM Human Resources Office. Biweekly Time Sheets At times hours may need to be put on a Biweekly Time Sheet. Please see your supervisor before filling out a time sheet (See Appendix 7.2) Electronic Pay Statement To view your pay statements go on-line to access your account. To access your pay statements through the secure website, sign on using your NetID and password. All university employees have a NetID assigned to them at initial employment. If you have questions on how to reset or change your password, please visit for campus specific instructions. When your pay statement for the current period is available on-line, you will receive an with a link to the secure website where you can login using your NetID. The will be sent to your NetID@tennessee.edu address. If you are not currently receiving at this address or if you wish to have all sent to this address forwarded to a different account, visit for campus specific instructions. If you choose not to follow the link in the or you wish to view a statement from another payroll period ending during the three previous calendar years, sign on to By signing on to the website without following the link, a few additional steps are required to view the statement. Choose the Employee Self- Service tab near the top of the page and then click on the On-line Pay Statement link. If you have any questions, contact your department specific Payroll personnel or our campus payroll office ( ) for assistance. Payroll Process 22

23 Once the necessary paperwork has been submitted to the payroll office, it takes an estimated two weeks to be entered into the system and an additional two weeks to receive your first check via direct deposit. Employees are paid monthly or bi-weekly. If at any time during your employment your bank account or home address changes, you must notify the Office of Campus Recreation and fill out the proper change documentation as soon as possible. W-2 forms will be ready for pick up toward the end of January Questions and Concerns For questions and/or concerns regarding any aspect of the Elam Center facility policies, please contact the Elam Center Facility Manager at Rec. Check Campus Recreation has some sporting and outdoor equipment available for use by its members; some outdoor equipment requires a fee. A valid Skyhawk ID or membership card issued by Campus Recreation is required to check out any sporting equipment. Guests of members cannot check out equipment. The member must do the check out. Rec. Check employee is to keep Skyhawk ID or Membership Card until rented equipment is returned. Rec. Check employee must verify that equipment is returned in satisfactory condition before reissuing the members ID. The person checking out the equipment is responsible for that equipment. If the equipment is not returned or is lost, stolen, or damaged, payment must be made per the assessed replacement cost. Further use of the center may be suspended and the person will be encumbered until payment of all bills is made. Equipment available: Basketballs Footballs Racquetball Racquets Racquetball Balls Volleyballs Soccer Balls Softballs Softball Gloves Tennis Racquets Tennis Balls Badminton Racquets Shuttle Cocks 3.20 Score Board Equipment The following groups own/operate the Arena and Fieldhouse scoreclocks/boards, and at no time is scoreboard equipment to be left out unattended. Arena Campus Recreation Men s Basketball Women s Basketball Tim Barrington Fieldhouse Campus Recreation Tim Barrington Volleyball 3.21 Securing of Offices The Elam Center is a high traffic facility and all staff members must take measures to protect and secure the office environment. This includes securing computers, not leaving valuable items out in plain view, and locking offices when employees leave. Do not leave keys in the office at any 23

24 time. This is extremely important after normal business hours. The last person to leave the office and/or suite should turn off the lights and lock the door(s). See Section Sound System The Fieldhouse sound system is to be used for Athletic Events, Academic functions, and preapproved functions Vehicle Policies, University Golf Cart University Vehicle Operating Information All members of the University community are governed by this policy (students, staff, faculty, and contractors/vendors). All operators of carts must meet the following criteria before operating a cart on property under the jurisdiction of The University of Tennessee at Martin. o Possess a valid Tennessee driver s license. o Know and adhere to the State of Tennessee motor vehicle laws. o Note: UT employees who will be operating carts are required to obtain a Tennessee driver's license within thirty (30) days after: commencement of such employment or notice that they will be operating a cart as part of their job duties. Full-time out-of-state students who have a valid driver's license from their state of residence are exempted from the requirement of obtaining a Tennessee driver's license for only that period of time allowed by Tennessee law. The safe operation of carts is paramount. Failure to follow this policy, render common practices or courtesies, or follow rules of the road for the State of Tennessee, could result in citation, appropriate disciplinary action, and/or suspension of operator s cart driving privileges. Minimum safety features for carts acquired by departments prior to effective date of this policy are to include. o Carts must be four-wheeled vehicles No three-wheeled vehicles. o All original equipment safety features must be kept in good working order. The following outlines procedures for the safe operation of carts: o Supervisors must monitor and ensure that all persons operating carts have been instructed in the safe operation of carts. o The speed limit for carts is 15 mph. o All carts are prohibited from operating on the roadways of the campus except when crossing from one side of the street to another or utilizing a roadway where no sidewalk exists. In most cases, sidewalks are to be used while right-of-way is to be rendered to all pedestrians. o The crosswalk with curb cuts between the Administration Building and the stadium parking lot, and the crosswalk connecting the sidewalk north of Brehm Hall and the Farm Road have been designated as the routes to be used for crossing University Street. Note: Operators are too use due caution in crosswalks. Carts using pedestrian crosswalks DO NOT have the right-of-way. o The operator must report any accidents to the Department of Public Safety and to the operator's supervisor. The Department of Public Safety will forward a copy of the accident information to Environmental Health and Safety. o Modification or tampering with a cart s governor is prohibited. o Operators may not wear headsets while operating carts. o Operators are prohibited from operating carts on roadways outside the boundaries of the University. o Operators are prohibited from operating carts inside, under, or through the confines of University buildings. o Pedestrians have the right-of-way on campus. Carts must yield to pedestrians on sidewalks. SPEED IS TO BE REDUCED TO A MINIMUM WHEN DRIVING 24

25 ALONG OR CROSSING SIDEWALKS SO AS TO AVOID ACCIDENTS WITH PEDESTRIANS. o Cart operators are to be diligent and pay particular attention to the needs of disabled persons, as limitations in vision, hearing or mobility may impair their ability to see, hear, or move out of the way of carts. o Carts are not to be overloaded, i.e. carrying more passengers than seating provided or overloading the cart s recommended carrying or load capacity. o The name of the University department and University identification number (provided by Physical Plant at the department's expense) must be displayed prominently on University owned carts. Contractors and other non-affiliated departments/companies, corporations, etc. must display company name and vehicle identification number (VIN) on their carts at the owner s expense. o Cart operators are responsible for ignition keys for the period of time in which they are using the vehicle. Keys shall not be left in carts. o Operators must park carts away from heavily traveled pedestrian areas or in designated cart parking areas. o Cart operators are not to block the path nor limit pedestrian access on walkways. o University-owned carts are to be used for University business only. o Any cart operated after dark must have operable head lights. o To assist in maintaining the beauty of the campus, cart operators must drive on the sidewalks or other paved surfaces and use extreme caution to keep all wheels on the pavement when turning corners. University-owned carts are to be maintained in accordance with manufacturer and Physical Plant s recommended service schedule. o Repairs and regular maintenance are the responsibility of the Department owning the cart. The departments are financially responsible for all repair and maintenance costs (labor, parts, and supplies). The department is required to keep all preventative maintenance and repair records related to the cart; however, for those services provided by Transportation Services, Transportation Services will keep such records. Personally owned carts are prohibited from operating on University property. However, special consideration will be given to ADA accommodations. All Campus Recreation employees that drive either the gator or cub cadet must sign a form stating they have read the policies and understand the responsibilities of operating these vehicles. Golf Cart Utility Vehicle Operating Procedure Link Truck and Van Policies University vehicles may be used only for transportation activities associated with conducting official university business. University vehicles may not be used for private business, personal, or recreational purposes. Personal use, however, is allowed for certain employees (go to UT Travel policies for more information for personal use). University vehicles may not be driven to or from an employee s home except as authorized in this policy. Only authorized drives may operate university motor vehicles. Authorized drivers are limited to university employees (including student employees), members of the Board of Trustees, and registered volunteers who perform services for the university. (Student employees are authorized provided they are in work status at the time of operation, have departmental approval, and their duties include vehicle operation. Drivers of university vehicles must have a valid driver s license from a U.S. state or territory or an international driver s license. Drivers of university commercial vehicles 25

26 must have the appropriate license for the class of vehicle as required by the Tennessee Department of Safety. Drivers must sign an ACKNOWLEDGMENT OF POLICIES GOVERNING THE OPERATION OF UNIVERSITY VEHICLES FORM (See Appendix 7.21) and a VEHICLE USE ACKNOWLEDGMENT FORM (See Appendix 7.22) ) before operating a university vehicle. Drivers are responsible for practicing safe driving, protecting university vehicles, following all traffic laws, and for all penalties and fines for traffic and parking violations. Authorized passengers in university vehicles are limited to university employees, students and guests participating in university activities, and family members who are accompanying the employee on official travel. Non-employees are not permitted to drive university vehicles, except mechanics in the normal course of providing repair services. When family members accompany an employee on official travel, the driver must ensure that the vehicle is used only for transportation in connection with the trip and that no additional expense is incurred for personal use. Claims for worker s compensation, personal injury, or property damage arising out of an employee s operation of a university vehicle in the course and scope of employment are covered under the Tennessee Claims Commission Act. Incidents involving injury to a university employee should be reported immediately in accordance with the university s human resources policy and procedure on worker s compensation (POLICY HR m Additional information on the university s vehicle use policy may be found in the Driver s Reference Manual located in the glove compartment of UT vehicles. Motor Vehicle Safety Link 26

27 Section 4... Facility Rental/Reservation Policies The Kathleen and Tom Elam Center, located on the west entrance of campus, is the home of the Office of Campus Recreation, Intercollegiate Athletics, and the Department of Health and Human Performance. Offerings include seven basketball courts with volleyball & badminton option, seven racquetball courts, an Olympic-sized swimming pool, an equipment check out area (Rec. Check), a weight room, two interior jogging balconies, and an aerobics room. The arena, which seats 4,800, is home to men s and women s basketball and various campus-wide student activities such as homecoming events, concerts, intramural sports, and programming associated with academic speakers, senior preview day, and freshmen welcome week. An adjoining facility, Skyhawk Fieldhouse, hosts Greek step shows, smaller concerts, and is the home court for women s volleyball. Outside facilities include a 400-meter track, putting green, three soccer fields, two softball fields, 16 tennis courts (six lighted), and a 1.5 mile fitness trail. 4.1 Event Classifications and Organization Sponsor Users of the Elam Center may be subject to facility fees and service fees based upon the sponsoring organization and the event type. Sponsoring an event entails reserving the required space and being an active participant in the planning and execution of an event. Outside Organization Activities Activities that are sponsored by organizations external to the University such as private business, personal use events, etc. Subject to facility and service fees. A University lease agreement may be required dependent upon the nature of the activity. Outside Organization Activities Government, Education, and Non-Profit Entities Activities that are sponsored by government (city, county, state, federal) offices or departments. Activities sponsored by educational entities (schools) and their educational activities. Activities sponsored by 501c3 non-profit groups such as Lifeline, United Way, Kiwanis, Rotary, etc. Facility fees may be waived unless the event incurs registration or an admission fee. Are subject to service fees for setup, technology, staffing, and cleanup. A University lease agreement may be required dependent upon the nature of the activity. Registered Student Organization (RSO) Activities Includes organizations that are officially recognized by the Office of Student Organizations. Activities are scheduled, planned, and attended by students. Are not subject to facility fees. May be subject to service fees if necessary to secure needed equipment or labor beyond normal operations. Revenue Generating University Department or RSO Activities Activities sponsored by any University Department or RSO that requires a registration or admission fee. Are subject to a facility fee. Are subject to service fees for setup, technology, staffing, and cleanup. University Co-Sponsored Activities Activities that are sponsored by a University Department or RSO and an outside organization. Sponsoring an event entails reserving the required space and being an active participant in the planning and execution of the event. 27

28 Are subject to a facility fee. Are subject to support fees for setup, technology, staffing, and cleanup. A University lease agreement may be required dependent upon the nature of the activity. University Department Activities Including Academic and Administrative Departments. Activities directly related to the instructional mission of the University such as: credit bearing classes, faculty meetings, administrative meetings, forums, recruiting activities, etc. Primary participants are members of the University Community. Guests, alumni, and potential students may attend depending upon the nature of the event. The above event types are not subject to facility fees. Service fees may be applicable based on the nature of the event. 4.2 Rental/Reservation Procedures Any group (on-campus or external) must complete a Facility Reservation Request Form. All information requested on the form must be provided. Forms are available from the facility manager, 1010 Elam Center and on the Campus Recreation website ( For UT Martin groups, all Facility Reservation Request Forms must be completely filled out and include the account number to be charged. The applicant s signature is required. For external groups, all Facility Reservation Request Forms must be completely filled out providing name and address of the person responsible for receiving billing information. The same information must be provided by the applicant making the request. UT Martin Student Organizations must have the appropriate approval signatures on the Facility Reservation Request Form. o Greek Life: All Greek organizations must obtain approval signatures from their advisor, chapter president, and Coordinator for Greek Life. o Student Organizations: All Student Organizations must obtain approval signatures from their advisor, club president, and the Coordinator for Student Organizations. Completed and appropriately signed forms must be turned into the facility manager, located in Elam Center room Facility manager can also be reached by fax at All applicants will be contacted either via or phone regarding the space availability within three business days to note that the form was received and is initially approved. This initial approval will result in a tentative booking of the event. Following this, the applicant and the facility manager will work together to confirm a booking. If the booking is confirmed, the applicant and the facility manager will set up a meeting to discuss the specific needs/requirements for the event. Following this meeting, the facility manager will send the applicant an estimate of charges for the upcoming event. The applicant will need to respond within 48 hours of the date of the estimate, acknowledging approval of the estimated charges or making changes in the request that would meet the budgeted funds. Upon confirmation of approval of the estimated charges from the applicant, the facility manager will confirm the event. Some UT Martin groups (depending upon the nature of the event) and all external clients are required to sign a Contract and provide Certificate of Insurance. Upon confirmation of the event, a contract will be generated between the client and the University regarding the use of the space for the event. In addition, a certificate of insurance must be turned into the facility manager with the signed contract three weeks prior to the event. The event will not take place if these items have not been turned in and approved by the University. Once the event is officially booked, the facility manager will manage the event specifics with the applicant: set-up times, set-up need (tables, chairs, pipe and drape etc.), special 28

29 staffing needs (event staff, security, etc.). This working relationship will continue through the event and the billing process. 4.3 Food Service All catering and concession arrangements must be coordinated through Sodexo Dining Services ( ). Groups in violation of this policy may be subject to a penalty of up to $5 per participant of the event and loss of Elam Center privileges. Groups can make their own catering and food concession arrangements only if the above-mentioned contractor has refused the right to provide food services for the activity. The contractor must inform the Elam Center facility manager when they exercise their right of refusal. Once the contractor has refused their right to provide or sell, the organization is free to sell pre-packaged food and drink items to their patrons. The Elam Center facility manager, as a part of the reservation process, must approve any food or drink item sold. The University reserves the right to require the group to pay the University up to 20% of the gross food and drink sales. 4.4 General Rental Guidelines Groups may reserve activity space based on the following: All University policies and guidelines apply to the use of the facility. Smoking and the use of alcoholic beverages are prohibited. Reservations for an event or activity must be made no later than ten business days, or twenty days for a contracted event (Monday through Friday), prior to the event date. This amount of time is needed in order to properly contact and make arrangements with other campus units whose services may be required for the event. Requests made less than ten business days in advance MAY be granted if time, space, and staffing allow. All events conducted during the week (Sunday through Thursday) will conclude at 11:00 p.m. Events on Friday and Saturday nights will go no later than 2:00 a.m. Denial of use may be made for reasons including, but are not limited to, previous cancellations without notice, outstanding debt/non-payment, inappropriate use of facilities, or misrepresentation of sponsorship. The Elam Center reserves the right to assign and reassign meeting space to events based on need, size, and the best use of facility resources. The proper university official must approve, either in writing or contractually, any sale of merchandise in the facility. The university will receive 20% of the gross sale of all merchandise sold in the facility or on its immediate grounds. Any group reserving the facility will be responsible to do everything possible to protect the physical integrity of the facility. Unwarranted damage to the facility caused as a result of the event or activity could result in the group paying for the damages along with the loss of privileges. All music played in the facility, whether live or produced through other technical means, must be of the radio version variety. No other format will be acceptable. Exceptions to this policy will be considered if the event is limited specifically to UT Martin students and their adult guests (Adult guest is defined as a person eighteen years of age or older). 4.5 Student Organization Reservations Only student organizations in good standing with the University are allowed to make requests. The facility manager will refer to the roster of registered student organizations at Registered student organizations can request space for major, special, or annual events up to one year in advance. 29

30 Student organizations will be required to pay for the labor and equipment use charges for any set-up need above and beyond the normal use of the facility. Examples of these charges could include the installation of floor coverings, table and chair set up, additional sound systems, spot lights, technical support, clean up, etc. The facility manager will provide an invoice listing all charges for the event or activity. If the event or activity requires special supervision and security needs, the group will be required to pay for those services. The facility manager will consult with each group reserving the facility to determine the best means to properly supervise their event. Student Organization Reservations for after-hour activities The Elam Center and Fieldhouse are available for use outside normal operating hours. An additional fee is charged for this use, which covers utilities, general building supervision, event set-up/strike, and operating supplies. After-hour events must conclude by 2:00 a.m. and cannot be scheduled on a night when there are classes the next morning. Arrangements for after-hours usage must be made at least ten days prior to the event and fee payment made at least 48 hours prior to the event. Arrangements must include a security plan (Risk Management Agreement). Failure to meet these requirements will result in cancellation of the event. The organization sponsoring the activity is solely responsible for the event and for the behavior of the participants and guests. Participants and guests (students and nonstudents) are expected to adhere to campus standards of behavior as outlined in the UT Martin Standards of Conduct ( To schedule an after-hours event, the following guidelines must be met: o Sponsoring organization identified o Name and phone number of organization representative o Description of activity o If an entry fee is charged, a campus solicitation form must be executed (Solicitation forms can be obtained on line or at the Office of Student Life, est_form.pdf) o If the sponsoring organization is a student organization, an advisor must be in attendance at the entire event. o Uniformed law enforcement officers may be required to supervise the event. o A risk management agreement must be completed with the UT Martin Police Department. This agreement will assess the risk and make recommendations for security staffing (a copy must be submitted to the Elam Center facility manager). o After-hours event participants will be restricted to only the part of the building where the event is taking place the entire facility is not available to the participants and guest. o In the event that situations arise where the health and safety of event participants are at risk, University officials may require the cancellation of the event and remove participants and guests from the facility. In such a case, the sponsoring organization forfeits their right to recover facility charges paid for use of the facility. Non University Groups reserving the facility for events and program, and charging an admission fee Groups will be required to issue a hard ticket to each customer purchasing admission to the facility. The Elam facility manager will supply the tickets for the group (groups will be required to pay for the tickets provided). All tickets will be numbered in a sequence with a beginning and ending number. The Elam Center facility manager will provide each group with the proper reconciliation forms to be used in order to account for the sale of all tickets. The Elam Center will receive 10% of the gross sales of tickets for the event. 30

31 Groups will be required to pay for all University services above and beyond the normal use of the facility. Examples of these charges could include the installation of floor coverings, table and chair set up, additional sound systems, spot lights, technical support, clean up, etc. The Elam Center facility manager will provide an invoice listing all charges for the event or activity. If the event or activity requires special supervision and security needs, the group will be required to pay for those services. The facility manager will consult with each group reserving the facility to determine the best means to properly supervise their event. All events in the facility which charge admission must pay taxes on their admission fees or have a tax-exempt form in hand that covers such events for their organization. 4.6 Reservation Cancellation Policy Any event or service that is cancelled at the clients request must be submitted in writing via memo or to the Elam Center facility manager no later than 48 hours prior to the event. If the event is canceled less than 48 hours before the scheduled event time, the client will be responsible for payment of all costs incurred by the Elam Center, such as, but not limited to, set-up, tear down, tables, chairs, technical, and custodial. All or some of these services would have been done in less than 48 hours before the scheduled event. 31

32 4.7 Facility Usage Fees Facility/Service/ Equipment Rental Internal Use Fees (UT Martin Groups) External Use Fees (All non UT Martin Groups/Agencies) Elam Center No charge $1,200 per day or 10% of gross ticket sales, whichever is greater Elam Concourse No charge $200 per day Elam Conference Room No charge $20 per day Elam Classroom No charge $20 per day Elam Pool No charge with valid ID unless after hours $3 per person Call for Private Party Pricing Skyhawk Fieldhouse No charge $600 per day or 10% of gross ticket sales, whichever is greater Gymnastics Room No charge $50 per day Multipurpose Room No charge $40 per day Classroom No charge $20 per day Recreation Fields (Day Use) Recreation Fields (Night Use) No charge unless special prep work required No charge unless special prep work required $15 per hour/additional fee if prep work required $30 per hour/additional fee if prep work required Personal Fees Internal Use Fees (UT Martin Groups) External Use Fees (All non UT Martin Groups/Agencies) Facility Supervisor No charge during regular hours $10 per hour Professional Staff No charge during regular hours $25 per hour Event Staff $8 per person per hour $10 per person per hour Ticket Takers $8 per person per hour $10 per person per hour Sound/Light Technician $30 per person per hour $30 per person per hour Custodial/Maintenance Staff No charge or $15 per person $15 per person per hour for events after hours Uniform Security $20 per person per hour $25 per person per hour Parking Attendant $8 per person per hour $8 per person per hour Additional Services/Charges Internal Use Fees (UT Martin Groups) External Use Fees (All non UT Martin Groups/Agencies) Tables No charge $1 each Chairs No charge $.25 per chair Additional microphone & No charge $5 stand (1 maximum) VCR/DVD player No charge $25 classrooms only Projector classrooms only No charge $25 Audio/Visual Operator $8 per hour $8 per hour Staging (6 ft. x 8 ft. sections No charge $10 per section 12 maximum) Easels (8 maximum) No charge $5 per easel Floor covering $100 $100 Stanchions (10 maximum) No charge $5 per pole Podium (2 maximum) No charge $5 Blue Mats (6 ft. x 42 ft. 11 maximum) No charge except labor to move & clean $10 per section plus labor to move & clean 32

33 For those events that require special equipment needs (curtain backdrop, step stage, tents, staging with scaffolding, etc), contact the Facility Manager ( ) for pricing. For all events, certain event staffing is required and non-negotiable (facility supervisor, maintenance staff, etc.) 4.8 Fee Discounts and Waivers Requests for discounts or exemption from facility and service fees may be made in writing to the Vice Chancellor for Student Affairs and Vice Chancellor for Finance and Administration. They will review all requests and issue an approval or denial. 4.9 Flyers, Posters, and Signs Posting flyers, posters, etc. is only allowed on the bulletin boards in the Elam Center and Fieldhouse. The Elam Center facility manager must approve all signage. No material or signs of any kind may be affixed to walls (painted or brick), ceilings, or equipment. Any items posted in these areas will be removed and disposed of. Signs may not be placed on doors to allow safe entrance and/or exit of all students, staff, faculty, patrons, and guests Decorations Groups are allowed to decorate in preparation for events or meal functions. Decorations must be applied with materials that will not cause damage to the walls and fixtures. Minimal use of glitter or confetti is appreciated. Clients are responsible for all damages and clean-up charges associated with decorations. Clean up must take place after the event unless other arrangements have been made Load In/Out Parking for loading or unloading is permitted for a short period of time. Please arrange with the Elam Center facility manager Questions/Concerns For questions and/or concerns regarding any aspect of the rental/reservation policies, please contact the Elam Center facility manager at

34 Section 5.EMERGENCY ACTION PLAN If an accident should occur, it is very important that student employees know the proper procedure for care. It is the responsibility of each employee to insure that all activities are conducted in a safe environment and proper manner. There will be times when the unexpected will happen and it will happen. Someone will break there leg on the intramural football field, someone will get hit in the eye in the racquetball courts, patrons will complain, fights will occur, etc. The main thing to remember is to stay calm, do your job, and be ready. In case of an emergency, the Elam Rec. Check becomes the Emergency Operator. If Rec. Check is not present the following people become the Emergency Operator ; Facility Manager, highest ranking Athletic or HHP staff member, instructor. These areas are in charge of communication between the 911 operator, Department of Public Safety, and recreational supervisors. It is vital that the Elam Rec. Check (or person in charge) relay information concerning the emergency at hand. This Emergency Action Plan (EAP) is intended to be used to protect all building occupants from serious injury, property loss, or loss of life in the event of an actual or a potential danger 5.1 Bomb Threat Bomb Threat Call Sheet (See Appendix 7.3) In the event that you receive a Bomb Threat, remain calm and get as much information in regard to the following. Document exact words of caller Ask questions of the caller concerning the bomb. o Who are you? o What type of device is it? o When is it set to explode? o Where is it placed? Get description of caller. o Male or Female o Young, old, middle aged, or accent o Tone of voice, speech impediment o Is voice familiar? o Who did it sound like? o Time caller hung up o Background noises o Remarks Contact the Department of Public Safety immediately and give them any information you were able to obtain from the caller, as well as what time you received the call and where you are calling from. Inform your supervisor or department head Assist patrons in evacuating to the outside meeting point. Occupants should remain at outside meeting points until given authorization by the Department of Public Safety or the facility management staff to re-enter the building. If you should see a suspicious object or package, report it to the Department of Public Safety. DO NOT TOUCH it or move it in any way. Elam Center Supervisor will await further instructions from Public Safety in regard to how to proceed. o If Lifeguard or Rec Check Attendant receives threat immediately request the assistance of the supervisor or professional staff member 34

35 If given the notice to evacuate, Supervisor will notify all employees and have them assist in the evacuation of the facility. Use the radio to communicate with other employees on duty as to which areas need to be cleared next. Never transmit the words Bomb Threat on the radio and state there is a CODE RED. Instruct patrons to remain at outside meeting points until given authorization by Campus Recreation or the Department of Public Safety to re-enter the building. If given the prompt to evacuate ELAM: o Elam Rec Check Acts as communication Emergency Operator. Once emergency services have been contacted close Rec. Check, and begin assisting in the evacuation. o Elam Supervisor Distribute radios and emergency vests to all staff members. Use all available staff to begin the evacuation process area by area - Pool: notify lifeguards to evacuate pool and clear locker rooms. Then help evacuate other areas of facility via communication with supervisor - Athletic Suite: Instruct Athletics to notify all coaches and athletes to evacuate the facility - Racquetball Courts - Arena - HHP Office Suites: Instruct HHP administrative staff to notify all faculty to evacuate the facility - Mall and Walk/Jog Track - Field House Class Room - Field House Gym Instruct staff to usher patrons out the nearest exit All staff members are to notify the supervisor when an area is clear o Event Attendant Notify the function leaders of the need for evacuation and obtain their assistance If sound system is available make a calm and concise announcement that the patrons need to exit the facility as well as direct them to their proper exit based on location Be sure to check all restrooms, concession areas, and locker rooms o Lifeguard Lifeguard(s) is responsible for clearing the pool in the event that the fire alarm goes off. Lifeguard(s) is responsible for assisting pool patrons out of the pool area through the garage doors and checking to make sure that all pool patrons have evacuated the pool locker rooms. o Intramural Supervisor Communicate with building supervisor as to what assistance is needed. o Intramurals: Outside Notify the Department of Public Safety (7777). Supervisor will await further instructions from Public Safety in regard to how to proceed. If given the notice to evacuate, Supervisor will notify all employees and have them assist in the evacuation of the facility. Use the radio to communicate with other employees on duty as to which areas need to be cleared next. Never transmit the words Bomb Threat on the radio state there is a CODE RED. Instruct patrons to remain at outside meeting points until given authorization by Campus Recreation or the Department of Public Safety to re-enter the building. 35

36 5.2 Earthquake During an earthquake the following is recommended: First and foremost, stay calm. Think through the consequences of any action you take. If you are outdoors, stay outdoors: if you are indoors, stay indoors. Most injuries during quakes occur as people are entering or leaving buildings. If you are indoors, take cover under a heavy desk or table, in doorways, halls or against inside walls. Stay away from glass. If you are outdoors, move away from buildings and utility wires. The greatest danger comes from falling debris just outside of doorways or outer walls. Once in the open, stay there until shaking stops. After an Earthquake: Be prepared for additional earthquake shocks called after shocks. Although most of these are smaller than the main shock, some may be large enough to cause additional damage. Stay out of severely damaged buildings. After shocks can shake them down. Check for injuries. Don t attempt to move seriously injured persons unless they are in immediate danger of further injury. Don t smoke. A cigarette could ignite gas leaks and cause an explosion. Don t use candles, matches, or other open flames because of possible gas leaks. Douse all fires. Don t turn on the lights. Occupants should evacuate the building to designated exterior meeting points. o The Elam Center management staff will meet at James C. Henson Drive. Outside meeting points - Primary-Front of the Elam Center - Secondary- Intramural Fields - Third-James C. Henson Drive o The Student Recreation Center management staff will meet Primary Front Entrance North Parking Lot Primary- Front Entrance Emergency Exits on south side of facility If given the prompt to evacuate ELAM: o Elam Rec Check Acts as communication Emergency Operator. Once emergency services have been contacted close Rec. Check, and begin assisting in the evacuation. o Elam Supervisor Distribute radios and emergency vests to all staff members. Use all available staff to begin the evacuation process area by area - Pool: notify lifeguards to evacuate pool and clear locker rooms. Then help evacuate other areas of facility via communication with supervisor - Athletic Suite: Instruct Athletics to notify all coaches and athletes to evacuate the facility - Racquetball Courts - Arena - HHP Office Suites: Instruct HHP administrative staff to notify all faculty to evacuate the facility - Mall and Walk/Jog Track - Field House Class Room 36

37 o o - Field House Gym Instruct staff to usher patrons out the nearest exit All staff members are to notify the supervisor when an area is clear Event Attendant Notify the function leaders of the need for evacuation and obtain their assistance If sound system is available make a calm and concise announcement that the patrons need to exit the facility as well as direct them to their proper exit based on location Be sure to check all restrooms, concession areas, and locker rooms Lifeguard Lifeguard(s) is responsible for clearing the pool in the event that the fire alarm goes off. Lifeguard(s) is responsible for assisting pool patrons out of the pool area through the garage doors and checking to make sure that all pool patrons have evacuated the pool locker rooms. 5.3 Emergency Call Boxes There are also emergency phones that automatically dial the Department of Public Safety. They are located in the following locations around campus: Locations 1. North of University Village south of covered pavilion. 2. South of the Sociology Building 3. South of Gooch Hall 4. Northeast Corner of the EPS Building 5. North Main Entrance of the Administration Building 6. Southwest Corner of Lot 20 (East of Child Care Center ) Southwest of Student Life Building East of the Farm Teaching Facility (Graves Stable) West Side of the Running Track (440 track) by the main soccer field. Center of Lot 13 (east of Cooper Hall) South end of Lot 22 (North of Elam Center) Southeast corner of "G" Unit University Courts Northwest corner of "C" Unit Grove Apts. Between Lots 7 and 19 (South of Ellington Hall) South of the Running Track starting point by Lot 2 (near the pond) North end of Lot 2 (by the tennis courts) Center of Lot 15 (Business Admin Bldg) Between Lots 9 and 10 (south of Univ Village Phase I and II) Univ Courts Apts North Parking Lot (outside the laundry). Sothwest corner of Lot 14 (Steam Plant). Northwest corner of Lot 4 (Library) Southwest Corner of the Fitness Trail (by Pathways) Northwest Corner of the Fitness Trail (by the softball field fence) Southwest corner of the Pond There are also phones located in the lobbies, elevators, and/or hallways of the Academic Buildings that can be used for emergency notifications by dialing Fights Staff members are to use the below as steps to take in the instance of a physical confrontation. Staff member first witnessing a confrontation will notify a supervisor or Professional Staff Member. 37

38 Elam Rec. Check and SRC Control Desk will be notified to call for assistance from Public Safety (7777). Never become personally involved in a fight, however do what you can to prevent the altercation. If those in the conflict refuse to settle it, ask them to leave the facility and send them in separate directions. If Public Safety is called in, do your best to control the situation until they arrive. Always get the assistance from another staff member on duty to handle these situations. Supervisor is to write a detailed Incident Report (See Appendix 7.1). Intramurals Supervisor will notify Official(s) and/or Scorekeeper that assistance is needed o If Official and/or Scorekeeper are confronted with a fight situation, notify the supervisor right away then follow the procedures listed below. The Supervisor will direct an Official to call Public Safety (7777) and inform the operator the supervisor needs security assistance in their area. Be sure to let the operator know the exact location of the situation. Be sure to notify the Building Supervisor in the Student Recreation Center or Elam Center. 5.5 Fire If you smell smoke or other unusual odors suggesting a possible fire, immediately call the Department of Public Safety at 7777 and notify the Office of Campus Recreation at 3754 for the Elam Center and 7745 for the Student Recreation Center. Communicate the following: Where you are calling from The situation Location of smoke/fire Location of patrons If you discover an actual fire situation, you should: Alert other building occupants by immediately sounding the building fire alarm. To do this, pull a wall-mounted fire alarm pull station. Dial 911 and provide the location of the fire. Evacuate the building through the nearest exit. DO NOT USE THE ELEVATOR. Most stairways are protected from smoke and are the safest way out of the building. Never assume a fire alarm is false. If you hear a fire alarm sounding, exit the building immediately. Do not re-enter the building until told it is safe to do so by either the police or the fire department. If given the prompt to evacuate ELAM: o Elam Rec Check Acts as communication Emergency Operator. Once emergency services have been contacted close Rec. Check, and begin assisting in the evacuation. o Elam Supervisor Distribute radios and emergency vests to all staff members. Use all available staff to begin the evacuation process area by area - Pool: notify lifeguards to evacuate pool and clear locker rooms. Then help evacuate other areas of facility via communication with supervisor 38

39 o o - Athletic Suite: Instruct Athletics to notify all coaches and athletes to evacuate the facility - Racquetball Courts - Arena - HHP Office Suites: Instruct HHP administrative staff to notify all faculty to evacuate the facility - Mall and Walk/Jog Track - Field House Class Room - Field House Gym Instruct staff to usher patrons out the nearest exit All staff members are to notify the supervisor when an area is clear Event Attendant Notify the function leaders of the need for evacuation and obtain their assistance If sound system is available make a calm and concise announcement that the patrons need to exit the facility as well as direct them to their proper exit based on location Be sure to check all restrooms, concession areas, and locker rooms Lifeguard Lifeguard(s) is responsible for clearing the pool in the event that the fire alarm goes off. Lifeguard(s) is responsible for assisting pool patrons out of the pool area through the garage doors and checking to make sure that all pool patrons have evacuated the pool locker rooms. 5.6 First Aid Kits First Aid kits are located o Elam Rec. Check o Elam Rec. Check for outside use o Lifeguard room o On lifeguard stands Notify a Professional Staff member or Supervisor when additional supplies are needed. Back up first aid supplies are located in SRC Rec Check. 5.7 Inclement Weather Action Plan The Elam Center will be closed for all University closures with the exception of special events. In the event inclement weather occurs, such as snow and/or ice, all student staff members will be notified of the closure via text message, phone call, and/or . The Professional Staff will arrange for an Inclement Weather Staff List (staff volunteering to work) in case there is an event with staffing necessities. The scheduled staff will receive the initial opportunity to work then the Inclement Weather Staff List will be sent requests to work. 5.8 Injury or Illness In the event that you respond to an injury or illness during your employment with the Office of Campus Recreations, the following protocol should be followed: For minor injuries, you should: Administer first aid and fill out an Accident Report. See Appendix 7.1 Do not provide any type of medication such as anti-bacterial ointment, Tylenol, etc. You can help stop bleeding, give a band-aid, or give the victim a bag of ice. 39

40 o Ice Elam: located in Field House training room For a seriously ill or injured person, you should: Follow the American Red Cross Emergency Action Steps: CHECK, CALL, CARE to assess the injured participant and care for the conditions that you find. Call 911 or instruct another employee or bystander to call. Notify the appropriate professional staff member of the situation. Make sure that the employee/bystander waits to verify the 911 call has been completed and comes back to notify you when all calls have been completed. Give the 911 operator as much information as possible about the injury or illness and the location of the victim. Instruct another employee or bystander to get the AED and bring it back to your location, if needed. (AED s are located next to pool entrance and on Fieldhouse walk/jog balcony) o Elam At pool entrance In Fieldhouse arena walk/jog balcony east side Move an injured victim only if: o The scene is unsafe or becoming unsafe. o Another victim must be reached who may have a more serious injury or illness. o To provide proper care (i.e. someone has collapsed on a stairway and needs CPR, which must be performed on a flat surface). Restrict participant use of the affected area(s). Remain with the person until the police or emergency medical personnel arrive. If the injured person is an employee, contact their supervisor as soon as possible. Ensure that all witnesses remain at the scene of the accident. Get detailed witness statements from anyone who saw what happened. Ensure that all documentation is completed and all paper documentation is given to professional staff. o Report of Occurrence (See Appendix 7.1) o Each staff member is to write up individual accounts of incident Pool Lifeguards are to notify Rec. Check and/or Building Supervisor as soon as possible. 5.9 Medical Emergency Elam The first responder is responsible for calling an ambulance (911) first and then Public Safety (7777) (the first responder is to notify Rec. Check as soon as possible). First responder can notify another staff member or patron to call 911. Direct ambulance to nearest entry to injured person(s). Utilize another employee or bystander to help direct ambulance. o Elam entry points - North doors on the basement level for issues in Arena area - West tunnel doors for issues in Rec. Check or Athletic Suite - North west door in pool area for issues in pool or pool locker room - South Tunnel doors for issues in Field House - Field House lobby doors for issues in Fieldhouse or class rooms o Student Recreation Center entry points - Main entrance - Basketball court garage door The first responder(s) shall provide basic first aid until medical personnel arrives. Upon medical personnel and public safety arrival, assist as needed. The first responder needs to notify a professional staff member of emergency. 40

41 Pool Ensure the Report of Occurrence with witness statements is clearly, accurately, and thoroughly completed. See Appendix 7.1 Place form on the Elam facility manager desk or SRC Student Service Specialist desk. Call direct supervisor to report injury. The lifeguard is responsible for calling an ambulance (911) first and then Public Safety (7777) (a lifeguard is to notify Rec. Check as soon as possible). Lifeguard can notify another staff member or patron to call 911. Direct ambulance to enter the Elam Center Pool thru the alley doors that can be accessed by turning onto James C. Henson drive and pulling down the tunnel. Lifeguard(s) must notify a professional staff member of emergency. Lifeguard(s) shall provide basic first aid until medical personnel arrives. Upon medical personnel and public safety arrival, assist as needed. Ensure that the accident report with witness statements is clearly, accurately, and thoroughly completed. IM The first responder is responsible for calling an ambulance (911) first and then Public Safety (7777). (the first responder must notify an official, scorekeeper, or supervisor to make call or call using their cell phone). Direct ambulance to nearest entry to injured person(s). Utilize another employee or bystander to help direct ambulance. o Elam Field entry points - North parking lot to softball fields off of University Street - South gate entry off of Pat Head Summit Drive to intramural fields The first responder(s) shall provide basic first aid until medical personnel arrives. Upon medical personnel and public safety arrival, assist as needed. Ensure the accident report with witness statements is clearly, accurately, and thoroughly completed. Place form on the Elam facility manager desk or SRC Student Service Specialist desk. Call direct supervisor to report injury Missing/Lost Child Inside If someone reports a child is missing, immediately contact the nearest professional staff member or supervisor on duty. Get a detailed description of the child from the reporting person: what he or she is wearing, who is responsible for the child, and the child s parent/guardian s name if different from that of the child or reporting person. Professional staff and/or supervisor will begin looking in the facility for the child. As designated by a professional staff member, all available employees will monitor main entrances to the facility. o If Outside: as designated by a professional staff member, all available employees will monitor parking lots and event perimeter. If the child is not found within 3 to 5 minutes or if there is immediate indication that the child may have been abducted, contact the Department of Public Safety at The person reporting the missing child must remain on site to assist staff and speak with the Public Safety Officer responding to the emergency. If the child is found and appears to have been lost and unharmed, the child is reunited with the searching family member or guardian. Document who the child was turned over to. If the child is found accompanied by someone other than a parent or legal guardian, reasonable efforts to delay their departure will be used without putting the child, staff, or visitors at risk. If possible, follow the person at a safe distance and record the direction of 41

42 travel and any vehicle information if applicable. Public Safety will be notified and given details about the person accompanying the child Power Failure Supervisor is to locate flashlights and distribute to staff immediately along with radios. Staff members must try and travel in pairs as a safety precaution. All staff members must be in communication with the supervisor and report when areas are cleared of patrons. Follow the below steps based on location. Elam Center Notify Maintenance at and Public Safety at of power outage if power does not immediately come back on. Supervisor(s) will instruct patrons to stop all activities until power returns. Example: pool & basketball courts. Stop ALL transactions, secure cash, and close counter/window to begin assisting patrons exit the facility. Supervisor(s) need to direct all staff members to take flashlight and radio to check all areas for patron safety. Supervisor will direct staff as to which areas to check and staff must notify supervisor when each section is check and evacuated. Pool Lifeguard(s) is responsible for clearing the pool in the event that there is a power outage in the pool. Lifeguard(s) is responsible for informing pool patrons that they must wait until all lights come back on before they can resume pool activities. If lights remain off: escort all patrons out of facility. Ensure pool and locker room areas are clear then assist facility evacuation Tornado Tornadoes can happen at any time. However, tornadoes are most likely to occur in the late afternoon on a hot spring day. The Department of Public Safety assists us by monitoring weather conditions and will call to alert the Office of Campus Recreation from 8:00 am 5:00 pm and Rec. Check from 5:00 10:00 pm to notify of watch or warning being issued. Tornado Watch Conditions are favorable for tornadoes to develop. Listen for further instruction and/or the sounding of tornado sirens. Stay alert for sudden strong winds, rain, hail, or a funnel-shaped cloud. BE PREPARED TO TAKE SHELTER. Tornado Warning A tornado has actually been sighted or indicated on radar. TAKE SHELTER IMMEDIATELY! All employees should secure their offices (if time allows) and take the shortest route to designated safe zones. Supervisors shall see that work areas are evacuated and all staff have vacated offices. In the event of a Tornado, the following safety procedures are recommended: Avoid upper floors and especially the top floor of a multi-story building whenever possible. The upper floors receive the full force of the winds. Spaces in basement areas are better than locations on any other floor. Interior spaces seek out spaces that form a part of a protected interior core, if possible. Avoid rooms with exterior walls, especially those facing south and west. Rooms facing north usually receive the least damage of all exterior rooms. A room that is completely interior protects against flying debris. Avoid interior partitions that contain glass. 42

43 Elam Pool Avoid rooms containing windows. Avoid rooms with wide roofs that could collapse easily, such as the gym or pool area. If you are outside and you cannot get inside, crouch for protection beside a strong structure, or lie flat in a ditch or low-lying area then cover your head and neck with your arms or a piece of clothing. When notified of tornado watch by Public Safety, notify all employees in the facility of the watch. When notified of TORNADO WARNING by community siren, radio, Public Safety, or fellow employee, supervisor(s) shall evacuate all areas to safe zones. Supervisor(s) will use the radio to communicate with other employees on duty as to which areas should be cleared next. Assist persons with disabilities. Staff is instructed to keep participants calm and as informed as possible. If participants insist on leaving, staff should not put themselves in jeopardy but should advise participants of the dangers of leaving the building. Stay in safe zones until given the all clear from Public Safety to return to normal activities. o Elam Center Safe Zones - Racquetball hallway - Athletic hallway - Pool hallway o Fieldhouse Safe Zones - Multi-purpose room and hallway - Classroom hallway In the event a tornado damages the facility, the Office of Campus Recreation will assist the Department of Public Safety in evacuating the building by moving patrons and staff to one of the three outside meeting points: o Primary James C. Hinson Drive Parking Lot o Secondary Tennis courts in front of Elam Center o Third Intramural Softball Fields Professional staff, supervisor, or Rec. Check is responsible for letting the lifeguard(s) know if there is a Tornado WATCH or WARNING. Lifeguard(s) will inform pool patrons that a Tornado WATCH or WARNING has been issued. Lifeguards are responsible for clearing the pool and getting all pool patrons to the designated safe zones (pool locker room hallway) if there is a Tornado WARNING. Lifeguard(s) is instructed to keep participants calm and as informed as possible. If participants insist on leaving, staff should not put themselves in jeopardy but should advise participants of the dangers of leaving the building. Stay in safe zones until given the all clear from Public Safety to return to normal activities. In the event a tornado damages the facility, the lifeguards will assist the Department of Public Safety in evacuating the pool area by moving patrons and staff to one of the three outside meeting points: o Primary James C. Hinson Drive Parking Lot o Secondary Tennis courts in front of Elam Center o Third Intramural Softball Fields IM: Outside Elam Rec Check or the SRC Supervisor will notify Intramurals of a Tornado WATCH or WARNING. Supervisor and officials inform all patrons that a Tornado WATCH or WARNING has been issued. 43

44 Supervisor and officials will evacuate outside playing area to their designated safe zone: Racquetball Hallway. Rec. Check Notify the building supervisor and intramural supervisors on duty of watch or warning. When a warning is issued take radio, keys and flashlight with you. Lock Rec. Check and leave the money box. Notify lifeguards of the situation to evacuate to designated safe zones: pool hallway, pool locker rooms, racquetball or athletics hallway. Go to top of arena steps next to the Campus Recreation office and direct patrons to safe zones. Once arena floor is clear, use the radio to communicate with the building supervisor on duty as to which area you should assist with next. Keep participants calm and as informed as possible. If participants insist on leaving, staff should not put themselves in jeopardy but should advise participants of the dangers of leaving the building. Stay in safe zones until given the all clear from Public Safety to return to normal activities. Assist persons with disabilities. o Elam Center Safe Zones - Racquetball hallway - Athletic hallway - Pool hallway o Fieldhouse Safe Zones - Multi-purpose room hallway - Classroom hallway Remain in the safe zone with occupants until the warning is over or authorization is given by the Department of Public Safety to disperse. In the event a tornado damages the facility, the Office of Campus Recreation will assist the Department of Public Safety in evacuating the building by moving patrons and staff to one of the three outside meeting points: Primary- front of the Elam Center Secondary-Intramural fields Third- James C. Henson Drive Parking Lot Tornado Watch/Warning Evacuation Plan 1. When weather conditions merit the issuance of such a watch/warning, the Department of Public Safety will by radio, telephone, and/or word-of-mouth: Notify Campus Recreation and the Athletic/Health and Human Performance Departments in the Elam Center that a tornado watch has been issued and to be prepared to move to designated shelter areas if a warning is issued. Those shelter areas are located in the basement area of the Skyhawk Field House, the basketball hallway (not the dressing rooms) and the racquetball hallway (not the courts) of the Elam Center. (Reference attached Elam Center Disaster Plan for more specific details.) If the weather condition can be predicted far enough in advance, coordination between the Campus Recreation/Athletic/Health and Human Performance Departments and Public Safety will occur to possibly postpone, re-locate, or re-schedule any event that may be impacted. 2. If a tornado warning is issued, the Department of Public Safety will notify the Elam Center occupants to move all personnel to the designated shelter areas. Refer to appendices to view evacuation routes. 3. The Department of Public Safety will advise the Elam Center Occupants when the tornado warning is cancelled and it is safe to return to normal activities. 44

45 Large Event (Arena) 45

46 Large Event (1 st Floor) 46

47 Large Event (2 nd Floor) 47

48 Small Event (Arena) 48

49 Small Event (1 st Floor) 49

50 5.13 Thunder and Lightning Pool Professional staff, supervisor, and lifeguard(s) are responsible for monitoring weather conditions (thunder and lightning) during inclement weather. Lifeguard(s) are responsible for clearing the pool and informing pool patrons that due to thunder or lightning, the pool will be cleared for approximately 30 minutes. Pool activities will be suspended until 30 minutes from the last sound of thunder or sight of lightning. Rec. Check must be prepared to allow for refunds to patrons just paying for access to the pool/racquetball courts. Remember, to give a refund, the white receipt copy MUST be returned. IM Professional staff, supervisor, official, and scorekeeper are responsible for monitoring weather conditions (thunder and lightning) during inclement weather. Supervisors are responsible for the playing fields and informing patrons because of thunder or lightning, the area will be cleared for approximately 30 minutes. Intramural activities will be suspended until 30 minutes from the last sound of thunder or sight of lightning. Safety Locations o Elam racquetball hallway 5.14 Unsafe Condition (Maintenance Repairs) Supervisor will contact Maintenance 7640 or Public Safety 7777 to notify of condition. Post a closed sign or mark off area that is damaged. Supervisor will complete and turn in a Report of Occurrence Form (See Appendix 7.1) detailing the condition and what was done. o For the Elam Center send notification via to the Facility Supervisor 5.15 Universal Engineering And Work Practice Controls Biohazard Bags Once an item is placed inside a biohazard bag, it must be incinerated. DO NOT put playing jerseys inside these bags. Washing them in a water/bleach solution can salvage the jerseys. Put only the rubber gloves, gauze, towels, etc. inside the biohazard bags. Put bloody jerseys inside garbage bags; this will indicate to us that the jerseys need to be washed. Place garbage bag in Eric s office and take biohazard bag to training room to dispose. Bloodborne Pathogens Bloodborne pathogens are microorganisms that are present in human blood and can infect and cause disease in people who are exposed to blood containing the pathogen. These microorganisms can be transmitted through contact with contaminated blood and body fluids. Bloodborne pathogens include, but are not limited to, Human Immunodeficiency Virus (HIV), Hepatitis B (HBV), and Hepatitis C (HCV). In the recreational work environment, student employees have the potential to encounter hazardous body fluids. Therefore, when encountering body fluids employees should take all necessary measures to protect themselves. Personal protective equipment includes but is not limited to, breathing barriers, non-latex disposal (single-use) gloves, masks, shields, and protective eye wear. Cleaning and Decontaminating Blood Spills and Body Fluids 50

51 When cleaning up blood spills and body fluids take the necessary precautions to protect yourself. Wear disposal gloves when cleaning up spills. Soak area with bleach (located in Rec. Check and lifeguard room) then clean up spill using towels. Place towels and gloves in biohazard bag and dispose in the training room. Make sure area is dry. Immediately wash hands thoroughly with soap and warm water after cleaning up spills. Engineering Controls Engineering controls are control measures that isolate or remove a hazard from the workplace and help reduce the risk of an exposure incident. Personal protective equipment and biohazard bags are examples of engineering controls. Work Practice Controls Work practice controls reduce the likelihood of exposure by changing the way a task is carried out and help to reduce the risk of an exposure incident. Examples of work practice controls include but are not limited to, cleaning and disinfecting all equipment and work surfaces, washing hands thoroughly with soap and warm water immediately after providing care, and not eating, drinking, or touching the eyes, mouth or nose when in an area where exposure to infectious materials is possible. 51

52 Section 6....Fitness Trail 6.1 Policy and Procedures For all emergencies call 911 The fitness trail is open for use from 5:00 a.m. to 10:30 p.m., Monday Sunday except during University closures LIGHTS TURN OFF AT 10:30 p.m. All individuals use the fitness trail at their own risk 1 lap equals 1.45 miles You are responsible for all personal items. The University is not responsible for lost or stolen articles Stay to the right. Slower walkers and runners should move to the right to allow faster runners to pass. Walk or jog no more than two abreast so others have room to pass Littering is forbidden; no food or glass containers are allowed on the trail No weapons, alcohol, smoking, or illegal substances Children under 14 years of age must be accompanied by and supervised by an adult Skateboards, inline skates, and bicycles are not permitted THINK SAFETY. Do not wear a headset with the volume turned up so you cannot hear those trying to pass you. Be aware of your surroundings Pets must be leashed at all times. Clean up after your pet and dispose of litter in waste receptacles Please contact the Office of Campus Recreation to request use of the fitness trail for an event or function at To report suspicious behaviors or activities, contact UT Martin Police at K Races Event Check List: See Appendix k Map: See Appendix K Map, Staff Positions: See Appendix

53 Section 7....APPENDICES 7.1 Accident Incident Form 53

54 7.2 Biweekly Time Report 54

55 7.3 Bomb Threat Report 55

56 7.4 CPR and AED Guidelines UT MARTIN CAMPUS RECREATION Adult CPR/AED Complies with American Red Cross Guidelines Survey the Scene o Surveying the scene assures your safety as well as the injured victim(s) safety. Never treat and injured person in an unsafe situation. If the situation is unsafe and you cannot correct it, call for EMS and wait from a safe distance. o While surveying the scene, you should begin to determine the condition of the injured victim(s) and determine your plan of action. o Before you come in contact with the victim be sure that you have the appropriate personal protective equipment on such as gloves and a pocket mask. Initial Assessment o Consciousness Shake and Shout. Hey are you o.k.? If the injured person can respond, they are conscious, breathing, and show signs of circulation. Once you determine that there are no life threatening conditions you should perform a secondary assessment, which includes a quick head to toe examination. If the injured person does not respond, they are unconscious. You need to tell someone to call 911 and get the AED, once the EAP has been activated you need to check the participants ABC s. o Airway and Breathing Open the victims airway using the head tilt chin lift. Look, listen, and feel for no more than 10 seconds. You are looking for the chest to rise and fall, listening and feeling for breath on your cheek and checking for a pulse. If you do not see the chest rise and fall, hear or feel breath - Give 2 rescue breaths. If the first 2 rescue breaths do not go in re-tilt and try the 2 breaths again. If the breaths still do not go in you will have to use the steps to care for an unconscious choking victim. a. Give 30 chest compressions with both hands in the middle of the chest just below the nipple line compressing 2 inches. b. Look in the mouth for an object and only sweep if you see something. c. Give 2 rescue breaths. If the breaths still do not go in repeat steps a-c until you see the chest rise and fall letting you know that the breaths went in. - Once you get the breaths to go in, check the victim for Signs of Circulation. o Signs of Circulation Check for a pulse in the carotid artery for no more than 10 seconds. To find the carotid artery, place 2 fingers on the Adam s Apple, pull those 2 fingers back towards you into the notch directly underneath the jaw. Press in gently to feel for a pulse. If the victim shows signs of circulation, but is NOT breathing, perform Rescue Breathing. If the victim shows NO signs of circulation and is NOT breathing, perform CPR. If the victim shows signs of circulation and is breathing, perform a Secondary Assessment. Rescue Breathing o For an adult, give 1 rescue breath every 5 seconds for about 2 minutes. 56

57 o o o CPR o o o o o o After 2 minutes, re-check signs of circulation. If the victim shows signs of circulation, but is still not breathing, continue rescue breathing, repeating steps a and b. If the victim is NOT breathing and DOES NOT show signs of circulation perform CPR. If the victim is breathing and shows signs of circulation, perform a Secondary Assessment. Give 30 chest compressions with both hands in the middle of the chest just below the nipple line. Compress 2 inches and let the chest return to its normal position after each compression. Compress at a rate of about 100 compressions per minute. Give 2 rescue breaths. Repeat the process of 30 compressions and 2 breaths for about 2 minutes. Check for breathing and signs of circulation for no more than 10 seconds. If the victim is still NOT breathing and shows NO signs of circulation, repeat steps a-c. If the victim shows signs of circulation and is NOT breathing, perform Rescue Breathing. If the victim is breathing and shows signs of circulation, perform a Secondary Assessment. Secondary Assessment o Check the victim from head to toe. Look for severe bleeding or limb threatening injuries. Take the necessary steps to treat what you find. o If you find that the victim is breathing, shows signs of circulation, and there are no limb threatening injuries, roll the victim into the recovery position and monitor their ABC s until EMS arrives. Using an AED o o o o o If you find that a victim is NOT breathing and DOES NOT show signs of circulation, you should follow the steps outlined above. As soon as an AED becomes available, you should follow these steps. Finish your cycle of CPR always ending on the rescue breaths and make sure that the victims chest is as dry using a towel (not alcohol) and is as hair free as possible. Turn on the AED and place the pads on the victims chest on the upper right and lower left side. Plug in the connector and wait for the AED s prompts Remember the general precautions when using an AED such as DO NOT touch the victim once the AED is analyzing or defibrillating DO NOT use when in contact with water DO NOT use around open flames or oxygen DO NOT use radios or cell phones within 6 feet of an AED DO NOT use the Adult pads on a victim that is less than 55 pounds, use the pediatric pads Remove any medical patches that you find on the victim 57

58 7.5 Employee Incident Report 58

59 7.6 Facility Reservation Request Form: Elam Center 59

60 60

61 7.7 Guest List: Event Use 61

62 7.8 Hydrobics Sign-up Form 62

63 7.9 Improper ID Use Form 63

64 7.10 Infectious Waste Management Training Form 64

65 7.11 IPAP Class Sign-up Form 65

66 7.12 Lost and Found Form 66

67 7.13 Lost and Found Tag 67

68 7.14 Membership Cards 68

69 7.15 Membership Application: General 69

70 7.16 Membership Guidelines 70

71 7.17 Pool Party Reservation Form 71

72 7.18 Pool Safety Rules and Guidelines 72

73 7.19 Ticket Reconciliation form 73

74 7.20 Utility Vehicle Operation Signature Page Office of Campus Recreation I have read the golf cart utility vehicle operating procedure and understand the responsibilities of driving a utility vehicle on campus. Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date Print Name Signature Date 74

75 7.21 University Vehicle Operation Acknowledgment of Policies 75

76 7.22 Vehicle Use Acknowledgment Form 76

77 7.23 5K Race Check List UT MARTIN 5K EVENT OPERATIONS Pre-Event Task List TIME OF DAY ACTIVITY LOCATION PERSON RESPONSIBLE Initial & Date Races will take place on a Saturday at 8:00, 9:00, or 10:00 A.M. or during the week at 3:00, 3:30, or 4:00 P.M. All races are subject to change/cancelation due to inclement weather or scheduling conflicts. At Least two weeks pre-event Meet Group Leader to go over costs associated with 5K and requirements to host 5K Services Fee as of 7/1/12 Professional Staff $25/5hrs Supervisor $10/4hrs Cups $10* Total: $ *group may provide Elam Center, Facility Manager s office Elam Facility Manager REQUIREMENTS* Online Facility Request Form Volunteer Worker phone list by location: 20 copies, index card size Staffing o One at course entrance on Pat Summit Drive o Two at finish line o One at start o One at Water station on course o One at each SRC driveway o Two at registration table o Gator: CR Supervisor o Course: four 77

78 volunteers o Lead Bike: required for course changes Index Cards Assumption of Risk Form One week pre-event Two days preevent 24hours pre-event *If requirements are not met the event will be canceled Arrange meeting for dissemination of Assumption of Risk Form to Group Leader If a fundraiser: have Solicitation Request Form completed for Assistant Vice Chancellor of Student Affairs to sign with necessary paperwork Review of check list items to ensure Student Event Leader items Equipment Check List Sound System: speakers, stands, mic, mixer, and cords One power strip Two 50 extension cords 12 cones Four 8 tables Six chairs Starters gun and two caps Split calculator Batteries for split calculator Two trash cans Two water coolers Two sleeves of cups for water Two posts/two flags/post driver Portable clock Gator Lanyard with EAP AED First Aid Kit Elam Center, Facility Manager s office Assistant Vice Chancellor of Student Affairs office: by appointment only Elam Facility Manger s office To be stored in Elam Facility Managers office and/or Rec Check Elam Facility Manager, Student Event Leader Student Event Leader Elam Facility Manager, Student Event Leader Professional Staff member assigned to event 78

79 Gator Index cards: numbered (# of runners) Group provides index cards 7:15am Professional Staff member Elam Center arrives 7:25am Queue equipment Bring equipment to main entrance 7:40am Prep lobby area Unlock entry doors and turn on restroom lights 8:00am Workers begin arriving Campus Rec Supervisor Event Leader Event volunteers Set-up Sound System: speakers, stands, mic, mixer, and cords One power strip Two 50 extension cords 12 cones Five 8 tables Six chairs Index cards: numbered 1-50 (# of runners) Starters gun and two caps Split calculator Batteries for split calculator Three trash cans Two water coolers Two sleeves of cups for water Two posts/two flags/post driver Portable clock Main entry to Elam Center Under awning to Elam main entrance Attached to sound system Exterior wall outlet to power strip, second to second speaker See Diagram Two water tables, two for registration, one for Event Equip. Registration Tables Given to Finish Line worker for split times Given to Event leader for start Given to Finish Line worker Event Equip table At each water table and main entrance to Elam Center At Finish Line and on course (see map) One sleeve at each cooler See map Event Equip table Professional Staff member assigned to event Professional Staff member assigned to event Professional Staff member assigned to event Professional Staff member assigned to event 79

80 Lanyard with EAP AED First Aid Kit Gator Event Equip tables: to be distributed to all volunteers On Gator: with CR Staff Member at all times On Gator Monitoring course with purpose as trail vehicle 8:30am Volunteer Training & Placement Main Entrance to Elam Center or in lobby of Elam Center (if cold/rain) OUTLINE: Course Safety procedures EAP General expectations & responsibilities of an Event Volunteer 9:00am Registration Main entrance to Elam Center or in lobby of Elam Center (if cold/rain) 9:45am Prep Runners Use sound system to outline course, and pertinent information 9:55:am 10:00am Block Pat Summit Drive for start of race RACE START East of cross walk (see map), use cones and Gator Student Event Leader Prof Staff/Student Event Leader Prof Staff UT MARTIN 5K EVENT OPERATIONS In-Event Task List TIME OF DAY During Race ACTIVITY LOCATION PERSON RESPONSIBLE Event Staff Locations See Map Prof Staff & Staffing Event Leader o One at course entrance on Pat Summit Drive o Two at finish line o One at start o One at Water station on course o One at each SRC driveway Initial & Date 80

81 o Two at registration table o Gator: CR Supervisor o Course: four volunteers o Lead Bike: required for course changes UT MARTIN 5K EVENT OPERATIONS Post-Event Task List TIME OF DAY Directly at end of race ACTIVITY LOCATION PERSON RESPONSIBLE Collect all Assumption of Risk Check-in table Elam Facility Forms Manager Return All Equipment Check List Sound System: speakers, stands, mic, mixer, and cords One power strip Two 50 extension cords 12 cones Four 8 tables Six chairs Starters gun and two caps Split calculator Batteries for split calculator Two trash cans Two water coolers Two posts/two flags/post driver Portable clock Gator AED First Aid Kit Lanyards with EAP Elam Center and SRC Elam Facility Manager Initial & Date 81

82 I have met with the Elam Facility Manager and I, as the Event Leader, understand that the safety of all participants is paramount in the execution of this program. Therefore, I am responsible for the proper implementation of this event and adhering to the requirements that are stipulated in this document. Event Leader Signature: Date: Organization President Signature: Date: Organization Advisor Signature: Date: Elam Facility Manager: Chris Smolk Signature: Date: 82

83 7.24 5K Race Map 83

84 7.25 5K Race Map: Staffing Positions 84