Effective: 12/2011 Revised: 07/2015

Angelo State University

Athletic Department

Policies and Procedures

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TABLE OF CONTENTS

1.0 PHILOSOPHY AND STATEMENT OF PURPOSE 1 1.1 Philosophy 1 1.2 Mission Statement 1 1.3 Vision Statement 1 2.0 ATHLETIC COUNCIL 1 2.1 Membership of the Athletic Council 1 2.2 Duties and Responsibilities 2 2.3 Gender Equity and Diversity 2 3.0 ADMINISTRATION 2 3.1 Organizational Chart 2 3.2 Affiliations 2 3.3 Policy Formation 2 4.0 FISCAL POLICIES AND PROCEDURES 2 4.1 Budget Development and Oversight 2 4.2 Accounting Procedures 2 Reimbursement 2 On-Campus Recruiting 3 Off-Campus Recruiting 3 4.3 Cash Deposits 3 4.4 Athletics Financial Aid 3 4.5 Travel – Individual 4 Recruiting Travel 4 Professional Travel 4 4.6 Travel – Team 4 Transportation 5 Emergency Procedures Related to Team Travel 5 4.7 Purchasing and Accounts Payable 5 Purchase Requisitions 5 Reimbursements 5 Professional Memberships 5 Inventory Control 5 5.0 DEVELOPMENT AND FUNDRAISING 6 5.1 Angelo State Athletic Foundation (ASAF) 6 5.2 Athletic Development 6 5.3 Fundraising 6 6.0 PERSONNEL 6 6.1 Hiring 6 6.2 Termination 6 6.3 Employee Appointment Letters 6 6.4 Performance Appraisals 6 6.5 Position Descriptions 7

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6.6 Keys to Athletic Facilities 7 6.7 Staff Code of Conduct 7 6.8 Professional Memberships 8 6.9 Personal Service Contracts 8 6.10 Personal Development/Convents/Clinics 8 6.11 Salaries, Letters of Appointment, Bonus Criteria 8 6.12 Leave Requirements While Operating in a Non-University Capacity 8 6.13 Use of Volunteers 9 General Information 9 Responsibilities 9 Application Process 9 Applicable University and System Policies, Applicable NCAA and Lone Star Conference Rules and Regulations 9 7.0 CONTRACTS, CAMPS, COURTESY VEHICLES AND CELL PHONES 9 7.1 Contracts with Outside Groups 9 7.2 Sport Camps/Clinics 10 7.3 Courtesy Vehicles 10 8.0 COMPLIANCE 10 8.1 Accountability 10 8.2 Compliance Committee 10 8.3 Recruiting Policies and Procedures 10 8.4 Agents Contracts 11 8.5 Transfer Release Appeal 11 8.6 Exit Interviews 11 8.7 Certification to Recruit Off-Campus 11 8.8 Compliance Education 11 8.9 Use of Volunteers 12 General Information 12 Responsibilities 12 Application Process 12 Applicable University and System Policies, Applicable NCAA and Lone Star Conference Rules and Regulations 12 8.10 Use of Alumni, Volunteers, Staff Members for Practices 12 9.0 STUDENT-ATHLETES 13 9.1 Academic Guidelines 13 9.2 Academic Support Services 13 9.3 Awards 13 Championship Awards 13 Rings 13 Team Sports 13 Individual Sports 13 Watches 13 Team Sports 13 Individual Sports 14 Letter Awards 14 9.4 Strength and Conditioning Program 14

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9.5 Student-Athlete Physicals 14 9.6 Insurance for Student-Athletes 14 9.7 Drug Testing Policies and Procedures 14 10.0 OPERATIONS (INTERNAL, EXTERNAL, MEDIA) 15 10.1 Game Management 14 10.2 Scheduling Events 15 10.3 Promotions and Marketing 15 10.4 Event Cancellation/Weather Issues 15 10.5 Emergencies at Home Events 15 10.6 Event Security 15 10.7 Facility Reservations 16 10.8 Facility Use by Outside Groups 16 10.9 Request for Repair/Service 16 10.10 Publications, Athletics Web Site and Social Media 16 ATTACHMENT A: ORGANIZATIONAL STRUCTURE 17 ATTACHMENT B: CRITERIA FOR BONUS PAY 18

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1.0 PHILOSOPHY AND STATEMENT OF PURPOSE 1.1 Philosophy Athletic programs should provide learning experiences beyond the academic setting. The student-athlete should be offered opportunities to develop a high level of physical and specialized sports skills and fitness; to develop coping strategies for successes and failures in all phases of life; to learn to establish priorities; to set goals, develop strategies to achieve those goals, and implement those strategies; to be successful in academic endeavors; to develop social skills and personal relationships; to meet challenges and accept consequences. Athletic programs should challenge, encourage, and support student-athletes. Experiences should provide knowledge of self, appreciation for others, and recognition of community responsibilities. The sports programs should establish and maintain graduation and retention rates above those of the general student body and should provide a positive overall experience for the student-athletes. Competitive success is expected as is the development of values and potential for success in life. Angelo State expects all athletic department personnel to adhere to NCAA, Lone Star Conference, Angelo State, and Texas Tech System Rules and Regulations. Unethical conduct will NOT be tolerated, and repeated rules violations may be grounds for dismissal. 1.2 Mission Statement The Angelo State Athletic Department will provide opportunities for exceptional student-athletes to compete in their sports and to enrich their personal lives, improve their abilities to serve and contribute to society, and to become leaders in their professions and in their communities. 1.3 Vision Statement The Angelo State Athletic Department will model excellence by providing educational and athletic opportunities that allow young men and women to grow and develop while serving the interests of the University and the community. The Department of Intercollegiate Athletics will

Provide for growth and development in all aspects of college life that are important to preparing student-athletes to serve and contribute as leaders in their communities

Sponsor a broad-based athletics program that aspires for competitive excellence while demonstrating integrity and sportsmanship

Create an environment where all student-athletes can find success in the completion of a degree and the educational objectives of the University

Recruit, educate, retain, and graduate nationally competitive student- athletes.

2.0 ATHLETIC COUNCIL 2.1 Membership of the Athletic Council The Athletic Council is composed of a minimum of five faculty members as recommended by the Faculty Senate for the President’s approval. Other faculty and staff members may be recommended for appointment by the Athletic Director

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to the President. The Athletic Director will recommend two student-athletes (one male, one female), and the Student Government Association will recommend one representative to the Council for the President’s approval. 2.2 Duties and Responsibilities The Athletic Council is responsible for providing direction to the intercollegiate athletic programs and to conduct reviews or studies as requested by the President. Members of the Athletic Council may also serve as ad hoc appeals committees to hear requests by student-athletes regarding reduction/cancellation of financial aid, transfer releases, and other NCAA/Lone Star Conference considerations; members of those ad hoc committees will be assigned by the Athletic Director with approval by the President. 2.3 Gender Equity and Diversity Angelo State is committed to the concepts of gender equity and diversity and seeks to foster an atmosphere of safety, acceptance, and respect for all student- athletes and staff members. The campus Title IX Coordinator and the athletic administration are serious about commitment to Title IX; the Athletic Counsel is responsible for the implementation of, and updates to, the University’s Gender Equity Plan. The Title IX Coordinator is also available for any questions or concerns related to gender equity and diversity. 3.0 ADMINISTRATION 3.1 Organizational Chart See Attachment A 3.2 Affiliations Angelo State Athletics is a member of NCAA Division II and the Lone Star Conference. 3.3 Policy Formation Athletic Department Policies are reviewed annually by the Athletic Council. Policies and Procedures are approved through the Athletic Council, and reviewed by the President if appropriate. 4.0 FISCAL POLICIES AND PROCEDURES 4.1 Budget Development and Oversight The Athletic Department follows University budgetary guidelines and development procedures. Head coaches submit budget requests to the Athletic Business Manager based on program goals and strategies for review and modification as appropriate. The Athletic Business Manager submits budget requests based on strategic goals and initiatives through the University budgeting process. 4.2 Accounting Procedures

A. All Angelo State, Texas Tech System, NCAA, and LSC financial rules and regulations will be followed.

B. Reimbursements—To reduce the number of reimbursements for supplies and materials, the head coach should request permission from the Athletic

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Director or the Business Manager to use the Pro Card for that sport. No reimbursements will be processed unless special circumstances prevent the use of the Pro Card; purchases not supported by the Pro Card must be approved in advance by the Athletic Director or Business Manager.

C. On-Campus Recruiting— 1. Advance funds may be obtained for official visits. Funds should be

requested at least one week in advance. Expense report and any remaining funds must be submitted within 5 working days of the official visit date. All compliance paperwork must be completed and confirmed by the Director of Athletic Compliance before funds may be requested.

2. Mileage may be paid based on market value, to recruits who drive (see NCAA rules regarding appropriate transportation costs). Permissible mileage reimbursement is based on the official mileage chart per the Travel Office.

3. Official visit packet will be provided by the Director of Athletic Compliance; all financial accounting forms for recruits and student hosts are contained in that packet. See Compliance Handbook or Director of Athletic Compliance for additional information.

D. Off-Campus Recruiting— 1. Keep adequate records of off-campus contacts, including contacts at

the high school or junior college of the PSA (prospective student-athlete). The Director of Athletic Compliance will provide procedures for logging contacts.

2. No meals may be provided to prospects or their parents/guardians while an off-campus contact is occurring. See Compliance Handbook or contact Director of Athletic Compliance for specifics.

3. Recruiting calendars are located on the web. 4. Adherence to all NCAA recruiting rules is expected. 5. Report any violations immediately to the Director of Athletic Compliance.

4.3 Cash Deposits All cash transactions must be receipted and turned into the appropriate department secretary the same day they are received. No cash should be kept overnight or in personal possession overnight. All incoming cash/checks will be deposited into the appropriate account prior to the end of the work day on which the money was received. 4.4 Athletics Financial Aid Please reference the Compliance Manual regarding specific requirements and responsibilities.

A. All letters of intent and athletic scholarship agreements must be approved and issued by the Athletic Compliance Office.

B. For initial scholarship offers and letters of intent, the head coach should provide all information to the Athletic Compliance Office as soon as possible. The Athletic Compliance Office will prepare the paperwork, obtain required signatures, and arrange delivery of the paperwork to the PSA.

C. For renewals, the Athletic Compliance Office will provide the head coach with a worksheet. The head coach should indicate the amount of award

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and term of award on the worksheet and return to the Athletic Compliance Office by the assigned due date. The Athletic Compliance Office will prepare the appropriate paperwork, arrange and obtain all required signatures, and either return to the coach for his/her meeting with the student-athlete or arrange delivery to the student-athlete per head coach instructions.

D. The Athletic Compliance Office must approve all changes in amounts of awards and will notify the Scholarships Office of the change (if permissible under NCAA rules).

4.5 Travel – Individual Individual/Professional/Recruiting Travel—

A. Travel Authorization must be completed for any University travel. Advance funds are NOT provided for professional/recruiting travel.

B. Courtesy cars or rented vehicles will be provided if available, and the athletic department gas credit card may be used for gas purchases for courtesy/rental cars provided signed approved travel authorization is on file in travel coordinator’s office. All courtesy car or rental car arrangements must be made through the designated secretary. Upon return to campus, courtesy cars must be washed and filled with gas as requested by automobile dealers; the departmental gas card may be used for these car washes. Departmental gas cards may NOT be used to purchase anything other than gas, oil, or car wash.

C. Recruiting Travel—Travel Authorization for recruiting trips must be pre- approved by the Director of Athletic Compliance and the Athletic Director PRIOR to leaving campus. All expenses reports for recruiting travel must be completed immediately following return to campus.

D. Professional Travel—Clinics, Conventions, Workshops Each intercollegiate athletic program is permitted to designate one person to attend one paid (from the appropriate athletic enrichment account) clinic, convention, or workshop each year. Attendance by any additional person(s) in that program (sport, athletic training, strength and conditioning, etc.) is the responsibility of the staff member or the immediate supervisor of that program. (Please see 6.10)

E. Each staff member will be issued a gas credit card to use when traveling on official university business. Gas receipts must be submitted to Travel Coordinator upon return to campus. Cards may be used for gas/oil/car wash purchases only. Departmental gas cards may not be used without approved travel paperwork prior to departure. No gas purchases using cash or personal credit cards will be reimbursed.

4.6 Travel – Team

A. Travel Authorization must be completed by each staff member, including volunteers and graduate assistants, for each team trip. The head coach or his/her designee will be responsible for requesting travel advances and tracking expenses, including submitting the appropriate expense report to the designated athletic department secretary upon return to campus.

B. Travel advance may be via check or automatic deposit into account with

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prior arrangements through the travel coordinator. The person responsible for financial accounting for each team should obtain hotel/motel tax exempt forms and general tax exempt forms prior to departure from campus; ASU will not reimburse for tax expenses. Receipts are required, and appropriate accounting procedures MUST be followed. Any non-receipted purchases will not be reimbursed. Travel advances may be used to purchase equipment or apparel for teams in an emergency situation only after approval from Athletics Director or Athletics Business Manager.

C. Transportation—Transportation requests must be submitted 3 months in advance for regular season contests and as soon as possible for post season contests. The Travel Secretary will evaluate requests and work with the Athletic Director to assign charter bus/ASU vehicles/Athletic Department leased bus, depending on length of trip, equity issues, costs, and driver availability. Van travel must be pre-approved by the Athletic Director; the Travel Secretary will provide instructions if van use is approved.

D. Emergency Procedures Related to Team Travel—If an accident occurs while a team is traveling, the head coach (or assistant if head coach is incapacitated or injured) should immediately notify authorities by calling 9-1-1 if injuries result. Immediately after calling 9-1-1 and ensuring appropriate medical or other attention for injured student-athletes, drivers, or athletic department staff, the head coach (or assistant) should notify the Athletic Director via cell phone. The Athletic Director will notify appropriate University personnel including Police Chief, President, and others as noted in the University Emergency Plan. If the Athletic Director does not answer the cell phone, the head (or assistant) coach should contact the Assistant Athletic Director via cell phone; the Assistant Athletic Director will then notify the Athletic Director and appropriate University personnel.

4.7 Purchasing and Accounts Payable

A. Purchase Requisitions – A purchase requisition must be completed BEFORE ordering from a vendor. Requests for purchase requisitions should be submitted to the Office Coordinator with specific information regarding specifications, sizes, etc. No order should be processed prior to completing the purchase requisition.

B. Reimbursements – No purchases will be reimbursed without prior approval for that purchase from the Athletic Director or designated representative.

C. Professional Memberships – Athletic Department funds will be used to pay for memberships that reside with the University or a sports program. Any professional membership that is individual in nature (or that would follow a coach should he/she leave Angelo State) is the responsibility of the individual staff member. Exceptions to this MAY be made if recognition and awards for student-athletes are tied to the membership. (Please see 6.8)

D. Inventory Control Each head coach should maintain accurate inventory of equipment and

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supplies. Head coaches are responsible for implementing an appropriate equipment issuance/retrieval system to ensure compliance with NCAA rules. The head coach should develop and implement an appropriate rotation for replacement of uniforms and other equipment that should last for an extended period of time.

5.0 DEVELOPMENT AND FUNDRAISING 5.1 Angelo State Athletic Foundation (ASAF) The ASAF is an organization created in 1969 to raise funds to support the mission of the Angelo State Athletic Department. The ASAF is a non-profit 501 (c) (3) organization. All funds raised by the ASAF are used to support athletics at ASU; it is the ONLY fundraising organization designated for athletics. All funds raised by the ASAF will be reported through the Angelo State Development Office in accordance with TTUS rules and regulations. All funds from ASAF will be deposited in on-campus athletic enrichment accounts before being spent on any Athletic Department programs or activities. 5.2 Athletic Development All athletic development activities must be approved by the Athletic Director and Development Coordinator before scheduling or implementing. 5.3 Fundraising Activities All fundraising activities MUST be approved by the Athletic Director and Development Coordinator before implementing to avoid overuse of San Angelo businesses. San Angelo is a small economic market, so care must be taken to minimize the number and kinds of “asks” for support. 6.0 PERSONNEL 6.1 Hiring Angelo State is an equal opportunity employer. All Angelo State and Texas Tech System policies and procedures are followed in the hiring process. 6.2 Termination Angelo State Athletic Department staff is expected to follow all NCAA and Lone Star Conference rules and regulations. Knowingly violating, or encouraging others to violate, NCAA rules is cause for immediate dismissal. 6.3 Employee Appointment Letters The President, in accordance with Texas Tech System rules and regulations, will extend athletic department staff members a letter of appointment annually. The employee must sign and return by the designated deadline to ensure employment at Angelo State for the fiscal year. 6.4 Performance Appraisals The Athletic Director will evaluate each head coach annually. Each head coach will evaluate his/her assistant(s), and assistants will complete an evaluation of the head coach. Sports staffs are required to meet together to discuss the evaluation(s) and to reconcile any differences; the forms are then submitted to the Athletic Director for the files. The head coach of each sport will also evaluate the

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Athletic Director annually. The head coach and athletic director will meet face to face to discuss the evaluations and to acknowledge any questions or concerns. Performance Appraisals may be used to identify employees to be considered for bonus pay or for merit pay raises as available annually. Student-athletes will be provided an opportunity annually to evaluate coaching staffs. Those evaluations will be reviewed by the Athletic Director and incorporated into the evaluations of the coaching staffs as appropriate 6.5 Position Descriptions For detailed position descripts please refer to the Job Descripts by Division link in the Office of Human Resources section of the Work Life tab in RamPort. 6.6 Keys to Athletic Facilities Requests for keys to athletic facilities must be submitted to the Office Coordinator and approved by the Athletic Director. Policies and procedures for lost keys are outlined in the University key policies, along with costs for replacement of keys and/or re-keying facilities as required by lost or misplaced keys. The individual staff member will be responsible for costs associated with key replacement or with changing locks. Keys should not be loaned to student-athletes or any other individuals not employed as full-time staff, graduate assistants, or student workers in the athletic department. 6.7 Staff Code of Conduct Athletic Department staff members (including, but not limited to, head and assistant coaches, head and assistant athletic trainers, head and assistant strength and conditioning coaches, compliance personnel, departmental support staff, and graduate and student assistants) will be expected to comply with all NCAA and Lone Star conference rules and regulations, as well as Angelo State and Texas Tech System policies and procedures. Institutional and departmental resources are not for personal use, and state guidelines should be followed regarding use of departmental mailings and telephone calls. Unethical conduct, including misrepresentation to prospects and current student-athletes or falsifying information to administration and compliance regarding compliance issues, will not be tolerated. Athletic Department staff members are expected to maintain appropriate standards of conduct. Staff members who are privy to, or aware of, NCAA rules violations, immoral conduct, or unethical behavior by another staff member(s) are required to report the incident(s) to the immediate supervisor who in turn should report the incident(s) to the Athletic Director. The Athletic Director is responsible for reporting the incident or issue to the President and to the appropriate authorities. If necessary, the University Police Chief will be informed of the incident and conduct a formal investigation. Due process will be followed for all involved parties. As always, civil and criminal law will take precedent over departmental procedures.

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6.8 Professional Memberships Athletics funds will be used to pay for memberships that belong to the University or a University program or when required for awards considerations, etc., for student-athletes. Any professional membership that is individual in nature or that would follow a coach should he/she leave the University is the responsibility of the individual. (Please see 4.7 C) 6.9 Personal Service Contracts Coaches may sign personal service contracts with vendors and others provided the terms and conditions in the contract are pre-approved by the athletic director (as permitted by the president) and do not conflict with departmental contracts already in force. 6.10 Personal Development/Conventions/Clinics Head coaches may attend one professional development event (as long as funds are available and there are no University restrictions due to financial constraints) annually. For assistant coaches, participation in one development event is permissible as long as program fundraised dollars are available and as long as the head coach approves the activity. When conventions/clinics are in Texas, the Athletic Director MAY approve attendance by the entire full-time staff, provided funds are available and travel restrictions are not in effect. 6.11 Salaries, Letters of Appointment, Bonus Criteria Salaries are determined by the administration and based on available funding, performance evaluations, departmental policies and regulations, and NCAA, Lone Star conference, ASU and TTUS rules and regulations. Letters of Appointment will be issued annually by the President with approval when necessary from TTUS and the Board of Regents based on recommendations from the Athletics Director. Bonuses may be paid when funds are available and criteria as outlined in Attachment B are met. Funding for bonuses is provided by the Athletic Foundation with approval by the Board of Directors and within the guidelines established by ASU and TTUS. All bonus payments will be paid through the staff member’s regular check and through ASU Human Resources and Payroll Offices. 6.12 Leave Requirements While Operating in a Non-University Capacity All staff must claim leave while operating summer camps or working for another organization which provides compensation normal business hours (8am-5pm) that are not directly connected to University. In order to be exempt from this policy ALL revenue from the camp must go back to the program or the camp must be conducted after 5pm. If the camp or work is conducted for only a portion of normal University business hours, employees are only required to claim leave for those hours.

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6.13 Use of Volunteers A. General Information

Volunteers may assist with sports, athletic training programs, strength and conditioning programs, or other areas of Angelo State Athletics after completed the necessary paperwork and being approved by the supervisor of the area, the Athletic Compliance Office, and the Athletic Director. Volunteers must be approved BEFORE performing any responsibilities. Volunteers MAY NOT receive any financial considerations for their services; however, University funds may be expended to cover authorized expenses incurred while traveling with the athletic teams or while carrying out other assigned duties. The volunteer designation will only continue for the designated period, not to exceed one academic year, as long as it remains mutually beneficial to all concerned. The volunteer association may be terminated at any time by the individual or by the Athletic Department or the University.

B. Responsibilities Volunteers in athletics may perform only those duties assigned specifically to them by the athletic director, associate athletic director, assistant athletic director, head coach, head athletic trainer, head strength and conditioning coach, director of athletic communication, director of athletic compliance, director of athletic academic services, or other designee who is authorized by the athletic director to oversee volunteers.

C. Application Process The prospective volunteer must present a resume and complete the Application for Volunteers in athletics. The supervisor of the area of interest must complete the recommendation after reviewing the resume, contacting the reference, and interviewing the prospect. The prospective volunteer must complete a raining with the Athletic Compliance Office. Upon successful completion of the compliance session, the supervisor will forward the required paperwork to the athletic director for review, evaluation and approval

D. Applicable University and System Policies, Applicable NCAA and Lone Star Conference Rules and Regulations The recommending supervisor is responsible for ensuring that the volunteer is education regarding applicable University policies and the volunteer adheres to those policies. Volunteers in athletics agree to hold Angelo State University and its employees harmless in any and all matters which relate to their voluntary association with the athletic programs at Angelo State and the services which they tender in that capacity.

7.0 CONTRACTS, CAMPS, COURTESY VEHICLES AND CELL PHONES 7.1 Contracts with Outside Groups All contracts for services, equipment, or other activities must be routed through the departmental chain of command and require approval by the Athletic Director before the agreement(s) is submitted for University review. Use of ASU athletic facilities by external organizations must be approved through Special Events.

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7.2 Sport Camps/Clinics Coaches and other staff members wishing to conduct camps, clinics, and/or workshops must apply to use ASU facilities for those events. Applications should be submitted to Director of Athletics Compliance after discussion with the Athletic Director. Also refer to Camp Manual (Please see 6.12) 7.3 Courtesy Vehicles The Athletic Department has agreements with certain local car dealers for use of used cars for recruiting. Dealers agree to a specific number of days per month annually for staff members to use cars for University business, including recruiting. No student-athletes or prospects should be transported in those cars. Staff members wishing to use courtesy vehicles will request through the appropriate departmental secretary use of a vehicle. Requests must be made at least 5 days in advance and AFTER appropriate travel paperwork is completed and approved by the Director of Athletic Compliance and the Athletic Director. The secretary is not authorized to reserve vehicles until ALL compliance paperwork is completed correctly and submitted. 8.0 COMPLIANCE 8.1 Accountability Athletic Department staff members are accountable for all NCAA and Lone Star Conference rules and regulations; staff members are also expected to refer to the Athletic Department Compliance Manual to ensure compliance with all policies and procedures. The Compliance Manual is updated annually and distributed to staff members by the Compliance Office. 8.2 Compliance Committee A Compliance Committee composed of the Director of Athletic Compliance, the Faculty Athletics Representative, a representative from Financial Aid, a representative from Scholarships a representative from Admissions, a representative from the Registrar’s Office, and two members of the Athletic Council will ensure procedures and policies are in place and are followed to comply with all NCAA rules and regulations. The Compliance Committee will meet once in the fall and once in the spring semesters to review practices, to revise procedures as appropriate, and to recommend to the Athletic Director any policies or procedures to enhance compliance with NCAA rules and regulations. 8.3 Recruiting Policies and Procedures Off-campus contact by boosters of Angelo State University’s athletic programs is strictly prohibited. NCAA rules regarding acceptable and prohibited recruiting policies will be posted on www.angelosports.com and on the Athletic foundation page. All prospective student-athletes will be informed of applicable recruiting rules and the penalties for violation of these rules. All athletics personnel involved in recruiting student-athletes will participate in an annual NCAA rules review, as well as at least two compliance meetings during each semester.

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A periodic review of recruiting process documents will be conducted by the Athletic Compliance Office in consultation with the Athletic Council. Each departmental staff member will be provided a current NCAA Manual to use as a resource. Coaches and others involved in direct contact with current and prospective student-athletes will be provided recent interpretations through Compliance Newsletters and other available resources regarding interpretations and compliance news. 8.4 Agents Contracts ASU policy regarding agents is posted on www.angelosports.com under the compliance tab; copies are also available by contacting the Athletic Compliance Office. 8.5 Transfer Release Appeal Athletic Department policy regarding transfers includes no release to other Lone Star Conference schools; student-athletes sign a statement at the beginning of each school year during the compliance meetings that they have been informed of the policy. The head coach of each sport is the first responder to a transfer request; coaches are encouraged to evaluate each request in light of precedent and merit. The Athletic Director and Director of Athletic Compliance will review all denials to substantiate substance and precedent. Student-athletes who are denied transfer releases may appeal through the process outlined in the student- athlete handbook. An appeals committee will be appointed; members of the committee will include at least three (3) members of the Athletic Council and a coordinator who is not a member of the athletic department or athletic department committees. Per NCAA rules, the campus appeals committee is the final authority. 8.6 Exit Interviews Each student-athlete who either leaves the team or is dismissed from the team, or who has completed eligibility will be given an opportunity for an exit interview with either the Athletic Director or the Faculty Athletic Representative or both if requested by the student-athlete. 8.7 Certification to Recruit Off Campus All coaches must successfully complete the annual NCAA Certification Exam BEFORE recruiting off-campus. The Faculty Athletics Representative will administer the test and certify the staff. The FAR will schedule group sessions prior to August 1 and will schedule individual sessions if necessary. 8.8 Compliance Education The Athletic Compliance Office will conduct two compliance education sessions per semester. Attendance is mandatory. Any missed sessions MUST be made up prior to the next scheduled session and at the convenience of the Athletic Compliance Office. More than 2 missed compliance sessions, without being made up, will result in the staff member’s being unable to recruit off-campus or to

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show prospects around during on-campus visits until the sessions are completed. Consistent unexcused absences from compliance sessions will render the coach ineligible to recruit off- or on-campus. 8.9 Use of Volunteers

A. General Information Volunteers may assist with sports, athletic training programs, strength and conditioning programs, or other areas of Angelo State Athletics after completed the necessary paperwork and being approved by the supervisor of the area, the Athletic Compliance Office, and the Athletic Director. Volunteers must be approved BEFORE performing any responsibilities. Volunteers MAY NOT receive any financial considerations for their services; however, University funds may be expended to cover authorized expenses incurred while traveling with the athletic teams or while carrying out other assigned duties. The volunteer designation will only continue for the designated period, not to exceed one academic year, as long as it remains mutually beneficial to all concerned. The volunteer association may be terminated at any time by the individual or by the Athletic Department or the University.

B. Responsibilities Volunteers in athletics may perform only those duties assigned specifically to them by the athletic director, associate athletic director, assistant athletic director, head coach, head athletic trainer, head strength and conditioning coach, director of athletic communication, director of athletic compliance, director of athletic academic services, or other designee who is authorized by the athletic director to oversee volunteers.

C. Application Process The prospective volunteer must present a resume and complete the Application for Volunteers in athletics. The supervisor of the area of interest must complete the recommendation after reviewing the resume, contacting the reference, and interviewing the prospect. The prospective volunteer must complete a raining with the Athletic Compliance Office. Upon successful completion of the compliance session, the supervisor will forward the required paperwork to the athletic director for review, evaluation and approval

D. Applicable University and System Policies, Applicable NCAA and Lone Star Conference Rules and Regulations The recommending supervisor is responsible for ensuring that the volunteer is education regarding applicable University policies and the volunteer adheres to those policies. Volunteers in athletics agree to hold Angelo State University and its employees harmless in any and all matters which relate to their voluntary association with the athletic programs at Angelo State and the services which they tender in that capacity.

8.10 Use of Alumni, Volunteers, Staff Members for Practices Per NCAA regulations, former players may practice with the team provided they present a current physical (within the last six months), proof of insurance, and a

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signed waiver of liability prior to participating in practice. NCAA rules allow alumni to participate on an occasional basis. ASU Athletics will consider occasional to mean once per semester. Volunteers, student assistant managers and coaches, and graduate assistants may participate in practices as long as proper paperwork has been completed and is on file in the Athletic Director’s office. Volunteers who will actively participate in practices must present a current physical (within the last six months), proof of insurance, and a signed waiver of liability prior to participating in practices or drills. 9.0 STUDENT-ATHLETES 9.1 Academic Guidelines Degree completion is the goal for all Angelo State student-athletes, and the Athletic Department seeks to create an environment that allows and encourages academic success by student-athletes. Student-Athletes are expected to comply with ethical standards as set by the University. 9.2 Academic Support Services The Director of Athletic Academic Services is responsible for tracking academic success and academic progress of student-athletes. The Director of Athletic Academic Services’ office is located in Junell Center Classroom A; also in Classroom A are computer stations, study tables, and study areas for student- athletes to use between classes or any time during the day. The Director of Athletic Academic Services works with student-athletes to identify campus and other resources to maximize academic achievement for student-athletes. The DAAS also oversees advising for student- athletes and partners with other advisors on campus to ensure appropriate degree progress for each student- athlete. The AAC also schedules and implements study skills seminars, life skills sessions, and other enhancement programs for student-athletes. 9.3 Awards

A. Championship Awards Rings: Team Sports (Football, Volleyball, Soccer, Basketball, Baseball, Softball): NCAA Championship

Conference Championship Regional Championship

Individual Sports (Indoor and Outdoor Track, Cross Country, Golf): NCAA Championship (team or individual)

Regional Runner-up (team or individual) Conference Championship (team) All American (individual Indoor and Outdoor Track, Golf)

Watches: Team Sports:

Regional Semi-finalist or Regional Runner-up

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Individual Sports: Top Five NCAA (team) Second or Third Place National Meet (individual) All American (Cross Country) Conference Championship (individual)

B. Letter Awards Student-athletes are eligible for letter awards in their final year of athletics eligibility unless they forgo final year of eligibility due to degree completion. Student- athletes must be in good academic standing and must have no disciplinary suspensions for team rules violations. Student-athletes receive only ONE letter award during their careers.

9.4 Strength and Conditioning Program A full-time strength and conditioning coach plus at least one graduate assistant are provided for student-athletes to improve conditioning and injury prevention. The strength and conditioning coaches work within NCAA rules to foster an atmosphere of encouragement, availability, and access for all involved. 9.5 Student-Athlete Physicals All student-athletes are required to undergo a physical annually prior to the start of practices and before working out, per sports medicine policies and procedures. The Sports Medicine Staff is responsible for scheduling those and for ensuring that ALL student-athletes receive adequate physical exams to reduce incidents of physical issues and to ensure the safety and welfare of the participants. 9.6 Insurance for Student-Athletes Insurance information is provided annually to parents and participants in June/July. The Sports Medicine Staff is responsible for ensuring that each participant has updated, completed insurance paperwork BEFORE engaging in practices, training, or competitions. Claims will be filed on the student-athlete’s insurance first, with the departmental insurance as secondary, unless the student-athlete has no insurance coverage in which case athletic department insurance will act as primary. Athletic department insurance does NOT cover any rehabilitation costs. For specific questions, contact the Head Athletic Trainer. 9.7 Drug Testing Policies and Procedures For specific information, see Angelo State Athletic Department Drug Testing Policies and Procedures. For positive tests, the Head Athletic Trainer will notify the Athletic Director in writing of the notification of the student-athlete, as well as indicate the date(s) for any suspensions or required counseling opportunities per departmental policies. The Athletic Compliance Office will document the test results and the mandatory requirements in the student-athlete’s file, including documentation of the completion of the sanctions.

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10.0 OPERATIONS (INTERNAL, EXTERNAL, MEDIA) 10.1 Game Management There will be a designated game administrator for each home contest. If the Athletic Director is not in attendance, a designated staff member will be responsible to act in that capacity. The game administrator’s primary responsibility is to ensure a family friendly environment that demonstrates respect to all, including opposing teams/individuals and their fans, officials, and other spectators. No racial, ethnic, or provocative comments will be tolerated. The game environment should foster an atmosphere of competition without crossing the boundaries of appropriate behavior. 10.2 Scheduling Events Practices, competitions, and related activities should be scheduled at least three (3) months in advance through the office coordinator to ensure facility availability. For team competitive schedules, each head coach is assigned primary responsibility; costs and travel distances, if excessive, must be discussed with the Athletic Director prior to any event contract preparations. Game guarantees, complimentary rooms or meals, and other financial considerations must be approved by the Athletic Director. Scheduling should be designed to provide opportunities to qualify for conference and national postseason play but must be maintained within budgetary allocations. Scheduling of competitions should also minimize missed class time. 10.3 Promotions and Marketing Director of Athletic Communications, Athletic Director, and Head Coach will work to develop and implement promotions and marketing strategies for specific sports. Assistant coaches should assist in this development. Soliciting of prizes, give-aways, etc., should be coordinated with the University Communications & Marketing Office and the Athletic Director to avoid repeated asking of businesses/individuals for support. 10.4 Event Cancellation/Weather Issues Prior to cancelling any home event, the head coach must consult with the Athletic Director and other appropriate University personnel. The decision to cancel will be made after all alternatives and issues are discussed and evaluated. For away contests, the head coach is responsible for notifying the Athletic Director, Director of Compliance, and Director of Athletic Communications immediately upon cancellation notification by the host institution. For conference contests, the Conference Office takes precedence over other entities. For weather issues during home events, lightning detection systems will decide when to vacate and when to return. The Head Athletic Trainer, in consultation with the head coach and athletic director, will have authority to suspend contests or to resume after the all clear by the lightning detection system. 10.5 Emergencies at Home Events The game administrator, athletic trainer in charge, and any other athletic administrators present will evaluate the situation, develop a plan of action, and implement the plan in conjunction with event security and facilities staff.

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10.6 Event Security Director of Athletics and Chief of University Police Department will determine the amount of security needed at each event. Event security will be responsible for aggressive, violent behavior and will work with the game administrator and officials to ensure a safe, friendly environment for all in attendance. Event security will also be responsible for maintaining safety in the areas outside the facility and in the parking lots. 10.7 Facility Reservations All facility requests must be submitted to the Office Coordinator for the appropriate paperwork, including any reservations for practices, competitions, and related activities (including practice for visiting teams). Staff members are NOT authorized to request facilities without reserving through the designated departmental reservation authority. 10.8 Facility Use by Outside Groups Any requests to use ASU athletic facilities by outside groups must be routed through Special Events Office (942-2021) and then through the Director of Athletics. Athletic Department staff members are not authorized to permit outside groups to use facilities without approval by Special Events and Director of Athletics. 10.9 Request for Repair/Service All requests for repair (computers, phones, washers/dryers, etc.) must be submitted to the Office Coordinator for routing to the appropriate department. 10.10 Publications, Athletics Web Site and Social Media The Athletic Communications Office is responsible for all athletic department press releases, web updates, communications with local media, etc. Interviews with coaches or student-athletes should be routed through the Athletic Communications Office for details and arrangements. All requests for media credentials should be directed to the Director of Athletic Communications for response. Requests for media guides, human interest stories, photos, coverage of team activities, etc., should be sent to the Athletic Communications office. No newsletters or mass distribution of such items with official athletic department information, logos, or news related to individual student- athletes, events, etc., should be sent to the public without review by the AC Office. Blogs, etc., with information related to teams, student-athletes, athletic events, etc., should be coordinated through that office. Staff members should be reminded that NCAA, LSC, ASU, and TTUS rules and regulations must be followed relative to publications, newsletters, web site stories, blogs, and social media.

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ATTACHMENT A

ORGANIZATIONAL STRUCTURE

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ATTACHMENT B

CRITERIA FOR BONUS PAY Coaches whose teams have demonstrated success at the national level may be considered for a bonus annually. The coach may not be under sanctions for NCAA rules violations and must demonstrate a commitment to NCAA, LSC, ASU and TTUS rules and regulations and the Division II philosophy. The coach must receive satisfactory evaluations from student-athletes and the Athletic Director to be considered.

National Championship; or Consistent qualification for World Series, Elite Eight or appropriate national

championship competition; or Demonstrate competitive success in conference and/or NCAA post season play; or Outstanding individual accomplishment such as national coach of the year or other

national honor.