Policies & Procedures Handbook

Policies & Procedures

Handbook

Prairie View A&M University

Prairie View A&M University 1 Athletics | Policy and Procedure Manual

Dear Athletics Department Staff Member: The Prairie View A&M Department of Athletics Policy and Procedure Manual, in conjunction with the PVAMU Student-Athlete, provides the framework of working knowledge regarding specific PVAMU policies and procedures. Please use the information in these documents to ensure cooperation with all PVAMU protocol. Please review specifically the sections of the PVAMU Mission Statement, the Department of Athletics Mission Statement, and the NCAA. This information as well as compliance with all NCAA regulations should comprise the foundation of your contribution to the Department of Athletics. For Department of Athletics staff members who maintain responsibilities of student-athlete supervision, please be sure to consult the PVAMU Student-Athlete Handbook for applicable policies and procedures. Please also ensure an annual review of the Student-Athlete Handbook with all student-athletes. Changes and additions to the Athletics Department Staff Handbook will be sent by e-mail and posted on the introduction page of the on-line version of this handbook. Should you encounter a situation that is not specifically addressed in these handbooks, please consult the appropriate Department of Athletics staff member for clarification. Our Department can only be as good as each individual who comprises the whole. The commitment you have made to PVAMU will assist our entire Department in attaining the success that we all strive to achieve. We appreciate and value the contributions you make to the success of our Department and to PVAMU. Sincerely,

Ashley Robinson Director of Athletics


TABLE OF CONTENTS PREFACE ………….................................................................................................................................... 5 MISSION STATEMENT ............................................................................................................................ 6 VISION STATEMENT ................................................................................................................................ 7 Strategic Goals ............................................................................................................ 7 ARTICLE I: ORGANIZATIONAL STRUCTURE Section A. Organization of Administration ............................................................ 9 Section B. Organizational Chart ............................................................................ 10 ARTICLE II: FISCAL POLICIES Section A. Budget Control ...................................................................................... 12 Section B. Unlawful Expenditures ......................................................................... 13 Section C. Accounting of Funds Spent .................................................................. 13 Section D. Special Fees and Guarantees .............................................................. 13 Section E. Emergency Purchases ........................................................................... 14 Section F. Purchasing .............................................................................................. 14 Athletic Purchasing Order Form .......................................................... 15 ARTICLE III: TRAVEL POLICIES Section A. Travel Regulations ................................................................................ 16 Section B. Road Trips ............................................................................................. 17 Section C. Use of Official Vehicles ....................................................................... 17 Section D. Conduct on Trips ................................................................................. 18 Section E. Limits of Traveling Parties .................................................................. 18 Section F. Commercial Transportation ................................................................ 19 Section G. Courtesy Cars ........................................................................................ 19 ARTICLE IV: FACILITIES, EQUIPMENT AND SUPPLIES

Section A. Equipment ............................................................................................ 20 Section B. Supplies ................................................................................................. 21

Section C. Alternate Receiving Procedures ......................................................... 21 Section D. Purchase of Equipment and Supplies ................................................ 22

Section E. Keys ........................................................................................................ 22 Section F. Inventories ............................................................................................. 23 Section G. Alterations, Construction, Maintenance and Repairs ....................... 23

ARTICLE V: SPORTS INFORMATION/PUBLIC RELATIONS POLICIES

Section A. Director of Sports Information ............................................................24 Section B. Media Interviews and Materials ..........................................................24 Section C. Reporting Results .................................................................................24 Section D. Press Box/Row Regulation and Credentials ...................................... 25 Section E. Public Address System ......................................................................... 25 Section F. Halftime Presentations ........................................................................ 25 Section G. Special Considerations ........................................................................ 25


Section H. Scoreboard Operation ......................................................................... 25 Section I. Audio-Visual Equipment ...................................................................... 26 Section J. Invocation, Playing of National Anthem & School Song .................. 26 Section K. Computerized Equipment .................................................................... 26 Section L. Web site ................................................................................................. 26 Section M. Publications .......................................................................................... 26 Section N. Photography .......................................................................................... 27

ARTICLE VI: TICKET POLICIES ........................................................................................................... 28

ARTICLE VII: TITLE IX & PVAMU ATHLETICS (GENDER EQUITY) ....................................................... 29 SPORTS MEDICINE DEPARTMENT ....................................................................................................... 30 Policy and Procedures ............................................................................................. 31 Pre-participation for Physical Examination .......................................................... 32 Pre-existing Injuries/Non-Athletic ally-Related Injuries ..................................... 33 Post-Season Physical exam Checkout ...................................................................34 Sickle-cell Testing ....................................................................................................34

Medical Expenses and Insurance ............................................................................34 Concussion Management and Policy .....................................................................34 Athletic Injury Procedures ..................................................................................... 40 Insurance Coverage ................................................................................................ 40 Medical Records Release Policy ............................................................................. 41 Sports Medicine Coverage ...................................................................................... 41 Practice Player Participation ...................................................................................42 Pregnancy Policy ......................................................................................................43 Visiting Team Privileges ......................................................................................... 44 Lightning Safety Policy ........................................................................................... 45 Equipment Usage ..................................................................................................... 47 Athletic Training Students ...................................................................................... 47 Referrals .................................................................................................................. 48 Referral to Outside Providers ................................................................................ 48 Second Opinions ..................................................................................................... 49 Taping ...................................................................................................................... 49 Dental Services ....................................................................................................... 49 Orthopedic Services ............................................................................................... 49 Student Health Services ......................................................................................... 49 Drug-testing Program ............................................................................................. 50 Athletic Training Room Usage ............................................................................... 50 Media Relations ....................................................................................................... 51 Non-enrolled Freshmen .......................................................................................... 51 Athlete Transportation ............................................................................................ 51 PVAMU Athletic Camp Coverage/Outside Event Coverage .................................. 52

STRENGTH AND CONDITIONING POLICIES .......................................................................................... 53

Weight Room Rules ................................................................................................. 54 Work Environment .................................................................................................. 54


Safety … .....................................................................................................................55 Nutrition and Supplementation ..............................................................................55

ATHLETIC COMPLIANCE ...................................................................................................................... 56


PREFACE This manual is to articulate the Articles of Administration that governs the programs of Intercollegiate Athletics at Prairie View A&M University. These articles are designed to be in congruent with all university policies and procedures. The rules and regulations of the Board of Regents, Texas A&M University System and the State of Texas laws constitute the final authority on all matters related to the operation and management of the Department of Athletics at Prairie View A&M University. The University holds full membership in the National Collegiate Athletic Association (NCAA) and the Southwestern Athletic Conference (SWAC). As a member of the Southwestern Athletic Conference, Prairie View A&M University participates in the following sports: (1) Baseball, (2) Basketball (Men), (3) Basketball (Women), (4) Bowling (Women), (5) Cross-Country (Men), (6) Cross-Country (Women), (7) Football, (8) Golf (Men), (9) Golf (Women), (10) Softball (Women), (11) Indoor Track & Field (Men), (12) Indoor Track & Field (Women), (13) Outdoor Track & Field (Women), (14) Outdoor Track & Field (Men), (15) Tennis (Men), (16) Tennis (Women), (17) Soccer (Women) and (18) Volleyball.


MISSION In supporting and promoting Prairie View A&M University mission, PVAMU Athletics retains the trust and respect of alumni, fans and the State of TEXAS by graduating student-athletes, striving for excellence and competing with integrity. Prairie View A&M University is a member of the Southwestern Athletic Conference and affiliated with Division I of the National Collegiate Athletic Association (NCAA). Our purpose is to provide a sound, competitive intercollegiate athletics program that represents the University in an impeccable manner, and provides student-athletes the opportunity to develop physically, mentally, ethically, and socially. In doing so, the athletic program will provide: (1) coaching of the finest quality, (2) facilities that provide excellent venues for safe and high-caliber competition, (3) academic assistance to enhance academic success, (4) customer service that is consistently excellent, and (5) incentives and initiatives to retain quality coaches, employees and student-athletes. Our main objective is to assist young men and women in their educational pursuits to the fullest through support, guidance and motivational programs. This assistance is intended to provide maximum opportunity for student-athletes to reach their full potential. The University is committed to a philosophy of excellence and our Athletic Department mirrors this sentiment. It is the goal of the Athletic Department to serve and direct student-athletes along a path that combines their educational pursuits along with athletic participation. The function of the Athletic Department is to work closely with the PVAMU campus community, alumni, friends of the University, and the greater surrounding community to achieve our mission. A healthy working relationship with the NCAA and the Southwestern Athletic Conference is also part of the responsibility Intercollegiate Athletics must effectively and continuously pursue.


VISION STATEMENT To be a model program excelling in academics and athletics Our expectation as a department is to reach the highest level of success in all NCAA measures in each sport program. Striving to win the Southwestern Athletic Conference Commissioner's Cup recognizing the overall positive production of our total program reflects upon the quality of athletes, coaching and resources provided. As stated previously in the mission statement, success for our Athletic Department means excellence both on the athletic field and in the classroom. Therefore, PVAMU vision is to be among the top institutions in athletic achievement as well as in NCAA academic measures such as student-athlete graduation rate, the Academic Progress Rate (APR) and the Graduation Success Rate (GSR).

STRATEGIC GOALS

Academics Assist and encourage PVAMU student-athletes to reach their full academic potential. Financial Achieve fiscal success and accountability. Student-Athlete Welfare Provide each student-athlete with the opportunity to grow personally and enjoy a positive experience at Prairie View A&M University and within the community. Sportsmanship On and off the field of competition our staff, athletes and fans will respect the sport, themselves and others. Winning Provide the facilities, coaches and resources necessary to continue the PVAMU winning tradition. Diversity Provide opportunities for individuals on the basis of merit in a non-discriminatory manner. Equity Provide appropriate facilities and resources equitably without regard to gender. Advocacy Engage the University and Prairie View communities, PVAMU fans, former athletes and University alumni in the mission and accomplishments of PVAMU Athletics. University Relations Engage the University community as a full partner in furthering the Mission of Prairie View A&M University for the benefit of all Students, Faculty, and Staff.


The Department’s Strategic Goals reflect the idealism of those involved directly and indirectly with program results. They also represent the key elements of a successful program as viewed from high and theoretical levels – they are “strategic” not “operational”. They are not likely to change much year to year and if properly targeted operationally (one task or project at a time), they will produce superior outcomes and result in a highly successful athletic department that is in harmony with its environment (Prairie View A&M University, the City of Prairie View, and the State of TEXAS). The significant challenge in linking the Department’s Strategic Goals to successful Operational Outcomes is recognizing that the desired operational outcomes are tied primarily to ever-changing uncontrollable factors such as availability of resources and adequate personnel to assist in achieving goals.


ARTICLE I: ORGANIZATIONAL STRUCTURE Section A. Organization of Administration 1. To safeguard the role of athletic participation, the responsibility for the conduct of intercollegiate athletics is authorized by the Legislature and Governor of the State of Texas. This principle implies that the University through the Board of Regents, Chancellor of the A&M System and President of the Institution and Departmental Personnel, place implicit faith and confidence in the integrity of those persons delegated the responsibility to carry out the stipulation of all mandates. 2. The Intercollegiate Athletic Program functions as an administrative unit directly under the President, who is the Chief Executive Officer of the University. 3. The Athletic Council serves in an advisory capacity to both the President and Director of Athletics. The president of the University may direct the council to perform other duties or functions from time to time. 4. The prime function of The Office of Athletic Compliance is to educate, monitor and oversee the University’s compliance with NCAA, Southwestern Athletic Conference and PVAMU regulations related to academic eligibility and progress of student-athletes, athletic eligibility, financial aid, rules education of athletic personnel; and serve as resource person for all athletically related rules and regulations. Section B. Organizational of the Department of Athletics 1. See Athletic Organizational Chart.



ARTICLE II: FISCAL POLICIES All athletic funds and grant-in-aid are governed according to University policies that are used for all departments and colleges at Prairie View A&M University. The athletic budget is reviewed and approved by the Athletic Director and the President of the University. ● All funds raised by athletics are processed through the Office of Treasury Service and

Procurement. ● It is subject to review by University financial officers and auditors. The University Fiscal

Office controls all purchases by athletics. The policies used by athletics are developed out by the University for all Departments and colleges. Athletic funds are reviewed by regular institutional financial accounting personnel of the University and Texas A&M University System.

● The University Fiscal Office prohibits any department or college at the University from

maintaining a special fund or account of any type independent of the University.

● The Athletic Department’s disbursement and sale of tickets are handled by individuals independent of the athletic program. All tickets for major athletic events are subject to review by University officials in the Fiscal Office, audit teams of the Fiscal Office and/or audit teams of the A&M System and State auditors.

● All employees at the University receive a form from the Office of Human Resources asking

them to state any outside income or employment they might have while employed by the University. This requirement is for all coaches as well.

● The grant-in-aid policy for athletics is established by the Office of Financial Aid. This

office adheres to federal, state and University policies for all students, including athletes.

The Financial Aid Office has policies and procedures that govern all departments and colleges at the University. It also, states the amount that can be spent on grant-in-aid. Aid limitations for individuals are provided by the Financial Aid Office.

To eliminate confusion in policies and procedures of the NCAA and SWAC, the athletic director is the single point or contact through which to channel all communications. The athletic director is the official spokesperson for the Athletic Department, although statements affecting policies, rules and regulations must be brought to the attention, and has prior approval from the president, faculty athletics representative and Athletic Council.


Section A. Budget Control 1. The budget control is the direct responsibility of the Athletics Director with assistance

from the Athletics Business Manager. All requisitions for services, supplies, and equipment must be cleared through his office then forwarded to the Athletics Business Manager to the checked against the availability of funds. After purchase requisitions are typed, they must be signed by both Business Manager and Athletics Director before being forwarded to the Purchasing Department for funds to be encumbered.

2. The Department of Athletics will adhere to all University and State policies relative to

business affairs. Any deviations that occur because of the nature of the program or activity must be granted by the Senior Vice President for Business Affairs in writing.

3. All coaches and staff members must carry out their respective programs within the

funds allocated.

4. The Athletic Director, through the Business Manager, has the authority to restrict or limit expenditures at any time.

5. A transfer of funds from one budgeted item to another may not be made without

authorization from the Director of Athletics.

6. The Business Manager of Athletics will keep all Head Coaches and the Director of Athletics informed on the state of the various budgets at all times.


Section B. Unlawful Expenditures 1. The State will not permit the expenditures or reimbursement of funds expended for:

a. Tips b. Alcoholic beverages c. Entertainment d. Fines, speeding tickets, etc. e. Taxes

2. The expenditure of funds for personal use will not be permitted. 3. Reimbursements for receipted expenditures on cash register tapes will not be honored

without company, signature and date of purchase.

Section C. Accounting of Funds Spent

1. A strict accounting of all athletic funds is required and all funds must be utilized within budgetary limitations.

2. The expenditures of funds will wholly satisfy the laws, rules and governance

established by the State of Texas, Prairie View A & M University and the Department of Athletics. Violations are considered to be a serious breech of trust.

1. All transactions, receipts and reports are subject to auditing by the Department of

Athletics, the Athletic Business Manager, University Compliance Office, A& M System’s Business Office and independent auditing intently .

2. It is the policy of the Department of Athletics to keep cash transactions to a minimum.

Section D. Special Fees and Guarantees

1. Guarantee checks are not to be cashed or used to pay for trip expenses. 2. All such monies received, i.e., guarantees, gate receipts, donations, payments, etc., are

to be turned in to the Athletic Business Manager, to be deposited to the account of the Department of Athletics.

Section E. Emergency Purchases

1. The purchase of any item which cannot be obtained through the regular established procedures or as an emergency must be referred to the Athletics Director who will then forward them to the Athletics Business Manager.

2. In the event that the request for an emergency purchase is justified the purchase will be authorized by the Athletics Director and made by the Athletics Business Manager after approval is received from the Purchasing Agent of the University.


Section F. Purchasing

1. All athletic equipment and supplies must be submitted on a University purchase form. 2. The University purchase form must originate with the Head coach or delegated person

for ordering the desired equipment and supplies. A complete description, style or model number, sizes, delivery dates desired, unit cost and the preferred vendor must be included as a part of the form.

3. The completed University purchasing form is submitted to the Athletics Director.

4. The form is signed by the Athletics Director.

5. The form is submitted to the University purchasing agent for approval and signature to

encumber necessary funds. 6. The University Business Office established a cut-off date each year for the termination

of purchases for the fiscal year.


Order Form Prairie View A&M University

Date:

All out, All game, All season

Vendor Name:

Requestor's Name:

Payment Type:

Account Number :

Qty Description Product Number Unit Price Line Total

Subtotal

Sales Tax

Total

Approved by: Date:


ARTICLE III: TRAVEL POLICIES

Travel Approvals and Reimbursements

Authorization for travel must be requested via Concur (Texas A&M System’s approved travel reservation and expense system). Concur can be accessed using Single Sign On. To expedite the approval process, the purpose of the trip should be clearly stated on the Travel Request. PVAMU Athletic Department staff traveling on business are responsible for complying with the university’s reimbursement policy. The manual is located at http://www.pvamu.edu/include/Financial_Services/travel-procedures-manual-final-as-of-012715.pdf Section A. Travel Regulations – Athletics Department Procedures

1. Prairie View A&M University is a state agency. Coaches and staff members are employees of the State of Texas. Therefore, the travel of the athletic teams or staff members are all governed by the state statutes enacted by the State of Texas concerning travel on the part of employees. These regulations must be followed.

2. Individuals or teams traveling on official departmental business must have prior authorization from the Director of Athletics through the Texas A&M System’s approved travel reservation and expense system (Concur). The official forms requesting travel permission will be submitted as requested for approval.

3. All personnel traveling for the Department should be thoroughly familiar with the University and Department travel regulations.

4. All Head Coaches and Department Heads are responsible for keeping all travel within the limits of their budgets. Travel requests are checked against current budget balances before approval.

5. Staff travel to conventions, coaching clinics and like occasions are limited, and must be in line with budgets. All such travel is subject to the confirmation of the Director of Athletics.

6. The Athletic Business Manager will assist in travel arrangements for team travel if requested.

7. It is recommended that in the event of an emergency, coaches be allowed to leave and

recruit an athlete at his/her expense, and be reimbursed when he/she returns. A further recommendation is that an official charge card be administered to each head coach to be used for university purposes, only for such emergencies.

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http://www.pvamu.edu/include/Financial_Services/travel-procedures-manual-final-as-of-012715.pdf





Section B. Road Trips

1. A trip itinerary will be filed by the appropriate staff member at least 48 hours prior to the trip. These itineraries are filed with the Director of Athletics and/or designees.

2. A travel party roster must be submitted at least two days prior to departure. Alterations

and submissions will be handled on a case-by-case basis.

3. All athletic teams leaving the campus must be under the supervision of a designated coach or athletic department staff member. At least one coach or designated representative must accompany their teams to and from all contests played away from the campus.

4. Student-athletes must use the transportation facilities provided by the University for all

trips. A student-athlete who wishes to be released after a competition to return to campus separately from the team must complete a travel release form, have it signed by a parent/legal guardian and DPS and submit it to the head coach or designee before he or she may be released. Before the release is granted after competition, the head coach/designee will validate the form by checking the ID of the person requested on the form.

5. The amount for meals per day is predetermined before each opening of school by the

Director of Athletics and shall be adhered to by all coaches and staff. Section C. Use of Official Vehicles http://www.pvamu.edu/auxiliaryservices/transportation-services/forms/vehicle-rental-request-form/rules-and-regulations/ When traveling on official department business, an official athletic vehicle should be used if available. Personal car mileage will not be paid to an individual if an official vehicle is available.

1. The University carries public liability insurance on vehicles owned and operated by the institution. The policy carries primary protection for bodily injury liability, property damage liability and medical expenses. Employees are also covered by Workman’s Compensation for injuries incurred while performing in an official capacity.

2. When official vehicles are utilized for staff or team use the drivers and coaches are responsible to ascertain that the following regulations are enforced:

a. That the designated speed laws be obeyed.

b. Special precautions will be taken to protect and maintain the interior, as well as the exterior of the vehicle.

http://www.pvamu.edu/auxiliaryservices/transportation-services/forms/vehicle-rental-request-form/rules-and-regulations/

http://www.pvamu.edu/auxiliaryservices/transportation-services/forms/vehicle-rental-request-form/rules-and-regulations/


c. The responsibility of the proper services and lubrications necessary during the trip are carefully adhered to. (This includes gas, oil, water, anti-freeze, battery water, and proper air in tires, including the spare tire.)

d. Report all accidents, as quickly as possible, upon returning to the

University. If necessary, a special phone calls maybe in order before returning to the University.

e. Total passenger load for each vehicle, should not be exceeded.

f. Personal use of an official automobile is never authorized.

g. University vehicles will be locked at all times, when parked and not in

use. This includes stops of short duration. Section D. Conduct on trips

1. The conduct of the entire traveling party, concerning dress and personal behavior, must be at the highest level at all times. All members of the traveling party are representatives of the University.

2. The responsibility for team and individual conduct is delegated to the Head

Coach of each sport.

3. All members of the team will travel together throughout the trip.

4. Manners should be that of a lady and gentleman at all times.

5. The language used, must not embarrass even the most sensitive. Section E. Limits of Traveling Parties The official traveling party for athletic trips may not exceed the Southwestern Athletic Conference following limits. https://admin.xosn.com/pdf9/2353498.pdf?DB_OEM_ID=27400&DB_OEM_ID=27400

https://admin.xosn.com/pdf9/2353498.pdf?DB_OEM_ID=27400&DB_OEM_ID=27400


Section F. Commercial Transportation Teams should consider the most economical travel options. Commercial transportation should be utilized for most team travel for large groups. Section G. Courtesy Cars As a means of providing support to the University’s Athletics program, car dealerships periodically offer to provide cars for use by coaches and other Athletics personnel at no cost to the University. Because there are Trustee policy, compensation and risk issues associated with these offers, the University has established the structure within which cars may be accepted by the University and assigned to individual Athletics employees. Responsibilities It is the policy of the University under certain conditions to accept offers from licensed car dealerships of new or near new vehicles for assignment to and use by Athletics employees. Individual employees are prohibited from taking possession or using a courtesy car for University-related business without the University’s written approval. All courtesy car agreements will be completed between car dealerships and the University’s Procurement and Contracts Office. The Athletic Director, or designee, is responsible for identifying willing car dealerships to participate in the program, and for determining which Athletics employees will be assigned a car for their use while employed at Prairie View A&M University. The assignment of a courtesy car to the Athletic Director must be approved by the President or President’s designee. The Athletics Director, or designee, is responsible for ensuring that requirements for accepting the use of each car is completed prior to the car being accepted by the University or used by an employee. The Athletic Director, or designee, is also responsible for meeting on-going courtesy car program requirements. These requirements are outlined in the attached procedure. Failure to complete or sustain these requirements may result in the delay or forfeiture of a car, or termination of the program. Scope This policy applies to all University employees. The courtesy car program is intended for the Athletics Department only. No other departments are authorized to participate in a courtesy car program. Procedures Panther Wheels Courtesy Car Program

http://www.pvpanthers.com/custompages/Panther%20Wheels%20Driver%20Guidelines.pdf


ARTICLE IV: FACILITIES, EQUIPMENT AND SUPPLIES Section A. Equipment The Department of Athletics is committed to providing and maintaining the athletic equipment necessary for its sports programs. The athletic department’s equipment manager is responsible for coordinating equipment room operations and ensuring compliance with applicable University, Southwestern Athletic Conference and NCAA rules. Due to the substantial inventory of and value associated with equipment and supplies, only authorized personnel may be allowed in the equipment rooms. Equipment Room staff and student managers are expected to abide by established procedures for equipment room operations.

1. All athletic game equipment and apparel shall be recorded on inventory and is checked each year.

2. Students are responsible for the return of all equipment which has been made available

to them.

3. All equipment must be marked with an identification number provided by the University.

4. Any equipment that is unsafe or in need of repair should be reported to the Athletics Director.

5. Athletic equipment may not be loaned for any purposes.

6. The athletic department will designate the equipment manager to monitor and report

all equipment to the Director of Athletics.


Section B. Supplies

1. Expendable and usable supplies must be carefully protected to avoid unwarranted use.

2. All coaches and student-athletes are to give the best possible care to all supplies and equipment.

3. A complete record must be maintained by the equipment manager of all equipment and

supplies that have been issued.

4. All supplies used exclusively for a sport is charged to the budget of that sport.

5. Worn out supplies or equipment should not be given to athletes without written

approval of the Athletics Director.

6. Unauthorized personnel should not be permitted in the equipment storage for any reason.

7. Regular schedules should be posted for changes of uniform and materials.

Section C. Alternate Receiving Procedures for Goods not Processed through Central Receiving http://www.pvamu.edu/Include/Business_affairs/Pol_att/Contract%20Delegation%20of%20Authority.pdf https://www.pvamu.edu/include/UAP/21.99.99.P0.05.pdf

http://www.pvamu.edu/Include/Business_affairs/Pol_att/Contract%20Delegation%20of%20Authority.pdf

http://www.pvamu.edu/Include/Business_affairs/Pol_att/Contract%20Delegation%20of%20Authority.pdf

https://www.pvamu.edu/include/UAP/21.99.99.P0.05.pdf


Section D. Purchase of Equipment and Supplies

1. The Department of Athletics may not deviate from established University and statutory regulation in the purchase of equipment and supplies.

2. Request for purchase should initiate with the Head Coach and are submitted to the

Athletics Director and the Athletics Business Manager, who will encumber the funds and forward them to the University purchasing agent. If the purchase requires bids, the University purchasing agent will so direct.

3. The Department may refuse any or all bids if the specifications are not fully met.

4. No member of the Department of Athletics may negotiate purchase for final

transactions with vendors. Section E. Keys

1. Keys to building, offices, storerooms and gates are the responsibilities of the individual to whom assigned.

2. The overall control of keys and locks is the direct responsibility of the Athletics Director and/or designee.

3. Duplication of keys by anyone other than the Athletics Director is expressly prohibited.

4. Locks are not to be changed or moved by any member of the Department of Athletics

without the approval of the Athletics Director.

5. Keys are not to be loaned to any person for any reason.

6. All lost keys are to be reported to the Athletics Director.

7. Final checks will not be released until all keys have been returned upon termination of employment.


Section F. Inventories

1. The Fiscal Office will annually inventory the holdings of the Department of Athletics.

2. The Equipment Manager is responsible for inventorying all uniforms, balls and equipment each year and to provide a final report to the Athletics Director.

Section G. Alterations, Construction, Maintenance and Repairs

1. All alterations, constructions, maintenance and/or repairs should be reported to the Athletics Director for approval.


ARTICLE V: SPORTS INFORMATION/PUBLIC RELATIONS POLICIES Section A. Director of Sports Information The Director of Sports Information supervises the Department of Sports Information. The Department of Sports Information handles all media relations responsibilities for the Department of Intercollegiate Athletics. Any Athletics employee or student-athlete who receives interview requests or is asked to comment about an event, activity, or to provide public comment about matters of the department should notify the Department of Sports Information of such a request.

Section B. Media Interviews and Materials All media interviews by student-athletes, coaches and staff should be arranged through, or cleared through the Department of Sports Information. The following activities are all coordinated through the Department of Sports Information: · Press releases for all sports · Media Guides: digital and printed versions · Maintenance of individual and team statistics for all sports · Photo files of past and present teams for all sports · Historical files consisting of event results, newspaper clippings, team records, pictures and information pertaining to all Prairie View A&M Athletics · Athletic department press releases · Supervise press conferences · The editorial content of each specific sport’s Web site is updated with pertinent/appropriate information primarily through the Department of Sports Information at the earliest possible time to an event’s conclusion. · Produces video content for PVPanthers.TV, Panthervision · The Department of Sports Information assists each program with recommendations for student-athlete awards and honors and helps prepare statistical information about noteworthy performances for Southwestern Athletic Conference, NCAA or other honors on behalf of student-athletes and coaches.

Section C. Reporting Results The Department of Sports Information is responsible for reporting all results and pertinent information concerning all athletic events. The head coach (or their designee) may be asked to assist the Department of Sports Information on away games, if a Department of Sports Information representative is not able to travel with a team.

Section D. Press Box Regulation/Credentials The Department of Sports Information supervises the operations of the press area for home games in all sports. Credentials, space assignments and other courtesies (refreshments, etc.) for these home contests are controlled and distributed by the Department of Sports Information in conjunction with the Associate AD for External Operations.


Section E. Public Address System

The public address system at all sports events are the functions of the SID. The announcers should be selected based upon experience and capabilities.

Section F. Half-Time Presentations The University Band has top priority for presentation of half-time entertainment at home football games immediately following all presentations by the Department of Athletics. Should the University Band relinquish its desire for this period, the control of the time automatically reverts to the Director of Athletics. Activities presented during half-time at home basketball games are under the direction of the Director of Athletics or designee. The half-time period, as specified by NCAA rules will be rigidly followed; any exception in terms of time must have the approval of the Southwestern Athletic Conference and the Director of Athletics. Section G. Special Considerations Emergency calls to physicians and game attendants may be announced over the public address system. Section H. Scoreboard Operation The Equipment Manager will ascertain that the scoreboard and time control devices are in good working order, prior to the season and for each game. Outside of football, which is handled by the SWAC, well-qualified and experienced persons should be selected to operate the controls of the scoreboard and their selection/approval is the responsibility of the Director of Sports Information. It is recommended that a backup system be available for operation.


Section I. Audio-Visual Equipment All audio-visual equipment is controlled, repaired and inventoried by the Director of Sports Information or the sport which purchased the equipment. Section J. Invocation and Playing of the National Anthem and School Song The National Anthem should be played prior to the start of each athletic event and the school song played immediately after in which an audio system is present. Section K. Computerized Equipment The SID will use “The Automated Scorebook/Stat Crew” Software for all sports which requires the usage of in-game statistics and postgame reporting with the NCAA. Section L. Web site

The Department of Sports Information oversees and develops the Athletics Web site in conjunction with Sidearm Sports and its associates or another university approved website vendor. The Department of Sports Information is responsible for editorial updates on this site for disseminating information about sports and Athletics programs.

Section M. Publications

The expense incurred in the production of the media guides/posters/gameday publications shall be covered by the respective teams. The number of pages, use of photos, etc. is commensurate with the media interest in the sport and budget restraints. The number of guides to be printed is determined by media requirements and those requested by and agreed to with the Head Coach of each sport.


Section N. Photography

The Department of Sports Information is responsible for maintaining an active file of photographs and

slides of student-athletes, members of the coaching staff and athletic administrators. In addition to

posed team and individual photographs, game action sports photographs are included in the file for

use in sport programs. The cost of photography shall be at the responsibility of the respective team.

The Head Coach is responsible for scheduling photograph sessions for individuals and teams with the

Department of Sports Information. Prior to each team’s respective season/photo session, the head

coach and Department of Sports Information will meet to determine its respective photographer from a pool of approved photographers (staff and coaches are welcome to recommend names for the pool) selected by the Department of Sports Information.

The basic photography file/package contains head-and-shoulder portraits of the student-athletes in

addition to a team photo. Any team which desires more than the basic file and requests pictures away

from their respective playing facility (i.e. “photoshoot”) will need to inform the Department of Sports Information prior to the photo date so the cost can be negotiated with the respective photographer. Once a photographer and date are selected, a printed quote from the photographer will need to be obtained and submitted to the Administrative Assistants for a purchase order to be generated. Once a purchase order has been generated and the photography session is completed, an invoice shall be requested from the photographer and submitted to the Administrative Assistants and Accounts Payable. In order to maintain uniformity for the department’s athletic publications, the photographer will need to use a backdrop provided by the Department of Sports Information.


ARTICLE VI: TICKET POLICIES http://pvpanthers.com/sports/2014/12/17/BB_1217140147.aspx

http://pvpanthers.com/sports/2014/12/17/BB_1217140147.aspx


ARTICLE VII: TITLE XI & PVAMU ATHLETICS (GENDER EQUITY) What is Title IX? Title IX of the Education Amendments of 1972 is a federal law that prohibits sex discrimination in any educational program or activity at any educational institution that is a recipient of federal funds. Athletics, drama, band and other extracurricular student activities are considered to be educational programs under this law. Title IX also prohibits all forms of sex discrimination in federally funded educational institutions, including sexual harassment/sexual violence, discrimination in admissions and counseling, discrimination against married or pregnant students, etc. Why does this matter to PVAMU Athletics? In order for PVAMU and PVAMU students to receive any federal funding, all areas of PVAMU must be in compliance with Title IX. For athletics to be compliant, Title IX measures gender equity in athletics in three distinct areas: (1) participation; (2) scholarships; and (3) other benefits, including the provision of equipment and supplies, scheduling, travel, tutoring, coaching, locker rooms, facilities, medical and training facilities and services, publicity, recruiting, and support services. What is Gender Equity? An athletics program can be considered gender equitable when the participants in both the men's and women's sports programs would accept as fair and equitable the overall program of the other gender. That is to say, an athletic program is gender equitable when the men’s sports program would be pleased to accept for its own the overall participation, opportunities and resources currently allocated to the women’s program and vice versa. No individual should be discriminated against on the basis of gender, institutionally or nationally, in intercollegiate athletics. (Information above is taken from the NCAA Gender Equity Task Force) Inquiries as to the equal opportunity, affirmative action, or diversity policies for Prairie View A&M University or coverage of state or federal civil of human rights statues or regulations may be directed to Alexia M. Taylor, Interim EEO Compliance Officer/Title IX Coordinator, Prairie View A&M University, A.I. Thomas, LL Room Ste. 013. Concerns regarding Title VI, Title IX or Section 504 (educational opportunity) may be addressed to the Director of EEO/Affirmative Action or to the Office of Civil Rights, U.S. Department of Education, 111 North Canal Street, Suite 1053, Chicago IL 60606-7204. Information online about Title IX can be found at http://www.dol.gov/oasam/regs/statutes/titleix.htm. Additionally, the Senior Woman Administrator (SWA) for PVAMU Athletics is Alicia Pete. The SWA is the highest ranking female in each NCAA athletic department and the designation is intended to enhance representation of female experience and perspective at the institution. She can be reached at 936.261.9112 and [email protected].

http://www.dol.gov/oasam/regs/statutes/titleix.htm

mailto:[email protected]


Sports Medicine Department Mission Statement The PVAMU Sports Medicine Department delivers traditional athletic training and sports medicine services to the student-athletes of Prairie View under the direction of the University Health Center and its Medical Director. The athletic training services to be delivered can be broken down into five domains: 1. Prevention of Athletic Injuries 2. Recognition, Evaluation, and Immediate Care of Athletic Injuries 3. Rehabilitation and Reconditioning of Athletic Injuries 4. Health Care Administration 5. Professional Development and Responsibility We are committed to utilizing whatever technology is available and affordable in the delivery of these services. The sports medicine department remains vigilant in the continual upgrading of staff education, clinical skill development, and the equipment and facilities used in the delivery of athletic training services so that our student-athletes will be assured of the most modern, evidence based medical care available in the United States. The Purpose of the Sports Medicine Program is multifaceted: 1. Allow easy access to medical services for all student-athletes 2. Encourage a philosophy of sport that places a high value in personal health and wellness 3. Enable injured student-athletes to return to their sports as soon as it is medically safe 4. Substantially reduce the risk of athletic injury for any student-athletes under our care Sports Medicine Department Philosophy The overriding philosophy of the Sports Medicine Department is to always place the physical, mental and emotional health and welfare of the student-athletes first and foremost for all members of the sports medicine staff. We are committed to ongoing evaluation of our sports medicine program so that our student-athletes can be assured of receiving the highest quality in sports medicine care. Furthermore, we are dedicated to addressing any problems or concerns in a timely manner so that the needs of our student-athletes will continue to be met.


Policies and Procedures Sports Medicine Program Owens Franklin Health Center Main Athletic Training Room Hours of Operation: M 9:00 a.m.-12:30 p.m., 1:30 p.m.-5:00 p.m.

T-F 9:00 a.m.-1:30 p.m., 2:30 p.m.-5:00 p.m.

Baby Dome Satellite Athletic Training Room is opened before and after team practices only: • Athletic Training room will close for practices/competitions as needed • Weekend and Holiday hours will be communicated • No student-athlete will receive treatment without prior approval from the Sports Medicine Staff • All rehabilitation will be done during morning hours so athletes can be supervised and treated with more one-on-one care. • No athlete will receive treatment in the afternoon if they did not attend the morning session without approval from the Sports Medicine Staff • In case of time conflicts, athletes can (are encouraged to) make appointments with the Sports Medicine Staff to receive their treatments • Changes to these times will be communicated to each team • The Athletic Training room will not be open unless a staff member is present to supervise the facility Athletic Training Room Rules (Health Center and Baby Dome) • ALL injuries and illnesses should be reported to the Sports Medicine Staff immediately. Illnesses should always be seen first thing before going to the main desk of the Health Center • No athletic equipment is allowed in the athletic training room. Please leave personal bags, clothes and shoes in the waiting area • No food or drink in the athletic training room at any time • PVAMU will not be held responsible for lost, stolen or damaged property (If it is valuable or irreplaceable do not bring it to the athletic training room) • No horseplay or profanity • No athlete will be on the cell phone, social media or texting during treatments • Athletes using the hydrotherapy equipment are individually responsible to have proper attire and their own towel • Never take supplies or equipment out of the athletic training rooms without permission from the Sports Medicine Staff • No one is allowed to operate any of the equipment without proper supervision by the Sports Medicine Staff • No medications will be given to any athlete without consent from a Certified Athletic Trainer • Follow the directions of the Sports Medicine Staff at all times • Athletic Training Room policies should be read and posted for each team ▪ Coaches are responsible for sanctions against an a student-athlete if policies are not adhered to • Student athletes may be suspended from using the Sports Medicine facilities if deemed


appropriate by the Sports Medicine Staff Pre-Participation Physical Examination • No student-athlete will be eligible for Pre-Participation Physical Examination until they have been cleared through the Compliance Office and deemed eligible for participation. • Athletes must be listed in the ACS system before physicals are given • All new student-athletes (incoming freshman/transfers/etc) must complete the Pre-Participation Physical Examination by following the procedures outlined below BEFORE they are permitted to begin any athletic participation ◦ All students must complete a student athlete demographic form, health history questionnaire, insurance policy form including a copy of valid insurance card or swearing affidavit that they are without insurance, NCAA HIPAA Release, PVAMU Substance Abuse Program release and other waivers that may be sport specific ◦ Once all forms are complete, the athlete must receive a physical examination from the PVAMU general medical team physician, IN ADDITION TO a PVAMU orthopedic physician, and a blood test to determine their status of carrying the trait for Sickle Cell before participating in any organized team activity ◦ Orthopedic Physicians are only on campus on designated days through the year and very rarely in the summer. ALL physicals must be scheduled with the sport supervising athletic trainer. Athletes cannot just show up and expect a physical. ◦ If an Orthopedic Physician is not available, the general medical physician can complete the orthopedic screening but can only be used for weight lifting and conditioning activities. No athlete will be permitted to participate in any sport related functional activities until cleared by the Orthopedic Physician. ◦ All students participating in contact sports must also complete Neurological baseline assessment prior to the start of activity (once available) • All returning student-athletes must complete a Pre-Participation Examination for Returnees and, if applicable, receive a physical through the University Health Center or follow-up with the orthopedic physician • New student-athletes participating in walk-on tryouts must complete a Tryout Waiver Form. If the individual is invited to become a member of the team, they must receive a full Pre-Participation Physical Examination through the procedures listed above • Walk-on Waivers are ONLY to be used by athletes attempting to display enough ability to be invited to join the team. Once invited, the athlete may continue to participate through the 15 days of the waiver while they wait to complete the entire physical process. Waivers are only to be used in accordance with pre-determined walk-on try-outs and not as a short-cut to allow athletes to participate without physicals. Waivers are to be used only once through each season and all tryouts for the team must cover the same 15 calendar days. (i.e. Football can have a fall and spring tryout for 1 mass group; baseball/softball can have activities for walk-ons during spring and/or fall season, but all athletes working out must use the same 15 days and there are no overlaps, continuations or individual tryouts at a later time)


Pre-existing Injuries/Non-Athletically Related Injuries

Prior to participating for PVAMU, all students are legally obligated to disclose any and all injuries that have occurred in their past or that they are presently suffering from. If a student fails to disclose an injury that manifests itself through athletic participation, it is possible that PVAMU will not pay, insure or provide services related to said injury. This includes, but is not limited to, surgical procedures, physician appointments, diagnostic testing, physical rehabilitation or other service deemed medically necessary.

If through the course of the Pre-Participation Physical Examination it is determined that a student athlete has an issue that would prevent them from being cleared for participation, PVAMU will cover the expense of customary physician appointments and diagnostic testing to determine the extent of debilitation. No further services will be provided at the expense of the University and it is solely the students’ responsibility to correct these issues before being cleared for participation. Such items that would not be the responsibility of PVAMU are, but not limited to, surgical procedures, physical rehabilitation, durable medical goods, etc. Physical rehabilitation would include the cost of any outside rehabilitation center or time and services through the University Sports Medicine Department. All athletes that were denied the initial ability to participate must be cleared by PVAMU physicians before beginning their participation; no outside entities may provide clearance for athletes to compete for PVAMU except PVAMU physicians.

If through the course of the school year, any accident, injury, malady or other occurrence that results in the debilitation of a student athlete that is not directly related to their intercollegiate participation during countable athletic activities, legal and financial responsibility will lie solely with the student athlete. Assistance may be provided through the sports medicine department to expedite services, however PVAMU will bear no responsibility or liability until the athlete is once again cleared for competition by a PVAMU physician. Such issues that would fall under this guideline are car accidents, injuries occurring during intramural or class participation, non-disclosed athletic injuries incurring out of season or while away from PVAMU, etc. Legal and financial responsibility for all services will be the same as that of pre-existing conditions listed above save for the cost of determining extent of debilitation, as this too falls to the student athlete.


Post-Season Physical exam check-out At the conclusion of the competitive season or academic year, as determined by an athletic trainer, all students must disclose any physical, mental or emotional ailments that continue to hinder their athletic participation. If the athlete requests examination from a physician at this time, an end-of-year evaluation will be scheduled, but it is not necessary if the athlete states they are in good condition and able to participate in athletics without complaint. Sickle Cell Testing All new student-athletes (freshman/transfers/etc) must provide documentation of sickle cell status prior to participation in any practice, weight lifting or conditioning activity, in accordance with NCAA guidelines. The University Health Center is available for testing for any student-athlete and is a main proponent in the Pre-Participation Physical Examination. Medical Expenses and Insurance Please refer to NCAA Manual 16.4 Medical Expenses. The costs associated with prescription medications, though allowable under NCAA rule, are the sole responsibility of the student-athlete. Dental and vision issues, unrelated to athletic injury, also remain the responsibility of the student-athlete. Concussion Management The PVAMU sports medicine department is committed to always place the physical, mental and emotional health and welfare of the student-athletes first and foremost. As such, concussion injuries are serious incidents that demand appropriate respect. For full details of the education, plan, treatment and rehabilitation of mild traumatic brain injuries, refer to the Concussion Management Protocol.


Prairie View A&M University guidelines on the management of mild traumatic brain injuries (Concussion Management Protocol) Purpose: The purpose of these procedures and Concussion management protocol is to provide guidelines for the prevention and treatment of concussions in intercollegiate athletics at Prairie View A&M University. Definition of Concussion: Concussion is defined as a syndrome caused by a complex pathophysiological process affecting the brain, induced by traumatic biomechanical forces. Several common features that incorporate clinical, pathologic, and biomechanical injury constructs that may be utilized in defining the nature of a concussive head injury include:

1. Concussion may be caused either by a direct blow to the head, face, neck or elsewhere on the body with an “impulsive” force transmitted to the head.

2. Concussion typically results in the rapid onset of short-lived impairment of neurological function that resolves spontaneously.

3. Concussion may result in neuropathological changes, but the acute clinical symptoms largely reflect a functional disturbance rather than a structural injury.

4. Concussion results in a graded set of clinical symptoms that may or may not involve loss of consciousness. Resolution of the clinical and cognitive symptoms typically follows a sequential course; however, it is important to that that, in a small percentage of cases, post-concussive symptoms may be prolonged.

5. No abnormality on standard structural neuro-imaging studies is seen in concussion.

The suspected diagnosis of concussion can include one or more of the following clinical domains: 1. Symptoms: somatic (headache), cognitive (foggy feeling), and/or emotional symptoms

(depression/sadness) 2. Physical signs (loss of consciousness, amnesia, poor balance) 3. Behavioral changes (irritability, sadness) 4. Cognitive impairment (decreased reaction) 5. Sleep disturbances (drowsiness)

If any one or more of these components is present, a concussion should be suspected. The Post Concussive Symptom/Severity Scale (marked exhibit A) provides a more detailed, albeit not comprehensive, list of common concussion symptoms. Prevention and Recognition of Concussion: Prevention and recognition of concussion begins with education. The PVAMU Sports Medicine Department works hand in hand with our coaches and equipment staff for the safety and well-being of all of our student-athletes. Education should be a constant effort that is always stressed. However, regular educational sessions during the pre-season will allow the certified athletic trainer to educate coaches and student-athletes on proper playing techniques that will reduce the likelihood of concussion occurrence (i.e. proper tackling form in football, proper heading of the soccer ball, how to fall in basketball, etc) Each year during the annual physical exam process, all athletes of the PVAMU intercollegiate athletic department will sign a statement acknowledging that they accept the responsibility for reporting their


injuries and illness to the PVAMU medical staff, including signs and symptoms of concussions. (Exhibit A) Upon completion of the annual physical exam process, all student-athletes of Prairie View A&M University will be given NCAA concussion educational materials. (Exhibit B) All PVAMU Coaches must read and sign the attached coaches’ statement acknowledging that they have read and understand the NCAA Concussion fact sheet and this PVAMU Concussion Protocol Policy. (Exhibit C). They will encourage their athletes to report any suspected injuries and illnesses related to concussions, and that they accept responsibility for referring any athlete to the medical staff suspected of sustaining a concussion. PVAMU Team Physicians (Primary care and orthopedic, Methodist referred or private), Athletic Trainers, Graduate Assistant Athletic Trainers, Interns and undergraduate student aides must read and sign the attached medical provider statement acknowledging that they will provide the athletes of PVAMU with the NCAA Concussion fact sheet and encourage their athletes to report any suspected injuries or illnesses to the medical staff, including signs and symptoms of concussions (Exhibit D). Furthermore, they will acknowledge that they have read and understand this PVAMU Concussion Protocol and Policy. All PVAMU student athletes will complete the ImPact baseline computer test as part of their initial pre-participation physical exam. The ImPact test is a computer based neuropsychological test that covers the following cognitive domains: verbal memory, visual memory, information processing speed, reaction time, and impulse control. These tests will be conducted prior to any contact activity during their initial semester of school at PVAMU. This baseline testing during pre-participation physical examinations allows the sports medicine department to test the concussed student athlete post-injury and measure the cognitive impairment that the student athlete is currently suffering. Monitoring of daily symptoms and Balance Error Scoring System tests (BESS) will be performed regularly post-injury until the student athlete is symptom free, at which time a post-injury ImPact test will be performed. In the event of a Concussed athlete at Prairie View A&M University:

1. PVAMU Sports medicine staff will evaluate the student-athlete that shows any signs or symptoms of a concussion (somatic, cognitive, and emotional symptoms physical signs; behavioral changes; cognitive impairment; or sleep disturbances) or is suspected of having a concussion, immediately on-site, which will include clinical assessment of the cervical spine and a neurocognitive evaluation suitable to determine immediate withdrawal from activity or return to play. Portions of the SCAT III, Pocket SCAT or Mobile ImPact (mobile app) will be used for serial testing at the time of initial evaluation if necessary to determine presence of a concussion. Follow-up testing and evaluation with the athlete will take place later in the event (example: half time or post game), prior to the athlete’s departure from the venue.

2. For an athlete that has been injured when a member of the PVAMU sports medicine department is not present, if coaches have access to a mobile concussion app and feel confident doing so, they are responsible for performing the exam and making the results known to the sports medicine department in a timely manner (within 24 hours). If the coach is without the technology or feels uncomfortable administering the application, the athlete must immediately be evaluated upon return to campus when a member of the sports medicine


department is available. A staff representative of the team that was in attendance when the injury occurred must also be present when this testing takes place.

3. Athletes displaying concussive symptoms will be removed from competition immediately and not cleared to resume any participation until they follow the return to play protocols addressed within this policy. PVAMU Sports medicine staff will have the full and un-challengeable authority to remove concussed athletes from participation. Coaches traveling without a certified athletic trainer should always err on the side of caution and remove student athletes from participation in case of suspected concussions and refer to staff for proper evaluation when available. Athletes will be given Post Concussion Home Instructions following concussion diagnosis. (Exhibit D)

4. Concussed athletes should see PVAMU physicians at the first available opportunity. PVAMU Physicians should be made aware of the concussion by a member of the sports medicine staff within 24 hours of incident/notification of injury.

5. As requested by the PVAMU sports medicine staff and physicians, athletes will repeat the symptom checklist regularly until symptoms resolve completely. Once the athlete is free from all symptoms they will participate in ImPact testing under the direction of the attending physician. Members of the PVAMU sports medicine department will follow the recommendations by the treating physician for return to play guidelines.

6. The student-athlete will be monitored for recurrence of symptoms both from physical exertion and also mental exertion, such as reading, phone texting, computer/video games, working on a computer, or taking a test. Documentation of symptoms will be included throughout this process on a regular basis.

7. Athletes will follow a step-wise progression of return to participation that will allow for gradual increase in activity to ensure no recurrence of symptoms with progressive physical activity. Athletes are instructed to report increasing symptoms during each stage of their recovery and fill out the symptom check list prior to leaving the athletic training room each day.

8. Final clearance for full return to sport participation will be under the discretion of the attending physician and will be made in conjunction with discussion from the PVAMU sports medicine staff and other available tools such as SCAT III, ImPact, etc.

Recovery of Concussed Athlete: Every concussive injury is manifested differently and independently by the athlete. With this understanding, each student-athlete will be treated according to his or her individually specific symptoms. Treatment of a concussion requires rest, both physical and cognitive. After the initial evaluation is completed and the diagnosis of concussion is confirmed, the student athlete will be sent home with written instructions for care. These instructions will provide the injured student-athlete and/or parent, roommate or friend information in the nature of the signs to be watched for as well as personal care instructions for the injured athlete. Tasks that the student-athlete will be required to limit or avoid include, but are not limited to, computer work, video games, television or film watching, texting and class work. All PVAMU student athletes sustaining a concussion may be excused from class attendance, participation and workloads until their symptoms have improved to a point where they can participate in class without physical detriment. Research has shown that in moderate to severe concussions, the injured student-athlete can suffer cognitive impairment and emotional changes that can negatively affect academic


performance. When athletes are excused from class participation, the supervising athletic trainer will notify the student’s head coach, director of academics and the athletic academic advisor for that student athletes sport. If members of the PVAMU sports medicine department deem that, in the best interest of the student athletes’ short term treatment and long term recovery, the student athlete should be held from classes a letter will be provided to the students professors through the athletic academic channels established by PVAMU athletic department policy. When the student athlete is free of symptoms and approved to begin, a graduated progression of activity guidelines will be followed to ensure the safe and prudent return of the student-athlete to activity. Rehabilitation Stage Functional Exercise Objective of stage

1. Recovery Complete physical and cognitive rest

Recover

2. Light Aerobic Exercise 30 minutes Walking, stationary bike, stairmaster etc with intensity <70% MAX HR, NO WEIGHT TRAINING

Increase Heart Rate

3. Sport Specific Training Include aerobics and add non-contact sport specific drills up to 50% of normal practice

Add movement and exercise, coordination and cognitive load

4. Monitored Contact Practice

90% of full participation practice, engaging in all non-contact drills and 50% of contact activity

Restore confidence and increase activity and cognition

5. Full Contact Practice Following medical clearance, return to normal practice and training activity

Restore confidence and assess functional skills by coaching staff

6. Return to Play Normal Game Play As the athletic trainer advances the student-athlete through the graduated progression, progress and/or symptoms will be tracked and documented. The decision on returning to competition will be based on several factors and is authorized by the unchallengeable authority of the attending PVAMU physician. No one factor is more important than the others and all will be considered equally. Return to competition will be based on the following:

1. Being able to progress through the graduated exertional program symptoms free and without issues as witnessed and documented by the PVAMU sports medicine department.

2. Performance on the neuropsychological test (ImPact) returning to base-line, or close to baseline levels (or standard norms if baseline unavailable), as determined by attending PVAMU physician or their designee.

3. Be cleared for participation by the PVAMU attending physician.

Conclusion: Concussions, while very serious injuries, are one of the least understood injuries in athletic training. The culture of athletics as well as the lack of understanding of the severity of these injuries causes most student-athletes to under report the number, severity and duration of concussive symptoms and injuries. In keeping with the “philosophy of the Prairie View A&M University Sports Medicine Department to always place the physical, mental and emotional health and welfare of the student-athletes first and foremost,” sports medicine department staff members will err on the side of caution


when concussive injuries occur. This policy allows staff to remain vigilant in protecting the safety of PVAMU student athletes as well as their personal, professional and academic futures.


Athletic Injury Procedures • A member of the Sports Medicine Staff should be notified of all injuries as soon as the injury occurs. This may be from aide to staff during practices or coach to staff during road trips. • When necessary, only a member of the Sports Medicine Staff will handle all injury referrals. The Athletic Department is not financially responsible for any charge incurred without permission from one of the full time Sports Medicine Staff members. • In accordance with NCAA Suggestion, all coaches should be certified in First Aid, CPR and AED. • In case of an emergency when no certified athletic trainer is present, the coach should activate the Emergency Action Plan immediately. • No student-athlete will be allowed to return to competition following an injury without permission of the Sports Medicine Staff and without clearance by a PVAMU team physician. The athletic department is only responsible for athletically related injuries and is not responsible for the payment of non-athletically related injuries as previously detailed. • Communication of injuries and other pertinent information should be made directly between members of the PVAMU athletic department and not communicated through 3rd parties or students. Insurance Coverage The PVAMU athletic department will carry a secondary insurance policy on all student athletes participating in intercollegiate athletics. IMPORTANT: This policy DOES NOT cover routine medical, dental, surgical, optical care, pre-existing conditions (see above), prescription medications or any non-sport related accident or injury. Non-sport related activity is defined as any event occurring outside of Countable Athletic activity in accordance with NCAA rules. Athletes are encouraged to provide their own insurance, either self-insured or as a dependent. When an athlete is covered under another policy, the PVAMU policy is secondary and in excess to this primary policy and any/all charges for services will be billed through the athlete’s primary insurance before going to the PVAMU secondary policy. In the event an athlete is uncovered, the PVAMU policy will become the sole and primary insurance as long as the injury is accordance with the above stipulations regarding the specific details surrounding the occurrence. It is the responsibility of the athlete to provide any and all bills, invoice, explanations of benefits (EOB) or other communications from providers seeking payment for services. The sports medicine department will handle the claims process and submit all bills for payment as needed in accordance with the specifics of the claim/injury. The PVSM insurance policy has a 2 year cycle on submitting claims; any invoice, bill or debt that is not processed within 2 years becomes the sole responsibility of the athlete and PVAMU is released from its liability for payment.


Medical Records Release Policy In order for the Prairie View A&M Sports Medicine Department to provide a student-athlete with their medical records, they must sign a medical records release for the institution or entity that the records are to be released. The form will include the student-athletes name, the date of records release and the individual/organization coming into possession of the records. The Health Insurance Portability and Accountability Act (HIPAA) prohibits our Department from breaching an athlete's confidentiality by attaining a medical records release form, whether the athlete is transferring to another institution or deciding to play for a professional organization. The medical release form is only good for the institutions listed, and is void one year from the affixed date. Sports Medicine Coverage All home athletic events (practices/games) will be covered by a member of the Sports Medicine Staff as available/needed. All home competitions will be covered by a Certified Athletic Trainer. Every attempt will be made to cover away games by a member of the Sports Medicine Staff. This individual (certified staff or student aid) is dictated by the Sports Medicine Department based on skill and proficiency and availability; this individual has the unchallengeable authority to cancel or modify workouts or athletic participation for health and safety reasons as they deem appropriate by NCAA Guidelines. Priority of medical coverage for athletic teams is as follows:

Traditional season (in-season) sports will be given priority Home competitions will be given priority over practices Non-traditional (out of season) competitions may be covered as staffing permits Non-traditional practices will be covered if possible Coverages depend on availability of staff and is subject to change

It is the responsibility of the traveling team and coaching staff to secure proper funding (housing, food, transportation) for the student members of the Sports Medicine Staff during travel coverage. Staff members will travel in line with PVAMU employee travel policy. Coaches are responsible to provide a weekly/monthly practice schedule that includes practice dates and times, competitions (home and away), days off, travel dates and any scheduled conditioning activities. Any alteration to the practice or competition schedule should be conveyed directly to the supervising Staff Athletic Trainer 12 hours prior to the event unless due to inclement weather. If proper communication is not received, every effort will be made to provide medical coverage and services for that practice or competition; the Coach will assume responsibility only when no member of the Sports Medicine Staff is available to provide coverage and activities may have to be altered to adhere to NCAA regulations regarding appropriate medical coverage of activities. Sports Medicine staff will discontinue coverage of activities if it is known NCAA rules are being violated (CARA, hours, participation of individuals, etc). In the absence of staff, activities may need to be altered or discontinued in accordance with bylaws. Sports Medicine department employees will notify the Compliance department and administration before discontinuing coverage to ensure accountability.


Voluntary workouts of any kind will not be covered by members of the PVSM department unless otherwise mandated by NCAA rules. If available, some accommodations may be provided for teams wishing to have these activities if requested in writing and in advance. Practice Player Participation Individuals wishing to participate with athletic teams as practice players (WBK) where allowed by NCAA rule, shall independently show proof of physical exam from Health Center within 3 months of beginning participation and having a signed waiver of liability on file with the PVSM Department before any participation may begin. These individuals ARE NOT members of the PVAMU Athletic department and as such are not entitled to care, prevention or athletic training services afforded athletes at PVAMU outside of basic first aid and emergency assistance. If injuries occur that a member of the PVSM staff feels would disqualify an individual from participation, documentation must be submitted from a medical doctor before participation may resume. The PVAMU Athletic department will not pay, insure or provide services related to said injury; this includes, but is not limited to, surgical procedures, physician appointments, diagnostic testing, physical rehabilitation or other service deemed medically necessary.


Pregnancy Policy It is mandatory for the student-athlete to notify the Sports Medicine Staff, as we feel it is in the best interest of all parties (mother/child) to notify the Staff when a pregnancy may be suspected. Early notification is necessary in order to offer all parties involved the best possible care and protection in a timely fashion. Current exercise guidelines during pregnancy and through the postpartum period from the American College of Obstetricians and Gynecologists indicate that regular, moderate intensity exercise concurrent with established levels of activity have a benefit to both the mother and fetus. Although potential risks of injury during play are rare, a complete evaluation must be completed by the student-athlete's obstetrician to allow continued participation. Athletes with any of the following conditions will not be allowed to participate: • Hemodynamically significant heart disease • Restrictive lung disease • Incompetent cervix/cerclage • Multiple gestation at risk for premature labor • Persistent second and third trimester bleeding • Placenta previa after 26 weeks of gestation • Premature labor during previous pregnancy • Ruptured membrane • Preeclampsia/pregnancy induced hypertension

Competition will not be allowed after the first trimester due to a risk of damage to both the athlete and the fetus; however athletes may continue to exercise with the team or on their own with the following guidelines:

• Athlete will continue to maintain regularly scheduled visits with their obstetrician ▪ Athlete must read and sign the information booklet on physical fitness and the pregnant athlete ◦ Exercise in the supine position will be avoided due to decreased cardiac output in this position • Exertion should be moderate and not to exhaustion • Exertion at high altitudes (over 6,000 feet) should be strictly monitored ◦ Resumption of full activity in the postpartum period after clearance by the athlete's obstetrician is encouraged as tolerated • Exercise will be discontinued in lieu of the following conditions ◦ Vaginal bleeding ◦ Dyspnea prior to exertions ◦ Dizziness ◦ Headache ◦ Chest pain ◦ Muscle weakness ◦ Calf pain or swelling ◦ Preterm labor ◦ Decreased fetal movement ◦ Amniotic fluid leakage

Due to morphological changes that increase the risk of injury, activities that may result in balance loss or even mild abdominal trauma are strongly discouraged. Travel with the team will also be forbidden after the first trimester due to the potential for significant medical complications.


Visiting Team Privileges All visiting teams will be provided with coverage by a member of the Sports Medicine Staff. Availability to water and ice will also be provided. Informational letters, emails or phone conversations will be provided to the visiting teams outlining what services will be provided. The PVAMU Sports Medicine Staff cannot perform any treatments consisting of electrical modalities without a written prescription or plan of care from a Physician or Certified Athletic Trainer. Emergencies In case of an emergency, 936-261-1375 should be called immediately and begin activation of the Emergency Action Plan. A member of the Athletic Department should be sent to the designated entrance to meet EMS personnel. A cell phone should be on hand for all athletic events with one member of the Sports Medicine Staff or Athletic Department designated for this responsibility and identified to athletic personnel. When available to do so, following any emergency care, a Director of Sports Medicine and the Head Team Physician should be notified of the situation. For greater detail, please refer to the PVAMU Emergency Action Plan (EAP) Environmental Conditions An athletic activity can be suspended at the discretion of the Certified Athletic Trainer if a danger exists that could endanger any or all of the participants of that activity. (Ex. Lightning, heat, cold exposure) Refer to the NCAA Guidelines and NATA Position Statement. Coaches should encourage the use of weight charts during pre-season to monitor the athlete's weight. Any significant findings (3-5% total body weight loss) should be identified to the Sports Medicine Staff. Refer to the NCAA Fluid Replacement Position Statement. During the month of August, multiple daily readings will take place using a Heat Index Monitoring system and WBGT Index. If at any time the conditions fall in the emergency category, the head coaches involved will be notified and the practice will be altered or terminated.


Lightening Safety Policy for PVAMU Athletics The first preventative measure to mitigate the lightening hazard is for the coach/athletic training staff to check the weather report each day before practice or competition. The second preventative measure is to know the closest shelter to the athletic site and the amount of time it takes to access that shelter. A shelter is defined as any sturdy building that has metal plumbing or wiring, or both, to electrically ground the structure (i.e. not a shed or shack). In the absence of a sturdy building as described above, take shelter in any fully enclosed vehicle with a hard metal roof (not a convertible or golf cart) and the windows completely closed. The third preventative measure is to know how close the lightening activity is occurring. The most convenient way to estimate how far away the lightening is occurring is to use the “flash-to-bang” method. Simply stated, count the seconds between seeing the “flash” of lightening before hearing the “bang” of thunder. Divide this number by 5 to determine approximately how many miles away the lightening is active. 1. If the “flash-to-bang” interval is decreasing rapidly and the storm is approaching the activity location, or if the “flash-to-bang” count is at or under 30 seconds, all outdoor activity must cease immediately. All persons must immediately leave the athletic site and seek safe shelter. 2. Locate shelter as quickly as possible. 3. Stay away from tall or individual trees, lone objects (light or flag poles), metal objects (fences or bleachers), standing pools of water and open fields. Avoid being the tallest object in a field and stay away from individual trees. 4. If there is no safe shelter within reasonable distance, crouch in a thick grove of short trees surrounded by taller trees or in a low lying ditch. Crouch as low as possible with your feet close together, arms wrapped around your bent knees, and head tucked into your body. Minimize the amount of your body that is in contact with the ground, NEVER LAY FLAT ON THE GROUND! 5. If you feel your hair stand, feel your skin tingle or begin to hear crackling sounds, immediately crouch to minimize your body surface area as a lightning struck is imminent. 6. Allow 30 minutes to pass after the last sound of thunder or crash of lightening before resuming any intercollegiate athletic activity. 7. Do not use telephones unless there is an emergency. 8. Lightning strike victims do not carry an electrical charge. CPR is safe for the responder and been shown effective in reviving lightning strike victims. 9. Pay much more attention to the lightening threat rather than the rain. It need not be raining for lightening to strike. It is imperative to begin and sustain CPR as soon as possible following a lightning strike. In triage situations this task becomes formidable because first responders are trained to treat the 'loving' and leave the 'dead.' In lightning strike incidence, however, the opposite is true. Studies have recorded patient revival following prolonged lack of pulse and apnea following a lightning strike. First aid to the victims who appear dead can reverse cardiopulmonary arrest. Athletes who are struck by lightning and are unconscious have fixed and dilated pupils, cold extremities, and are absent of pulse or breathe sounds; they must have CPR administered immediately, because these signs are common to victims who fully recover. An athletic trainer must also always consider possible cervical spine


trauma when treating an unconscious victim. Even though the lightning strike victim does not carry an electrical charge, the rescuer should be concerned with the possibility of a second strike in the immediate area. The decision to remove a team or individuals from an athletic site in the event of dangerous or imminent lightening activity is up to the athletic department personnel supervising the activity if no Certified Athletic Trainer is present. The safety of any team or individual ultimately rests with that individual. Whenever possible, the Staff Certified Athletic Trainer will advise the individual supervising the activity as to the danger and proximity of the lightening threat. However, it is the ultimate responsibility of the supervising coach to remove their teams or individuals from the field or athletic site. Sophisticated Lightening Detection software and devices now exist. This technology should be utilized in conjunction with the aforementioned procedures when determining the safety of athletes as it related to lightening safety. For the future football, track & field and Baseball fields, the Baby Dome or new athletic building would be the preferred shelters. Softball can use the Pizza Hut, however the New Gym or the Baby Dome would be preferred if there is enough time to reach those buildings. Similarly for tennis, the restrooms at the court should be considered only for emergency use, and the New Gym or Baby Dome would be the designated shelter.


Equipment Usage A medical kit will be provided for each sport through the sports medicine department. For sports with athletic training students, these kits will be housed in the athletic training room and their supply and responsibility is that of the PVSM department. Teams that travel without an athletic training student are responsible for the possession and care of these kits and it is the coaches responsibility to return it periodically for replenishment of supplies. If a kit is missing, stolen or otherwise not returned at the conclusion of the season, the cost of replacing the kit and supplies will be with the sport and responsible coach and will cost $350.00 paid to the Sports Medicine Department account. Coolers are to be issued only by staff athletic trainers. Coolers should be returned promptly and in clean condition. Equipment issued to student-athletes or athletics personnel must be returned at the end of the day or each playing season. If the individual fails to return any equipment, they will be prohibited from using items in the future, and if a student, their names can be turned over to the Business Office for collection. No student athletic training aide is allowed to prescribe or use any electrical modality without the permission of one of the certified athletic trainers on staff. Athletic Training Students The athletic training student is a valued member of the Sports Medicine department staff and should be treated as such. First and foremost, athletic training students are here for an education and are not to be used in place of a certified athletic trainer. Athletic training students cannot make return to play decisions for a student athlete or the coach under any circumstances. Any problems concerning the performance of a student athletic training aide should be directed to the appropriate supervising Athletic Trainer. These students work directly under the supervision of the staff athletic trainers and are not employed or supervised by other members of the athletic department unless a Sports Medicine staff member is not immediately available. These students act with the full permission and authority of the Staff certified athletic trainers when traveling or attending athletic events and should be treated as appropriate first responders. Whenever necessary, all communication on injuries, changes in itineraries or other pertinent information should be directly relayed between the coaching staff and the certified athletic trainers on staff through the PVAMU athletic department. Athletic Training students should not be the primary contact or source of communication for coaches. Referrals Prairie View A&M University sports medicine department works in collaboration with the on-campus student health center and the Methodist Willowbrook Hospital and Orthopedic group. All members of the PVSM department work under these physicians and these doctors have the lone and ultimate decision affecting participation status of the PVAMU student athletes.


All referrals are to be made by a Certified Athletic Trainer. Every attempt should be made to handle all conditions, illnesses or injuries, etc., in-house. All student-athletes who are injured or ill and cannot practice must report to the athletic training room. At this time a decision will be made concerning their participation status and their need for referral. PVAMU reserves the right to deny any medical claims that arise from an un-referred source or inappropriate process of referral. Referral to Outside Providers: It is important to implement and maintain a procedure for referring student-athletes to medical providers outside of the Universities provided services. The team physicians and athletic trainers must work together to ensure communication regarding the care of the student-athletes. This procedure will provide for a systematic flow of information regarding medical referrals from the physicians and athletic trainers to the student-athletes and the coaching staff. This will also allow medical insurers to be notified in advance of the procedure date. All referrals for medical care that cannot be provided by the Athletic Department and the University Health Center must be made by the Team Physicians. 1. The Physician will notify the staff athletic trainer of the need for a referral. 2. The athletic trainer will arrange the necessary appointments and complete the necessary documentation. 3. The athletic trainer will also contact the student-athlete's primary insurance company to verify coverage and arrange any necessary pre-authorizations that may be needed. 4. The Student-athlete's insurance forms, in addition to the claim form of the Universities' secondary policy, will accompany the student-athlete to his/her initial appointment. This will serve as verification of insurance coverage by the Athletic Department to the provider.


Second Opinions All athletes have a right to a second opinion for all medical care. If a second opinion is sought, it is the athlete’s responsibility to make those plans known to the members of the PVSM and it is the athlete/family responsibility for all costs, arrangements and procedures being made. The athlete must provide written reports and documentations from the second opinion physician for inclusion in their medical file. Once a second opinion is determined, all athletes must still be cleared by participate by a member of the Methodist physician group or the on-campus health center Medical director. Taping Taping and bracing is HIGHLY encouraged. The Sports Medicine Staff reserves the right to discontinue any or all taping/bracing usage if the athlete is non-compliant with their assigned rehabilitation schedule. Individual sport coaches may also dictate a taping/bracing policy as long as it falls in line with the recommendations of the Sports Medicine Staff. Dental Services Dental services will be available to all members of a varsity athletic team that possess a referral from the Sports Medicine Staff resulting from a dental injury/emergency that occurs during related athletic participation. It is entirely the responsibility of the student-athlete to secure appointments for custom mouth guards or non-athletically related dental needs. Orthopedic Services Orthopedic services will be available to all members of a varsity athletic team that possess a referral from the certified athletic trainer or other PVAMU allied health professional. Houston Methodist Orthopedic physicians are available on a daily basis by appointment in Willowbrook and may be available during weekly afternoon clinics in the athletic training room or on an as needed basis to be determined by the Sports Medicine Staff. Orthopedic clinics on-campus will occur weekly throughout the fall semester and during spring football; monthly or bi-monthly through spring semester; no more than twice, if ever, over the summer. Staff athletic trainers can be contacted directly to know the specific dates and times of these visits. Student Health Services All student-athletes are encouraged to use the University Health Center for all non-athletically related injuries or illnesses. The Sports Medicine Staff works in conjunction with the Owens-Franklin Health Center to provide a well-rounded, fully functioning health services department.


Drug Testing Program Refer to the PVAMU Student-Athlete Handbook for drug testing policies and procedures. Athletic Training Room Usage It is increasingly important for the staff and students to do our part in maintaining a first rate facility. It is also our responsibility to assist with the concerns for safety, security and liability within the facility as identified by the athletic department administration in charge of our facility. 1. When the athletic trainer is the last to be in the facility, it is their responsibility to check all of the entrances and exits to make sure the building is secure and all lights are shut off. This policy includes locking the doors of the training room when leaving for lunch or to run errands; however the lights need not be shut off. 2. Parking for the Health Center is reserved to appropriately tagged vehicles and the parking lots are patrolled by the transportation department and their rules and regulations must be followed at all times. Any ticket/infraction occurring from improper parking will be the student’s responsibility. 3. The athletic trainer on duty is responsible for picking up any items within the facility as they relate to the athletic activity that they are covering (i.e., cups, tape, ice bags, bottles, etc.) This policy is in effect for all events covered regardless of facility or venue. 4. Isotonic beverages should be kept in the athletic training room rather than placed out in the facility. Athletes utilizing these beverages during activity should have them in GatorAde bottles whenever possible and avoid using cups. Every effort should be made to use bottles instead of cups. 5. Problems or issues within the athletic training room should be documented and submitted to the Director of Sports Medicine in charge of facility maintenance.

6. Any request for utilization of space outside the athletic training room should be in writing and sent to the Facility Manager with a copy going to the Director of Sports Medicine Services.

7. When the facility is closed with the exception of the athletic training room, it is the responsibility of the athletic trainer on duty to enforce facility rules and regulations within normal limits.


Media Relations Because of a close working relationship with the student-athletes, Athletic department staff may be confronted by media personnel or other entities seeking privileged information. You are NOT to give ANY information as it relates to our student-athletes. Use particular caution when working the sidelines or traveling with teams to away contests. All questions asked of you should be immediately directed to the Head Coach or the Sports Information Director. 1. Statements to Media that STAFF Athletic Trainers can provide: ▪ Athletes name ▪ Athletes sport ▪ Body region of the injury ▪ Athletes practice status 2. Media statements that we are unable to provide: ◦ Projected laboratory testing ◦ Interpretation of X-rays, MRI's, tests, etc ◦ Projected period of disability Non-enrolled Freshmen It is against NCAA bylaw 13.2.7 for any prospect that is currently not enrolled at PVAMU to receive medical services from the Athletic Training Department. Athlete Transportation 1. PVAMU Athletic Trainers are permitted to use their own personal vehicle for official PVAMU purposes assuming the proper DPS and Athletic Department Leave protocols are followed. When need arises, the Departmental vehicle, a 1999 Jeep Grand Cherokee can be used for official transportation of athletes as long as PVAMU DPS regulations are followed and the staff member has taken the driver education course. 2. Transportation to and from Doctor's appointments, surgeries, etc, will be coordinated through the Sports Medicine Department and the Department of Transportation. All necessary appointments must be communicated, in writing, 24 hours prior to the appointment so that the proper arrangements can be made. Changes or alterations to scheduled appointments must be communicated immediately. 3. In the event that a member of the PVAMU Sports Medicine Staff does transport a student-athlete to an approved appointment, it shall be considered official University business and therefore the staff member will be covered by the University and eligible for appropriate reimbursement.

4. A 3-strike policy will be used for athletes requiring transportation. Any time a transport is scheduled and missed by the student-athlete, documentation will be noted. Following a third instance, the athlete will be solely responsible for arranging their own transportation to all future appointments. (emergencies and approved excuses will be determined on a case by case basis)


5. When necessary or requested, student-athletes can transport themselves off-site to appointments with any medical provider or for testing/procedures. When the student drives their personal vehicle, is transported by a friend/team mate/fellow student in a vehicle not the responsibility of PVAMU, the student athlete and any/all passengers release PVAMU of any liability/costs/fees/expenses/etc associated with any accident/injury sustained during the trip. PVAMU Athletic Camp coverage/Outside event coverage The PVAMU Sports Medicine department staff (certified staff, certified graduate students and non-certified student first responders) is available to provide basic first aid, hydration and associated services to summer camps, sport skills camps and outside events taking place on the campus of PVAMU or at Athletic Department sanctioned events at other venues. These services are in-addition to, and beyond the scope of standard job duties for these individuals and compensation must be rendered for services. For PVAMU Sport camps directly under the direction of the Athletic Department, the rates will be as follows: Certified Athletic Trainer-$25/hr Non Certified First Responder- $12/hr For events that do not benefit that Athletic Department directly, rates will be as follows: Certified Athletic Trainer- $30/hr Non Certified First Responder- $17/hr


STRENGTH AND CONDITIONING POLICIES The Prairie View A&M University strength and conditioning program is designed to enhance the physical well-being of its student-athletes through strength training, flexibility, anaerobic conditioning, nutritional consultation, sports-specific physiological analysis and rehabilitation. The Head Strength and Conditioning Coordinator manages the operation of the strength and conditioning programs and reports to the Athletic Director and Associate Athletic Director. Other strength and conditioning staff members are delegated responsibility for specific sports' training programs under the direct supervision of the Head Strength and Conditioning Coordinator. All 18 intercollegiate sports teams are provided access to strength and conditioning training facilities. Based on physiological evaluations, the Strength and Conditioning Coordinator works closely with each sport's Head Coach to design individual programs for every student-athlete. In general, each student-athlete is encouraged to complete a prescribed number of training programs during each 12-month cycle. Because student-athletes' physical well-being is essential to their success both as a student and as an athlete, PVAMU takes responsibility for helping them reach and maintain their optimum physical condition. To achieve this goal, Prairie View A&M University has established a comprehensive Strength and Conditioning Program to lessen the possibility of injury or re-injury. However, should an injury occur, Prairie View A&M University Athletics is committed to the students' complete rehabilitation as well. It is important to remember that if a student-athlete has been injured, he/she must have clearance from an Athletic Trainer before working out. The Strength and Conditioning staff provides the best program available while maintaining the highest safety standards. All intercollegiate athletic teams have strength and conditioning program designed specifically for the rigors of their individual sport. Each program addresses flexibility, strength, aerobic conditioning, anaerobic conditioning and body composition and are designed on an individual basis. These programs are then carried out under the direction of one of the Strength and Conditioning staff members and integrated into the team strength and conditioning program. Individual and team assessments are carried out periodically during the year. If a student-athlete wishes to further personalize his/her strength and conditioning program, he/she should make an appointment with the Head Strength and Conditioning Coach. A schedule of facility use times will be distributed to each coach at the beginning of the semester. Priority is given to teams in season, then to preseason teams, lastly to post-season teams. All scheduled times are exact and will not be altered to accommodate student-athletes who arrive late. Individual use of the Strength and Conditioning facilities may be arranged through and at the discretion of the Head Strength and Conditioning Coach. At no time will scheduling of individual time supersede team use of the facilities.


Weight Room Rules The following Weight Room rules have been established for users:

Adhere to scheduled workout times. Spotters should be used for all near-maximum-effort lifting. Food or drink is not allowed in the facilities. Tobacco or spitting is not allowed. Shirt and shorts/sweats are mandatory. All attire must be deemed appropriate by the staff.

Take care that no slogan or illustration on t-shirts is offensive to other student-athletes. Athletic shoes are required. Flip-flops, sandals, muddy shoes and bare feet are not

acceptable. All weights and dumbbells must be returned to their proper racks. Weights are not to be left

on the floor. Horseplay is not allowed. A member of the Strength and Conditioning staff or the student-athlete's coach must always

be present for workouts in the Weight Rooms. In the event of a disciplinary problem, the Strength and Conditioning staff has the authority to

dismiss a student-athlete from the facility and report it to the head coach. Work Environment The work that takes place in the Weight Room is serious in nature, but at the same time it is hoped that student-athletes will feel comfortable in this environment and enjoy their workout sessions. The majority of their time in the Weight Room should be spent working to improve their strength fitness. All student-athletes who use the Strength and Conditioning facilities should do so productively. Student-athletes should arrive at their scheduled time, begin their workout program and go through the session with a positive attitude and a minimal waste of time if they are to obtain a quality workout. Student-athletes should approach each workout session as an opportunity to improve themselves so they can perform better at their sport.


Safety Safety in the Strength and Conditioning facilities depends upon following weight facility rules. The Weight Rooms were established so student-athletes would have the opportunity to become stronger and more injury resistant. They are not places where injuries should occur. Spotters serve two basic purposes: (1) To motivate or encourage a student-athlete to achieve maximum performance; and (2) to supervise the student-athlete's workout in order to make it safe for him/her. Student-athletes should always have someone spot them when performing exercises, such as the bench and incline presses and the squat. The spotter should be prepared to assist the lifter when the weight cannot be raised. Student-athletes should be aware of other people around them when performing any exercise. If persons are in the way, there is always the possibility of dropping a weight on them or hitting them with a barbell. On machine exercises, spotters should have their hands clear of the machine before beginning to exercise. If an injury should occur, a student-athlete should immediately contact the nearest Strength and Conditioning staff member. Strength and conditioning staff will coordinate with PVAMU Sports Medicine to determine proper treatment of injury. An Athletic Trainer will then be called to evaluate the injury. If the injury is severe, the Student Health Service or Emergency Room will provide treatment. A Strength and Conditioning staff member must be contacted immediately if a student-athlete is injured while working out. Nutrition and Supplementation The Strength and Conditioning staff encourages student athletes to contact us in regards to proper nutrition and healthy eating habits to maximize the work taking place within the strength and conditioning facility. Food choices can/should be discussed in order to promote healthy eating habits or allow the athlete to modify their body through weight gain or loss in a healthy, responsible manner. Nutritional supplementation is discouraged by the PVAMU strength and conditioning department and student-athletes risk their eligibility when using such supplements. Only supplements given by the strength and conditioning department are allowed to be given to student athletes and only after they have been cleared through the Sports Medicine department to assure their compliance with NCAA banned substance regulations. No member of the PVAMU athletic department should promote, supply, require, submit, recommend or advise student athletes on the use of nutritional supplements without conferring with the director of strength and conditioning and the director of sports medicine.


ATHLETICS COMPLIANCE The Athletics Compliance Policy Manual is considered a section of the Athletics Department Staff Handbook and is located on the Athletics Department’s website: http://pvpanthers.com/custompages/Athletic%20Compliance%20Manual-%20March%202015.pdf

http://pvpanthers.com/custompages/Athletic%20Compliance%20Manual-%20March%202015.pdf

Documents

Policies & Procedures Handbook