Embed Size (px)
Citation preview
MEMO TO: Athletic Department Personnel
RE: Acknowledgement of Receipt – EDINBORO UNIVERSITY OF PENNSYLVANIA – ATHLETIC DEPARTMENT HANDBOOK
The EDINBORO UNIVERSITY OF PENNSYLVANIA – ATHLETIC DEPARTMENT HANDBOOK includes an overview of Edinboro University’s rules, regulations, policies and procedures and is not meant to be all-inclusive. It is designed to be a reference guide for Athletic Department employees. The statements contained within that notebook may be changed by the PASSHE and/or the University whenever appropriate. Nothing in this handbook in any way creates an expressed or implied contract of employment. Legal Plan Documents will govern any discrepancies that may arise.
The Edinboro University of Pennsylvania – ATHLETIC DEPARTMENT HANDBOOK is in no way designed to contradict or supersede the collective bargaining agreement and/or University policy.
The Constitution and Bylaws of the NCAA, PASSHE, and PSAC have not been printed in this manual. As active members of these associations, Edinboro University adheres to the rules and regulations of these conferences. All Athletic Department personnel should familiarize themselves with, and abide by, all rules and policies of the University, PASSHE, NCAA and PSAC. I affirm that I am obligated to report, to the director of athletics or the associate director of athletics at Edinboro University, any violations of NCAA regulations involving me or the institution.
In the event that you have any questions pertaining to information contained in this handbook, please contact the Director of Athletics for clarification.
My signature below confirms that I have received a copy of the EDINBORO UNIVERSITY OF PENNYSLVANIA – ATHLETIC DEPARTMENT HANDBOOK. I will read and familiarize myself with this document.
Athletic Department Employee Signature Date
Printed Name
Edinboro University of Pennsylvania is an equal opportunity education institution and employer and will not discriminate on the basis of race, color, national origin, sex, sexual orientation and disability in its activities, programs or employment practices as required by Title VI, Title VII, Title IX, Section 504, ADEA and the ADA.
1
TABLE OF CONTENTS
ACKNOWLEDGEMENT 1
TABLE OF CONTENTS 2
ATHLETIC DEPARTMENT STRUCTUREStaff Directory 5Admissions Office 9Academic Success 10EUP Athletic Department Philosophy 13EUP Community Values 13Diversity & Civility 14Sex Discrimination & Sexual Misconduct 17Anti-Hazing Policy 23Concerns Committee / Compliance Committee 31Statement of Academic Integrity 33Faculty Athletic Representative 36Senior Women’s Administrator 38FERPA 40Athletic Hall of Fame Bylaws 42
PERSONNEL ISSUESConduct of Coaches 50Job Expectations & Duties of Coaches 50Office Procedures and Policies 52Volunteer Coach 54
RECRUITINGRecruiting Travel 57National Letter of Intent Policy 58New Student-Athlete Policy & Procedure 61Recruiting Policy Process 64
ATHLETIC COMPLIANCECompliance Statement 76Dissemination of Rules Education 76Certification of Eligibility 76Compliance Planner 77Self-Reporting NCAA Violation 80Rules Education 83
ELIGIBILITYAcademic Probation/Suspension 86Eligibility for Practice 90Eligibility for Competition 91Two-Year Transfer 92Team Rosters 92Declaring a Major 97Transfers 101Athletic Excuses 103
FINANCIAL AID
2
Student Employment Guidelines 107Procedures for Awarding Athletic Awards 112Reduction or Cancellation of Athletic Awards 114Summary Form for Financial Aid 116Awarding Institutional Financial Aid to Student-Athletes 120
SCHEDULINGClass Delay & Cancellation 124Scheduling Contracts 125Scheduling Policy 125Scheduling of Home Events 126Procedures for Complimentary Tickets 127Procedure to Reserve Facility 129Facility Rules 130Monitoring of Playing and Practice Seasons 136
TRAVEL FOR COACHESTeam Transportation 143Reporting State Travel Expenses 143Enterprise Rental & State Car Procedures 143Travel Policy 151
TEAM TRAVEL 154
EQUIPMENT PURCHASING 168Purchasing Card Policy 169
STUDY PROGRAM GUIDELINES AND EXPECTATIONS 174 FUNDRAISING
Procedures for Individuals Sports Fundraised Accounts 180Procedures for Execution of Endowed Scholarship or
Grant Funds for Student-Athletes 180Procedures for Coach’s Fundraising 181
SPORTS MEDICINEGeneral Procedures 185Rules of Conduct 186Insurance Information 186Emergency Action Plan 190Severe Weather Policy 193Concussion Management 196Pregnancy Policy 202
DRUG EDUCATION, SCREENING AND COUNSELING 210
SPORTS INFORMATION 230
3
ATHLETICDEPARTMENT STRUCTURE
4
STAFF DIRECTORY
ATHLETIC DEPARTMENT FAX: (814) 732-2169SPORTS INFORMATION FAX: (814) 732-2596
Administration Home Number
Bruce R. Baumgartner 732-1823 732-7585Director of Athletics 397-4657 (cell)[email protected]
Denise Dobos 732-1824 Athletic Business Director/ (cell)Senior Women’s [email protected]
Gary Hanna 732-1860 724-588-6636Head Athletic Trainer 434-7931 (cell)[email protected]
Dave Higham 732-1825 734-1343Administrative Coordinator 449-2565 (cell)[email protected]
Todd Jay 732-1835 734-4317Associate Athletic Director 450-7530 (cell)[email protected]
Peggy McMillan 732-1839 [email protected]
Danielle Lodanosky 732-1861 412-302-6156 (cell)Assistant Athletic [email protected]
Audra Neumann 732-1862 464-7345 (cell)Assistant Athletic [email protected]
Roger Sargent 814-756-5709Equipment/Maintenance
Cindy Seth 732-1822 476-1081Athletic Director’s [email protected]
Bob Shreve 732-1834 833-9028Sports Information Director 882-6049 (cell)[email protected]
5
Adaptive Athletic ProgramJim Glatch 732-1875 814-337-7790Head Coach 814-282-8797(cell)[email protected]
BasketballStan Swank 732-1826 734-7315Head Women’s Coach 490-6300 (cell)[email protected]
Callie Wheeler 732-1827 724-462-5163 (cell)Asst. Women’s [email protected]
Pat Cleary 732-1857 814-323-4904 (cell)Head Men’s [email protected]
Chris Bess 732-1858 216-682-6180 (cell)Asst. Men’s [email protected]
CheerleadingTBACoach/Advisor
Cross Country732-1870
Head Men’s & Women’s [email protected]
FootballJustin Lustig 732-1844Head [email protected]
732-1843Asst. Coach
Wayne Bradford 732-1842 734-6685Asst. [email protected]
732-1840Asst. [email protected]
732-1845Asst. Coach
6
Women’s LacrosseCaitlin Formato 732-1849Head [email protected]
Women’s SoccerGary Kagiavas 732-1876 474-9557Head Coach 440-0408 (cell)[email protected]
Jamie Sallie 732-1877 449-9494 (cell)Assistant [email protected]
SoftballDan Gierlak 732-1829 734-3042Head Coach 602-3729 (cell)[email protected]
SwimmingChris Rhodes 732-1828 814-673-4184Head Men’s & Women’s Coach 490-5020 (cell)[email protected]
TennisLee Underwood 732-1867 304-614-2416Head Men’s & Women’s [email protected]
Track & FieldAnne Carlson 732-1866 814-440-5617 Head Men’s & Women’s [email protected]
VolleyballMissy Soboleski 732-1831 734-2676Head Coach 490-6646 (cell)[email protected]
James Chan 732-1832 585-737-9694Assistant [email protected]
WrestlingTim Flynn 732-1856 734-5990Head Coach 449-2907 (cell)[email protected]
Cliff Moore 732-1855 450-7348Asst. Coach
7
ATHLETIC DEPARTMENT ORGANIZATIONAL CHART
PresidentDr.
Vice President for Student Affairs & Student SuccessDr. Kahan Sablo
Secretary Director of Athletics Secretary Director of Athletics FAR Peggy McMillan Cindy Seth Bruce Baumgartner SAAC
Compliance & Concerns Committee Sports Information Director Head Athletic Trainer Associate Administrative Business Director Bob Shreve Gary Hanna Director of Athletics Coordinator Senior Women Admin
Todd Jay Dave Higham Denise Dobos Asst Athletic Trainer Asst Athletic Trainer Equipment/Ground
Danielle Lodanosky Audra Neumann Roger Sargent
COACHING STAFF
Men’s Basketball Coach Women’s Basketball Coach Track & Field Coach Women’s Volleyball Coach Pat Cleary Stan Swank Anne Carlson Missy Soboleski
Assistant Coach Assistant Coach Cross Country Coach Assistant Coach Chris Bess Callie Wheeler James Chan
Women’s Softball Coach Swimming Coach* Women’s Soccer Coach Men’s Wrestling CoachDan Gierlak Chris Rhodes Gary Kagiavas Tim Flynn
Assistant Coach Assistant Coach Assistant Coach Jamie Sallie (pt) Cliff Moore Mitchell Port (pt)
Women’s Lacrosse Tennis Football Coach Wheelchair Basketball Caitlin Formato Lee Underwood Justin Lustig Jim Glatch
Assistant Coach Assistant Coach Assistant Coach Assistant CoachWayne Bradford
Assistant Coach Assistant Coach Assistant Coach Volunteer coaches report to head coach
9
Athletic Administrators Responsibilities
Structure – address the person who is responsible
Athletic Director – Bruce Baumgartner Budgeting issues/approvals Personal issues Complaints VP and President liaison Housing liaison Ideas/concerns/complaints/issues Fundraising ideas & approvals NCAA/PSAC liaison Player/personnel issues SAAC Title IX Coordinator SGA Liaison Study Program
Associate Athletic Director – Todd Jay NCAA/PSAC compliance Transportation Endowed scholarships awarding NCAA/PSAC reports Admission/Financial Aid liaison NCAA/PSAC liaison Fan Program & Promotions Fundraising Career Athletes
Administrative Assistant – Dave Higham Practice schedules Facility usage Event management Camps Maintenance Issues UC/HPE liaison Facility/equipment issues Construction & maintenance issues Fundraising FCA
Business Manager/SWA – Denise Dobos Fundraising documentation Ticket sales Comp tickets Accounting/purchasing liaison Fundraising Title IX gender equity Athletics & Camp Billing Pool/Dome Membership Community Service Logs Rental Agreements
Head Sports Medicine – Gary Hanna Sports medicine Team doctor liaison Athletic insurance liaison
Sport Information Director – Bob Shreve Sports information Department photographer & video
liaison Athletic Department Website Fundraising External Media Liaison Internal Media Liaison Fan Program & Promotions
10
ADMISSIONS OFFICE (decisions on admission of all students) – 732-2761
Director of Undergraduate Admissions [email protected]
Allison Flynn Assistant Director of Undergraduate Admissions [email protected]
Michael Jones Assistant Director of Undergraduate Admissions/[email protected] 1759
Meighan Lloyd Assistant Director of Undergraduate Admissions [email protected]
Melissa Manning Associate Director of Undergraduate Admissions [email protected]
Rena McCartney Assistant Director of Undergraduate Admissions [email protected]
Shelia McCarthy Coordinator of Articulation & Transfer Admissions [email protected]
Edna Torres Coordinator of Transfers & International Evaluations [email protected]
Ted Urban Assistant Director of Undergraduate Admissions [email protected]
OFFICE OF RECORDS AND REGISTRATION – 732-5555 ext. 475
Timothy Pilewski Coordinator of Records
ATHLETIC DEPARTMENTEligibility Certification
Mr. Bruce Baumgartner Director of AthleticsMr. Todd V. Jay Associate Athletic Director, Compliance
11
Academic Success CoordinatorsBaron-Forness Library – second floor – 814-732-2218
Name Phone E-mail StudentsDr. Melissa Borgia 732-1338 [email protected] A-C
Kate Damico-Upham 732-1327 [email protected] D-H
Aarron Hunsinger 732-1311 [email protected] I-Me
Emily K. Lottes 732-1347 [email protected] Mf-R
Ashley Wassel 732-1312 [email protected] S-Z
Academic Success Faculty
Dr. Carol Gleichsner 732-1282 [email protected]
Dr. Elizabeth Iglesias 732-1278 [email protected]
Bruce Skolnick 732-1422 [email protected]
Peer Tutoring – Students should contact the department which houses the course in which they are having difficulty. Many departments post tutoring schedules within the department or on the website. Students may also contact their academic advisors for information and advice.
12
STUDENT AFFAIRS DIVISIONSTUDENT REFERRAL FORM
STUDENT LAST NAME
STUDENT FIRST NAME
EDINBORO ID CELL PHONE DOB
@
INCIDENT DATE INCIDENT TIME
STAFF MEMBER STAFF OFFICE STAFF PHONE
CONCERN X CONTACTPHONE NUMBE
RDESCRIPTIO
N WEBSITE
ALCOHOLICSANONYMOUS
AA 24 Hour hotline
Meetings held on campus
Contact Student Health for more
info x 2743
814.452.2675Alcoholics Anonymous
Services www.aaeriepa.org
ALCOHOL AND DRUG
COUNSELING
Gaudenzia ErieStudent Health
ServicesMcNerney Hall
814.732.2743 Individual Counseling; Assessment http://www.gaudenziaerie.org/
CRISIS SERVICES Safe Harbor Erie, PA
800.300.9558or
814.456-2014
24-hour a day, 7 day a week crisis services for
Erie CountyTelephone; walk-in;
mobile; Crisis follow-up
http://www.safeharborbh.org/services-crisis.php
COUNSELING SERVICES
Counseling and Psychological
ServicesMcNerney Hall
814.732.2252 Individual and Group Counseling; Assessment http://www.edinboro.edu/departments/caps/
CRIME VICTIM SERVICES
Crime Victim Center of Erie
County
Also available through Student
Heath x2743
800.352.7273
Reducing the impact of crime through
counseling, education and advocacy
http://www.cvcerie.org/
HEALTH CARE AND
ASSESSMENT
Student Health Services
McNerney Hall814.732.2743 Student Health Services http://www.edinboro.edu/departments/ghering/
student_health_services.dot
HOUSING Residence Life Office – Towers 814.732.2818
Temporary or continuous Student
Housing On-Campushttp://www.edinboro.edu/departments/res_life/
UNIVERSITY OMBUDSPERSON
AND SOCIAL EQUITY OFFICER
Reeder Hall – 3rd
Floor 814.732.2167
University office that investigates complaints of sexual harassment, discrimination, or other
violations relating to equity.
http://www.edinboro.edu/departments/social_equity/ose-home-page.dot
SAFENET
CRISIS LINE: 814.454.8161Student Health
Services McNerney Hall
814.455.1774SafeNet provides
sanctuary, support, education and advocacy
http://www.safeneterie.org/
SPIRITUAL SUPPORT
Campus MinistryWithin Student Health ServicesMcNerney Hall
814.732.2601
Spiritual support and guidance from regional clergy and community
members
http://www.edinboro.edu/departments/ghering/campus_ministry.dot
STUDENT JUDICIAL AFFAIRS
Office of Judicial Affairs/
Residence Life and Housing
150 Perry Lane –
814.732.2920
Student discipline, mediation, investigation
of Code of Conduct violations
http://www.edinboro.edu/departments/judicial/homepage_letter.dot
UNIVERSITY POLICE
911 Scotland Road
814.732.2911 (emergency)
814.732.2921 (non-
emergency)
24 Hour a day; 7 days a week; Police Services, Investigations, Parking
http://www.edinboro.edu/departments/police/
13
NCAA DIVISION II VISION STATEMENT
The NCAA’s purpose is to govern competition in a fair, safe, equitable and sportsmanlike manner, and to integrate intercollegiate athletics into higher education so that the educational experience of the student-athlete is paramount. Through a shared effort, Division II intercollegiate athletics also seeks to provide value and significance for its members by supporting the mission of higher education and striking a balance among academic excellence, athletics competition and social growth while its colleges and universities prepare student-athletes to thrive in their lives and careers.
EDINBORO UNIVERSITY MISSION, VALUES AND VISION STATEMENTS
MISSION STATEMENTDistinguished by its focus on individual attention to student success, commitment to diversity, and responsiveness to the evolving needs of the broader community, Edinboro University provides the highest quality undergraduate, graduate and co-curricular education.
VALUESEdinboro University is committed to creating opportunities for intellectual and personal growth in an inclusive environment. We value excellence, curiosity, respect, responsibility, and integrity.
VISIONEdinboro University will be the first choice among students, employers, and the community for excellence in higher education.
STUDENT AFFAIRS MISSION AND VISION STATEMENTS
MISSION
The Division of Student Affairs fosters opportunities to engage students in an environment conducive to lifelong learning. Our people-centered approach promotes learning, social interaction and personal growth in a multicultural world. We are committed to developing empowered and responsible students in their progression towards graduation and global citizenship.
VISION
Our students thrive because we are radically passionate about student success. We aspire to be at the forefront of innovation to address contemporary student needs. We will be recognized as a premier Division of Student Affairs.
14
ATHLETIC DEPARTMENT PHILOSOPHYThe Edinboro University Student Athlete
A Proud Tradition
The philosophy of athletics at Edinboro University is considered an important part of the institutional program of education that provides experiences that will assist in the development of the physical, mental and emotional aspects of the student-athlete. As an institution of higher learning, we are committed to the development of the entire individual.
Student-athletes are stimulated to excel but the principles of good sportsmanship prevail at all times to enhance the educational value of the athletic contest. We believe that participation is a privilege that carries with it responsibilities to the University, the community, the team and to the student-athletes themselves. These experiences also contribute to the knowledge, skill and emotional well-being that our student-athletes possess; thereby making them better citizens. Student-athletes will strive to be involved as upstanding members of the Edinboro community and learn as much as possible from the overall educational experience. This includes establishing and maintaining strong relationships with faculty members and fellow student-athletes as well as with the student body at large.
Athletes understand that earning a degree is the primary goal of the student; that meeting all academic responsibilities, including regular class attendance and the completion of all assignments in a timely manner, is mandatory. The Edinboro University student-athlete will also understand that the assumption of personal responsibility is at the heart of the educational experience. Upperclass student-athletes should consciously strive to serve as role models for new student-athletes.
The University promotes an environment in which fair and equitable distribution of overall athletic opportunities, benefits, and resources are available to men and women and one in which student-athletes, coaches and athletic administrators are not subject to gender-based discrimination. No individual shall be discriminated against on the basis of gender or race in intercollegiate athletics at Edinboro University.
COMMUNITY VALUESEDINBORO UNIVERSITY OF PENNSYLVANIA
Edinboro University is committed to the values of excellence, respect, integrity, leadership, and the creation of opportunities for success for members of our campus community. Therefore, choosing to join this community compels individuals to honor these values and make positive contributions to our community.
As a member of this community:15
I agree to respect the dignity of all persons, and will strive to learn from the diversity of cultures, races, abilities, genders, ages, orientations, ideas, and opinions found within and beyond our community.
I agree to pursue academic and personal excellence by fully engaging myself in the learning that occurs both inside and outside of the classroom.
I agree to avoid the abuse and/or illegal use of alcohol and other drugs, as they will hinder my academic and personal performance.
I agree to respect the rights and property of others, and will not invite guests to the campus who seek to degrade, vandalize, or deface our campus and host community.
I agree to do all that I can to ensure that my campus community is kept clean and attractive, knowing that such an environment is essential to both physical and emotional well-being.
Diversity and Civility Statement
Who We Are
Edinboro University is an institution composed of individuals who are continuous learners and scholars. Our core values are excellence, curiosity, respect, responsibility, and integrity.
We live, work, and learn in a campus community that strives for excellence in everything we do, while valuing the safety, security and productivity of our students, faculty, staff and administrators.
We are a civil community demonstrating mutual respect for one another while cultivating mutual responsibility. We value academic freedom and an open exchange of ideas and opinions, but this freedom and exchange we cherish so deeply requires individual responsibility.
Who We Are Not
Even in the diverse and civil community, however, we recognize that there might be instances of behavior and conduct from members of our campus community that falls short of who we are as a civil community of continuous learners and scholars such that to a reasonable person the behavior or conduct clearly demonstrates intolerance, incivility and disrespect for others.
Edinboro University does not and will not tolerate acts, behavior or conduct of harassment which includes bullying and cyber-bullying, or intimidation, either direct or by implied threat, or acts of violence or threatened violence against individuals or groups belonging to our campus community. The University also will not tolerate acts of seriously disruptive behavior. Such acts, behavior, or conduct by or against any
16
member of our community violates our accepted community standards and our standards of excellence.
DISCRIMINATION, HARASSMENT, INTIMIDATION & INSTITUTIONAL VANDALISM
University policies unequivocally prohibit discrimination, harassment, intimidation and institutional vandalism. Established procedures for addressing such issues are in place and will be immediately employed as needed, including investigatory and disciplinary measures.
The University seeks to resolve issues and concerns brought to its attention. There are times, however, when the investigation option is the more appropriate approach to resolving an issue of alleged harassment and discrimination. The Director of Social Equity/University Ombudsperson handles complaints of harassment and other forms of prohibited or illegal discrimination including situations covered under Title VI, Title VII, Title IX, ADA, and Section 504. Complaints against students are handled through the student judicial process. Complaints against employees are handled through the Office of Social Equity. Please note that under Title IX sexual harassment includes sexual violence and rape which are crimes.
On behalf of President Julie E. Wollman and the Edinboro University administration, members of the campus community are strongly encouraged to report incidents involving acts of discrimination, behavior or conduct of harassment and intimidation, institutional vandalism, acts or threats of violence, and other kinds of threatening or intimidating behavior. Incidents should be reported to one of the following campus offices:
University Police : 814-732-2921; Emergency 814-732-2911 Social Equity/University Ombudsperson: 814-732-2167 Human Resources and Faculty Relations: 814-732-2810 Student Affairs: 814-732-2778 Student Judicial Affairs : 814-732-2920
These campus offices communicate with one another as appropriate and, if necessary, will refer the report to the proper office for handling the incident.
You are encouraged to click on the link below for a list of the University’s social equity policies relating to harassment and other forms of illegal or prohibited discrimination, as well as selected other policies and codes. Policies are updated periodically. Current policies appear on the University Policy Manual web page.
Social Equity PoliciesSeriously Disruptive Behavior
Student Code of Conduct
Thank you for your individual contributions to building and maintaining a community of civility where the fair and equitable treatment, as well as the safety and security of our
17
members is of utmost importance, and where all we do reflects our proud tradition and respect of diversity and excellence.
Valerie O. Hayes, J.D., M.S.W. Director of Social Equity/University Ombudsperson ----------
For Immediate Help On-Campus
University Police24/7 Emergency 814-732-2911 or 911
Counseling & Psychological Services814-732-2252
Student Health Services814-732-2743
Student Affairs/Residence Life Emergency On Call Staff – Contact the University Police
Other On-Campus Resources
Vice President Student Affairs814-732-2313
Student Judicial Affairs814-732-2920
Safe Zone ProgramContact any Safe Zone member listed on the website
Sexual Violence Victims Advocates(Educational Programs About Sexual Violence)814-732-2252
Human Resources & Faculty Relations814-732-2703
Office of Social Equity814-732-2167
Residence Life and Housing814-732-2818
Campus Ministry814-732-2601
Local/Regional Resources
Crisis Services 814-456-2014 Edinboro Borough Police814-734-1712
Safe Journey, Services for Women814-438-2675 / 24 hour hotline(collect calls accepted)Call the main number and an appointment will be scheduled at the on campus satellite site.
Safe Net Hotline814-454-8161Call the main number and an appointment will be scheduled at the on campus satellite site.
Saint Vincent Health Center – Emergency814-452-5000
Crime Victim Center of Erie County814-455-9414 / 24 Hour HotlineCall the main number and an appointment will be scheduled at the on campus satellite site.
18
Sex Discrimination and Sexual Misconduct
(Information provided here are excerpts from the University Policy Handbook on Sex Discrimination and Sexual Misconduct)Edinboro University (EU) and the Athletic Department are committed to creating and maintaining a campus environment that is free of sex discrimination and sexual misconduct. Sex discrimination and sexual misconduct are violations of both Federal and State law as well as University policy. Sexual and gender-based harassment of students are forms of sex discrimination prohibited by Title IX. Acts of sexual violence are prohibited under Title IX, VAWA/Campus SAVE, and Title IV of the Violent Crime Control and Law Enforcement Act of 1994, Public Law 103–322. EU uses the term sexual misconduct to mean and include sexual and gender-based harassment and acts of sexual violence. Title IX protects all students at EU from sex discrimination and sexual misconduct.
Sexual ViolenceTitle IX applies to student-on-student sexual violence, as well as employee-on-student sexual violence. EU recognizes that sexual misconduct, in particular, can result in trauma to the victim and other persons associated with the victim. Sexual violence is a crime – and while some survivors turn to the criminal justice system, others look to their schools for help or recourse.
Sexual violence is a form of sexual harassment and refers to physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent due to the victim’s incapacitation through the use of drugs or alcohol. A number of different acts fall into the category of sexual violence, including dating violence, rape, sexual assault, sexual battery, and sexual coercion.
ConsentConsent is an informed decision made freely and actively by all parties. Conduct will be considered “without consent” if no clear consent, verbal or nonverbal, is given. Because sexual misconduct is defined as sexual activity that is undertaken without consent, each participant must obtain and give consent to each sexual act.
Consent is an affirmative decision to engage in mutually acceptable sexual activity, and consent is given by clear actions or words. People are strongly encouraged to talk with each other before and during any sexual interaction. Relying solely upon non-verbal communication can lead to miscommunication.
It should be noted that in some situations an individual’s ability to freely consent is taken away by another person or circumstance. Examples include when an individual is significantly impaired due to alcohol or other drugs, scared, physically forced, passed out, intimidated, coerced, mentally or physically impaired, beaten, threatened, isolated, or confined.
19
People with mental disabilities cannot give consent to sexual activity if they cannot appreciate the fact, nature, or extent of the sexual situation in which they find themselves. The mental disability of the victim must be known (or reasonably knowable) to the non-disabled sexual partner, in order to hold them responsible for the violation.
The following are clarifying points: Consent is required each and every time there is sexual activity; At any and all times when consent is withdrawn or not verbally agreed upon, the
sexual activity must stop immediately; Consent to some levels of sexual activity does not imply consent to all levels of
sexual activity. Each new level of sexual activity requires consent; The person(s) who initiate(s) a new level of sexual activity is responsible for asking
for consent; A current or previous dating or sexual relationship with the initiator (or anyone else)
does not constitute consent; Being intoxicated does not diminish one’s responsibility to obtain consent; Bodily movements and non-verbal responses such as moans are not consent; Silence, passivity, or lack of active resistance is not consent; Intentional use of alcohol/drugs does not imply consent to sexual activity; Seductive dancing or sexy/revealing clothing does not imply consent to sexual activity; Anyone under the age of 16 cannot give consent; Use of agreed upon forms of communication such as gestures or safe words is
acceptable, but must be discussed and verbally agreed upon by all parties before sexual activity occurs.
IncapacitationIncapacitated persons cannot give consent. One who is incapacitated as a result of alcohol or other drug consumption (voluntarily or involuntarily), or who is unconscious, unaware, or otherwise helpless, is incapable of giving consent.
One must not engage in sexual activity with another whom one knows (or should reasonably know) to be incapacitated. Physically incapacitated persons are considered incapable of giving effective consent when they lack the ability to appreciate the fact that the situation is sexual, and/or cannot rationally and reasonably appreciate the nature and extent of that situation.
Examples of incapacitation include unconscious, sleeping, frightened, physically or psychologically pressured or forced, intimidated, threatened
Incapacitation can also result from a psychological health condition, voluntary intoxication, involuntary use of any drug, intoxicant or controlled substance
20
Retaliation ProhibitedEU will take appropriate steps to prevent any retaliation against a student or employee who makes a complaint or any student or employee who provides information regarding the complaint. Anyone making a complaint, responding to a complaint, or participating in a fact-finding investigation or hearing will be informed of the prohibition against retaliation.
ReportingAny person on or off campus can make a report to any one of the individuals listed below either by email, phone, mail, in-person reports.Victims of sexual violence are encouraged to discuss and report any actions with the University Police Department; however, under the VAWA/Campus SAVE, a victim has the right to choose not to report the act of sexual violence to law enforcement.
Anyone who has made a report or who otherwise believes that s/he has been subjected to sex discrimination and sexual misconduct is invited to provide the Social Equity Director/Title IX Coordinator with any recommendations regarding ways to improve the effectiveness of the campus’ implementation of its policies and procedures on these matters.
To Report Sex Discrimination, Sexual and Gender-Based Harassment
Who By Email | Phone In PersonValerie HayesSocial Equity Director/Title IX Coordinator
Office of Social EquityRoom 207Reeder Hall
To Report Sexual Violence
Who By Email | Phone In PersonAngela VincentInterim Chief of Police
University Police Department911 Scotland Road814-732-2921Emergency 814-732-2911
Any Campus Police Officer 814-732-2921Emergency 814-732-2911
University Police Department911 Scotland Road
Valerie HayesSocial Equity Director/Title IX Coordinator
Office of Social EquityRoom 207Reeder Hall
Dr. Kahan SabloVice President for Student Affairs/Dean of Students
Office of Student AffairsRoom 220Dr. Frank G. Pogue Student Center
21
Counseling and Other Resources
Upon request, counseling is available to any employee or student who believes that s/he has been subjected to any form of sexual harassment. Current University students may contact Counseling and Psychological Services located in the Ghering Health & Wellness Center, 300 Scotland Road at 814-732-2743. Current University employees may obtain counseling services through the State Employees Assistance Program (SEAP) at 800-692-7459.
The following resources are available to assist for victims of sexual violence. It is important to utilize the resources to see medical treatment (for the possibility of pregnancy or transmission of sexual diseases), evidence collection, and for reporting the incident to campus authorities and local law enforcement. A promise of confidentiality for victims (as permitted by law) and a promise of discretion and dignity is a high priority. The resources below can also assist with providing information regarding risk education and personal protection.
On-Campus Confidential ResourcesCounseling & Psychological ServicesMcNerney Hall, 300 Scotland Road814-732-2252(licensed counselors only recognized by the university who act in the capacity as a licensed counselor)
Campus MinistryGhering Health and Wellness CenterMcNerney Hall814 732-2601(pastoral counselors only)
Student Health ServicesMcNerney Hall, 300 Scotland Road814-732-2743(licensed physicians only)
Confidential resources mean those resources where a victim of sexual violence may share an incident involving sexual harassment and other forms of sexual violence without their name being used in a report. These confidential resources, however, must provide a report of the incident to the Title IX Coordinator without providing the victim’s name.
Other On-Campus Resources
University Police (24 hour availability)24/7 Emergency 814-732-2911 or 2911
Student Judicial Affairs150 Perry Lane / Lawrence Towers814-732-2920
Student Health ServicesMcNerney Hall, 300 Scotland Road814-732-2743
Student AffairsEmergency On Call Administrator – Contact the University Police (24 hour availability)
Vice President Student AffairsDr. Frank G. Pogue Student Center814-732-2313
Social Equity Director/Title IX Coordinator 219 Meadville Street, Room 207Reeder Hall
22
814-732-2167Human Resources & Faculty Relations219 Meadville Street, Second FloorReeder Hall814-732-2703
University OmbudspersonAlumni House, 1st Floor210 Meadville Street814-732-1710
Residence Life and Housing300 Scotland Road235 McNerney Hall814-732-2818
Off-Campus Local and Regional ResourcesCrisis Services *814-456-2014 or 800-300-9558
Edinboro Borough Police814-734-1712
Safe Journey, Services for Women814-438-2675 / 24 hour hotline(collect calls accepted)
Safe Net Crisis Line *814-454-8161
Saint Vincent Health CenterEmergency814-452-5000
Crime Victim Center of Erie County *814-455-9414 (24 Hour Hotline)
(*indicates services also available at Ghering Health and Wellness Center)These off-campus resources have their own guidelines concerning confidentiality, whether or not these off-campus resources are available on campus.
Inquiries about Title IX should be directed to:
Valerie O. Hayes, JD, MSWSocial Equity Director/Title IX Coordinator
207 Reeder Hall, 219 Meadville Street, Edinboro PA 16444Phone: 814-732-2167 | Fax: 814-732-2153 | Email: [email protected]
Nondiscrimination StatementEdinboro University of Pennsylvania is an equal opportunity education institution and employer and will not discriminate on the basis of race, color, national origin, sex, sexual orientation and disability in its activities, programs or employment practices as required by Title VI, Title VII, Title IX, Section 504, ADEA and the ADA.
For information regarding civil rights or grievance procedures and for inquiries concerning the application of Title IX and its implementing regulations, contact Ms. Valerie O. Hayes, JD, MSW, Social Equity Director/Title IX Coordinator, 207 Reeder Hall, 219 Meadville Street, Edinboro, PA 16444 (814-732-2167). Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, 150 S. Independence Mall West, Suite 372, Public Ledger Building, Philadelphia PA 19106-9111 | Phone: 800-368-1019 | Fax: 215-861-4431 | TDD: 800-537-7697.
23
For information or assistance regarding services, activities and facilities that are accessible to and used by persons with a disability, contact the Office for Students with Disabilities at the Crawford Center (814-732-2462 V/TTY).
24
SPORTSMANSHIP
First and foremost, Edinboro University athletes should keep in perspective that you are a representative of the university when competing in collegiate athletics.
As far as sportsmanship and behavior, on and off the field, the athletes must be aware that they are a “walking public relations department” for Edinboro University and their teams. Actions and words are closely scrutinized by the public and the area media. When approached by the area media after a contest, the athletes should be cordial and cooperative, but always keeping in mind words and actions are being viewed by a great many people, and that those words not only reflect their own views, but also those of the university.
Once a reputation is established with a university and its behavior, it is difficult to deviate from the norm, as far as the everyday spectator is concerned. Thus good sportsmanship and proper behavior is a must!!! Edinboro University and the Athletic Department have worked hard to run a first class organization, so good behavior is vital in keeping the desired image.
In reference to behavior during tournament action, proper behavior is desired because Edinboro is in the eyes of our sister Pennsylvania State Athletic Conference schools. When hosting a conference championship, it is important to our reputation as an institution to uphold the image which we are trying to portray. The ability to win properly is as important as being a “good loser”. Athletes should keep the same frame of mind…in defeat, lose gracefully, in victory, be proud but don’t flaunt it.
As far as behavior in rental, state vehicles or buses, it is apparent that the actions of the athletes once again carry the public relations tag. The vehicles are the University’s, but should be cared for as if they were owned by the individuals using them. They are used by all sports at the University, so athletes should take their peers into consideration in caring for vehicles.
The PSAC Policy on sportsmanship and ethical behavior can be found at www.psacsports.org ; sportsmanship policy.
UNIVERSITY ANTI-HAZING POLICY
The Athletic Department does not condone any type of hazing as defined by the Edinboro University approved policy No. A045. Each coach should inform his or respective student-athletes about the general conditions of the approved policy as approved in 1993.
An abbreviated description of hazing and the appropriate sanctions follows with the entire policy available for review on-line at www.edinboro.edu Anti-Hazing Policy.
25
Hazing is defined as a violation of the Student Code of Conduct and is subject to the disciplinary sanctions listed in the Edinboro University of Pennsylvania Disciplinary Procedures and Student Code of Conduct, which include, but are not limited to, the imposition of probation, suspension, or dismissal.
The term hazing shall include, but not be limited to, any brutality of a physical nature, such as:
whipping beating branding forced calisthenics exposure to the elements forced consumption of food, liquor, drugs (legal or illegal) or other substances
any other forced physical activity affecting the physical health and safety of the individual
The term hazing shall also include any activity which would subject an individual to extreme mental stress, such as:
sleep deprivationforced exclusion from social contactforced conduct which could result in extreme embarrassmentany other forced activity which could adversely affect the mental health or dignity of a student.
PENALTIES
All penalties imposed under the exercise of University disciplinary authority are separate from any penalty imposed under the Anti-Hazing Law, other criminal laws or other Edinboro University Policy regulations, which apply.
As of the date this policy was first initiated, conviction under the Anti-Hazing Law of the crime of hazing was a misdemeanor of the third degree and is punishable by a jail sentence of up to one year and/or a fine of up to $2,500.
Student-Athlete Statement Regarding InvolvementIn Internet-Based Social Networking Communities
Internet Social Networking Community Sites. Internet sites such as Facebook.com, MySpace.com and others provide individuals with an opportunity to interact with an extraordinarily expansive universe of new people and connect with current friends. Postings on personal profiles, groups, and chat rooms are in the public domain and easily accessible by anyone including reporters, parents, coaches, groupies, predators, employers, and graduate school admissions officials. Once information is posted, it can be retrieved by computer savvy individuals even after it has been deleted.
26
Athletics Department Position. Participation in intercollegiate athletics at the Edinboro University is a privilege, not a right. While the Athletics Department does not prohibit involvement with internet based social networking communities, the high standard of honor and dignity expected from our student-athletes at all times encompasses comments and postings made to internet sites. The Athletics Department reserves the right to take action against any currently enrolled student-athlete engaged in behavior that violates University, Department, or team rules, including such behavior that occurs in postings on the internet. This action may include education, counseling, team suspension, termination from the team and reduction, cancellation, or non-renewal of any athletics scholarship.
Recommendations. Immediately review any internet websites you may have posted on the internet to ensure that the postings are consistent with University, Department, and team rules and that they present you in a way you want to be portrayed. For your safety and privacy, you should refrain from posting and should promptly remove any personally identifiable information such as telephone number, address, class schedule and places frequented as well as any photos you may have posted. Alert the Associate Athletic Director of any sites that falsely appear to be yours as this constitutes identify theft, and he will assist your efforts to have the offensive site removed. Be cautious about which chat groups you join to be sure you want to be publicly associated with that group. Once you become a member, you are linked to the discussion that takes place within that group. Only the group’s administrator is able to delete your group membership or postings made to a group site.
SOCIAL NETWORKING POLICYStudent-Athletes
As representatives of the Edinboro University Department of Athletics, student-athletes should remember that they are held to a high standard of behavior. This includes any activities conducted on any social networking websites (e.g., Facebook, Twitter, Instagram) or any other online site (e.g., webshots.com). While we support and encourage individuals’ freedom of expression and First Amendment rights, we are concerned about your safety and the well being of all of our student-athletes. Educating and protecting our student-athletes is our primary concern, so please keep in mind the following guidelines as you participate on social networking websites:
1. Before participating in any online community, understand that anything posted online is available to anyone in the world.
2. Do not post your home address, local address, phone number(s), birth date or other personal information (e.g., class schedule, social plans).
3. Do not post any information that would violate Edinboro University, Athletics Department or student-athlete codes of conduct and/or state or federal laws.
27
4. Do not post any information, photos or other items online that could embarrass you, your family, your team, the Athletics Department or Edinboro University. This includes, but is not limited to information, photos, quotes and other items that may be tagged to you from another user.
5. Do not add a “friend” unless it is actually someone you know. Many people are looking to expose student-athletes (e.g., badjocks.com) and/or gain information about your team that will assist in gambling activities or provide material for unsportsmanlike behavior from opposing fans. Do not comment publicly about any recruits that have not signed a National Letter of Intent with Edinboro University. Commenting publicly includes communicating publicly on a prospect’s Facebook wall or mentioning them in a tweet. Doing so can result in an NCAA rules violation.
6. Do not endorse a commercial business of any kind – doing so can jeopardize your amateurism and NCAA eligibility. It is ok to check in or announce that you are at a commercial location, but it is not permissible to make a call to action (i.e., “I love Bluestone – everybody should try their BBQ chicken pizza)
7. You must provide full access to members of your coaching staff and/or selected members of the Athletics Department for any and all personal online networking pages.
8. You must fully participate in any system developed by your coaching staff to assist in self-monitoring your teammates’ personal online networking pages (e.g., buddy system).
9. If you discover any inappropriate information on the networking page of any Edinboro student-athlete you will immediately contact one of the following people: the student-athlete, a coach, the Director of Athletics, or any other member of Athletic Department’s senior staff.
Social networking websites may be regularly monitored by a number of sources within Edinboro University (e.g., Athletics Department, Student Affairs, University Police) as well as sources outside of Edinboro (e.g., potential employers, internship supervisors). In addition to potential employers, an increasing number of graduate programs and scholarship committees also search these sites to screen candidates.
Edinboro student-athletes should be very careful when using online social networking sites and keep in mind that sanctions may be imposed if these sites are used improperly or depict inappropriate, embarrassing or dangerous behaviors. Those sanctions can include, but are not limited to public or private reprimand, suspension from practice or competition, dismissal from the program, and loss of athletics aid, if applicable.
Online Social Networking GuidelinesThe following information was developed to provide you with some guidance as to what type of behavior is appropriate relative to online social networking. These guidelines are not all inclusive; rather, they are intended to be used as a foundation for sound decision making.
28
Text Guidelines – words and/or phrases not permitted anywhere on your networking page, regardless of who posted them, include (but are not limited to) the following:
1. Any words or phrases considered to be harassing and/or discriminatory in nature on the basis of sex, race, color, religion, national origin, or sexual orientation.
2. Any demeaning statements about or threats to any third party.3. Sexually explicit language.4. Curse words not permitted over the airwaves (e.g., George Carlin’s 7 words).5. Words or phrases to describe excessive social activities (e.g., partying,
boozing and smoking are not appropriate hobbies for student-athletes who maintain a leadership role in the community.)
6. Words or phrases you would not want attributed directly to you should they be released publicly (e.g., newspaper, television story).
Photo Guidelines – examples of inappropriate or offensive behaviors posted on social networking sites may include (but are not limited to) depictions or presentations of the following, regardless of who posted them:
1. Hazing, an activity that violates the Edinboro Student Code of Conduct.2. Use of alcohol and drugs, regardless of age.3. Lewd or lascivious behavior including sexually explicit pictures.4. Photos meant to demean the individuals included in the photo.5. Any photos you would not want publicly released on television or in a newspaper.
Sanctions Sanctions for failure to agree and adhere to this policy and the guidelines set forth above may result in actions including, but not limited to, public or private reprimand, suspension from practice or competition, dismissal from the program, and loss of athletics aid, if applicable. It is the Athletics Department’s intention to achieve a level of behavior that reflects positively on all of us
TwitterAlmost everybody is on Twitter. You, as Edinboro Football Players, are expected to hold yourselves to a higher standard that will best represent the team & the University. All it takes is one bad tweet to create a problem. So in that light Tom Satkowiak, the Associate Media Relations Director at the University of Tennessee, came up with 50 Twitter tips for student-athletes. Read them all and follow them!
1. Before you do anything else, read @Darrenrovell’s “100 Twitter Rules to Live By.”
2. Your Twitter account is one of many mediums through which you can build your “personal brand.” When people decide to follow you, they are investing in your brand because they believe you can add value to their timeline. Don’t craft useless Tweets—you know the kind… they’re the ones you skip over every day while looking for something worthwhile.
29
3. After composing a Tweet, but before you hit send, ask yourself: “Would I be comfortable saying this in front of my parents, my grandmother, my pastor?” If the answer is no, discard it.
4. Turn off the “enable location data” option on your Twitter app. Do you really want everyone knowing where you are at all times?
5. Take pride in who/what you represent. In addition to representing your family, hometown and church, you also represent your university and your team.
6. The visual elements of your Twitter account (avatar, background) are how other Twitter users form a first impression of you. Put a shirt on. Don’t photograph yourself lying in bed—this isn’t soft-core porn.
7. Twitter hasn’t made the text message obsolete. Tweet things worthwhile that are appropriate to share publicly. Don’t Tweet about the party you’re hosting tonight. Instead, text the party details to friends you want to show up.
8. It’s perfectly fine to display your sense of humor on Twitter. Fans in particular love it when student-athletes show their personality. But don’t Tweet at the expense of others. Making fun of people or Tweeting a photo of the overweight family in Wal-Mart just makes you appear shallow and cold.
9. Don’t allow the impersonal nature of Twitter lull you into a false sense of security. It’s easy for a thought that materializes in your head while you’re lying in bed or sitting on the couch to suddenly find its way into a Tweet.
But once you hit send, it’s there for the world to see.
10.Don’t use Twitter as an outlet to complain about how rough your life is. You are getting a college education, traveling to interesting places, getting free athletic shoes and apparel and more. Thousands of people would crawl over glass for the chance to enjoy the opportunities you have.
11. If a fan Tweets at you telling you how much they enjoy watching you play or how much their son/daughter looks up to you, ReTweet them and add a “Thx” at the start of the Tweet. You can make someone’s day just by granting them that simple, public acknowledgement.
12.Chances are there are some young kids who view you as a role model and follow you on Twitter. Do their parents a favor and keep your Tweets “family friendly.” Don’t type LMAO or LMFAO when LOL works just as well.
13.When you Tweet something clever or funny, try to leave around 15-20 characters free. This makes it easy for fans to ReTweet you without having to edit your original Tweet.
14.Don’t Tweet about how much you hate school. You chose to become a college student-athlete. If you hate school so much you should have joined the Marines.
15.Speaking of the Armed Forces, use Twitter as a way to engage the people who watch you on Saturday. Ask if any of your followers are in the military. Thank them for what they do, then ReTweet the ones who respond. The same goes for schoolteachers, police officers, firemen, etc.
16.Maintain a decent follower/following ratio. @JayBilas has the market cornered as far as Twitter snobs go. He makes up for it by having one of the most value-adding accounts in existence. You, my friend, are no @JayBilas (maybe one day…).
30
17.ReTweeting profanity is no different than using it in your own original Tweets. Don’t do it.
18.And while we’re on that topic, remember it’s not ok to Tweet about how that meal you just ate was “good AF” or how your finance professor is “on some boring ish.” Assuming your followers don’t know what that ish means is insulting.
19.Avoid replying to or ReTweeting Twitter users with vulgar names. Do you really want to be associated with @BigPhatBooty or @herpesboy?
20.Don’t Tweet daily about how hard you’re working on the field/weight room/etc. If you were really working that hard, you wouldn’t be on Twitter to tell us all about it.
21.That’s an awfully nice Twitter background you have… looks like it was designed by a professional. Keep in mind that if the person who designed it for you for free typically charges for his/her design work, you may be receiving an improper benefit.
22. If you wouldn’t say something in a media interview, don’t Tweet it. You’re being naïve if you think the media isn’t keeping an eye on your Twitter feed (and locking your account is not a failsafe way of ensuring only your friends are following you).
23.Don’t Twitpic a photo of someone who doesn’t know they’re being photographed. You’d be angry if someone did that to you.
24.Look over your recent Tweets. Chances are you could delete one out of every 10 Tweets and not feel as though anything worthwhile was being lost. That said, don’t Tweet the worthless stuff to begin with. Numerous people who would be considered “social media experts” often compose a Tweet, read it over, think about it and then decide to discard it.
25.Follow at least one news feed that will keep you informed on major current events (such as @CNNbrk or @CBSNews).
26.Don’t allow yourself to be photographed while holding a drink. If you’re posing for a photo, put your drink behind your back or on a counter out of the frame. Even if you’re only drinking water.
27.Baby mama drama? Don’t air your dirty laundry on Twitter.28.Don't Tweet after a tough loss. You pour your heart and soul into training to
become a champion, and losses are emotionally draining. Sleep on it. Your followers will still be there tomorrow.
29.Enjoying a big win? Take 30 seconds to Tweet a "Thank You" to the fans who were there to cheer you to victory.
30.Don't allow a hater with 20 followers to bait you into a “Twitter beef.” Ignore them and remember their actions are usually fueled by jealousy.
31. If you don’t like something a media member wrote about you, your coach or your teammate, ignore it. Engaging in a public Twitter argument is a battle you won’t win. You’ll only end up looking foolish (you’ll also likely boost the other person’s follower count).
32. It’s the morning of a big game/match, you feel like you have the flu and it looks like you won’t be playing tonight. Don’t announce that on Twitter.
33.Next time you’re skimming the Internet while sitting on the toilet, do yourself a favor and do a Google search for “Marvin Austin” and “Twitter.” Apply the resulting lessons learned to your own personal Twitter usage.
31
34.You know that 10-second period after you type a Tweet during which you re-read it and ask yourself if you really ought to hit “send?” Take two more seconds to ask yourself, “Is this going to give my SID an ulcer?”
35.Consider polarizing topics off limits on Twitter. Avoid commenting on sexual orientation, race and religions you don’t understand.
36.Know the type of Tweets that are boring and painfully unoriginal. They include such gems as A) Just got a great workout in; B) I’m up early, finna get this money; C) Wattup Twitter??
37.Don’t Tweet about how much you respect your mamma and grandmamma if, 10 minutes later, you’re going to Tweet about the “juicy cakes” on the girl walking past you on campus. Twenty years ago, those “juicy cakes” belonged to your mamma. Do you see the irony?
38.Many Twitter users are only religious when they wake up. Do you Tweet thanks to God every morning? If the other 90 percent of your Tweets reflect a different attitude or lifestyle, people notice. So does Jesus—he’s on Twitter (but not yet verified).
39.There are many other teams and student-athletes at your school. Take the time to give them a shout-out on Twitter when they do big things. Ultimately, you’re all on the same team.
40.Smile in your avatar or background picture!41.People want their experience on Twitter to be fun. Make a real effort to Tweet far
more positive content than negative.42.What happens in the locker room stays there. Things that are said in private
team settings should never find their way onto Twitter.43.Don’t Tweet during class. That’s like disrespecting someone (in this case, your
professor) behind their back. And always be mindful that your professors may be monitoring your Twitter account.
44.One of your Twitter followers may be in a position to hire (or draft) you someday. Evaluate your Tweets from time to time and ask yourself, “Would I want to hire this person?”
45. If you feel like the Twitter guidelines your coaching staff and/or athletic administrators expect you to comply with prevent you from “keeping it real,” then that should probably be your cue to re-evaluate your definition of “keeping it real.” Your team support staff has your long-term best interest in mind.
46.Your athletic compliance office is monitoring your Twitter account. And the NCAA has acknowledged that it monitors student-athlete activity on Twitter as well. Even if you don’t compete in a major conference or a revenue sport, don’t be fooled into believing nobody is paying attention.
47.Share Twitpics when your team takes part in community outreach projects. But it’s important to remember that all students entering ninth grade and older are considered prospective student-athletes (PSAs), and should not appear in any Twitpic (for men’s basketball, PSAs are all students entering seventh grade and older).
48. It’s ok to Tweet once about what a great dinner you had at Red Lobster. But multiple mentions of the same business could be considered an endorsement, which is impermissible according to NCAA legislation.
32
49.Twitter can be a tattle-tale. For instance, you told your coach you missed a team meeting because your phone’s battery was dead and you didn’t get the call/text about the meeting. But if your Twitter timeline shows a Tweet from a mobile app during that time, you’re busted.
50.Don’t let these rules prevent you from enjoying your Twitter experience. It’s perfectly acceptable to show your personality and have fun on Twitter—it’s encouraged. But like anything else, the key is to enjoy it responsibly.
EDINBORO UNIVERSITY ATHLETIC DEPARTMENT CONCERNS COMMITTEE
The main responsibility and purpose of this committee is to hear and address specific concerns from the student-athlete. These concerns may arise from a particular relationship with a coach or an existing situation with a peer student-athlete. (i.e., removal from team). This committee will not hear appeals concerning the cancellation of athletic grant-in-aid scholarships or denied transfer release requests. All financial aid appeals will be heard by the Financial Aid Advisory and Appeals Committee Athletic Department Financial Aid Subcommittee.
Director of Athletics, Chairperson
Associate Director of Athletics
Athletic Administrative Coordinator
Senior Women’s Administrator
Faculty Athletic Representative
Athletic Coach* - Senior
Student-Athlete – appointed by SAAC
*An alternative coach will be selected if the senior coach is involved in anyway with the hearing or situation being heard by the committee.
At the discretion of the Vice President for Student Affairs and Success and the Director of Athletics additional member of the committee can be added.
EDINBORO UNIVERSITY COMPLIANCE COMMITTEEThe purpose of the committee is to provide campus-wide NCAA/PSAC rules
education and updating of established policies and procedures within the athletic compliance area. The Athletic Director will chair the committee which will meet approximately two times a year or more frequently if necessary.
33
Each member of the committee is an integral part of Edinboro University’s athletic compliance efforts and is responsible for a portion of NCAA rules compliance.
Committee Membership
Director of Athletics (chair) Director of Admissions*Associate Athletic Director Registrar*Senior Women’s Administrator Director of Financial Aid*Athletic Administrative Coordinator Faculty Athletic RepresentativeSports Information Director Head Athletic Trainer
Associate Director for University Communications * or designee responsible for athletics – these areas can have more than one representative if director desires.
Compliance Committee Meeting Schedule
The Compliance Committee will meet twice yearly. The committee may elect to schedule additional meetings if necessary.
Compliance Committee NCAA Rules Education
NCAA Regional Rules Seminar : The Compliance Coordinator will attend the NCAA regional rules seminar on a yearly basis. The representative from the following areas will attend the regional rules seminar on a rotating basis. Edinboro University will send a minimum of two committee representatives to the regional rules seminar each year; the compliance coordinator and one additional member.
Financial Aid representativeAdmission representative Registration representativeFaculty Athletic Representative
NCAA Convention: The Director of Athletics will attend the NCAA Convention each year. While the Vice President for Student Affairs will attend the NCAA Convention every other year.
PSAC/NCAA Rules Seminar: Edinboro University will send the following members of the Compliance Committee to the PSAC/NCAA rules seminar (when schedule permits).
Director of AthleticsAssociate Athletic Director/Compliance CoordinatorFaculty Athletic representativeFinancial Aid representativeAdmission RepresentativeRegistration representative
34
It is the responsibility of the committee members to disseminate all appropriate information received in the various rules education seminars to the entire compliance committee.
SPOT CHECK OF ELIGIBILITY RECORDS
The compliance committee will spot check 25 student records generated randomly by the computer center.
Financial Aid will spot check financial aid eligibility issues. Registrar will spot check continuing eligibility issues. Admissions will spot check initial eligibility/transfer eligibility issues. Athletic Director will spot check all areas. FAR will spot check all areas.
EUP Statement of Academic IntegrityIn order to create an environment conducive to the legitimate pursuit of
knowledge and to promote the highest level of academic excellence, the faculty of Edinboro University of Pennsylvania hold all students accountable for maintaining the highest standards of academic integrity. Students who participate in any form of academic dishonesty will be considered to be in violation of the Edinboro University’s academic integrity statement and will be subject to sanctions, up to and including dismissal from the University.
Academic dishonesty is defined as follows:
Cheating. Behaviors including, but not limited to, use of unauthorized notes or reference materials during examination; copying answers from another student’s paper during an examination; the unauthorized possession of academic materials, including exams; the unauthorized exchange of information or collaboration regarding tests, or other course assignments; aiding another to engage in cheating; and/or all other acts of academic dishonesty that any member of this academic community would reasonably understand to be a breach of this academic integrity statement will be considered cheating and an act of academic dishonesty.
Plagiarism. Plagiarism may be defined as the act of taking the ideas and/or expression of ideas of another person and representing them as one’s own. This includes, but is not limited to, using ideas or passages from a work without properly attributing the source, paraphrasing the work of another without giving proper credit, and/or the sale, purchase, or exchange of papers or research. It is the student’s responsibility to know what plagiarism is and to properly cite the work of others. If a student is in doubt, it is their responsibility to resolve any ambiguity prior to submitting the work. Plagiarism is nothing less than an act of theft, and, as such, is subject to University disciplinary action.
35
Students are expected to represent their personal work honestly in that the work students submit for evaluation in a course is their own. Honesty is expected in all facets of students’ academic lives and in their interactions with faculty regarding all aspects of
their courses. Students involved in acts of cheating or plagiarism fail to meet the mission of the University and thus are subject to disciplinary action.
Students who are in violation of the University’s academic integrity statement will be held accountable for their actions by the faculty member and the academic department, and be subject to the imposition of discipline. Such violations can result in the student receiving a lower grade or a failing grade for the assignment and/or the course, and/or other academic sanctions as deemed to be appropriate by the faculty member.
Students engaged in dishonest academic behavior can also be held accountable for a violation of the Student Code of Conduct. Allegations by a faculty member of a student’s academic dishonesty can result in formal judicial charges being filed with the Office of Student Judicial Affairs, and a hearing before the Committee of Fact. Students who are found to be responsible for a violation of the University’s Statement of Academic Integrity will be subject to disciplinary sanctions, up to and including, University suspension or expulsion.
*Along with the director of compliance and a representative of the Registrar office, the FAR will review semester-by-semester academic records of student-athletes to ensure satisfactory progress requirements
*Assist in the monitoring of coaches’ recruiting records for compliance purposes
*Review annually the Athletic Study Program and advise the athletic department and Study Program representatives as to improvements
*Represent the University at Pennsylvania State Athletic Conference and NCAA meetings and seminars when required
Clery Act and Your Security
In 1990, Congress enacted the Crime Awareness and Campus Security Act of 1990 (Title II of Public Law 101-542), which amended the Higher Education Act of 1965 (HEA). This act required all postsecondary institutions participating in HEA’s Title IV student financial assistance programs to disclose campus crime statistics and security information. The act was amended in 1992, 1998 and 2000. The 1998 amendments renamed the law the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act in memory of a student who was slain in her dorm room in 1986. It is generally referred to as the Clery Act. On August 14, 2008, the Higher Education Opportunity Act or HEOA (Public Law 110-3115) reauthorized and expanded the Higher Education Act o f1965, as amended. HEOA amended the Clery Act and created additional safety-and security-related requirements for institutions.
36
To ensure your safety and to allow you to confidentially inform campus officials of any crime that you may have been witness to or experienced yourself, please know that the following University representatives are designated as campus security authorities. These individuals are available for you to report any activity that you feel needs to be brought to the attention of proper campus officials.
Vice President of Student Life – Kahan Sablo Director of Housing – Kimberly Kennedy Assistant Director of Residence Life and Housing – Denise Dobos Director of Campus Life and Leadership Development – Michelle Barbich Athletics Director – Bruce Baumgartner Associate Athletic Director – Todd Jay Ghering staff all RAs and area coordinators at Porreco Janet Bowker Bruce Skolnick at Meadville: Beth Zewe
To review our campus’s annual security report, please keyword search “clery” from www.edinboro.edu or stop into our campus police office and request a printed copy.
37
FACULTY ATHLETIC REPRESENTATIVEDr. Roy Shinn, 732-2730
As described in Article 6.1.3 of the NCAA Constitution, the faculty athletics representative (FAR) shall be “a member of the institution’s faculty or an administrator who holds faculty rank and shall not hold an administrative or coaching position in the athletics department.”
This position, appointed by the President, provides advice and oversight for the Intercollegiate Athletic Program, and is critically important in upholding the integrity of the University. A strong working relationship between the FAR and the chief executive officer, ensures a model of effectiveness in contributing to the institutional control of an athletic program.
The duties of the FAR (but not limited to): Ensure the academic integrity of the University Assist in facilitating the institutional control of the intercollegiate athletics program Enhance the overall academic and athletic experience of the student-athlete Represent the faculty on review boards, appeal processes and the University’s
Athletic Compliance Committee Review of the initial eligibility of incoming freshman student-athletes Along with the director of compliance and a representative of the Registrar office,
the FAR will review semester-by-semester academic records of student-athletes to ensure satisfactory progress requirements
Assist in the monitoring of coaches’ recruiting records for compliance purposes Review annually the Athletic Study Program and advise the athletic department
and Study Program representatives as to improvements Represent the University at Pennsylvania State Athletic Conference and NCAA
meetings and seminars when required
Message from the Faculty Athletic Representative
Every college and university that is affiliated with the NCAA has designated a member of their faculty to serve as a liaison between their student-athletes, their faculty and administration, and the NCAA. I am proud to serve in this role and look forward to learning more about you. As a former Edinboro student-athlete myself, I’m familiar with the opportunities and challenges that each of you face.
The ability to properly budget your time, maintain strong self-motivation, and stay healthy are just a few of the attributes necessary for being successful as a college athlete and student. By excelling academically, you help to dispel old stereotypes about college athletes, bring positive recognition to your team, your sport, and your University, and put yourself on a trajectory for a lifetime of success and happiness.
There are a number of academic honors that I would like you to seriously consider. Edinboro University’s Scholar-Athlete banquet is held each spring to recognize student-athletes earning an overall GPA of 3.0 or higher. PSAC Scholar Athletes are recognized
38
at the end of the academic year and for this honor, you need an overall GPA of at least 3.25. A solid percentage of our student-athletes meet these high standards each year, but you can take us even higher. There are also national academic honors by sport including Academic All-Americans (selected by a panel of Sports Information Directors) and All-Academic teams (selected by each sport’s coaches).
Fighting Scots that came before you faced these same trials, and were able to achieve remarkable things by dreaming big, working hard, and being resilient. In 2010, Jarrod King, a national champion in Division I wrestling at 165 pounds became Edinboro’s first PSAC Male Student-Athlete of the Year Award. Kara Hopkins a standout swimmer and volleyball player, was Edinboro’s first PSAC Female Student-Athlete of the Year in 1990. Jarrod and Kara didn’t earn that recognition by accepting anything less than their best effort at whatever they did. When you walk through the lobby in McComb Fieldhouse, look at the their plaques and ask yourself what things you can do to become the best possible version of yourself.
The Athletic Department staff, your coaches, and I will be communicating with you during the school year about how to maximize your success as a student-athlete (e.g., minimize scheduling conflicts between your athletic activities and your classes). I’m available to you when you have questions and look forward to watching you compete, and hearing and reading about your future achievements. Let’s Go Scots!
Roy Shinn, Ph.D.Faculty Athletic RepresentativeDepartment of Speech, Language, and Hearing [email protected]
39
SENIOR WOMAN ADMINISTRATOR
Denise Dobos – 732-1824
As defined by the NCAA Constitution, the SWA is the highest-ranking female administrator involved with the conduct of a member institution’s intercollegiate athletics program. She should be a full-time institutional employee who has demonstrated an interest in athletics.
At Edinboro University, the SWA is a presidential appointment and reports to the Director of Athletics.
The duties of the SWA (but not limited to):
Involvement in a meaningful way in the decision-making process in the intercollegiate athletics program at Edinboro University, including budgeting, search committees for the hiring of coaches and other relevant issues affecting the welfare of student-athletes
Ensures representation of women’s interests at the University, PSAC and NCAA levels
Have pertinent input into the development and implementation of the gender-equity action plan as needed
Serve as a spokesperson for the needs and interests of women within the intercollegiate athletics department, campus and community. SWA should have significant interaction with the Student Athletic Advisory Committee (SAAC) on the Edinboro University campus
Attend meetings at the University, state and national levels to review and be educated about issues relating to the athletic program
STUDENT ATHLETE ADVISORY COMMITTEE (SAAC)
The purpose of the SAAC is to streamline and promote efficient communication between the Athletic Department administration and the student-athlete population. The SAAC provides the student-athlete population with an opportunity to more effectively communicate with the Athletic Department administration and provide suggestions on programs designed to serve their needs. They actively encourage involvement of the student-athlete in campus and community projects. The SAAC will design and implement programs which will encourage academic achievement, health promotion, social responsibility, and general awareness.
40
CROWD CONTROL PROCEDURES
To provide a safe atmosphere at home athletic events, the following procedures will be followed each year:
Each August at Athletic Department staff meeting, the staff will be re-educated on the following:
o Sportsmanship – The coaches should talk to their athletes about the importance of good sportsmanship and the ramifications of poor sportsmanship (suspensions).
o Review the emergency action plan and location of emergency phones.o All coaches should be first aid and CPR certified.o If a “fight” or “storming of the field” breaks out, the coaches should instruct
their team to regress to a safe place.
Each year the event staff (student workers) will be instructed/educated on the following:
o Wearing “event staff” shirts.o Review the emergency action plan and location of emergency phones.o Being polite and courteous.o A “fight” or “storming of the field” breaks out, the event staff should call the
police immediately and attempt to keep individuals safe and wait for instruction from event manager (paid staff).
Each year the athletic administration will review the crowd control and sportsmanship procedures.
o All event managers should be aware of the emergency action plan.o All public address announcers should read the PSAC sportsmanship
statement before each event.o All game programs will contain the PSAC Sportsmanship Statement.o If a “fight” or “storming the field/court” occurs, the PA announcer should
attempt to defuse the situation.o The team video person should be instructed to keep the video camera
running during the incident (copy of the tape should go to event manager).o In a sport where there is no athletic administrator to act or event manager,
the coach will act as event manager.o The police will be kept informed when EUP is hosting a home event.
Sports specific issues:o Police should be on duty at all home football games.o Ambulance should be on-site at all home football games.o The police should be notified if a large crowd is anticipated at a home
event or if the opposing team has a history of violence.
41
PRE-GAME MUSIC GUIDELINES
All pregame music must be approved by the coach (coach should initial the CD as approved) and submitted to the Sports Information Director for final approval 48 hours prior to the event. Music should be free from profanity, suggestive content, and/or rude content. The music should not be offensive to young children, the athletic administration, or fans of all ages.
FERPA
From time to time, each of us has been asked to provide information about students. Many times, this is via the telephone. Please be aware that there is a Federal Law (Family Educational Rights and Privacy Act) which stipulates NO INFORMATION about a student (either current or past) other than directory information may be released to the public without the written consent of the student.
Directory information:1. Student name2. Campus, local, home address, email address3. Telephone number4. Date and place of birth5. Major field of study6. Sports participation7. Weight and height of athletic team member8. Dates of attendance9. Date of graduation and degrees and awards received
10. The most recent previous educational agency or institution attended by the student 11. Information concerning alumni accomplishments
A student may stipulate that directory information may not be released to the public. When a student has done so in writing, my office codes the student’s file so that the message "CONFIDENTIAL” appears on the BANNER screen when you access that student's particular record. Absolutely NO INFORMATION may be released about a student with a public information hold.
This notice is particularly important at this time of the school year as we begin another semester.
My office has been (and will be) receiving calls from students, parents and others asking to give them grades, academic status, GPA, etc., over the phone. This is strictly forbidden under FERPA. Remember, when in doubt, don’t!!! If you are receiving similar phone calls, please refer these callers to my office at 732-5555, ext. 475.
42
FERPA
For informational purposes, the Family Educational Rights and Privacy Act (FERPA) deals specifically with the education records of students, affording them certain rights with respect to those records. Under FERPA, students are given three primary rights. They have the right to: inspect and review; have some control over the disclosure of; and seek to amend incorrect information concerning their educational records.
These records may include but are not limited to: academic records, financial aid, admissions, records and registration and disciplinary and eligibility issues when it specifically pertains to student-athletes.
I, , with my signature, authorize Edinboro University personnel to discuss the aforementioned information with all parties, including my parents or legal guardian, as it pertains to my status as a student-athlete at Edinboro University.
This form has been generated under the recommendation of the Office of Records and Registration at Edinboro University of Pennsylvania.
Signature Date
43
ATHLETIC HALL OF FAME BYLAWS
PURPOSE
To recognize men and women who have distinguished themselves in the field of athletics at Edinboro University, either by virtue of their performance on athletic teams representing the University, or by meritorious efforts on behalf of athletics.
ATHLETIC ACHIEVEMENT AWARDCRITERIA
1. An athlete must have graduated, from a four-year institution, and also earned a letter in a varsity sport from Edinboro University.
2. A nominated candidate must have demonstrated good citizenship during their tenure while serving the University as well as time thereafter.
3. An athlete must have been out of school a minimum of ten years, however special consideration for a graduate will be determined on an individual basis by the board.
4. Coach, athletic administrator, or other nominees, graduate or not, who have performed meritorious service for or on behalf of the athletic program at the University. A current Athletic Department staff member must be employed for a minimum of 20 years before they are eligible to be considered for induction.
DISTINGUISHED SERVICE AWARDCRITERIA
This award would be given to an individual in recognition for extended years of service to Edinboro University of Pennsylvania and its Athletic Department. This honor would be bestowed on a individual who has provided distinguished service (monetary or time) to the Athletic Department and its student-athletes.
A current Athletic Department staff member must be employed for a minimum of 20 years before they are eligible for induction.
Distinguished Service Award nominees must receive at least 51% of the tabulated vote (example; 6 of 11 committee members present, 6 of 10, or 5 of 9).
LIFETIME ACHIEVEMENT IN SPORTS AWARD44
CRITERIA
Given to an individual in recognition of a lifetime contribution to the field of athletics including contributions upon leaving Edinboro University. This group may include former coaches and student-athletes who distinguish themselves either by virtue of their performance on Edinboro athletic teams or by meritorious efforts on behalf of athletics.
Lifetime Achievement in Sports Award nominees must receive at least 51% of the tabulated vote (example; 6 of 11 committee members present, 6 of 10, 5 of 9).
PROCEDURES
1. No less than three nominees, nor more than eight, may be elected to the Hall of Fame in a single year, excluding the first year which allowed the selection committee to select no more than twenty. Only one individual from the Distinguished Service and the Lifetime Achievement in Sports Award (total of 2) may be elected to the Hall of Fame each year. These are in addition to the maximum of eight that may be inducted by way of the Athletic Achievement Award category. It is NOT mandatory to induct a Distinguished Service Award of a Lifetime Achievement in Sports Award nominee each year. There is no limit, however, to the times a nominee may be considered for the Hall of Fame. Individuals who are voted into the Hall of Fame, but refuse induction for whatever reason, may not be reviewed and considered at a later date. A candidate can only be inducted in the Hall of Fame one time in a designated category whether it be the Athletic Achievement Award, Distinguished Service Award or the Lifetime Achievement in Sports Award.
2. The nominating committee shall consist of the members of the Athletic Hall of Fame Board. The nominating committee shall solicit and receive written recommendations with the supporting evidence for the nominees by November 1 of each year.
3. Athletic Achievement nominees must receive at least 70% of the tabulated vote to be inducted. The selection committee members can only vote for 70% of the nominees that are on the ballot at the time of voting. This percentage restriction includes each subsequent vote during the voting procedure.
4. Assistance in acquiring supporting information for nominees should be obtained through the Sports Information Office, Edinboro University. The Sports Information Director can be reached by phone at 814 732 1834 or email [email protected]. The SID will be responsible for getting the necessary nominating information forms to the proper individuals and organizations in a timely manner to ensure that the forms meet the November 1 deadline.
5. The SID will also be responsible for organizing and distributing supporting information of nominees to the selection committee for review prior to the actual voting meeting (November/December) that year.
45
6. The elected nominee must accept induction by January 1 of the year of their induction. They must also attend the induction ceremonies the last Saturday in April of that year or have representation present to accept.
Current committee members as of August 2014:
Bruce Baumgartner Todd JayJanet Bowker Jim KennedyJanet Dean Jon PuliceAubrey Dillon Roy ShinnSue Goldthwaite Bob ShreveDave Higham
Revised 11/18/14
SOX HARRISON/NANCY ACKER AWARDS
The Sox Harrison (men) and Nancy Acker (women) awards may be presented annually to the respective athletes who demonstrate extraordinarily high levels of athletic performance, academic progression towards graduation, and citizenship that honors their team and the university. The awards will be presented at the Hall of Fame Ceremony. (Awards do not necessarily have to be awarded if there are no eligible candidates for that year.)
NOMINATION PROCESS
Nominations will be made in writing to the Sports Information Director on or before the designated deadline in the year that the award will be presented. Coaches, athletic administrators, or athletic support staff can make nominations (a person may nominate more than one person). The nominating staff member will have the opportunity to make a presentation to the entire athletic staff at a meeting that is specifically designated by the Athletic Director for this purpose only. The meeting will take place outside the normal athletic staff meeting schedule. ALL members of the Athletic Department will be invited to attend. Nominators should limit their presentations to five minutes in length.
The student-athlete can only be nominated one time and must meet the following standards:
1. The student-athlete’s eligibility has expired or they are in their final season of eligibility, or they have completed their graduation requirements and received their degree.
2. The student-athlete must have completed a minimum of no less than 72 credit hours.
3. In the case of student-athletes who have transferred from other institutions; only those credits that are earned at Edinboro University of PA and transfer credits that are accepted by Edinboro University of PA will be used to determine the 72 hour requirements.
46
The following guidelines should be considered for a nominee:
1. Athletic prowess: The student-athlete should have demonstrated extraordinary athletic performance in his/her sport.
2. Athletic honors: The student-athlete should have received honors at the conference, regional, or national level of competition; i.e., all-american team selection, all-regional team selection, national championship, national player of the year, all-conference team selection. Other honors in this category would be conference rookie of the year, conference MVP, national and conference statistic leader…
3. Academic achievement: The student-athlete’s progression toward a degree should be highly considered. Other qualifications would be academic honors such as dean’s list, scholar athlete awards, academic department honors, professional organization academic awards…
4. Community service.5. Citizenship.
VOTING PROCEDURE
Voting shall take place by secret ballot on the day of the nominee presentations.
The vote should be cast for the best athlete based on the guidelines above. The individuals voting below are representing the Athletic Department not their own sport/interest. If an individual cannot vote based on the above guidelines, they may remove themselves from the voting.
Votes will be accepted from the following:Athletic Director 1 Softball 1Associate Athletic Director 1 Swimming (M&W) 1Assistant to the Athletic Director 1 Volleyball 1Athletic Business Director 1 Tennis (M&W) 1Adaptive Athletic Program 1 Track & Field (M&W) 1Men’s Basketball 1 Wrestling 1Women’s Basketball 1 Sports Information 1Cross Country (M&W) 1 Head Athletic Trainer 1Football 1 Faculty Athletic Representative 1Lacrosse 1Soccer 1
This list should be reviewed and revised as personnel and program changes are made.
The votes will be tabulated by the Athletic Director, Sports Information Director, and a person from the Student Affairs Division (outside the Athletic Department).
Updated 04/14/14
47
VARSITY AWARD GUIDELINES
An athlete can only earn a varsity letter for each year they participate in a varsity sport at Edinboro University. A transfer would not receive credit for letters earned at a previous school. An athlete would have to earn a first year letter at Edinboro University before they earn the second year letter at Edinboro University and so on. Each team can set their own criteria for earning a varsity letter but the varsity letters must be awarded in year order.
Academic Honors and Awards
National
CoSiDA/Capital One Academic All-AmericaCriteria: GPA = 3.3, starter or significant reserve, participated in ≥ 50% of competitions, at least a sophomore, nominated by their institution, selected by a national panel of SIDs; categories for women include basketball, soccer, cross country/track & field, and at-large teams; categories for men include football, basketball, cross country/track & field, and at-large; selections are from all NCAA II teams
NCAA Elite 89 AwardCriteria: Sophomore or older (academically and athletically), with the highest GPA competing at the national championship
Jim McKay Scholarship ($10,000)Criteria: one senior male and one senior female student-athlete with GPA ≥ 3.5, committed to enrolling in a graduate program within five years, potential to make a contribution to the sports communication industry, superior character and leadership, understanding and appreciation of Jim McKay
NCAA Postgraduate Scholarships ($7500)Criteria: 29 men and 29 women student-athletes across all three divisions for each sports season (174 total), who excel academically and athletically, and in their final year of college eligibility
Walter Byers Postgraduate Scholarship ($24,000)Criteria: GPA ≥ 3.5, student-athlete, senior or graduate student, plan to earn a professional degree (e.g., law or medical school), superior character and leadership, personal and intellectual development positively influenced by athletics and community service
NCAA Degree Completion Award (tuition)Student-athlete who received athletic scholarship, has no remaining eligibility or athletic aid, is within 32 credits of first undergraduate degree, GPA ≥ 2.5
48
Ethnic Minority and Women’s Enhancement Postgraduate Scholarship for Career in Athletics ($7500)13 ethnic minorities and 13 female college graduates, for graduate study in sports administration or other area related to athletics
Coaches Associations’ All-Academic teamsBasketball (NABC): Team: average team GPA ≥ 3.0; Individual: junior or senior academically, completed at least one year at current institution, varsity player, and GPA ≥ 3.2Cross Country (USTFCCCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.25; 2) completed ≥ 12 credits during the season; and 3) placed in the top 50% at nationals or top 30% at regionalsSwimming (CSCAA): Team: average team GPA ≥ 3.0; Individual: 1) ≥ 3.5 GPA cumulative or past semester; 2) competed at or qualified for the national championshipsWrestling (NWCA): Individual: 1) ≥ 3.2 GPA; 2) win ≥ 60% of matches and/or qualify for the NCAA ChampionshipsTennis (ITA): Team: average team GPA ≥ 3.2; Individual: 1) GPA ≥ 3.5 for current AY; 2) enrolled at current institution for ≥ 2 semesters; and 3) varsity letter winnerTrack and Field (USTFCCCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.25; and 2) reached provisional qualifying standard for NCAA II national championshipsLacrosse (IWLCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.5; and 2) at least a juniorSoccer (NSCAA): Team: average team GPA ≥ 3.0; Individual: GPA ≥ 3.3, starter for ≥ 50% of all games, junior or above academicallySoftball (NFCA): Team: average team GPA ≥ 3.0; Individual: GPA ≥ 3.5Volleyball (AVCA): Team: average team GPA ≥ 3.3
Division II Athletic Directors Association Academic Achievement Award: individual student-athletes with GPA ≥ 3.5, at least four semesters completed, and active members of team during the past year
Regional
CoSiDA/Capital One Academic All-DistrictCriteria: GPA = 3.3, starter or significant reserve, participated in ≥ 50% of competitions, at least a sophomore, nominated by their institution, selected by a national panel of SIDs; categories for women include basketball, soccer, cross country/track & field, and at-large teams; categories for men include football, basketball, cross country/track & field, and at-large; selections are from all NCAA II teams in the region
PSAC
Female Scholar-Athlete of the Year AwardCriteria: Top 10 award recipient
Male Scholar-Athlete of the Year AwardCriteria: Top 10 award recipient
49
Top 10 Award (10 selected for each sports season or 30 per year)Criteria: GPA ≥ 3.5, starter or key reserve on team, and
Highest team GPA for each sport in the PSAC
Champion Scholar AwardCriteria: Sophomore or older with the highest GPA in the sport at the conference championships
Scholar-AthleteCriteria: GPA ≥ 3.25
Edinboro University
Scholar-Athlete (invited to banquet in February)Criteria: GPA≥ 3.0
Male Scholar-Athlete of the Year (awarded at Hall of Fame celebration)
Female Scholar-Athlete of the Year (awarded at Hall of Fame celebration)
50
PERSONNEL ISSUES
51
CONDUCT OF COACHES- Disciplinary process
As stated in the NCAA Constitution, Bylaw 11.2.1, Contractual agreements or appointments between a coach and institution shall include the stipulation that the coach may be suspended for a period of time, without pay, or that the coach’s employment may be terminated if the coach is found to be involved in deliberate and serious violation of NCAA regulations.
If NCAA or PSAC rules violations occur, the procedure of discipline are addressed in the Coach’s Collective Bargaining.
JOB EXPECTATIONS AND DUTIES OF COACHES
Conduct practices, games, and attend work dressed in appropriate attire. Provide leadership, organization, and supervision for all practices and games.
Assist in fund-raising; all fund-raising activities must be approved by the Athletic Director.
Conduct and develop an extensive recruiting program.
Assist in guiding student-athletes towards maintaining eligibility and meeting graduation requirements.
Comply with University, NCAA, PSAC, and all pertinent eligibility rules.
Determine practice times and locations in consultation with Athletic Director before season’s practice begins. Approval for preseason and vacation period practices and costs must be from Athletic Director.
Coordinate equipment and budget requests with the Athletic Director.
Maintain an adequate inventory of equipment before season and at the end of the season.
Report road game results to Sports Information immediately after contests to aid in promoting your program.
Follow guidelines that have been established for usage of buses, mini-bus, van, and state cars.
Follow procedures that have been established by the Athletic Department and/or University for recruiting, equipment purchases, and physicals for athletes. In addition, procedures for using leased recruiting cars; completion of all required forms for in-state/out-of-state travel.
52
Distribute Student Athlete Handbook to each student-athlete who is a member of your squad.
Perform other reasonable duties as assigned by the Athletic Director.
Mandatory attendance at Athletic Staff Meetings.
Help implement the Edinboro University Athletic Drug Education, Screening, and Counseling Program for Intercollegiate athletes. This includes being a member of the drug screening team.
Work closely with athletic trainers and physicians concerning the care and prevention of athletic injuries. Give athletic trainers a copy of practice, travel, and game schedules.
Represent Edinboro University at all PSAC coaches meetings, alumni meetings, and clinics.
Schedule, with approval of the Athletic Director, all home/away contests for your specific sport.
Secure information, through the Director of Athletics and the Associate Director of Athletics, regarding all NCAA & PSAC eligibility rules. Coaches are not permitted to phone the NCAA or PSAC.
Student athletes should be informed by the coach of the squad at their first team meeting of the rules, regulations, and training requirements of that particular squad.
The coaches should actively fund-raise in accordance with university policy.
COACHES CONDUCT: It is expected that all coaches (head, assistants, full-time, part-time, volunteers) should constantly strive to conduct themselves and the efforts of their teams in a manner that would reflect only positively on the coach, the squad, the Athletic Department, and the University. It is essential that each coach fashion his/her individual actions in such a manner as to set a high standard of behavior for their student-athletes to follow as well as developing a life/coaching style that would present itself as an excellent role model for all to appreciate/follow. In reaching these goals, all coaches would be expected to:
A. Not advocate or condone the use of alcohol by student-athletes. Coaches should refrain from the personal consumption of alcoholic beverages, while they represent the University, at any game (home or away) or other functions of any type, while they are accompanied by, responsible for, or in the presence of student-athletes.
B. Be aware of the symptoms of drug use or abuse; the known practice of drug
53
use by student-athletes should not be tolerated by coaches. All coaches should make every effort possible to assist student-athletes positively identified as drug users, procedures, or distributors to obtain professional help and assistance in the process of rehabilitation. Coaches should be and remain drug-free.
C. Every effort should be made by all coaches to discourage student-athletes from using tobacco or tobacco products. Coaches must refrain from the personal use of tobacco products while in the presence of student-athletes during practice sessions, games, or other such athletic events (NCAA rule).
D. Unacceptable behavior (personal-moral-ethical) by student-athletes should not be accepted or tolerated by coaches while such student-athletes are on campus, traveling to, participating in or returning from athletic functions. Coaches, through positive personal actions, should strive to set a positive example for their student-athletes.
E. The mode and style of dress by the student-athlete should be monitored closely by the coach. Clothing attire for all student-athletes and all coaches at all athletic functions (home and away) should reflect good style and proper taste. Coaches and student-athletes together create and project a positive image of and for their University.
F. The use of vile and abusive language by student-athletes should not be tolerated by the coaches. Coaches should refrain from the use of abusive language.
OFFICE PROCEDURES AND POLICIES
1. Honor all appointments and meetings. When an emergency necessitates cancellation, please make every effort to inform the party concerned.
2. How you handle the telephone relates to our public image. Be professional and courteous at all times.
3. Offices must be secured when not in use. Log off your computer when you are not in your office.
4. When leaving the facility in the evening, please be sure that all doors are secured behind you.
5. Students should not be given keys to gain access to offices or any other facility, including the weight room. Furthermore, students must not be permitted to use office telephones, equipment, or supplies for their personal use – NCAA RULE.
54
6. Copy machines are to be used by staff members ONLY. No more than 50 copies should be made on the copy machine. If more copies are required, please have them duplicated at the Duplicating Center located in Ross Hall. Allow 3 working days.
7. If coaches are out of the office for extended periods, the Athletic director should have a phone contact.
Keys
Keys are the property of Edinboro University. When assigned to the athletic staff members, such become the responsibility of the individual. For the protection of the individual, as well as the Athletic Department, coaches and staff members are not to loan their keys to NON-DEPARTMENT MEMBERS or to STUDENT-ATHLETES.
Authorization and Issuance Keys to the Athletic Department offices, and other facilities will be authorized and assigned to coaches through the Athletic Director. A Key Request Form must be completed and submitted to the Athletic Director. You will be notified when the key is ready to be picked up at the Facilities Office.
Lost KeysLost or stolen keys should be reported immediately to the Athletic Director and the Facilities Office. In the event that additional keys are needed, such requests must be made through the athletic office. The duplication of the keys by coaches is prohibited.
Return of KeysUpon termination of employment with the Athletic Department, coaches are required to return all keys to the Facilities Office.
Telephones
Telephone charges represent a sizable portion of the Athletic Department Office expenditures. Only University related long-distance calls may be made from the office. Do not make personal long-distance calls from your office. The University telephone card is only to be used when out of the Edinboro area for University related calls. It is not intended to use from your home to recruit.
Athletically Related Income – DIVISION I ONLY
NCAA Bylaw 11.2.2 – Contractual agreements, including letters of appointments, between a full-time or part-time athletics department staff member (excluding secretarial or clerical personnel) and an institution shall include the stipulation that the staff member is required to provide a written detailed account annually to the president or chancellor for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall
55
be consistent with the institution’s policy related to outside income and benefits applicable to all full-time or part-time employees. Sources of such income shall include, but are not limited to, the following:
Income from annuities Sports camps Housing benefits (including preferential housing arrangements) Country club membership Complimentary ticket sales Television and radio programs Endorsement or consultation contracts with athletics shoe, apparel or
equipment manufacturers
Volunteer Coach
Obtain Volunteer Approval Form for Athletics in the Athletic Director’s Office. You must attach a detailed resume, a short statement of the volunteer’s qualifications/experience, proof that a reference check has been conducted, and a brief statement regarding what the assignment will entail. Return form to the Athletic Director’s Office with all attachments to be processed.
Remember, volunteer coaches are not permitted to drive state vehicles..
Before volunteer coaches may be involved in the program, they must have the appropriate background clearances received. These are obtained by completing the forms in the Athletic Office or on-line at the Human Resources website. You must allow 4-6 weeks for the clearances to process. Volunteer coaches cannot participate in the program without approved clearances!
Below is a list of clearances required: Pennsylvania Child Abuse History Clearance Form (CY 113 (UF) 6/11) . This is
the child abuse application.
Consent/Release of Information Authorization Form for Pennsylvania Child Abuse History Clearance. This is the consent they need to sign so the clearance comes directly to Human Resources.
Fair Credit Act Disclosure Form . This is the form that needs signed to do the criminal background clearances through Justifacts. Justifacts also needs the Date of Birth and Social Security number.
Parking passes for volunteer coaches:
After all paperwork and clearances have been processed, the volunteer coach may obtain a parking permit by providing the Athletic Department Office with the following information: first and last name, cell number, license plate number, state issued, vehicle make/model.
56
VOLUNTEER APPROVAL FORMFOR ATHLETICS
SECTION I: This section is to be completed and signed by the immediate supervisor of the volunteer:NAME OF VOLUNTEER SS#
ADDRESS
DATES OF ASSIGNMENT TO
Directions: Attach a detailed resume for the above-named volunteer and a short statement of the volunteer’s qualifications/experience. Also, attach proof that a reference check has been conducted. A brief statement regarding what the assignment will entail should be included as well. Please sign below to attest to the completion of all of the above and forward to the Athletic Director.
SIGNATURE DATE
SECTION II: To be completed by the Athletic Director and forwarded to the appropriate Vice President.The suggestion to assign the above volunteer is recommended for further consideration.
SIGNATURE DATE
SECTION III: To be completed by the Vice President. If so recommended, all materials mentioned in Section I should be sent directly to the Human Resources Office. That office will be responsible for coordinating the approvals of APSCUF (through the Faculty Relations Office) and the President. I agree with the suggestion to recommend the above volunteer. I disagree with this suggestion (return to Athletic Directors Office).
SIGNATURE DATE
Date Received in Human Resources Office
SECTION IV: The Human Resources Office has prepared the necessary paperwork for the President’s review of the assignment of the above-referenced volunteer. The above facts confirm that this assignment has been completed in conjunction with collective bargaining language and university policy. I authorize this assignment I do not authorize this assignment
SIGNATURE OF PRESIDENT DATE
Return all materials to Human Resources, Reeder Hall, 2nd Floor…Thank you.
57
RECRUITING
58
RECRUITING
Edinboro University observes the recruiting regulations of the NCAA regarding student-athletes. Each coach has a copy of the rules and regulations of the NCAA policy manual and will be responsible for adhering to them. If there are any questions regarding these rules, please contact the Athletic Director or Associate Athletic Director.
The following guidelines regarding recruiting procedures must be followed:
COACHES RECRUITING TRAVEL:
1. A Request for Travel form must be completed before travel. A Travel Advance Form may be completed to receive advances for meals, lodging, and travel. Forms will not be accepted if they are not properly completed. Please allow ten working days to process forms. (see State Travel section)
2. All receipts must be accurately kept regarding money spent on motels, gas, game tickets, etc.
3. Immediately upon return, a Travel Expense Form should be completed with all receipts (and left over money attached if you received an advance) to be turned into the Athletic Director’s Secretary. (See State Travel section)
4. As mandated by NCAA legislation, all Division I and II coaches are required to take a certification exam. These exams will be administered according to NCAA/PSAC guidelines.
PERSPECTIVE STUDENT-ATHLETE RECRUIT TRAVEL:
1. To request reimbursement for expenses for a perspective recruit, a Direct Pay Form should be completed with all original receipts attached and given the Athletic Director’s secretary.
2. To request payment for expenses to a vendor for a perspective recruit, a Direct Pay should be completed with original invoice attached and given the Athletic Director’s secretary.
3. Athletic Meal Passes are available in the Athletic Director’s secretary office. The passes may be used for recruit meals at the University Dining Hall. You must include the following information: recruit name, sport account code, date and coaches signature.
RECRUITMENT OF STUDENT-ATHLETES
Edinboro University of Pennsylvania, its athletic department and staff, as well as those individuals termed representatives of athletics interest, adhere to all rules and
59
regulations as set forth in Bylaw 13 of the NCAA Constitution. Per NCAA rules and regulations, each coaching staff member is required to pass a certification examination, administered by a representative outside of the athletic department, before permission is granted to recruit off campus.
When recruiting potential student-athletes, the staff is required to adhere to not only all NCAA and conference regulations, but also to expected standards as established by the University. It is not permissible for a coach or student host to encourage, promote or condone the use of alcohol or illegal drugs at any time during the recruiting process.
The department IS NOT guaranteed any admissions slots at Edinboro University. All students, regardless of their association with athletics or not, have the same admission standards set forth by the University and it Admissions Office.
The coaching staff is encouraged to recruit the student-athlete who best fits the needs of their respective programs both financially and in terms of team unity. Each individual sport coach has a limit to the number of student-athletes they can recruit, due to budget constraints, but no coach is instructed to recruit, or not to recruit, a specific type of athlete to Edinboro University.
For information on complimentary tickets to recruits, see Scheduling; Procedure for Complimentary Tickets for Home Events.
NATIONAL LETTER OF INTENT POLICY
Edinboro University does utilize the National Letter of Intent (NLI) in securing prospective student-athletes. The Pennsylvania State Athletic Conference (PSAC) oversees the overall operation of the NLI.
Currently, Edinboro University does not have a policy that requires University admissions office personnel review the academic qualifications of the prospective student-athlete (PSA) prior to our coaches seeking to sign that PSA to an NLI. With a limited number of admissions personnel available to administer such a task, this is logistically impossible at this time. Instead, our University coaches are responsible to adhere to all University admissions standards when reviewing the academic transcript, credentials and test scores of the PSAs they recruit. If there is any question or concern about admitting a PSA, the coaching staff has a direct liaison (assistant director of admissions) that will advise them as to the admission possibilities of that PSA.
As stated previously, our coaches know that no student is guaranteed admission to Edinboro University. Athletics does not get slotted spots for admission to the school.
60
RECRUITING PERIODS
There are four recruiting periods; one of these will always be in effect:
Contract PeriodEvaluation PeriodQuiet PeriodDead Period
Please refer to the chart below for assistance in determining the types of activities permissible during the appropriate periods.
CONTACT EVALUATION QUIET DEADPhone Calls Yes Yes Yes YesWritten Correspondence Yes Yes Yes YesEvaluations Yes Yes No NoOfficial/Unofficial Visit Yes Yes Yes NoOff Campus Contact Yes No No No
MAILINGS
Recruiting materials may be provided to a prospect (including general correspondence related to athletics) starting June 15 immediately preceding prospect’s junior year in high school (Bylaw 13.4.1).
SPECIFIC RESPONSIBILITIES
Athletic compliance: responsible for the following areas which include, but are not limited to:
Evaluate the dates on which recruiting materials are distributed to prospective student-athletes.
Ensure established procedures are followed by coaching staff.
NCAA INITIAL ELIGIBILITY CENTER
The certifying process is now being done by the NCAA Initial Eligibility Center (IEC). When recruiting, coaches are encouraged to take NCAA forms to each school they visit. If they have questions or need clarification, they can call the Associate Athletic Director’s Office for assistance. The compliance officer must be given a lists of recruits to submit to the IEC. This should be done as early as possible.
Coaches must submit a list of recruits that have committed to Edinboro University to the Athletic Office. This list should include correct spelling of the athlete’s name, date of birth, high school graduation date, high school, city, and state. Do not wait until your
61
recruiting is over before submitting a list. This will avoid a massive amount of paperwork and will assist admissions in the certifying process.
WALK ONS
If they are freshman, they must apply to the NCAA IEC (www.initialeligibilitycenter.org); if they have been at Edinboro or are considered upperclassman; satisfactory progress requirements must be checked (24 hours) by the compliance coordinator to see if they would be eligible. They must also clear amateurism at the IEC.
Must present, proof of a minimum test score (68 ACT sum or 820) to the compliance coordinator. They can obtain this from their transcripts submitted to our Admissions Office per their initial application.
Must show proof of medical insurance to athletic trainers.
Must have a current physical.
Must fill out NCAA forms, including the Student Athlete Statement and the Drug Testing Consent Form as well as the attached walk-on form which requires signatures from the coach, compliance coordinator, and the athletic trainer.
62
NEW STUDENT-ATHLETE POLICY AND PROCEDURE
First and foremost, head coach interviews potential student-athlete, in person, and determines whether there is a spot open on his/her current roster and whether that student-athlete can be a benefit to the program. Once that is determined and affirmed, the coach signs the form below:
Head Coach or designee signature Date
After the coach has determined that the student-athlete will be part of the program, he/she will refer them to the compliance officer to talk with student and determine academic history and eligibility issues.
Compliance officer instructs student athlete (if they have enrolled in a collegiate institution on or after August 2007) to go through the initial eligibility center www.initialeligibilitycenter.org. This is currently a $75.00-$85.00 fee.
Compliance officer will also assess the student-athlete’s progress toward degree to determine the current eligibility for practice. It will also be determined at this time as to the pending and future eligibility of student-athlete to compete for the University.
Compliance Office or designee signature Date
Once the student-athlete is determined to be eligible to practice or compete, the student-athlete will be referred to Sports Medicine for insurance verification and also confirmation of a proven physical within the last six months. Once the student-athlete is cleared physically with insurance and proof of physical, then the head athletic trainer or designee will sign off.
Head Athletic Trainer or designee signature Date
The student-athlete will then sign to confirm that he/she had met with the head coach, the compliance officer and the athletic trainer to complete this process.
Student-athlete signature Date
Route back to head coach; final copies for coach, compliance officer, and athletic trainer.
63
ADMISSIONS PROCEDURES
Due to the volume of applications being processed annually by the Admissions Office, the following procedures/guidelines should make the response to prospective student-athletes as timely as possible.
1. Necessary application documents:a. completed application form (all questions fully answered); - students can
apply on-lineb. $30 application fee; list of “accepted” fee waivers:
“Early Advantage” students Academic Sports League Those who qualify for SAT/ACT fee waiver Home school students Those students who transfer under Academic Passport CONAP students GECAC students identified as Educational Talent Search or
Upward Bound Programs Those identified as students of color (African American and
Hispanic/Latino) Those students who participate in the SSHE Partnership Programs,
i.e., Philadelphia Partnership Art Smart students Students who have an Admissions Office visit
c. official high school transcripts (and college, if applicable);d. SAT/ACT scores.
2. Criteria reviewed:a. college major requested;b. high school curriculum;c. individual subject grades;d. overall GPA;e. class rank;f. SAT/ACT score;g. Supplemental information (awards, activities, attendance, letters of
recommendation, part-time jobs).
3. Length of admission process:After of all items listed in #1 are received, to the point of response, is three weeks or less. The student will receive a letter of acceptance, denial or request for additional information (e.g., updated senior grades, retake of SAT/ACT, change of major, etc.).
4. Typical freshman/transfer profile:The majority of freshmen are in the upper 3/5 of their graduation class, have a 2.5 average, SAT score range of 900-1100 (19-24 ACT) and are active in
64
school and community. The transfer student should have a minimum 2.0 GPA for consideration and the high school record should be above average.
5. Recruitment literature available:Viewbooks, brochures, and catalogs are available upon request from the Admissions Office. For large quantities, please make your requests two weeks before your recruiting needs.
6. Office/campus visits:Visits for prospective student-athletes and their parents are welcomed by the Admissions Office. However, it is imperative that you give two weeks advance notice. You may also wish to arrange for group visits/presentations.
7. NCAA certification:Initial NCAA eligibility is determined by the NCAA IEC.
8. It is the coaches responsibility to have all proper documentation required by the NCAA before a student-athlete makes an official visit.
NOTE: All official academic transcripts should be sent directly from the high school or previous college to the Admissions Office.
65
RECRUITING POLICY PROCESS
1. Each time a student-athlete hosts a recruit, they must sign an Athletic Student Host Regulation form (Form 3). If host money is given to the student-athlete host, they must also sign the Student Host Instruction/Receipt form (Form 4).
2. The head coach or designee (must be a full-time coach) is responsible for monitoring accurate recruiting records (preferably the Athletic Department recruiting folder). The Athletic Director, Associate Athletic Director and Faculty Athletic Representative will monitor recruiting records.
Form 1 must be signed by all Athletic Department personnel each year.
Form 2 must be signed by all student-athletes before they host a perspective student-athlete. This form should be signed after the student-athlete attended Recruiting 101 presented by an athletic administrator in the presence of the head coach.
Form 3 must be signed by the student-athlete host prior to hosting a recruit. Separate forms must be signed for each host/recruit.
Form 4 must be used by the coach when the NCAA permissible host money is issued to the student-athlete host.
66
Edinboro University Athletic DepartmentOfficial/Unofficial Visit Policy
1. All recruiting activities must abide by NCAA, PSAC and University rules and policies.
2. According to the NCAA handbook, 13.6.2 Academic Requirements for Official Visit PSAT, SAT, PLAN (or PACT Plus) or ACT Score, a member institution may not provide an expense-paid visit to a high-school or preparatory school prospect who has not presented the institution with a score from a PSAT, an SAT, a PLAN (or PACT Plus) or an ACT test taken on a national testing date under national testing conditions. The score must be presented in writing through an official high-school or testing-agency document or through the use of the applicable testing agency’s automated-voice system. A foreign or learning-disabled prospect who requires a special administration of the PSAT, SAT, PLAN (or PACT Plus) or ACT may present such a score on the approval of the appropriate academic requirements committee. Division I requires a transcript with test scores.
3. Appropriate Forms must be used for the travel reimbursement and to provide the funds to the host.
4. All Student Hosts must be educated by a coach and an athletic administrator (and sign the appropriate form) about his/her role and expectations. This orientation should include specific instructions as related to restrictions for official visits and policies relating to alcohol and drugs.
5. An Official/Unofficial Visit Itinerary and appropriate forms must be kept in the prospects student athlete file for review by the Athletic Director, Associate Athletic Director and/or Faculty Athlete Representative.
6. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty-one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
I have read the above policy, understand and agree to the above regulations.
Signature Print Name
Position Date
Form 1
67
Edinboro University Athletic DepartmentGuidelines for Hosting Recruits on Official/Unofficial Visits(Must be signed before a student-athlete may host a recruit)
Listed below are general guidelines for hosting a recruit on an official/unofficial university visit. You must read and review these guidelines with your recruiting coach. At the bottom of this page, please sign and date to confirm that you have read and understood the parameters set forth below:
1. I understand that as a host, I am representing Edinboro University Athletic Department. I will act with this in mind in the presence of the recruit I have been chosen to host.
2. I have read and signed the NCAA student host form and will abide by all NCAA rules that govern hosting a recruit.
3. I will abide by all rules set forth by Edinboro University in the student athlete handbook and the university code of conduct. I understand that as a guest on our campus, the recruit I am hosting must also abide by these rules.
4. As a host of a prospective student athlete (recruit), it is my responsibility to accompany my recruit at all times. It is also my responsibility to personally check him/her back into his place of residence, after hosting the student athlete.
5. As a host, I have a role in determining whether or not a recruit is a good fit for our athletic program and our university. I understand that the time spent with my recruit during the official visit is an important part of this process and character evaluation.
6. I understand that any violation of the above policies will be met with severe consequences that could include the loss of my scholarship and/or suspension from the team.
7. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty-one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
I certify that I have read, understand and agree to the above regulations.
Student-host signature Student-host printed name Date
Coach’s Signature Coach’s Printed name Date
Athletic Administrator’s Signature Athletic Administrator’s Printed Name Date
Form 2
68
Edinboro University Athletic DepartmentIntercollegiate Athletics Student Host Regulations
(To be completed prior to performing any host responsibilities)
Student Host ________________ Sport___________ Prospect Date/Time of Arrival Date/Time Departure __________________
Serving as a student host is an important service to Edinboro University Athletic Department and your team. Appropriate conduct is required of you by institutional, conference, and NCAA regulations.
A. You must be enrolled as a full time student at Edinboro University. If you are a freshman student, you must have been certified as a qualifier.
B. Funds may be provided to cover entertainment expenses for yourself, the prospect and the prospect’s legal guardians or spouse.
C. No cash may be given to the visiting prospect.D. You may not use student-athlete host money to purchase, or otherwise provide the
prospect with gifts of value (e.g. souvenirs or clothing). Funds may not be used to buy alcoholic beverages or drugs, nor shall a prospective student be taken to, or stay at, any function where alcohol/drugs is present.
E. On the Edinboro University campus, representatives of Edinboro University athletic interest (ex. Boosters) are also allowed to be involved in recruiting prospects. (Division II Only)
F. You may not use vehicles provided, or arranged for, by an institutional staff member or booster. You may not transport the prospect or anyone accompanying the prospect more than 30 miles from the campus.
G. The prospect is not permitted to take part in any athletic activities related to the sport for which they are being recruited unless a NCAA/PSAC approved tryout is arranged by the coach.
H. You may receive a complementary admission (not a hard ticket) when accompanying a prospect to a campus athletic event.
I. You are responsible for submitting a Student Host Expense Request Form. This should be accomplished on the day following the visitation.
J. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty-one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
K. Contact your coach in case of emergencies.
Signature Date
Print Name
69
Form 3
Edinboro University Athletic DepartmentRECRUITING – STUDENT HOST RECEIPT
Student Host: Sport:
Prospect:
Acting as a student host is an important service to the institution and the Athletic Department. Appropriate conduct is required of you by the institution, conference and NCAA standards.
1. You must be enrolled at this institution. If you are a freshman student at a Division I or II institution, you must have been a high school qualifier.
2. Only you shall be provided money with which to entertain only yourself, the prospect, the prospect’s parents (legal guardians) or spouse. Other students may assist with hosting the prospect but shall pay for their own entertainment.
3. A maximum of $30 per day may be provided with an additional $15 per day for each additional prospect entertained by you.
4. No cash may be given to the visiting prospect or anyone else.5. You may not use entertainment funds to purchase, or otherwise provide the prospect
with, gifts of value (example: souvenirs or clothing).6. You may not use vehicles provided or arranged for by an institutional staff member or
booster of the athletics interests.7. You should not allow recruiting conversations to occur, on or off campus if Division I and
off campus if Division II, between the prospect and a booster of the athletic program. (If an unplanned meeting occurs, only an exchange of greetings is permissible.)
8. A prospect visiting a member institution may participate in physical workouts or other recreational activities during a visit to an institution’s campus provided such activities are not organized or observed by members of the Athletic Department’s coaching staff and are not designed to test the athletic abilities of the prospect.
9. You may receive a complimentary admission (not a hard ticket) when accompanying a prospect to a campus athletic event.
I certify that I have read the above instructions and hereby acknowledge the receipt of $
for the purpose of hosting the above names prospect(s) on the date(s) of
Head Coach Date Student Host Date
Athletic Director Date
70
Form 4
Sample Notification Letter for a Division I or II ProspectMaking an Official Visit
[name of institution]
date
student nameaddress
Dear ,
We are very pleased that you have chosen to make an official visit to our campus to evaluate our academic and athletic program. Because it is an official visit, we will pay for your expenses.
NCAA regulations require that we inform you in writing before your scheduled visit that you may make a maximum of five expense-paid visits to institutions that are in Division I or II. You cannot make more than one expense-paid visit to any institution. (You can make as many visits on your own as you wish; however, only one per institution and a total of five can be official, expense-paid visits.) NCAA rules also require that you limit your visit to 48 hours from the time you arrive on campus and that entertainment can be provided only to you, your parents (or legal guardians) and your spouse.
We are eager to see you! We hope that you will enjoy your visit to our campus.
Sincerely,
71
Sample Itinerary for Official Visit
Prospect Sport
Arrival date Time Departure date Time
Dead-period dates for sport
Method of travel: Air Car Train/Bus Other
Recruiting coach Student host
Accompanied by others? Yes NoIf Yes: Name Relationship to prospect
Complimentary admissions:Event Persons attending
Day 1Meals Time Location CostBreakfast
Lunch
Dinner
Time Activities and meetings
72
Sample Itinerary for Official Visit
Day 2Meals Time Location CostBreakfast
Lunch
Dinner
Time Activities and meetings
Day 3Meals Time Location CostBreakfast
Lunch
Dinner
Time Activities and meetings
NOTES:
73
Sample Record of Official Visit
Prospect Sport
Address
City State ZIP
Telephone: Social Security No.
High-school senior at (school) (city, state)
High-school graduate at (college or university) (city, state)
Arrival date Time Departure date Time
Date Five-Visit Limitation Letter sent to prospect:
Official Visit Before Early Signing Period certified by the initial-eligibility clearinghouse
(Division I)? (Y/N)
Official Visit Subsequent to Early Signing Period (Y/N) If yes, complete next three lines
Reported score: PSAT SAT PLAN (or PACT Plus)_ ACT Date took/Score received: / Date academic transcript received:
Others accompanying prospect on visit:
Parent(s)_
Other (describe relationship)
Transportation provided:
Air $
Car Mileage ( miles at /mile) $
Train/Bus $
Other (describe) $
74
Meals (itemize with costs; include persons served):
Total cost of meals $
Lodging:
Off campus Cost $
On campus Cost $
Persons receiving accommodations:
Total: Transportation, meals, accommodations $
Reimbursement to prospect: $
Student host:
Entertainment provided:
Complimentary admission (list date, event and persons)
Tour of facilities
Other (list date and activity)
Transportation used by host and prospect (list make of vehicle and ownership)
75
Signature of prospect Date Signature of student host Date Signature of recruiting coach Date Signature of head coach Date
Attach itemized receipts to this form.
NOTES:
76
GUEST PARKING PERMITS
Guest parking permits are available through Cindy Seth or Peggy McMillan. You must allow at least one day for processing. We cannot obtain a guest parking permit on the same day as the visit. All guest must have a parking permit. If you are unable to get a pass through Cindy or Peggy, your guest must stop the Campus Police to obtain pass. Use the form below to obtain a guest parking pass.
Coach/Staff Name:
Date Permit Needed: # of Days:
Guest Information:
First Name Last Name
License Plate # State
Car Information:
Year
Make
Model
Color
77
ATHLETICCOMPLIANCE
78
COMPLIANCE STATEMENT
Edinboro University’s reputation is one of upholding the highest degree of academic and athletic integrity. This adherence continues when all members of the University continually comply will all rules and regulations.
Edinboro University, its athletic department staff, coaches and student-athletes as well as those individuals termed representatives of athletic interest, will adhere to all rules and regulations as set forth by the University, the National Collegiate Athletic Association (NCAA), and the Pennsylvania State Athletic Conference (PSAC) and by any governing body of which it is a member.
DISSEMINATION OF RULES EDUCATIONMATERIALS/INTERPRETATIONS
Procedures
At bi-weekly Coaches’ meetings, materials are handed out in hard copy keeping them abreast of any rules and regulation changes in the conference and on the national level.
Input gathered from coaches concerning conference and NCAA legislation.
Role of the Compliance Officer enhanced by mandating him/her to have an NCAA rules education session at each coach’s meeting.
Information must be produced to educate all coaches on staff. We are Division I in wrestling and Division II in all other sports.
All interpretations from the NCAA or the PSAC are put in writing from the Compliance Officer to the respective coaches. These interpretations, when received from the national office, are then forwarded via e-mail to the coaches with the athletic administration copied on the correspondence.
CERTIFICATION OF ELIGIBILITY AND COMPLIANCE INITIATIVES
The athletic department has increased the use of campus constituents in the monitoring of initial eligibility standards and satisfactory progress requirements.
Enhance role of the Admissions office liaison in monitoring application progress of all potential student-athletes. A representative of the Admissions office has a continuous relationship with our coaching staff in monitoring established admission standards. No athletes have ever been granted slots from the Admissions office and this practice continues at Edinboro University.
79
Admissions Office continues to certify all transfer students. This has always been past practice but now the office is using a ‘transfer evaluation form’ which was constructed by the Compliance officer to better monitor the process. This was done simply by e-mail in the past. A representative of the Admission Office is now titled Coordinator of Transfer Evaluations and this is who the compliance office will work with in determining the eligibility of all transfer student-athletes.
Enhanced role of the Office of Records and Registration in the certifying of athletic eligibility. Spot check of CAi forms by the registrar or a representative as a backup to the compliance officer in the certifying of eligibility of student-athletes.
Compliance officer’s expanded use of CAi to include the financial aid/travel squad aspect. Travel squads and equivalency reports distributed to campus constituents (financial aid representatives and select members of the compliance committee) for review and accuracy.
COMPLIANCE PLANNER
July/August
Meet with each head coach prior to campus arrival and collect anticipated team rosters.
Progress reports on NCAA clearinghouse information for freshmen and also satisfactory progress standards for returning student-athletes.
Conduct initial meeting with student-athletes to fill out required NCAA forms prior to the first date of competition.
File signed forms of eligible student-athletes. Signatures required include: Athletic Director, Associate Athletic Director/Compliance Coordinator and head coach.
File international student-athlete forms when applicable. Monitor playing and practice seasons of the fall sports as established by the
respective coaches. Filing (ring bind) of historical questionnaires from student-athletes (mailed to
athletes in June). Secure and route financial aid materials for athletic scholarships.
September
Continue to monitor roster changes. After the beginning of classes, maintain the monitoring of full-time enrollment;
new system built in at University to inform compliance coordinator each morning electronically.
Compiling of NCAA compliance forms for walk-ons.
80
Compiling of historical questionnaires (current and walk-ons). Continue to monitor materials centering on official visits Check practice logs. Check recruiting logs and folders. Follow up on all financial aid issues with financial aid office and its athletic liaison. Continue to monitor playing and practice seasons.
October
Continue to monitor roster changes. Continue to confirm full-time enrollment. Initial meeting with student-athletes of winter sports to fill out proper NCAA forms. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders. Monitor mid-term grades; projection list for coaches of student-athletes on
academic probation or suspension.
November
Review Letter of Intent procedures and information with coaching staff. Continue to monitor any roster changes. Compile participation lists for fall sports; to be submitted to the conference office. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders. Review NCAA legislation in preparation for the convention. Athletic Director and Vice President confirm University’s voting procedures and
stance with the University President.
December
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders. Confirm eligibility status of student-athletes after the posting of grades. Confirm, if necessary, any winter term participants. Check six-hour rule. Compliance committee meeting.
January
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes.
81
Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders. Check transfer status of any mid-year transfers. Monitor official visits.
February
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders.
March
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders.
April
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders.
May
Continue to monitor any roster changes. Continue to confirm full-time enrollment status of student-athletes. Continue to monitor playing and practice seasons. Check practice logs. Check recruiting logs and folders. Collect student-athlete participation records for submission in June.
June
Submit compliance forms to conference office:o Participation gridso Scholar-athlete formso Squad lists and equivalency reports
Update compliance manuals and forms. Update booster information in hard copy form and on line.
82
Mail brochures to boosters. Compliance committee meeting.
SELF-REPORTING NCAA VIOLATIONS
NCAA states that each institution shall comply with all applicable rules and regulations of the Association in conduct of its intercollegiate athletics programs. It shall monitor its programs to assure compliance and to identify and report to the Association instances in which compliance has not been achieved. In any such instance, the institution shall cooperate fully with the Association and shall take appropriate corrective actions. Members of an institution’s athletics shall comply with the applicable Association rules, and the member institution shall be responsible for such compliance.
Philosophy of Self-Reporting Rules Violations
An important aspect of NCAA compliance is the self-reporting of secondary rules violations. At some point, violation of NCAA rules and/or regulations will occur. Self-reporting these violations reflects a solid program of institutional control.
Secondary violations result in minor, if any, penalties, especially if they are infrequent and correctable. Therefore coaches and athletics staff should take a proactive stance in reporting such violations. Self-reporting is important for several reasons. Immediate awareness of a possible violation provides an opportunity for the department to correct the situation before it develops into a major infraction. Immediate awareness also identifies areas that can be addressed in departmental policy and/or continuing education programs. Unidentified problems, on the other hand, cannot be corrected.
Depending on the nature of an alleged violation, a speedy, objective and thorough investigation will be completed by the Director of Athletic Compliance. In some instances, the Athletic Director and/or Faculty Athletic Representative may be involved in the investigative process.
In the event of an alleged violation investigation initiated by NCAA enforcement staff, the athletics department, university staff, student-athletes and any representatives of athletics interests who may be involved or called on, are to cooperate fully with investigators. When appropriate, the institution will conduct its own investigation simultaneously and will turn in all pertinent finds to the conference or NCAA investigators.
Types of Violations
Once a violation has been discovered, it is categorized as a “major” or “secondary” violation. All major violations are reported directly to the NCAA enforcement and all secondary violations are reported to the LSC office.
83
All violations other than secondary violations are major violations, specifically including those that provide an extensive recruiting or competitive advantage.
A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit. Multiple secondary violations by a member institution may be collectively considered a major violation.
Once a violation is determined to be a secondary violation, it must be categorized as a Level I or Level II secondary violation. NCAA Level I and Level II secondary violations are to be submitted to the LSC office as they occur and are discovered. These submissions shall be completed online. Violations will be processed by the LSC office and reports will be forwarded to the NCAA Enforcement Staff and/or NCAA Student-Athlete Reinstatement for adjudication (LSC Compliance Operating Guidelines).
Procedures for Reporting NCAA Violations
In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules shall be investigated. Information concerning alleged violations will be forwarded to the Director of Athletic Compliance who will examine the situation and communicate with the Athletic Director and the Faculty Athletic Representative. When it is determined that a violation of the rules has occurred, Edinboro University will report the violation and correct the situation that led to the problem.
Reporting a ViolationAny individual (e.g., athletic department staff member, student-athlete, university employee, representative of athletics interest, member of the community) may report an alleged, rumored or suspected violation. The report of an alleged, rumored or suspected violation may be submitted verbally or in writing. Any individual may report an alleged violation anonymously via email or text.
To Whom Shall an Alleged Violation be ReportedIf an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the Director of Athletic Compliance of the violation immediately.
Individuals other than athletic department staff members may report all alleged violations to any or all of the following persons:
- The Director of Athletic Compliance (DAC)- The Athletic Director (AD)- The Assistant Athletic Director (Assistant AD)- Senior Woman Administrator (SWA)- The Faculty Athletic Representative (FAR)
84
Conducting an Investigation of an Alleged ViolationThe DAC is responsible for conducting investigations into alleged Level II violations to be assisted by the FAR, AD and President if needed. The Athletic Director is responsible for overseeing institutional investigations. The Athletic Director may request the assistance of the FAR and the university’s legal counsel to conduct or to assist in the conducting of any investigation into alleged violations.
The infractions committee shall be comprised of individuals who are knowledgeable in the area(s) in which an alleged violation(s) has/have taken place. These individuals shall not be involved in the alleged violation(s).
The Athletic Compliance Office shall maintain a written record of all alleged violations. The record shall consist of the following:
- Date that the alleged violation was reported and by whom (if not reported anonymously).
- Detailed summary of the nature of the alleged violation, including the names of all persons involved in the alleged violation.
- Chronology of actions taken by the university in the investigation of the alleged violation.
- Rationale for concluding whether the allegation was or was not determined to be a violation of NCAA regulations.
- If a violation has occurred, the DAC will keep on file a copy of the report of the violations and subsequent correspondence with the conference and the NCAA staff. The Faculty Athletic Representative will be notified of the violation.
- The Athletic Compliance Office will maintain all reports of alleged violations and confirmed violations in the office’s permanent files.
Finding a Violation OccurredIt shall be the responsibility of the Director of Athletic Compliance and/or the Faculty Athletic Representative to assess the evidence and determine what weight and credibility will be given to the alleged violation. The Director of Athletic Compliance and/or Faculty Athletic Representative shall determine that a violation occurred whenever the evidence, considered as a whole, establishes the occurrence of the violation.
SanctionsInstitutional staff members found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, whether such violation occurred at the certifying institution or during the individual’s previous employment at another member institution (Bylaws 11.1.2).
The head coach of each sport is responsible for the actions of his/her coaching
85
staff, and will be included on all rules violations and administered sanctions for the respective sport (Bylaw 11.1.2.1).
Level II ViolationsThe Director of Athletic Compliance will head the investigation unless otherwise noted.
- First offense: Memo of reprimand- Second offense: Memo of reprimand and an extra hour of compliance
education.- Third or more offense: Memo of reprimand and review and
recommendations by EUP’s Infractions Committee.
Level I ViolationsThe Director of Athletic Compliance will head the investigation and the
EUP’s Infractions Committee will be immediately notified and involved.
Whom to Call with NCAA QuestionsFor questions regarding NCAA rules, please contact the Athletic Compliance Office before doing something that may jeopardize a student-athlete’s eligibility to participate in intercollegiate athletics. Do not be afraid to ask! Please contact: Todd Jay 732-1835 j [email protected]
orBruce Baumgartner 732-1823 [email protected]
RULES EDUCATION
Rules InterpretationsTo request an interpretation, an individual must submit written or emailed request to the Director of Athletic Compliance. The DAC will research the questions using the NCAA Division II Manual (Division I wrestling), the Legislative Services Database, the PSAC, and the NCAA. The DAC will respond in writing with the official interpretation from the NCA to the individual who requested the interpretation, and if applicable., to the entire athletic department. All requests and responses will be kept on file by NCAA Bylaw in the Athletic Compliance Office.
Proposed LegislationIn August the NCAA will post the Initial Publication of Proposed Legislation. It is the responsibility of the Director of Athletic Compliance to provide the Faculty Athletic Representative with a copy. The DAC shall be available to answer any questions that may arise. The DAC and FAR are encouraged to attend the Student-Athlete Advisory Committee meeting used to review and vote on the second publication of proposed legislation. The FAR will present the faculty’s perspective on the proposed legislation, and the DAC will answer any questions regarding current legislation.
NCAA Regional RulesRepresentatives with compliance responsibilities from Financial Aid, Admissions and
86
the Registrar’s Office should attend the NCAA Regional Rules Seminars each year as budgets allow. When representatives are unable to attend, the DAC is responsible for providing these individuals with the necessary information and support received from the NCAA Regional Rules Seminar.
87
ELIGIBILITY
88
Academic Probation and Suspension
A minimum cumulative grade point average (GPA) of 2.00 is required of undergraduate students to be in academic good standing, and is required of students to graduate from certificate, associate degree and baccalaureate degree programs.
Any first semester degree seeking student (freshman or transfer) earning a cumulative GPA of less than a 1.00 at the end of their first semester will be placed on Academic Probation.
Any first semester degree seeking student (freshman or transfer) who earn between a 1.00 and 1.99 cumulative GPA will be placed on Academic Warning for the following semester or summer session for which they are enrolled. Students are permitted only one semester of Academic Warning.
Should the cumulative GPA of any student who has received an Academic Warning fall below 2.00, the student will be placed on Academic Probation for the subsequent semester, summer or winter session. Other students whose cumulative GPA falls below a 2.00 they will be placed on Academic Probation for the subsequent semester, summer or winter session.
If a student on Academic Probation should earn a semester GPA above 2.00 without their cumulative GPA reaching a 2.00, they will continue in Probationary status. The status will continue for each semester, summer or winter session until their cumulative GPA reaches 2.00.
Any student on Academic Probation who has failed to meet both the 2.00 semester and 2.00 cumulative GPA standards will be placed on Academic Suspension from the University for a minimum of one semester.
Students on Academic Warning or Academic Probation may attend summer sessions.
Academic suspensions cannot be served during summer or winter sessions.
Academically suspended students may enroll in summer or winter sessions only with permission of the Dean. Academically suspended students may repeat failed coursework at another college or university with permission from their Dean. Academic standing (good, probation, suspension) may be adjusted according to performance in summer or winter sessions.
PROCEDURE
Any student admitted to the University on academic probation status, whose first semester cumulative GPA is below the 2.00 standard will be on academic probation. Academic Probation is a serious warning to students that it is
89
incumbent upon them to improve their cumulative GPA to avoid academic suspension or to meet graduation requirements. All students on academic warning or probation shall participate in the services provided by the Academic Success Center.
Students are informed of academic warning, probation or suspension at the end of each semester.
Undergraduate students may repeat failed coursework at another institution. Students should utilize a transfer articulator such as the PA TRAC. This transfer articulator will assist in course selections at a community college or another college/university for transfer back to Edinboro University. It is strongly suggested that students consult with their Academic Advisor or Dean prior to registering for classes.
Following completion of the coursework the student is instructed to have an official transcript sent to the Office of Records and Registration. If the student earns a grade of "C-" or better, the credits are added to the academic record; and if the student is repeating failed coursework, then the failed course at Edinboro is coded so as not to impact the student’s GPA.
Students who are reinstated following suspension for academic reasons must participate in the services provided by the Academic Success Center.. If they do not demonstrate satisfactory academic progress following reinstatement from suspension they will be suspended again. Normally students will not be reinstated after a second suspension.
Transfer student progress is determined the same as non-transfer students. The cumulative GPA for transfer students is computed using only hours attempted at Edinboro University.
When, in the judgment of the Provost and Vice President for Academic Affairs, extenuating circumstances prevail, exceptions to these standards may be made.
90
Academic Standards
Student Type Cumulative GPA at end of 1st Semester
End of Semester Academic Standing
New Freshman or Transfer ≥ 2.00 Good StandingNew Freshman or Transfer 1.00 to < 2.00 Academic WarningNew Freshman or Transfer < 1.00 Academic Probation
Continuing Student on Academic Warning ≥ 2.00 Good StandingContinuing Student on Academic Warning < 2.00 Academic Probation
Continuing Student in Good Standing ≥ 2.00 Good StandingContinuing Student in Good Standing < 2.00 Academic Probation
Continuing Student on Academic Probation ≥ 2.00 Good Standing
Continuing Student on Academic Probation Semester GPA > 2.00 and Cumulative GPA < 2.00 Academic Probation
Continuing Student on Academic ProbationSemester GPA < 2.00 and
Cumulative GPA < 2.00Academic Suspension
NOTES:
Cumulative GPA is calculated by dividing the quality points earned for all semesters by the number of GPA hours attempted for all semesters.
Semester GPA is calculated by dividing the total number of quality points received for the given semester by the total number GPA hours attempted for that semester.
REINSTATE APPEAL LETTER FROM SUSPENSION
Thank you for your interest in returning to Edinboro University of Pennsylvania. Because you were academically suspended at the conclusion of your last enrollment period, additional information is needed.
Please submit a letter of petition, which outlines the following:
a) Circumstance which caused your lack of academic success;b) What you have done in your time away from the University;c) What steps you are willing to take to insure your academic success;d) What are your long-range goals for your career.e) What major do you intend to be reinstated into.
91
This information will be used to assist the University in determining your reinstatement.
Please submit your letter by either:Email [email protected] or [email protected] orFax at 814-732-2130 orMail – Office of Records and Registration, 210 Glasgow Road, Edinboro, PA 16444 orIn-Person – Hamilton HallPlease include your current address, email and phone number on your letter.Address your letter to Timothy W. Pilewski, Registrar.
Feel free to contact (814) 732-5555, ext. 255 if you have questions concerning this matter.
NCAA ELIGIBILITY CENTER
All students initially enrolling at an NCAA Division I or II institution on or after August 1, 1994 as an entering freshman with no previous full-time college attendance must have their initial eligibility status determined by the Eligibility Center.
The Eligibility Center must certify international students the same as domestic students. Learning-disabled students and home-schooled students must register with the Eligibility Center.
All students initially enrolling at an NCAA Division I or II institution on or after August 1, 2007 must have their amateurism-eligibility status determined by the Eligibility Center.
Non-recruited and recruited student-athletes may practice for more than 45 days without final certification.
Specific Responsibilities
Athletic Compliance: Responsible for the following areas which include, but are not limited to:
Maintain the Institution Request List (IRL) for each sport sponsored by EUP. Communicate with the coaching staff what is missing or needed by the
respective prospective student-athletes. Ensure established procedures are followed by coaching staff.
Coaching Staff: Responsible for the following areas which include, but are not limited to:
Communicate with the DAC any updates to the respective sport’s IRL. Communicate with the prospective student-athletes what is missing or needed by
the NCAA Eligibility Center to complete the certification process. Ensure established procedures are followed by prospective student-athletes.
92
Any prospective student-athlete can be submitted to the Eligibility Center for a status check at any time during the recruiting process by submitting their social security number to the DAC.
Prospect Responsibilities:
Register with the NCAA Eligibility Center at http://initialeligibilitycenter.org. Request that testing agency send scores to the NCAA Eligibility Center (code
9999). Confirm that high school has sent 48-H form and request that an official transcript
be sent to the Eligibility Center (from each high school attended). After graduation, request an official, final transcript with proof of graduation be sent to the Eligibility Center.
Fill out the amateurism questionnaire and request final authorization by the first day of practice or the first day of class, whichever occurs first.
High School Responsibilities:
Complete/update the 48-H form and submit to the NCAA Eligibility Center. Submit official transcripts of prospective student-athletes to the NCAA Eligibility
Center.
ELIGIBILITY FOR PRACTICE
At the beginning of each academic year, the Director of Athletic Compliance will meet with each team at a time that is scheduled with the Head Coach. In this administrative meeting, the student-athlete, under the supervision of the DAC will complete paperwork required by the NCAA and Edinboro University.
NCAA Compliance Paperwork Student-Athlete Statement Drug Testing Consent Form HIPPA/Buckley Amendment Consent Waiver/Form Eligibility Form – International Student-Athlete
Edinboro University Compliance Paperwork Edinboro University Drug Testing Consent Form Emergency Contact List Insurance Form Pre-Season Physical Examinations
Any student-athlete (including walk-ons) who does not complete a pre-season physical exam scheduled by the athletic department is financial responsible for completing a physical BEFORE permission to participate will be granted. The DAC will provide the
93
athletic training staff and head coaches a list, by team, of individuals who are eligible for practice.Full-Time Enrollment
To be eligible for practice or competition, student-athletes must maintain full-time enrollment of 12 undergraduate hours per semester (9 graduate hours per semester) unless in the last semester and needing less than 12 hours to graduate. All student-athletes are “coded” in the university student records system preventing their dropping below full-time status without proper authorization. However, various times throughout the semester, some student-athletes may “slip through the cracks.” It is the DAC responsibility to ensure that the student-athletes understood dropping below full-time status renders ineligibility. The DAC will pull a report daily to ensure all student-athletes are maintaining full-time enrollment status.
Procedure for Dropping a Class
After the schedule change time period has ended, a student-athlete must receive permission (signature) from their head coach or the Director of Athletic Compliance before dropping classes. If a student-athlete drops a class without permission, he/she may be deemed ineligible for practice or competition.
Participation Before Certification
If a recruited or a non-recruited new student-athlete at EUP for athletics participation before their academic and/or amateurism record has been certified, the student-athlete may participate in countable athletically related activities, but not compete, for a maximum of 45 days consecutive calendar days. After this 45-day period, the student shall have established the minimum eligibility standards required for practice in order to continue participation in countable athletically related activities, otherwise all participation must stop immediately. An academic record includes, but is not limited to, acceptance to EUP and receipt of official transcripts from all previous institutions.
Eligibility for Competition
Academic eligibility certification will occur in the fall of each academic year. Only those student-athletes who are not academically eligible in the fall will be certified in the spring, provided they have gained academic eligibility.
Freshman Eligibility
The Eligibility Center will determine the academic and amateurism certification of all incoming freshman.
The Eligibility Center must certify international students to the same standards as domestic students.
Transfer Eligibility
Official transcripts from all previous institutions must be submitted to the Admissions 94
Office before any transfer will be permitted to compete. Transferrable hours and GPA used to determine academic eligibility will be determined by the Admissions Office and the Office of Records and Registration.
Two-Year College Transfer
The basic transfer rule requires that transfers serve a one-year residency at the certifying institution. If two-year transfers meet specific criteria, they may be eligible for competition in their first year of enrollment at EUP.
Two-year college transfers who have not previously attended an NCAA Division I or II institution must register and request final certification of their amateurism with the NCAA Eligibility Center.
Please refer to Bylaw 14.5.4 for the two-year college transfer requirements.
Four-Year College Transfer
The basic transfer rule requires that transfers serve a one-year residency at the certifying institution. If four-year transfers meet specific criteria, they may be eligible for an exception or waiver.
Four-year college transfers who have not previously attended an NCAA Division I or II institution must register and request final certification on their amateurism with the NCAA Eligibility Center.
Please refer to Bylaw 14.5.5 for the four-year college transfer requirements.
Continuing Eligibility
The continuing eligibility of returning student-athletes will be determined by the certifying officer. The certifying officer will determine the continuing eligibility during the completion of the first four full-time semesters of a student-athletes academic career.
TEAM ROSTERS
Submitting Roster
It is the responsibility of the Head Coach of each sport to submit preliminary rosters to the Director of Athletic Compliance no later than June 1. The preliminary rosters should include a banner ID # and NCAA ID.
Adding Student-Athletes to Roster
95
If the coaching staff wants to add a student-athlete to the roster AFTER the team compliance meeting at the beginning of the year, the student-athlete must go through the authorization process.
The Head Coach should initiate this process when he/she adds a student-athlete to the team. The individual should not be allowed to participate in activities until the DAC and the Head Athletic Trainer have signed the Practice Authorization Form and a signed copy has been returned to the Head Coach.
Under no circumstances should an individual be allowed to participate in any supervised activities until this form and all other paperwork (including physicals) have been completed. This information is also vital for determining eligibility for practice and competition.
Dismissals and Withdrawals
Once rosters have been submitted and/or eligibility has been certified, individuals who voluntarily withdraw from the team as well as individuals who are dismissed from the team must sign the Withdrawal/Dismissal form.
The Head Coach, upon withdrawal or dismissal of a student-athlete, should initiate this process. The form should be completed and signed by the student-athlete and Head Coach. The form should be forwarded to the individuals listed on the bottom of the form.
Under no circumstances should an individual cease to be a member of a team without written notification to the DAC. A completed Withdrawal/Dismissal form is required for all student-athletes who cease to be a member of an athletic program. This is vital information for the NCAA squad list and drug testing as well as student records. Written notification should be submitted to the DAC within 24 hours of the withdrawal/dismissal.
REQUESTING A NATIONAL LETTER OF INTENT
Specific Responsibilities
Athletic Compliance: Responsible for the following areas which include, but are not limited to:
Upon receiving a the New Athletic Scholarship Request Form and transcripts from the head coach, add the prospective student-athlete to the respective sport’s IRL with the NCAA Eligibility Center (Bylaw 13.9.1) if not done already.
DAC processes NLI. Secure the signature of the Director of Financial Aid and the head coach on the
EUP Athletic Aid Agreement. Sign the EUP Athletic Aid Agreement.
96
Send the National Letter of Intent letter with the NLI Agreement, the EUP Athletic Aid Agreement and the EUP Student-Athlete Information Sheet. This information may be sent by mail, fax, or email. If mailed, two copies of each the NLI Agreement and the EUP Athletic Aid Agreement will be sent with a return envelope.
When mailing send 2-Day Air using UPS in order to track the mailing unless otherwise requested by the coaching staff.
If faxing or emailing, save original documents for original signatures. Save the fax confirmation page and the outgoing email message for documentation.
Upon receipt of the faxed copy of the NLI and EUP Athletic Aid Agreement, copy and mail to the LSC office within 21 days.
Communicate with Athletic DAC and coaching staff, names of all prospective student-athletes approved for publicity.
DAC communicates to coaching staff and missing paperwork regarding the NLI and EUP Athletic Aid Agreement.
DAC communicates to the prospective student-athlete, head coach, and conference office any null and void or invalid NLI agreements.
DAC ensures established procedures are followed by coaching staff.
Coaching Staff:
Responsible for the following areas which include, but are not limited to:
For a National Letter of Intent (NLI) to be sent, a New Athletic Scholarship Request Form must be submitted to the DAC for each individual. If the NLI is to mailed to an address other than the home address (e.g., high school, ect.) this address must also be indicated on the form. If the NLI is to be faxed, a fax number must be submitted.
The Director of Athletic Compliance will type up all NLI and athletic aid agreements.
Coaching staff members are expressly prohibited from personal contact with media representatives at the site of the signing or at any other prearranged site when a prospect signs the NLI (Bylaw 13.10.7.2). Institutional staff members may not deliver the NLI, attend off-campus signing or other activities related to the signing of the NLI.
Prospects may sign the NLI on campus as long as the media is not present and parents or guardians are available to sign when necessary.
STUDENT ELIGIBILITY
Student-athletes are declared eligible to compete in intercollegiate athletics at Edinboro University when they:
1. Have completed the required NCAA and Edinboro University eligibility forms.
97
2. When they have met the requirements of NCAA Bylaw 14.3.1 (entering freshmen).
3. Are cleared by the NCAA Initial Eligibility Center (entering freshmen).
4. Have met all satisfactory progress requirements (ongoing students).
5. Have met all University requirements of the Drug Screening, Testing, and Education Program.
The required NCAA eligibility forms are administered by the Associate Athletic Director at the first team meeting of each sport.
Individuals who have previously participated in athletics at Edinboro University, and who have missed the first team meeting, must see the Associate Athletic Director to complete the required NCAA forms. They are declared “ineligible” to compete until these forms are completed.
Freshmen WALK-ONS (non-recruited) must have met all the requirements of Bylaw 14.3 as certified by the IEC. It is the student’s responsibility to be cleared by the IEC.
ELIGIBILITY – PROGRESS TOWARD DEGREE – FULFILLMENT OF CREDIT-HOUR REQUIREMENTS – SIX CREDIT HOURS
This latest legislation shall require the University to being certifying completion of the 6-hour requirement for transfer students, continuing students and students first entering a collegiate institution on or after August 1, 2005 for hours earned in the 2005 fall semester.
Every student-athlete must successfully complete at least six-semester hours in the previous regular academic TERM of full-time enrollment to be eligible to participate in the next regular academic TERM. (We are on semester currently at Edinboro University.)
Example 1: Student-athlete is enrolled full-time and earns six hours in the fall term. This student-athlete would satisfy the requirement for competition in the spring semester.
Example 2: Student-athlete is enrolled full-time and earns four hours in the fall semester. This student-athlete would NOT be eligible for the following term.
Example 3: Student-athlete is enrolled full-time and earns five hours in the spring term. This student-athlete would NOT be eligible for competition in the fall term.
NOTE: Winter session and summer school hours may NOT be used to satisfy the 6-hour requirement. Although we can continue to use winter session and summer session classes toward the 24-hour regulations, they cannot be used in this case
98
because the NCAA is using the language of an “academic term” – as we are on semesters (fall and spring).
Shall be enrolled in a minimum full-time program of studies leading to a Baccalaureate or equivalent degree as defined by the regulations of the certifying institution.”
Edinboro University declares a full-time program of studies to be 12 semester hours of undergraduate credit or 9 hours of graduate credit.
NCAA Bylaw 14.1.7.1 (Full-Time Enrollment - Requirement Program 12-hour Requirement)
“At the time of competition, the student-athlete shall be enrolled in not less than 12 semester or quarter hours, regardless of the institution’s definition of a minimum full-time program of studies.”
Edinboro University declares a full-time program of studies to be 12 semester hours of undergraduate credit or nine hours of graduate credit.
NCAA Bylaw 14.1.7.1 Requirements for Practice or CompetitionTo be eligible for practice or competition, a student-athlete shall be enrolled in at least a minimum full-time program of studies leading to a baccalaureate or equivalent degree as defined by the institution, which for purposes of this bylaw and its subsection shall not be less than 12-semester or –quarter hours, regardless of the institution’s definition of a minimum full-time program of studies.
NCAA Bylaw 14.1.7.1.1 Drop/Add CourseA student-athlete no longer shall be considered enrolled in a minimum full-time
program of studies (after dropping a course that places the student below full-time status) when the dropped course becomes official.
NCAA Bylaw 14.4.3 Eligibility for Competition
14.4.3.1 Fulfillment of Credit-Hour RequirementsEligibility for competition for a midyear transfer student-athletes, or for a student-
athlete after the student-athlete’s first academic year in residence, or after the student-athlete has used one season of eligibility in any sport at the certifying institution shall be determined by the student-athlete’s academic record in existence at the beginning of the fall term or at the beginning of any other regular term of that academic year, based on: (Revised: 1/10/92)
a. Satisfactory completion before each fall term of a cumulative total of academic semester or quarter hours equivalent to an average of at least 12 semester or quarter hours during each of the previous academic terms in academic years in which the student-athlete has been enrolled in a term or terms; or
b. Satisfactory completion of 24 semester or 36 quarter hours of academic credit since the beginning of the previous fall term or since the beginning of the certifying institution’s preceding regular two semesters or three
99
quarters.
A student-athlete’s eligibility under either satisfactory progress option (per 14.5.4) shall be determined on the basis of the student’s academic record in existence at the beginning of the fall term of the regular academic year. If the student-athlete is ineligible at the beginning of the fall term, eligibility may be reinstated at the beginning of any other regular term of that academic year, based upon:
A. A cumulative total of semester of quarter hours of academic credit that is equivalent to the completion of an average of at least 12 semester or quarter hours during each of the previous academic terms in academic years in which the student-athlete has been enrolled in a term or terms, OR
B. Satisfactory completion of 24 semester or 36 quarter hours of academic credit during the certifying institutions preceding regular two semesters or three quarters.
NCAA Bylaw 14.4.3.2 Fulfillment of Minimum Grade-Point Average RequirementsA student-athlete shall meet the “satisfactory completion” provision of this
requirement by maintaining a grade-point average that places the individual in good academic standing, as established by the institution for all students who are at an equivalent stage of progress toward a degree. To fulfill the “satisfactory completion” provision of this requirement, a student-athlete who first enters a Division II institution after the 1988-89 academic year must achieve the following cumulative minimum grade-point average (based on a maximum of 4.000):
A. At the completion of 24-semester hours: 1.800; (effective 8/1/04).B. At the completion of 48-semester hours: 1.900; (effective 8/1/04).C. At the completion of 72-semester hours: 2.000; (effective 8/1/04).D. At the completion of 96-semester hours: 2.000. (effective 8/1/04).
DECLARING A MAJOR
According to NCAA Bylaw 14.4.3.1.5“A student-athlete shall designate a program of studies leading toward a specific
baccalaureate degree at the certifying institution by the beginning of the third year of enrollment (5th semester or 7th quarter).”
In addition to the continuing student, this subparagraph shall be applicable to the eligibility of a transfer student from a four-year or two-year collegiate institution who is entering his or her third year of collegiate enrollment even if the student has completed an academic year in residence or utilized a season of eligibility in a sport at the certifying institution.
NCAA Bylaw 14.5 Transfer Regulations
14.5.1 Residence Requirement - General Principle
100
14.5.1.1 Determination of Year of Residence14.5.2 Conditions Affecting Transfer Status14.5.3 Conditions Not Constituting Transfer Status14.5.4 Two-Year College Transfers14.5.4.3.4.2 Calculation of Grade Point Average for Transferable Credits14.5.4.4 Exceptions or Waivers for Transfer from Two Year Colleges14.5.4.4.2 Non-Recruited Student Exceptions14.5.5 Four-Year College Transfers14.6.5 Four-Year College Transfers14.5.5.3.10 One-time Transfer Exception
NCAA Bylaw 13.1 Contacts and Evaluations
Recruiting calendars are available on the NCAA web site at www.ncaa.org
13.1.7 Contact Restrictions at Specified Sites13.4 Recruiting Materials for ALL Sports13.5 Transportation of Prospective Recruits13.6 Official (paid) visit13.7 Unofficial (nonpaid) visit13.9 Letter of Intent Programs, Financial Aid Agreements13.12 Sports Camps and Clinics
NCAA Bylaw 17 Playing and Practice Seasons
17.01 General Principles17.02 Definitions and Applications17.02.1 Athletically Related Activities17.02.8 Varsity Intercollegiate Sport17.1 General Playing-Season Regulations17.1.1.1 Playing Season-Athletically Related Activities17.1.6.1 Daily and Weekly Hour Limitations-Playing Season17.1.6.2 Weekly Hour Limitations-Outside Playing Season17.1.6.3 Computation and Recording of Hour Limitations17.1.6.4 Required Day Off-Playing Season17.1.6.4.1 Travel Day17.1.6.4.2 Canceled Competition17.1.6.5 Additional RestrictionsFigure 17-1 Maximum Number of Contests and Dates of Competition for
Each SportFigure 17-2 Divisions I and II Playing and Practice Seasons17.5 Basketball17.7 Cross-Country17.11 Football17.19 Soccer17.20 Softball
101
17.22 Swimming17.26 Track Indoor/Outdoor17.27 Volleyball17.30 Wrestling (Division I Manual)
Renewal of Athletic Grant 15.3.5*According to NCAA Bylaw 15.3.5.1: INSTITUTIONAL OBLIGATION
The renewal of institutional financial aid shall be made on or before July 1 prior to the academic year on which it is to be effective. The institution shall promptly notify in writing each student-athlete who received an award the previous academic year and who has eligibility remaining (under 14.2 or 14.1.8.2) for the ensuing academic year whether the grant has been renewed or not renewed.
15.3.2.4 Hearing Opportunity RequiredIf the institution decides not to renew or decides to reduce financial aid for the
ensuing academic year, the institution shall inform the student-athlete that he or she upon request, shall be provided a hearing before the institutional agency making the award. The institution shall have established reasonable procedures for promptly hearing such a request and shall not delegate the responsibility for department or its faculty athletic committee. The decision to renew or not to renew the financial aid is left to the discretion of the institution, to be determined in accordance with its normal practices for students generally.
Red ShirtA red shirt is defined as a student-athlete who is withheld from competition (at
urging of coach) for a season for reasons other than academic ineligibility or injury.The attached form must be completed by each head coach if they plan to red shirt an athlete. This should be done as soon as a decision is made, preferably before the end of their season.
The student’s name, sport, year of red shirt, and season for red shirt must be completed for each student-athlete. Coaches must sign form and return to Associate Athletic Director for documentation and record keeping. This information is then submitted to the PSAC Office.
Hardship Waiver NCAA Bylaw 14.2.5A student-athlete may be granted an additional year of competition by the
conference for reasons of “hardship.” Hardship is defined as an incapacity resulting from an injury or illness that has occurred under all of the following conditions:
A. The incapacitating injury or illness occurs in one of the four seasons of intercollegiate competition at any two-year or four-year collegiate institution;
B. The injury or illness results in an incapacity to compete for the remainder of that playing season; and
The injury or illness occurs when the student-athlete has not participated in more than two contests or dates of competition (whichever is applicable to that sport) or 20 percent
102
(whichever number is greater) of the institution’s scheduled contests or dates of competition in his or her sport. Only scheduled competition (excluding scrimmages and exhibition contests) against outside participants during the playing season that concludes with the NCAA championship, or, if so designated, during the official NCAA championship playing season in that sport shall be countable under this limitation in calculating both the number of contest or dates of competition in which the student-athlete has participated and the number of scheduled contests or dates of competition during that season in the sport.
14.2 Seasons of Competition: Five-Year/10-Semester Rule A student-athlete shall not engage in more than four seasons of intercollegiate competition in any one sport.
14.2.2 Ten-Semester Rule-DIVISION II. A student-athlete shall complete his or her seasons of participation during the first 10 semesters in which the student is enrolled in a collegiate institution in at least a minimum full-time program of studies, as determined by the regulations of that institution.
Five-Year Rule-DIVISION I. A student-athlete shall complete his or her seasons of participation within five calendar years from the beginning of the semester or quarter in which the student-athlete first registered for a minimum full-time program of studies in a collegiate institution, with time spent in the armed services, on official church missions or with recognized foreign aid services of the U.S. government being excepted. For foreign students, service in the armed forces or on an official church mission of the student’s home country is considered equivalent to such service in the United States.
14.2. Intercollegiate CompetitionA student-athlete is considered to have engaged in a season of intercollegiate
competition when he or she competes in an athletic event involving any one of the conditions characterizing intercollegiate competition.
14.2.4.5.3 Organized Competition. Athletics competition shall be considered organized if any one of the following conditions exists:
a. competition is scheduled and publicized in advance;b. official score is kept;c. individual or team standings are maintained;d. official timer or game officials are used;e. admission is charged;f. teams are regularly formed or team rosters are predetermined;g. team uniforms are utilized;h. a team is privately or commercially sponsored; ori. the competition is either directly or indirectly sponsored,
promoted or administered by an individual, an organization or any other agency.
103
Transfers
Specific ResponsibilitiesAthletic Compliance: Responsible for the following areas which include, but are not limited to:
Communicate with the coaching staff, the status of any transfer prospective student-athletes and what is needed for their eligibility certification.
Secure and provide copies to the coaching staff of “permission to speak” on any four year.
Ensure the responsibilities of the coaching staff are being met.
Coaching Staff: Responsible for the following areas which include, but are not limited to: Four-year Transfers: Notify the Athletic Compliance Office if contacted by
a four-year transfer student-athlete so a release form can be sent for “permission to speak” with the prospect. This completed form must be on file before any contact can be made, whether it is a phone call, email, ect.
Two-Year Transfers: Notify the Athletic Compliance Office if you would like an information form to be sent to the student-athlete’s institution before contacting the student-athlete.
Secure a current transcript from all institutions the transfer prospective student-athlete has attended (including part-time and summer enrollment).
Visit Transfer Services in the Admissions Office for a preliminary evaluation of transferable degree credit.
Communicate with the transfer prospective student-athletes what is needed for eligibility certification.
Make sure all official transcripts from all schools have been requested by the transfer prospective student-athlete to be sent from the registar’s office of the previous institution(s) to the registar’s office at Edinboro University.
Student-Athletes Who Want to Transfer From EUPIf the DAC receives a “Permission to Contact” form, the Head Coach will be consulted before responding. EUP usually does not grant general releases.
Transferring Within the PSACEUP WILL NOT approve the use of the one-time transfer exception to the residency requirement for transfer to any of the member schools of the PSAC, unless there are extenuating circumstances. An appeal is available through the Athletic Director.
104
Transferring Outside the PSACEUP reserves the right to deny permission to contact and/or deny a transfer release.
Denied Permission to Contact and/or Transfer Release: If EUP denies permission to contact and/or transfer release in response to an institutions request, the student-athlete may submit a written request for permission to contact and/or transfer release to the Athletic Director. The letter must contain:
Specific reason(s) for leaving EUP Name of the institution(s) the student-athlete would like to transfer to
If the student-athlete’s written request is denied, he/she will be notified by the Athletic Director (or designee) in writing within 14 consecutive calendar days from the receipt of the request of the right to an appeal hearing by a committee outside the athletic department.
Appeal Process for Denied Permission to Contact and/or Transfer ReleaseStudent-athletes who have been denied permission to contact and/or a transfer release may request in writing a hearing opportunity to appeal the decision of the Athletic Department. The written request must be received by the Athletic Director by the deadline outlined in the written notification of denial. The hearing will be conducted within 30 consecutive calendar days of receiving a student-athlete’s request for the hearing. The EUP Athletic Department will comply with the decision of the hearing committee. The decision of the committee is final.
SUMMER SCHOOL ATTENDANCE
When student-athletes fail to acquire the mandatory 24 semester hours, summer school is available in order to remain academically eligible for their next sport season. Registration for summer school occurs in April of each academic year.
If a student-athlete has an overall QPA above a 2.0, it is permissible to take summer course work at other institutions for transfer credit to their programs of students at Edinboro. Before enrolling in such courses, written permission must be obtained from your Academic Advisor, Department Chairperson, and the Dean responsible for the program in which the student is majoring. Forms can be obtained at the Office of Records and Registration in Hamilton Hall.
14.4.3.1.4 Hours Earned during Regular Academic YearA student-athlete shall earn at least 75 percent (18 semester hours) of the
minimum number of semester or quarter hours required for satisfactory progress during the regular academic year. The student-athlete shall earn no more than 25 percent (6 semester hours) of the minimum number of semester or quarter hours required for satisfactory progress during the summer or through correspondence courses taken during the 1993-94 academic year and thereafter.
ATHLETIC EXCUSES
105
1. Two weeks before a scheduled event, athletes, managers, scorers, statisticians, and other team personnel are responsible for informing their professors that they will be absent from class to participate in an intercollegiate athletic event.
2. All material (lecture notes, exams, quizzes, etc…) missed during the absenteeism is a direct responsibility of the student-athletes.
3. Athletic excuses are the responsibility of each sport coach. DO NOT submit to the athletic secretary for completion.
PROCEDURES FOR COACHES - ATHLETIC EXCUSES
1. Coaches will provide athletic excuses to team personnel at least 10 class days in advance of contest. This permits ample time for processing.
2. The athlete’s name, sport, professor, course, and class time must be listed. In addition, each coach must list the day and date of contest, their opponent, site and departure time from campus.
3. Coaches must then sign and date form before distribution to team personnel.
4. Coaches may wish to have professors sign this form and return to them for verification.
5. Once again, please make sure all team personnel submit these athletic excuses well in advance to avoid any class conflicts that may occur.
106
REQUEST FOR WAIVER APPLICATION FROM THE NCAA
The head coach, or an assistant coach, will NOT discuss the initial eligible waiver or the hardship waiver option with the student-athlete or parent/guardian until first discussing the case/situation with Edinboro University Director of Athletics, Associate Director of Athletics, or the Faculty Athletic Representative.
If the student-athlete, parent, or high school representative initiates the topic of a waiver, the coach should inform all parties that the option to initially consider the waiver is weighed by a University committee (see below) and not the decision of the coach or the NCAA/Initial Eligibility Center. All inquires at that point should be referred to the Associate Director of Athletics.
When requesting a waiver consideration/option by the University committee for a potential student-athlete, a coach should:
Determine if it is in the best interest of the student-athlete to receive a waiver and practice/compete. NCAA rules are in place to protect the student-athlete and help them progress toward a degree.
Determine whether the student-athlete is a potential scholarship athlete. Consider them as a roster athlete and its effect, if any, on roster size and management. Determine whether the student-athlete will be a practice player only, in their initial season of
eligibility (if granted the waiver), or will they be a potential starter or impact player. Determine whether there are extenuating/special circumstances in the case of the student-
athlete that would warrant an option waiver.
Head Coach Signature: Date:
(All of the above information has been reviewed and understood.)
University Committee
Director of Athletics Signature: Date:
Associate Athletic Director’s Signature: Date:
Faculty Athletic Representative Signature: Date:
Approved Denied
All information concerning this case/consideration will be attached to this document.
107
TRYOUTS FOR PROSPECTIVE STUDENT ATHLETE (CHECKLIST)DIVISION II ONLY
1. Provide Associate Athletic Director with a tryout form for each student who would like to tryout along with SAT scores. (Students do NOT need to be admitted, however, SAT score are required per NCAA rules.)
2. Forms and supporting documentation must be received by the Associate Athletic Director one week prior to tryouts
TRYOUTS:
Edinboro University may conduct a tryout of a prospective student-athlete only on Edinboro University’s campus or at a site which it normally conducts practice or competition and only under the following conditions:
No more than one tryout per potential student-athlete (PSA) at Edinboro University per sport. Tryout may be conducted only for high school seniors who are enrolled in a term other than the
term in which prospective student-athlete’s high school traditional season in the sport occurs or who have completed high school eligibility in the sport.
- For a two-year college student, after the conclusion of the sports season anytime, provided the student has exhausted his or her two-year college eligibility in that sport.
- For a four-year college student, after the conclusion of the sports season, provided written permission to contact the student-athlete is granted.
Prior to participation in a tryout, a PSA is required to undergo a medical examination or evaluation administered or supervised by a physician. Examination must be administered within six months prior to participation in the tryout. Examination may be conducted by team or other designated physician.
The tryout may include tests to evaluate the PSA’s strength, speed, agility and sport skills.- Except in the sports of football and lacrosse, the tryout may include competition.- In football, the PSA shall not wear helmets or pads.
Competition against Edinboro team is permissible if the competition occurs during the academic year and is a countable athletically related activity.
Must show proof of insurance. Consent form signed by PSA or enrolled student-athlete.
108
FINANCIALAID
109
STUDENT EMPLOYMENT
1. Student employment is awarded to students with unmet need of $6000 or greater who have met the priority date of March 15th. Need is determined by the federal formula – cost of attendance budget minus EFC minus Pell, PHEAA, and other aid (including student loans.)
2. The awarding of federal work study would stop after we have reached 200% of the allocation. The process continues with the awarding of institutional work based on the same need criteria.
3. The awarding of institutional aid will supplement the need of students and also be awarded to students with unmet need of $6000 or greater, after the awarding of other aid as identified above students who receive employment tuition waivers are not eligible to hold student employment positions.
4. All students must file a FAFSA and apply for employment each year. Departments who wish to continue employing one or more of their current student employees must strongly encourage these students to file a Free Application for Federal Student Aid (FAFSA) by March 15th to ensure their records are counted in annual institutional federal aid reports and for priority consideration for employment opportunities. Students must also apply for employment, or update previous applications to indicate their acceptance of work-study awards. Students may also submit a letter to the Financial Aid office requesting student employment. Students who decline their work study award forfeit the opportunity to work on campus for the academic year.
5. All departments must post their vacancies on the student employment portal for a minimum of three business days and select students from the approved list of eligible students.
6. Departments may interview eligible students for summer, fall and/or spring employment; however, the departments must immediately refer students hired through this process to the Payroll Office in Reeder Hall (room 213) for Employment Eligibility Verification and payroll system activation. No Student may begin working until authorization is documented by the FAO and verified for employment by the Payroll Office.
7. Student work hours may not exceed 15 hours per week during periods of enrollment.
8. Student work hours may not exceed 37.5 hours per week during break/summer periods.
9. Nepotism – Department supervisors should not hire family members.
10.Tuition waivers – students who receive a tuition waiver are not eligible for work study.
110
Student Hiring Procedures
1. Departments who wish to hire student employees must post all student jobs (including positions held for continuing students) to the PeopleAdmin student employment website on myEdinboro. Provided in this handbook is a Request to Hire Student-Worker(s) form. You must complete the form. Give the completed form to Peggy McMillan and she will post the job(s).
2. Departments will select student applicants for interview using PeopleAdmin system tools; the online selection criteria can be tailored to meet the requirements of each position. It is your responsibility to review the applicants, contact and interview the individuals.
3. Offers of employment will be contingent on student award amounts and department budget allocation. You will need to supply Peggy McMillan with the individual’s name, banner ID#, and number of hours per week they will be working.
4. Students who are currently employed by university departments must reapply each year.
5. Student eligibility is determined through the FAFSA and financial aid employment award. Please note that students may file a FAFSA after January 1st each year. Estimated income data may be used on their FAFSA and finalized later after Federal taxes are filed.
6. Student employment awards are normally made by March 15th, at which time students can begin to access Student Employment (i.e, term 2013-2014) to peruse the available campus job postings.
7. Students who want to be employed during the summer before July 1, 2013 must also have the 2012-13 FAFSA on file.
8. New student employees (not working during FY13) must complete the required documents for Payroll Office before students may be hired.
Payroll
The purpose of this procedure is to accurately record, submit and track all student work-study hours performed. The procedure is as follows:
1. All student workers must report to the Payroll Office before their work commences. Please instruct your new student workers to bring with them:
(a) A valid document that establishes their identity.Examples: driver’s license, school identification card with photograph, passport.
(b) If the student has not provided a social security card, the Payroll Office will need to see the original card.
111
(c) LST (local service tax) – “if continuing to work for previous employer”. If they have stopped working for a previous employer, they can be exempt here.
(d) A voided check (for a checking account) or a deposit slip (for a savings account) for their active bank account for direct deposit.
2. All student worker supervisors are to approve their student worker’s e-time no later than noon on the Monday following the end of the pay period.
Termination or Resignation of Student Employees
Students desiring to resign their work position under the Student Employment Program should do so by informing the Financial Aid Office as well as their work supervisor of their intent to quit their job. Such procedure represents the official manner in which to terminate employment. By following this procedure, the student will continue to be eligible for future employment under the Student Employment Program. If the student fails to report to work for an extended period of time without notifying the supervisor, the supervisor should inform the Director of Financial Aid of this situation, and may terminate the student in writing with the cause documented. It is the policy of the Financial Aid Office to provide a “Second Chance” job placement were practicable. Satisfying students fiscal needs in other program areas may also result.
Departmental Problems Arising From Student Employees
Occasionally a supervisor will notice that a certain student worker is incompatible with either the job or the people with whom the student is working. In such a case, the supervisor should personally notify the Director of Financial Aid. The appropriate action, such as reassignment or termination of employment will be taken.
112
REQUEST TO HIRE STUDENT-WORKER(S)
Requestor Name: Requestor Sport:
Position Title
Contact Name
Contact Phone #
Contact E-mail
Site Supervisor
Department Name
Cost Center Code
# of Positions
Number of hours per weekDays of the week
Between hours of
Full-time or part-timeEmployment start dateEmployment end dateDescription of ongoing/new duties
Minimum qualificationsGPA RequirementsMajor RequirementsMinimum earned (EUP) credit hoursPreferred qualifications
Other Details
113
Driver’s license required3-year clean driving record requiredCriminal background clearance requiredDoes this job require confidentiality?Applications accepted from dateApplications accepted to dateKeep open until filled
To hire a student-worker(s), this form must be completed and given to Peggy McMillan. Once the job is posted, it is your responsibility to contact, interview, and hire the student-worker.
114
AWARDING OF ATHLETICS GRANT-IN-AID
Edinboro University of Pennsylvania grants no state appropriations for athletic scholarships. The Athletic Department Fundraised Account, housed under the umbrella of Edinboro University, is the main source of funding for student-athletes in terms of athletic grant-in-aid. Athletic endowments are also available for distribution and are determined by an established University scholarship committee. The Alumni Association and the University Foundation, also assist the athletic department in the area of securing athletic scholarship money. All athletic scholarship dollars are channeled through the Financial Aid Office with the Financial Aid Office responsible for the disbursement of funds. In addition, the University’s Student Government Association funds the department for some operational costs but no athletic scholarship allotment.
All awards are strictly monitored by the Financial Aid Office and the Athletic Director and fall under NCAA Bylaw 15.02.1- Administered By. The amount of the award is determined by each individual sport coach and is guaranteed for one-year.
The following are procedures for awarding athletic awards as written.
PROCEDURES FOR ATHLETIC SCHOLARSHIP CONTRACTS
Before any athletic monies can be paid to a student-athlete, an Athletic Scholarship Award Form (contract) must be completed. Coaches may obtain these forms from the Associate Athletic Director or the Athletic Director’s secretary. Please make sure these forms contain the signature of the Athletic Director. The athletic scholarship award forms must be TYPED.
Entering Freshman/Transfer Student:1. A contract is prepared by the coach, providing the name, social security number and
demographic information of the student, the value and type of award by term, athlete/name of endowment, and signed by the coach and the Athletic Director. All lines must be complete.
2. The contract is then presented to the Associated Vice President for Student Financial Support and Services (or designee) for signature.
3. Once signed, a photocopy is retained in the Office for Student Financial Support and Services (OSFSS) and all 4 copies of the original contract are returned to the Athletic Department.
4. The Athletic Department then forwards the signed contract to the student for signature by the student and parent.
5. The student keeps the white copy of the contract and returns the remaining 3 copies of the contract to the Athletic Department.
6. The Athletic Department keeps the pink copy, gives the coach the goldenrod copy, and forwards the yellow copy of the contract to the OSFSS.
7. Upon receipt of the signed yellow scholarship form, the OSFSS will credit the student account.
Returning Upperclass Student:1. A contract is prepared by the coach, providing the name, social security number and
demographic information of the student, the value and type of award by term, athlete/name of endowment, and signed by the coach and the Athletic Director. All lines must be complete.
2. The contract is then presented to the Associated Vice President for Student Financial Support and Services (or designee) for signature.
3. Once signed, a photocopy is retained in the Office for Student Financial Support and Services (OSFSS) and all 4 copies of the original contract are returned to the Athletic Department.
115
4. The Athletic Department then forwards the signed contract to the student for signature by the student and parent (by approximately June 20th to meet NCAA rules). If award is to be reduced/cancelled, the reduction and cancellation procedures must be followed (written notification and hearing opportunity).
5. The student keeps the white copy of the contract and returns the remaining 3 copies of the contract to the Athletic Department.
6. The Athletic Department keeps the pink copy, gives the coach the goldenrod copy, and forwards the yellow copy of the contract to the OSFSS.
7. Upon receipt of the signed yellow scholarship form, the OSFSS will credit the student account.
ATHLETIC SCHOLARSHIPS
When a student-athlete accepts an athletic scholarship, in any dollar amount, they certify that:
They will enroll as a full-time student each semester and will meet the institutional and NCAA academic requirements.
They will participate as a member of the identified Edinboro University athletic team.
They will attend all practice sessions, meetings, and off-season programs, abide by all training rules and maintain conduct which is no way detrimental to Edinboro University, the Athletic Department, the teams, the coaches, and themselves.
They understand that the athletic award may be canceled during period of its award if they voluntarily render themselves ineligible for intercollegiate athletes, voluntarily discontinue participation in the sport, fraudulently misrepresent any information, engage in misconduct warranting disciplinary action by head coach or other college officials or suffer any injury in a non-athletic activity which renders them incapable of participation in the sport which they are receiving financial assistance.
They understand that all Edinboro University athletes are subject to the Edinboro University Drug Screening, Testing, and Education Program, NCAA championship, and year-round drug testing policy. Failure to comply with these policies or testing positive for banned substances under the defined policies may terminate this award.
Failure to become eligible in accordance with NCAA academic eligibility rules is considered voluntarily rendering yourself ineligible.
They understand that Edinboro University and NCAA regulations require all athletic financial assistance to be issued on a year to year basis and may be adjusted to state and federal regulations and guidelines.
The award may be subject to federal and state income tax. It is the student-athlete’s responsibility to determine and declare all tax responsibilities.
InjuryIf a student-athlete is injured in a practice or a game sanctioned by Edinboro University and is
unable to continue, the athletic scholarship will remain in effect. The determination for continued participation will be made by the university physicians. The student-athlete would be expected to be involved and to assist in the program.
116
REDUCTION OR CANCELLATION OF ATHLETIC AWARD
If an athlete voluntarily withdraws from a sport for personal reasons or graduates, cancellation of aid may occur immediately.
Financial aid may be reduced or cancelled in the term during which it is awarded if the athlete fails to meet the terms of the award as outlined in Section III Terms and conditions of the Award a-e or Section IV Injury in the Athletic Scholarship Form. Failure to meet the terms of the Athletic Scholarship Award form could result in immediate reduction or cancellation of aid.
If an athlete quits the team, stops coming to practice, becomes ineligible for academic or disciplinary reasons, their aid may be reduced or cancelled immediately. It is the athlete’s responsibility to communicate with the coach to insure they are meeting all requirements set forth by the Athletic Scholarship Award.
Aid cannot be increased, reduced, or cancelled during the period of award because of the student-athlete’s athletic performance and/or ability. In addition, if any athlete performs better than expected, his/her aid cannot be increased during the period of the award.
An athlete will receive written notification if their aid will be reduced or cancelled with justification of such action. The athlete is entitled to an appeal hearing if they wish.
Awarding of athletic scholarships including the reduction or cancellation of awards must meet NCAA Bylaw 15 and existing PSAC and University policy.
PROCEDURE FOR CANCELLATION OF THE ATHLETIC AWARD
If a coach cancels an athletic award for any reason, the following steps must be taken:
1. Justification for cancellation must be submitted to the Athletic Director and Associate Athletic Director before cancellation occurs.
2. Justification for cancellation must include student’s name, reason for cancellation and amount of award being cancelled.
3. All written documentation must be completed before award will be cancelled.
4. The student-athlete must be informed in writing of reduction, a cancellation of, and a hearing must be offered. The Athletic Director and Financial Aid Officer must be copied. Sample letter follows.
5. Cancellation of aid letter must be mailed to the university and home address.
6. The Associate Athletic Director will then notify the Financial Aid Office of the cancellation.
7. Student’s athletic grant will be marked “VOID”.
117
FINANCIAL AID ADVISORY AND APPEALS COMMITTEE ATHLETIC DEPARTMENT FINANCIAL AID SUB COMMITTEE - COMMITTEE MAKE-UP
Assistant Vice President for Student Financial Support and Services (chairperson). Financial Aid employee assigned to the Athletic Department. Academic Representative – FAR, or selected by chairperson if not available. A member of the Financial Aid Advisory and Appeals Committee – voted on by the committee. Student member of the Financial Aid Advisory and Appeals Committee – appointed by the
committee. Athletic Director - non-voting.
HEARING PROCESS
After the student-athlete requests an appeal hearing in writing, the appeals chairperson arranges meeting – supplies all appropriate information to all parties (committee members, coach of sport removing aid, student-athletes requesting appeal).
1. Meeting called to order – supplies appropriate information to all parties.
2. Coach states case for reducing aid – may call witnesses (committee may ask questions).
3. Student states case for appeal – may call witnesses (committee may ask questions).
4. Committee may ask questions of either party individually.
5. Student-athlete and coach are dismissed.
6. Committee deliberation and votes – simple majority.
7. Committee chair notifies student-athlete and coach in writing.
8. Athletic Director notifies student-athlete and coach verbally.
PROCEDURE FOR STUDENT-ATHLETES RECEIVING FREE ACADEMIC BOOKS
1. One week prior to the beginning of each semester, the head coach must submit a list of student-athletes names who are to receive free academic books, according to their athletic grant contract, to the Compliance Officer.
2. The Compliance Officer or Athletic Business Director will then forward these names on to the Campus Bookstore for academic book charges.
3. The Campus Bookstore will then remit an invoice to the Athletic Business Director office for payment. The Business Office Director will then forward the invoices on to the head coaches to review the individual book charges of each of his/her athletes against their class schedule to ensure no other charges were made. Once the head coach has approved the book charges, the Athletic Business Director will submit an expenditure request for payment.
118
4. No other charges such as paper or office supplies will be allowed.
5. In the event that an unauthorized charge was made, the student-athlete must make restitution to the book store immediately as the Athletic Business Office will not make any such payments for unauthorized charges.
6. In the event that a student-athlete would sell his/her books at the end of the semester book exchange, the money must be turned back into the Athletic Business Office. All academics books that are not sold, particularly those pertaining to the athletes’ major course of study, may be kept by the student-athletes.
SUMMARY FORM FOR FINANCIAL AID
Attached is the summary form all coaches will utilize when awarding athletic grants. Steps to follow include:
1. Each athlete’s name, social security number, award for Fall and Spring semester, total amount of award.
2. Please initial each separate entry and date. All entries must be legible.
3. If adjustments need to be made, the new amount must be printed under the respective columns (new fall, new spring, etc.). Again, please date and initial each new adjustment.
119
SAMPLE
ATHLETE FINANCIAL AID TERMINATION LETTER
DATE
Student-Athlete’s NameStudent-Athletes Address
Dear Student-Athlete,
Please accept this letter as notification that your Athletic Scholarship Award from Edinboro University of Pennsylvania for participation on the (team) team has been canceled for the (semester/date of termination) school year.
This action is due to your voluntarily quitting the program or by not adhering to any rule set forth in the signed athletic scholarship contract (include reason for termination).
If you wish to questions this process, NCAA Bylaw 15.3.5.1.1, Hearing Opportunity Required, permits you to appeal this ruling before an established board at Edinboro University.
If you have any questions, please feel free to contact me or the Athletic Director for further information.
Sincerely,
Coach’s Name
C: Athletic DirectorAssociate Athletic DirectorFinancial Aid Officer
120
PROCEDURE TO HOLD A STUDENT ACCOUNT
If the situation cannot be rectified and a coach requests a hold (example; unable to schedule, or receive a copy of academic transcript, etc.) be put on the student’s account, the following procedure must occur:
1. Coach contacts the Athletic Director or the Associate Athletic Director to inform them of the situation that has created the problem (not returning equipment or owing money to Edinboro University, etc.)
2. The Athletic Administration will then contact the Office of Records and Registration, and in particular the Registrar directly, to request a hold on the student’s account.
3. Verbal justification to the Registrar is all that is necessary at this time4. Registrar confirms or denies the request5. If the request is granted, the lifting of the block will only occur when the athletic
administrator verbally requests it be taken off
STUDENT-ATHLETE VOLUNTARILY QUIT FORM
With my signature below, I declare that I have voluntarily quit
participation on the ________________________ team at Edinboro University of
Pennsylvania and surrender any privileges as a student-athlete including my
financial aid package if applicable.
Date ________________________
Student-Athlete signature ________________________
Coach signature ________________________
121
ATHLETIC E D I N B O R O U N I V E R S I T YSCHOLARSHIP OF PENNSYLVANIA No. AWARD FORM
MUST BE SIGNED AND RETURNED BY NAME DATE
HOME ADDRESS BANNER ID # OR SS#
LOCAL ADDRESS SPORT
LOCAL TELEPHONE HOME TELEPHONE ACADEMIC YEAR
I. The total financial award for this period is: TYPE OF SCHOLARSHIP: FALL SPRING TOTAL $ $ $
$ $ $
II. This award is finalized contingent upon the student-athlete’s final formal acceptance for admission to Edinboro University and qualifies for participation per NCAA Bylaw 14 Eligibility and Bylaw 12 Amateurism.
III. Terms and Conditions of the Award: I accept the contract and certify that:a. I will enroll as a full-time student each semester and shall meet the institutional and NCAA academic requirements.b. I will participate as a member of the identified Edinboro University athletic team.c. I will attend all practice sessions, meeting and off-season programs, required study programs, abide by all training rules and
maintain conduct which is no way detrimental to Edinboro University, the athletic department, the team, the coaches and myself.
d. I understand that the above athletic award may be cancelled during the period of its award if I voluntarily render myself ineligible for intercollegiate athletics, voluntarily discontinue participation in the sport, fraudulently misrepresent any information, engage in misconduct warranting disciplinary action by the head coach or other college official or suffer any injury which renders me incapable of participation in the sport from which I am receiving financial assistance.
e. I understand that all Edinboro University athletes are subject to the Edinboro University drug/alcohol testing, NCAA Championship, and year-round drug testing policy. Failure to comply with these policies or testing positive for banned substances under the defined policies may terminate this award.
IV. INJURYIf the student-athlete is injured in an official practice or a game sanctioned by Edinboro University and is unable to continue, the Athletic Scholarship will remain in effect. The determination for continued participation will be made by the University physicians. The student-athlete would be expected to continue to be involved and to assist in the program.
V. I understand Edinboro University and NCAA regulations require all athletic financial assistance to be issued on a year to year basis and may be adjusted to state and federal regulations and guidelines.
VI. This award may be subject to federal and state income tax. It is the student-athlete’s responsibility to determine and declare all tax responsibilities.
ACCEPTANCESigned
Accepted Director, Financial Aid Office Student
Signed Accepted Director of Athletics Parent
Return complete form to:Accepted Todd V. Jay, Associate Athletic Director Coach Edinboro University of Pennsylvania
455 Scotland RoadDate Edinboro, PA 16444
Student – White Financial Aid – Yellow Athletic Department – Pink Coach - Goldenrod
122
Awarding Institutional Financial Aid to Student-Athletes
Specific Responsibilities
Director of Financial Aid:
Responsible for the following areas which include, but are not limited to: Award all institutional financial aid to student-athletes. Determine institutional cost of attendance. Review athletics aid recommendations from the athletic department. Assemble, offer and award financial aid packages to prospective and enrolled student-athletes. Promptly process requests for hearings from student-athletes whose athletic aid was not
renewed or was cancelled or reduced during the period of the award. (Bylaw 15.3.2.4) Ensure established procedures are followed by coaching staff.
Designated Financial Aid Employee:
Responsible for the following areas which include, but are not limited to: Provide written statements of the amount, duration, conditions, and terms of the athletic aid
awards to student-athletes. (Bylaw 15.3.2.3) Send student-athletes written notification of renewal and non-renewal of institutional financial
aid. (Bylaw 15.3.5.1) Certify that financial aid was granted without regard in any degree to athletics ability where
applicable in certifying noncounters. (Bylaw 15.5.1.8) Verify and document all noncountable aid. Enter NCAA financial aid data into CA for each student-athlete. Monitor team financial aid limits according to NCAA and PSAC rules. Monitor individual financial aid limits; include making determinations of whether all aid is
countable toward the full grant-in-aid and cost of attendance limit. Determine criteria for outside awards and permissibility of such sources of aid under NCAA
rules. Determine student-athlete’s eligibility to receive financial aid according to NCAA and PSAC
rules.
Athletic Compliance:
Responsible for the following areas which include, but are not limited to: Provide Financial Aid Office training and resources regarding NCAA legislation on financial aid. Provide Financial Aid Office interpretive support for NCAA legislation regarding financial aid. Provide Financial Aid Office with up to date rosters on all teams. Provide Financial Aid Office with all necessary athletic aid information, including the EUP
Athletic Aid Agreement for each student-athlete. Provide Head Coaches with financial aid information on their student-athletes from Banner
(read only access).
123
Head Coaches
Responsible for providing the Compliance and Student-Athlete Services office with all necessary information on prospective and current student-athletes who have been offered athletic aid.
ONLY the Athletic Director and Director of Athletic Compliance will have direct contact with the Financial Aid Office regarding issues dealing with athletic aid.
Coaches may NOT request changes without the approval of the Director of Athletic Compliance or the Athletic Director.
Coaches may only contact a Financial Aid Counselor in regards to other aid a student-athlete or prospective student-athlete may qualify for.Squad List
Process: The following is the process used by the Financial Aid office for awarding financial aid: The DAC will submit all Aid Agreements to the Director of Financial Aid for signature. The designated financial aid employee will copy completed athletic aid agreements for student-
athletes’ financial aid file and return originals to the Compliance and Student-Athlete Services office for the student-athlete’s athletic file.
The designated financial aid employee will enter athletic aid in Banner for each student-athlete’s financial aid package.
DAC will enter all student-athletes, regardless of eligibility status, including transfer student-athletes, redshirts and medical hardships in CA on a continual basis, and will notify the designated financial aid employee of any additions or updates.
The designated financial aid employee will enter in CA all financial aid awarded for the Fall semester to each student-athlete. All entries must be completed by November 15 of each year.
The DAC will print the mid-year squad lists and acquire all necessary signatures; originals will be filed in Compliance and Student-Athlete Services office, copies in Financial Aid office, copies in Athletic Director’s office, copies in each team’s athletic file and copies to each head coach.
The designated financial aid employee will enter in CA all financial aid awarded for the Spring semester to each student-athlete. All entries, updates and/or changes to be completed by May 15 of each year for submission to the PSAC by June 15 of each year.
The DAC will print the final squad lists and acquire all necessary signatures; originals will be filed in Compliance and Student-Athlete Services office, copies in Financial Aid office, copies in Athletic Director’s office, copies in each team’s athletic file and copies to each head coach.
124
Guidelines for Awarding Women’s Athletics International Tuition Waivers
1. The coach would recruit the international prospective student athlete (IPSA).
2. The IPSA must apply through the regular international student admissions process (Admissions Office, International Student Office, and the NCAA Initial Eligibility Center initialeligibilitycenter.org).
3. After the IPSA has been accepted, the Head Coach, with approval from the Director of Athletics, will officially offer the financial aid package to the accepted IPSA. The international tuition waiver can be combined with other university and athletic financial aid. All athletic related aid, including the international tuition waiver, must be issued on an NCAA approved scholarship form and abide by all NCAA rules. The Financial Aid Office must sign the scholarship form per NCAA rule before it is issued to the IPSA.
4. All appropriate forms and visas must be secured. The International Office, Admissions Office, and Head Coach will assist in this process.
5. After all paperwork, forms, and scholarship agreement are complete, the Financial Aid Office, Athletic Department, Accounting/Bursar Office and International Office will make sure the IPSA account is credited for the scholarship amount. This process would be similar to the method that athletic scholarships are awarded.
The international tuition waiver will be offered using the following guidelines (each women’s sport will receive one international tuition waiver {9 total}):
1. Female student-athletes preferably with 3 or 4 years of eligibility in her sport.
2. High quality student.
3. High degree of athletic ability.
4. The waiver would be considered athletic aid by the university, coach and athlete. Athletic participation on the team the student signed the waiver for is a requirement.
5. All NCAA, University, and Athletic Department policies must be followed in the awarding of the waiver.
6. The women’s athletic international tuition waiver may not be split/divided; it must be awarded to one student. If the student leaves or quits the team, the waiver may be reissued based on above established guidelines.
125
SCHEDULING
126
Athletic Department Procedures in Case of Class Delay and Cancellation
The university has procedures and policies for delays and cancellations due to extreme weather conditions. Attempts are made to make determinations about any adjustments to the university’s schedule of operations as early in the morning as possible. Changing weather conditions sometimes challenge the ability to make timely decision; but the goal is always to make closing or delay decisions by 5:30 a.m. in order to get the message to the media, on the university web page, and on the university hotline no later than 6:00 a.m. Changes to the university’s operating schedule will be posted on the university telephone hotline (814-732-BORO) as well as the web page (www.edinboro.edu).
In the event that the university does alter the schedule of operations, the Athletic Department will make the following adjustments.
1. Classes are Cancelleda. University response – university teaching faculty and students should not report to class.
Student employees, including graduate assistants, should not report to work. All other employees shall report to work according to their regular schedules or as indicated by their supervisors.
b. Athletic Department response – student employees, including graduate assistants, should not report to work. All other employees shall report to work according to their regular schedules. Office hours, team practices and athletic events will continue as scheduled unless altered by the Athletic Director.
2. Classes are Delayeda. University response – university teaching faculty and students should not report to classes
scheduled before (TBA). Student employees, including graduate assistants, should not report to work until after (TBA). All other employees shall report to work according to their regular schedules.
b. Athletic Department response – student employees, including graduate assistants, should not report to work until after (TBA). All other employees shall report to work according to their regular schedules. Office hours, team practices and athletic events will continue as scheduled unless altered by the Athletic Director.
3. University Operations are Cancelleda. University response – only individuals identified as “Essential Personnel” should report to
campus according to their regular schedules (unless directed otherwise by their supervisors). Other staff may be directed to report to their work site to address matters of safety, maintenance or other issues as determined necessary by management.
b. Athletic Department response – all office hours, team practices and athletic events will be cancelled and only those employees deemed as “essential personnel” should report to work.
4. University Operations are Cancelled after the School/Work Day has Starteda. University response – only individuals identified as “essential personnel” should continue at
their work site through the end of the regular workday (unless directed otherwise by their supervisors). Other staff may be directed to remain at the work site to address matters of safety, maintenance or other issues as determined necessary by management.
b. Athletic Department response – All office hours, team practices and athletic events will be cancelled from the time the university cancels operations and only those employees deemed as “essential personnel” should remain at the work site.
127
5. Opening of University is Delayeda. University response – only individuals identified as “essential personnel” should report to
campus according to their regular schedules or as indicated otherwise by their supervisors. Other staff may be directed to report to campus to address matters of safety, maintenance or other issues as determined necessary by management.
b. Athletic Department response – only individuals identified as “essential personnel” should report to campus according to their regular schedules. Office hours, team practices and events scheduled prior to the start of university operations will be cancelled. All office hours, team practices and events scheduled for after the initiation of university operations will proceed as scheduled. Alterations of scheduled practices and event times must be approved by the Athletic Department administration.
SCHEDULING CONTRACTS
1. All coaches are responsible for their own sport scheduling.
2. The Assistant Athletic Director will coordinate game availability and work with the coaches concerning home contracts.
3. All schedules must first meet approval of the Athletic Director before confirmed with opponent.
4. The Associate Athletic Director and Assistant Athletic Director will forward completed schedules to the Athletic Director for final approval.
5. The Athletic Director’s Office will then type and process all home game contracts and process away contracts from opponents.
6. After contracts have been received, and there needs to be a change, the Athletic Director must first approve of the schedule change. The PSAC form must be completed and faxed to the PSAC office for approval.
7. Scheduling must follow institutional policies in accordance with the guidelines established by the NCAA and PSAC. Any questions on scheduling must be directed to the Athletic Director.
8. All contracts that have been signed will be honored, unless otherwise noted by the Athletic Director.
9. All contracts are housed in the Athletic Director’s Office.
SCHEDULING POLICYAs is current policy at Edinboro University, the athletic coaches are responsible for building
their own sport schedules. Due to budget limitations/restrictions, the Athletic Director must first approve all scheduled events, home and away.
Coaches must also keep themselves informed about any updates to their respective Pennsylvania State Athletic Conference operating procedures including mandated schedules as dictated by the Presidents of the respective institutions and the Commissioner of the conference. In
128
addition, the limits/requirements of the NCAA must also be taken into consideration when constructing a schedule. The coaches will be kept informed by the Athletic Director or the Associate Athletic Director as to any NCAA legislation that directly affects the scheduling opportunities/requirements of our athletic teams.
Whenever possible, teams should not travel during Homecoming.Coaches should consider missed class time when scheduling contests.
SCHEDULING OF HOME EVENTS
In an effort to provide consistent start times for our home events, the following start times will be used for home events. Deviation from these times will need to be approved on an individual basis. All schedules should be submitted to Dave Higham for review, and ultimately forwarded to me for approval. Please avoid scheduling events on Sunday.
Weekday Events (Monday – Friday)
Soccer 4:00PM before daylight savings 2:30PM after daylight savings
Men’s & Women’s Basketball Double-Header 5:30 & 7:30PMBasketball Single Game 7:00PMWrestling 7:30PMSoftball 2:00PM before daylight savings
2:30PM after daylight savingsVolleyball 7:00PMSwimming 5-6:00PM
Weekend
Men’s & Women’s Basketball Double-Header 1:00 & 3:00PMBasketball Single Game 3:00PMVolleyball, Wrestling, Soccer* *Football 1:00PM (Homecoming- 2:00PM)Softball 1:00PMSwimming 1:00PM**
* Time can be based on gym availability and other events in the Athletic Department
** Swimming meets can be schedule in accordance with pool availability and type of meet.
NON-TRADITIONAL COMPETITION AND SCRIMMAGES
All non-traditional competition and scrimmages must be approved in the scheduling process. The following guidelines should be followed:
1. No non-traditional competitions or scrimmages on Sunday.
2. No non-traditional competitions or scrimmages should start after 7:00pm.
129
3. Non-traditional competitions or scrimmages will be treated as a practice unless the coach request a facility set up a week in advance with Dave Higham, Administrative Coordinator.
PRACTICE & COMPETITION CHANGE/CANCELLATION PROCEDURESIt is the Head Coach’s responsibility to notify (by text) the individuals listed below concerning all practice and competition schedule changes/cancellations.
Assistant Athletic Director – Dave Higham Head Athletic Trainer – Gary Hanna Sports Information – Bob Shreve Associate Athletic Director – Todd Jay
The text should be sent as soon as possible to provide adequate time to make proper notification to all parties necessary (media, bus company, other teams, etc.).Practice and/or competition may not be rescheduled without approval of the athletic administration.
PROCEDURE FOR COMPLIMENTARY TICKETS FOR STUDENT-ATHLETES AT HOME ATHLETIC CONTEST
1. Each student-athlete, according to the NCAA, may be granted up to a maximum of four (4) complimentary tickets for each of their participating sport athletic contests. The issuance of more than four (4) complimentary tickets is prohibited and is in violation of NCAA Reg. 16.2.1.1.
2. Each student-athlete’s request for complimentary tickets must be made in advance through the signing of a complimentary ticket list issued by the Head Coach. All complimentary ticket requests must be submitted no later than three (3) hours prior to game time.
3. Complimentary tickets shall be distributed to the student-athlete’s guests upon proof of photo identification and signature by the recipient.
4. Under no circumstances will complimentary tickets be issued to those whose names are not placed on the complimentary ticket list. It is the responsibility of the student-athlete to make arrangements with his/her guests in advance of the athletic contests.
5. Any high school or preparatory school who wants a team to attend a home athletic event must contact the EUP ticket office for information regarding group tickets.
6. Any youth team or organization (members are 8th grade and younger) who would like to attend a home athletic event must first be cleared by the DAC before tickets can be issued.
7. NO complimentary ticket will be issued to PSAC away teams. Complimentary tickets are issued to home team athletes only.
130
DATE __________________________ SPORT __________________OPPONENT _____________________
EDINBORO UNIVERSITY COMPLIMENTARY LISTTICKETS LEFT BY: RECIPIENT OF TICKET SIGNATURE OF RECIPIENT(LIST ALPHABETICALLY)
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
_________________________ _________________________
______________________
_________________________ ________________________
_________________________ _________________________
131
PROCEDURES TO RESERVE A FACILITY
Facilities included in this procedureMcComb Field HouseSox Harrison Stadium (field and track)Softball FieldZafirovski DomeFootball and Soccer Practice FieldsCampus Athletic (Soccer) Fields
The Athletic Director and/or their designee will be responsible for scheduling the athletic
related facilities.
*Presidential events have priority
*Athletic Department practices and competition have priority. (6am-8:30am and 3-8pm weekdays and all weekend)
*Classes have priority from 8:30 am to 3:00 pm weekdays
*Other activities can be scheduled based on availability. Priority will be given to EUP student groups, EUP recreational sports, and EUP-SGA sponsored events. Possible uses:
Rec SportsHomecoming EventsGreek Week EventsClub Sport EventsBand EventsCommunity Services eventsYouth FootballYMCA EventsPIAA EventsHigh School EventsCharity EventsOther
Other reasonable uses
*camps will have priority in the summer months
All requests must be made in writing to the Athletic DepartmentLetter or email
Athletic Department and university rules must be followed at all times
After date is pre approved a Facility Request Formed must be completed, signed and all proper paperwork (proof of insurance) submitted to the Athletic Department
The Athletic Department will provide all approved groups a signed facility request form, a facility usage permit and a facility rules and regulations
132
Groups are responsible for arranging with the Athletic Department and/or Maintenance Department to arrange for necessary setup and other requirements (tables, electrical hook up, housekeeping, floor covering, etc.) and the payment of the costs associated with the setup.
The following issues will be considered*Appropriate supervision must be present at all times*Proper footwear must be worn in McComb, on the track and on the football field*Certified lifeguard must be on deck in the pool at all times*McComb Field House gym and weight room will not be used for open rec*Fees may be assessed to non university groups*Events may be cancelled because of weather*This procedure can be altered on an as need basis by the Athletic Director
McCOMB FIELD HOUSE RULES
The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
Use of McComb Field House is by written permission only.
No pets are permitted in McComb Field House.
Bikes, skateboards, rollerblades, cleats, skates, and vehicles of any kind are prohibited.
Alcohol, tobacco products, guns, weapons, and glass containers are prohibited in McComb Field House.
Artificial noise makers are not permitted in McComb Field House.
Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
Individuals violating any of the above rules are subject to removal from McComb Field House.
Weight Room Use Policy
The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
The weight room is for Athletic Department personnel and student-athletes ONLY (separate summer camp rules).
No one may use the weight room without proper supervision (no one including coaches or staff should work out alone).
133
Do not prop the weight room doors open.
All approved supervisors must be on the approved supervisor list and carry appropriate identification. List will be posted on weight room bulletin board. Proper supervisors include:
o Full or part time coacheso Volunteer coaches (appropriate forms must be completed)o Work study student on the payroll and working when supervising the weight room
Equipment should be wiped down after use.
Weights should be placed on storage racks after use.
Coaches should report all broken machines/equipment to Dave Higham.
The posted weight room schedule must be followed.
If a coach unlocks the weight room, they are responsible for locking the weight room.
Athletes should NEVER be left unattended in the weight room.
All Athletic Department employees should help monitor the weight room and order unsupervised individuals to leave the weight room and lock the door.
Athletic Department employees are professional and must follow these rules to protect themselves and the university. NEVER leave the weight room unsupervised.
MIKE ZAFIROVSKI SPORTS & RECREATIONAL CENTER RULES
The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
No pets are permitted.
Skateboards, floor hockey, rollerblades, scooters, bikes or any like items are prohibited.
Only clean athletic footwear may be worn. No spikes.
Outside food and beverages are not permitted.
Alcohol, tobacco, guns, weapons, and glass containers are prohibited.
The Dome equipment (baskets, nets, hurdles, mats, and air diverter) may not be moved or altered in any manner.
Use of and jumping on the pole vault equipment, mats, and high jump equipment is prohibited.
Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
134
Individuals violating any of the above rules are subject to removal from the Dome.
SOFTBALL FIELD RULES The use of this facility is at one’s own risk. The University will not be responsible for any
accidents or injuries.
Use of softball field is by written permission only.
No pets are permitted in the softball field area.
Bikes and vehicles of any kind are prohibited on the field.
Alcohol, tobacco, guns, weapons, and glass containers are prohibited in the softball field area are prohibited.
Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
Individuals violating any of the above rules are subject to removal from the softball field area.
TENNIS COURT RULES The use of this facility is at one’s own risk. The University will not be responsible for any
accidents or injuries.
Only tennis shoes may be worn on the tennis courts.
Bicycles, rollerblades, skateboards, floor hockey and like items are not permitted on the courts. No ball playing of any kind other than tennis is permitted.
Pets are not permitted on the courts.
Sitting or leaning on the nets is damaging to the nets and net straps and is strictly prohibited.
Alcohol, tobacco, food, guns, weapons, and glass containers are prohibited.
This facility may not be altered in any manner (adjusting of nets, altering wind screens, tape on court).
Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
Individuals violating any of the above rules are subject to removal from the tennis courts.
SOX HARRISON STADIUMArtificial Turf and Track Guidelines
135
The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
No gum chewing or sunflower seeds on the field.
No tobacco products on the field.
“Long” track spikes may not be used on the field.
As soccer goals are set, they must not be dragged on the turf. Be sure to lift the goals into place. Goals must be secured properly with sandbags for safety.
Repetitive drills/exercises should be rotated so they do not create wear marks on field.
Golf is not permitted on field.
No carts or wheeled vehicles on track or field.
No animals allowed on the track or field. Assistant dogs are permitted.
No shot put, javelin, hammer or discus on field.
No tables, chairs or other objects allowed on field.
Enter through the south-west gate (by main ticket booth).
Turf field use is by permit only. All groups without a permit will be asked to leave the field.
DISPLAY PERMIT IN HOLDER.
MIKE ZAFIROVSKI SPORTS AND RECREATION DOME
Usage Orientation and Safety Program
136
The Mike Zafirovski Sports and Recreation Dome is an air-supported structure designed for sports, recreation, and educational use. All individuals using the facility are responsible for respecting the facility and its proper use. The following rules and guidelines must be read and understood before using the facility.
1. Use is by request only and Athletic Department approval.
2. Proper athletic footwear should be worn at all times:a. “clean” athlete footwear; no dirty outside shoes b. No spikes are permitted in the center area
3. All activities must be supervised.
4. All participants should show respect to the facility and those using it.
5. No “sharp or pointy” objects may be thrown or used in the dome. Care should be taken not to throw balls into the lights or dome fabric.
6. All participants must enter and exit through the main revolving door and air locks through the dome administration building. All other emergency doors or revolving doors should not be used without special permission or an emergency.
7. Equipment may not be moved or used without appropriate Athletic Department approval.
8. The Dome should be locked at all times except for open recreation time or special events.
Safety Procedures
1. There is an AED and emergency phone located in the dome.
2. This is an air-supported structure. If the inflation system malfunctions, a voice-activated evacuation message will be generated through the speaker system located in the Dome. The message will state “A DOME INFLATION SYSTEM MALFUNCTION HAS BEEN DETECTED. PLEASE EXIT THE BUILDING IN AN ORDERLY FASHION THROUGH THE REVOLVING DOORS LOCATED AT THE BUILDING ENTRANCE AREA”. If this voice is heard, please have your group exit in an orderly manner through the revolving doors and air locks. This is not an emergency. All activity should stop and participants should exit. The appropriate individuals will automatically be notified if the inflation system malfunctions.
3. In the case of an emergency, the following message will be heard “MAY I HAVE YOUR ATTENTION, MAY I HAVE YOUR ATTENTION PLEASE. AN EMERGENCY HAS BEEN DISCOVERED IN THE BUILDING. RESPONSIBLE PERSONNEL ARE RESPONDING. YOU ARE INSTRUCTED TO REMAIN CALM AND ORDERLY AND TO LEAVE THE BUILDING BY WAY OF THE NEAREST EXIT. LOOK FOR THE NEAREST EXIT SIGN AND PROCEED TO LEAVE THE BUILDING. Please have your group exit in an orderly manner through any exit door and move away from the building.
In an effort to provide a safe sports/recreational/educational activity, I have read this orientation sheet and have received the dome orientation session from an appropriate University personnel. I will abide by the dome policies and procedures.
137
Group Supervisor Signature Date
Print Name
University Personnel Signature Date
Print Name
Edinboro University Emergency Numbers:Campus Police 814-732-2912Emergency 911
Athletic Department Contract Number for Event:
Name: Tel #:
138
PRACTICE SCHEDULE GUIDELINES
MONITORING OF PLAYING AND PRACTICE SEASONSAs defined in NCAA Bylaw 17, Edinboro University adheres to the rules and regulations
established by the NCAA. Attached are the practice logs that are required by each sport to fill out, sign, and turn into the Associate Athletic Director to ensure compliance with the practice season limitations.
The Director of Athletics previously approves all athletic sport schedules for travel and logistical purposes while the Associate Director of Athletics checks for compliance with the number of allowable contests.
The attached forms are signed not only by the coaches but also a student representative from the respective squads and submitted to the Associate AD every Tuesday. These are then kept on file in the Associate AD’s office.
MCCOMBWinter schedule: (Oct 15th)
Fall 2014 Fall 2015 Fall 2016 Fall 20173-5:30pm WBB MBB VB WBB5:30-8:00pm MBB VB WBB MBB8:00-10:30pm VB WBB MBB VBThis schedule rotates every fall. The early slot will practice in the later time allotment and everyone else will move down one slot.
Pre season conditioningDepending when volleyball practices both basketball teams should be done with conditioning by 6:00 pm. They would have to use a combination of McComb Field House and the Mike Zafirovsky Dome for pre-season conditioning.
SOX HARRISON (FALL)In season fall sports that use the stadium. Non traditional sports that need stadium
Football, Soccer, Cross Country (track only) Lacrosse, Track, Softball
Fall Schedule 2:30-5:30pm Football5:30-8:00pm Soccer
Lacrosse can schedule practice and games when the soccer and football teams are off or competing away or on the grass fields. Track can practice during any of the in season practice times.*Coaches using the field or track should replace all equipment in the location they found it.
SOX HARRISON (SPRING)In season spring sports that use the stadium Non traditional sports that need stadium
Lacrosse, Softball, Track Football, soccer
139
Spring Schedule3:00-5:30pm Track5:30-8:00pm Lacrosse
Football and soccer can now practice on alternating days from 3:00-5:30 when track is practicing.
DOME (Fall) – Sept 1-Oct 15Open Gym Times12:00 – 1:00pm9:30-12:00pmClass times 9:00-11:30am and 1:30-2:30pm
In Season sports Our of Season sportsFootball, Soccer, Volleyball, Cross Country Wrestling, Men’s Basketball,
Women’s Basketball, Track
Practice Times ( Bad weather days)2:00-4:00pm4:00-6:00pm6:00-8:00pm
Night of events in McComb FieldhouseEarliest starting in season sports have priority 2:30-3:30pm – schedule as needed 3:30-5:30pm5:30-7:30pm
DOME (WINTER SPRING) Oct 15-Apr 15Open Rec 12:00-1:00pm Monday through Friday
9:30-12:00am Monday, Wednesday & Thursday Class time 9:00-12:00pm and 1:00-2:30pmTrack Rental 7:30-9:30pm Tuesday – all practices adjusted 3-4:30; 4:30-6:00; 6:00-7:30
In season sportsTrack, softball, lacrosse, tennis
Out of season sportsFootball, soccer
Practice times 2014-2015 2015-2016 2016-2017 2017-2018
2:30-3:30pm 3:30-5:30pm lacrosse track softball/tennis lacrosse5:30-7:30pm track softball/tennis lacrosse track7:30-9:30pm softball/tennis lacrosse track softball/tennis
These sports will be put on a rotating schedule.Out of season sports can schedule practices on off days or weekends.*** McComb will have some availability also.The Dome can be divided so more than one sport can practice at a time.
Events in Dome should be scheduled well in advance so that practice schedule can be adjusted accordingly.
140
NOTE: All non-traditional season practices should be concluded by 8:00pm – all venues. Weekend practices scheduled in advance each year with the Administrative Coordinator (Dave
Higham). Teams should avoid practicing during varsity contests. Coaches should inform their athletes in advance of practice times so classes can be scheduled
accordingly. Coaches are responsible for unlocking and locking the Dome. The Dome must be supervised when in
use. Coaches are responsible for leaving the practice facility clean. Coaches should report all damages or issues with the facilities to the Administrative Coordinator (Dave
Higham). Efforts will be made to keep Saturday and Sunday available for rentals.
Revised 4/15/10
141
SPORT: COACH:
DECLARATION OF LENGTH OF PLAYING SEASON
Notes:
(1) See NCAA Bylaw, Article 17(2) A week runs from Sunday (12:01am) through Saturday (11:59pm)
First Date of Competition:
First Date of Practice:
Non-Segmented Seasons:
Basketball
Championship: From To
Cross Country, Football, Lacrosse, Soccer, Softball, Tennis, Volleyball
Championship: From To
Non-Championship: From To
Segmented Seasons:
Swimming, Wrestling (144 days), Track and Field (156 days)
Championship: From To
Segmented Season Option: The traditional season may be divided into two distinct segments of consecutive days. Days do not have to be counted if they fall between the two segments, are required days off, or are official vacation, holiday, or final-examination periods during which no practice or competition shall occur.
Traditional #1: From To
Traditional #2: From To
* When counting the number of consecutive days, six days must be counted during any given week that a team practices or competes. Even if a team only practices Monday through Friday has Saturday and Sunday off, six days must be counted for that week as part of the total consecutive day limit.
Coach Signature Date
142
COUNTABLE ATHLETIC RELATED ACTIVITIESSport: VOLLEYBALL Week of ________________________
MM/DD/YY
____ In-Season ____ Out-of-Season Signature of Head Coach _______________________________
Signature of Captain ___________________________________
During the playing season, NCAA Bylaw 17.1.5.1 indicates that a student-athlete’s participation in countable athletically related activities shall be limited to a maximum of four hours per day and 20 hours per week with one required day off. During the off-season, student-athletes are limited to not more than eight hours per week of conditioning.
Instructions: You must record the hours for each student athlete on a daily basis along with the abbreviation for which type of activity or activities the student athlete participated in. Record and total the exact hours spent on each activity noted in the proper “day” column. At the end of each week, record and total hours (competition always counts as three hours). Return the completed form to the Athletic Director.
C = Competition L = Lifting F = Film I = Individual SessionP = Practice CO = Conditioning M = Meeting O = Other on-court/on-field Activities
Student-Athlete Sunday Monday Tuesday Wednesday Thursday Friday Saturday Total Hours per Week
143
Sport Week of Check box if no activity occurred In-Season/Out-of Season
CountableAthleticallyRelatedActivities Date Practice Competition Meeting
RequiredDay Off
WeightTraining/
Conditioning Tryout
DailyTotalHours
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
I certify that the above information represents all countable athletically related activities for the time period stated above and that such activities have been done in accordance with NCAA regulations. Signature of Head Coach Signature of Student-Athlete Date
144
EDINBORO UNIVERSITYDEPARTMENT OF ATHLETICS
PRACTICE LOGS
IN-SEASON Maximum of 4 hours per day OUT-OF-SEASON Maximum 8 hours per weekMaximum of 20 hours per week Conditioning, weight training, and tryouts1 day off per week required 1 day off per week requiredCompetition counts as 3 hours
Please return completed form to the Associate Athletic Director every Tuesday.
145
STATETRAVEL
FOR COACHES
146
TEAM TRANSPORTATION
Team bus transportation is arranged by the Associate Athletic Director through the bid process. All team travel will require the proper coach and team paperwork. If you need to cancel or change a scheduled trip, notify the Associate Athletic Director, Sports Information Director, and Sports Medicine Department immediately.
As part of the Coach’s Collective Bargaining Unit, you are entitled to transportation provided for your team. If you would like to drive a van or car to a competition, please complete the Request for Waiver form. Coaches driving to and from team varsity competitions will be governed by the following guidelines
REPORTING STATE TRAVEL EXPENSES
1. Anytime a coach wishes to travel, he/she must complete a Request for Travel form. You must provide a copy of the vehicle calculator with the request for travel form. You will only be reimbursed the lowest reimbursement rate. If a state vehicle is to be used, the appropriate mileage must be stated.
2. A Travel Expense voucher must be completed within five working days upon return. Include a copy of the approved Request for Travel form.
3. If a reimbursement is owed, it will take approximately two weeks to process. No reimbursement will be issued unless a Request for Travel form is completed and signed in advance.
4. If absolutely necessary, a Travel Advance Form may be completed, but this must be done approximately two weeks before departure. This should allow time for processing. Examples of above forms follow.
Enterprise Rental Procedures For EUP Faculty and Staff
OBJECTIVE:
To establish the procedures for travel by University employees on University-related business under the PASSHE vehicle rental contract. This procedure also creates a program for safe vehicle operation and guidelines for their use.
Reservation Process
Employees will go to EUP Facilities vehicle reservations web page to initiate the Travel Calculator, which is an online program to determine the most economical means of automobile travel. The most economical means available, including automobile rentals, is consistent with the Board of Governors Policy 1986-07-A: Travel Expense Regulations.
Employees will complete the data requested within the Travel Calculator (i.e. total miles round-trip, total number of days, automobile type and average cost of fuel per gallon) and press the “Calculate” button on the web page. The estimated trip expense is displayed. The Travel Calculator page should
147
be printed and attached to the employee’s Request for Travel Form. The vehicle information and estimated cost should be entered on the Request for Travel Form.
Employees select the least expensive option (between the rental vehicle and the state/personal vehicle) displayed through the Travel Calculator and press the appropriate “Reserve a State Vehicle” or “Reserve a Rental Vehicle” button at the bottom of the web page. For rental vehicles, the following information is required:
Name of Renter Name of any additional approved employee drivers Delivery date Delivery time Expected return date Cost Center/WBS for vehicle charge Department name Phone number of renter
Print copy of vehicle confirmation page when finished.
Note: Student employees may drive cars or mini-vans at age 21 or older; they must have a valid
driver’s license. 12-passenger vans must be driven by individuals over the age of 25.
Travel authority and procedures for use by University employees on University-related business are governed by Vehicle Use Policy C022.
12-passenger rental vans may not be driven by anyone on highways of New York, Connecticut, Vermont, Washington DC, Florida, Iowa, Maine, Massachusetts, Rhode Island or Canada
Vehicles are insured for collision and vehicle liability.
Delivery Procedure1. Enterprise meets renter at Enterprise reserved parking spot at Crawford/Reeder Hall parking
lot (middle row has assigned spaces) at specified start time requested on car reservation. Renter must meet Enterprise at requested time to receive vehicle. *
2. Car will be delivered with a full tank of gas and must be returned full. 3. Faculty/staff renter must show valid driver’s license (no copy required). 4. (Student employee drivers must give a copy of valid driver’s license to Enterprise and must be
at least 21 years of age). 5. Renter inspects vehicle, signs rental agreement signature sections. 6. Pink copy of rental agreement is given to renter and must be kept in vehicle at all times; it
serves as the vehicle registration. Enterprise will also give renter a copy of procedure sheet (breakdown info, vehicle return instructions, etc.).
7. Enterprise informs renter to return car to Enterprise parking location and to deposit keys into Enterprise drop box outside of Crawford Hall upon return from the trip.
8. Renter may not leave their personal vehicle in Enterprise parking spot.
*Alternate arrangements can be made for vehicle pickup/dropoff at other locations. Please call Enterprise at 814-864-6899 to make alternate arrangements
148
Emergency Procedures For Breakdowns : Contact branch directly (814-864-6899) during business hours
(M-F 8 a.m. – 6 p.m. & Sat. 9 a.m.-12 p.m.). After business hours, get to a safe location and call Enterprise 24 Hour Roadside Assistance at 1-800-307-6666. Roadside assistance will help to determine the best course of action depending on your situation. However, if this is not acceptable to you, please find a hotel to stay in overnight. If a tow truck was dispatched by Roadside Assistance, the driver may be able to give you a ride to the hotel. If not, please find transportation to the hotel. Call the branch at 814-864-6899 in the morning. KEEP ALL RECEIPTS FOR HOTEL, TOWING, ETC. ENTERPRISE WILL REIMBURSE FOR THESE CHARGES IF RECEIPTS ARE TURNED IN.
For Accidents: Contact local police and Erie rental branch (814-864-6899) immediately. Obtain name of the investigating police dept. (with police report number), the name, address, driver’s license number, license platenumber, insurance carrier and policy number of the other vehicle operator(s).The pink rental agreement serves as the registration card. Enterprise vehicles are self-insured by Enterprise so there is no insurance card in the vehicle. If after hours and vehicle is not driveable, follow procedure above and locate a hotel to stay overnight and call the Erie branch office in the morning. Save all receipts.
Return Vehicle Procedure1. Fill vehicle with gas before returning to campus. Enterprise will charge additional fees for cars
returned with less than full tank. Employees purchase fuel on their own and turn in receipts for reimbursement through their travel expense voucher form.
2. Return vehicle to designated spot in Crawford parking lot. If all Enterprise spaces are taken, inform police where the vehicle is parked so it is not ticketed.
3. Remove all personal items from vehicle and lock it. 4. Deposit keys in Enterprise drop box outside of Crawford Hall. 5. Pink form should be turned in with travel expense voucher. 6. Call Enterprise at 814-864-6899 when you return the car to inform them that it is ready to
be picked up. If after hours, leave a message. Charges to your Department will accrue until vehicle return is called in to Enterprise.
Billing ProcedureInvoices will be sent to Accounts Payable, 216 McNerney Hall, 300 Scotland Road, Edinboro University, Edinboro, PA 16444 and the appropriate EUP Department will be charged accordingly.
Renter should complete travel expense voucher and include a copy of the Travel Calculator page (see reservation process above) and receipts for any rental vehicle gasoline purchases to be reimbursed.
VAN REQUESTS
Clearance Procedures
All student drivers (Graduate Assistants, student-athletes on work study, etc.) must complete a green insurance card before being permitted to drive the vans. These forms can be picked up in the Athletic Director’s office. Return the completed card to the Athletic Director’s office to be forwarded to the University Center Office. This clearance procedure takes approximately 3 days.
149
Student drivers must have a valid driver’s license to be cleared and approved to drive vans. Only students that are on the payroll (being paid) may drive a state vehicle. If students have been previously cleared, they MUST REAPPLY AGAIN before being given permission to drive. (their clearance expires one year from date of issuance.) Only students on the payroll may drive state vehicles.
All vans must be picked up at Lawrence Towers unless otherwise instructed to do so. Saturday and Sunday pick up should be the police station. When returning the vehicle, the travel log with “mileage in” should be completed and left in the vehicle. The keys should be left in the drop box which is right outside the Facilities entrance doors where it says “vendor after hours key return”.
Check vans for cleanliness and damages before departing. Report all damages to the garage or police station.
All vans and cruisers contain a fuel credit card. This card should be valid at most fuel stations. Please check with the attendant at the gas station for acceptance.
Gas may be obtained for these vans at the garage if you are departing between the house of 7:00AM and 3:00PM. Upon returning, please be sure there is enough gas left in the tank for the next person to begin their trip. This is only a common courtesy.
All coaches are responsible for cleaning the vans and cruisers at the conclusion of each trip. Please remove all paper products, food, etc. from the vans. This will make it easier for the next individual.
To Return Vans
Return all vans to the garage upon arrival in Edinboro. Lock the van and return keys to the garage.
Absolutely no alcoholic beverages or illegal drugs are permitted in University vehicles.
STATE CARS
1. Request for state cars can be made by going to the facilitiesweb.eup.edinboro.edu, go to Services, Vehicle Reservations. Your sport’s cost center must be used when reserving a vehicle.
2. When state cars are being used, please follow these procedures:
A. complete Request for Travel Form (obtain in Athletic Directors Secretary’s office);B. indicate on the form your destination, approximate mileage, date, purpose of travel, and
mode of travel (van/state car number). The form should be submitted two weeks in advance of request to permit ample time to process. If the form is not completed correctly, it will be returned to your attention.
C. the form must have signatures of Athletic Director when traveling in-state. For out-of-state travel, the form requires the signatures of Athletic Director and the Vice President;
D. bring completed form with you when picking up state car or van .E. You must have a valid driver’s license with you to pick up a state vehicle.
150
3. State cars can be picked up at the garage from 7:00AM to 3:00PM. After 3:00PM, they can be picked up at the Police Station.
4. State cars must be returned to the garage area. Keys and packet must be put in the door slot of the garage and all doors must be locked when leaving car.
5. If you have scheduled a state car and the trip has been canceled, please inform the garage as soon as possible so the car can be utilized by another person.
6. State cars and vans are not to be used for personal use under any circumstances.
7. State cars and vans are not to be kept at your home overnight. They must be returned to the garage area.
NOTE: Driver must be a state employee physically on the time clock to operate a state vehicle and be covered under risk management insurance. Student employees must have an approved drivers background check conducted once a year.
ADDITIONAL VEHICLE USAGE INFORMATION
1. Malfunctioning Vehicles: If the vehicle is not running properly when you pick it up, DON’T TAKE IT unless you have the university garage analyze and repair the problem. If the vehicle malfunctions on the road, please see that it is given proper mechanical attention before you proceed. During normal working hours (7:00AM to 3:00PM weekdays), first contact the University garage at 814-732-2488.
A. Under $150 – if a vehicle breaks down and arrangements are made with a vender, the driver may charge up to $150 in repairs.
B. Over $151 – additional repair charges may be made after the driver gets approval from the garage personnel by contacting the garage (732-1488) or at other than normal operating hours of the garage, by calling the campus police at 732-2921. They will then make contact to get authorization for the repair. Please leave the telephone number and location. In dangerous situations (along side the highway), take every precaution to protect yourself and the passengers. The University will make every effort to facilitate your safe return to campus.
2. Accidents:A. See that any injured parties get medical attention.B. Obtain the license numbers of all vehicles involved.C. Obtain the names and addresses of witnesses, if possible.D. Obtain the names and addresses of all persons involved.E. Contact the nearest State Police Headquarters.F. Contact the University Garage (732-2488) and University Police (732-2921).G. Do not discuss the accident or any implication of fault with anyone except the police, the
University garage, or other authorized University or Commonwealth personnel.
3. Additional General Information:A. For LOCAL multiple-day usage, vehicles must be returned to the University garage
daily/nightly. DO NOT TAKE VEHICLES HOME OVERNIGHT.B. Vehicles assignments:1. Vehicles are assigned according to priorities and distance.
151
2. Individuals cannot substitute vehicles that are assigned.C. Return vehicles according to your itinerary.D. Remove all litter upon the return of the vehicle.E. Driver and passenger’s conduct should be conducive to safe traveling.F. Parking tickets or moving violation citations will be billed to the driver. Failure to pay
citations will result in denial of future vehicle use.G. The driver must meet university authorization requirements.H. The driver and passengers must be participants in university business.
152
ATHLETIC DEPARTMENT TRANSPORTATION POLICY
REQUEST FOR WAIVER
All transportation to athletic competitions will be provided by the Athletic Department. No coach will be required to drive athletic competitions without completing the following waiver and appropriate approvals.
NAME:
DATE:
SPORT:
I request to drive a state vehicle (car/van) to the
Competition on . I am of good health and physically able to
perform the operation of such vehicle. I will use good judgment if fatigue, stress, weather, or other
conditions become an issue. I will abide by all state, local and federal motor vehicle laws.
Reasons for request:
I have voluntarily requested this waiver.
Requestor’s Signature: Date
Approval Signature: Bruce Baumgartner/Todd Jay Date
153
ATHLETIC DEPARTMENT TRANSPORTATION POLICY
VEHICLE USE FOR PRACTICE REQUEST FORM
All transportation to athletic competitions will be provided by the Athletic Department. No coach will be required to drive athletic competitions.
NAME:
DATE:
SPORT:
I request to drive a state vehicle (car/van) to the
practice at on (date) . I am of good health and physically
able to perform the operation of such vehicle. I will use good judgment if fatigue, stress, weather, or
other conditions become an issue. I will abide by all state, local and federal motor vehicle laws.
Reasons for request:
I have voluntarily requested this waiver.
Requestor’s Signature: Date
Approval Signature: Bruce Baumgartner/Todd Jay Date
154
TRAVEL POLICY
The intent of the travel policy is to set guidelines for team travel with emphasis on maximizing athletic performance, minimize missed class time, and efficient use of resources.
TEAM TRAVEL
One Day Tripo Single day evento 11:00AM or later start at Clarion, California, Indiana, Pitt-Johnstown, Seton Hill, Slippery
Rock, West Virginia University, or Cleveland, Buffalo, and Pittsburgh areas (less than 3.5 hours).
o Single day event at Lock Haven with a start time later than 2:05PM. o Football, at the discretion of the coach and approval of the athletic administration, may
elect to leave on Friday after dinner for a Saturday 1:00PM game at Lock Haven and California.
Overnight Tripo Single day event more than 3.5 hours travel time from campuso Multi-day event more than 35 miles from campus
MEN’S & WOMEN’S BASKETBALL
One Buso On weekend and when school is not in sessiono During week (Slippery Rock & Clarion [Mercyhurst & Gannon shuttle])
Two Buseso During week (Indiana, California, Lock Haven, Shippensburg)
Departure time should be after 2:00PM whenever possible to minimize missed class time. All efforts should be made to miss as few classes as possible without compromising competitive preparedness.
155
EDINBORO UNIVERSITY OF PENNSYLVANIAREQUEST FOR TRAVEL FORM
IN-STATE TRAVEL OUT-OF-STATE TRAVEL (Vice-President Approval Required)
Please provide detailed information and justification including a copy of the conference announcement or other appropriate documentation. The original document with original signatures must be on file with the Travel Clerkprior to departure.
TRAVELER’S NAME: DEPARTMENT:
PHONE #: SAP Per No:
ORGANIZATION TO BE CHARGED:
Travel Classification:
RECRUITMENT 7170X DEPARTURE DATE ADMINISTRATIVE 7172X PROFESSIONAL RETURN DATE
MODE OF TRANSPORTATION: **State Car Must Be Scheduled With the Campus Garage x2488
DESTINATION: (City, State)
PURPOSE OF TRIP AND JUSTIFICATION:
Estimated Authorized COST COST
*Transportation $ $ Voucher Requested
Lodging $ $
Subsistence $ $ Not to Exceed State Mandated Maximums
Conference Fee $ $
Miscellaneous $ $ *A transportation order must be used whenever possible. The forms may be obtained from Accounting by checking the box
TOTAL $ $ after the authorized cost.
Traveler Date Dean/Director Date
Department Head Date Vice President Date
156
A.M. P.M.
PROFESSIONAL TRAVELEXPECTED OUTCOMES: YOUR ROLE IN THE ACTIVITY: ANTICIPATED FOLLOW-UP:
TRAVEL CLERK USE: T.O.# Rv. 08/09/11 Routing: Send original signed copy (with any attachments) to Accounting
TEAMTRAVEL
(Athletic Fee Account)
157
TEAM TRAVEL
COMPLETE THE TRAVEL PAPERWORK TWO WEEKS IN ADVANCE!!
1. You must complete a Travel Advance Form. Under name, use “your name” for “team name”. Example: Stan Swank for Women’s Basketball Team.
2. You must complete a Request for Travel Form. Under name, use “your name” for “team name”.
3. You must complete a Cash Advance Budget Form. This form describes the breakdown of advance money requested.
4. Hotel: Coach is responsible for arranging all hotel accommodations. You can try to make arrangements for direct billing with the hotel, use your personal credit card and get reimbursed, or include the cost on your Travel Advance Form.
5. A Travel Expense voucher must be completed within five working days upon return. Be sure to include all receipts, hotel voucher, and any monies not spent to the Athletic Department Secretary.
6. If a reimbursement is owed, it will take approximately two weeks to process.
7. A detailed travel itinerary including names of people traveling, hotel, and departure and return times must be submitted prior to departure.
Travel Card Procedures
Coach & Team Travel
1. Complete Travel Request form for all trips – one form for coach, one form for team (current policy). You can save time and paperwork by combining trips. Per example, complete the Travel Request form and attach your schedule to include travel location, depart and return times, and approximate cost.
2. Hotel should be charged to “fee credit card” – for team and coach
You must get a receipt when checking-out. Do not rely on the hotel to mail a receipt to you or the university.
On your Travel Expense form, the team and coach travel needs to be separated and a copy of the receipt attached. For example: coach – 1 room, team – 8 rooms.
3. Meals
Use fee credit card when you can. Make sure you get an itemized receipt.o Receipt must be attached to the Travel Expense form for each credit card
charge.
158
Travel Advance – you can combine trips on one cash advance (example: one travel advance per month). For expensive trips (Southern Trips) do a separate travel advance. All current procedures must be followed.
Coach meals – you can pay cash and get reimbursed within 10 business day by completing the Travel Expense form. Coaches must follow all PASSHE policies when using meal money.
The goal is to reduce the use of “large” travel advances and put more travel expenses on the credit card. Although this may not reduce the amount of paperwork at this time, it will reduce the financial risk to the coach.
Keep a copy of all receipts and send all original receipts with the Visa Activity Log form found under Equipment Purchases.
EMERGENCY CONTACT
An emergency contact listing must be completed at the beginning of each academic year for each athlete. The emergency contact would be the person the athlete would like the University to call if they were seriously injured or killed in an accident. The listing will include the contact person, relationship and phone number.
Student-athletes that represent Edinboro University (your team) must travel to the competition/practice with the team on university provided transportation. No student-athlete may drive to the event in their own vehicle or someone else’s vehicle. An athlete that travels with the team must return home with the team unless they are released, in writing, to their parent or legal guardian. They may not be released to anyone else but their own parent or guardian.
159
TA# TRAVEL ADVANCE FORM
I. TRAVELER: NAME
DEPT
PURPOSE OF TRAVEL EMPLOYEE SAP #
PHONE # COST CODE
DESTINATION DATE OF TRIP
Agreement for Advancement of Funds: The undersigned employee understands and agrees to the travel advance for university related travel in the amount of $ must be repaid to the university by the employee by or, if attached and initialed by the university and the employee, pursuant to the attached payment schedule (only the portion of the advance not expended for authorized travel must be repaid). The monetary amount stated above (or unused travel advance) is an advance payment of salary. In the event that repayment is delayed by the employee, and/or repayment is not received by the university by the date repayment is due, whether or not the employee is at fault in any way whatsoever, the university may reduce, in whole or in part, the employee’s next net pay by the amount due; or, in the event that the next net pay is insufficient to repay the advance salary payment, one or more of the next several pays may be kept entirely or reduced by the university to repay the debt owed to it, until repayment is complete. The employee will execute all documents and take all steps necessary or desirable, at the request of the university, to effectuate repayment to the university of the advance payment owed pursuant to this understanding. The employee intends to be legally bound hereby. (The requested advance cannot exceed the approved in-state or out-of-state travel request total less any Commonwealth Transportation Voucher.)
Signature of Employee Date
II. AUTHORIZATION: The following individuals approve use of the Travel Advance Account for the purpose state and acknowledge that adequate cost center travel funds exist.
Signature/Dept Chairperson Date Signature/Dean-Director Date Signature/Vice President Date
Please forward a copy of your Travel Request and this completed form to Office of the Associate V.P. for Financial Operations.
160
ROUTING:TravelerDept ChairpersonDean/DirectorVice PresidentAssociate V.P for Financial Operations
III. FOR FINANCIAL OPERATIONS ONLY:
In-State or Out-of-State Travel Approval form on file yes noEstimated Trip Cost (less any Commonwealth travel voucher) $
Amount Approved $ * Denied: Reason Authorization Signature Date *If less than amount requested, explanation:
IV. RECEIPT:
Check No. Date Amount $ I acknowledge receipt of the above identified travel expense advance check.Signature of Traveler Date
V. REPAYMENT:
Travel Expense Voucher No. Date University Travel Expense Check Date Check No. Amount $
Repayment Check No. Date Amount $ Signature of Accounts Payable Officer
EDINBORO UNIVERSITY OF PENNSYLVANIAREQUEST FOR TRAVEL FORM
IN-STATE TRAVEL OUT-OF-STATE TRAVEL (Vice-President Approval Required)
Please provide detailed information and justification including a copy of the conference announcement or other appropriate documentation. The original document with original signatures must be on file with the Travel Clerkprior to departure.
TRAVELER’S NAME: DEPARTMENT:
PHONE #: SAP Per No:
ORGANIZATION TO BE CHARGED:
Travel Classification:
RECRUITMENT 7170X DEPARTURE DATE ADMINISTRATIVE 7172X PROFESSIONAL RETURN DATE
MODE OF TRANSPORTATION: **State Car Must Be Scheduled With the Campus Garage x2488
DESTINATION: (City, State)
PURPOSE OF TRIP AND JUSTIFICATION:
Estimated Authorized COST COST
*Transportation $ $ Voucher Requested
Lodging $ $
Subsistence $ $ Not to Exceed State Mandated Maximums
Conference Fee $ $
Miscellaneous $ $ *A transportation order must be used whenever possible. The forms may be obtained from Accounting by checking the box
TOTAL $ $ after the authorized cost.
Traveler Date Dean/Director Date
Department Head Date Vice President Date
EDINBORO UNIVERSITY ATHLETIC DEPARTMENT161
A.M. P.M.
PROFESSIONAL TRAVELEXPECTED OUTCOMES: YOUR ROLE IN THE ACTIVITY: ANTICIPATED FOLLOW-UP:
TRAVEL CLERK USE: T.O.# Rv. 08/09/11 Routing: Send original signed copy (with any attachments) to Accounting
CASH ADVANCE BUDGET FORM
DESTINATION_________________________ COST CENTER CODE _______________
DATE CASH ADVANCE NEEDED______________ ADVANCE AMOUNT________________
TRANSPORTATION: ________VAN ________BUS ________ STATE CAR
EXPENSES RELATED TO CASH ADVANCE ONLY
Meals: Number of students Number of days Amount per day $
TOTAL $
Gas: $ $
Lodging: Number of rooms Number of nights Amount per room $
TOTAL $
Miscellaneous: $ $ $
TOTAL $
TOTAL CASH ADVANCE $
COACH (please print) SIGNATURE DATE
ATHLETIC DIRECTOR (please print) SIGNATURE DATE
PLEASE NOTE: Every effort should be made to use credit cards for rooms. A Travel Expense Voucher should be completed within seven (7) days of the completion of the trip.
162
TRAVEL ITINERARY
Opponent: City/State:
Departure Date/Time: Return Date/Time:
Mode of Transportation: Bus Air Other:
Airline/Flight Numbers: Depart: Arrive:
Lodging: Name: Telephone:
Address:
Number in Coaching Staff: (list names below)
Number of Athletes: (list names below or attached roster) – only NCAA eligible athletes may travel
Number of Additional Personnel: (SID, trainers, cheerleaders, etc)
THIS FORM MUST BE COMPLETED AND GIVEN TO THE ATHLETIC DIRECTOR’S OFFICE BEFORE DEPARTURE
163
TRAVEL EXPENSE VOUCHEROBJECT AMOUNT
TRAVELER'S NAME (PRINT CLEARLY)
DELIVER CHECK TO (STREET OF OFFICE ADDRESS)
TRAVELER'S SAP EMPLOYEE NUMBER
CITY AND STATE ZIP CODE
UNIVERSITY PHONE NUMBER
COST CENTER
CC# TOTAL >
ITINERARY HOTEL FOOD TRANSPORTATION MISCELLANEOUS TOTA
LPURPOSE DATE TIME LEAVE/RETURN
LIST LOCATIONS
NAME OF HOTEL & H.O.
NUMBERCASH YOU PAID
CASH YOU PAID
NAME OF CARRIER & T.O.
NUMBERCASH YOU PAID
PERS AUTO MILES
EXPLANATION CASH
COMMENTS
TOTALSI CERTIFY THAT THE STATEMENTS AND EXPENSES CLAIMED ARE CORRECT, REASONABLE AND WERE INCURRED IN THE PERFORMANCE OF UNIVERSITY DUTIES AND THAT I HAVE NOT AND WILL NOT ACCEPT REIMBURSEMENT OF ANY OF THESE EXPENSES FROM ANY OTHER SOURCE. I FURTHUR CERTIFY THAT IF MY PERSONAL AUTOMOBILE WAS USED FOR UNIVERSITY BUSINESS DURING THE PERIOD OF TRAVEL CLAIMED, INSURANCE COVERAGE WAS IN EFFECT.
TRAVEL CLASSIFICATIONPERSONAL AUTO MILES AT
RECRUITING 40XX LESS TRAVEL ADVANCE
#TA ___________________ADMINISTRATIVE 41XX
PROFESSIONAL DEVELOPMENT 42XX TOTAL REIMBURSEMENT
CLAIMEDOFFICE USE ONLY
TRAVELER SIGNATURE: DATE
SUPERVISOR WITH COST CENTER CONTROL CHECK BOX, SIGN AND DATE
DATE
164
EDINBORO UNIVERSITY STUDENT ATHLETE RECEIPT FORM
DATE _______________ COST CENTER CODE _______________
DESTINATION _________________________________________
I have received the sum of $ _____________________ for meals.
SIGNATURES:
1. ___________________________
2. ___________________________
3. ___________________________
4. ___________________________
5. ___________________________
6. ___________________________
7. ___________________________
8. ___________________________
9. ___________________________
10. ___________________________
11. ___________________________
12. ___________________________
13. ___________________________
14. ___________________________
15. ___________________________
16. ___________________________
17. ___________________________
18. ___________________________
19. ___________________________
20. ___________________________
21. ___________________________
22. ___________________________
23. ___________________________
24. ___________________________
25. ___________________________
26. ___________________________
27. ___________________________
28. ___________________________
29. ___________________________
30. ___________________________
ONLY CURRENT EDINBORO STUDENTS MAY SIGN THIS FORM (ATHLETES & STUDENT SUPPORT STAFF
165
TEAM TRAVEL MANIFEST
Sports Team Travel Manifest form that MUST be completed for each away trip.
The procedures are as follows:
All appropriate Edinboro University of Pennsylvania Request for Travel forms and budget must be complete at least 2 weeks in advance.
All appropriate travel itineraries must be filed with Todd Jay to schedule the transportation.
The attached Sports Team Travel Manifest must be completed 100% accurately for each trip and emailed to Todd Jay, Bruce Baumgartner and Cindy Seth prior to departing the university.
A hard copy of the attached Sports Team Travel Manifest must be completed (100% accurate) and dropped off at the Campus Police Station as you leave campus. The police will sign the manifest and make you a copy. This may take a few minutes while the copy is made.
Place your copy in a red folder and keep it on the bus.
166
SPORT TEAM TRAVEL MANIFEST Team Date Destination
NOTE: A final passenger manifest with a correct and complete roster of passengers MUST be provided to the Edinboro University Police Department as you are exiting campus. Failure to do so may result in disciplinary action and the loss of future travel privileges.
All students are REQUIRED to read and abide by the Student Travel Agreement.
Did you remember to: Fill out the top portion of each page?
Have all student travelers read the Student Travel Agreement?
Sign the form?
Complete the hotel/lodging information requested?
Submit a final copy of this form to the EUP Police when departing
campus?
Include a daily travel itinerary if your trip involves multiple cities?
Submit the red folder (athletic travel only)?
Dates of Trip: Coach: Coach Phone #:
Place of Competition(s): Time of Competition(s): Please check one:
University Vehicle SGA Vehicle Personal Car Rental Car Commercial Travel (Please Specify)Vehicle 1 License Plate #: Vehicle 2 License Plate #: (Additional vehicles, please list license plate numbers on an attached separate sheet.)
Traveler & Title* PLEASE PRINT CLEARLY * ID# Phone # Emergency Contact/Relationship Emergency Contact
Phone #
Ex. John Doe/Coach @000123456 (814) 123-7890 Maggie Doe/mother (814) 123-4567
1. @
2. @
3. @
4. @
5. @
6. @
7. @
167
8. @
Traveler* PLEASE PRINT CLEARLY * ID# Phone # Emergency Contact/Relationship Emergency Contact
Phone #
9. @
10. @
11. @
12. @
13. @
14. @
15. @
16. @
17. @
18. @
19. @
20. @
21. @
22. @
23. @
24. @
25. @
26. @
27. @
168
Traveler* PLEASE PRINT CLEARLY * ID# Phone # Emergency Contact/Relationship Emergency Contact
Phone #
28. @
29. @
30. @
31. @
32. @
33. @
34. @
35. @
36. @
37. @
38. @
39. @
40. @
41. @
42. @
43. @
44. @
45. @
46. @
47. @
48. @
169
49.
50. @
51. @
52. @
53. @
54. @
55. @
56. @
57. @
I certify that this is an accurate list of individuals present on this trip. I understand that providing false information on this form is a violation of University policy and will result in disciplinary action.
Coach Signature University Police Confirmation
Total # of travelers, including coach/volunteers/others
170
Hotel/Lodging Information – Date(s) of stay
Hotel/Lodging Name
Hotel/Lodging Phone
Hotel/Lodging Address
Hotel/Lodging Information – Date(s) of stay
Hotel/Lodging Name
Hotel/Lodging Phone
Hotel/Lodging Address
EQUIPMENTPURCHASING
171
EQUIPMENT PURCHASE
1. Complete an Expenditure Request Form. Give a complete description of the item, quantity, cost, vendor information, justification for the purchase and any special instructions that might apply.
2. The Expenditure Request is given to the Athletic Director’s Office for approval. It is then input on-line (SAP) . The Purchasing Office will send the Purchase Order to the Vendor.
3. After the equipment has been received and you receive an invoice from the vendor, it should be forwarded to the Athletic Director’s Office so payment may be made to the vendor.
4. All purchases should receive a Purchase Order Number BEFORE the order is place with the vendor.
5. Allow sufficient time for the paperwork to be processed. If you have an emergency situation, you should discuss it with the Athletic Director.
6. The Purchasing and Accounting Office will now allow direct purchases for amounts under $500. Complete a Director Payment Form and attach all receipts.
7. Edinboro University colors are RED and WHITE.
The wearing of black uniforms in competition is prohibited. All travel suits, sweat shirts, warm-ups, and sideline apparel purchased with university,
fundraised and athletic fee money must be red and white. It is permissible to wear black practice equipment such as reversible jerseys. Some uniform bottoms/pants, travel suits and coaches apparel are exempt from the red
and white policy on an individual approval basis. Please see me for approval. It is the head coaches responsibility to make sure their team is in compliance with
department policy.
BIDDING
Bidding is done on the basis of the professional judgment of the Director of Purchasing dependent upon an estimate of savings which may be realized for the University. Written bids are preferred but oral bids may be used in emergency situations. Expenditure requests will not be artificially “divided” in a manner designed to avoid bidding requirements. The Purchasing Office is the only department authorized to issue an invitation for bids, and subsequently create purchase orders or contracts to purchase items requested.
Please consider early planning and preparation of your expenditure requests to allow the Purchasing Office adequate time to issue/advertise bid invitations and evaluate vendor responses in preparation of contracts and purchase orders.
OTHER EXPENDITURES
Other expenditures such as subscriptions, memberships, dues, officials, reimbursements for host fees, recruiting meals, etc., are to be done by completing a Direct Payment Form. Attach all receipts and give to the Athletic Department Secretary for processing.
172
PURCHASING CARD POLICIES AND PROCEDURESGUIDE FOR CARDHOLDERS
Participation in the Edinboro University VISA Purchasing Card Program is a convenience that carries responsibilities for its use. Although the card is issued in the employee’s name, it should be considered Commonwealth or University property and should be used in good judgment in accordance with its applicable activity limits.
1. The VISA Purchasing Card is provided to employees based on their need to purchase business relatedgoods and services. A card may be revoked at any time by the University based on change of assignment or location or for any reason. The card is not an entitlement nor reflective of title or position.
2. The card is for University-related purchases only; personal charges are not to be made to the card.
3. The cardholder and authorized (written) designee are the only persons authorized to use the card and are responsible for ensuring that all purchases with the card are for University use. The cardholder should keep the card in a safe place to prevent fraudulent use. Cardholders must examine all receipts for accuracy before signing them and shall keep a copy of all receipts and send all original receipts to the Accounting Office at the end of each month.
4. Cardholders shall not make purchases in excess of the monthly spending limit and shall not exceed the department’s annual operating budget.
5. Improper use of the card can be considered misappropriation of Commonwealth funds which may result in disciplinary action, up to and including termination.
6. All charges are billed directly to and paid by the University. Any personal charges on the card could be considered misappropriation of Commonwealth funds since the cardholder cannot pay the bank directly.
7. Cardholders are expected to comply with internal control procedures in order to protect University assets. This includes keeping receipts, reconciling VISA Purchasing Card monthly memo statements, and following proper security measures.
8. . Cardholders are responsible for reconciling their VISA Purchasing Card monthly memo statement and resolving any discrepancies by contacting the supplier and the University’s Accounting Office.
9. Each VISA Purchasing Card is assigned a cost accounting code (Org#) by management; purchases may be automatically charged to that code. Only management can change the code. If changed, a new accounting code does not affect past charges, only future charges.
10. A lost or stolen VISA Purchasing Card should be reported immediately by telephone to the bank’s Commercial Card Customer Service at 800-VISA-911 and the University’s Accounting Office at 732-2725. After notice, in accordance with Regulation Z, cardholder liability for unauthorized use of the card shall not exceed the lesser of $50 or the amount to which the unauthorized use pertains. Unauthorized use under Regulation Z means the use of a credit card by a person, other than the cardholder or an authorized designee, who does not have actual, implied, or apparent authority for such use, and from which the cardholder receives no benefit.
11. A cardholder must surrender the card upon termination of employment (i.e. retirement or voluntary/involuntary separation) or at any time either the University or the Bank requests. At this point, no further use of the VISA Purchasing Card account is authorized.
This Acceptance Agreement contains the entire agreement with respect to the subject matter hereof. It is the intention of the Employee (cardholder) to be legally bound by the terms and obligations in this agreement and further, the Employee (cardholder) has read and understood the terms listed herein.
173
Mastercard Purchasing Card - Department Activity Log
DATE VENDOR DESCRIPTION AMOUNT ORG # NCAA CODE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Please examine all receipts for accuracy before signing them. Keep a copy of all receipts and send all original receipts with this log to the Accounting Office at the end of each month. You must not make purchases in excess of the monthly spending limit or your department’s operating budget. The card is for University-related purchases only; personal charges are not to be made to the card.
A lost or stolen Purchasing Card should be reported immediately by telephone to the bank’s commercial card customer service at 800-270-7760 and the University’s Accounting Office at 732-2725.
174
EDINBORO UNIVERSITY OF PENNSYLVANIAEXPENDITURE REQUEST
REQUESTOR____________________ DATE _____________________PHONE _______________ ORG. CODE_____________________ ACCOUNT CODE ______________
ORDER DATE DELIVERY DATE FOB TERMS PREPAY FL CONF. BID NO. QUOTE DATE
DESCRIPTION VENDOR WITH COMPLETE ADDRESS QUAN. UNIT UNIT COST TOTAL COST
IF GOODS ARE TO BE DELIVERED 0THER THAN TO REQUESTOR, PLEASE SPECIFY BELOW:
PURPOSE & JUSTIFICATION (REQUIRED)CAMPUS DELIVERY INSTRUCTIONS:NAME _______________________________________BLDG.__________________ ROOM_________DEPT_____________
NEEDED BY:
REQUESTOR SIGNATURE: DATE
ATHLETIC DIRECTOR DATE
ON-LINE APPROVALS:
175
REG. NO
PO/CONTRACT NO.
176
STUDY PROGRAM
GUIDELINES&
EXPECTATIONS
177
ATHLETIC STUDY PROGRAMGUIDELINES AND EXPECTATIONS
Coordinators: Colton Sponseller 732-1854 and Chris Bess 732-1857
ATHLETIC STUDY PROGRAM
GUIDELINES AND EXPECTATIONS
The Edinboro University Athletic Study Program is directed toward the promotion of academic success of the participating student-athletes. The program is designed to assist the students involved in their progress toward a degree while insuring the academic integrity of the University. The basic guidelines for and expectations of the participants are as follows:
Participants
This year’s Study Program will be offered 5 days a week, Sunday through Thursday, 8:30-10:00pm in Doucette Room 119 .
The participating group at the Athletic Study Program will be composed of:
Returning students Below a 2.0 = 4 nights 2.0-2.25= 3 nights 2.26-2.5 = 2 nights Freshman Below 850 = 4 nights Below 899 = 3 nights
Exceptions
Location and Time
Sunday, Monday, Tuesday, Wednesday, and Thursday that the University is officially in session 8:30 p.m. to 10:00 p.m. each evening. Location will be announced at the beginning of each semester.
Academic Evaluation
An evaluation checklist and reporting form will be sent to the teaching professors of all the student-athletes participating in the Athletic Study Program to monitor academic progress. The evaluation form, when sent to the professors, will be accompanied by a brief description of the design purpose of the Athletic Study Program and requesting the cooperation and assistance of/from our faculty.
Any responses on the evaluation checklist, when returned, will be reported to the individual student involved, the appropriate coach, and the Athletic Director.
178
Attendance Policy
Attendance to all study program sessions for the whole semester is mandatory. Student athletes must attend the program before, during, and after sport season.
Student athletes arriving to the study program between 8:30 and 8:45 will be marked late. Students who have been marked late three times will be given one absence. Students arriving after 8:45 will be marked absent if they do not have a valid excuse.
The student-athlete who has One (1) unexcused absence from the Athletic Study Program will have to meet with his/her
Head Coach; Two (2) unexcused absences will meet with his/her Head Coach and the Athletic Director; Three (3) unexcused absences will be suspended from team practice for one week but still be
eligible to compete; Four (4) unexcused absences will be suspended from team practice for one week and not be
permitted to compete in his/her teams next competition; Five (5) unexcused absences from the Athletic Study Program will become ineligible for
athletic participation from the date of the occurrence of the fifth unexcused absence through the remainder of that current season and through the next participating season as well.
The student-athlete would not be permitted to practice, workout, or be involved with any team during ineligibility.
Student athletes must remain at the study program for the whole two hours. If a student leaves they will be marked with an unexcused absence and possible dismissal from the study program.
All excuses presented for absences from the Athletic Study Program by student athletes will be reviewed by the Athletic Study Program Coordinator to be validated. All excuses not validated will be recorded as unexcused absences.
Participants requesting an excused absence from the Athletic Study Program, other than extreme emergencies, should be given to the Athletic Study Program Coordinator before the absence.
All physical injuries occurring during official practice sessions and/or actual game competition, that are serious enough in nature to prohibit the student athlete involved from attending the Athletic Study Program, must be reviewed, approved and reported by the EUP Director of Sports Medicine to the Athletic Study Program Coordinator in order for such absence(s) to be recorded as excused absences from the Athletic Study Program.
Attendance records from the Athletic Study Program will be given to the appropriate coaches and the Athletic Director and the Associate Athletic Director every day after the study program.
179
Duration of Attendance
Any student-athlete not meeting the duration of attendance/grade point average would become athletically ineligible at that point for the remainder of that current season and for the next participating season as well.
During the time of ineligibility, the student-athlete involved would not be permitted to practice/work-out/participate with any athletic team at Edinboro.
Basic Guidelines
In order for the student-athlete to gain maximum benefit from the Athletic Study Program a number of basic rules have been established that must be followed by all participants.
All Athletic Study Program participants should bring study materials to each session. Casual reading is not acceptable. Any computer being used must be for academic use. Anyone using a computer for gaming or viewing non-academic sites on the internet will lose the use of the computer. ALWAYS HAVE WORK TO DO.
Excessive talking and socializing, unruly behavior and the use of vulgar language by student athletes during Athletic Study Program hours will not be tolerated.
Food, snacks, radios, cd or mp3 players, cell phones, ear phones/ headphones and Chewing tobacco are not allowed to be used during the Athletic Study Program.
NOTHING IS ALLOWED TO BE BROUGHT IN!
Failure to comply to these rules will result in an unexcused absence for that day. Continual disruptions will result in dismissal from the Athletic Study Program.
Participants will obtain approval from the Athletic Study Program Coordinator before leaving the Athletic Study Program area for any reason.
On special occasions, student athletes are permitted to leave an Athletic Study Program if the Athletic Study Program Coordinator has been notified in advance by the student athletes coach. These sessions can be :
Consulting with a tutor, Going to the ROSS HALL computer lab Attending a special course event.
Any student athlete taking advantage of this privilege in a negative way will receive an unexcused absence. Continual problems will lead to dismissal from the Athletic Study Program.
Student-athletes are allowed to have personal tutors at the Athletic Study Program. Tutors must observe and practice the rules of the Athletic Study Program.
180
Athletic Study Program participants will not work in the evening as a resident assistant in the Residence Halls, attend fraternity/sorority meetings, participate in intramural activities, or any other similar activities that conflict with the Athletic Study Program.
Permission for Athletic Study Program participants to study a different time than during Athletic Study Program will not be granted. Exceptions will be reviewed on an individual person or squad basis with the student athlete(s), coach, and the Athletic Study Program Coordinator present.
Hours missed at the Athletic Study Program will not be allowed to be made up at a later date.
The rules and regulation of the Athletic Study Program are not meant to replace academic rules and regulations set forth by the office of Academic Affairs of Edinboro University.
Any student who is being a disruption at Athletic Study Program will be dismissed from the program and marked as having an unexcused absence. If you are dismissed from Athletic Study Program twice you will be permanently removed from the program.
Reminder
All members of the Athletic Department are ready to assist the student athlete in any way possible. The academic advisor that has been assigned to the student athlete by the Office of Records and Registration of Edinboro University should always be consulted for official recommendations.
Review Committee
A Review Committee has been established to settle disagreements and receive complaints concerning decisions made and actions taken according to the Athletic Study Program Guidelines and Expectations. The Review Committee consists of the Athletic Director, Associate Athletic Director, two (2) head Coaches, and the Athletic Study Program Coordinator.
181
ATHLETIC STUDY PROGRAM
COMPLIANCE FORM
As a student athlete attending the Edinboro University Athletic Study Program I have read all of the guidelines and expectations of the Athletic Study Program and understand them. Therefore, as a student-athlete I will comply with the guidelines and expectations of the Athletic Study Program.
___________________________ NAME DATE
________________________ STUDENT ID # SPORT
_________________________Phone #
182
FUNDRAISING
183
PROCEDURE FOR INDIVIDUAL SPORTS’ FUNDRAISED ACCOUNTS
1. When a coach desires to make a purchase out of his/her fundraised account, he/she must FIRST complete an expenditure request with a detailed descriptive of the items to be purchased. If purchasing equipment, please read the equipment procedures.
2. Submit expenditure request to the Athletic Director for approval. Once approved, expenditure request will be forwarded to the Purchasing Office.
3. The Purchasing Office will then find the most cost effective vendor to provide the items requested. At that time, a purchase order # will be assigned and sent to the vendor.
4. Under no circumstances are purchases to be made without securing a purchase order # first.
5. In the event that needed items are under $100, an athletic department credit card is available. This is the only time a purchase order is not required. A receipt of purchase is required when making a credit card purchase. Failure to provide a receipt can result in the coach assuming the cost of the item(s) purchased.
6. Whenever collecting checks for fundraised events, be sure that all checks are made payable to “Edinboro University”. All cash and checks are to be made directly to the Athletic Business Office. At that time a receipt will be given to coach in the amount of deposit. Coaches must sign receipts whenever cash is involved.
PROCEDURES FOR EXECUTION OF ENDOWED SCHOLARSHIPOR GRANT FUNDS FOR STUDENT-ATHLETES
1. The Athletic Director should be informed of all dollars generated.
2. All dollars generated or endowed for athletic scholarships or grants should be channeled through the Athletic Director’s Office. The stipulations or restrictions of the endower should be documented and should accompany the fiscal transfer.
3. The Athletic Department has a screening committee that will establish the criteria by which applicants are identified, within the stipulations of the endower and develop the procedure whereby applications are devised, distributed, received, reviewed, ranked or scored, and dollars are committed to individual students.
4. Selection must be approved by the Athletic Director.
184
PROCEDURE FOR COACHES FUND RAISING
1. Coaches are to complete the Fundraising Request Form and submit to the Athletic Director for approval forms may be obtained in the Athletic Business Director’s Office.
2. The Fundraising request will then be forwarded to the Vice President of Student Affairs and Student Success and the Vice President for Institutional Advancement and Public Relations for approval. Once approved, the signed request will be returned to the Athletic Business Director’s Office. At this time, the Athletic Business Director will notify the requestor that the fundraiser has been approved.
3. No fundraising activity may take place without prior approval.
4. Coaches are mandated to keep accurate records of all monies collected (both cash and checks should be accounted for). If merchandise sales are involved, coaches must keep record of merchandise inventory. A list of student-athletes’ names and the amount of merchandise they received to sell and the amount they collected are to be part of the inventory record keeping.
5. All monies are to be given to the Athletic Business Director for deposit. At such time, coaches will receive a receipt for their deposit. All checks are to be made payable to Edinboro University. Monies will be deposited in the appropriate sport account.
6. All invoices for merchandise or costs incurred by the fundraiser are to be submitted to the Athletic Business Director to submit expenditure request. Merchandise orders must be taken in advance or student-athletes required to sell a certain number of items before the order is placed. (There must be some safe-proof guarantee that monies will be collected to pay for the merchandise invoice.)
7. Coaches are required to keep a ledger sheet of income and expenses incurred by their fundraiser. They must also keep on file the inventory sheets and any other information (i.e., flyers, tickets, publicity) concerning the fundraiser. Detailed records should be kept on file for auditing purposes. All record keeping methods should be approved by the Athletic Business Director.
8. Final fundraising reports must be submitted to Athletic Business Director
9. All equipment/fundraising purchases must follow guidelines set in Equipment Purchasing section of handbook.
10. It is the head coach’s responsibility to complete the Final Fundraising Report at the completion of the fundraising event. Money will not be released to the sport until the final report is complete.
185
Edinboro University of Pennsylvania
Fund Raising Request NOTE: Only one fund raising event per form. Please print clearly.
Name & Address of Organization/Team: ____________________________________ Date: ___________________
____________________________________
Name of Requestor: ____________________________________ Telephone #: ____________
Purpose of Fund Raiser: _________________________________________________ What is the Financial Goal: _________________________________________________ How will Funds Be Raised: _________________________________________________ Location (s) of Fund Raising Event: _________________________________________________ Date(s) & Time(s): of Event: _________________________________________________
Name of Position in Organization: _________________________ Organization: ________________________
Local Address: _________________________ Telephone: __________________________
List All Persons Involved with Fund Raiser: ___________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
_________________________________ ____________________________________
Signature of Requestor Date Signature of Responsible Party Date
_________________________________ ____________________________________
Department Head Date Vice President Date
_________________________________ ____________________________________
Dean/Director Date Institutional Advancement Date
186
Edinboro University of PennsylvaniaFinal Fund Raising Report
Date Submitted
Name of Team Name of Coach/Advisor
LIST REVENUES: LIST EXPENSES:
TOTAL REVENUES RAISED $ TOTAL EXPENSES PAID $
NET PROFIT $
What account were your funds deposited?
Describe records kept for this fundraiser and where they are housed?
COACH/ADVISOR SIGNATURE DATE
A.D. SIGNATURE DATE
187
SPORTSMEDICINE
188
SPORTS MEDICINE AND HEALTH PROBLEMS
The following information is intended to resolve any misunderstandings and to give direction to you regarding the health program at Edinboro University of Pennsylvania.
Philosophy
We feel that the student athletes at EUP constitute the single most important segment of the entire athletic program; for without them, the rest of us would have no purpose for being here. With this in mind, the guidelines herein will enable the athletic training staff to ensure that our athletes remain in the best physical condition possible.
General Procedures
The center of our operation will be the athletic training room at McComb Fieldhouse. Treatment and rehabilitation for all sports will take place in that facility. Also, pre-practice taping and treatments for all sports will take place there. The head athletic trainer will also be available at almost any time to answer your questions.
The Athletic Training Room will be closed for recognized major holidays, including:a. New Year’s Dayb. Memorial Dayc. Independence Dayd. Labor Daye. Thanksgiving Dayf. Christmas Day
Please plan practices and contests accordingly.
Therapy Treatments
1. Each athlete will change into shorts for below the waist treatments.
2. No shoes will be worn during treatments.
3. An athlete must plan to stay in the athletic training room for at least 30 minutes for his/her treatment care.
Resumption of Practice or Play
Following an injury or illness, no athlete will resume participation until complete approval has been granted by the athletic trainer. NO EXCEPTIONS!!
Athletic Training Room Hours
Hours of operation will be set by the Head Athletic Trainer based upon available staff and practice/competition schedules.
Equipment
All equipment and non-expendable supplies (i.e., crutches, slings, wraps, braces, and sleeves) will be assigned to student-athlete as needed. Failure to return these items will mean that student-athlete will be billed through the business office at the prevailing hospital rate.
189
Appointments
1. Never break or be late for an appointment – student-athlete must call the doctor or dentist if he/she must be late or cannot keep the appointment.
2. Never be late or miss practice or a meeting because of a doctor or dental appointment unless cleared by the head athletic trainer.
Rules of Conduct in the Athletic Training Room
1. No cleats in athletic training room.
1. All players must wear shorts and a shirt in the athletic training room.
2. No profane language.
3. Players will be taped and treated on first come, first serve basis.
4. Failure to report for scheduled therapy will be reported to athlete’s head coach.
5. Do not remove any supplies from the athletic training room unless you ask first. This also applies to athletic training kits.
6. Do not sit on athletic training kits or ice containers.
7. No use of tobacco products in the athletic training room will be permitted.
8. Use of cellular phones is prohibited.
Please remember that the athletic training room is a work place and not the players lounge. If student-athletes are ill or injured, please stop by, otherwise, we will see student-athlete on the field, court, or mat.
INSURANCE INFORMATION
Edinboro University provides a supplemental (secondary) accident insurance that will cover athletic injuries sustained by student athletes involved in supervised play or practice sessions, including travel to and from these functions. This coverage is offered on an “Excess” basis only. Under the terms of the policy, the coverage is considered secondary to all other valid and collectable medical insurance policies. Due to the fact that our policy is a supplemental (secondary) coverage, all athletes must have a primary medical insurance that covers athletic injuries before they will be permitted to practice or compete. To avoid delays in injury management and claims processing, it is imperative that the personal insurance information requested in the ATS system be completed accurately and in its entirety.
A. Primary Insurance Coverage
1. All student-athletes MUST be covered by a “Primary” health insurance policy that covers intercollegiate related athletic injuries. Please check with your insurance carrier to be sure of this provision. Due to federal regulations, government funded insurance plans (PA Access, Medicaid, Tricare) provide only secondary benefits if there is any other insurance plan coverage. Such policies do not satisfy the University’s requirements for
190
primary insurance coverage. Holders of these types of insurance will be required to obtain primary accident insurance.
2. If there is a change in your primary insurance coverage, please notify the Sports Medicine staff immediately to avoid delay in service.
3. If there is a lapse in insurance coverage, the student-athlete will be declared ineligible for practice and competition during this lapse. Please note, federal regulations provide that dependent coverage can be extended up to twenty-six (26) years of age.
4. If the student-athlete is covered by an HMO based outside of the Erie or Crawford County area, they may be required to return home for medical care in order to be covered by the HMO.
B. Supplemental/Secondary Coverage and Provisions
Edinboro University carries a supplemental accident insurance policy for its Department of Intercollegiate Athletic student-athletes. This policy is used for outstanding balances not covered by the student-athletes’ primary insurance or any other valid and collectable medical insurance policy.
This policy covers only those accidental injuries that occur during Authorized Covered Activity, which includes specific sport practice sessions and competitions as defined by the Director of Athletics in accordance with the NCAA. It also includes traveling to and from said scheduled practice or competition.
This policy DOES NOT COVER the following:
1. Injuries which are not a direct result of intercollegiate athletic related activity.
2. Pre-existing conditions identified by the student-athlete on their Athletic Medical History form or at the time of their pre-participation physical examination.
3. Disease and Illnesses including pregnancy.
4. Any injury occurring outside the respective traditional sport season or off-season practice/conditioning session, as allowable by the NCAA. The Edinboro University Department of Athletics reserves the right to define these periods.
C. Additional Athletic Department Policies Regarding Payment of Athletic Related Medical Expenses
1. Medical expenses will be covered up to the Maximum Benefit Amount ($90,000 per accident) if the injury causes the student-athlete to first incur medical expenses for care and treatment for the injury within ninety (90) days after the onset of injury.
2. Medical expenses for services provided by “Off-Campus” non-University Affiliated Physicians or “Outside Medical Specialist” as defined by the Head Athletic Trainer/Team Physician will not be covered by the Department of Athletics Supplemental Accident Insurance plan unless they are referred and have received prior written approval by the Sports Medicine staff.
3. Any athlete requesting that medical service or treatment be performed by an Off-Campus non-EUP Affiliated Physicians or “Outside Medical Specialist” must be referred or receive prior written approval by a member of the Sports Medicine staff. In all cases the student-athlete will also be required to follow their primary insurance policy’s specific referral procedures for “In-Network”
191
Providers. Procedures or services rendered without following these processes will be the sole financial responsibility of the student-athlete.
4. In cases where a student-athletes’ primary insurance does not provide benefits for EUP Affiliated Physicians, the student-athlete may be required to be seen by their In-Network Providers once an EUP Sports Medicine referral has been obtained. Out-of-Network services must have prior approval from the EUP Sports Medicine staff and will be determined on a case-to-case basis.
5. Dental Injury Policy: Coverage is for injuries to the mouth and to sound, natural teeth, while participating in an official practice or game. Coverage includes repair or replacement of teeth as a result of a "covered accident" up to a maximum of $10,000 per accident. In those sports where protective devices (mouthpieces) are mandatory and provided for use in official practice sessions and games, the University and its Supplemental Accident Insurance will provide coverage only if the device is worn by the student athlete in accordance with the guidelines set by the manufacturer.
6. Tattoos/Body Piercings: Edinboro University Athletics will NOT cover any medical expenses related to tattoos, brands or body piercings.
7. Two Year Benefit Period: Only those medical expenses incurred within a period of two years from the date of injury, as a result of an athletic-related injury, are covered. If the injured student-athletes medical bills exceed the $90,000 athletic policy limits, which must also be met within the two year period, then the NCAA’s catastrophic plan takes effect up to one million dollars for long term catastrophic injury.
8. Exit Evaluation Policy
a. Following completion of participation it is the student-athlete’s responsibility to appear before the Athletic Training staff within fourteen (14) days to complete an Exit Evaluation. At that time, the student-athlete will complete this form declaring any unresolved injuries/illnesses s/he feels are a direct result of participation in Intercollegiate Athletics at Edinboro University and his/her desire to consult with an Edinboro University Team Physician.
b. If an Exit Examination is requested, the athletic training staff will coordinate a physician appointment with the appropriate Team Physician. The Team Physician will specify medical care necessary to resolve injuries sustained as a direct result of participation in Intercollegiate Athletics at Edinboro University.
c. The athlete will have a period of six (6) months from the date of their last competition to complete all care related to injuries/illness that require follow-up care. Any extension of this time period must be authorized by the Head Athletic Trainer.
d. The athlete will have two (2) years from the injury to ensure payment has been processed on all unpaid claims. Edinboro University Athletic Department is not responsible for unpaid claims after 2 years from the date of the injury. Unpaid claims after two years are the responsibility of the student-athlete/parent/guardian to resolve with the provider. If unsure, you are advised to contact the Edinboro University Athletic Training Department.
ATHLETIC TRAINING FORMS
All student athletes will be required to complete and annually review all athletic training forms on the ATS Athlete Web Portal (https://edinboro2.atsusers.com). Completion of these forms is mandatory prior to any practice or competition and is required by the NCAA, PSAC, and Edinboro University. Instructions are available on the Athletic Department website and the Edinboro University Athletic Training Facebook page.
192
PRE-PARTICIPATION EVALUATION/PHYSICAL EXAMS
In compliance with NCAA regulations, all student athletes on entering the University shall have a pre-participation physical examination performed by a physician. It is the responsibility of the student athlete to obtain this exam preferably from their family physician. The forms necessary are obtained on the ATS Athlete Web Portal (https://edinboro2.atsusers.com) and needs to be returned to the Athletic Training Department prior to any practice or competition. Returning athletes need only to complete all athletic training forms on the ATS Athlete Web Portal annually.
193
EDINBORO UNIVERSITYEMERGENCY ACTION PLAN FOR INTERCOLLEGIATE ATHLETICS
This plan is to serve as a guide for emergency action during functions of the Edinboro University intercollegiate athletic program. This plan applies to all athletes involved in the official play or practice of an intercollegiate sport sponsored by the Edinboro University Athletic Department. The athletic trainer or coach at the scene will render immediate first aid. CPR will be administered by anyone qualified although the athletic trainer and coach should have up-to-date certification. In a life-threatening situation, the athletic trainer/coach's responsibility would be to stabilize to the limits of first aid and CPR and to activate the local EMS system to transport to the proper medical facility.
Serious injury: A serious injury is one in which the athlete will obviously need to be hospitalized and there is little or no time to consult with the athletic training staff or team physician before taking action.Examples:
cardiac arrest stoppage of breathing severe bleeding obvious serious fracture possible head or neck injury heat stroke sickle cell trait collapse
Procedure:
I. Athletic trainer or coach in charge attends immediately to the injured athlete following those techniques taught via the American Red Cross First Aid and CPR or Sport Safety Training. AED is available in McComb Field House Lobby and Mike Zafirovsky Sports and Recreation Dome.
II. Athletic trainer or coach in charge instructs someone (preferably another athletic trainer or coach) to immediately perform the following actions:
A. Activate the EMS system by calling 9-1-1 on any university, community, or pay phone. (Phone locations on the back of this document.) Relay the following information to the 911 operator.
1. Your name and title2. The phone number and location of where your calling3. Nature of the injuries to the athlete4. Location of the athlete (be specific)5. Request an ambulance be dispatched6. Request Campus Police be dispatched7. Where someone will meet the EMS personnel
B. Return to field and assist at the accident scene unless there is a need to remain by the phone or to direct incoming EMS.
III. Continue to care for the athlete and monitor their condition until EMS arrives.IV. Relay the information concerning this accident to the athletic training staff at your earliest
convenience.
Injuries of moderate severity: An injury that will require a physician's care but not considered to be life or limb threatening. When in doubt, always consider the injury to more severe and treat accordingly.Examples:
lacerations that may require suturing possible fractures orthopedic injuries (sprains/strains) sickness heat illness
194
Procedure:
I. Athletic trainer (if available) or coach in charge attends immediately to the injured athlete following those techniques taught via the American Red Cross First Aid and CPR or Sport Safety Training.
II. Refer the athlete to the Athletic Training Staff. If they are not available or can not be reached by phone, call/refer the athlete to Ghering Health Center.
IV If referral is made to a location other the EUP Sports Medicine, relay the information regarding the referral to the athletic training staff at your earliest convenience.
Phone Locations and EMS Access
McComb Fieldhouse – 455 Scotland RdMain Gym, Classroom 112, Pool
Phone:Campus Phone - Main lobby Pool officeEMS: Front doors (Scotland Road)AED: Front Lobby
Weight room, wrestling room, Rm 031, Rm 032Locker rooms, aerobic room, batting cage
Phone:Campus phone - west hallway by vending machineEMS: South doors (parking lot) by Sports MedicineAED: Front Lobby
Dome – 300 Scot RdPhone: Campus Phone – Lobby of administration buildingEmergency call box 1 – south wall by administrative building – entranceEmergency call box 2 – north wall by northwest corner (long/triple jump area)EMS: Access through administrative building entrance only. Airlock on left will accommodate stretcher and EMS equipment.AED: South wall next to administration building entrance
This is an air-supported structure. If the inflation system malfunctions, a voice-activated alarm will sound. If this voice is heard, please have your group exit in an orderly manner through the revolving doors and air locks. This is not an emergency. All activity should stop and participants should exit. The appropriate individuals will automatically be notified if the inflation system malfunctions.In the case of an emergency, please have your group exit in an orderly manner through any exit door in the dome. Move away from the building.
Softball field, Scot Rd practice fieldsPhone:Emergency call box - DomeEMS: Scotland Rd at intersection with Scot Rd
Sox Harrison Stadium – 500 Scotland RdPhone:Emergency call box - south doorway of old stadium locker roomEMS: Stadium - southeast gate
North practice fields, soccer field, tennis courtsPhone:Emergency call box – north wall of the ticket booth at the northeast Stadium gate EMS: Scotland Road or Perry Lane
University CenterGymnasium
Phone:Emergency call box - Hallway outside south east cornerEMS: North doors (parking lot)
Aerobic room
195
Phone:Emergency call box - Hallway outside aerobic roomEMS: Main doors to elevator (second floor)
Crawford GymGymnasium
Phone: Emergency call box - Main lobby by the elevator, Multipurpose room 119EMS: Main entrance off Glascow Road
Other locationsPhone:Upon arrival at a site, the athletic trainer or coach should determine access to the
nearest phone. If this phone is located in a business or private residence, check the availability of this phone each time you visit the site. If no phone is available, arrangements should be with the athletic training staff.
EMS: Upon arrival at a site, the athletic trainer or coach should determine the most appropriate access for EMS personnel.
Emergency Phone NumbersEMS 9-1-1 from any campus, office, or pay phoneUniversity Police 732-2921Sports Medicine 732-1860 and 732-1861Ghering Health Center 732-2743EUP Athletic Training Gary Hanna 732-1860 (office) (814) 434-7931 (cell) Audra Neumann 732-1863 (office) (814) 464-7345 (cell) Danielle Lodanosky 732-1861 (office) (412) 302-6156 (cell)
Athletic Injury Information (HIPPA)
Edinboro University Athletic Training is an Allied Health Profession that is subject to the federal HIPPA laws. As such, protected health information (PHI), which includes any and all athletic injuries, cannot be shared with Parents, Coaches, Media, Sports Information, or Athletic Administration without prior written consent from the legal adult student-athlete. Disclosure of PHI will be determined on an individual basis with the consent of the athlete in conjunction with the athletic trainer. The athletic trainer will then notify the determined parties of the health information.
Examinations of the student athletes by the Team Physicians is considered to be confidential. No coaches, media, sports information, or athletic administration will be permitted to attend such examinations. The results will be discussed with respective parties with permission of the student athlete at the completion of the exam.
196
Edinboro University Athletic TrainingSevere Weather Policy
LightningAccording to the NCAA (2007), lightning is the most consistent weather hazard that may affect outdoor intercollegiate athletics. As a special addition to the emergency action plan, the Edinboro University (EUP) Department of Athletics has developed the following guidelines and policy with regards to lightning safety and emergency action plan. This lightning policy is in accordance with the National Athletic Training Association (NATA) recommendations, the NCAA recommendations and the Pennsylvania State Athletic Conference (PSAC) policy. 1. Edinboro University subscribes to the MxVision WeatherSentry by Telvent. This service allows the EUP athletic training office to monitor severe weather in the area.
Mobile alerts concerning lightning and severe weather are available through this service. All outdoor head coaches, administrative staff members, athletic trainers, and athletic training
graduate interns/students will be on the notification list to receive these alerts The service will alert the athletic trainer and all subscribers when there is a lightning strike
within 30 miles and again when lightning strikes within 8 miles of the surrounding area. o If a message is received that lightning is within 30 miles coaches and officials shall be
notified there is potential for severe weather and/or lightning in the area. BE PREPARED to suspend play and seek shelter. This notification should be considered a warning that dangerous weather is in the area.
o If a message is received that lightning is within 8 miles of the area ALL ACTIVITIES WILL BE STOPPED AND YOU MUST SEEK SHELTER.
o The weather service also will provide the athletic trainer with a message when the lightning has left the area. The all clear message is set for the NATA (2000) and the NCAA (2007) recommendation for a minimum of 30 minutes.
o This is the only method the athletic training staff will use to monitor lightning activity in the area.
o All decisions about lightning and the continuation of competition or practice will come from the athletic trainer. As per the PSAC policies and procedures “The host certified athletic trainer will have the unchallengeable authority to suspend or postpone competition in the event of lightning. The certified athletic trainer and game official or/game administrator must consult and agree as to the time of resumption of play.”
2. In the event that lightning is identified as a threat and the athletic activities are suspended the following will occur:
Football/Soccer/Lacrosse/Outdoor Track/ Tennis Complex: All players, coaches and officials will return to their respective locker rooms until notified by the athletic trainer that play or practice can safely resume. If locker rooms are not available, players should seek shelter in the stadium restroom, a team bus or
their vehicles.
Softball Complex: All players, coaches, and officials will return to their locker rooms, the Mike S. Zafirovski Sports and Recreation Dome, or a team bus for shelter. The dugouts at the softball complex are not considered a safe environment and are not considered appropriate shelter for severe weather.
Cross Country Course: In the event of severe weather, seek shelter in the nearest available facility, team buses, or personal vehicles. Appropriate locations for shelter in severe weather are:
197
Frequently inhabited buildings Buildings that have electric & telephone wiring and plumbing pathways which aid in the
grounding of a building and increase the safety from lightning.
3. In the event that the MxVision WeatherSentry service fails to deliver notifications or is otherwise unavailable, secondary procedures are in place for emergency procedures.
The NATA policy of the flash-to-bang method will be utilizedo To use the flash-to-bang method, the observer begins counting when a lightning flash is
sighted. Counting is stopped when the associated bang (thunder) is heard. Divide this count by 5 to determine the distance to the lightning flash (in miles). For example, a flash-to-bang count of 30 seconds is equal to a distance of 6 miles (NATA, 2000).
Once activities are suspended, activities can not resume until at least 30 minutes after the last sound of thunder or lightning flash.
The athletic trainer on site will be the sole person responsible to determining when play can continue.
Tornado
While tornados are not a frequent occurrence in this geographic area, they do present a significant risk for severe injury and structural damage. The Athletic Department has developed the following policy for athletes, coaches, and administrative staff in case of a severe weather emergency. The Athletic Department Severe Weather Policy is in accordance to the Edinboro University Emergency Response Guide which can be found at: http://www.edinboro.edu/departments/university_comm/emergency-guide.dot#tornado. All coaches should be aware of the weather forecasts and should also be cognizant of the following National Weather Service terms.
Tornado Watch - Conditions are right for a tornado to develop.Tornado Warning - Radar or weather spotters have identified a tornado in the area.
1. Edinboro University subscribes to the MxVision WeatherSentry by Telvent. This service allows the EUP athletic training office to monitor severe weather in the area.
Mobile alerts concerning lightning and severe weather are available through this service. All outdoor head coaches, administrative staff members, athletic trainers, and athletic training
graduate interns/students will be on the notification list to receive these alerts The service will alert the athletic trainer and all subscribers when there is a tornado watch or
tornado warning in the monitored area (30 miles). o If a message is received that a tornado watch has been issued , coaches and officials
shall be notified there is potential for severe weather in the area. BE PREPARED to suspend play and seek shelter.
o If a message is received that a tornado warning has been issued, ALL ACTIVITIES WILL BE STOPPED AND YOU MUST IMMEDIATELY SEEK APPROPRIATE SHELTER.
Edinboro University will activate the Campus Emergency Alert System, which may include any or all of the following, e2 Campus Alerts, mass e-mail, broadcast voice mail, desktop pop-ups to network accounts. Additional updates will be provided as necessary. The all clear will be sent when it is safe.
During a period of tornado warning, a public warning will be signaled by the Edinboro Volunteer Fire Department siren. The warning is a three-minute up-and-down tone. The all clear signal is a long, even tone.
198
2. In the event that a tornado is identified as a threat and athletic activities are suspended, the following will occur:
Football/Soccer/Lacrosse/Outdoor Track/ Tennis Complex: All players, coaches and officials will return to their respective locker rooms until notified by the authorities (AT Staff, Campus Police) that play or practice can safely resume.
o If locker rooms are not available, players should seek shelter in the Sox Harrison Stadium restroom.
Softball Complex: All players, coaches, and officials will return to their locker rooms in the Sox Harrison Stadium. The dugouts at the softball complex are not considered a safe environment and are not considered appropriate shelter for severe weather.
McComb Fieldhouse: All players, coaches, and officials shall seek shelter in the lower level of McComb Fieldhouse in an area that has no windows (interior room, locker room). DO NOT REMAIN IN THE MAIN GYM OR POOL AREA. The most dangerous locations are generally large rooms with large expansive roofs such as gymnasiums, pools, and auditoriums.
Mike S. Zafirovski Sports and Recreation Dome: All players, coaches, and officials will vacate the Dome and attempt to take shelter in the lower level of McComb Fieldhouse in an area that has no windows (interior room, locker room). If not possible, take shelter in the Dome administrative building restrooms.
Cross Country Course: In the event of severe weather, seek shelter in the nearest available facility. Persons caught outside who cannot reach shelter safely should seek a nearby ditch or depression and lay flat, shielding their head with their arms.
199
Edinboro University Athletic TrainingConcussion Management Guidelines
1. EUP Athletics will require student-athletes to sign a statement in which student-athletes accept the responsibility for reporting their injuries and illnesses to the sports medicine staff, including signs and symptoms of concussions. During the review and signing process student-athletes will be provided with educational material on concussions. (attachment A).
2. EUP Athletics will have on file and annually update an emergency action plan for each athletics venue to respond to student-athlete catastrophic injuries and illnesses, including but not limited to concussions, heat illness, spine injury, cardiac arrest, respiratory distress (e.g. asthma), and sickle cell trait collapses. The policy will be located in the EUP Athletic Department Coaches’ Handbook. All athletics healthcare providers and coaches shall review and practice the plan annually. These sessions will be conducted prior to the start of the sport season.
3. EUP Athletics shall have on file a written team physician–directed concussion management plan that specifically outlines the roles of athletics healthcare staff (e.g., physician, certified athletic trainer, nurse practitioner, neuropsychologist). In addition, the following components have been specifically identified for the collegiate environment:
a. EUP Athletics coaches will attend an in-service presentation; receive a copy of the concussion management plan and a fact sheet on concussions in sport annually. Each coach will acknowledge receipt of these materials and this acknowledgement (Attachment B) will be kept on file in the Athletic Director’s office.
b. EUP Athletics sports medicine staff members and other athletics healthcare providers will practice within the standards as established for their professional practice (e.g., team physician, certified athletic trainer, physical therapist, nurse practitioner, physician assistant, neurologist, neuropsychologist).
c. EUP Athletics sports medicine staff shall record a baseline assessment for each student-athlete in the sports of basketball, football, lacrosse, pole vaulting, soccer, softball and wrestling at a minimum. In addition, a baseline assessment will be recorded for student-athletes with a known history of concussion. The same baseline assessment tools will be used post-injury at appropriate time intervals. The baseline assessment will consist of the use of: 1) symptoms checklist (ImPACT); 2) standardized balance assessment (SCAT 2 Balance and Coordination Examination, Attachment E) and; 3) neuropsychological testing (computerized ImPACT test). Neuropsychological testing has been shown to be effective in the evaluation and management of concussion. However, neuropsychological tests will not be used as a standalone measure to diagnose the presence or absence of a concussion as EUP Athletics uses a comprehensive assessment by its sports medicine staff.
d. When a student-athlete shows any signs, symptoms or behaviors consistent with a concussion, the athlete will be removed from practice or competition, by either a member of the coaching staff or sports medicine staff. If removed by a coaching staff member, the coach will refer the student-athlete for evaluation by a member of the sports medicine staff. During competitions, on the field of play injuries will be under the purview of the official and playing rules of the sport. EUP staff will follow such rules and attend to medical situations as they arise. Visiting sport team members evaluated by EUP sports medicine staff will be managed in the same manner as EUP student-athletes.
e. A student-athlete diagnosed with a concussion will be withheld from the competition or practice and not return to activity for the remainder of that day. Student-athletes that sustain a concussion outside of their sport will be managed in the same manner as those sustained during sport activity.
f. The student-athlete will receive serial monitoring for deterioration. Athletes will be provided with written home instructions (Attachment C) and a patient concussion information sheet (Attachment
200
D) upon discharge; preferably with a roommate, guardian, or someone that can follow the instructions.
g. The student-athlete will be evaluated by a team physician or the physician’s designee as outlined within the concussion management plan. Once asymptomatic and post-exertion assessments are within normal baseline limits, return to play shall follow a medically supervised stepwise process.
h. Final authority for Return-to-Play shall reside with the team physician or the physician’s designee as noted in the concussion management flowchart.
4. EUP Athletics sports medicine will document the incident, evaluation, continued management, and clearance of the student-athlete with a concussion. Aggregate concussion numbers per sport will be reported to the Director of Athletics annually.
5. Athletics staff, student-athletes and officials will continue to emphasize that purposeful or flagrant head or neck contact in any sport should not be permitted.
Approved by: ________________________ Team Physician Date: ________________ Tom Fessler, M.D.
Approved by: ________________________Team Physician Date: _______________ Laura McIntosh, M.D.
Approved by: ________________________ Head Athletic Trainer Date: ________________ Gary Hanna, ATC
Approved by: _______________________ Athletic Director Date: ________________ Bruce Baumgartner
Reference Documents 1. NCAA and CDC Educational Material on Concussion in Sport. Available online at www.ncaa.org/health-safety 2. NCAA Sports Medicine Handbook. 2009-2010. 3. National Athletic Trainers’ Association Position Statement: Emergency Planning in Athletics. Journal of Athletic Training, 2002; 37(1):99–104. 4. Recommendations and Guidelines for Appropriate Medical Coverage of Intercollegiate Athletics. National Athletic Trainer’s Association. 2000. Revised 2003, 2007, 2010. 5. Consensus Statement on Concussion in Sport 3rd International Conference on Concussion in Sport Held in Zurich, 2008. Clinical Journal of Sport Medicine, 2009; 19(3):185-200. 6. Concussion (Mild Traumatic Brain Injury) and the Team Physician: A Consensus Statement. 2006. Publication by six sports medicine organizations: AAFP, AAOS, ACSM, AMSSM, AOSSM, and AOASM. 7. National Athletic Trainers’ Association Position Statement: Management of Sport-Related Concussion. Journal of Athletic Training, 2004; 39:280-297.
201
Edinboro University Athletic TrainingConcussion Management Plan
Obtain Baseline Testing: Symptom checklist, SCAT 2 Balance and Coordination Examination and ImPACT
testing data obtained for athletes in high-risk sports for concussion basketball, football, lacrosse, pole vaulting, soccer, softball, and wrestling or student athletes with pertinent medical history of concussion
Concussion Identified and Assessed: Physical examination and assessment of concussion symptoms by medical staff
(athletic trainer and/or physician).o If emergent, athlete should be transported to closest emergency department
Athlete held from all physical activityo Athlete is given patient concussion information sheet and a home instruction
sheeto Notify designated competent adult and provide home instruction sheet.
Athlete repeats baseline testing with SCAT 2 and ImPACT (within 24 hours of injury if possible)
Concussion Management: Athlete held from all physical activity Implement DHA Omega-3 supplementation 3 grams daily for 30 days or until
asymptomatic if longer) Re-assess athlete daily by medical staff
o Administer symptom checklist (SCAT 2) daily until asymptomatic;
Athlete Asymptomatic: Athlete repeats baseline testing with SCAT 2, and ImPACT (unless directed otherwise
by physician and/or neuropsychologist)
Test Results Return to Baseline:
Perform exertional testing
Re-evaluation by physician or designee for return to play decision
202
Test Results NOT Returned to Baseline: When medically cleared by
physician, repeat test battery; consider neuropsych consult with more detailed test battery
When medically cleared by physician, repeat exertional testing; re-evaluation by physician for return to play decision
Edinboro University Athletic TrainingStudent-Athlete Concussion Statement
☐ I understand that it is my responsibility to report all injuries and illnesses to my athletic trainer and/or team physician.
☐ I have read and understand the NCAA Concussion Fact Sheet.
After reading the NCAA Concussion fact sheet, I am aware of the following information: (Please initial after each statement)
________ A concussion is a brain injury, which I am responsible for reporting to my team physician or athletic trainer.
________ A concussion can affect my ability to perform everyday activities, and affect reaction time, balance, sleep, and classroom performance.
________You cannot see a concussion, but you might notice some of the symptoms right away. Other symptoms can show up hours or days after the injury.
________ If I suspect a teammate has a concussion, I am responsible for reporting the injury to my team physician or athletic trainer.
________ I will not return to play in a game or practice if I have received a blow to the head or body that results in concussion-related symptoms.
________ Following concussion the brain needs time to heal. You are much more likely to have a repeat concussion if you return to play before your symptoms resolve.
________In rare cases, repeat concussions can cause permanent brain damage, and even death.
__________________________________ _____________ Signature of Student-Athlete Date
__________________________________ Printed name of Student-Athlete
203
Edinboro University Athletic TrainingPost Concussion Exertional Testing Protocol
If no change or increase in symptoms, final return to play decision made by medical staff.
204
Asymptomatic Symptomatic
Light aerobic conditioning 10 -15 min stationary bike ( 40% max
intensity )
24 hour complete rest
Light to Moderate aerobic conditioning 10-15 min continuous jogging on treadmillStrength Training Push-ups, sit-ups, lunges, squats
Sport Specific Exertional Training (non-contact) Advanced cardiovascular training: sprint
activities Advanced strength training: weight lifting
exercises Sport specific agility drills (no risk of contact
Non-contact practice
Full contact practice
Edinboro University Athletic TrainingCoaches Acknowledgement Statement
I have received, reviewed and understand the NCAA Concussion fact sheet for coaches.
I have received and reviewed the EUP Concussion Management Policy
I have attended a mandatory annual in-service on concussion management.
______________________________ ________________________Signature of Coach Date
_______________________________________
Printed name of Coach
205
Edinboro University PregnancyAnd Parenting Policy
Edinboro University Athletic Department is committed to the personal health and development of all our student athletes and to the educational mission of our school. We strive to provide an environment that respects all pregnancy and parenting decisions and urges all participants to work cooperatively toward degree completion. This Policy sets forth the protections that should be provided for pregnant and parenting students, including those with pregnancy related conditions. We want to protect every student-athlete’s physical and psychological health, and their ability to complete their education.
Federal Laws
Title IX of the Education Amendments of 1972 bars discrimination on the basis of sex, which includes the guarantee of equal educational opportunity to pregnant and parenting students. This means that our student-athletes cannot be discriminated against because of their parental or marital status, pregnancy, childbirth, false pregnancy, termination of pregnancy or recovery therefrom. In addition, a student’s medical information may be protected by other federal laws. Some actions that may be permissible under NCAA rules are impermissible under federal law, and our institution adheres to federal law.In order to comply with federal law:
• The athletic department will only require a pregnant or parenting student-athlete’s physician to certify physical and emotional fitness as a condition for participating in athletics when such certification is required of student-athletes who experience other temporary disabilities.• The athletics department will allow a pregnant or parenting student-athlete to fully participate on the team, including all team-related activities, unless the student-athlete’s physician or other medical caregiver certifies that participation is not medically safe.• Medically necessary absences from team activities due to pregnancy shall be considered excused absences.• No coach or other athletic department personnel shall suggest to any student-athlete that his or her continued participation on a team will be affected in any way by pregnancy or parental or marital status.• The athletic department will not allow a hostile or intimidating environment on the basis of pregnancy or parental status to exist. Acts or statements that are hostile toward pregnancy or parenting, or that shun or shame the student-athlete because she is pregnant or parenting will not be tolerated. Such conduct prevents an individual from effectively participating in, or denies a person the benefits of, the educational opportunities provided by this institution.• The athletic department will not terminate or reduce a student-athlete’s athletic aid because of the student-athlete’s pregnancy, marital or parental status during the term of the award.• Students may take a medical pregnancy leave, and at the end of that leave they will be reinstated to the same status they had before the leave.• The athletic department will renew a pregnant, formerly pregnant, or parenting student athlete’s award, so long as the student-athlete is in good standing academically, remains engaged with our athletic department and meets NCAA eligibility standards. Returning students may be evaluated in the same manner as any other team member to determine their specific position on the team, such as a starter or as a forward.
206
• The athletic department will not permit the use of any written or verbal contract that requires a student-athlete to not get pregnant or become a parent as a condition of receiving an athletics award or a member of a team.• The athletic department will not provide health benefits for pregnancy, including counseling, physical examinations, medical treatment, surgical expenses, medication, rehabilitation and physical therapy expenses and dental expenses, as those benefits are not supplied to student-athletes who experience other temporary disabilities that are not accidental injuries. Edinboro University Athletic Department’s medical insurance coverage policy for student-athletes can be found in the Student Athlete Handbook and at http://www.gofightingscots.com/documents/2014/11/6/Athletic_Department_Handbook_rev_110414.pdf?&tab=3• Our pregnant and formerly pregnant students who wish to continue to participate in athletics are entitled to assistance and rehabilitation on the same basis as such assistance is provided to student-athletes with other temporary disabilities.
In order to assist our student-athletes:
• The athletics department will assist the student-athlete to access the pregnancy and parenting support resources that are available to all college students.• The athletic department will help the pregnant or parenting student-athlete plan for his or her continued academic progress, in accord with the university’s educational mission.• The athletic department will help the student-athlete return to sport after pregnancy and during parenting, if the student-athlete so desires.• The athletics department will publish this Policy in the Student-AthleteHandbook, make this Policy available to student-athletes and their families on-line, and provide specific education on this Policy for all student-athletes and their families.• The athletic department, in conjunction with the Team Physician, the Faculty AthleticsRepresentative, the Senior Woman Administrator, Licensed Athletic Trainers will regularly review student-athlete pregnancy and parenting cases as they occur to monitor compliance with this Policy.
Reporting• The athletic department will not require any student-athlete to reveal pregnancy or parenting status. Our department will work to create an environment which encourages the student athlete to voluntarily reveal her pregnancy and his or her parenting status, in order for our institution to provide optimal support for physical and mental health with professional health care. The sports medicine staff will respect the student-athlete’s requests for confidentiality until such time when there is medical reason to withhold the student-athlete from competition. • No athletic department personnel will publicly release personally identifiable health information about pregnancy without written, timely authorization from the student-athlete.• When a student-athlete reveals her pregnancy or parenting status to athletic department personnel, they should direct the student-athlete to this Policy. They should reiterate the department’s protection of the student-athlete’s team membership status and financial aid. Athletic department personnel should refer the student-athlete to the team physician, to the student-athlete’s personal physician, or to Student Health Services who are trained in providing information about pregnancy and parenting support options.• Athletic department personnel who suspect that a student-athlete is pregnant may report their concerns to the Athletic Training staff, to the Team Physician, or to Student Health Services who are trained in pregnancy and parenting support options.• Teammates of pregnant student-athletes may report their concerns to the Athletic Training staff, to the Team Physician, or to Student Health Services who are trained in pregnancy and parenting support options.
207
Enforcement and Non-Retaliation• Any member of the athletic department found to have violated this policy by threatening to withhold or withholding athletic participation or an athletic award, by harassing a student athlete on the basis of pregnancy or parenting status, or by breaching medical confidentiality, will be subject to disciplinary action from the university. The athletics department will also take appropriate remedial action to correct the situation.• Any member of the athletics department who becomes aware of conduct that violates this policy should report the conduct to an appropriate official, such as the Athletic Director, the Compliance Officer, the Faculty Athletics Representative, or the Equal Opportunity Officer. The athletic department and university will make every effort to prevent public disclosure of the names of all parties involved, except to the extent necessary to carry out an investigation.• Retaliation is specifically prohibited against anyone who complains about pregnancy or parental status discrimination, even if the person was in error about the lawfulness of the conduct complained about. The athletic department will take steps to prevent any retaliation against the individual who made the complaint.
208
Edinboro University PregnancyAnd Parenting Policy
Athletic Training Procedures
When it is brought to our attention that a female student athlete is pregnant, the role of the Athletic Trainer is to protect student-athlete’s physical and psychological health, and their ability to complete their education. The AT or Team Physician is often the first to recognize that a student-athlete is pregnant or the first person approached in confidence within the athletic department. As such, the AT is to be knowledgeable in the institution’s pregnancy policies, and need to be able to access resources easily. This policy and the following procedures should be reviewed annually by the Athletic Training Staff.
Provide Emotional Help
1. If a student-athlete approaches during athletics activity or in the clinic setting, go to a private space where you cannot be accidentally overheard or seen by teammates, coaches, or other bystanders.
2. Support the student-athlete. Ask non-judgmental questions and give the student-athlete time to work through emotions and decisions.
3. Remind her that her health and the health of the baby are what are important to us. 4. Review the institution’s pregnancy and parenting policy with the student-athlete
a. Emphasize the following points of the policy:i. Her scholarship and team membership are not at risk.
ii. She can maintain her team activities if she so chooses. 5. Inquire whether the student-athlete has had medical consult or if she is under someone’s care for her
pregnancy.a. If the answer is negative, highly encourage her to seek medical attention and that we will be able
to assist her in acquiring such care. b. Encourage her to allow us to inform our Team Physician so we may bring their expertise into the
discussion. i. Student Health also provides confidential pregnancy referral.
c. Encourage the student-athlete to make use of CAPS mental health counselors.6. Ask the student-athlete how she feels about discussing her pregnancy with others.
a. Is Coach aware of the situation? How do you feel about talking about it with her/him?”b. “Is your family aware of the situation?”c. “Is your partner aware of the situation?”
7. Reassure her that she has time to weigh her options in the decision making process, usually until she is 12 weeks pregnant.
a. Share with her that many other student-athletes have successfully encountered pregnancy, and there is usually no reason to make hasty decisions.
b. Do not offer advice as to the benefits of carrying to term or termination of the pregnancy. Encourage her to seek counseling to help make these decisions.
209
Medical Help and Confidentiality1. Reassure the student-athlete that you can maintain confidentiality within the medical team as long as
it is medically safe to do so.a. Athletic Department officials will only be notified with the express permission of the
student-athleteb. Encourage the athlete to allow disclosure so she may be able to benefit from all of the
Athletic Department resources.2. Remind the student-athlete that as a licensed athletic trainer, you cannot make medical decisions
regarding pregnancy, but that you are part of a medical team that will work with her to provide her with the optimal health care.
3. Reassure the student-athlete that if she decides to carry the pregnancy to term, there are few risks to athletic participation in uncomplicated pregnancies, particularly in the first trimester. (<14 weeks) However, she needs to seek out appropriate prenatal health care.
a. Help her identify appropriate prenatal health care if asked to do so.i. Referral can be made through the Team Physician or Student Health.
b. Reassure her that the Sports Medicine staff will work in collaboration with her prenatal health care provider and that if there is conflict we will usually defer to her prenatal health care provider.
4. Although it is considered medially safe to participate in athletics while pregnant, it is important to recognize that some sports (collision/contact) sports put the athlete at higher risk than others. Some activities may need to be modified. If the student-athlete experiences any of the following symptoms, exercise should be terminated immediately:
a. Vaginal Bleedingb. Shortness of Breath Before Exercisec. Dizzinessd. Headachee. Chest Painf. Calf Pain or Swellingg. Pre-term Laborh. Decreased Fetal Movementi. Amniotic Fluid Leakagej. Muscle Weakness
These symptoms will be reviewed with the student-athlete.5. As with any other temporary medical condition, the Sports Medicine staff may require clearance
from the student-athlete’s prenatal health care provider for continued participation in the light of the above mentioned symptoms.
6. As with any other temporary medical condition, the Sports Medicine staff will require clearance from the student-athlete’s prenatal health care provider after delivery or pregnancy termination for student-athlete’s safe return to activity.
210
EDINBORO UNIVERSITY ATHLETIC DEPARTMENTEXIT POLICY and EVALUATION
Policy Edinboro University, Department of Athletics realizes that some injuries/illnesses incurred as a direct result of participation in intercollegiate athletics may need follow-up evaluation, treatment, rehabilitation and occasionally surgery after the student-athlete concludes his/her participation on an athletic team. Edinboro University will arrange and provide medical care for accidental injuries sustained as a direct result of practice or competition for the University. The Athletic Department will take responsibility to provide financial assistance in the form of a secondary insurance plan for these athletic related medical issues so long as the student-athlete maintains usable health insurance coverage.
If a student-athlete terminates his/her intercollegiate participation to pursue a professional sport experience, and/or passes a pre-participation physical examination for a professional or post-collegiate team, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s medical issues (accidental injury).
If the student-athlete does not follow-through with his/her responsibility to present for his/her Exit Evaluation, the athletic trainer will attempt to contact the student-athlete. If the athletic trainer does not receive the completed form from the student-athlete within fourteen (14) days, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s athletic related medical issues (accidental injury).
Student-Athlete’s ResponsibilityFollowing completion of participation it is the student-athlete’s responsibility to appear before the athletic training staff within fourteen (14) days to complete an Exit Evaluation. At that time, the student-athlete will complete this form declaring any unresolved injuries/illnesses s/he feels are a direct result of participation in Intercollegiate Athletics at Edinboro University and his/her desire to consult with an Edinboro University Team Physician. If an Exit Examination is requested, the athletic training staff will coordinate a physician appointment with the appropriate Team Physician. The Team Physician will specify medical care necessary to resolve injuries sustained as a direct result of participation in Intercollegiate Athletics at Edinboro University.
I understand that I have a period of six (6) months from the date of my last competition to complete all care related to injuries/illness that require follow-up care. Any extension of this time period must be authorized by the Head Athletic Trainer.
Initials: I understand that it is my responsibility to attend the physician appointment. Failure to attend the physician
appointment assigned to me will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s athletic related medical issues (accidental injury).
Initials:
I understand that the Athletic Department, with prior approval of medical services, will continue to provide a secondary insurance for this care so long as I maintain usable health insurance. I understand that the Edinboro University Athletic Department is not obligated to pay for treatment of injury (athletic related or not) if the student-athlete does not have usable health insurance OR if the care is not coordinated by the Medical Staff at Edinboro University
Initials: I understand if I terminate or at the conclusion of my intercollegiate participation, I pursue a professional sport
experience, and then pass a pre-participation physical exam for a professional team, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s medical issues (injury and/or illness).
Initials: I understand that I have TWO (2) years from the injury to ensure payment has been processed on all unpaid claims. I
understand Edinboro University Athletic Department is not responsible for unpaid claims after 2 years from the date of the injury. Unpaid claims after 2 years are the responsibility of the student-athlete/parent/guardian to resolve with the provider. Student-athletes, if unsure, are advised to contact 814-732-1860, the Edinboro University Athletic Training Department.
Initials:
211
EDINBORO UNIVERSITY ATHLETIC DEPARTMENTEXIT POLICY and EVALUATION
1. List any injuries you have sustained from participating in athletics that you feel are athletic related and are not yet completely resolved or healed.
2. From the above listed conditions, which would you like to have examined by your team physician in an Exit Examination, and/or those conditions above which you feel may need follow-up care, treatment, rehabilitation or surgery:
3. I would like my Certified Athletic Trainer to arrange for an Exit Examination by an EUP Team Physician: Yes No
By signing this document, I certify that the answers to the above questions are correct and true to the best of my knowledge. The policy and the questions above have been explained to me fully and to my satisfaction. I further certify that I have listed all existing medical conditions and injuries that fit the policy criteria to the best of my knowledge. Unless an exception is otherwise granted, I understand that I have SIX (6) MONTHS from the date of my last competition to initiate all care related to injuries/illness that require follow-up care. These injuries must have occurred while participating for Edinboro University Department of Athletics. I also understand that I must have usable health insurance during this time frame with all care to be coordinated through the Edinboro University Athletic Training and Medical Staff. I understand that Edinboro University is not financially responsible for costs incurred from physician visits or medical consultations unless pre-approved by the Head Athletic Trainer or his/her designee. I fully recognize that the Department of Athletics will not be responsible for any injuries sustained after the date that this document is signed, or injuries that are not listed on this form or otherwise noted in my medical chart. I understand this policy clearly and I unreservedly sign this document.
Student-Athlete Print Name: Sport:
Student-Athlete Signature: Date:
Referral Necessary: No Yes (please list injuries that
require referral):Athlete is Referred to:Physician Appointment Date: Time:
This student athlete has not presented for an exit interview and evaluation with the team certified athletic trainer. An attempt was made to contact the student-athlete at the below dates and times:
Date: Date: Date:Time
: Time: Time:
The student-athlete did not report for the exit evaluation after the above attempts were made to contact the student-athlete. Therefore this signifies closure of the above stated student-athlete’s Injury/Illness file.
The student-athlete presented for his/her exit evaluation. The physicians’ prescribed plan of care has been met which signifies the closure of the above stated student-athlete’s injury/illness file.
Athletic Trainer: Date:
Team Physician: Date:The staff athletic trainer shall attach a copy of physician dictations pertaining to injuries/illnesses in which they were referred per this exit physical.
212
DRUGEDUCATION
&SCREENING
213
EDINBORO UNIVERSITY ATHLETICS
DRUG EDUCATION, SCREENING AND COUNSELING
PROGRAM FOR INTERCOLLEGIATE ATHLETICS
A. INTRODUCTION
The improper use of drugs and alcohol has become a matter of deep concern within our society. Many lives are being damaged, and in some cases destroyed, by drug abuse. Edinboro University of Pennsylvania is determined to help all student-athletes avoid such hazard, through its established policies on drug and alcohol abuse that apply to all members of the academic community. However, this program is specially designed for the members of our intercollegiate athletic teams. It is based on the premise that drugs, alcohol, and athletics do not mix.
First, many drugs, when used in connection with athletic activities or physical conditioning programs, can pose serious risks to the health of the athlete and may endanger other persons in contact with the drug user. Symptoms of illness, temporary or permanent injury, and even death can be caused by such drug use.
Second, the use of certain drugs may temporarily improve athletic performance and thereby create an unfair competitive advantage for the person using them. Such uses of drugs violate the basic principles of sportsmanship.
Third, intercollegiate athletes frequently become highly publicized role models and their abuse of drugs and alcohol can negatively influence other young people as well as damage the reputation of Edinboro University of Pennsylvania.
B. BASIC PROGRAM REQUIREMENTS
The purpose of this drug and alcohol education, screening, and counseling program is: (1) to help student-athletes avoid improper involvement with drugs and alcohol by insuring that they are well informed about drug and alcohol abuse; (2) to detect possible prohibited drug use through a screening program based on periodic testing designed to reveal the use of drugs; (3) to assist in the rehabilitation of student-athletes found to be misusing drugs and alcohol; and (4) in appropriate cases, to remove from our athletic program any student-athlete who is found to have violated the requirements of this policy.
To become and remain a participant in the intercollegiate athletic program at Edinboro University of Pennsylvania, athletes must comply with the terms of this program on drug and alcohol education, screening, and counseling. Accordingly, athletes should read these requirements carefully, and if they are willing to abide by them, they should sign their names in the space provided on the last page. If athletes decide not to sign, they will not be permitted to participate in EUP’s intercollegiate athletic program.
214
C. EDUCATIONAL PROGRAM
The most important part of this program is an ongoing educational effort designed to help student-athletes avoid any involvement in prohibited uses of alcohol, tobacco products, and other drugs. Each member of every intercollegiate athletic team at Edinboro University of Pennsylvania shall be required to participate in prescribed drug education activities.
D. PROHIBITED DRUGS
Some of the drugs about which we are concerned are illegal (that is, the law prohibits their sale, purchase, and possession) while others may be obtained by medical prescription. Some may be purchased lawfully “over the counter” in retail stores or in health food stores, but all such drugs are incompatible with the integrity of our athletic program.
A student-athlete, during the period of his or her athletic eligibility, may not use the drugs specified in the list complied by the NCAA. This list is published each year in the NCAA manual. If an otherwise prohibited drug is prescribed by a physician, the patient may continue to participate in athletics provided that: (1) regarding possible risks to the health of the patient, the attending physician certifies in writing that specified athletic activity may be undertaken safely, and the patient executes a prescribed waiver which relieves Edinboro University of Pennsylvania of any responsibility for illness or injury attributable to engagement in athletic activity while under the influence of the prescribed medication; and (2) regarding possible performance-enhancing effects, the patient’s attending physician, in consultation with Edinboro University of Pennsylvania medical and athletic authorities, can and does implement a schedule of medication that precludes such performance-enhancing effects during times relevant to intercollegiate athletic competition.
For a complete update listing of banned drugs, see the NCAA web page at NCAA.org.
E. SCREENING PROGRAM
By agreeing to participate in this program, a student-athlete agrees to submit to any tests prescribed by Edinboro University of Pennsylvania to reveal the use of any of the drugs banned by the NCAA. No such test will be administered unless the affected person first has signed an individual notification form (see Appendix A) which expressly identifies the specific test that he or she will be asked to undergo, at s specific time on a specified date. The basic test to be used for drug screening is a urinalysis. However, other types of tests, from time to time, may be utilized to determine the presence of banned substances.
The testing based on urinalysis will be implemented as follows:
1. When test will be administered:
a. Entrance ScreeningAll student-athletes will be subject to drug screening as a part of their pre-participation exam for athletics. (Appendix C) The Entrance Screening must be performed before the student athlete’s first competition at Edinboro University. A
215
coach may request that their team be entrance screened at the beginning of practice each year. The Drug Screening Committee will approve all requests.
b. Pre-NCAA Championships All student-athletes that qualify for NCAA Championships will be subject to drug screening. This screening will take place prior to the beginning of the NCAA Regional competition and include only those members of the team that actually may take part in the competition. (Appendix D)
c. Unannounced random testing All student-athletes may be subject to periodic unannounced random testing. Specifically, on various occasions during the academic year, student-athletes will be selected at random to be tested. The selection of individuals will be made through a computer generated blind drawing. The Director of Athletics or his/her designee will notify each affected student-athlete of the date on which testing is to be conducted. Each affected student-athlete shall be given written notice at the time of notification. Such notification shall be accomplished by delivery to the affected student-athlete a copy of a signed statement (Appendix A) prepared by the Director of Athletics or his/her designee, listing the student-athlete as one who was duly selected, at random, to be tested on a date specified. The notification also shall include the time and location of the test and shall be signed by the student-athlete and submitted to the Director of Athletics or his/her designee, at the time specified for conducting the test.
d. Testing in response to individualized reasonable suspicion A student-athlete/team may be subject to testing at any time when, in the judgment of the Director of Athletics, the Head Coach of the student-athlete’s/team sport, and a third member (appointed by the Athletic Director) from the Athletic Administration preferably the Head Athletic Trainer (Drug Screening Committee), there is reasonable cause to suspect the student/team is engaged in the use of any of the drugs prohibited by this policy. Such individualized or team reasonable suspicion may be based on information from any source deemed reliable by the Drug Screening Committee, including but not limited to: (1) observed possession of substances that reasonably appear to be drugs of the type prohibited; (2) arrest or conviction for a criminal offense; (3) University Disciplinary cases related to the possession, use or trafficking in drugs of the type prohibited. Additionally such arrest and convictions may be considered to be a first occasion of impermissible drug use as described in section F; (4) University Disciplinary cases observed abnormal appearance, conduct or behavior, including unusual patterns of absence from training or competition, reasonably interpretable as being caused by the use of drug of the type prohibited.
Upon receipt of such information, the Director of Athletics shall confer with the Drug Screening Committee representatives in determining whether there is reasonable cause to suspect that the student-athlete is engaged in prohibited drug use. Individualized reasonable suspicion means: if the available facts were conveyed to a reasonable person unfamiliar with the student-athlete or the athletic program, that person would conclude that there is a factual basis for determining that the student-athlete is using prohibited drugs.
216
If individualized reasonable suspicion is found to exist, the Director of Athletics, or his/her designee will meet with the student-athlete. At that meeting, the Director or his/her designee will provide written notice specifying the date, time and place at which the student-athlete will be tested unless the student provides an explanation for his/her behavior which is satisfactory to the Director of Athletics or his/her designee. The test will be conducted in the same manner in which other drug screenings are performed in this section. The consequences of failure to participate in or cooperate with such testing and the consequences of impermissible drug use discovered through such testing shall be the same as those applicable to unannounced random testing. (Appendix B)
e. Alcohol Screening Screening for alcohol abuse MAY be conducted by the Athletic Department as a part of the drug screening process. Testing positive for alcohol would have the following consequences:
(1) Student-athletes that test positive will meet with the Drug Screening Committee. At that meeting it will be decided what course the student-athlete will follow to determine the extent and treatment of this problem.
2. Consequences of failure to participate in or cooperate with testing
a. If the student declines to execute the required individual notification form (Appendix A, B, C and D), eligibility to participate in intercollegiate athletics will be canceled for the balance of the academic year. The procedures prescribed in Section G apply to such a cancellation.
b. If the student-athlete fails to appear at the designated time and place for testing without a verified excuse acceptable to the Director of Athletics, eligibility to participate in intercollegiate athletics will be canceled for one calendar year, subject to the procedures prescribed in Section G.
c. If the student-athlete fails, within a reasonable period of time, to produce a required urine specimen, eligibility to participate in intercollegiate athletics will be suspended until the student-athlete produces the required specimen under conditions prescribed by the Director of Athletics or his/her designee. The period of suspension may be extended indefinitely upon failure to produce the required specimen on subsequent rescheduled testing dates. The procedures prescribed in Section G apply to any such suspension exceeding one week.
d. A cancellation of eligibility or a suspension exceeding one week under the provisions of Section 2, shall be deemed to be an “occasion” of impermissible drug use within the meaning of Section F, for the purposes of cumulating sanctions in response to multiple violations of this policy.
217
F. DRUG TEST SCREENING PROTOCOL
1. The Athletic Director or his/her designee at Edinboro University of Pennsylvania will establish the screening dates, times, and sample size for the semester prior to the first screening date in the fall.
2. The testing team, will be informed of the screening schedule. All parties will keep this information CONFIDENTIAL. This information must be kept CONFIDENTIAL between the above parties (AD, Athletic Trainer, test administrators).
3. The student-athletes will be notified by the Athletic Director or his/her designee or coaching staff member of the exact location and time of the drug screening. This will be done no earlier than 8:00 p.m. the day prior to screening. The Edinboro University Technology and Communications Department will generate the random sample of student-athletes to be screened.
4. The Athletic Director, or his/her designee, will ensure that the Edinboro University of Pennsylvania “Notification of Scheduled Random Drug Screening by Urinalysis” Form has been distributed to the student-athlete for signature.
5. The Screening Team will consist of two members of the Athletic Department staff assigned by the Athletic Director.
6. Drug Test Protocol
a. The screening test will take place in a secure area on the campus of Edinboro University of Pennsylvania.
b. The student-athlete will be required to show a valid student identification card and will be required to be dressed in tight fitting shorts and tee shirt. No backpacks, purses, etc. will be allowed into the collection area.
c. A drug screening team member will check the student-athlete’s ID.
d. The student-athlete will be required to wash his/her hands. Males will be asked to remove shirts and females will be asked to pull their shirt up to under the bra line.
e. The student-athlete will then be asked to select a drug screening kit randomly from a box. The screen bags will be numbered. All drug screens administered will be required to be checked with a urine adulteration test strip.
f. Student-athlete will open the kit. The student-athlete will then enter the stall and produce the urine sample.
218
g. The student-athlete will then return to a drug screening table, and while sitting in the presence of a drug screening team member, administer the test. NOTE---The test card in the sealed foil packet should not be opened until the actual test is ready to be conducted. The student-athlete will open the foil packet and place the screening strip into the urine sample.
h. The student-athlete and the drug screening team member will read the results of the screen.
7. If a student screens positive at the pre-screening, he/she will have the option to sign a form of admission or have a confirmation drug test (Appendix E).
a. If the student-athlete signs the admission form, the Athletic Director and the Drug Screening Committee will meet with the student-athlete to determine the proper course of action within the drug testing policy.
b. A drug screening team member or his/her designee will then transport the student-athlete to a predetermined collection site, WITHOUT DELAY, with the student-athlete in the presence of the drug screening member at all times. At this point, the student-athlete will be asked to sign chain of custody papers and produce another urine specimen. This specimen will be mailed to a certified laboratory for analysis. Results of this test will be submitted to the Athletic Director at Edinboro University through a medical review officer.
If the test is determined positive, the student-athlete will meet with the Athletic Director and the Drug Screening Committee to determine the proper course of action within the drug testing policy.
G. CONSEQUENCES OF IMPERMISSIBLE DRUG USE
When an Edinboro University student-athlete tests positive for a banned substance subsequent to the initial drug screening, the individual may choose to sign an admission statement (Appendix E), thus negating the need to continue further testing to determine the validity of the screening.
When prohibited drug use has been verified through positive test results or a signed admission statement, the following consequences will apply:
1. FIRST OCCASION
a. Notification of ParentsIf the student-athlete is a minor or is a "dependent student" as defined in Section 152 of the Internal Revenue Code of 1954 (viz., essentially, one who is financially dependent on the support of his or her parents, which would include most undergraduate students), his or her parent will be informed by the Director of Athletics or his designee of the known facts concerning drug abuse and the conditions to be imposed by the institution in response to the facts.
219
b. Evaluation of Drug Involvement Confidential meeting to evaluate the nature and extent of drug involvement. The student-athlete will be required to meet privately with the Director of Athletics, and the Drug Screening Committee to ascertain the facts about the nature, extent, and history of the problem. In eliciting information from the student-athlete, responses are to be oral, are not to be given under oath, and are to be revealed only to University officials, persons authorized by the student, and the parents of the student-athlete if he or she is a minor. No other persons or agencies will be given information except in response to a valid subpoena or court order.
c. Counseling and Rehabilitation The nature and extent of the institutional counseling and medical interventions that may be required by the Director of Athletics and the Drug Screening Committee as a condition of continued athletic eligibility will depend on the nature of the student-athlete’s drug involvement. The student-athlete may be required to be cleared by the Team Physician or his/her designee and by a qualified counselor before he/she returns to practice or competition. As a minimum, the student-athlete may be required to enroll in a drug education program prescribed by the institution.
d. Follow-up testing The student-athlete may be subject to weekly testing for as long as deemed appropriate by the Director of Athletics and the Drug Screening Committee for one calendar year.
e. Suspension or permanent cancellation of athletic eligibility and financial aid Even regarding a first known occasion of drug or alcohol abuse, if the problem is deemed by the Director of Athletics and the Drug Screening Committee to be sufficiently serious, the student may be suspended from athletic participation for a stated interval of time or may have his or her eligibility canceled by the institution. If eligibility is canceled, a student will not be eligible for renewal of any athletic scholarship and an existing scholarship may be subject to cancellation. The student athlete may have financial aid reduced or permanently cancelled. Any such suspension or cancellation may be imposed only in accordance with the procedures specified in Section G. The parents of minor student-athletes and dependent student-athletes will be notified of any such cancellation of eligibility and financial aid.
2. SECOND OCCASION
a. Notification of ParentsIf the student-athlete is a minor or is a “dependent student” as defined in Section 152 of the Internal Revenue Code of 1954 (viz., essentially, one who is financially dependent on the support of his or her parents, which would include most undergraduate students), his or her parent will be informed by the Director of Athletics of the known facts concerning drug abuse and the conditions to be
220
imposed by the institution in response to the facts.
b. Suspension or loss of eligibility The student-athlete will be suspended from participation in intercollegiate athletic activities for a minimum of one athletic contest. The student-athlete may have athletic financial aid reduced or permanently canceled. If eligibility is permanently canceled, a student-athlete will not be eligible for renewal of any athletic scholarship, and an existing scholarship may be subject to cancellation. Any such suspension or cancellation may be imposed only in accordance with the procedures specified in Section G.
c. Counseling and rehabilitation Appropriate medical and psychological monitoring and counseling may be required of the student-athlete, for the duration of any period of suspension, and thereafter for as long as the Director of Athletics and Drug Screening Committee deem appropriate.
d. Follow-up testing During the period of suspension and at any time following reinstatement, the student-athlete may be subject to weekly testing for as long as is deemed appropriate by the Director of Athletics and the Drug Screening Committee for a minimum of one calendar year.
3. THIRD OCCASION
a. Cancellation of eligibility The athletic eligibility of the student-athlete will be cancelled permanently; and the student-athlete will not be eligible for renewal of any athletic scholarship, and any existing scholarship. Any such cancellation may be imposed only in accordance with the procedures specified in Section G.
b. Counseling and rehabilitationA student-athlete whose eligibility has been cancelled may seek assistance from established University counseling and medical resources otherwise available to students enrolled at Edinboro University of Pennsylvania. Such services will not be initiated or supervised by the Athletic Department, since the student-athlete’s affiliation with athletic programs of the institution will have ended.
In the event that a student-athlete test positive for impermissible drug use and does not comply with the consequences outlined in Section G, or quits the team before complying with the consequences outlined in Section G, the student-athlete will be deemed ineligible for practice, competition or financial aid. If the athlete decides at a later date to comply with the consequences outlined in Section G, they will be subject to all appropriate consequences outlined in that section.
If a person does not consent to laboratory test after positive screen and quits the team, this will constitute a positive test and all appropriate consequences in Section G will apply before the student-athlete will be reinstated in the team at a later date.
221
H. PROCEDURES FOR IMPOSING SERIOUS SANCTIONS
Sections E and F of this policy provide notice of circumstances under which suspension or permanent cancellation of eligibility to participate in intercollegiate athletic activities may be imposed. Such sanctions may be imposed only in accordance with the procedures here prescribed.
1. Written Notice Before any suspension or cancellation is imposed, the student-athlete will be given written notice by the Director of Athletics of the intention to suspend or cancel eligibility, of the reasons for the proposed action, and of the right of the affected student-athlete to request a hearing. The preliminary determination of improper drug use that may threaten the health of the student-athlete in athletics, athletic participation (training, practice, or competition) shall be discontinued immediately pending a medical determination as to the fitness of the athlete. This determination, designed to protect the health of student-athletes, shall be made as promptly as possible.
a. Hearing CommitteeIf an affected student-athlete requests a hearing, it shall be afforded before a standing committee consisting of three persons appointed by the Vice President for Student Service and Student Success. No officer, employee, or agent of the Athletic Department shall be eligible to serve on such a committee.
b. Conduct of Hearing The hearing shall be convened within 5 working days after it is requested. The hearing shall be conducted in private, attended only by the members of the committee, the affected student-athlete and a person of his or her choice, and any witnesses who are present to give testimony. The Director of Athletics, or his/her designee, shall present evidence in support of the proposed suspension or cancellation. The affected student-athlete, accompanied by a person of his or her choice, may be present to hear and review all evidence presented in support of the proposed sanction, to challenge such evidence, and to present other evidence in his or her own defense. The burden shall be on the Director of Athletics to prove, preponderance of the evidence that the impermissible drug use in fact occurred. After hearing all such evidence as deemed relevant, the committee shall deliberate in private for the purpose of making findings of fact. The findings and conclusions shall be based exclusively on information supplied in the hearing. Within 3 working days after it concludes its inquiry, the committee shall report its conclusions concerning the facts, as well as any advice concerning the severity of the sanctions proposed, to the Director of Athletics, who shall decide what sanction, if any shall be imposed. The Director of Athletics, within 3 working days, will notify the student-athlete in writing as to his/her conclusion of the committee’s decision and any sanctions, if appropriate.
222
c. Appeals Within 5 working days, the affected student-athlete my appeal the decision of the Hearing Committee to the Vice President for Student Services and Student Success. Cancellation of eligibility (with attendant cancellation of any athletic scholarship) may not be imposed until appeals through the level of the Vice President have concluded.
I. CONFIDENTIALITY OF INFORMATION CONCERNING DRUG USE
Any information concerning a student-athlete’s alleged or confirmed improper use of drugs, solicited or received pursuant to implementation of this program, shall be restricted to institutional personnel and to parents of minors or dependent student-athletes. No other release of such information will be made without the student-athlete’s written consent, unless in response to appropriate judicial process. The institution cannot guarantee that law enforcement or prosecutorial authorities will not gain access to information in the possession of the institution, since valid subpoena or other enabling court order might be issued to compel disclosure; the institution, however, will not voluntarily disclose such information in the absence of a court order.
J. IMPROPER PROVISION OF DRUGS BY INSTITUTIONAL PERSONNEL
No officer, employee, or agent of Edinboro University of Pennsylvania may supply to any student-athlete any drug that may endanger an athlete or affect athletic ability or performance, or otherwise encourage or induce any student improperly to use drugs, except as specific drugs may be prescribed by qualified medical personnel for the treatment of individual student-athletes. Any person who has information about a possible violation of this prohibition should report such information promptly to an appropriate University official, who shall have the authority to investigate the allegation and to report the results of any investigation to the President, for appropriate disciplinary proceedings against anyone who is charged with having violated this prohibition.
Revised 8/08/11
223
Appendix A
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Scheduled Random Drug Testing by Urinalysis
TO: _________________________________________________ (Name of Student-Athlete)
FROM: _________________________________________________ (Director of Athletics)
DATE: _________________________________________________
RE: Scheduled Urinalysis
Your name has been selected, by anonymous random sample, from the members of the ______________ (athletic team). You are to report to ____________________ (designated location) at __________________ (time) on _________________(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed:_____________________________________________ __________________ (Student-Athlete) (Date and Time)
Witnessed:_____________________________________________ __________________(Designated University Official Delivering the Notice) (Date and Time)
224
Appendix B
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Special Drug Testing by Urinalysis
TO: _____________________________________________ (Name of Student-Athlete)
FROM: _____________________________________________ (Director of Athletics)
DATE: _____________________________________________
RE: Scheduled Urinalysis
Based on individualized reasonable suspicion that you may be engaging in the impermissible use of drugs prohibited by the Drug Education, Screening and Counseling Program for Intercollegiate Athletes at Edinboro University of Pennsylvania, you are to report to ____________________(designated location) at _________(time) on ______________(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed:_____________________________________________ _____________________ (Student-Athlete) (Date and Time)
Witnessed:_____________________________________________ _____________________(Designated University Official Delivering the Notice) (Date and Time)
225
Appendix C
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Scheduled Entrance Screening
TO: _________________________________________________ (Name of Student-Athlete)
FROM: _________________________________________________ (Director of Athletics)
DATE: _________________________________________________
RE: Scheduled Urinalysis
The members of the team have been selected for their entrance screening. You are to report to ____________________ (designated location) at __________________ (time) on _________________(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed:_____________________________________________ __________________ (Student-Athlete) (Date and Time)
Witnessed:_____________________________________________ __________________
(Designated University Official Delivering the Notice) (Date and Time)
226
Appendix D
EDINBORO UNIVERSITY OF PENNSYLVANIA
Pre NCAA Championship Testing Notification of Special Drug Testing by Urinalysis
TO: _____________________________________________ (Name of Student-Athlete)
FROM: _____________________________________________ (Director of Athletics)
DATE: _____________________________________________
RE: Scheduled Urinalysis
Based on your qualifying for an NCAA sponsored event, you are to report to ____________________(designated location) at _________(time) on ______________(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed:_____________________________________________ _____________________ (Student-Athlete) (Date and Time)
Witnessed:_____________________________________________ _____________________(Designated University Official Delivering the Notice) (Date and Time)
227
Appendix E
EDINBORO UNIVERSITY OF PENNSYLVANIA STUDENT-ATHLETE
DRUG USE ADMISSION STATEMENT
I , do hereby admit that I used
on (or about) , without proper medical authorization in the form of a valid
prescription or physician’s instructions.
This admission of drug use is made voluntarily and without threat or promise, and I
understand that it can be used in determining the consequences of my impermissible drug
use under section F of this drug education, screening and counseling program.
This statement is made as a direct result of the urine test to me on .
Offender Date
Witness Date
Collector Date
228
Appendix FEDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Positive TestingI have been informed of my positive laboratory test
for on . The Athletic Director, Head Coach, and
Head Athletic Trainer or their designee met with me and explained the consequences of impermissible drug use as
outlined in the Edinboro University Athletics Drug Education, Screening and Counseling Program for
Intercollegiate Athletics.
Occasion
Follow-Up Action:
1.
2.
3.
4.
5.
Student Athlete Signature: Date
Student Athlete Printed Name: Date
Athletic Director or Designee Date
Drug Screening Committee Member Date
Head Coach or Designee Date
229
NCAA BANNED DRUGSIt is your responsibility to check with the appropriate or designated athletic staff before using any substance.
The NCAA bans the following classes of drugs:a. Stimulantsb. Anabolic Agentsc. Alcohol and Beta Blockers (banned for rifle only)d. Diuretics and Other Masking Agentse. Street Drugsf. Peptide Hormones and Analoguesg. Anti-estrogensh. Beta-2 Agonists
NOTE: Any substance chemically related to these classes is also banned.The institution and the student-athlete shall be held accountable for all drugs within the banned drug class regardless of whether they have been specifically identified.
Drugs and Procedures Subject to Restrictions:a. Blood Dopingb. Local Anesthetics (under some conditions)c. Manipulation of Urine Samplesd. Beta-2 Agonists permitted only by prescription and inhalatione. Caffeine if concentrations in urine exceed 15 micrograms/ml
NCAA Nutritional/Dietary Supplements Warning:
Before consuming any nutritional/dietary supplement product,review the product with the appropriate or designated athletics department staff!
Dietary supplements, including vitamins and minerals, are not well regulated and may cause a positive drug test results.
Student-athletes have tested positive and lost their eligibility using dietary supplements.
Many dietary supplements are contaminated with banned drugs not listed on the label.
Any product containing a dietary supplement ingredient is taken at your own risk.
NOTE TO STUDENT-ATHLETES: There is no complete list of banned substances.Do not rely on this list to rule out any supplement ingredients.
Check with your athletics department staff prior to using a supplement.
230
Some Examples of NCAA Banned Substances in Each Drug Class
Stimulants:Amphetamine (Adderall); caffeine (guarana); cocaine; ephedrine; fenfluramine (Fen); methamphetamine; methylphenidate (Ritalin); phentermine (Phen); synephrine (bitter orange); methylhexaneamine, “bath salts” (mephedrone) etc.
Exceptions: phenylephrine and pseudoephedrine are not banned.
Anabolic Agents (sometimes listed as a chemical formula, such as 3,6,17-androstenetrione):Androstenedione; boldenone; clenbuterol; DHEA (7-Keto); epi-trenbolone; etiocholanolone; methasterone; methandienone; nandrolone; norandrostenedione; ostarine, stanozolol; testosterone; trenbolone; etc.
Alcohol and Beta Blockers (banned for rifle only):Alcohol; atenolol; metoprolol; nadolol; pindolol; propranolol; timolol; etc.
Diuretics (water pills) and Other Masking Agents:Bumetanide; chlorothiazide; furosemide; hydrochlorothiazide; probenecid; spironolactone (canrenone); triameterene; trichlormethiazide; etc.
Street Drugs:Heroin; marijuana; tetrahydrocannabinol (THC); synthetic cannabinoids (e.g., spice, K2, JWH- 018, JWH-073).
Peptide Hormones and Analogues:Growth hormone (hGH); human chorionic gonadotropin (hCG); erythropoietin (EPO); etc.
Anti-Estrogens:Anastrozole; tamoxifen; formestane; ATD, clomiphene etc.
Beta-2 Agonists:Bambuterol; formoterol; salbutamol; salmeterol; etc.
Additional examples of banned drugs can be found at www.ncaa.org/drugtestingAny substance that is chemically related to the class, even if it is not listed as an example, is also banned!
Information about ingredients in medications and nutritional/dietary supplements can be obtained by contacting the Resource Exchange Center (REC), 877-202-0769 or www.drugfreesport.com/rec password ncaa1, ncaa2 or ncaa3.
It is your responsibility to check with the appropriate or designated athletics staff before using any substance.
231
EDINBORO UNIVERSITY OF PENNSYLVANIADEPARTMENT OF ATHLETICS
I have received, read and been given opportunity to ask questions about the Drug Education, Screening and Counseling Program for Intercollegiate Athletics at Edinboro University of Pennsylvania. I understand the policy and my responsibilities under it. I have voluntarily decided to participate in the intercollegiate athletic program to which this policy applies.
______________________________________________ ____________________ (Signature of Student-Athlete) (Date)
(Print Name) (Banner ID #)
(Date of Birth) (Sport or Sports)
My parent(s) DO / DO NOT claim me as a dependent on their Federal Income Taxes. (circle one)
______________________________________________ ____________________ (Signature of at least one parent or guardian if the (Date)
student-athlete is a minor under Pennsylvania law)
August 2011
232
SPORTS INFORMATION
233
SPORTS INFORMATION
Publicity
1. ALL student-athletes, regardless of seniority, must complete and sign a sports information publicity form which will be used to publicize/promote their athletic and academic accomplishments. The Sports Information Department will either meet with each team’s student-athletes or provide the forms to each head coach to be completed. The Student-Athlete Questionnaire should be completed by ALL team members either within the first few days of arrival to training camp (fall sports) or prior to the start of preseason practice (winter and spring sports).
2. Team pictures and individual shots for publication will be taken at the beginning of each season. This will preferably be done during the first week of practice, although the SID office will work with the respective coach to arrange an appropriate time that minimizes lost practice time. Due to new NCAA rules, each student will be asked for his/her permission for use of image in certain materials such as fundraising pieces, annual athletic fund drive brochures, etc. This permission statement will be included on Student-Athlete Questionnaire as of July 1, 2012.
3. After each athletic event, final scores and statistics, along with appropriate highlights, must be reported to the Sports Information office, or some instances, to media outlets for prompt and efficient coverage of the sporting event. The Sports Information Office is responsible for reporting all HOME events to appropriate media outlets. For AWAY contests, the Sports Information Director will pre-arrange with the head coach to ensure that the results are reported in an appropriate manner. Realize that the SID office no longer has the ability to send a representative on many trips. In most instances, arrangements will be made to have the coach call back to the SID office with all pertinent information. Many times the SID office will work in conjunction with the home SID to receive results. However, under no circumstances do you assume that the other team is taking care of things. There will be times when a coach will be asked to contact media outlets directly with the results. Please remember to report all the results from the site of competition, whether calling directly to the media or forwarding information to the SID office. Do not wait until you return home.
Under most circumstances, the general sports information extension should be used to call in results: (814) 732-1834
4. It is the responsibility of the head coach to contact the SID office immediately with changes in rosters, schedules, etc. When an addition is made to a roster, the new player must complete in full the Student-Athlete Questionnaire (see number one). Please have new player come to the Sports Information Office immediately upon addition to roster to do so.
234
5. It would be advantageous to the head coach to contact the Sports Information Director when hosting, or considering hosting, special events, tournaments, and fund-raising projects.
6. Community service is becoming more and more visible. Please let the Sports Information Director know any time you or members of your team are involved in a community service project. Please notify us ahead of time as it may be advantageous for a member of our staff to accompany you and take photographs when appropriate.
7. It is clearly evident what your student-athletes do in their respective sports. It is not nearly as evident what they do off the court. Many times your student-athletes could be involved in an outside activity that would be very noteworthy. This includes school internships, volunteer work, community service (see #6), a medical history, etc. Please communicate with us in this regard.
8. The SID office works in conjunction with the website company to update the athletic website. The head coach is to contact the Sports Information Director with any desired additions or changes to the website. We realize that athletic websites have become a huge tool in regards to recruiting and publicizing athletic programs. By working together we can have a website that provides appropriate information to assist you in many areas.
The Sports Information Department is the intermediary between Athletic Department, its coaches and student-athletes, and the media. We are here to work hand in hand with you to properly publicize your programs and student-athletes. With that in mind, we expect you to follow these guidelines.
Each year ALL student-athletes will be expected to fully complete a Student-Athlete Questionnaire which will provide us with valuable background necessary in promoting their accomplishments and compiling a website bio. These forms will be distributed through the head coach prior to the season.
ALL MEDIA REQUESTS should be arranged through the sports information department. It is the goal to have all telephone interviews done within the sports information office or head coach’s office. We may have to be flexible in certain circumstances, but it is our goal to maintain the privacy of the student-athlete. Student-athletes are greatly discouraging from handing out home phone numbers or cell phone numbers to media, including on-campus student media. That being said, the sports information office will not disseminate any such numbers without the consent of said student-athlete.
If you are contacted by a member of the media, you should immediately notify your head coach and the sports information director, no matter what time of day.
235
The student-athlete has a responsibility to the media. We realize that this can be difficult after a close loss, etc., but it is your responsibility to meet with attending members of the media afterwards. Remember that a member of the sports information staff will be in attendance, as well. Please follow these guidelines during all interviews:
o If conducting an in-person interview, be dressed appropriately. Following a game it is best to be in game uniform. Please remember to wear Edinboro issued practice gear or game attire/warm up. If accepting at an awards presentation, remember to wear Edinboro attire with school colors (red and white) and proper team name.
o Be positive, particularly in regards to your opponents and the officials. Remember the old saying, “If you don’t have anything good to say, don’t say anything at all.” This saying does not, however, give you the right to avoid an interview.
o Don’t use slang or offensive language.o Contact you’re the sports information director and your head coach
immediately if the interview turns from one regarding your athletic endeavors to one probing in a “dirt-digging manner” or if an interviewer tries to lead you to say something not intended. We understand that the media has a right to information. But they must understand that as student-athletes you have privacy acts, as do your teammates.
Remember that in MOST instances these interviews are not live. If you are not comfortable with something you said, kindly ask the member of the media if you repeat the interview or at least that question. Most members of the media will have no problem with that.
The social media has become a very big part of students’ lives. At the same time, the media uses these very methods to find information. Please be careful what you post on Facebook and Twitter, etc. What you think is private can become public very quickly, and could ultimately serve to embarrass you, your coach and your teammates. This is particularly true in the posting of photographs.
LINEUPS IN SCOREBOOK (Men’s & Womens’ Basketball)
To assure that the lineup in the scorebook is correct at men’s and women’s home basketball games, the following procedures will be followed:
236
1. The Sports Information Director or an appropriate representative will meet with the coaching staff of the appropriate team and confirm those players who will be dressing and those who won’t.
2. This information will be passed along to the appropriate scorebook keeper for inclusion in the scorebook. The scorebook keeper will be responsible to count the number of individuals in the book and compare to the number of individuals dressed and on the floor in pregame warm-ups.
3. Prior to the 10-minute mark on the clock in pregame warm-ups, either the head coach or assistant coach of said team will review the same - - compare the number of players in the book and the number of players dressed and warming up. That coach will coordinate any changes and initial the scorebook to confirm that is has been checked and approved.
Public Relations in Athletics
The Athletic Department of Edinboro University is constantly in the public eye. As a general rule, all Athletic staff members must do whatever possible to create a positive image without exception. In addition, any instances where negative publicity may arise are to be reported to the Athletic Director and the Sports Information Director, immediately. It is understood that the President’s Office and, in certain instances, the Director of Athletics will serve as spokesperson’s in these events.
237
