Western Michigan University
Intercollegiate Athletics Policies and Procedures Manual
Western Michigan University’s Division of Intercollegiate Athletics Policies and Procedures manual has been developed for the express use of Western Michigan University’s Division of Intercollegiate Athletics under the control of the Appointed Athletic Board. Copies of this Manual made by the division are not to be distributed or used by other departments or organizations without the approval of the Western Michigan University Division of Intercollegiate Athletics.
Copyright 1995 Revised October 01, 1998 Updated October 27, 1999 (Approved by the Athletic Board) Updated March 03, 2007 (Approved by the Athletic Board March 22, 2007) Revised October, 2007 (Approved by the Athletic Board October XX, 2007)
MANUAL UPDATES
The Western Michigan University Division of Intercollegiate Athletics Policies and Procedures Manual is designed to be a living document which can be revised and/or expanded to reflect Divisional changes. The organization of the Manual allows revisions and updates to be made without disruption to its organization. Policies are organized into sections each covering specific topics.
Revision Procedure Staff members should be encouraged to periodically review existing policies. When modifications are required, regardless of how minor, a staff member should note, in writing, the proposed alteration. Proposed revisions should be submitted to the Athletic Director or designee for review and approval.
Once approved by the Director of Athletics, and/or the Athletic Board as deemed appropriate for major policy changes, the change is considered official and is incorporated into the manual. The staff member assigned by the Athletic Director to serve as the primary contact related to Manual revisions should incorporate approved changes and modifications into the Manual.
To ensure no unauthorized modifications are made, only the staff member designated as Primary Contact for the Manual should be permitted to update Manual material and communicate changes to Divisional staff.
Questions concerning modifications or the procedures for altering the existing Manual should be directed to the Primary Contact.
1 WESTERN MICHIGAN UNIVERSITY DIVISION OF INTERCOLLEGIATE ATHLETICS POLICIES AND PROCEDURES MANUAL
Table of Contents
STATEMENT OF PURPOSE ...... 4 101 - Mission Statement ...... 4 102 - Philosophy and Objectives...... 5 103 - Resolutions ...... 6 201 – Governing Authorities ...... 8 202 – Policy Formulation and Implementation ...... 8 203 – The Athletic Board ...... 9 301 - Organizational Structure ...... 13 302 - Organizational Charts ...... 13 401 - Budgeting ...... 14 402 - Receivables – Receiving Monies ...... 15 403 - Payables – Expending University Funds ...... 17 404 - Purchasing ...... 17 405 – Business Contracts ...... 20 406 – University Owned Property, Equipment, and Apparel ...... 21 407 – Information Technology ...... 21 408 – Car Program – Courtesy Vehicle and Allowance Program ...... 23 409 – Cell Phone Program ...... 26 501 - Travel Guidelines ...... 29 502 - Team Travel Guidelines...... 31 503 - Travel: Prospective Student-Athletes ...... 32 504 - Post-Season Competition ...... 35 505 - Staff Meeting – Schedules ...... 37 506 – Equipment Operations ...... 39 507 - Marketing and Promotions...... 41 508 - Advertising Guidelines ...... 42 509 - Logo and Licensing Guidelines ...... 43 510 - Corporate Sponsorships ...... 43 601 - Scheduling: Events ...... 45 602 - Athletic Events: Staging ...... 47 603 - Athletic Events: Concession and Novelty Sales ...... 49 604 - Athletic Events Parking ...... 50 605 - Athletic Events: Music and Entertainment ...... 52 606 - Athletic Events: Media Coverage ...... 54 701 - Divisional Staff: Conduct and Ethics ...... 58 702 - Coaching Performance Evaluations ...... 62 703 - Performance Evaluations – Staff (non-coaches) ...... 64 704 - Hiring Practices...... 64 705 – Payroll ...... 65 706 - Timekeeping ...... 66 707 - Benefits ...... 66 708 - Staff Parking ...... 68
2 801 - Ticket Prices ...... 69 802 - Complimentary Tickets...... 69 803 - Ticket Office: Distribution...... 71 804 - Change Fund ...... 72 901 - Rationale ...... 74 902 - Enforcement ...... 76 903 - Certification of Compliance ...... 76 1001 - Student-Athlete: Admission ...... 78 1002 – Eligibility ...... 78 1003 - Financial Aid...... 82 1004 - Student Athlete Code of Conduct ...... 86 1005 - Student Athlete Housing & Food Service...... 86 1006 - Student-Athlete Medical Services ...... 87 1007 - Student-Athlete Employment ...... 88 1008 - Student-Athlete – Hosting a Prospect ...... 88 1009 - Professional Sports Counseling Panel ...... 89 1010 – Awards ...... 89 1011 - Varsity Letter Awards ...... 91 1012 - Academic Awards ...... 91 1013 - Athletic Awards (All-Conference Team) ...... 92 1014 - Special Events and Bowls ...... 92 1015 - Sports Banquets ...... 93 1101 - Staff – Attendance at Fundraising and Special Events ...... 94 1102 - Staff: Outside Employment and Promotional Activities ...... 94 1103 - Sports Camps & Clinics ...... 96 1201 - Scheduling Practices ...... 100 1202 - Athletic Facilities Usage ...... 101 1203 - Building Access, Key Distribution ...... 106 1301 - The Alumni "W" Club ...... 108 1302 - Booster Organizations ...... 108 1303 - Outside Support Regulations ...... 110 1304 - NCAA Regulations for Booster Groups ...... 110 1305 - Cheer Team ...... 113 1306 - Dance Team ...... 116
3 2007 ATHLETICS POLICY AND PROCEDURES MANUAL
STATEMENT OF PURPOSE 101 - Mission Statement
The mission of the Division of Intercollegiate Athletics at Western Michigan University shall be to produce NCAA Division IA programs for men and women characterized by excellence in Athletics and Academics while being recognized as a leader among ethical, non- discriminatory, and fiscally well-managed departments. Excellence in athletic programs is determined by academic achievement, the development of character, maturity, and a sense of fair play by student-athletes while being competitive. Excellence in athletic programs is also intended to engender support for the institution among many constituents, including student, faculty, alumni, and friends at the local, state, and national levels. In striving to become a leader among peer institutions, the department subscribes fully to the philosophy and regulations set forth by the Central Collegiate Hockey Association, the Mid-American Conference, and the National Collegiate Athletic Association. The Division of Intercollegiate Athletics operates within the regulations and non-discriminatory procedures established by the Board of Trustees of Western Michigan University. Athletic Goals
The Division of Intercollegiate Athletics has established specific goals, which are approved by the Athletic Board who reviews them on an annual basis. These goals are included in Divisional handbooks and include the following: To have the University represented by men and women whose conduct reflects credit upon the institution and who are bona fide full-time students making satisfactory progress toward a degree; To encourage scholarship, sportsmanship, and fair play; To develop among our students, faculty, staff, and spectators a sense of responsibility for proper conduct at athletic events; To field well-disciplined and competitive athletes and teams, recruited, coached, and supported by people who are dedicated to the observations of and compliance to all applicable rules; To schedule appropriate competition for the athlete and the team; To provide superior medical and personal support for all intercollegiate athletes; To update and maintain intercollegiate athletics befitting a major state university. To share the athletic experience with the community and University families, enhancing the multi-faceted relationships so vital to the University; and To provide effective direction according to University policies, including its Affirmative Action policy, and a commitment to minority representation at the University. To promote a climate of mutual respect with an appreciation for gender and cultural diversity
4 To encourage ongoing evaluation of programs and services by promoting open communication and broad-based assessment by staff and student-athletes 102 - Philosophy and Objectives
Founded in 1903, Western Michigan University has developed into one of the largest Universities in the state of Michigan; recognized by the state legislature as one of Michigan's five graduate-intensive research oriented public universities. WMU has earned national and international recognition for its high-quality teaching, graduate education and research, earning the designation as a Carnegie Doctoral/Research Extensive Institution, one of only four in the state of Michigan. The University shares with other institutions of higher learning the mission to discover, disseminate, extend, and preserve knowledge and culture and in fulfilling this responsibility, offer a comprehensive choice of degree programs to its students. Western Michigan University strives to increase students' capacity for intellectual growth and achievement, instill a commitment to learning and service to society, and meet the needs of an increasingly diverse student population. Furthermore, the University serves the region as a major information and technology resource as well as playing a critical role in cultural, social, and economic development and enrichment. Philosophy Student-athletes at Western Michigan University will be provided with the opportunity and encouraged to satisfactorily progress toward a degree. At the same time participate in an athletic program whose environment is consistent with high standards of academic scholarship, sportsmanship, and institutional loyalty. The intercollegiate athletics program serves a variety of purposes in that it: Is an important part of a well-rounded state university dedicated to the service of its many constituents; Can and should develop character, maturity, and a sense of fair play and at the same time strive for athletic excellence; Is important in engendering support for the institution at the local and state levels; Fosters pride in the University among students, faculty, alumni, and friends; Generates revenue in part to support the total intercollegiate program; and Abides by the letter and the spirit of the law requiring non-discrimination on the basis of sex, race, creed, or national origin. Objectives Integrating the mandates established by Western Michigan University, the Mid-American Conference, CCHA and the NCAA, the Division of Intercollegiate Athletics is guided by the following objectives: To employ coaches and other administrative staff members who are capable of performing as professionals in an educational community where high standards of integrity and ethical behavior, as well as sportsmanship, are expected of its members.
To recruit student-athletes who are academically prepared for University work.
5 To provide equal opportunities for both men and women by developing and sustaining programs, which help student-athletes, achieve their maximum academic and athletic potential. To operate its athletics program in a manner that enhances student-athletes educational opportunities. To provide financial aid to academically and athletically eligible students earning progress toward graduation, as defined by existing standards. To operate its sports programs at the highest possible level of intercollegiate athletics competition and seek to affiliate with institutions demonstrating a similar commitment to academic excellence and institutional integrity. To promote character development in student-athletes, consistent with cooperation, teamwork, leadership qualities, group loyalty and the values of the University. To ensure student-athletes contribution to the development of institutional morale, loyalty and school spirit. To maintain the facilities and medical personnel necessary to augment the physical fitness and skill of the student-athletes, as well as to facilitate the recovery of those who are ill or injured. To make available educational substance abuse programs for all student-athletes as well as counseling for student-athletes who may experience instances of abuse.
To use these athletic events as a means of wholesome recreational activity and entertainment for the participants, the student body and the community. To provide a means by which institutional alumni and the public at large identify with the University for mutually beneficial purposes. To operate within budgetary guidelines, thus ensuring fiscal integrity and a financially stable intercollegiate athletic program. The policies, procedures and practices, which are needed to accomplish these objectives, follow and constitute the body of this Manual.
103 - Resolutions Intercollegiate Athletics Program Western Michigan University believes that intercollegiate athletics are an important and healthy adjunct to the principle mission of the University. The University is committed to athletic opportunities for the student body as a whole and provides intercollegiate athletics for those student-athletes who have exceptional physical talent, a high degree of skill, and the commitment to pursue the objective of their chosen sport while pursuing an education. In providing athletic opportunities for student-athletes, the University is committed to scheduling contests with peer institutions, which embrace comparable athletic and academic standards while providing the opportunity for strong competition. Although athletic competition is considered important, participants in intercollegiate athletics are first and foremost considered full-time students whose fundamental commitment is to obtain a fine education.
6 In endorsing the benefits of a strong intercollegiate athletics program, the University recognizes the importance of resources necessary to attain its goals. Although funding among varsity sports may vary, the provision of facilities, equipment, medical services, coaching skills and the like, is to be of uniform excellence for all intercollegiate sports as allowed within available financial resources.
Member Association Compliance The University is an official member institution of the National Collegiate Athletic Association (NCAA), the Mid-American Conference (MAC), and the Central Collegiate Hockey Association (CCHA). In creating Divisional policies and procedures, the Division complies with each member association's rules and regulations, so as to appropriately implement all policies recommended and demanded by these authorities. This commitment encompasses all facets of administration and coaching, as well as the operation of student-athlete activities. Equal Employment and Opportunity The University is committed to diversity and equal opportunity in employment and education. It is the policy and commitment of Western Michigan University not to discriminate on the basis of race, sex, age, color, national origin, height, weight, marital status, sexual orientation, religion, or handicap in its educational programs, activities, admissions, or employment policies in accordance with Title IX of the 1972 Education Amendments, Executive Order 11246 as amended, Section 504 of the Rehabilitation Act of 1973, and all other pertinent state and federal regulations. The Western Michigan University Board of Trustees, as well as the University President, Director of Athletics, and entire Division of Intercollegiate Athletics staff are wholly committed to both the letter and spirit of this aforementioned policy.
7 ADMINISTRATIVE CONTROL 201 – Governing Authorities
The University Board of Trustees retains plenary jurisdiction over the Division of Intercollegiate Athletics as the highest governing body of the University and approves policies, which govern intercollegiate athletics. The Director of Athletics attends Board of Trustees meetings. The President of Western Michigan University plays a key role in the governance of intercollegiate athletics, in serving at the pleasure of the Board of Trustees. The President appoints individuals to the Athletic Board. The Director of Athletics reports directly to the President who oversees the conduct and operation of the Division and approves its policies. Assistance in exercising this responsibility is given by the Athletic Board, which acts as an Advisory Board to the President or his/her designee. The Athletic Board serves as an unaffiliated Board of the University, which makes recommendations to the President of the University. The Athletic Board is comprised of ten (10) individuals appointed by the President, representing various areas within the university. The Chair of the Athletic Board serves as the Faculty Athletics Representative and represents the University to the NCAA, Mid-American Conference, and the Central Collegiate Hockey Association, as well as any other athletic associations as necessary. The Chair of the Athletic Board also is responsible to report periodically to the University's Faculty Senate. 202 – Policy Formulation and Implementation Formulation Policy formulation is essential in order to ensure that the Division of Intercollegiate Athletics receives the direction necessary to function in a progressive and successful manner. Divisional staff members are expected to periodically review existing policies, which govern their area of responsibility and should revise or recommend new policies for consideration as necessary. Policies affecting the operation and administration of the intercollegiate athletics program at the University are developed by the Director of Athletics in concert with other appropriate administrative staff members and are recommended to the Athletic Board. This Policy and Procedures Manual will be reviewed and updated by August 1 of each year at the direction of the Athletic Director. In establishing athletic policies for both student-athletes and Divisional staff, the Division of Intercollegiate Athletics commitments to educational achievement, athletic excellence, and the building of character are developed in compliance and conjunction with the rules and regulations found in the following publications: The NCAA Manual; The Mid-American Conference Code Book; The Central Collegiate Hockey Association Articles of Agreement; The Central Collegiate Hockey Association Code of Regulations; The Western Michigan University Policy Handbook; The Western Michigan University Employee Handbooks; Western Michigan University's Student Code;
8 Division of Intercollegiate Athletics Student-Athlete Guide to Athletic Policy at WMU; The Division of Intercollegiate Athletics Compliance Handbook on Athletic Policy; The Division of Intercollegiate Athletics Policies and Procedures Manual.
Other policies are contained in various manuals, statements, memoranda, and letters issued by governing authorities or Divisional administrative staff members; therefore, both student- athletes and staff are expected to keep abreast of changes in policies and procedures, and to meet or exceed Division of Intercollegiate Athletics program standards.
Implementation The Division of Intercollegiate Athletics policy and program formulation is the responsibility of the Director of Athletics who works in cooperation with other Divisional administrative staff members. As such, the Director of Athletics is accountable to the Athletic Board and the University President for recommending and implementing athletics policy. In exercising this responsibility, the Director of Athletics is advised by the Athletic Board and takes into account the legitimate concerns of faculty, students, alumni and others within the University community. All Divisional policies must be approved by the Director of Athletics, in consultation with and by the recommendation of the Athletic Board, and when appropriate, the President of the University and/or the University Board of Trustees. All policies are subject to the rules and regulations set forth in the aforementioned publications. Policies that are in compliance and approved by the appropriate governing authorities shall be implemented and will thereupon be included in the Division of Intercollegiate Athletics Policies and Procedures Manual.
203 – The Athletic Board
The Athletic Board is an Advisory Board to the President or his/her designee and serves at the pleasure of the President. The Athletic Board serves as an unaffiliated Board of the University and is responsible for making recommendations to the President on policy relating to the conduct of men's and women's intercollegiate sports. The Athletic Board, being policy oriented, offers recommendations on such matters as: Athletic budget planning; Academic standards for student-athletes; Conduct of intercollegiate athletics program; Athletic facilities and use; Selection of the Director of Athletics; Personnel policies; Athletic ticket policies; Athletic contest scheduling policies; Commitment to diversity & student well being considerations (Title VII and Title IX implications); 9 Promotional activities, public relations, and publicity; and Student-athlete academic concerns. Role within the Division In addition to providing recommendations to the University President, the Athletic Board is vital to the Division of Intercollegiate Athletics and its efforts to meet its mission and goals. The Athletic Board provides assistance to the Division through the following endeavors: Budget planning, approval, and subsequent deliberations with the President; Communicating its recommendations to the President; Serving as a voice of the University community in deliberating policy matters; Serving as a source of information for the University community concerned with pending policy considerations; Discussing with appropriate constituencies, in an informative and positive way, the justifiable needs and concerns of the athletic program; Representing the academic interests of the student-athlete; and Serving as an avenue of appeal for a student-athlete or coach who appeals a decision of the Director of Athletics, or a coach on matters regarding discipline or unfair treatment. Meetings The Athletic Board generally meets monthly from September through June; special meetings may be called in July and August at the discretion of the Chair, to consider: Procedural matters, such as reports from the Athletic Board Chair/Faculty Athletics Representative, the Director of Athletics and/or his/her assistants, the W-Club representative, or other invited guests; Informational items, communicated from Western Michigan University, the NCAA, Mid- American Conference, and Central Collegiate Hockey Association; Action items include but are not limited to, approval of the athletic budget, athletic ticket policy, athletic awards, and the consideration of the findings of subcommittees or Divisional staff special reports. Composition of Athletic Board The Athletic Board consists of representatives from the Division as well as the University and achieves a general well roundedness of opinion through its diversity. The membership of the Athletic Board is limited to ten (10) individuals, appointed by the President and includes: a) One male and one female student from a list of two of each gender nominated by the Vice President for Student Services (the Vice President should determine the current status of minority representation on the Athletic Board and nominate so as to provide or maintain adequate representation) b) Three faculty members from a list of six nominated by the AAUP in consultation with the Faculty Senate (the current status of minority and female representation on the Athletic Board should be determined and nomination should take place so as to provide or maintain adequate representation)
10 c) One person, not a University employee, from among two nominated by the Mike Gary Athletic Fund d) The Athletic Director at Western Michigan University e) One Associate Athletic Director at Western Michigan University who is of the other gender from the Athletic Director (i.e., if the Athletic Director is a male, the Associate Athletic Director responsible for women's athletics would be chosen) f) One administrator g) One faculty member who will serve as Faculty Representative to the MAC, CCHA and NCAA and as Chair of the Athletic Board from among three nominees proposed by the AAUP in consultation with the Faculty Senate. All members of the Athletic Board serve with voting power, except for the Chair/Faculty Athletics Representative who casts a vote only in the event of a tie.
Responsibilities of the Athletic Board Chair/Faculty Athletics Representative Functioning as an Advisory Board to the President, the Athletic Board reports to the President through the Chair of the Athletic Board. In addition, he/she is responsible for reporting its activities and actions yearly to the University's Faculty Senate, and may report more often as requested or deemed necessary. Specifically, the Chair of the Athletic Board is responsible for the following duties as they relate to intercollegiate athletics: Communicating with the President of the University relative to the faculty view of miscellaneous legislative issues; Acting as the liaison between the Athletic Board and the President; Updating the Athletic Board on issues discussed at the NCAA and Conference faculty representative meetings; Assisting in the process of institutional certification; Overseeing the certification of all student-athletes in the areas of initial eligibility, continuing eligibility, and financial aid; Overseeing of the NCAA recruiting test for coaches; Overseeing the completion of various scholarship applications by student-athletes; and Overseeing the various communications with the Conference office relative to academic honors for student-athletes. The Chair of the Athletic Board, as the designated Faculty Athletics Representative, represents the academic aspect of student-athlete participation in intercollegiate athletics. The Faculty Athletics Representative is to assist the President of the University and the Director of Athletics in establishing the institutional stance on various proposals being considered at the NCAA and conference meetings. The Faculty Athletics Representative is expected to confer with the President and the Director of Athletics concerning pending legislation and regulations bringing the view of the academic community and other faculty athletics representatives from national and conference schools.
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12 DIVISIONAL ORGANIZATION 301 - Organizational Structure
The Division of Intercollegiate Athletics program is a stand-alone Division of the University, meaning it’s budget and operations are independent of other areas of the University. The Director of Intercollegiate Athletics, and in turn, the Intercollegiate Athletics program itself, reports directly to the President of the University.
302 - Organizational Charts
Copies of the Division Organizational Charts are on file with the Associate Athletic Director – Business Operations or may be found on-line at www.wmubroncos.com under the Inside Athletics tab.
13 BUSINESS ADMINISTRATION AND CONTROL 401 - Budgeting
All divisions of Western Michigan University submit annual budget requests which, once approved, are incorporated into the University's annual operating budget. This approved budget becomes the basis of authority for the financial operations of individual divisions within the University for the fiscal year, which begins on July 1st.
Budget priorities are established for the Division by the Director of Athletics, in conjunction with the Athletics Senior staff, with input provided by the Athletic Board, coaches, and administrative staff. The allocation of funds is based upon the following criteria:
1. The Division of Intercollegiate Athletics objectives, as defined in its Philosophy and Objectives;
2. The short and long-term goals for Divisional operations;
3. The programs and activities necessary to achieve Divisional goals, to include facilities and capital equipment improvements; and
4. An analysis of factors and situations which may affect planned activities and Divisional operations (i.e., competition schedules, Grant-in Aid costs, program expansion or curtailment, etc.).
The Associate Athletic Director - Business coordinates budget formulation activities for the Division. In general, historical cost center budgeting as well as a review of present and future needs is utilized to project changes in budgeted activity.
Budget Planning Cycle The process for the athletics program budget development is as follows:
1. The office of University Budgets generates a base budget report, inclusive of some historical data, for review by the Director and Division Senior staff.
2. through a series of meetings with the Division Senior staff and other individual budget managers (i.e. administrative area managers and coaches), the existing base budget is evaluated versus: - Historical data - known short-term needs - known needs in pursuit of the long-term goals of the Division - Existing Gender Equity plans for the Division
3. Following the Division Senior Staff generation of a preliminary, balanced, base budget, the draft budget receives a technical review from the staff of the Office of University Budgets and is submitted to the Athletics Board for review, comment, and approval.
4 With Athletics Board review and endorsement the Division’s formal proposed base budget is submitted to the President for review, discussion, and approval.
14 5. Following Presidential approval, the proposed Athletics budget is incorporated into the overall proposed University Budget and is submitted to the University’s Board of Trustees for review, discussion, and approval.
6. Approval of the University Budget by the University Board of Trustees concludes the budget review, development and approval process. Implementation of changes approved in the base budget are made by the Associate Athletic Director – Business Operations in conjunction with the office of University Budgets
Budget Accountability Pursuant to the policies of the Board of Trustees, the University President is ultimately responsible for the administration of athletics funds. On a practical level, the Director of Athletics, through the Associate Athletic Director – Business is responsible for the development and submission of monthly budget reports to the Athletics Board for review, discussion, and recommendations. Further, the Director of Athletics has the authority to review and approve all Divisional expenses, and is ultimately accountable for the same. Currently, the Athletic Director delegates such authority to approve certain types of expenditures to the Associate Athletic Director – Business and other Division Senior Staff as needed.
In general, the Division of Intercollegiate Athletics requires approved budgets not be exceeded. As such, it is the responsibility of each Budget area manager to consistently review budget activity to ensure final budget activity will remain within the established budget allocation. It is the responsibility of each budget manager to keep the Supervising member of the Athletics Senior Staff and the Associate Athletic Director – Business abreast of budget activity and areas of concern. Accountability for overspending the established budget allocation rests with the budget area manager for the cost center in question.
Budget Managers can access up to date budget information electronically through the University’s on-line system known as GLOW (General Ledger Operating Web). GLOW can be accessed by copying the below link to a web browser: http://www.fs.wmich.edu/glow/
More detailed information related to the University budgeting process can be found on the University Budgets website by following the link below: http://www.budget.wmich.edu/
Budget Revisions Through consistent budget monitoring, the need may arise to make an adjustment to an existing budget amount. Requests to revise an approved budget should first be discussed with the Supervising member of the Division Senior staff and then with the Associate Athletic Director - Business for review, approval, and implementation.
402 - Receivables – Receiving Monies
Consistent with all policy, the Division of Intercollegiate Athletics endorses and adheres to the University's policies related to the receiving of University Funds. General policy statements with respect to accounts receivable can be found on the Business & Finance website or by following the link below: http://www.wmich.edu/accounting-services/index.html
15 With respect to Intercollegiate Athletics specifically, an accurate accounting of funds collected is recorded and maintained by the Athletic Ticket Office or Athletic Business Office. Accountability for funds received begins from the point of collection and continues through the Accounting Office monthly reconciliation process. Areas within the Division authorized to receive funds on behalf of the Division are the Athletic Business Office and the Athletic Ticket Office.
Typically, the Athletic Ticket Office will be responsible for the receipt of the following categories of revenue:
• Ticket Sales - all ticket sale transactions are accounted for by the Paciolan Ticketing System. Deposit of ticket sales through Paciolan is accomplished through the generation of a transaction detail report which is reconciled to monies on hand when a Ticket Office Seller signs off the Paciolan system. Deposits are prepared by the seller and are first reconciled by the seller. Inaccuracies are reviewed with a Ticket Office Manager prior to deposit with University accounting services. More detailed information/procedures related to ticket sales can be found in the Athletic Ticket Office policy and procedures manual. Contact the Athletic Ticket Office Manager for more information.
• Other Revenues - such as NCAA revenue, athletic contest guarantees, concession payments, miscellaneous equipment & apparel sales, etc., received either within the Ticket or Business Office are forwarded to ticket office management for deposit.
• Camp Sales Revenues - the Division has contracted a third party vendor, currently XOS Systems, to assist with camp/clinic operations by providing a web-site based camp registration/payment process. More detailed information related to camp registration/revenue procedures can be obtained by making contact with the athletics ticket office Assistant Manager.
Typically, the Athletic Business Office (ABO) will be responsible for the receipt of the following categories of revenue:
• Sponsorship Revenues – given the large amounts of money involved in corporate sponsorship packages sold by the Division, the ABO staff is responsible for the invoicing and collection of sponsorship revenues. Using executed sponsorship agreements and general accounts receivable policy as a guide (see below link), the ABO staff manages Sponsorship accounting.
http://www.wmich.edu/accounting-services/index.html
• Donations - all donations to the Intercollegiate Athletics program must first be deposited and accounted for within the WMU Foundation through the athletics fundraising arm known as the Mike Gary Athletic Fund. A Divisional staff member who accepts a donation on behalf of intercollegiate athletics is required to forward the full amount of the donation to either the Director of the Mike Gary Athletic Fund or to the Associate Athletic Director – Business so as to ensure proper receipt of the donation within the Foundation.
More detailed information related to donation procedures, the Mike Gary Athletic Fund, or the WMU Foundation can be found on file with the Vice President for Development.
16 403 - Payables – Expending University Funds
Consistent with all policy, the Division of Intercollegiate Athletics endorses and adheres to the University's policies related to the expending of University Funds. General policy statements with respect to accounts payable can be found on the Business & Finance website or by following the link below: http://www.wmich.edu/payroll/index.html
With respect to Intercollegiate Athletics specifically, any disbursement for goods and services provided to the Division are processed in the Athletic Business Office and are approved by the Associate Athletic Director Business Operations.
Expenditure Accountability Control measures are an essential part of the system for approving the expenditure of Divisional funds. All expenditures must be approved in advance by an appropriate supervisor and must be processed according to the University policies and procedures. Further, all expenditures are to remain compliant with all Federal, state, NCAA and conference rules. If advance approval is not obtained or if expenditures are not processed according to University purchasing procedures, the individual staff member may be held personally responsible for all incurred expenses.
Payment Procedures Payment procedures for Divisional goods and services are consistent with and adhere to University policies. Specific policy can be found on the business and finance website or by following the below link: http://www.wmich.edu/payroll/disbursements/index.html
Specific to Intercollegiate Athletics is the payment procedure associated with our policy related to purchase card orders. See p-card specific procedures in the Purchasing section below.
404 - Purchasing
The purchasing procedures for the Division of Intercollegiate Athletics have been established in accordance with University purchasing policies and procedures. The Associate Athletic Director - Business oversees Divisional purchasing activities and ensures compliance with University rules and regulations as well as with NCAA and conference regulations.
In general, all Divisional purchases must be approved in advance using appropriate methods. Commitments made by individual staff members without proper authorization may not be honored and may become the personal responsibility of that staff member.
Purchasing Methods (non-travel) • Less than $5000 – the preferred purchase method for purchases totaling $5000 or less is to use a University issued purchasing card (p-card). In general, the p-card may be used to make all needed purchases with the exception of a few primary areas: notably food or any travel related. A specific listing of prohibited areas of purchase and more detailed information on the p-card purchase system can be found on file in the University Purchasing office or on the purchasing website at: http://www.wmich.edu/payroll/procurement/index.html
17 Due to Intercollegiate Athletics need to adhere to and exercise Institutional Control in the eyes of the NCAA, the University’s office of Internal Audit has approved a specialized set of purchasing regulations for the Division of Intercollegiate Athletics.
Specifically, so as to ensure purchases meet with NCAA policy requiring advance approval of all purchases (thereby exercising institutional control), all p-card purchases for the Division are made via the Athletics purchase card system detailed below in lieu of the purchase card log form prescribed for other p-card users of the University:
1. P-cards have only been issued to select Division staff members. In general, most p-cards have been issued and are in the name of the Athletic Business Office. 2. Staff members wishing to make a purchase should completely fill out a p-card order form (on-file in the Athletic Business Office) paying special attention to detailing the specific business purpose of the purchase. 3. Completed order form should be forwarded to the Athletic Business Office for review, approval, and signature of the p-card holder (Assoc. AD – Business). Approved p-card form will be returned to requestor to place order. 4. Upon receipt of authorized p-card order form, staff member should place order with vendor and request a paid receipt be faxed back once credit card has been charged. 5. Staff member, upon receipt of goods (or paid receipt), should forward the original p-card order form, with paid receipt attached, to the Athletic Business Office for retention and reconciliation with the monthly p-card credit statement.
For purchases of less than $5000 where the selected vendor does not accept credit card as an acceptable form of payment, staff members may process the order using a generic university voucher (electronic version can be found on the University accounting website at http://www.obf.wmich.edu/accounting-services/busfin_ap.html ) or the staff member may process the order using the process for orders greater than $5000 listed below.
• Greater than $5000 – For purchases of $5000 or higher, University policy calls for usage of the purchase order system. In general terms, the purchase order process is as follows for Intercollegiate Athletics
1. Staff members wishing to make a purchase should fill out a University purchase requisition form (electronic version can be found on the University Purchasing website at http://www.obf.wmich.edu/logistical-services/purchasing.html ) paying special attention to detailing the specific items to be ordered and the business purpose of the order. 2. Completed purchase requisition, along with any supporting quotation (or related documentation) should be forwarded to the Athletic Business Office for review, approval, and signature of the Associate Athletic Director – Business. 3. Upon signature approval of the requisition, the athletic business office staff will forward (usually via fax to Purchasing) the purchase requisition to the Purchasing office for review, bidding of the order, and subsequent issuance of an official University purchase order. 4. At no time should any staff member place an order for goods or services with any vendor prior to the Purchasing Office issuance of a purchase order. The University Purchasing department is the only entity authorized to issue a goods and/or services purchase in excess of $5000.
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More detailed information related to the University Purchasing processes can be found on-file with Purchasing Office or on-line at the Purchasing website at: http://www.obf.wmich.edu/logistical-services/purchasing.html .
• Internal University Transfers (Intra) – Goods that are obtained within the University system (i.e., WMU Bookstore, University Stores, or other WMU departments) are paid for by transferring funds from the appropriate Divisional account. A University Stores or WMU Bookstore Requisition is used to purchase goods from either of those two areas and must be approved in advance by an appropriate administrative supervisor. Furthermore, goods or services which are purchased from other University departments (e.g., WMU Printing, Surplus Stores, etc.) are paid for via an Invoice for Transfer between University Accounts/INTRA.
Purchasing Methods (Travel)
Travel Authorization All travel and/or entertainment expenses incurred by staff members or teams on official Divisional business must be within the applicable budget allocation and have prior approval of the Director of Athletics or designee, and the Associate Athletic Director Business Operations. Prior approval for business related travel is obtained by using a University standardized Travel authorization process. Travel authorization process information can be found on the web-link below.
Individuals requesting to travel funds are responsible for submitting a Travel Authorization enough in advance to allow for adequate processing. Travelers failing to submit a properly executed form in advance may be held personally responsible for all incurred expenses.
For more detailed information governing the University’s travel related policies and regulations follow the attached link: http://www.wmich.edu/travel/
Air Travel The University has engaged, via contractual agreement, the services of a third party travel agency, currently AAA Travel, to handle all University business travel needs. An appropriately approved Travel Authorization must be on file with the contracted agency who will use the approved authorization as justification to book airfare on behalf of the employee.
University policy requires business air travel to be booked through our contracted agency. While exceptions exist, failure to use the contracted agency for air travel may result in the employee being held personally responsible for the incurred expense.
Auto Rental The University has engaged, via contractual agreement, the services of a third party rental agency, currently Enterprise Rental, to handle the University’s need for business related automobile travel. For more detailed information related to the University’s agreement, inclusive of pricing, follow the attached link: http://www.wmich.edu/travel/ground-online/car_rental.html
19 When needing to rent an automobile for business travel, the Travel Authorization process referenced above should be used to procure the needed vehicle rental. The contracted rental agency will use an approved Travel Authorization as justification to book a rental vehicle on behalf of the employee.
Bus Rental The Division has engaged, via university vendor contract, the services of a third party charter bus company, currently Indian Trails, to handle all Intercollegiate Athletics charter bus travel needs. An approved Travel Authorization (see policy above) should be secured prior to making contact with our charter bus vendor in an effort to secure charter bus travel.
Indian Trails may be contacted at 1-888-292-3831
Charter bus needs at the other end of a team travel flight trip may be arranged through our contracted Travel Agency, our contracted charter bus vendor, or may be arranged by coaching staff using contacts provided by our game/contest opponent.
Purchasing Methods (Emergency) Divisional staff members are expected to order items in sufficient time to complete routine purchasing procedures. Emergency transactions are highly discouraged and Divisional staff should make every effort to avoid such situations. In such situations approval is still required.
405 – Business Contracts
It is the policy of Western Michigan University to honor all provisions agreed to in contracts entered into by the Division of Intercollegiate Athletics. In general, a business contract is required for the following:
• Athletic events; • Concessions operations; • Facilities use or leases; • Radio and television broadcast rights; • Corporate sponsorships and advertising; and • Purchases (purchase orders); and
Contract agreements are to be signed by the Athletic Director or may be signed by an Athletic Director designee as appropriate. Contracts should be reviewed by appropriate University staff by following procedure associated with the University’s Contract Review Procedures Guide which can be found by following the below link: http://www.obf.wmich.edu/business-services/forms/index.html
Game Contracts A contractual document is required for non-conference intercollegiate sports competitions, regardless of whether a guarantee is involved. Games or contests assigned by the conference office may not require the issuance of a game agreement. The Director of Athletics or his/her designee, in conjunction with the respective Head Coach, is authorized to execute athletically related contractual agreements on behalf of the University.
Copies of all contracts are distributed as follows:
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• Director of Athletics; • Associate Athletic Directors; and • Head Coach of the designated sport.
In the event that it is necessary to change the contents of a fully executed athletic contract, an addendum to the athletic contest agreement is prepared. All changes must be reviewed and approved prior to execution of the addendum.
406 – University Owned Property, Equipment, and Apparel
Consistent with all policy, the Division of Intercollegiate Athletics endorses and adheres to the University's policies related to University owned property. Specific policy exists for the procurement, inventory, sale and/or disposal of all University owned items.
In general, any item purchased using University funds is considered an owned asset of the University. Property and equipment is to be used only in the conducting of Divisional activities. Moreover, it is against University policy to remove equipment and/or property from University grounds or buildings and to use equipment or property for purposes other than Divisional business.
The transfer, removal, sale, or disposal of a University owned asset must be requested, approved and coordinated by the Associate Athletic Director - Business.
Any theft or loss of Divisional equipment or property must be reported immediately to the WMU police department as well as to the Associate Athletic Director - Business. In the case of theft, occurrences will be investigated to the fullest extent of the law.
More detailed information related to University Property can be found on-file with the Office of the Vice President for Business and Finance or the Business and Finance website at http://www.obf.wmich.edu/
Athletic Equipment & Apparel The assigned Equipment Coordinator for each Sport is responsible for inventory control of athletic equipment & apparel. Useful records to reflect inventory levels, disposal of unusable items are needed so as to facilitate the re-ordering of expendable equipment items as well as provide useful data for budget formulation.
Following the completion of each sport's season, the assigned Equipment Coordinator should complete an inventory of athletic equipment and evaluate its status for the next year (i.e., acceptable, obsolete, in need of repair, etc.).
Although athletic equipment, valued at less than $5000 per item, is not tagged by the University, it is considered as an owned asset of the University and the Division of Intercollegiate Athletics.
407 – Information Technology
The University allocates a tremendous amount of resources to the development, maintenance, and expansion of its computer networking capabilities. Each University employee is provided
21 availability to these resources. For more detailed information, please visit the Office of Information Technology website at: http://www.wmich.edu/it
Intercollegiate Athletics, through its Athletic Business Office Operations, does support the Information Technology needs of the Division. On many occasions, small technology issues can be, and are solved, at the Divisional level. Athletic staff should first access our Divisional technical support staff prior to making contact with Office of Information Technology staff.
Copier Usage Divisional employees are able to use the provided photocopy machines as necessary. So as to maximize useable life of Division owned copy machines, large volume duplication projects should be outsourced to an off campus printing service.
Current NCAA legislation does not allow for student-athlete usage of Division owned copiers. All staff members are responsible for adherence to this NCAA mandated regulation.
The basic care and maintenance of photocopiers is provided for via service contract with a local outside vendor. The responsibility of monitoring the condition of photocopiers (scheduling maintenance, monitoring toner level, etc.) is the responsibility of the office staff member(s) located in the immediate area of the machine.
Telephone, Cell phones, and fax services The Division of Intercollegiate Athletics endorses and adheres to the University's policies related to telephone services. General policy and procedures with respect to telephone services can be found on the Information Technology website or by following the link below: http://www.wmich.edu/oit/facstaff/phones.html
Current NCAA legislation does not allow for student-athlete usage of Division owned phone cards or other Division provided long-distance services. All staff members are responsible for adherence to this NCAA mandated regulation.
Facsimile Transmissions Divisional employees are able to use the provided fax machines as necessary.
Current NCAA legislation does not allow for student-athlete usage of Division owned fax machines. All staff members are responsible for adherence to this NCAA mandated regulation.
The basic care and maintenance of fax machines is provided for via service contract with a local outside vendor. The responsibility of monitoring the condition of the machines (scheduling maintenance, monitoring toner level, etc.) is the responsibility of the office staff member(s) located in the immediate area of the machine.
Video Equipment Each sport within the Division of Intercollegiate Athletics is responsible for the determination of its video equipment needs. Coaching staff members are responsible for overseeing all video operations and equipment for their sport. Divisional policy prohibits the lending of video equipment to unauthorized personnel and limits its usage to Divisional needs. Only staff members or designated individuals who have been properly trained are authorized to use sport's video equipment.
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Purchase and Insurance of Video Equipment All video equipment and supplies must be purchased according to University Purchasing policies and procedures (see Policy 404, Purchasing Procedures in this Manual).
Each sport is financially responsible for its video equipment needs and supplies. The purchase of new equipment must be considered within the sport and the Division budgetary constraints. Valuable equipment (in excess of $5000) should be properly tagged by University accounting staff and should be considered for business equipment coverage by the University’s Risk management staff.
Equipment Storage It is required video equipment be properly secured in locked areas and that access be granted only to authorized individuals responsible for the particular sport. In addition, each sport is responsible for the retention and storage of their game and practice films which have been produced.
408 – Car Program – Courtesy Vehicle and Allowance Program
Usage of an automobile or car allowance is provided to enhance business effectiveness. Usage of an automobile is not a right of employment, rather it is a revocable privilege granted to the employee. Failure to comply with all Division or University regulations associated with vehicle usage will result in the termination of the privilege of using a Division assigned automobile.
The courtesy car/ car allowance program is not available to all Division staff members. The Director of Athletics will have the final authority as to which Division staff members are to be included in this program. In general, coaching staff members of certain intercollegiate sports and senior members of the administrative staff are included.
As a Division staff member is granted the authority to participate in the program the Director of Athletics will assign the staff member to one of two automobile options listed below:
1.) The staff member will be assigned to a “courtesy” vehicle provided to the Division by an automobile dealership participating in the “Car coaches” program.
2.) The staff member will be instructed to contact the Associate Athletic Director – Business Operations to make arrangements for a car allowance to be processed through the University’s Human Resource and payroll systems. The employee will be responsible for obtaining appropriate liability/collision insurance on the vehicle and is responsible for all maintenance.
Responsibilities of the Staff Member Divisional staff members assigned a vehicle or an allowance is expected to adhere to established rules governing such use. The following guidelines have been set forth:
1.) Staff members are expected to keep a vehicle in excellent working condition at all times.
23 In the case of a courtesy vehicle, regularly scheduled maintenance, as suggested by the manufacturer or directed by the car dealer, is expected to be completed (by the employee) in a timely manner. Additional repairs, beyond routine maintenance, are to be attended to immediately by the staff member by discussing the situation with the assigned Dealership contact. Payment responsibility, for repairs beyond routine maintenance, is handled on a case by case basis. In general, payment for non-routine maintenance, not involving negligence by the employee, is either paid for by the dealer or by the Division. Repairs needed as a result of negligence by the Employee may result in the Employee making payment to have the vehicle repaired.
In the case of the car allowance program, to remain eligible for the program the staff member is expected to maintain his/her vehicle in excellent working condition and appearance. The staff member is expected to replace their vehicle with a new, later model, in a time period appropriate to maintain said needed excellent working condition and appearance. (This time period for replacement is generally viewed as between 3-5 years).
All vehicles, associated with the Division and University, are expected to be kept clean and neat in appearance at all times. Each Employee, at his/her own expense, is expected to keep the vehicle clean and neat in appearance at all times possible.
2.) An assigned courtesy vehicle is to be driven only by the designated coach or staff member and, on a limited basis, by his/her spouse. Children are not allowed to drive the vehicle at any time.
3.) A courtesy vehicle must be returned to the dealership at the odometer reading specified by the Car Dealer. The vehicle should be returned to the Dealer in excellent working condition and appearances (clean both inside and out). Upon exchange of a vehicle, the Employee should inform the Associate Athletic Director for Business of the new vehicle identification number, make, model and year of the new vehicle.
4.) Drivers are responsible for all traffic citations and parking infractions. These citations and infractions must be dealt with immediately so as not to jeopardize the dealership's license.
5.) Employees are required to report all accidents immediately to the Associate Athletic Director - Business and must also file a Vehicle Accident Report with the police as required by law.
IRS regulations & procedures Resulting in a financial gain to the employee, the university is required by IRS regulation to treat automobile usage or allowance as taxable income to the staff member. To that end, the following regulations apply:
All staff members are expected to maintain an up-to-date record of all miles driven. Each mile driven is to be either recorded as a personal mile driven or a business mile driven. For ease of clarification, miles driven to and from the primary place of employment (i.e. the university) are considered commuter miles and are personal in nature. In short, driving to work is considered by the IRS to be personal not business.
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For staff members that have been assigned a “courtesy” vehicle:
1. Each November, the Associate Athletic Director – Business Operations, in conjunction with the University’s business services department, will issue the staff member an “Employee Representation Regarding Use of University Provided Vehicle” form (see attached form). The staff member will be required to fill out one form for each vehicle assigned to the staff member during the mileage recording year (November 1 to October 31) and forward the executed forms to the Athletic Business Office no later than the requested deadline.
2. From the information obtained, the university’s business services department, in conjunction with the University’s payroll department, will calculate the value of the fringe benefit (i.e. auto usage) to be included in the employee’s W-2 income. In general, the excess withholding tied to personal usage of the university assigned automobile will be withheld from the employee’s two payroll checks within the month of December.
For staff members that have been assigned a “car allowance”:
1. Quarterly the Associate Athletic Director – Business Operations will submit an Incidental (one-time pay) form to the payroll department for the gross auto allowance amount due the employee for the particular calendar quarter. (Currently, the monthly auto allowance amount assigned to an employee ranges between $200-$400/month). The payroll department will withhold income taxes for the auto allowance amount just as if the auto allowance were standard payroll to the employee. The net amount remaining will be paid to the employee on the next available university pay period.
2. When filing Individual Federal Income taxes each year, an employee with a car allowance should refer to his/her mileage log (as required above) and claim the appropriate tax deduction for the business use of his/her vehicle. Employees are encouraged to consult a tax advisor with any questions that may arise from this taxation issue.
Courtesy Vehicles - Dealer Responsibilities & Benefits The responsibilities for dealerships participating in Division of Intercollegiate Athletics' Courtesy Car Program include the following:
1. Provide the assigned coach or staff member a new passenger car of the dealer's choice suitable for recruiting, scouting, and / or conducting staff business.
2. Replace the car in service at least every twelve months or according to the schedule agreed upon by the dealership.
3. Furnish vehicle license and tags if so agreed upon by the dealer and the Division.
4. Instruct the assigned driver as to the appropriate maintenance needed and its proper scheduling. Dealerships are to provide transportation in cases of emergency repairs. 25
5. Inspect the courtesy vehicle's condition upon return, before an exchange is made.
6. Establish and maintain an open line of communication with the assigned driver of the courtesy vehicle.
Dealer Benefits The Division of Intercollegiate Athletics recognizes the generous contribution of participants in the Courtesy Car Program and may provide the following in showing its appreciation:
1. Four (4) season tickets for football or Four (4) season tickets for men's basketball or Two (2) John Gill Stadium Club Football Seats or Four (4) season tickets for hockey (Additional ticket requests must be approved by the Director of Athletics)
2. The dealership will be acknowledged as a member of the Mike Gary Athletic Fund which recognizes the value of donation as an in-kind cash contribution and grants all associated benefits.
3. Two (2) advertising spots on the Message Center scoreboard at Waldo Stadium, Read Field house, and Lawson Ice Arena.
4. VIP parking locations at Waldo Stadium, Read Field house, and Lawson Ice Arena.
5. A foursome may be provided at no cost to the dealership for the annual Bronco Golf Outing (subject to availability).
6. Up to 8 seats at the annual team awards banquet of the Dealer’s choosing (subject to availability).
7. A tax receipt based upon cost data furnished by the dealer. The WMU Foundation is recognized by the Internal Revenue Service as a non-profit educational organization and the dealership should check with their accountant in order to take full benefit of this valuable deduction.
The above benefits are provided for as long as the dealership continues to participate in the Courtesy Car Program. These dealer benefits may be amended, adjusted, or deleted as needed by the Division.
409 – Cell Phone Program
Usage of a cell phone allowance is provided to enhance business effectiveness. Usage of a cell phone allowance is not a right of employment, rather it is a revocable privilege granted to the employee. Failure to comply with all Division or University regulations associated with cell phone allowance usage may result in the termination of the privilege.
The cell phone program is not available to all Division staff members. The Director of Athletics will have the final authority as to which Division staff members are to be included in this
26 program. In general, full-time coaching staff (Employment Agreement) members of certain intercollegiate sports and members of the administrative staff are included.
As a Division staff member is granted the authority to participate in the program by the Director of Athletics, the staff member will be instructed to contact the Associate Athletic Director – Business Operations to make arrangements for a cell phone allowance to be processed through the University’s Human Resource and payroll systems. The employee will be responsible for obtaining a cell phone service provider, cell phone service plan, cell phone, maintenance, etc. (collectively referred to as “services”) and is personally responsible for all expenses associated with the “services” selected by the employee.
Staff Member Responsibilities Divisional staff members assigned a cell phone allowance, and /or Supervisor of Employees who have a cell phone allowance, are expected to adhere to established rules governing such use. The following guidelines have been set forth:
1.) The employee will be responsible for obtaining a cell phone service provider, cell phone service plan, cell phone, maintenance, etc. (collectively referred to as “services”) and the employee is personally responsible for payment of all charges/expenses associated with the “services” selected by the employee. At no time should the employee commit the Division or University to responsibility for payment of the employee’s cell phone “services”.
A listing of those cell phone providers, phones, etc. who most, best interface with current available University technology (software, etc.) is available through the Athletic Business Office technical support area.
Further, should an employee want his/her cell phone to be connected to University services (i.e. email) the employee and cell phone itself must comply with policies and procedures outlined by the University and/or the Division.
2.) Distribution of cell phone number. The employee is responsible for, and expected to, provide the employee’s cell phone number to his/her Supervisor. The Supervisor, using his/her best discretion, may share this cell phone number with other Division and/or University employees as deemed appropriate by the Supervisor for the purposes of conducting University business. Further, employees and supervisors are expected to exercise due caution so as to not provide employee cell numbers to those outside the Division and/or University. Release of a cell phone number to those outside the Division and/or University shall generally remain the responsibility of the employee. As an example, a Coach would exercise due caution by not providing the cell phone number of an Administrator to a student-athlete or prospective student-athlete, rather providing and encouraging the student- athlete to use the office number of the person needed.
3.) While the cell phone and related “services” are employee owned, by accepting the monthly cell phone allowance, the employee understands and agrees the cell phone and related “services” are to remain in the possession of the employee and are not generally to be used
27 by his/her significant other or children so as to preserve the intended “enhancement of business effectiveness” sought by the Division in having a cell phone allowance policy.
4.) The employee, so as to ensure the University’s commitment to NCAA rules compliance, shall agree to provide cell phone records as requested by the University, Athletic Administration or Athletic Compliance Staff. Further, employees will retain up to and including four years of cell phone call records in support of this purpose.
Specific details for the provision (“turning in”) of said cell phone call records will be provided and coordinated by the Athletic Compliance staff.
Regulations (IRS) & procedures Resulting in a financial gain to the employee, the university is required by IRS regulation to treat the cell phone allowance as taxable income to the staff member. To that end, the following regulations apply:
For staff members that have been assigned a “cell phone allowance”:
3. Quarterly the Associate Athletic Director – Business Operations will submit a one-time pay form to the payroll department for the gross cell phone allowance amount due the employee for the particular calendar quarter. The payroll department will withhold payroll taxes for the cell phone allowance amount just as if the cell phone allowance were standard payroll to the employee. The net amount remaining will be paid to the employee on the next available university pay period pay day.
4. Should a staff member leave the University’s employment during (prior to the end of) a calendar quarter, it may be necessary for the Employee to reimburse the University for that portion of the cell phone allowance that is no longer covered by his/her employment with the University. The Associate Athletic Director – Business Operations will facilitate this reimbursement on behalf of the University and Employee.
5. When filing Individual Federal Income taxes each year, the employee should consult his/her tax advisor to determine and claim the appropriate tax deduction for the business use portion of his/her personal cell phone. Again, employees are encouraged to consult a tax advisor with any questions that may arise from this taxation issue.
The University reserves its right to terminate, or to amend any and all portions of this cell phone allowance program as the University deems appropriate. Specific questions related to this cell phone allowance program should be directed to the Athletic Business Office staff.
28 500 OPERATIONS 501 - Travel Guidelines
Official travel is defined as that which is essential to transact University business. All travel expenses must be within budget constraints and be supported by the appropriate documentation for reimbursement purposes. Every effort should be made to secure the most cost effective means of travel and to limit travel related expenses to the greatest extent possible. More detailed information related to University travel policy can be found on the University’s Accounting Services website at: http://www.wmich.edu/travel/index.html
Staff members may make no claim for expenses which are being reimbursed by a source outside of the Division.
Travel Authorization All travel plans are to be arranged by following travel purchasing procedures as described in section 404 of the policy manual.
Travel Advances In general, the University does not issue travel cash advances; rather the University has a Corporate Travel credit card that can be obtained and issued to full-time, benefits eligible employees of the University. For more information on the Travel Card system please contact the Athletic Business Office or the University Payroll & Disbursements Office.
Recruiting Travel Travel expenses for recruiting purposes must be within each sport's budget and authorized in advance. Furthermore, specific information concerning recruiting travel, including high schools visited, discussions with high school coaches and recruiting contacts made with prospective student–athletes is required to be documented for all sports. The Director of Compliance, in conjunction with the Director of Athletics and Head Coaches, is responsible for monitoring recruiting travel documentation to ensure compliance with NCAA regulations
Speaking Engagements Staff members are encouraged to accept speaking engagements which might enhance the marketing and public relations efforts of the intercollegiate athletics program. However, every effort should be made to minimize or avoid any cost to the Division of Intercollegiate Athletics. Further, reimbursement of travel expenses for speaking engagements where an honorarium or payment is made should be reduced by the amount of the honorarium or payment.
Reimbursement of Travel Expenses Staff members are responsible for filing a complete travel expense voucher in a timely manner so as to be in a position to have received reimbursement by the time the University issued corporate travel credit card or the individual’s personal credit card payment is due. For more specific information related to the University’s travel policies or to obtain a blank travel expense voucher, please follow the below link: http://www.wmich.edu/travel/index.html
29 Modes of Travel The method of transportation is determined by the individual traveler and should be that mode which is in the best interest of the Division. Transportation choices should be considered carefully according to budgetary constraints and the necessary expedience or comfort of travel. Staff members should take advantage of round trip and special rates when available. Complete and accurate travel expense estimates must be prepared based upon the destination(s) by the most direct and usually traveled route.
Air Travel All air travel reservations are to be made by the individual traveling or his/her designee. Airline travel is recommended not only when considering the employee's time, but also when other methods of travel would result in increased lodging and meal expenses. The cost of airline tickets is not to exceed normal coach fare. With a fully executed travel authorization form, air travel must be obtained by booking through the University’s contracted travel agency. Please follow the below link to be directed to the University’s contracted agency: http://www.wmich.edu/travel/index.html
Automobile Travel Automobile transportation may be used to save time when common carrier transportation is not conveniently available to outlying areas, or to reduce expenses when two (2) or more Divisional employees are making a trip. Divisional employees needing transportation to a common destination should make every effort to use one automobile whenever possible.
If travel, by car, is determined to be feasible and a vehicle needs to be rented for the trip, staff members are obligated to book a rental vehicle through the University’s contracted rental agency. Information related to the contracted rental agency as well as the form needed to rent a vehicle can be found by going to the following internet address: http://www.wmich.edu/travel/index.html
Divisional staff members who have been assigned a courtesy vehicle or who participate in the Division’s car allowance program, as a general practice, are to use those vehicles when travel by automobile for business purposes is needed.
If neither of the above options is practical, staff members may be reimbursed for business related travel in their personal vehicle. Approved travel using an individual's private automobile is reimbursed at the rate established by the University for each mile actually and necessarily traveled while conducting official business of the University.
Lodging Staff members are responsible for selecting lodging facilities that offer a reasonable room rate. Receipts (including an itemized statement) must be submitted for all hotel bills and other lodging charges.
Meals Meals are considered a reimbursable expense when associated with University business and are reimbursed on an actual receipt or per–diem basis. Meals reimbursed by the actual receipt
30 method will be evaluated for reasonableness by the Athletic Business Office. Similarly, while the University has a maximum daily per diem rate, Intercollegiate Athletics generally sets its daily per diem rate at an amount less than the University maximum. The current Divisional per diem rates can be obtained by making contact with the Athletic Business Office.
Registration Fees When a staff member has received prior approval from the appropriate supervisor to attend a conference, seminar or official business meeting, the registration fee is reimbursed, if not paid in advance by the Division. However, all associated costs must be within reason and appropriately documented. Documentation may include official printed materials listing fees associated with the meeting.
Combined Vacation/Business Trip When individuals combine a vacation with a bona fide business trip, the University only reimburses for travel expenses incurred on the business portion of the trip.
Spouse Travel Travel, meals and lodging expenses for wives or husbands who accompany staff members on a business trip are not generally reimbursable. For lodging accommodations, a single room rate is reimbursable; any incremental increase charge for double occupancy and meals is considered a personal expense.
Incidental Expenses In general, the University does not reimburse for those expenses that cannot be directly attributed to the business purpose of the University. Please refer to the University policy on Travel using the web address provided previously in this chapter.
502 - Team Travel Guidelines
Safety The safety of student-athletes, coaches, staff, guests, and administrators is primary in the planning and decision making processes for team travel. At no time should the safety of any person be jeopardized in the name of saving time or money. Travel plans and modes of travel should be made by keeping the following priorities in order:
1. Safety of those traveling; 2. Missed class time 3. Cost & Convenience
Transportation Only those people, providing a legitimate work function for the team, are allowed to travel with the team. Coaching and/or staff members desiring to have someone in an “unofficial” capacity travel with the team must have advance approval from the sport’s supervising Associate Athletic Director. In general, approval for “unofficial” guests to travel with the team will not be unduly withheld, though direct expenses associated with the guest traveling with the team should be
31 paid by the guest (i.e. hotel room, meals, etc.) Approval for any guest (i.e. donor) to travel at University expense must have the advance approval of the Athletic Director.
Ground Transportation At no time is a student-athlete or undergraduate student worker associated with the team permitted to drive any vehicle while conducting the team travel of the University.
Due to the documented unsafe handling and driving characteristics of “15-passenger” vans or vehicles, the usage of 15-passenger vans, at any time, for any reason is prohibited related to team travel or team activities.
Air Travel Should be procured following purchasing guidelines as discussed in Section 4 of this manual. Any request for charter travel must first be approved by the Athletic Director and procured using the Purchasing guidelines as detailed in Section 400. For more detailed information related to the procurement of charter travel, please make contact with the Athletic Business Office staff.
Lodging As a general rule, lodging accommodation for student-athletes should be limited to two student- athletes per room. Any deviation from this policy would require the advance approval of the sport’s supervising Associate Athletic Director. At no time should members of the opposite sex be placed in a lodging room together. It is expected of coaching and/or staff members to procure any additional room(s) as needed to ensure compliance with these policies.
Food, Meals, Per Diem Coaching and/or staff members are provided the flexibility of combining team meals and/or per diem in pursuit of providing adequate food/meals to our student-athletes and those traveling with the team in an official capacity. As a general rule, expenditure on food, meals, and/or per diem, should be in the $20-$25 range, per person, per day. Coaching and/or staff members filing travel expenses on behalf of the team are expected to be able to document food or per diem expenses in this range, per person, per day. Coaches are also expected to apply this same range of spending to all team activities, inclusive of pre-season training camp and any vacation holdover that may affect the team.
503 - Travel: Prospective Student-Athletes
NCAA regulations permit the University to finance only one (1) official campus visit, which may not exceed 48 hours for a prospective student–athlete. The Associate Athletic Director of Academics and Compliance Services, coaches and other staff members involved in recruiting visits are responsible for ensuring that all pertinent NCAA rules and regulations are strictly followed. The Head Coach and/or his/her designee are responsible for making arrangements for all official visits by prospective student–athletes. Official visit travel and entertainment expenses are confined to the following benefits:
32 • Payment for actual round–trip transportation, by direct route, between the prospect's home and the campus; (The prospect may travel by personal car and be reimbursed mileage expenses or travel tourist class by air.)
• Entertainment of the prospect, the prospect's parents, legal guardians or spouse at a facility located on or within 30 miles of campus (including complimentary admissions to athletic events); and
• Housing and meals for the prospect and his/her parents or legal guardian, and spouse at a scale that is comparable to normal student–life. Specifically, meals must occur in regular, on–campus dining facilities or commercial establishments within 30 miles of campus.
Reimbursement for legitimate expenses associated with the official visit of a prospective student–athlete to the University are allowable if the visit is approved in advance by the Associate Athletic Director of Academics and Compliance Services or the Associate Athletic Director of Business Operations and such expenses are in compliance with the rules and regulations of the Mid–American Conference and the NCAA.
Transportation, Meals and Lodging The Head Coach or designee prepares the necessary travel authorization paperwork for the official campus visit of the prospect. Coaching staff determines the most appropriate mode of travel and develops an itinerary for the visit. All travel arrangements must be made according to Divisional and University guidelines. Specifically, travel arrangements should not generally be made until the Associate Athletic Director of Academic and Compliance Services has reviewed the prospective student–athlete's transcript and/or test scores and approved the visit as requested by the coach with the Permission for Official Visit form.
The Athletic Business Office is responsible for monitoring expenses to ensure they are within Divisional and NCAA guidelines.
The NCAA has specific guidelines concerning reimbursable expenses and permissible lodging, transportation, entertainment, etc. for the prospective student–athlete and his/her family.
1. Actual round–trip transportation expenses by direct route from the prospect's home or school to the University by: a. Tourist or coach class airfare on commercial carrier; b. Private aircraft rates that are the established rates at the aircraft's home airport; or c. Personal car mileage at current WMU rates.
2. Transportation to and from the airport to the University.
3. Necessary and reasonable meal costs to and from the campus for the prospect (but not the prospect's family or friends).
33 4. Within 30-miles of campus meal costs for the prospect, his/her parents or guardians, and spouse.
5. Accommodations for lodging in an on–campus facility or in a local (within 30 miles radius of campus) commercial facility at a scale comparable to that of normal student–life.
6. A maximum of $40.00 per day to cover actual and necessary expenses, excluding the cost of meals and admission to campus athletic events, provided to a student host assigned to entertain a prospect.
Entertainment The sport's recruiting coach is responsible for ensuring that entertainment of prospective student–athletes is in compliance with University, Mid–American Conference and NCAA rules and regulations. The Associate Athletic Director of Academics and Compliance Services and/or the Director of Compliance should be apprised of all entertainment plans prior to each visit to ensure compliance. Entertainment for prospects is confined by NCAA rules and regulations to the following rules:
1. Entertainment may be provided only to the prospect and the prospect's parents, guardians or spouse, and must take place within 30 miles of the main campus.
2. Excessive entertainment is not permitted. Moreover, prospects may not be given cash or the use of automobiles during their official visits.
3. Complimentary admission via a pass list, plus up to $40.00 per day to cover actual and necessary expenses, may be provided to student hosts assigned to escort the prospects during an official visit.
4. Complimentary admissions via a pass list may be provided to a prospect and his/her parents, guardian or spouse for a campus athletic event. However, complimentary admissions may not be provided for a prospect's friends.
5. Souvenirs, such as shirts, photographs, jerseys, etc. are prohibited as gifts for the prospect or his/her friends and family.
Student Hosts Student hosts are selected and trained by the Head Coach or designated recruiting coach. In addition, student host guidelines are distributed to all student–athletes in the Student-Athlete Handbook, Student–Athlete Guide to Intercollegiate Athletic Policy at WMU, and discussed by the Associate Athletic Director of Academics and Compliance Services and by the Director of Compliance during pre–season informational meetings. Distribution of funds to the designated hosts must be documented on the Student Host Expense Report (see Compliance staff for form) which requires the signature of the student host. Additionally, the host is required to report expenses related to the entertainment of the prospect and to return any unused portion of the entertainment allowance after the completion of the official visit.
34 Reimbursement of Expenses Upon completion of the official visit, all expenses must be documented in order for reimbursement to be processed. The Travel Expense Voucher must be signed by that individual responsible for coordinating the visit and his/her immediate supervisor prior to being submitted with all receipts to the Athletic Business Office. Additional documentation, if appropriate, may include the following:
1. If the prospect traveled by personal car, he/she may be reimbursed in an amount equal to the current personal vehicle reimbursement rate.
2. If a student–athlete host receives “host money” to cover entertainment expenses, as allowed by NCAA rules and regulations, the receipt of such monies must be documented in writing using the Student Host Expense Report.
3. A coach who issues any entertainment expenses for a prospective student–athlete must submit and sign a Travel Expense Voucher.
Unofficial Visits Extreme care must be used to comply with University, Mid–American Conference and NCAA rules and regulations related to the entertainment of prospective student–athletes on unofficial campus visits. A prospect may visit the campus at his/her expense. Benefits offered by the Division are limited to a maximum of three (3) complimentary admissions to athletics events on campus. Complimentary admissions are for the exclusive use of the prospect and those persons accompanying the prospect on the unofficial visit.
On an unofficial visit, the University may provide transportation to view off–campus practice sites, competition sites and other institutional facilities located within a 30 mile radius of the campus. An institutional staff member must accompany the prospect during such a trip and any payment of expenses will cause the trip to become an "official visit."
For further clarification, consult the Division's Compliance Handbook on Athletic Policy which provides comprehensive information and the relevant forms for processing official visits. In addition, such information is provided to the student–athlete in pre–season meetings and can also be found in the Student–Athlete Handbook.
504 - Post-Season Competition
The Division of Intercollegiate Athletics encourages the appearance of its teams in postseason competition. However, although the Division supports the teams in their efforts to achieve such honors, careful consideration must be given to the student-athlete's academic responsibilities. Every effort is made to avoid scheduling postseason competition prior to University scheduled, examination periods, however, most postseason events are established by the NCAA, Mid- American Conference, Central Collegiate Hockey Association or other similar associations.
If a team or individual qualifies for postseason competition, invitations to compete must be approved by the Director of Athletics.
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In all cases, the Associate Athletic Director of Business acts as an adjunct to assist in the development of proposals and budgets.
Preparations When postseason competition is approved, the following steps are taken:
1. The Head Coach submits a list of participating student-athletes to the Associate Athletic Director for Academic and Compliance Services, who initiates the certification of eligibility and ensures that the paperwork needed to comply with NCAA rules and regulations is completed.
2. The student-athlete informs his/her professor’s of the upcoming competition requirements and requests cooperation in the rescheduling of any exams and required assignments. However, it is the faculty member's prerogative whether to comply with the request. The Associate Athletic Director for Academic and Compliance Services may become involved if a student-athlete encounters difficulties and needs assistance.
3. The Director of Academic Services and the Head Coach discuss academic commitments and the need for any rescheduling of classes or practices with the student-athlete.
4. The Head Coach instructs players that participation in tournament or postseason competition is an honor which requires additional effort both athletically and academically.
5. Arrangement for accommodations, transportation, etc., related to postseason competition are coordinated by the Head Coach or his/her designee, in conjunction with the appropriate Associate Athletic Director.
Special arrangements regarding the academic needs of student-athletes may be required as a condition for approval for an event scheduled during the week of final examinations. In most cases, the student-athlete should make the necessary arrangements with their professors, taking exams either earlier or later than scheduled. If it is determined that an exam is to be administered at the site of competition, a designated administrative official will act as proctor.
Divisional Staff Responsibilities The Senior Associate Athletic Director/Compliance Officer oversees all internal operations related to preparations for off-campus postseason competition and is responsible for all compliance issues related to postseason competition. She/he is assisted by the following individuals as noted:
1. The Sports Information Director coordinates requests for student-athlete or coach interviews, and oversees the Division's media and press requirements for the event.
2. The Director of Ticket Operations or designee oversees additional ticket activities and sales operations related to the event.
36 3. The appropriate Associate Athletic Director prepares the event budget, in cooperation with the Head Coach and the Associate Athletic Director - Business Operations.
Written Reports Following participation in a football postseason bowl game, a written report on the conduct and administration of the event, with special emphasis on game management, must be submitted to the NCAA’s Championships/Competition Cabinet following the event, in order for Western Michigan University to be eligible to participate in future bowl games. The report shall be submitted by the subsequent March 1 on a form approved by the Management Council.
505 - Staff Meeting – Schedules
The Division of Intercollegiate Athletics values the input and knowledge of its employees and recognizes the importance of maintaining open communication channels among its staff members. To create such an environment and increase the effectiveness of overall Divisional administration, various staff meetings are conducted on a regular basis. To encompass the multi–levels of Divisional administration, meetings are conducted on a weekly basis for senior administrative staff and also for those staff members that play a key role in external operations. Meetings with coaching staff are held on a monthly basis, to include one Head Coaches Meeting and individual meetings with the appropriate Associate Athletic Director.
Staff members who are not regularly scheduled for specific meetings are occasionally invited by the Director of Athletics or their immediate supervisor to attend meetings which address specific subjects related to their area of responsibility. Requests to include items on an agenda or to attend meetings as a guest should be made to the Director of Athletics in advance and in writing.
In addition to formal staff meetings, memorandums are frequently distributed to communicate information from the University, Conference, NCAA, and Division to appropriate staff members.
Divisional Staff Meetings Staff meetings for all Division of Intercollegiate Athletics employees are conducted on a as need basis. The Director of Athletics schedules staff meetings and develops an agenda in conjunction with the Associate Athletic Directors. Staff members who wish to include a topic for discussion can place items on the agenda through the Director of Athletics office or appropriate Associate Athletic Director. All Divisional employees are required to attend and any absences must be approved by the individual's supervisor or either of the Associate Athletic Directors. Staff members who are unable to attend a scheduled meeting are responsible for all information presented and are expected to review any materials which were disseminated or discussed.
Senior Staff Meetings Senior Staff meetings are scheduled each week enabling for the continued communication among Divisional administrative staff members, to include the Director of Athletics, Senior Associate Athletic Director, Associate Athletic Director for Academics, the Associate Director of Business Operations, and the Administrative Assistant to the Director of Athletics. Senior Staff meetings allow for the communication of pertinent information and addressing of concerns
37 related to specific Divisional operations. In addition, they provide the opportunity for decision making, policy formulation, and setting courses of action for the future. Administrative staff meetings are conducted by the Director of Athletics who encourages and expects full participation of those in attendance.
External Operations Meetings External operations meetings are held each week throughout the year, enabling for the distribution and collection of information, consensus building and decision making, and the review of Divisional objectives, activities, and courses of action. These meetings enable the Director of Athletics and other attending staff members to address topics of concern related to the various areas of responsibility within the Division, as well as other issues impacting operational objectives.
The Senior Associate Athletic Director routinely conducts these meetings, however, in the event of a necessary absence, the Senior Associate Athletic Director or other designee may conduct meetings. Matters normally discussed at external operations meetings include a review of immediate activities and a preview of upcoming activities. In addition to a general update from the various staff members, specific issues can be added to the agenda by contacting the Administrative Assistant to the Senior Associate Athletic Director for inclusion, or can be presented during the open discussion period of the meeting.
Divisional staff members who are required to attend external operations meetings include the following:
Senior Associate Athletic Director Director for Facilities and Operations Associate Athletic Director - Business Operations Director of Ticket Operations Director of the Gary Fund Director of Corporate Relations Sports Information Director Director of Athletic Marketing Administrative Assistant to the Athletic Director Assistant Athletic Director Marketing Assistant Athletic Director Communications Assistant Athletic Director Student Welfare Director of Compliance
Budget Meetings The Division of Intercollegiate Athletics recognizes the importance of maintaining a fiscally sound program. In addition to a continuous monitoring of the Division's budget, the Associate Athletic Director of Finance meets monthly with the Director of University Budgets and the Director of Athletics. The primary purpose of these meetings is to perform a thorough review
38 and analysis of the Division's budgetary operations and to ensure its continued financial stability.
Head Coaches Meetings To ensure the continued communication between Divisional administration and coaching staff, the Director of Athletics conducts a meeting each month with all Head Coaches, the Senior Associate Athletic Director, Associate Athletic Director Finance, and the Associate Athletic Director Academics. Additionally, the Director of Athletics may request the attendance of other Divisional staff members as appropriate or necessary. The presence of all Head Coaches is required, however, an assistant coach or designee may attend in his/her place if necessary. The Director of Athletics or the Senior Associate Athletic Director must be informed of any such substitutions.
The Athletic Director develops a formal meeting agenda in concert with the Senior Associate Athletic Director. Coaches or other Divisional staff members who wish to include items on the agenda should contact the Athletic Director for approval.
Individual Coaches Meetings Head Coaches are expected to meet individually with their designated Associate Athletic Director each month or quarterly to review activities, address topics of concern relating to their sport, and ensure compliance with Conference and NCAA rules and regulations.
Divisional Staff Communication Divisional staff members in charge of a particular area (i.e., tickets, business, training room, facilities, etc.) are expected to conduct meetings with employees as necessary for efficient communication and operations. In addition to addressing specific topics relative to their area, these meetings serve the purpose of maintaining open communication channels between area employees and senior administration. Specifically, a staff member who needs a particular concern addressed and/or resolved may ask his/her supervisor to raise the issue at the next scheduled administrative staff meeting. Likewise, the supervisor who attends other regularly scheduled meetings is responsible for conveying pertinent information to their support staff.
Lastly, questions regarding whether to incorporate policies and procedures and/or forms or revisions in the Divisional Policies and Procedures Manual are a reoccurring agenda item at all meetings within the Division.
506 – Equipment Operations
The Division of Intercollegiate Athletics is committed to providing and maintaining athletic equipment necessary for its sports programs. Each intercollegiate sport has an assigned equipment room staff member, who is responsible for coordinating equipment room operations and ensuring compliance with applicable University, Conference, and NCAA rules and regulations.
All athletic equipment is University property. The Equipment Staff documents the issuance and return of athletic equipment that is issued for use by student–athletes. While it is understood
39 that the nature of certain items (i.e., apparel) is expendable, such items are to be exchanged on a one–for–one basis. Specifically, student–athletes are not to be given such items (i.e., work– out grays, sweat suits, or running shoes, etc.) since this could be construed as a violation of NCAA rules related to permissible benefits. However, at the end of an individual's collegiate participation, a student–athlete may retain athletic apparel items (not equipment), with the approval of the sport’s Administrator, as allowed by NCAA rules.
Due to the substantial inventory and value associated with equipment and supplies, only authorized personnel may be allowed in equipment areas. Equipment Room staff is expected to abide by established procedures for equipment room operations.
The Division of Intercollegiate Athletics operates four equipment rooms in the following locations:
1. Read Field House. 2. Bill Brown Center (Waldo Stadium Equipment Room) 3. Lawson Ice Arena 4. Seelye Indoor Athletic Center
Purchase of Equipment The Equipment Staff coordinates the ordering of athletic equipment with the Head Coach of the particular sport. The Equipment Supervisor is responsible for coordinating purchase requests of coaches based on current inventories and projected requirements. All orders must be processed according to proper University purchasing regulations (see Section 400, Purchasing Procedures in this Manual for further information).
The Division of Intercollegiate Athletics assumes financial responsibility for only those items which are processed and approved according to Divisional and University purchasing procedures. All equipment orders and/or purchases which are not properly approved may become the responsibility of the person making the commitment.
Maintenance & Repair Athletic equipment is to be maintained in optimum condition at all times. The Equipment Staff is responsible for the thorough inspection of equipment for safety and also for ensuring the proper repair or replacement, as necessary.
Issuance of Equipment A student–athlete must complete the following procedures prior to being issued any athletic equipment:
1. Receive eligibility clearance as indicated by the academic services staff,
2. Receive physical clearance following a doctor's examination and athletic training staff approval, and
40 3. Receive clearance from the designated Head Coach (i.e., the student–athlete must appear on the team roster).
All equipment issued to student–athletes must be documented accurately on an Issue Card designed for the particular sport. Each sport's Issue Card is tailored to the specific equipment needs and use.
Issuance of special equipment that is not considered part of "regular team issuance" (i.e., equipment necessary for injuries, etc.) is documented as well. At the conclusion of the sport season, each student–athlete is required to return all issued equipment. Once all items are returned, the Equipment Supervisor may provide "summer issue" equipment as deemed necessary by the designated Head Coach and allowed by NCAA regulations.
Lost or Damaged Equipment Each student–athlete is responsible for equipment issued to them. Lost, stolen or damaged (beyond normal wear and tear) equipment is charged to the individual. Equipment damaged during practice or competition is traded in for new issuance and is not the liability of the student– athlete. All items issued to a student–athlete must be returned at the end of the sport’s season. A student–athlete is informed of and billed by the Equipment Staff for any equipment which has not been returned. Items which are not returned or paid for by the due date as communicated by the equipment staff will be billed through the University Accounts Receivable Office and end up on the student-athletes student billing account. Unpaid student billings will result in a "hold" being placed on affected student-athletes University account, preventing the student-athlete from registration for upcoming semester.
Laundry Services Division of Intercollegiate Athletics Equipment Rooms provides laundry services for all sports. The equipment room staff is responsible for the laundering of all issued sports equipment and apparel. All student–athlete issued items to be laundered should be turned in immediately following practice or competition so as to ensure timely cleaning and redistribution to the student-athlete.
Storage of Athletic Equipment Each student–athlete, manager, coach, and equipment room staff member is expected to store all athletic equipment properly. The Equipment Room stores athletic equipment in locked areas for security purposes and distributes individual equipment into the student–athlete's combination locker for efficient distribution. The proper storage of equipment helps to prevent its theft while ensuring its continued quality. Divisional staff members and student–athletes are expected to treat equipment with respect and any mistreatment of athletic equipment and/or its improper storage will not be tolerated.
507 - Marketing and Promotions
Overall, the marketing and promotions philosophy is to present and promote the positive public image of WMU Athletics and subsequently generate more revenue through increased ticket
41 sales. The marketing focus is to communicate the overall quality of intercollegiate athletics and to evoke enthusiasm and support from area fans.
The Division of Intercollegiate Athletics strives to take advantage of its high visibility, not only in Kalamazoo but all across Western Michigan, in its marketing and promotions program. One of the goals of the Division's marketing and promotions program is to enlist sponsorship from numerous small entities as well as to secure corporate sponsors (i.e., a small core of business who becomes "Major Sponsors of the Division of Athletics").
The Director of Sports Marketing, under the direction of the Assistant Athletic Director, oversees the planning and coordination of all such marketing and promotional activities, and ensures that these activities are appropriate within an educational environment. Furthermore, he/she coordinates all marketing and sales activities and develops marketing packages for potential corporate sponsorships.
Promotional activities are designed to provide a "total entertainment package" to the patrons. Specifically, the goal is to create a wholesome family atmosphere with something of interest for everyone including music, entertainment, etc. in an upbeat environment. This requires careful coordination between the coaches, team, cheerleaders, and the band.
Marketing Plan Strategies The Division of Intercollegiate Athletics places an emphasis on the marketing of programs with income producing or fundraising potential. Activities and items included in the overall marketing and promotions plan include, but are not limited to:
• Ticket Sales – Development and implementation of marketing and sales campaigns to maximize all ticket revenues, as well as non–revenue sports programs ticket sales and attendances. Activities may include direct mail promotions and purchases or trade–out for radio, newspaper, television, outdoor/transit or other advertising to generate ticket sales. • Special Event Marketing – Marketing and promotions of Mid–American Conference Tournaments, NCAA Championships, photo days, spring football games and other related events. • Media Promotions – Development of radio spots, commercials and newspaper advertising. • Game Day Entertainment – Coordination of special events and activities surrounding game attendance for all sports. Activities include post game gatherings, autograph sessions, special game days and other activities.
508 - Advertising Guidelines
Only approved Division of Intercollegiate Athletics and University logos are to be used in advertising. All advertising for Division sponsored events must be approved by the Director of Sports Marketing. The Division will either secure a sponsor or pay the cost of advertisements within the budget constraints established for the marketing and promotions program. The Director of Sports Marketing is available to meet with Head Coaches and Division administrators to determine a priority of events to be promoted. In addition, the Director of Sports Marketing
42 also solicits feedback and/or suggestions from Divisional staff members at the weekly External Operations meetings.
The advertising of certain special activities (e.g., summer camps, clinics, etc.) is the financial responsibility of the coach who is directing the event. The coach is expected to know and adhere to NCAA regulations regarding such advertisements. The director of the event is also responsible for making all arrangements to schedule the advertisements. However, the Director of Sports Marketing may assist the event director and reserves the right to evaluate and approve the specifications for the advertisement, which should include the following:
Appropriateness of the advertisement; Advertising medium; Advertisement copy; Size of the advertisement; Cost per run date, and Run dates.
509 - Logo and Licensing Guidelines
Western Michigan University has registered its trademarks and logos and has ownership rights to them. The University has established a licensing program in order to protect its interests and receive payment when its logos or trademarks are used. All entities wishing to manufacture or sell products using University–registered marks must be licensed and pay royalties, with the exception of those producing goods for use by the University that are not for resale.
The Assistant Athletic Director is responsible for the direction and oversight of the University Licensing Program. Entities wishing to become licensed must complete a Licensing Program Application through the University’s agent, Licensing Resource Group (LRG). Products purchased for sale in University stores must be licensed.
Licensing Resource Group prepares all licensing agreements. A standardized contract is utilized for licensing agreements. Alterations to this contract are discouraged. The following are the terms of a standard contract:
1. Licensees pay a specific percent royalty on the gross wholesale selling price of the product licensed and product sold.
2. Royalties are reported and collected, if due, on a quarterly basis. Quarterly Royalty Reports must be submitted within 30 days after each calendar quarter. Royalty payments are accurately recorded and retained on file.
3. The contract is for a specific term.
510 - Corporate Sponsorships
43 A primary objective of the Division's marketing plan is to obtain advertising sponsors for athletic events hosted by WMU in order to offset expenses and/or to enhance attendance.
Sponsorship packages usually grant advertising in the following mediums: tickets, signage, message center / video board announcements, and the public address system. They may also include game and event sponsorships and other benefits.
In fostering good relationships with these corporate sponsors, the Division makes every effort to ensure that both the interests of the University and the sponsor are protected. To achieve this end, the Assistant Athletic Director – Corporate Sponsorships as well as the Director of Sports Marketing must always be consulted on matters that involve advertising and/or sponsorships.
Under no circumstances should a coach or other staff member undertake a solicitation effort on behalf of the Division unless specifically requested or approved to do so by the Director of Athletics, the Assistant Athletic Director - Corporate Sponsorships or the Director of Sports Marketing.
44 600 EVENT OPERATIONS 601 - Scheduling: Events
Schedules are constructed for all sports with the goal of providing competitive equity while remaining within budgetary constraints and applicable University, Mid–American Conference, Central Collegiate Hockey Association and NCAA rules and regulations. All schedules are subject to the final approval of the Athletic Board. Schedules must also be reviewed by the Director of Compliance to ensure NCAA competition compliance. Conference schedules are set by the Mid–American Conference and the Central Collegiate Hockey Association.
NCAA, Mid–American Conference, Central Collegiate Hockey Association and University Limitations The NCAA and Mid–American Conference and Central Collegiate Hockey Association place limitations on the timing, duration and number of contests played by varsity teams under their jurisdiction. In all instances, the most restrictive of applicable directives applies. Schedule guidelines and limitations are fully defined in the Mid–American Conference Code Book and in Bylaw 17, of the NCAA Manual.
In addition, no more than nine (9) class days may be missed per student–athlete for athletic purposes during the regularly scheduled season. Postseason absences are not included in the regularly scheduled season limitation; however, they are subject to individual approval by the Athletic Board, based on a student–athlete's academic standing. Additionally, the Athletic Board recognizes that the Division has minimal control over Conference–scheduled events and reserves the right to restrict individual student–athletes (rather than entire teams) from participating when the student is experiencing academic difficulties.
Schedule Construction The Associate Athletic Director of Business Operations handles scheduling for football. For all other sports, the Head Coach coordinates the compilation of their competitive event schedule. In all cases, all Conference events are scheduled and approved in advance of scheduling any non–conference event.
The Head Coach of each sport is responsible for formulating a preliminary schedule of competitive events, indicating the following information:
• Schedule dates and opponent; • Travel plans; • Number of class days missed; • Time and place of event; • Facility; • Guarantee information; and • Special conditions.
45 Deadlines for submitting preliminary schedules are set annually by the Associate Athletic Directors. Head Coaches are made aware of the deadlines at Head Coaches Meetings and by Divisional Memorandum.
In addition to NCAA, Conference and University limitations, the following factors must be considered in the construction of schedules:
1. Income and expenses involved for each contest (as determined by any guarantee versus estimated costs), and the potential impact on the allocated team budget;
2. Academic and holiday schedules (with special attention given to exam schedules);
3. Class absences required for each contest, including both home and away contests (each student–athlete is limited to a maximum of nine (9) absences during the regularly scheduled season);
4. Balance between number and spacing of home and away contests;
5. Caliber of opponents (balance between outstanding, average and weak);
6. Coordination of away competitions to minimize time away from campus and travel costs;
7. Availability of facilities for home contests;
8. Competition dates for other prominent sports, tournaments and meets, and championship/bowl events; and
9. Establishment of favorable reciprocal agreements and existing commitments (see "Contracts for Events" below).
The final event schedule for each sport is prepared by the Head Coach and reviewed by the appropriate Associate Athletic Director and Director of Athletics before being submitted to the Athletic Board.
Schedule Approvals The schedules are reviewed by the Head Coach, the Senior Associate Athletic Director, the Associate Athletic Director for Compliance, and the Director of Athletics prior to their submission to the Athletic Board for final approval. Once approved, a sport competition schedule is considered official, and may not be added to or changed in any manner without the approval of the Athletic Board.
Special approval of the Athletic Board is required to participate in postseason competition or in a bowl game. Arrangements regarding the academic needs of student–athletes may be required in order to obtain approval for an event scheduled during the week of final examinations or Spring Break.
46 Master Schedule The Director for Facilities and Operations develops and maintains the Master Schedule of approved athletic competitions. Copies of the Master Schedule are distributed to the following:
• Director of Athletics; • Associate Athletic Directors; • All Head Coaches; • Director of Ticket Operations; • Director of Athletic Marketing; and • Sports Information Director
Facilities Scheduling Once the Master Schedule is finalized, the Director for Facilities and Operations coordinates the scheduling of necessary facilities with the Venue Managers. Hockey schedules are coordinated with the Director of Lawson Ice Arena. Since some of the facilities used by the Division may also be utilized for non–Divisional activities, it is important that every effort be made to ensure that the Master Schedule is accurate.
Schedule Changes When schedule changes are required, the Head Coach must notify the appropriate Associate Athletic Director. The schedule change is evaluated as to how the changes may affect the student–athlete and the overall Master Schedule for the intercollegiate athletics program. Written notification of schedule changes are distributed to individuals who received copies of the Master Schedule.
Contracts for Events It is the policy of the University to honor all provisions agreed to in contracts entered into by the Division of Intercollegiate Athletics. All sports within the Mid–American Conference must secure athletic contest contracts according to Mid–American Conference Regulations. See Policy 405, Business Contracts, in this Manual for additional information. Hockey, a member of the Central Collegiate Hockey Association, must secure athletic contest contracts according to Central Collegiate Hockey Association Regulations.
602 - Athletic Events: Staging
The proper staging of athletic events has become increasingly complex. The maintenance of effective game administration requires the cooperation of and clear communication among the individuals, University departments, and agencies involved. Strict adherence to established procedures helps ensure the safety of both spectators and participants, as well as guarantee that operations run smoothly during athletic events.
While the staging of some athletic events involves the efforts of many Divisional administrators, the Director of Facilities and Operations is responsible for the staging of athletic events to include overall facility preparation and game management. As part of this responsibility, the
47 Director of Facilities and Operations coordinates and oversees the activities of the Division's Venue Managers.
The Director of Athletics reserves the right to establish reasonable rules and regulations regarding the conduct of patrons attending athletic events.
Preliminary Arrangements As soon as the home game schedule is determined, the Director of Facilities and Operations begins to make necessary arrangements for the successful staging of these events. Prior to arranging various auxiliary services (i.e., security, traffic control, concessions, etc.), the attendance for scheduled events is projected.
The Divisional areas and the necessary preliminary arrangements for staging athletic events are as follows:
1. Scheduling of ancillary personnel (e.g., ticket takers, gatekeepers, ushers, Physicians and first aid personnel): and game management staff (e.g., officials, public address system announcers, scoreboard operators, and statisticians);
2. Notifying Campus Concessions and the campus bookstore sales representative of scheduled events;
3. Arranging for ambulance, police security, and traffic control; as well as
4. Arranging for facility maintenance coverage (e.g., scheduling electricians and plumbers for large events);
5. Ensuring that the appropriate Venue Manager coordinates facility preparation, set–up, and breakdown;
6. Arranging for the installation or set–up for special media and telephone services when necessary (Note: the Sports Information Director handles special media requests);
7. Coordinating visiting and home team locker room requirements;
8. Coordinating pre–game and half–time events as well as special promotional activities and performances by the WMU Cheer Team, Dance Team, or Marching Band.
9. Coordinating advance publicity and ensuring that game programs are available when the gates open.
In addition, the coaching staff is responsible for ensuring that specific arrangements have been made in advance of an athletic event, to include but not limited to the following:
1. Ensuring that all scheduled events have necessary approvals;
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2. Requesting any special arrangements prior to and well enough in advance of an event;
3. Making necessary arrangements for the visiting teams, to include determining time of arrival, who will greet them, and dressing room/locker room arrangements;
4. Requesting payments for officials and/or team guarantees;
5. Requesting funds or gift–in–kind for special meals or pre/post game meals; and
6. Coordinating requests related to the missing of any scheduled classes.
Facilities Management The Director of Facilities and Operations coordinates facility requests with the Venue Managers and the Lead Maintenance Grounds person. Requirements include the lining of fields, setting up of athletic equipment, etc. The Director of Facilities and Operations also coordinates the necessary arrangements with the custodial "special projects crew" each month and schedules repairs and/or maintenance with electricians, HVAC, etc. in advance of events to ensure that facilities are appropriately prepared.
The Director of Facilities and Operations ensures compliance with all applicable Federal, State, and local statutes, as well as University policies and procedures governing the operations of athletic facilities. This includes fire prevention, safety precaution, and evacuation and/or shelter area procedures.
To ensure the smooth operation of athletic events for the upcoming and the following years, the Director of Facilities and Operations conducts a pre and post season Event Management Meeting with the Sports Information Director, Director of Athletic Marketing, Venue Managers, Lead Grounds person, etc. These meetings focus on the necessary arrangements that must be made in order to effectively conduct game and facilities management. As a means to ensure that all necessary arrangements have been secured, the Director of Facilities and Operations or his/her designee maintains a checklist for the various sports.
603 - Athletic Events: Concession and Novelty Sales
The Division of Intercollegiate Athletics recognizes the need for and importance of providing food and beverage items at its athletic events. Additionally, the Division sponsors the opportunity for patrons to conveniently purchase novelty items which reflect support for a particular sport or for the University as a whole. The Division is committed to serving the needs and requests of its patrons and will evaluate the expansion of its services, as feasible and appropriate.
Food Concessions The exclusive right to operate food concessions at regularly scheduled athletic events and special events held in Divisional athletic facilities has been granted to a third party vendor per contractual agreement. This concession contract is negotiated in the best interest of the
49 Division of Intercollegiate Athletics and Campus Concessions and approved by the Office of the General Counsel.
Concessions are provided at most all Division sponsored athletic events, as well as other University and high school athletic events scheduled in WMU athletic facilities, if such concessions are considered part of the contractual obligations. As per the terms of agreement, the third party vendor is responsible for the following:
1. Providing adequate staffing of concession areas; 2. Operating in an efficient, courteous, and businesslike manner; 3. Offering food, candy, beverages, etc., at competitive prices while ensuring that are fresh, wholesome, and of the highest quality; 4. Maintaining food service and storage areas in a clean and sanitary condition; 5. Adhere to all other specific terms of the contractual agreement.
Scheduling of Services The Director of Facilities and Operations provides the third party vendor representative with specific dates when services will be required for athletic events. In addition, the Senior Associate Athletic Director acts as the liaison to the vendor as it relates to storage concerns, facility improvements in concessionary areas, or other specific needs for providing concessionary services.
Concession Employees The vendor is responsible for securing employee parking permits from the Division and instructing employees as to which door or entry gate workers should report. Concession employees are admitted to the athletic event by means of employee identification tags distributed by the contracted vendor.
Novelty Item Sales Novelty items which are sold at intercollegiate athletic events are sold through an agreement with the University owned WMU Bookstore. The bookstore, a unit of the University’s Auxiliary Enterprises, is solely responsible for providing such novelty sales. Intercollegiate Athletics is provided a commission from novelty sales through royalties generated from the sale of licensed goods. Individuals who are scheduled to sell items at athletic events must receive an I.D. pass for entrance to events. All requests for parking privileges should be directed to the Director for Facilities and Operations for consideration and approval.
Divisional staff members must not request special privileges from concession or novelty sales workers. 604 - Athletic Events Parking
The Senior Associate Athletic Director and Director of Facilities and Operations are responsible for securing all necessary arrangements for athletic event parking and work in concert with the Director of the Gary Fund to review parking requirements for donors to the athletic program. Prior to the beginning of the fall season, the Director for Facilities and Operations meets with
50 University Parking Services to review parking requirements for all scheduled football, basketball, and hockey games. In addition, a meeting is conducted with representatives from various Police agencies to examine the effective handling of traffic as well as the means to ensure the public's safety.
Parking at WMU athletic events is managed and controlled by University Parking Services who retains any revenue acquired from such operation. Parking of vehicles is permitted only in marked spaces or as otherwise authorized by a paring attendant. Individuals who park illegally or in an unauthorized area are subject to possible ticketing and towing at their personal expense. The Division of Intercollegiate Athletics does not accept responsibility for patrons who ignore such regulations.
Parking Assignments Although parking is permitted on a fee per vehicle basis, some parking is designated as "reserved" for the purposes of accommodating selected Divisional staff, media, special guests, and athletic program donors. The Director for Facilities and Operations, with input from the Director of the Gary Fund, discusses and secures appropriate parking locations and allotments with University Parking Services. Selected Divisional employees and representatives of the media are provided with parking privileges at no cost considering their attendance is essential for scheduled games.
Football Parking WMU's Parking Services controls the admission to parking lots adjacent to and nearby Waldo Stadium. The general public is admitted on a first come, first serve basis and is charged a designated parking fee for each vehicle, collected by the attendant at the entrance to the lot.
• Free Parking and Shuttle Bus Service
The Division of Intercollegiate Athletics operates a free shuttle bus providing transportation to and from the Lawson Ice Arena parking area and Waldo Stadium. Parking at the campus location is at a fee set by University Parking Services. Shuttle service is available up until game time and begins departures following the conclusion of the game. The scheduling and management of shuttle service is coordinated by the Director for Facilities and Operations or his/her designee.
Basketball Parking Basketball parking procedures follow football parking procedures, with the exception of shuttle bus availability which is located in Lot 10 for Men’s Basketball. Parking at and around the University Arena is controlled by University Parking Services and admits patrons on a first come, first serve basis.
Hockey Parking Parking at and nearby Lawson Ice Arena is managed in the same manner as basketball parking, also administered by University Parking Services.
51 Donor Parking Dependent upon the level of donation, Gary Fund contributors have the opportunity to receive a designated parking stall for a sport's season. The Director of the Gary Fund controls the issuing of parking permits to selected donors and determines who is indeed eligible for the privilege to receive a numbered parking space in designated lots. In order to be considered for receiving preferential parking, the Gary Fund must receive a donor's gift by June 30th as this is the Gary Fund Deadline for Benefits. The Director of the Gary Fund arranges for the printing and issuance of parking passes to those eligible donors who have made the required donation. A copy of the Donor Parking Pass must be submitted to University Parking Services prior to the beginning of a sport's season in order for their employees to become familiar with it. Permits are not replaced if lost or stolen. In addition, permits are to be used only as intended and are non–transferable.
Complimentary Parking Some complimentary parking is provided for those individuals who are required to be in attendance at scheduled athletic events. Parking which is provided to invited guests is considered "complimentary" in that guests are not required to pay the mandatory fee as the requisite parking fee has been paid by the Division of Intercollegiate Athletics on behalf of the invited guest.
Employees Divisional employees whose attendance at events is considered part of their job responsibilities are provided parking at no cost. Parking passes are distributed by the Senior Associate Athletic Director for Facilities and Operations, who also determines which parking lot is appropriate for that individual (i.e., training room staff, senior administration, etc.). During football season, employees are encouraged to utilize the shuttle bus service if possible.
Media Representatives of the media are eligible for free parking when covering an event. All requests for a parking pass should be directed to the Sports Information Director who issues media and parking passes for Division of Intercollegiate Athletics events.
VIP Although special guests are not personally charged for parking, the Division of Intercollegiate Athletics is responsible for purchasing their right to park. Thus, all requests for special guest parking privileges must be submitted in advance to the Director of Athletics or designee for approval. Upon approval, an invited guest is issued a printed pass by the Director for Facilities and Operations.
605 - Athletic Events: Music and Entertainment
The Division of Intercollegiate Athletics provides music and entertainment at certain athletic events within the guidelines of the University, Mid–American Conference, and the NCAA. In providing such, the Division enlists the support of the WMU Cheer Team, Dance Team, Marching Band, and occasionally, non–divisional groups who are scheduled in conjunction with special promotional programs. The Senior Associate Athletic Director and the Director of
52 Athletic Marketing are responsible for overseeing and coordinating music and entertainment at home athletic events. Specifically, the Senior Associate Athletic Director oversees all aspects of music and entertainment at football events while the Director of Athletic Marketing conducts the same for all other sports. Although the WMU Band Director retains the authority to plan and execute the WMU Band production during events, he/she is responsible for maintaining adequate communication with the Senior Associate Athletic Director relative to all performances.
Every effort is made to ensure the entertainment serves to enhance the atmosphere and enthusiasm level of the spectators, rather than creating potential problems (e.g., crowd control or disruption of the athletic event). Non–Divisional groups who desire to provide special entertainment must submit written interest to the appropriate coordinator (i.e., Senior Associate Athletic Director or the Director of Athletic Marketing), including a description of the performance, the number of participants, and the name of the individual responsible for coordinating the performance. The appropriate Divisional coordinator, in conjunction with other members of the External Operations staff, determines whether the request is approved or denied. All requests must be approved for content, staging, timing, and any additional requirements which are appropriate in meeting Divisional standards. All ceremonies must adhere to established time constraints and are subject to the final approval of the Director of Athletics or designee.
Football Pre–Game and Half–Time Events The Senior Associate Athletic Director coordinates pre–game and half–time entertainment for all home football games and secures the approval of the Director of Athletics for all entertainment or presentations which are in addition to the WMU Marching Band performances. The scheduling of pre–game and half–time activities must be complete by June 1st prior to each football season. The Senior Associate Athletic Director notifies the Band Director of such additional planned events.
As per Mid–American directives, the WMU Band performance and any pre–game ceremonies are limited to sixteen (16) minutes. If the bands of both competing teams are to perform they are allotted no more than 8 and 1/2 minutes for their individual performances. Furthermore, these allocations include the time required to get the bands on and off the field.
According to the Mid–American Conference, half–time ceremonies must conform to a 20– minute time limit. This includes the band's performance and any other scheduled ceremonies. When both the visiting band and Marching Band are to perform at half–time, no more than eight (8) minutes are allotted to each. These allocations include the time necessary to get the bands on and off the field. In all cases, the field must be cleared three (3) minutes prior to the start of the second half. Visiting team bands must submit a letter to the Director of Athletics or his/her designee prior to July 1 of each year, stating their request to perform at either pre–game and/or half–time. As per Conference agreement, the visiting band's performance is at the discretion of WMU's Director of Athletics who approves or denies all such requests. Upon approval, the Director of Athletics informs the WMU Marching Band's Director, the Senior Associate Athletic Director for Facilities and Operations, and the visiting school's Athletic Director.
53 The Senior Associate Athletic Director communicates in advance all arrangements for pre– game and half–time entertainment to the public address announcer.
The Director of Athletic Marketing, in conjunction with the Senior Associate Athletic Director, arranges for the support of the WMU Cheer Team and Buster Bronco, as well as to enlist the support of the Dance Team when appropriate. For further information, refer to policies related to Support Groups.
Other Sports Pre–Game and Half–Time Events The coordination and oversight of pre–game and/or half–time events for all other sports besides football is the responsibility of the Director of Athletic Marketing and Director of Athletic Facilities. All requests to perform at WMU athletic events by non–Divisional entities are received and reviewed by the Director of Athletic Marketing and presented to External Operations for input. The final approval of such entertainment and/or presentations rests with the Director of Athletics.
Final plans are reported to the Senior Associate Athletic Director to ensure that such scheduled activities are appropriate and feasible within the specified facility.
The Director of Athletic Marketing consults with the public address announcers in advance of the game to ensure that all necessary arrangements are adequately understood to include timetables, program, content, etc. The Director of Athletic Marketing also works closely with the Cheer Team Coach and occasionally with the Dance Team Coach in providing music and entertainment at WMU athletic events.
Away Games When approved, the WMU Marching Band may travel to one (1) away game for football. The WMU Pep Band may also travel to selected post season tournaments for hockey and men's and women's basketball. The Senior Associate Athletic Director coordinates all travel arrangements for the band, ensuring that all post–season travel is within the Division's budget. Although arranged by the Senior Associate Athletic Director, regular season travel is the financial responsibility of the band itself.
Cheer Team and Dance Team travel arrangements are coordinated by the respective coaches and are accounted for within their budget.
Band Restrictions The performance of bands is restricted during game play and specifically, the band is prohibited to play when contest is in play. Violations of restrictions may result in suspension by the Conference.
606 - Athletic Events: Media Coverage
The Division of Intercollegiate Athletics recognizes the importance of providing maximum assistance to legitimate media representatives who cover the University's sports programs. Likewise, the University expects members of the media to perform their duties in an orderly and
54 cooperative manner. The Sports Information Office invites suggestions from media outlets as to how media guidelines may be improved to better serve the needs of both the University and the media.
The Sports Information Director is responsible for establishing the guidelines for media coverage at major sports events and for making staffing assignments for all home and/or away events. Staff members may be assigned primary sports information responsibilities for a particular sport (i.e., hockey, football, etc.), as well as receive individual coverage assignments, as they occur. Staff responsibilities related to event management may include, but are not limited to, the following:
• Arranging for game management staff (e.g., statisticians); • Reporting and recording results of events; • Issuing press credentials to approved members of the media; • Hosting the sports information personnel of the visiting team; • Coordinating and monitoring activities in the press box and along the sidelines; and • Making announcements over the public address system.
The Sports Information Office makes every attempt to cover all home events and as many away events as feasible. However, as this is not always possible, the Head Coach is responsible for directly reporting all scores and highlights to the Kalamazoo Gazette when a Sports Information Office representative was not present. Where a reciprocal arrangement may have been made, the opponent is to phone or fax results to the Sports Information Office.
Working Media Credentials The Sports Information Director is responsible for issuing credentials (i.e., press passes) to approved members of the press, as well as radio and television personnel. Credentials are not issued to any individual not serving in an assigned working capacity for a legitimate news organization. Legitimate media agencies are considered to be the following:
• Newspapers, periodicals, radio and television stations who regularly cover Western Michigan University sports events; • Visiting media representatives approved by the visiting Sports Information Director; • Agencies engaged by the Division to record the event;
Representatives of radio, television and cablecast networks given rights to televise a contest on a national or regional basis or such other agency as may have been granted a contract for coverage; and
Other media outlets which are approved based upon proximity to the University campus, circulation, strength of signal and space availability.
All requests for credentials must be submitted to the Sports Information Office at least one week in advance of the event. All requests must be submitted by an accredited sports editor, director or photo editor. If the request is approved, credentials are either mailed or made available at the Sports Information Office or the Will–Call window on game day.
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Coverage of Events The Sports Information contact for each sport, in conjunction with the Head Coach of the sport, establishes and distributes rules and guidelines to assist in controlling and maintaining order on the playing surface and in the designated press box area.
Press Box Coverage The Sports Information Office staff monitors and manages media coverage within the various facilities press box areas. Entrances to the press box are attended by guards who grant admittance once a proper pass has been shown.
Sideline Coverage Individuals displaying issued working media credentials are allowed to cover events at the designated "press coverage" area (e.g., the West side of the field or court).
Media Parking Media reserved parking is limited and available on a first–come, first–serve basis on the day of the event. Members of the media are allowed into the reserved area by their working media credentials, however individuals are not guaranteed a parking space.
Away Games The Sports Information Director is responsible for obtaining and distributing working credentials for Divisional staff assigned to cover away games. Local media are responsible for obtaining credentials from the host institution for away games.
Enforcement All media representatives are required to produce proper credentials when seeking access to the sideline, press box or practice field. Security personnel are authorized to remove any individual from a restricted area who lacks proper identification.
Web Streaming Sports Information works with the Bronco Insider Staff to stream live video of football, basketball (men’s and women’s) hockey and volleyball when television rights allow. The staff streams the event and uploads it to www.wmubroncos.com for viewing by paid subscribers. Other sports are shown on-line as On Demand events. Bronco Insider also streams press conferences for viewing after games and on a weekly basis.
Post–Game Coverage The Sports Information contact coordinates post–game coverage (e.g., provides official statistics, arranges interviews with players and coaches, and provides general assistance to the media). Every effort is made to comply with the policies and requests of the individual Head Coaches.
Generally, post–game interviews begin after a minimum ten (10) minute "cooling off" period and are held in interview rooms. Media representatives are not allowed in the locker rooms to interview the players and coaches. However, access may be granted for special circumstances,
56 such as to create drama and enthusiasm for a coach's TV show coverage. Requests must be submitted in advance to the Sports Information Director and approved by the sport's Head Coach.
Record Keeping It is the responsibility of the Sports Information Office to record, compile and maintain all statistical and historical data on each sport. Additionally, final scores and statistics are reported to the CCHA, Mid–American Conference and NCAA, when appropriate.
It is against Divisional policy to reveal any non–public personal information to the media without the consent of the student–athlete.
57 700 HUMAN RESOURCES
The Division of Intercollegiate Athletics endorses and adheres to the University's policies related to Human Resources. While some policies may be unique to Intercollegiate Athletics, general policy and procedures with respect to Human Resources can be found on the Human Resources website or by following the link: http://www.wmich.edu/hr
Any specific question related to Human Resources can be directed to the Associate Athletic Director – Business Operations who serves as the Intercollegiate Athletics liaison to the Human Resources Office. In addition, employees may feel free to directly contact the Human Resources Office.
701 - Divisional Staff: Conduct and Ethics
Western Michigan University has established a tradition of ethical conduct at all levels of University life. In accordance with this tradition, staff members of the Division of Intercollegiate Athletics are expected to represent the University in an honorable manner at all times.
Governing Authorities Standards of ethical conduct for staff members are established and enforced by the Division of Intercollegiate Athletics, University, Mid-American Conference, CCHA, and NCAA. All Divisional staff members are:
• Subject to the same rules of conduct affecting all University employees as outlined in the WMU Department of Human Resources Employee Handbooks;
• Subject to the rules and regulations of the NCAA, CCHA and Conference governing ethical conduct, use of banned drugs, gambling activities and other forms of misconduct; and
• Expected to comply with the general conduct and ethics guidelines as set forth in this Manual.
The Director of Intercollegiate Athletics instructs staff members about acceptable business practices pertaining to their area of responsibility. The Senior Associate Athletic Director/Compliance Officer, in conjunction with staff members from the Conference, periodically may conduct rules seminars to inform staff about applicable NCAA rules and regulations.
Further, staff members are also expected to stay abreast of NCAA interpretations by reading the NCAA News, reviewing the Mid-American Conference Code Book, and the NCAA Manual in addition to any memorandum which are disseminated. Divisional personnel may contact the Senior Associate Athletic Director/Compliance Officer regarding the interpretation or clarification of any regulation.
58 Business Ethics It is the policy of the Division of Intercollegiate Athletics to conduct its business dealings in an ethical manner and to ensure compliance with all rules and regulations applicable to the University, as well as other governing authorities.
To achieve this goal, employees should have a practical, working knowledge of the rules and regulations within their area of responsibility. Divisional staff members with supervisory responsibilities should instruct employees on such regulations and inform them of acts which might lead to violations. Any employee who has knowledge of a violation should inform his/her supervisor, the Director of Athletics and/or the President of the University.
Staff members are expected to exercise care in the use of personnel, capital equipment, supplies, and funds entrusted to them. They must also avoid using Divisional time, facilities or property for other than officially approved University business. Tickets, favors and entertainment provided by Divisional employees must be consistent with accepted University practices, as well as Conference and NCAA rules and regulations. Divisional personnel may not accept gifts, payment, entertainment, privileges or other favors which might influence future decisions made by the Division. All gifts and payments received or disbursements made on behalf of the Division must be fully and accurately reflected in Divisional records.
In addition, staff members may not engage in activities that would place them in a conflict of interest situation or disclose confidential information concerning the Division without proper authorization.
Furthermore, staff members are to conduct their personal business so as not to bring attention or discredit to themselves or to the Division. The Division of Intercollegiate Athletics will not act as a collection agency or be involved in determining the validity of contested debts on behalf of its staff members.
Personal Conduct and Responsibility Members of the staff are expected to establish and maintain a standard of behavior which brings credit to themselves and to the Division. The following guidelines for personal conduct, while not all inclusive, have been established for staff members:
1. Act with judgment, discretion and integrity both on and off the job;
2 Represent the University and the intercollegiate athletics program with dedication, enthusiasm and loyalty;
3. Treat all persons with courtesy, friendliness and respect their personal dignity;
4. Be mindful not to discriminate against any individual by reason of race, sex, creed, age, color or national origin.
59 Coaches and Divisional personnel have a direct and vital impact on the behavior, personal development and quality of life of students and student athletes within the University. Accordingly, coaches and staff should conduct themselves in a manner consistent with the University's policy and be unwilling to compromise themselves, the University or the athletics program. The primary efforts of staff members should be directed towards the goals, interests and well- being of the student athlete. Although specific responsibilities are described in individual Job Descriptions, general responsibilities are as follows:
• Recruiting - Coaching and Divisional staff members are to adhere to the recruiting guidelines and are not permitted to recruit student athletes by false or misleading pretenses, or by offering inducements that are violations of any governing authority's regulations.
• Academic - The primary objective of the athletics program is to help each student athlete complete a degree within four (4) to five (5) years. Every effort is made by the university and the Division of Intercollegiate Athletics to offer a program, based on Divisional, University, Conference and NCAA rules and regulations that will achieve this objective. Recognizing the importance of the educational experience, staff members are expected to contribute to the academic development of the student athletes.
• Athletic - The physical well-being of the student athlete is of utmost concern to the University and the Division in developing training and coaching guidelines for the athletics program. Rules for individual sports are established by the coaches within the parameters set by the Division, the University, the Conference and the NCAA. Coaches are encouraged to formulate rules for team training that are feasible, based on the coaches' and trainers' experience and their professional judgment; and that are tailored with the student athlete’s individual rights in mind.
• Employment - Athletic staff members should follow guidelines concerning outside employment and promotional activities. Further, employment agreements and contract negotiations are to be entered into with integrity, and employees are to abide by related employment guidelines.
Consensual Relations Policy The Division of Intercollegiate Athletics endorses and adheres to the University's policies related to Consensual Relations (which can be found within the University’s Employee Handbook). Given the Division’s regular usage of the NCAA allowable position of Volunteer and/or Volunteer Coach, the Division has incorporated Volunteer and/or Volunteer Coach as a both a staff member (person of authority of influence) and as a person who may be a subordinate of a Division employee.
In addition, Eemployees of the Division, including, but not limited to, full-time, graduate assistant, part-time, temporary, contract, and those functioning in the NCAA defined roll of Volunteer Coach:
Mmay not be involved in an amorous, romantic, or sexual relationship with any currently enrolled Western Michigan University student-athlete who participates in WMU intercollegiate athletics, including student-athletes, band members, dance team members, cheerleaders, and student assistants. This prohibition is for the protection of the student athlete, the University
60 employee, and the University itself. Such relationships give rise to real or perceived conflicts of interest, are potentially exploitative, and are subject to public disclosure. Violation of this policy may result in discipline up to and including contract and/or employment termination.
The Division also strongly discourages amorous, romantic, or sexual relationships between Division employees and non-athlete students or students who have engaged in intercollegiate athletics and whose athletic eligibility has expired. In the event an amorous, romantic, or sexual relationship exists or develops between a Division employee and a former student-athlete who is still enrolled at Western Michigan University or a student-athlete whose athletic eligibility has expired, the Division employee must disclose the relationship and inform his/her immediate supervisor of the relationship.
Employees are also advised that an amorous, romantic, or sexual relationship with any student or employee is at the employee’s own risk and is not within his/her scope of employment or duties. Accordingly, the Division employee will not be provided any legal counsel, legal defense, or other legal protection in the event of consequences that arise out of the relationship, including complaints, lawsuits, actions that may occur during or following termination of the relationship, or any monetary judgments. The employee may also be held accountable for any costs, expenses, and damages which the University may incur as a result of any such relationship.
This policy is in addition to, and does not supersede any other University, NCAA, and MAC policies, rules of conduct, regulations, and directives, all which also remain in effect and applicable to Division employees.
Sportsmanlike Conduct Coaches and staff are to act as positive role models in demonstrating sportsmanlike conduct. Criticism of sports officials is never acceptable, regardless of whether it occurs before, during or after a contest. Decisions of the games officials are final and protests arising from the decision of the officials or any inadvertent misinterpretation of the rules will not be considered by the Conference or the Central Collegiate Hockey Association.
Coaches and staff members are to formally instruct student athletes on positive approaches to sportsmanlike conduct. The Director of Athletics is charged with ensuring that instruction is provided to the staff on appropriate techniques for encouraging sportsmanlike conduct among student athletes, Student Athletes: Conduct and Ethics.
Gambling and Bribery The Division adheres to the regulations set forth by the NCAA and is fully committed to the enforcement of established provisions. Staff members found in violation of these regulations shall be subject to disciplinary or corrective action. The Division is also committed to the education and enforcement of such provisions for its student athletes.
Agents It is essential coaching staff, in conjunction with the Associate Athletic Director – Academics and Compliance as well as the Director of Compliance apprises student athletes of the NCAA's
61 position regarding their association with agents and professional sports, as well as the consequences of applicable rules violations. Additionally, NCAA rules forbid a coach or other member of the athletics staff from representing directly or indirectly, a student athlete in the marketing of his or her athletic ability or reputation to a professional sports team or organization and from receiving any compensation or gratuities for such activity.
Designated coaches and staff members are available to assist student athletes who have exhausted their eligibility in the selection of a professional agent. Divisional staff members who are approached by such a student athlete for information or advice related to professional agents should refer the student athlete to the Director of Intercollegiate Athletics.
Enforcement Coaches and Divisional staff members are to uphold the principle of institutional control of, and responsibility for, all intercollegiate sports in conformity with applicable rules and regulations. Violations of University, Conference, CCHA or NCAA rules and regulations can result in sanctions against individuals, as well as the University. Therefore, every effort must be made to ensure adherence by the staff and student athletes to all such rules and regulations.
Staff members having knowledge of any alleged violations of applicable governing rules or regulations are to cooperate with the proper authorities by furnishing factual information and assistance, as requested.
During official hearings or inquiries, the University and the NCAA strive to protect the individual rights of the accused party. If investigative findings result in proposed disciplinary actions, the accused party has the right to appeal through the appropriate channels.
Divisional staffs found in violation of regulations are subject to disciplinary or corrective actions as designated by the Director of Athletics and/or the NCAA Infractions Committee. The University additionally reserves the right to penalize or dismiss involved individuals.
702 - Coaching Performance Evaluations
The evaluation of coaching performance is an on-going process conducted throughout the terms of each individual contract based on the conditions specified within the employment agreement. A coach’s performance is rated according to the effective execution of responsibilities identified in their Employment Agreement with the University and the general guidelines outlined in the Responsibilities of Coaches. Coach’s contracts serve as the job description for their respective duties specified in each contract. Head coaches also serve as the individual responsible to assign specific duties and responsibilities to assistant, part-time and volunteer coaches within their sport program. All coaching evaluations must specify adherence to NCAA rules compliance as a major component of the evaluation process.
The Athletics administration also holds monthly Head Coaches and compliance meetings to educate and update the coaching staff on important information and to enhance open communication. The Director of Athletics and designated Associate Athletic Directors, also conduct meetings, when necessary, with coaching staff to discuss concerns, performance
62 measure violations of duties and responsibilities and to document concerns to the coaches employment file when deemed appropriate.
The Division of Intercollegiate Athletics is in the process of developing a newly enhanced Coach Performance Management Tool to be implemented for the 2007-08 year. The Director requested time be spent reviewing and updating the management tool to more accurately reflect the job descriptions identified in the coaches employment agreements with the University. The evaluation process established by the Division has been implemented to assist the coach in identifying strengths and weaknesses, establishing objectives for leadership, student-athlete development, academic success, adherence to NCAA Rules Compliance, recruitment and retention of student-athletes, coaching abilities, planning and organizational skills and management abilities. We also set goals and evaluate budget and business management objectives, discuss communication skills along with public relations and donor relations.
Pre-Season Conference A pre-season conference is scheduled by the appropriate Associate Athletic Director, in consultation with the Director of Athletics, and an individual Head Coach prior to the coach’s sport season. During this time the coach and Associate Athletic Director set goals for the specific program. The objectives identified are to be used as criteria to guide the coach through the season and as an evaluation reference upon the season’s completion. Administrative staffs within the areas of academic services, business and human resources, compliance, development, equipment operations, event management, facility management, marketing and promotions, media relations, sports medicine, strength and conditioning, and ticket office operations are consulted to provide input to the coaching evaluation process. Head Coaches are also provided the opportunity to evaluate these same Administrative areas for their effective operations related to their sport and its overall effectiveness.
Post-Season Conference Following the completion of a sport’s season, the appropriate Associate Athletic Director in consultation with the Director of Athletics, meets with the individual Head Coach to review progress relative to achieving stated goals, as well as to identify existing problems or concerns, and to develop strategies for resolution.
Academic Conference Individual Head Coaches are expected to meet with the Associate Athletic Director-Academic and Compliance Services, appropriate Associate Athletic Director, and the Director of Athletics, as appropriate, to establish team academic goals, review the previous year’s performance of student athletes, and to identify problems or concerns that need to be monitored in the upcoming year. The Athletic Director is also in consultation with staff regarding all student- athletes and overall team academic performance each semester. Individual sport GSR and APR information is discussed openly during the academic year with coaches and appropriate staff. Upon completion of the academic year, meetings are scheduled to review the actual academic performance of teams and/or individual student-athletes and to discuss areas of concern. APR improvement plans have been established when appropriate and The Director of Athletics takes an active role in this process.
63 Contract Recommendations The Director of Athletics conveys the recommendation of the Division of Intercollegiate Athletics for renewal or non-renewal of all coaching contracts to the University President. The recommendation is made based on a comprehensive review of the coach by the Director of Athletics in consultation of the administrative members of the Athletic Senior staff. Athletic Coaches Contracts for head, assistant, part time and volunteer positions serve as the job descriptions for all coaching positions. All positions are required to be evaluated on adherence to NCAA rules compliance.
703 - Performance Evaluations – Staff (non-coaches)
The Division of Intercollegiate Athletics endorses and adheres to the University's policies related to Staff performance evaluations. General policy and procedures with respect to performance evaluations can be found on the Human Resources website or by following the link below: http://www.wmich.edu/hr
704 - Hiring Practices
The Division of Intercollegiate Athletics endorses and adheres to the University's policies related to the hiring of new employees. General policy and procedures with respect to University Hiring practices can be found on the Human Resources website or by following the link below: http://www.wmich.edu/hr
Staff & Coaching staff The resignation or termination of a current employee and subsequent replacement of the vacant position is an important, time consuming, and detailed process. Following procedure as defined by the Human Resources Office is essential and required. As such, when a Supervisor becomes aware of the possibility of a potential vacancy, the Supervisor must make contact with the Associate Athletic Director – Business Operations, who serves as the primary hiring contact for the Division, to review and discuss appropriate steps and procedures.
Graduate Assistants The hiring of Graduate Assistant’s (GA) to serve as a Coach or serve in an Administrative process is an important, time consuming, and detailed process. Following procedure as defined by the Human Resources Office and the Graduate College (http://www.wmich.edu/grad/) is essential and required. When a Supervisor becomes aware of a potential GA vacancy, the Supervisor must make contact with the Associate Athletic Director – Business Operations, the primary hiring contact for the Division, to review and discuss appropriate steps and procedures.
It is very important to note, with respect to Graduate Assistant positions within the Division, as a result of limited budget dollars available, the Division only funds GA’s at the in-state tuition rate only. The hiring of an out-of-state student is permissible; however, the student should be made aware only the in-state value of tuition will be awarded.
Moving Expenses
64 The University has a policy governing moving expenses for new employees. Terms of this policy do not specifically include reimbursement of moving expenses for newly hired Intercollegiate Athletics employees. However, where circumstances warrant, moving expenses may be approved on a case by case basis by the Director of Intercollegiate Athletics. More detailed information on the University’s moving policy can be found at http://www.wmich.edu/travel/
Temporary Housing In general, the University does not allow for reimbursement or payment of temporary housing for newly hired staff. However, where special circumstances might exist, temporary housing at University expense may be approved on a case by case basis. A Supervisor must make contact with the Associate Athletic Director – Business Operations to review and seek approval for temporary housing prior to making any commitment to a prospective employee. In a situation where temporary housing has been approved, the generally acceptable length of time for temporary housing to be approved is a period of approximately one to four weeks.
705 – Payroll
Consistent with all policy, the Division of Intercollegiate Athletics endorses and adheres to the University's policies related to Payroll. General policy and procedures with respect to payroll can be found on the payroll website by following the link below: http://www.wmich.edu/payroll/
Additional payroll information can also be found on the Human Resources website at: http://www.wmich.edu/hr/
Specifically related to Intercollegiate Athletics, while the Director of Athletics has the ultimate responsibility for approving payroll expenditures, through delegation, the functional responsibilities associated with adding, amending, or removing of someone from the payroll system have been assigned to the Associate Athletic Director – Business Operations as have duties associated with time keeping records.
Pay Distribution The University pays all staff on a bi-weekly basis by either the issuance of an actual payroll check or, preferred by the University, via direct deposit to the Employee back account of choice.
Paper Payroll checks - the Payroll Office sends paychecks for employees to the Athletic Business Office Finance Clerk who documents the existence of the check and places the paycheck for pick-up in the Athletic Administration office.
Electronic Payroll check - Employees are strongly encouraged to set-up direct deposit for payroll earnings. Detailed information on electronic direct deposit can be found on the Payroll website or by following the link: http://www.wmich.edu/payroll/
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706 - Timekeeping
Timekeeping duties for Division employees are handled on a functional basis by the Athletic Business Office staff. While time reporting requirements vary amongst the Divisional/University employee classification groupings, the time frame for submission of time records is consistent at not later than 9am on Monday (using a bi-weekly schedule).
Time reporting procedures for the various employee groups are:
Non-exempt staff (paid hourly) - are required to document the actual number of hours worked for each pay period on either a Time Report form or by clocking in/out using the Kronos time system.
Exempt staff (salaried) – are required to document the number of sick and/or annual leave hours used in the bi-weekly pay period by filing an Intercollegiate Athletics attendance report. Copies of a blank attendance report can be obtained in the Athletic Business Office.
Student Workers – are required to document the actual number of hours worked each pay period by clocking in/out using the Kronos time system. As an alternative, student workers may also document hours on a Time Report form. All staff should also be reminded current federal law only allows for enrolled student workers to work a maximum of 29 hours/week or 58 hours per pay period. This weekly hour’s accumulation is for all student worker jobs the student employee might have at the University.
Coaches (full-time) - contracted coaching staff members, by University policy and Employment Agreement, are salaried in nature and as such do not have to document actual hours worked. Rather, full-time coaching staff has only to document sick leave hours used by filing an Intercollegiate Athletics attendance report. Copies of a blank attendance report can be obtained in the Athletic Business Office.
Coaches (part-time) – as determined by salary level and/or duties of the position may be exempt (salaried) or non-exempt (hourly). Part-time exempt coaching staff is not sick or annual leave accrual eligible, as such; there is no need for documentation. Non-exempt (hourly) part-time coaching staff is required to document the actual number of hours worked for each pay period on either a Time Report form or by clocking in/out using the Kronos time system.
Graduate Assistants - are not eligible for sick and or annual leave accrual and are not required to document actual hours worked. Consistent with University policy, full-time enrolled graduate assistants are required to work a minimum of 20 hours per week and are likely to work significantly more than this amount during busy times of the year.
707 - Benefits
66 Benefit packages offered by the University vary by Employee group. Making exception for those benefit items that may be amended or precluded by a Coaching Employment Agreement with the University, the Division of Intercollegiate Athletics benefit package aligns to the benefit package offered to non-executive official, non-bargaining unit employees of the University.
General benefits information and procedures can be found on the Human Resources website at following the link: http://www.wmich.edu/hr
Specific questions related to benefits can be directed to the Division human resources contact, the Associate Athletic Director – Business. Employees may also direct specific benefit questions to the Human Resources Office if they so choose.
Sick and Annual Leave The Division of Intercollegiate Athletics, consistent with University policy, grants leave to eligible employees. Making exception for leave that may be amended or precluded by a Coaching Employment Agreement with the University, the Division of Intercollegiate Athletics annual and sick leave policies align to the benefit packages offered to non-executive official, non-bargaining unit employees of the University. Details of the accrual and usage of leave can be found on the Human Resources website at: www.wmich.edu/hr. Specific questions may also be directed to the Associate Athletic Director - Business.
Eligibility Full-time, benefits eligible, non-bargaining unit, non-contract employees are eligible for the accrual of annual leave. Full-time, benefits eligible, coaching staff, pursuant to the terms and conditions of his/her Employment Agreement with the University, are not eligible for annual leave accrual. Rather, full-time coaching staff are granted time away from the workplace at the discretion of the Head Coach of the sport or in the case of a Head Coach at the discretion of the Athletics Director.
Full-time, benefits eligible, non-bargaining unit, and contract employees are eligible for the accrual of sick leave.
Annual Leave Usage Procedures Full-time staff (non-coaching) should request annual leave, in writing, from his/her Supervisor. Annual leave should be scheduled in advance and care should be taken, when possible, to take time away at a time when job duties are less intense (i.e. off-season). Staff members should submit an Annual Leave Request Form for supervisory approval.
Record of Annual Leave Used Full-time staff (non-coaching) should report annual leave used by filing an Intercollegiate Athletics Attendance Report with the Athletic Business Office staff. These attendance reports should be filed in a timely manner consistent with the University’s standard pay schedule. Blank copies of the Intercollegiate Athletics Attendance Report may be obtained by contacting the Athletic Business Office staff.
67 708 - Staff Parking
The University provides at no expense, a faculty/staff ("R" Permit) parking permit. All employees of the Division of Intercollegiate Athletics are required to obtain the required permit and are expected to adhere to the established rules and regulations governing such parking privileges. More information related to staff parking and the University’s Parking Services department can be obtained at: http://parking.wmich.edu/
All full–time regular and terminal employees receive a permanent parking sticker each year. Temporary employees receive a temporary permit granting parking privileges for the duration of their employment appointment. Parking permits and stickers allow employees to park in any lot designated "R," identifying it as a faculty/staff parking area.
Any citations issued to the employee for parking violations are the responsibility of the individual staff member and any misuse or violation of established parking regulations will result in the revocation of an employee's parking permit.
68 800 TICKET OFFICE: OPERATIONS
As with all areas of the Division, Athletic ticketing practices are consistent with and adhere to general University policies. Further, athletic ticketing policies are compliant with all NCAA and Conference regulations. Specific Athletic ticket office policies and practices can be found by reviewing the Athletic Ticket Office employee handbook on file with the Director of Athletic Ticketing.
Athletic Ticket Office policies and procedures are developed by the Associate Athletic Director Business Operations, in conjunction with Division of Intercollegiate Athletics senior administration, the Director of Ticket Operations and the Athletic Board. All staff members involved in the sale and distribution of tickets is responsible for maintaining a current knowledge of University, Conference and NCAA rules and regulations governing ticket operations. Any questions regarding the intent or interpretation of specific policies are to be directed to the Director of Ticket Operations.
801 - Ticket Prices
Price structures for tickets to athletic events are developed on an annual basis by the Division of Intercollegiate Athletics administrative staff. Final approval is made by the Athletic Board whereupon the given price structures are officially established. Proposed changes are based on several factors such as ticket demand, facility seating, strength of schedule, and revenue needs. Special tournament and event prices are set individually by the Director of Athletics, in consultation with appropriate staff members, and approved by the Athletic Board.
802 - Complimentary Tickets
Consistent with University, NCAA, state, and federal regulations, Intercollegiate Athletics has developed complimentary admissions policies having given careful consideration for the best interests of the intercollegiate athletics program. Complimentary tickets are provided on a limited basis to prevent extensive losses in revenues and are allocated in a fair and equitable manner. The transfer or sale of complimentary tickets is prohibited.
Ticket Office management is responsible for the accounting and distribution of all complimentary tickets and for ensuring that individuals requesting complimentary tickets understand and abide by the rules and regulations of the Division, Conference and NCAA. The Director of Ticket Operations or designated Ticket Office Supervisor receives and processes requests for complimentary tickets in addition to those requests for tickets which are purchased but given away as "complimentary" such as in a marketing and promotions campaign.
Any requests for additional complimentary tickets not outlined in this policy should be submitted, in writing, to the Director of Ticket Operations.
69 Employee allocation for Intercollegiate Athletics Staff Full–time regular employees of the Division have the opportunity to request from 2-4 complimentary tickets for each sporting event when requested in advance. Requests are filled on a first–come, first–serve basis according to availability. Employees must request tickets prior to deadlines established by the ticket office management staff. Tickets can be picked up the day of the event by presenting valid photo identification. Complimentary tickets, for Division staff, may also be available for away events on a very limited basis.
Certain Head coaches may be provided with additional tickets as agreed upon in employment agreements with the University.
Members of the Division Senior Staff members are provided up to four complimentary season tickets for each sport.
Student–Athlete Complimentary Admissions Pursuant to NCAA regulations, each student–athlete is allowed up to four (4), dependent upon availability, complimentary admissions per event in his/her designated sport. Complimentary admissions are provided only by a Student–Athlete Complimentary Admission Pass List for the individuals designated by the student–athlete. "Hard tickets" are not issued.
Student–athletes may not receive payment for complimentary admissions, nor exchange them for any item of value. The individual utilizing the complimentary admission must present identification to the person supervising the use of the Pass List at the Will Call Window and must sign the past list as proof of receipt. The individual is then provided with a ticket stub and admitted to the athletic event.
Complimentary Admissions for Prospects The NCAA has specific guidelines for the issuing of complimentary tickets to recruits. During an Official Visit to the University campus, a maximum of three (3) complimentary admissions may be issued for the exclusive use of the prospective student–athlete. On an Unofficial Campus Visit, a maximum of three (3) complimentary admissions to a campus athletic event are allowed the prospect and those accompanying the prospect.
All requests for complimentary admissions to be used by recruits should be submitted to the Athletic Ticket Office, preferably via email for documentation purposes. The request should be alphabetized by the last name of the recruit and must specify the number of tickets desired for the event. This prospect ticket list should be reviewed and approved by each head coach before it is submitted to the Athletic Ticket Office.
The Ticket Office Manager or designated Ticket Office Supervisor oversees the preparation of the pass list and issues the complimentary admissions for prospective student–athletes to pick– up at the Will Call Window the day of the event. Recruits must demonstrate proper identification and sign for their ticket allocation before receiving ticket stubs and admission to the contest.
Football Game field pre-game Recruit Access: Those coaches wanting to provide their prospect(s) with pre-game field access at football
70 games should also request this in their email to the Ticket Manager. When providing prospect/guests with stubbed game ticket, our ticket office staff will also issue each prospect/guest a "wristband" to be worn (indicating each person wearing a bracelet is authorized for pre-game field access). Coaches, on field with their prospect, are responsible for ensuring prospect/guest are off the game field well ahead of the start of the game (10 minute mark on pre-game countdown clock or when the national anthem has concluded, whichever occurs first). Our usher staff, along with on-field game management personnel, will work with our coaches to make sure this gets done in a timely manner.
Game Workers or Participants Admission to WMU athletic events without benefit of a ticket is permissible for certain individuals. In some cases, the individual must have an issued credential "pass," whereas others are admitted when in uniform. The following persons may be admitted without an event ticket:
Police (Campus, City, State and County when on duty); Home and visiting band and cheerleaders, in uniform; Home and visiting teams; Event staff; Concession workers; Game officials; Bus drivers (in uniform); Persons with sideline passes; and Working media with press passes. Others as deemed appropriate by the Director of Athletics or designee
803 - Ticket Office: Distribution
The Division of Intercollegiate Athletics strives to generate maximum revenue while allowing for the fair and equitable distribution of available game tickets. The priority seating system is designed to recognize individuals or groups who support Western Michigan University through the purchase of season tickets and/or through donor support. The Division of Intercollegiate Athletics administrative staff controls the distribution policy for tickets to athletic events and the Ticket Office Manager ensures proper compliance with the policy. Each Divisional staff member involved in the handling of tickets is expected to uphold the integrity of the distribution system.
Ticket Priorities The Division of Intercollegiate Athletics administration establishes ticket allocation and seating priorities. Before going on sale to the general public, ticket allotments are set aside for participating teams, and the WMU student body. In addition, season renewals are sent to prior year ticket holders, and Gary Fund Donors are given the opportunity to purchase tickets.
Factors which are considered when determining ticket priorities include, but are not limited to:
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1. The number of consecutive years the buyer has purchased season tickets; and
2. The giving history and current level of donation to the Gary Fund.
The Ticket Office Manager ensures that tickets are distributed according to established policies.
Ticket Reorder Priorities Current season ticket holders retain the right to renew their season tickets (with current seating) by purchasing the tickets by the established renewal deadline. In addition, each prior year season ticket holder is given the option to increase or decrease his/her order. All priorities are lost if the season tickets are not purchased by the established renewal deadline.
Season ticket priorities may not be transferred from one person to another, nor does the University honor the transfer of tickets by virtue of wills. In the event of the death of a season ticket holder, the surviving spouse will retain ticket priorities although considerations may be given to other family members.
Seating Assignments Requests by a season ticket holder for a new seating assignment must be submitted in writing to the Athletic Ticket Office for consideration and approval. All requests will be duly considered and honored when feasible.
WMU Student Tickets Western Michigan University students are admitted at no charge to athletic events as a benefit of being an enrolled student of the University. Currently enrolled WMU students are admitted to WMU athletic contests by showing a valid University identification card to an assigned ticket office staff working the student gate entrance to the venue.
Athletic events hosted by the University under the control of an outside entity such as the conference office and/or NCAA may not allow for complimentary admission for enrolled students of the University. In these circumstances enrolled WMU students will be asked to a minimal admission to the contest.
804 - Change Fund
The Division maintains a Change Fund in coin and cash which is utilized for the operations of game management, athletic ticket sales, and the execution of other special events or activities sponsored by the Division of Intercollegiate Athletics. Money borrowed from the Change Fund is considered an advance to be utilized for the sole purpose of "start–up" money for Divisional sponsored events or activities to include but not limited to:
• Golf outings; • Banquet ticket sales; • ICA yearbook sales; • Summer sport camps;
72 • Ticket sales; and • Novelty sales.
The exact amount of money loaned for start–up purposes must be returned promptly following the athletic event or function's completion. The authorized borrower is responsible and accountable for the return of said dollars.
The change fund is directly supervised and maintained by the Athletic Ticket Manager who, in conjunction with the Assistant Athletic Ticket Manager has access to the cash area of the ticket office vault.
Division of Intercollegiate staff members are entitled to use the Change Fund when needing initial funds to execute athletically related events, functions, or sale of items. The Change Fund is utilized for legitimate operations of which initial funding is monitored by the Ticket Office Manager. When requesting Change Fund dollars, the Ticket Office Manager records the staff member's name and the loaned dollar amount on a Change Fund sign out sheet. This log is kept in the vault until the borrowed funds are returned and once again placed into the vault. The Ticket Office Supervisor retains the sign–out sheets for a necessary period of time whereupon they are discarded.
The Change Fund is maintained at a fixed amount by returning the exact amount of loaned money to the vault and depositing the excess into the appropriate fund and cost center account. The staff member who borrowed money from the Change Fund is responsible for its return following the completion of the particular event, function, or sale and is held accountable for the exact dollar amount.
At all times, the change fund must equal the established dollar amount, whether that be in cash only or the combination of cash and Change Fund sign–out sheet.
73 NCAA & CONFERENCE RULES & REGULATIONS
As mandated by the NCAA, the President of Western Michigan University ensures that regular reviews of applicable NCAA, Mid–American Conference and Central Collegiate Hockey Association rules and regulations are conducted throughout the academic year for all coaches, athletic administrative staff members and student–athletes.
901 - Rationale
Western Michigan University is committed to conducting its overall intercollegiate sports program according to the official rules and regulations of the NCAA, Mid–American Conference and Central Collegiate Hockey Association. These rules and regulations impact the operations of the intercollegiate athletics program in three (3) main areas: the playing of athletic contests, multiple matters affecting student–athletes, and the administrative and financial operations of the Division of Intercollegiate Athletics.
Coaches are integrally involved in the above mentioned areas of Divisional operations, and as such, they must be familiar with all rules which either directly or indirectly affect the administration of their particular sport, to include recruiting, eligibility, academics, allocating athletically related financial aid, participation in postseason play, scheduling, practicing and all other areas involving student–athletes. This is essential, not only to prevent coaches from committing violations themselves, but to enable them to instruct and monitor student–athletes in matters under the jurisdiction of the NCAA, Mid–American Conference and Central Collegiate Hockey Association. Additionally, as Divisional staff members; coaches must abide by a diverse set of regulations which affect personal conduct, squad limitations, publicity, expense reimbursement, sportsmanship, boosters, outside activities, etc.
Administrative staff members, depending on their respective functions, are also affected by NCAA and Conference rules and regulations. While in some instances only a few regulations apply to a particular staff member's duties or area of responsibility, a thorough knowledge of all the rules and regulations allows that staff member to function within a system of checks and balances, which helps prevent unintentional violations. (For example, knowledge by Athletic Business Office staff of rules pertaining to allowable recruiting expenses would prevent illegal travel payments from being made.)
Although student–athletes are made aware of applicable NCAA rules and regulations prior to entering the intercollegiate athletics program, it is crucial that student–athletes be informed of newly passed legislation which impacts them, and also reminded of the pre–existing regulations. The annual review not only provides the student–athletes with information concerning athletics participation, but also makes them aware of situations which might jeopardize their athletic and academic eligibility.
Coaches and Staff The Division believes that the education of coaches, athletic administrative staff members and student–athletes regarding rules and regulations is vital to maintaining a program that remains in compliance with NCAA, Mid–American Conference and Central Collegiate Hockey
74 Association mandates. Monthly, during Third Thursday Thirty compliance education sessions (excluding December, June and July), the Associate Athletic Director of Academic and Compliance Services and the Director of Compliance conduct these meetings with Head and Assistant Coaches to review NCAA and Conference rules and regulations. New rules and/or additional interpretations of existing rules are emphasized at this time. In addition, the Division provides a current edition of the NCAA Manual to coaches and athletic administrative staff members, as well as the Mid–American Conference Code Book (limited number distributed). The Division also conducts monthly Head Coaches Meetings which focus on Divisional operations however compliance topics and issues are addressed once again. These monthly meetings are required of all Head Coaches or their designee and are open to all athletic administration staff members who may wish to attend.
At least annually, the Director of Athletics, the Associate Athletic Director of Academics and Compliance Services, and the Director of Compliance conduct an all staff meeting, of which includes the review of NCAA, Mid–American Conference and Central Collegiate Hockey Association rules and regulations.
Additionally, the Director of Compliance rules interpretations to coaches, athletic administrative staff members and student-athletes throughout the year. Interpretations may be in answer to specific questions, newly adopted legislation, published interpretations, etc.
Student–Athletes Before the beginning of the academic year and as needed throughout the year, the Associate Athletic Director of Academic and Compliance Services and the Director of Compliance review applicable NCAA and Conference rules and regulations with student–athletes. The review must be completed each academic year before the first competition. Attendance is mandatory and each student–athlete must sign an NCAA Student–Athlete Statement –Division I form. Failure to attend the review or sign the statement renders the student–athlete ineligible for intercollegiate athletic participation. In addition, rules and regulations as they pertain to NCAA, Mid–American Conference and Central Collegiate Hockey Association mandates are topics which are also addressed at monthly meetings of the Captain's Council.
Prospective Student–Athletes When recruiting prospective student–athletes, coaches must ensure that the prospects are made aware of the rules regarding activities that constitute recruiting violation. The Division ensures such education by sending a copy of "The NCAA Guide for the College–Bound Student–Athlete," the official NCAA publication which provides information on recruiting rules and regulations, to prospective student–athletes who are committed to signing or have signed the National Letter of Intent.
The Division also publishes and provides the Student–Athlete Guide to Intercollegiate Athletics Policy at Western Michigan University and the Compliance Handbook on Athletic Policy, WMU.
75 902 - Enforcement
Any willful violation of an NCAA, Mid–American Conference, Central Collegiate Hockey Association and/or University regulations regarding intercollegiate athletics may subject a coach, an athletic administrative staff member or other University official to immediate disciplinary action or termination of employment. Such actions are taken in accordance with appropriate University, Mid–American Conference, Central Collegiate Hockey Association and NCAA policies and procedures.
Likewise, student–athletes found to have violated any NCAA, Mid–American Conference, Central Collegiate Hockey Association and/or University regulations are also subject to due process following University policies and procedures. In addition, it is the policy of the University to cooperate fully with NCAA and Mid–American Conference and/or Central Collegiate Hockey Association representatives whenever suspected violations are investigated.
903 - Certification of Compliance
Each year, the President of the University (the NCAA certifying Chief Executive Officer) is required to complete the NCAA Certification of Compliance for Institutions, certifying institutional compliance with all applicable NCAA rules and regulations. In addition, each year the Division is required to complete a NCAA Certification of Compliance for the Staff Members of Athletics Department, again certifying institutional compliance with all applicable NCAA rules and regulations. These forms must be postmarked prior to an established deadline (i.e., September 15) in order to be eligible for participation in NCAA sponsored meets and tournaments.
The Director of Compliance coordinates the completion of the NCAA Certification of Compliance for Institutions form, to include ensuring its timely execution, according to the following procedures:
1. The form is forwarded onto the President by the Director of Compliance.
2. The President reviews the form and acknowledges his/her understanding and conformity via his/her signature.
3. The Office of the President retains the original form for their records and forwards a copy onto the Director of Athletics.
4. The Director of Compliance produces multiple copies and retains those copies in various locations within the Division.
All Divisional staff members employed the previous and present year are required to sign the Certification of Compliance for Staff Members of Athletics Departments form, which affirms that all staff members have reported through the appropriate individuals (Director of Athletics, Associate Athletic Director of Academic and Compliance Services, Director of Compliance and Faculty Athletics Representative) to the President of the University any knowledge of violations of NCAA legislation. The Director of Athletics may require other personnel to sign the form for
76 its internal use. The Director of Compliance coordinates the completion of the form, to include ensuring its timely execution, according to the following procedures:
1. The form is prepared, including the typed name and title of all Divisional administrative staff members and returning coaches for all sports (regardless of the season of the sport).
2. During one of the monthly all-staff meetings conducted shortly before the established deadline, the pre-printed form is made available to all Divisional administrative staff members and returning coaches for all sports to read and sign. Prior to or immediately following the meeting all attendees are required to read and acknowledge their understanding and acceptance of NCAA rules responsibility by signing the form.
3. The Director of Compliance immediately contacts those individuals that were unable to attend the meeting and therefore, unable to read and sign the form, and obtains their acknowledgment of NCAA rules responsibility via signature in a timely manner prior to the established deadline.
4. The Director of Compliance attaches the completed form to the completed NCAA Certification of Compliance for Institutions form and procedures multiple copies to be retained in various locations throughout the Division.
77 STUDENT-ATHLETE POLICIES
1001 - Student-Athlete: Admission
All applicants for undergraduate admission at Western Michigan University are judged by the same set of academic criteria. Prospective student-athletes who are expected to be regularly admissible to the University are encouraged to apply online and admissions counselors review these applications using normal standards and procedures.
When a student-athlete is determined to be questionable for admission during the recruitment process, coaches direct the prospect to apply by paper copy and mark the application with the specific sport name. If an initial review indicates that a student-athlete is not regularly admissible or admissible into the Alpha Program, the application is forwarded to the Associate Director of Admissions for review. The Alpha Program is a conditional admission program for individuals who show academic promise but who do not meet the criteria for regular admission to Western Michigan University because of the combination of high school grades, standardized test scores, and academic course trend. The Associate Director of Admissions will then discuss the applicant’s options with the Associate Athletic Director for Academic and Compliance Services. As with all applicants who do not meet admissions requirements, student-athletes are encouraged to retake a standardized test and/or to forward their seventh or eighth semester grades when available.
1002 – Eligibility
Initial Eligibility:
The process of initial eligibility certification is monitored and administered by the associate athletic director for academic and compliance services and the registrar’s office statistician. Initial eligibility decisions are made by the NCAA Initial Eligibility Clearinghouse and monitored through that website.
Coaches identify prospective student-athletes and forward names and social security numbers to the associate athletic director for academic and compliance services to be coded into the NCAA Initial Eligibility Clearinghouse system. The associate athletic director for academic and compliance services regularly monitors this website and forwards periodic updates to the coaches. If particular transcript and/or test score issues arise, the associate director for admissions may be called upon for assistance.
These student-athletes are also coded into the university student information system (Banner) and the NCAA Compliance Assistant Internet (CAi) system for inclusion on the team roster.
Final certification decisions by the NCAA Clearinghouse are loaded into CAi by the associate athletic director for academic and compliance services and are reviewed by the registrar’s office statistician. These two individuals and the faculty athletics representative all have signature responsibility on the eligibility reports.
78 Transfer Eligibility (4-year Transfers):
The process of transfer eligibility certification is monitored and administered by the associate athletic director for academic and compliance services and the registrar’s office statistician. Transfer credit evaluations are completed by credit evaluators in the office of admissions, utilizing standard University procedures.
Contact with 4-year transfer student-athletes cannot be initiated without the consent of the original institution. When that permission is granted, the director of compliance forwards a transfer information form to the original institution requesting eligibility information. The prospect is asked to submit official transcripts to the office of admissions for a credit evaluation, which determines transferable hours toward a degree.
These student-athletes are coded into the university student information system (Banner) and the NCAA Compliance Assistant Internet (CAi) system for inclusion on the team roster. The associate athletic director for academic and compliance services assesses the number of transfer hours for eligibility purposes with the assistance of college academic advisors (if necessary) and that information is loaded into CAi and reviewed by the registrar’s office statistician. A copy of the transfer information form completed by the previous institution is also provided to the registrar’s office statistician.
Final certification decisions are loaded into CAi by the associate athletic director for academic and compliance services and are reviewed by the registrar’s office statistician. These two individuals and the faculty athletics representative all have signature responsibility on the eligibility reports.
Transfer Eligibility (2-year Transfers):
The process of transfer eligibility certification is monitored and administered by the associate athletic director for academic and compliance services and the registrar’s office statistician. Transfer credit evaluations are completed by credit evaluators in the office of admissions, utilizing standard University procedures.
The prospect is asked to submit official transcripts to the office of admissions for a credit evaluation, which determines transferable hours toward a degree. If there is any indication that the student will not be earning an associate’s degree from the 2-year institution, the associate athletic director for academic and compliance services codes the student-athlete into the NCAA Initial Eligibility Clearinghouse database to review high school records and status (qualifier or non-qualifier).
These student-athletes are coded into the university student information system (Banner) and the NCAA Compliance Assistant Internet (CAi) system for inclusion on the team roster. The associate athletic director for academic and compliance services assesses the number of transfer hours for eligibility purposes with the assistance of college academic advisors (if necessary) and that information is loaded into CAi and reviewed by the registrar’s office statistician.
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Final certification decisions are loaded into CAi by the associate athletic director for academic and compliance services and are reviewed by the registrar’s office statistician. These two individuals and the faculty athletics representative all have signature responsibility on the eligibility reports.
Student-Athlete Transfer Procedures (for current WMU student-athletes considering a transfer away from WMU to another Institution)
Student-athletes should note transferring from one institution to another can be a very complex matter. It is important to gain insight from the coaching staff or compliance staff before considering transfer options.
Western Michigan University student-athletes considering a transfer to another institution should begin the process by informing their head coach or a member of their coaching staff of this decision. The head coach or assistant coach will then inform the associate athletic director of academic and compliance services or the director of compliance that they approve of the transfer decision and the subsequent production of permission to contact forms for other institutions.
Should the head coach deny permission to contact by other institutions, the associate athletic director for academic and compliance services conducts an initial review of the denial and discusses the matter with the head coach and the athletic director. If the athletic director agrees with the denial, the student-athlete is provided written notification of this decision and is allowed a ten-day window to schedule a meeting with the associate athletic director for academic and compliance services and/or the athletic director. If the decision to deny contact remains in effect after this meeting, the student-athlete is informed of their right to a timely appeal with members of the athletic board and given a ten-day window to request that appeal. The athletic board will then make a final decision within five days of that appeal as to whether the denial should be upheld.
Unless unique circumstances apply as determined by the athletic director or athletic board, Western Michigan University will NOT release student-athletes to other institutions in the MAC or CCHA.
Transfer Appeal Hearing Procedures: 1) When permission to contact is denied, student-athlete is provided written notification of the decision. 2) Student-athlete has ten-day window to schedule follow-up meeting with associate athletic director for academic services and/or the athletic director if they wish to challenge the contact restrictions. 3) If the decision to deny contact remains in effect after this meeting, student-athlete is given a ten-day window to request (in writing) an appeal to the athletic board. 4) Under the direction of the faculty athletics representative, the athletic board schedules an appeal opportunity in a timely manner and informs the student and the athletic director of the date and time. A minimum of three members of the athletic board must participate in the appeal hearing. 5) The student-athlete may have a maximum of two individuals accompany him/her at the hearing. An athletic department administrator may be invited to act in an advisory capacity regarding departmental policies and NCAA rules.
80 6) The student-athlete will have five minutes to present his/her case and no more than three pages of support documentation may be distributed. At the end of the presentation, athletic board members may ask questions for clarification. 7) The athletic board will render a final decision within five business days after the hearing.
Continuing Eligibility:
The process of continuing eligibility certification is monitored and administered by the associate athletic director for academic and compliance services and the registrar’s office statistician. The college academic advisors also assess the degree applicability of student-athlete coursework each semester. General student-athlete progress reviews are generated by the university reporting system (Cognos), which is tied to the university student information system (Banner).
Monitoring compliance with the full-time enrollment rule (Bylaw 14.1.8.2.2) is accomplished through use of student-athlete roster reports generated by the Sport 001 and Sport 008 Reports in the university reporting system (Cognos). These reports refresh each night and are reviewed regularly by the associate athletic director for academic and compliance services, the athletic academic services staff, and the registrar’s office statistician. In addition, this bylaw is reviewed extensively with all student-athletes in pre-season team eligibility meetings.
The six-hour rule (Bylaw 14.4.3.1) is monitored by the associate athletic director for academic and compliance services and the registrar’s office statistician by use of the Sport 005 Report in the university reporting system (Cognos). This report generates an overview of semester and cumulative grade point averages and hours earned at the end of each semester.
For continuing eligibility and progress toward degree assessments that occur at the close of the academic year, the associate athletic director for academic and compliance services and athletic academic services staff members generate an “anticipating eligibility” form based on current sport rosters (Sport Report 001 in the university reporting system (Cognos). A copy of this blank form is sent to the registrar’s office statistician.
When grades have been posted for spring semester, the associate athletic director for academic and compliance services and the registrar’s office statistician independently evaluate the academic standing of each student-athlete and determine whether there are any academic deficiencies. An important document used in this process is the NCAA Advising Record, which is completed each semester by a college academic advisor during mandatory student-athlete advising. Advisors attest to the degree applicability of all courses taken by student-athletes each semester.
When the eligibility analysis is complete, the associate athletic director for academic and compliance services prepares a list of eligibility issues that is forwarded to each coaching staff. A letter from the registrar, detailing the academic deficiency, is also e-mailed to the student- athlete. Due to the short time frame (three days) between the posting of spring grades and the beginning of the first summer session, telephone contact is also common.
The student-athlete letter directs them to gain prior approval for their summer coursework from the associate athletic director of academic and compliance services or the athletic academic
81 services staff. Questions about the degree applicability of courses are routed through the college academic advisors and/or admissions office credit evaluators (transfer courses) and communicated to the registrar’s office statistician. If a student-athlete enrolls in a course at another institution, a final transcript is required and evaluated by the admissions office credit evaluators.
Credit hours earned and grade point average updates are entered into the NCAA Compliance Assistant Internet (CAi) database for use in the certification process for the next fall semester. Final certification decisions are loaded into CAi by the associate athletic director for academic and compliance services and are reviewed by the registrar’s office statistician. These two individuals and the faculty athletics representative all have signature responsibility on the eligibility reports that are completed for each sport prior to outside competition.
1003 - Financial Aid
A student-athlete shall not be eligible to participate in intercollegiate athletics if he or she receives financial aid that exceeds the value of the cost of attendance as defined by the institution. A student-athlete may receive institutional financial aid based on athletic ability, outside financial aid for which athletic participation is a major criterion, and educational expenses awarded per NCAA Bylaw 15.2.6.5 up to the value of a full grant-in-aid, plus any other financial aid unrelated to athletic ability up to the cost of attendance. A student-athlete who receives a Pell Grant may receive financial aid equivalent to the limitations set forth above or the value of a full grant-in-aid plus the Pell grant, whichever is greater.
Student-athletes accept athletic grants-in-aid with the understanding that they will attend to academic responsibilities. Those who accept aid and then fail to attend classes or withdraw from all classes may be deemed guilty of misrepresentation and are subject to the removal of such aid.
TUITION AND FEES Students receiving tuition scholarships should note that the grant covers in-state or out-of-state tuition and the enrollment fee for each semester. Individual class fees remain the responsibility of the student. Students receiving dollar-amount scholarships should understand that tuition and fees will be paid first on their account.
ROOM AND BOARD Students who choose to move off-campus must change their local address with the University. Students can modify their local address in the University’s records through the internet (https://gowmu.wmich.edu).
BOOK LOAN POLICY The following procedures must be adhered to by all student-athletes receiving a book loan as part of their athletic grant-in-aid. Please read and follow these procedures carefully. FAILURE TO FOLLOW THESE PROCEDURES WILL RESULT IN A CHARGE TO A STUDENT- ATHLETE’S ACCOUNT.
82 · All books and materials loaned to student-athletes must be obtained at WMU’s Campus Bookstore in the Bernhard Center (does not include any optional texts and/or materials).
· Required books and required course packs will be issued only for classes which appear on a student’s completed schedule. Be prepared to show a copy of a class schedule and campus I.D. to Athletic Department and Bookstore personnel upon request.
· Book loans must be picked up by the end of the first month of classes during the regular academic year. Two weeks are allowed during the spring and summer sessions.
· If a required class book cannot be found, please contact the Bookstore Office immediately so arrangements may be made to pick up the missing materials at a later date.
· If classes are dropped, return any books loaned immediately. The Bookstore will do a mid-semester check of class schedules. The student-athlete will be billed for books checked out for a class if there is no proof of registration.
· All books and other materials loaned must be returned to the Bookstore in the Bernhard Center by the final day of each semester. Please return all materials loaned, including paperbacks and workbooks.
· Be sure to return all items to authorized Bookstore personnel only. When in doubt, request a signed and dated receipt for the items returned.
TERMS AND CONDITIONS OF ATHLETIC AID Institutional financial aid may be awarded for any term during which a student-athlete is in regular attendance as an undergraduate with eligibility remaining, within six years after initial enrollment in a collegiate institution provided the student does not receive such aid for more than five years, or as a graduate student eligible for outside competition. These grants are awarded by the Office of Student Financial Aid upon the recommendation of the head coach and athletic administration. When a student’s athletic ability is taken into consideration in any degree in awarding financial aid, such aid shall not be awarded in excess of one academic year. Thus, student-athletes should always consider an athletic scholarship to be a one-year renewable grant, not a four or five year guaranteed award.
CANCELLATION OR REDUCTION OF ATHLETIC AID Institutional athletic based in any degree on athletics ability may not be increased, decreased, or cancelled during the period of award on the basis of a student’s athletic ability or performance, because of an injury that limits athletic participation, or for any other athletic reason. Institutional athletic aid may be reduced or cancelled during the period of award if the recipient renders himself or herself ineligible for intercollegiate competition fraudulently misrepresents information on an application, letter of intent, or financial aid agreement, engages in serious misconduct warranting substantial disciplinary penalty, or voluntarily withdraws from the sport.
RENEWAL OF ATHLETIC AID
83 The renewal of institutional financial aid based in any degree on athletic ability shall be made on or before July 1 prior to the academic year in which it is to be effective. Notification of financial aid renewals and non-renewals must come from the institution’s regular financial aid authority.
ATHLETIC AID HEARING OPPORTUNITIES The institution’s regular financial aid authority shall notify the student-athlete of an opportunity for a hearing when athletic aid is reduced or cancelled during the period of the award or not renewed for the next academic year.
Financial Aid Appeal Hearing Procedures:
1) Student-athlete contacts Financial Aid Office within ten days of cancellation, nonrenewal or reduction letter to request appeal.
2) Financial Aid Office informs student to send e-mail or letter (200 words or less) with reasons they believe cancellation, nonrenewal or reduction of the scholarship was unjust.
3) Financial Aid Office establishes committee (Director of Financial Aid or designee plus two university staff members) and informs the student and the athletic department of date and time of hearing. An athletic department administrator may be invited to act in an advisory capacity regarding departmental policies and NCAA rules.
4) No less than two days prior to the hearing, student-athlete informs Financial Aid Office of any individuals (not more than two) that will accompany him/her. The coach will follow this same protocol.
5) The student-athlete will present his/her case first followed by the coach. The committee chair (Director of Financial Aid or designee) will determine if these presentations are made in the presence of the other party. No more than three pages of support documentation may be provided to the committee by either side. At the end of each presentation, the committee may ask questions for clarification.
6) After both presentations are complete, the committee may ask questions of either party prior to the completion of the hearing.
7) The committee will render a final, non-appealable decision within five business days after the hearing.
SPECIAL ASSISTANCE FUND The NCAA Special Assistance Fund’s guiding principles are to meet the student-athlete’s needs of emergency or essential nature for which financial assistance otherwise is not available. The set guidelines of the program determine a student-athlete’s eligibility for the fund and permissible uses of the fund.
Eligibility
84 · Pell-eligible student-athletes (except non-qualifiers in their initial year of residence), including student-athletes who have exhausted their athletic eligibility or no longer are able to participate because of medical reasons. · Student-athletes who are receiving countable athletically related financial aid and who have demonstrated financial need as determined by an analysis conducted consistent with federal methodology or the methodology used for all students at the institution. · For a foreign student-athlete, an official foreign student-athlete advisory entity of the institution outside the athletic department must certify in writing that the student-athlete has financial need.
Permissible Uses · Cost of clothing, travel from campus to home and other essential expenses (not entertainment) up to $500.00 for Pell-eligible student-athletes and full grant-in-aid student- athletes who demonstrate financial need. · Cost of expendable academic course supplies (i.e., notebooks and pens) and rental of non- expendable supplies (i.e., computer equipment and cameras) that are required for all students enrolled in the course. · Medical and dental costs not covered by another insurance program (i.e., premiums for optional medical insurance, hearing aids, vision therapy and off-campus psychological counseling). · Costs associated with student-athlete or family emergencies.
SUMMER GRANT-IN-AID POLICIES Summer grant-in-aid applications are available from athletic academic services during the spring semester. The summer awards will be granted for one class only (or up to 3 credit hours if more than one class). The award of tuition, enrollment fee, living allowance, and book loan (if applicable) will be determined as a percentage of in-state and out-of-state fees based on current resident status. A dollar amount will be posted on the student’s account. Per NCAA regulations, spring/summer aid may be awarded only to students who have received athletic aid during the regular academic year and may not exceed the proportion of that aid.
The following guidelines apply to summer grant-in-aid awards:
· Summer grants-in-aid consist of tuition, enrollment fee, living allowance, and a book loan. Aid is awarded in the same proportion as the preceding academic year.
· Summer grants-in-aid are typically awarded to students for one class only (or up to 3 credit hours if more than one class) for one session only. Students with over 80 credit hours may apply for two classes in one session or one class in each session. Seniors completing eligibility may apply for additional classes to complete graduation requirements. The living allowance is awarded for one session only.
· Student-athletes ineligible for competition per NCAA, MAC and/or WMU standards at the end of spring semester will receive reduced funding (likely no living allowance award).
85 · Student-athletes who receive an award and then withdraw from the course(s) or receive a failing grade will repay the amount of the living allowance as a penalty.
POST-ELIGIBILITY GRANT-IN-AID POLICIES Post-eligibility grant-in-aid assistance is available for qualifying student-athletes. The award of tuition, enrollment fee, living allowance, and book loan (if applicable) will be determined as a percentage of in-state fees. Out-of-state fee payments will be considered on an individual basis only when extenuating circumstances are present. A dollar amount will be posted on the student’s account. The grant will be awarded based on the proportion of athletic aid received during the preceding year. Graduation audits must be submitted prior to the grant being processed. All grants are subject to a review of senior year grades.
The following guidelines apply to the student receiving a post-eligibility grant-in-aid:
· Enroll in and carry throughout the semester a minimum of 12 semester hours (unless a lesser amount is needed for graduation as documented on your graduation audit). · Maintain a minimum cumulative GPA of 2.00 and make every effort to continue academic progress.
APPLYING FOR FEDERAL FINANCIAL AID Students wishing to apply for federal financial aid, should visit www.fafsa.ed.gov and complete the Free Application for Federal Student Aid (FAFSA). The code for Western Michigan University is 002330.
1004 - Student Athlete Code of Conduct
The Division of Intercollegiate Athletics does maintain a Student Athlete Code of Conduct for its student-athlete population. The Code of Conduct is a component of the annually reviewed Student-Athlete Handbook. A copy of the Student-Athlete Handbook can be obtained by making contact with the Associate Athletic Director – Academic and Compliance Services.
1005 - Student Athlete Housing & Food Service
A goal of the Division of Intercollegiate Athletics is to have student–athletes experience University life with the general student body. Therefore, the Division does not request nor does the University provide segregated dormitory space for student–athletes.
The cost of double occupancy on–campus housing is considered to be a part of the standard grant–in–aid package and does not exceed the allowable limits established by the NCAA. In compliance with all NCAA and Mid–American Conference rules and regulations, student– athletes do not receive any special services amenities.
On–Campus Housing The Division is allocated a specific number of on–campus residence hall spaces for freshmen student–athletes per year. Head coaches work directly with the Residence Life Office to
86 determine the number of allocated spaces and prospective student-athletes complete an online residence hall contract.
Housing contracts are legally binding documents. Coaches should advise student–athletes not to enter into a housing contract unless the student–athletes intend to fulfill all obligations stated in the contract. Student–athletes wishing to be released from their housing contract are subject to the final decision, and any resulting charges, according to the policies of the WMU Residence Hall Facilities Office.
Off–Campus Housing Student–athletes are allowed to live off campus if they have received permission to do so by their head coach. Each Head Coach has his/her own guidelines as to the student–athletes who may live off–campus. Student–athletes living off-campus and receiving athletic aid that exceeds the cost of tuition and fees are issued a refund check once each semester and are responsible for making rent payments to their landlords.
Off–Season Housing Individual coaches are responsible for securing the necessary housing arrangements when preseason or postseason events are scheduled, as well as vacation holdover. Coaches are required to secure adequate housing within budgetary limitations of their sport.
The Division of Intercollegiate Athletics ensures compliance with all University, Mid–American Conference and NCAA rules and regulations related to providing food service to student– athletes.
Food Service, On–Campus WMU Dining Services operates the food service for all University housing facilities. Board plans for student–athletes on full athletic scholarship include twenty (20) meals for each week. Student–athletes living on campus who do not receive board as part of their grant–in–aid may purchase the meal plan of their choice. Food service hours for each residence hall unit are posted at the dining unit. Special hours are in effect during holiday and break periods.
Food Service, Off–Campus In compliance with NCAA regulations, student–athletes living off campus who are eligible for board receive a stipend equal to the cost of the 20–meal plan. Refund checks are mailed once each semester to the student–athlete's local address.
Food Service, Vacation and Break Periods Coaches are responsible for arranging food service for student–athletes during holidays and break periods as appropriate.
1006 - Student-Athlete Medical Services
87 The Division of Intercollegiate Athletics does maintain policy related to Student Athlete Medical Services for its student-athlete population. The student athlete medical services policy is a component of the annually reviewed Medical Services Policy Manual. A copy of the Student- Athlete Medical Services policy can be obtained by making contact with the Assistant Athletic Director – Medical and Support Services or by making contact with any staff Athletic Trainer.
1007 - Student-Athlete Employment
Earnings from a student-athlete’s on- or off-campus employment that occurs at any time is exempt and is not counted in determining a student-athlete’s cost of attendance or in the institution’s financial aid limitations, provided:
(a) The student-athlete’s compensation does not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability;
(b) The student-athlete is compensated only for work actually performed; and
(c) The student-athlete is compensated at a rate commensurate with the going rate in the locality for similar services.
Student-athletes who choose to work during the regular academic year should contact the Director of Compliance with the name of the employer and the expected academic year earnings. Student-athletes have the opportunity to document this information on Eligibility forms signed at the beginning of each academic year.
1008 - Student-Athlete – Hosting a Prospect
Acting as a student host on a recruiting visit is an important service to Western Michigan University. Adherence to NCAA rules and appropriate conduct is required of the host and the prospect.
· THE CONSUMPTION OR USE OF ALCOHOL BY THE HOST OF A PROSPECTIVE STUDENT-ATHLETE AND/OR BY THE PROSPECTIVE STUDENT-ATHLETE IS UNACCEPTABLE AND SUBJECT TO FULL DISCIPLINARY ACTION. INAPPROPRIATE CONDUCT IS ALSO SUBJECT TO FULL DISCIPLINARY ACTION.
· THE HOST WILL RETURN THE PROSPECT TO THE HOTEL NO LATER THAN 2:00 A.M. SHOULD THE PROSPECT BE STAYING WITH A HOST IN A RESIDENCE HALL OR APARTMENT, IT IS EXPECTED THAT THE HOST AND PROSPECT WILL RETURN TO THAT LOCATION BY 2:00 A.M.. AT THAT TIME, SOCIAL ACTIVITIES SHOULD INCLUDE ONLY THE PROSPECT, HOST, AND THE HOST’S ROOMMATES.
· A maximum of $30 per day may be provided to cover the entertainment expenses of both the host and the prospect. The host may be provided an added $15 per day for each additional prospect.
88 · No cash may be given to the prospect. The host may not use the entertainment funds to purchase or otherwise provide the prospect with gifts of value. If recreational rental equipment is used to entertain the prospect, the normal rental cost shall be assessed against the $30. · The host may not use vehicles provided or arranged by an institutional staff member or booster. · The host may not transport the prospect or anyone accompanying the prospect more than 30 miles from campus. · The host should not allow recruiting conversations to occur between the prospect and a booster. If an unplanned meeting occurs, only an exchange of greetings is permissible. · The prospect should not be allowed to participate in any athletic activity involving or related to the sport for which the prospect is being recruited. · The host may be provided a complimentary meal when accompanying the prospect during the official visit.
1009 - Professional Sports Counseling Panel
To enable student-athletes to resolve the complexities of professional contracts and regulations of agents, Western Michigan University has formed a career-counseling panel. This group will function under NCAA provisions and is intended to assist a student-athlete in making decisions regarding professional contracts, provide a realistic appraisal of his/her potential for becoming a professional athlete and regulate activity of agents and professional teams. The athletic department contact for this panel is the Director of Compliance.
The career-counseling panel can provide the following services upon request by the student-athlete:
· Educate a student-athlete regarding NCAA eligibility. · Request information for a student-athlete from a professional sports team or organization regarding the student-athlete’s market value and potential as a professional athlete provided no negotiations are involved. · Provide guidance to the student-athlete in the selection or screening of an agent. · Invite outside consultants to advise a student-athlete. · Provide information to an enrolled student-athlete about purchasing insurance against a disabling injury. · Review a proposed professional sports contract.
1010 – Awards
As acknowledgment for athletic participation, and as recognition for outstanding performance, the Division of Intercollegiate Athletics selects deserving student–athletes to receive athletic awards in all intercollegiate sports. Athletic awards are presented upon the recommendation of the Head Coach and with the approval of the Athletic Director and Athletic Board. Head Coaches' recommendations are presented to the Athletic Board by the Director of Athletics.
In order to receive an athletic award, student–athletes must be of amateur standing, eligible for athletic participation, as defined by the NCAA, and must have been representing Western Michigan University at the time of competition. In addition to athletic performance, other factors
89 which are taken into consideration include a student–athlete's academic standing, as well as his/her attention to college regulations, observance of training rules, sportsmanship and overall conduct.
Permissible Awards by the University Award items are restricted by NCAA regulations to merchandise which can be personalized with the institution's insignia or letter, event specification or comparable identification. Awards presented must be uniform for all team members receiving the award.
A student–athlete may not receive an award of cash or its equivalent (i.e., items that are negotiable for cash or trade). Gift certificates, appliances, television sets and other merchandise items that cannot be properly personalized are prohibited.
The total value of a single participation or "letter" award received in a year by a non–senior student–athlete may not exceed $100. Multiple awards may be presented only if the total value of all participation awards received during a particular academic year by an individual non– senior student–athlete does not exceed $100.
Multiple awards may be presented to a senior student–athlete only if the total value of all participation awards presented during a particular academic year to a senior student–athlete does not exceed $200 in each sport in which the student–athlete participates.
Awards for participation in special events and bowls (e.g., postseason football games, all–star games, featured individual competition, etc.) may be presented by the University (or the management of the event) when either a team or an individual has represented the Division in such an event. However, the total value of any single award to a student–athlete may not exceed $300, with most–valuable player awards limited to a maximum value of $250. If multiple awards are presented for participation in the event or in honor of the student–athlete's achievement, the total value of such awards may not exceed $300 per person, except for bowl– game and all–star awards.
Student–athletes may receive awards in recognition of Conference or national championships from the University, Mid–American Conference, CCHA or an approved organization. The total value of any single award may not exceed $250 for a Conference championship or $300 for a national championship, except for awards purchased and presented by the NCAA to student– athletes for participation in NCAA championship events.
For bowl–games or all–star games, student–athletes may receive awards valued at no more than $300 from the sponsoring agency and may also receive additional awards from the University also limited to $300.
For a complete NCAA Awards Summary, please refer to the NCAA Manual.
Prior to the issuance of an award to a student-athlete, please make contact with the Compliance staff to ensure compliance with NCAA rules.
90 1011 - Varsity Letter Awards
The Division presents the following "letter awards" to those student–athletes determined to be deserving of such by their respective Head Coach. The criteria for receipt of awards must be approved by the Athletic Board whereupon the following awards are presented:
First Year Letter winner Varsity Letter Jacket
Senior Year Varsity Ring
NOTE: Student–athletes receiving their initial "W" award, based on competition criteria during their senior year receive a jacket, as well as a senior ring.
Letter jacket orders are placed by the Equipment Supervisor following approval by the Athletic Board. Senior ring orders are placed by Associate Athletic Director of Academics & Compliance. Orders should be placed in adequate time for arrival before presentation at a sports banquet or other designated time of presentation (i.e., end of season).
1012 - Academic Awards
WMU Division of Intercollegiate Athletics Academic Award Student–athletes demonstrating academic success are recognized by the Division at the student–athlete academic award recognition reception held each year. Student–athletes, who have earned a 3.0 or above grade point average for at least two semesters, are honored for academic achievement. Freshmen are not eligible since only one semester of grades are available for consideration.
Senior Scholar–Athlete Award A male and female senior scholar-athlete of the year award is presented each spring by the athletic academic services staff. The award selection criteria are based on 50% athletic performance and 50% academic performance.
Conference Academic All–MAC Teams Academic All–MAC teams are selected in football, men's and women's basketball, baseball, softball, and volleyball. In addition, men's and women's Academic All–MAC At–Large teams are selected in all other MAC sponsored sports. Student–athletes are required to have earned a varsity letter that season and to have a 3.0 GPA (on a 4.0 basis) for his/her cumulative college career to be eligible for nomination.
Conference Academic Honor Roll (published list) Student–athletes who have achieved a minimum 3.0 GPA at the end of the fall semester or; have achieved a 3.5 minimum semester grade point average are recognized by the MAC for their academic achievements. Conference Commissioner's Award (certificate)
91 Student–athletes who have achieved a 3.5 minimum accumulative GPA at the end of the fall semester are honored by the MAC for their outstanding academic performance. Freshmen are ineligible for this award.
Conference Presidential Award (paperweight) The MAC recognizes graduating senior student–athletes who have achieved a 3.5 minimum accumulated GPA. This award may only be awarded once in a student–athlete's career and student–athletes whose eligibility is exhausted are also eligible for this award.
Conference Bob James Memorial Award (Certificate, $1000 post–graduate scholarship) The MAC reserves special recognition to one male and one female who have achieved a 3.5 minimum accumulative GPA at the completion of the fall semester. The University nominates one male and one female student–athlete who, along with meeting the grade point average criteria, show evidence of good character, leadership, and citizenship. Student–athletes nominated for this award must submit a written commitment to pursue graduate studies at an accredited university and enroll within five years. The scholarship is awarded upon enrollment. Award recipients are selected by a committee of three faculty representatives, one athletic director, and one senior woman administrator.
1013 - Athletic Awards (All-Conference Team)
At the conclusion of a sport's season, coaches shall select an All–conference team in the various sports. Student–athletes are chosen according to their athletic achievements and standing, according to the guidelines of qualifications presented by the Conference.
Conference Special Awards Various awards are presented by the Conference in recognition of athletic achievement. A maximum of two special awards per sport are funded by the Conference Office with any "special awards" (beyond the two approved awards) are subject to the prior approval or the Director of Athletics and the Athletic Board, regardless of its source of funding.
Conference Championships Awards The purpose of the Conference Championships is to honor competitive excellence at the Conference level. Conference Championship awards are based on individual criteria established for each sport. These awards include: Team Championship Awards, Individual Championship Awards, and Conference Teams. All awards or trophies for Conference Championships are ordered and purchased by the Conference Office and shipped to the host athletic director for distribution at an awards ceremony conducted at each Conference Championship site.
1014 - Special Events and Bowls
Awards for participation in a Conference and/or a National Championship and special events (e.g., bowl games, all–star games, featured individual competitions, etc.) may be presented by the University (or management of the events) when wither a team or an individual has
92 represented the Division in such an event. (The allowable maximum value for such awards is specified in the "Awards Value Limitations" section of this policy.)
1015 - Sports Banquets
Individual sports are able to recognize outstanding contributions by the sport's student–athletes at annual recognition events. Awards can be presented at this time and special achievements (athletic and academic) may also be announced.
93 OTHER STAFF POLICIES
1101 - Staff – Attendance at Fundraising and Special Events
Throughout the year, special events and functions are scheduled to increase public awareness of the intercollegiate athletics program. Individuals who are specifically responsible for the operation of these events are required to be in attendance as part of their administrative responsibilities. In addition, all staff members are encouraged to participate in as many sponsored events and functions as possible and appropriate to demonstrate support for the overall athletics program. Although always encouraged to attend, staff members may specifically be required to attend certain functions.
In general many Divisional staff members have been encouraged to participate in the following annual events:
1. Annual Gary Fund Campaign, to include the Kick–off and Victory Celebration.
2. Yearly Divisional sponsored golf outings, to include the Annual Bronco Golf Outing and others within the region.
Administrative and coaching staffs are often requested to voluntarily attend certain key functions throughout the year (i.e., academic recognition reception for student–athletes, individual sports' banquets, retirement gatherings, etc.).
When invitations are required for admittance to events or functions they are distributed from the office of the Director of Athletics. Invitations to special events may be charged back to the appropriate operating budget or are considered "complimentary'" if they are already factored into a Divisional operating budget.
Mid–American Conference Special Events Head coaches are required to attend their appropriate kick–off celebration and their mandatory individual sport's annual meetings. Any coach unable to attend his/her required event is responsible for contacting the MAC office for approval.
1102 - Staff: Outside Employment and Promotional Activities
Division of Intercollegiate Athletics administrators and coaches are expected to comply with both University and NCAA rules and regulations related to outside employment and promotional activities. Moreover, the University and the NCAA have established certain policies requiring prior approval and accurate reporting of athletically related outside employment, and/or promotional activities.
94 Rationale Head coaches, particularly in those sports which receive a great deal of media attention, are often asked to make public appearances or perform other services for charity, as a community service, or for additional compensation. Likewise, Divisional administrative staff members often receive similar requests. These activities include, but are not limited to:
• Speaking to school and youth groups, sports associations and other organizations; • Hosting of radio or television shows; • Participating as a commentator for postseason games; • Coaching at sports clinics or summer camps; and • Providing commercial endorsements.
Coaches and administrative staff members are encouraged to participate in such activities because they often present a unique opportunity for the individual to promote and clarify the goals of the athletics program. However, it is essential that staff members do not allow outside employment or a speaking engagement to interfere with their job responsibilities.
Guidelines and Procedures As employees of the University, and therefore, its representative, coaches and administrators must be careful in accepting invitations for public appearances, choosing commercial sponsors or endorsing products. Divisional employees may not be associated with, employed by, nor sponsor or endorse any outside organizations or product which, by its nature, may discredit the University.
Affiliation with outside associations which would place an employee in a conflict of interest situation is not permitted. Staff members may not participate in a commercial radio or television program when there is a relationship between a product or process being advertised and the Division's intercollegiate athletics program. Additionally, staff members may not use the names of Western Michigan University, the Mid–American Conference, Central Collegiate Hockey Association or the NCAA in any endorsement of products or services, nor should any advertisement or endorsement imply or indicate a connection with the Division or the University.
All staff members making public appearances in a professional capacity are expected to familiarize themselves with the guidelines concerning conduct and ethics. Additionally, prior to making speeches or statements which contain information about Divisional policies or procedures, staff members should consult the Sports Information Director or the Director of Athletics. This ensures that all information is accurate and appropriate.
If outside employment is agreed to in contractual form, the NCAA requires that the contract be reviewed by the Director of Athletics prior to signing. Staff members should schedule a meeting with the Director of Athletics to review any such document prior to completion of the agreement. Moreover, any such agreements currently in effect are not to be renewed at the end of the expiration of the current term (even if there is an "automatic renewal" clause) without first being reviewed by the Director of Athletics. In all cases, the Divisional staff member is required to receive prior written approval from the University President for any employment and outside
95 income from sources other than Western Michigan University. See the Director of Compliance for further information.
Reporting Athletically Related Income Coaches and administrators must annually report all athletically related income from sources outside the University to the Director of Athletics. As required by NCAA rules and regulations, this information is reported in summary to the President. Sources of income include, but are not limited to, income from:
•Annuities; •Sports camps; •Speaking engagements; •Television and radio programs; •Complimentary Ticket Sales; •Endorsements or consultation contracts with athletic shoe, apparel or equipment manufacturers; •Housing benefits (including preferential housing arrangements); and •Country–club memberships.
Reimbursement In some instances, primarily speaking engagements, staff members may request reimbursement for travel and lodging expenses which have been approved in advance by the Director of Athletics.
Reimbursement will be approved, provided the staff member is not being reimbursed by the sponsoring organization, or receiving a fee that is in excess of costs. If a fee or honorarium total less than legitimate expenses, the staff member is reimbursed for the difference.
1103 - Sports Camps & Clinics
The Division of Intercollegiate Athletics sponsors a variety of sport camps and clinics throughout the year. Camps held on the WMU campus and peripheral sites give pre–college students the opportunity to receive expert instruction and individualized attention in specific sport's fundamentals and the development of advanced sport skills. All summer sport camps conducted by Divisional coaches are considered to be Division of Intercollegiate Athletics' camps and are therefore subject to the rules and regulations of the University as well as the NCAA. The Camp Director, that is, the sport's Head or Assistant Coach or other staff member, is responsible for insuring compliance with all applicable NCAA regulations as well as operating within any guidelines established by the University.
All summer camps are subject to the approval of the Director of Athletics or his/her designee. Requests to operate new camps should be made by the Camp Director to the appropriate Associate Athletic Director. Upon Director of Athletics' approval, the camp will be included on the Division's master schedule of events. The Division welcomes requests and intends to achieve the following objectives with its summer camp programs:
96 • Expose WMU and WMU's athletic programs to potential students, athletic recruits, and fans. • Provide additional income opportunities for residence hall and food service operations during unused periods. • Furnish opportunities for additional financial rewards for WMU coaching staff. • Provide the Kalamazoo and surrounding communities an opportunity to educate their children in sports while under the guidance of recognized professional coaches.
Budget The Camp Director is responsible for developing and administering a budget for the camp. Financial administration of camps is conducted only through University accounts which automatically generate financial statements for use when auditing camp accounts.
All goods and services (e.g., printing brochures, ordering t–shirts and equipment, etc.) must be ordered through the Athletic Business Office according to University purchasing procedures (see Section 400, Purchasing Procedures, for further information).
Summer camps are charged for actual costs at University designated rates, for all expenses incurred, to include but not limited to printing, postage, use of University vehicles, auxiliary and other facility usage, food and lodging. Such expenses and all camp employees' salaries are charged to the camp's operating budget.
Deposit of Revenue All revenue gained from the operation of camps (e.g., t–shirt or beverage sales, registration, photograph sales, etc.) must be deposited with the Athletic Ticket Office. The Camp Director is responsible for all deposits of revenue received from sources other than camp fee payment. All final camp payments received on the day of camp must be recorded on the Summer Camp Deposit Receipt that is on file for each camper (see "Registration" below for further information). All such receipts must be counted by Camp Director or designee or the assigned "banker" from the Athletic Ticket Office.
Staff and Payroll The Camp Director is responsible for securing adequate staffing in order to provide optimum instruction and ensure the safety of camp participants. In order to determine the level of adequate medical coverage necessary for the safe operation of Divisional camps, the Assistant Athletic Director for Medical/Support Services and/or his/her designee designates a training room representative to perform and assessment.
The Camp Director establishes the salaries for camp employees who are paid using only the University payroll system. Therefore, all camp employees must complete an I–9 and a W–4 card (available in the Athletic Business Office) in advance of working a summer camp.
Divisional staff members who wish to work at camps not sponsored by WMU must obtain prior approval from the Director of Athletics and must take annual leave for the duration of absence.
97 Facilities The Camp Director is responsible for submitting all facility reservation requests to the Associate Athletic Director for Facilities and Operations or designee for inclusion on the athletic events' master calendar and Divisional master facilities schedule. All requests for facilities outside of the Division of Intercollegiate Athletics must also be submitted to the Associate Athletic Director for Facilities who is responsible for scheduling such requests with the appropriate facility's director or manager (e.g., Lawson Ice Arena, Gabel Natatorium, and University Recreation Programs and Facilities–URPF, etc.). Requests for housing and food services are the responsibility of the Camp Director. Summer camps are charged for actual costs of facilities as established by the University and will be accounted for within the framework of the cost of the camp.
Insurance Medical insurance will be obtained by the Division from WMU's Office of Risk Management for all camps as a secondary policy. Proof of parents' insurance must be provided and all camp participants must complete and return a WMU Camp Medical Insurance Form (obtain from Medical Services staff) prior to camp participation. Any campers who have not returned this form will be prohibited from participation.
All coaches, assistant coaches, clinicians, training room staff, and other camp employees performing official camp functions will be provided with worker's compensation, in addition to liability insurance, provided by the University under its general liability policy.
Publicity The Camp Director is responsible for designing and arranging appropriate summer camp advertising which is charged to the camp's operating budget. The sending of any printed camp advertising to recruits must follow all established NCAA guidelines, as applicable.
Brochures Brochures advertising summer camps must identify the camp as an official Western Michigan University, Division of Intercollegiate Athletics camp. Camp directors are responsible for developing brochures and arranging for their printing. Camp brochures should be distributed enough in advance to insure adequate time for registration and completion of related departmental functions (i.e., facility reservations, registration and recording of deposits sent, etc.).
Brochures also serve as camp applications and must instruct the applicant to mail the application form and deposit to:
Western Michigan University Division of Intercollegiate Athletics Athletic Ticket Office Kalamazoo, MI 49008 Attn: Appropriate camp title or sport
98 In this manner, all camp deposits are received by the Athletic Ticket Office for further processing and the deposit of money can be made into the camp's account. Brochures should also indicate that checks are to be made out to: Western Michigan University, and that the camp participant's name must be indicated on the check.
Registration Upon receipt of a camp application and deposit, the Athletic Ticket Office completes a Deposit Receipt for each individual camper. This form is utilized at check–in of the first day of camp as it determines the balance due and acts as a receipt of the previous deposit made and payment– in–full. All money (cash and check) received at the check–in are to be deposited with the Athletic Ticket Office as soon as possible following registration.
Refunds In such cases where a pre–registered applicant is unable to attend the desired summer camp, a refund is processed by the Athletic Business Office.
Camp Photographs The Camp Director is responsible for arranging any photography services if so desired. Camp photographs can be sold apart from or may be included in the cost of the camp.
99 ATHLETIC FACILITIES
1201 - Scheduling Practices
Each Head Coach, in conjunction with the Director for Facilities and Operations or his/her designee, is responsible for scheduling practice sessions within guidelines established by the University, Division, Mid–American Conference, Central Collegiate Hockey Association and the NCAA. Each Head Coach is responsible for maintaining an up–to–date knowledge of the NCAA regulations governing practice sessions in his/her sport. Additionally, each Head Coach is required to complete the appropriate forms, such as the "Practice and Playing Season Calendar" and others related to tracking countable athletic related activities, and submit them to the Director of Compliance. These forms permissible practice and competition dates, initial contest/game dates, conference championship dates, a date and time for teams’ annual academic and NCAA compliance meeting, a requirement to include a championship season and non-championship season contest/game schedule and daily practice hours. Further information and the corresponding forms can be found in the Compliance Handbook on Athletic Policy.
Guidelines for Conference, CCHA and NCAA guidelines relating to scheduling are found in the Conference Operating Code, Chapter 1, "Contest Limitations" of the Mid–American Conference Code Book, Section 1, "Scheduling of Contests" in the CCHA Code of Regulations, and in Bylaw 17, in the NCAA Manual. Questions concerning interpretations are to be referred to the Director of Compliance.
Finalized practice schedules are made available to the Associate Athletic Director for Compliance prior to early registration for Fall and Spring semesters. Coaches are urged not to change practice schedules once early registration is complete.
Adherence to Regulations Student–athletes who participate in practice sessions must be enrolled as full–time students at Western Michigan University and be academically and athletically eligible to participate. Preseason and holiday practices are scheduled in accordance with NCAA guidelines, and require approval from the Director of Athletics and/or the Director for Facilities and Operations, before the student athletes return to campus and the commencement of classes.
Schedule Construction Guidelines Practice schedules must not interfere with the classes or exam schedules of a student–athlete. No class time may be missed for practice activities. Coaches are to take into consideration the University's attendance policy when constructing their practice schedules.
Practice schedules must conform to practice season limitations as mandated by the NCAA, MAC and CCHA. When constructing schedules, every effort is made to provide fair and equitable use of the athletic facilities by all sports. When conflicts occur priority is given to each sport's team during its competitive season. Within the same season, conflicts are resolved among the appropriate coaches and Divisional administrative members (see "Conflicts" below").
100 For sports which use the same practice site, an annual rotation of practice schedules has been established as follows:
Read Fieldhouse (1–4)Read Fieldhouse (4–7) Year 1: Volleyball, Men's Basketball, Women's Basketball Year 2: Women's Basketball, Volleyball, Men's Basketball Year 3: Men's Basketball, Women's Basketball, Volleyball
Students are encouraged to plan their classes according to this long–term schedule. The rotation schedules have been established and agreed upon by the coaching staff of the involved sport.
Master Schedule The Director for Facilities and Operations meets annually with all involved coaches, as it relates to various Divisional facilities, to coordinate the construction of practice schedules. Once completed and finalized, practice schedules are incorporated into the Master Facility Schedule. The Director for Facilities and Operations coordinates the hockey schedule with the Director of Lawson Ice Arena who manages the building for Auxiliary Services.
The Director for Facilities and Operations is responsible for informing coaching staff of conflicts which may arise, working to resolve such conflicts, and distributing revised schedules to appropriate staff members. Furthermore, he/she is responsible for coordinating the activities of athletic facilities staff members in order to ensure that facilities are set up properly.
Conflicts Schedule conflicts are to be resolved by the involved Head Coaches when possible. If necessary, the appropriate Associate Athletic Director may be called upon in order to resolve the conflict. The Director of Athletics is ultimately responsible for resolving schedule conflicts which have been addressed without coming to resolution.
Academic class and exam conflicts are handled by the Associate Athletic Director for Academic and Compliance Services. Academic requirements are given priority over practice needs.
Scheduling Special Practice Sessions Every effort must be made to pre–schedule practices. However, a Head Coach may submit a written request to schedule a special practice session to the Director of Facilities. Such requests must be in compliance with the above referenced University, Conference and NCAA regulations. Maximum lead time should be allowed to ensure that necessary arrangements may be completed.
1202 - Athletic Facilities Usage
Policies and procedures governing Divisional use of athletic facilities are established and enforced through the cooperative efforts of Head Coaches and the Director of Facilities and Operations. Divisional staff members and student–athletes are expected to comply with all rules regarding facility use. Of primary importance is the prevention of injuries to student–athletes,
101 staff and spectators alike, while continually maintaining facilities and equipment in their optimal condition. The Division's administration is responsible for reviewing and determining the use of all of its facilities on an on–going basis and ensuring compliance with University policies and procedures regarding authorized usage. The Director of Athletics is ultimately responsible for enforcing WMU policies and procedures regarding authorized use of facilities.
Read Field house Read Field house is home to the University Arena, main training, equipment, and strength and conditioning facilities, the offices of Divisional coaches and administration, and Divisional conference rooms. Read Field house also contains five (5) individual team, one (1) visiting team, two (2) game official, and community locker room areas. The Read Field house complex houses Divisional areas such as the Business Office, Academic Advising, Marketing and Promotions, and Facilities and Operations. In addition to administrative and competition areas, Read Field house has a competition size indoor practice track as well as practice areas for the gymnastics teams.
University Arena The University Arena in Read Field house is capable of seating approximately 5,800 spectators on two levels, to include bleachers and balcony locations. The University Arena provides a superior hardwood floor for men's and women's basketball, women's volleyball, and women's gymnastics competitions. The arena is also utilized as a practice area for men's and women's basketball and women's volleyball on a rotating basis. The University Arena also has permanent concessionaire outlets to serve the public at scheduled events.
Waldo Stadium Complex Waldo Stadium, home of WMU's football team, is an outdoor stadium capable of seating 30,000. The stadium's field is a FieldTurf surface with a high–tech drainage system, thus providing Bronco athletes with the best field possible. Waldo Stadium houses a fully equipped press box, the Bill Brown Alumni Center, as well as eight (8) concession locations. In addition, the stadium houses the football program's weight room, team room, meeting rooms, coaches’ locker room, team locker room, equipment, and a secondary medical training area. The Waldo Stadium, Bill Brown Alumni Center, is also home to eleven (11) coaches’ offices that covert into twelve (12) suites on game days, and Student Support Services. The stadium is also the location of the Division's grounds crew office.
Seelye Center The Seelye Center, part of the Waldo Stadium complex, is home to the W-club conference room, ten (10) coaches offices that convert into ten (10) suites on football game day and team meeting rooms. The center also has six (6) locker room areas, weight room, training room and equipment. The Seelye Center, in addition, houses a 70 yard indoor turf bay the contains a practice field goal post, 6 batting cages, individual infield base measurements for softball and baseball, and a practice softball pitching mound. The Seelye Center is also utilized as a practice area for women’s golf, baseball, softball, men’s soccer, women’s soccer and football.
102 Outdoor Competition Facilities
Ebert Field is home to the women's softball team. Practices and games are held outdoors at the field which has a spectator capacity of 500.
Hyames Field is the location for WMU's baseball team practices and competition. This outdoor facility has a 1, 500 seating capacity and contains some storage areas, as well as men's and women's restrooms.
Sorenson Tennis Courts are the practice and competition site for men's and women's tennis, featuring a bleacher area for spectators and twelve (12) varsity competition courts.
Kanley Track is located in the hub of WMU's athletic facilities and is the site for women's track, cross–country, and field event competitions. Kanley Track has a bleacher area for viewing, as well as a building complex which provides for the needs of Sports Information and limited storage.
Arcadia Cross–Country Course is the practice area for the women's cross–country team.
Practice Areas
Seelye Indoor Facility, practice site for women’s golf, baseball, softball, men’s soccer, women’s soccer and football. Practices in this facility are scheduled on a rotating basis each year for the six (6) sports. Scheduling of practices in the Seelye Indoor Facility is the responsibility of the Director of Facilities and Operations. The Seelye Indoor Facility also serves the Intramural Sports program during the winter months by request from the Director of Recreation Programs.
Davis Field, located on Davis Street, is a 3–acre outdoor natural grass surface practice field for the Bronco football team. This field provides a practice location during the regular and pre– season. Football competition is held in Waldo Stadium.
WMU Soccer Complex is a practice field for the women’s and men's soccer teams. The complex is located on Parkview Street, providing 4–acres of natural grass in an outdoor environment. Women’s and Men's soccer games are scheduled at the complex.
Rental Facilities
Lawson Ice Arena, under the control of Auxiliary Services, is rented by the Division and is the site of all Bronco Hockey practices and competition. Lawson Ice Arena has a seating capacity of 4,575 and a center–hung scoreboard/message center, as well as a state of the art sound system. Scheduling of practices and competitions with the Lawson Ice Arena Director is the responsibility of the Director of Facilities and Operations.
103 Strength and Conditioning Facilities The Division of Intercollegiate Athletics operates three (3) strength and conditioning facilities. The Strength and Conditioning Coordinator is responsible for the scheduling and determination of use for each of these. The largest strength and conditioning facility is located in the Bill Brown Alumni Center and serves the needs of football. The Read Fieldhouse strength and conditioning facility is considered to be the main weight room, dedicated to women’s and men’s tennis, gymnastics, volleyball, women’s and men’s basketball, women’s track and cross country, and spirit squads. The Seelye Center strength and conditioning facility is utilized for the needs of the women’s and men’s soccer, softball, baseball, women’s golf and hockey teams.
Training Facilities The Division provides training rooms in Read Fieldhouse, Seelye Center, Lawson Ice Arena, and Waldo Stadium Complex. Training areas are supervised by the Assistant Athletic Director for Medical and Related Support Services who schedules their use. The Read Fieldhouse training facility is the largest, equipped with up–to–date therapeutic modalities and rehabilitative apparatus. The other three (3) training room facilities are used on a somewhat limited basis with the Waldo Stadium facility designated for football.
USAGE
Divisional Use of athletic facilities under the purview of the Division is scheduled by the Director of Facilities and Operations who also determines scheduling needs for those facilities outside of its control (see "Rental Facilities” in this policy).
The Division of Intercollegiate Athletics sports teams have priority use privileges for athletic facilities. Specific procedures exist for the scheduling of teams in various facilities as described in Section 1201, Scheduling Practices.
University and Outside Use The WMU Division of Intercollegiate Athletics facilities are for the primary benefit of Divisional programs, practices and competitions. The Division may permit the use of its facilities to both campus and outside groups, provided usage does not conflict with Division of Intercollegiate sports programs or philosophy. All requests for University and outside use must be approved by the Director of Athletics, whereupon the Director of Facilities and Operations coordinates all necessary arrangements, to include scheduling the event on the master calendar, negotiating rental agreements, and any other necessary preparations. The outside user must complete a contract signed by an officer of the Board of Trustees and provide adequate compensation to the University. A Divisional representative must always be in attendance when the facility is contracted to an outside user.
Usage Fees and Rental Charges Organizations granted approval to use a Divisional facility must complete the appropriate contract which designates usage fees and designated rental charges based on current approved rates. Additional incurred costs (i.e., security, staffing, etc.) will be assessed and charged in addition to the base rental fee.
104
Preparation of Facilities for Use The Director of Facilities and Operations ensures that all necessary preparations are accomplished for practices and competitive events that appear on the master facility schedule, as well as non–Divisional events which have been approved and scheduled.
The Division's grounds crew and/or facilities staff handles the daily maintenance and preparation of each facility for scheduled events. To ensure appropriate set–up and preparation of event sites, the Director of Facilities and Operations designates responsibilities appropriately with adequate advance notice.
To ensure the efficient monitoring of facility, as well as ancillary services, the Director of Facilities and Operations arranges for support staff to work scheduled events.
Rules for Facility Use The following rules are in effect for use of the athletic facilities:
1. Pets are not permitted inside any facility and must be on a leash in outdoor play areas where permitted. Pets which assist individuals with disabilities are allowed.
2. Fighting, rough–housing and abusive language or behavior is not tolerated.
3. Individuals may be held responsible for any damage to equipment beyond normal wear and tear.
4. Food and beverage consumption is limited to designated areas. Littering of all track, field and court areas is prohibited.
5. Designated building entrances and exits must be used. Use of fire exits during non– emergencies or to permit access of non–eligible patrons may result in the removal of both parties from the facility.
6. The Division reserves the right to close any facility or forbid use of its equipment without prior notice during emergencies.
7. The Division reserves the right to eject or to refuse entrance to any individual judged to potentially endanger the general safety of its patrons.
8. Person(s) stealing or damaging personal or University property in any facility are subject to immediate ejection and prosecution to the full extent of the law.
Safety Precautions In order to ensure the personal safety of University students, staff and spectators, requests for facilities use are approved only if the planned use of the facility is within the limits of its seating capacity and as normally equipped. Posted safety and fire prevention regulations are to be followed, and all injuries, accidents, equipment failures, etc., are to be reported immediately. In
105 addition, the University Health and Safety Department regularly provides information on all inspections concerning safety violations of all facilities.
Cancellations Should a sponsoring organization cancel an event, it must contact the Director of Facilities and Operations immediately. The organization is responsible for all costs incurred by the Division, as agreed to in the signed contract. If an event is canceled for reasons beyond the control of the Division or the sponsoring organization and the Division agrees that it is impractical to proceed with the event, or should the campus or facility be declared off–limits by the University, the Division is not liable to the organization nor is the organization liable to the Division.
1203 - Building Access, Key Distribution
All Divisional staff members are provided with keys necessary to access their buildings and offices as well as a University Employee I.D. card which allows access to approved areas within the Read Field house Facility, Bill Brown Alumni Center and Seelye Center. For security and personal safety reasons, all employees are encouraged to lock their offices and exterior building doors upon leaving or when working after regular hours. Certain areas have limited access (e.g., ticket office, training room, equipment rooms, etc.) and only those Divisional employees with specific responsibilities requiring access to those areas are provided with keys and/or Employee I.D. card access.
Under no circumstances are keys to be issued to student–athletes.
Key Issuance and Control The Director of Facilities and Operations oversees the issuance and control of keys to Divisional staff members, to include securing proper approval, the ordering, recording, and distribution of assigned keys, as well as making the necessary arrangements for the proper access coding of Employee I.D. cards for Read Field house, Bill Brown Alumni Center and Seelye Center. Keys may also be issued on an "as needed" basis as determined by the Director of Facilities and Operations and must be duly recorded and returned following the completion of an event. All keys which are approved and issued are recorded upon a Key Check Out card which records keys issued.
Each area's supervisor makes the decision as to which staff members may receive keys and/or I.D. access for particular areas. Requests for access must be approved and requested by an employee's supervisor to the Director of Facilities and Operations. When receiving a key or upon being granted I.D. access, the staff member then signs the form, attesting to its accuracy.
When terminating employment with the Division, or upon transfer to another department within the University, the employee must return all keys in his/her possession to the Director of Athletic Facilities or the Department of Public Safety prior to separation. Divisional employees are required to provide their receipt for returned keys to the Director of Facilities and Operations at which time he/she and the employee signs the original Request for Access form indicating that all keys have indeed been returned and I.D. card access terminated.
106 Graduate Assistants and Student Managers All graduate assistants and student managers are able to receive keys and/or I.D. access to appropriate areas as requested by their supervisor, in the same manner as for Divisional staff members. All requests must be submitted according to proper procedures.
Student–Athletes Student–athletes are permitted access to Read Field house, Bill Brown Alumni Center, Seelye Center by using their student I.D. card which permits their entrance to specified areas (i.e., locker rooms, training room, weight room, etc.) after regular business hours. If a student– athlete quits the team or becomes ineligible, the appropriate Head Coach or designee is required to notify the Director of Facilities and Operations so that he/she may arrange for denial of I.D. card access for the student–athlete.
Divisional staff members, graduate assistants, student managers, and student–athletes are instructed not to prop doors open in Read Field house, Bill Brown Alumni Center, or Seelye Center and under all circumstances are prohibited from loaning an Employee I.D. or Student I.D. card to another individual.
Lost or Stolen Keys Lost or stolen keys are to be reported immediately to the Director of Facilities and Operations and depending on the circumstances, replacement keys may be issued or the door may be re– cored. Any keys which are re–issued are charged to the Division and must be properly recorded on the original issuance form.
107 SUPPORT ORGANIZATIONS
The Division of Intercollegiate Athletics solicits financial support for its intercollegiate athletics program in accordance with University, Mid–American Conference and NCAA rules and regulations. While overall fundraising efforts are handled by The Mike Gary Athletic Fund (The Gary Fund), Divisional staff and coaches are integrally involved in cultivating direct support for the Division of Intercollegiate Athletics through the Alumni "W" Club and other sport specific booster clubs. All Divisionally related fundraising activities must be submitted to External Operations for consideration and approval. Submissions should be directed to the Special Events Coordinator for inclusion on the External Operation's meeting agenda. All Divisionally related fundraising activities must be approved by the Director of Athletics.
Each individual associated with the Alumni "W" Club ("W" Club) or a sport specific booster organization is responsible for upholding all University, Mid–American Conference and NCAA rules and regulations concerning outside support of the intercollegiate athletics program. Divisional administrators and coaches must ensure that information concerning such rules and regulations is made available to the members of booster organizations.
1301 - The Alumni "W" Club
The Alumni "W" Club is an exclusive organization comprised of former Western Michigan University letter winners who help to support the intercollegiate athletics program with their enthusiasm, commitment and involvement. As members of the Alumni "W" Club, individuals receive membership benefits as well as opportunities to become directly involved through activities and projects which support the Division of Intercollegiate Athletics mission and goals.
The Director of Athletic Development serves as the "W" Club's liaison with the Division and coordinates through the Department of Corporate Relations the processing of membership applications and maintenance of membership information such as changes of address and duration of membership. All funds raised or collected on behalf of the Alumni "W" club are deposited into its Divisional account which is maintained by the Athletic Business Office and audited annually.
1302 - Booster Organizations
The Division of Intercollegiate Athletics network of booster organizations is organized to promote specific athletic programs through special events, programs and social activities. The clubs bring many members and guests to athletic events while also helping to raise additional funds for the various sports. Booster groups are responsible for securing approval from the Director of Athletics or designee prior to the scheduling of any events. Events scheduled by booster clubs are included in the Division's special events calendar.
Booster club activities are coordinated by the group itself and are expected to operate their activities and related financial transactions with the Associate Athletic Director – Business Operations. Furthermore, all officially chartered booster clubs are required to have on record
108 with the Division a copy of their constitution and by–laws, if any, in order to operate as a support group.
Booster club activities are overseen by the Senior Associate Athletic Director who ensures their compliance with NCAA guidelines. The current roster of sport–specific booster clubs includes:
Baseball, Dugout Club Men’s Basketball, Fast break Club Men’s Basketball, Grand Rapids Bronco Football Breakfast Club Women’s Basketball, The Zone Football, Grand Rapids Bronco Football Breakfast Club Women’s Golf, The Gallery Ice Hockey, Blue Line Club Softball Club Women’s Volleyball, Spiker’s Club
Organization Before any sport organizes a booster organization, written permission must be obtained from the Director of Athletics. A proposal must be submitted listing relevant information concerning the club. Items to be covered include the following:
1. Name of the organization; 2. Person(s) in charge of the organization's administration; 3. Cost of joining, including different levels, if appropriate; 4. Procedure for collection of monies; 5. Benefits of membership (i.e., shirts, posters, tickets, meetings, mailings, etc.); 6. How the associated start–up costs are to be handled between the sport's budget and funds raised; and 7. If items are made available for sale to members, the names of items and their cost, as well as procedures for the purchase of items and method of payment.
Fundraising Accountability Sport specific booster organizations are required to comply with all Mid–American Conference and NCAA regulations. All funds raised on behalf of a sport are delivered to the Athletic Business Office. Checks are deposited into the appropriate club's individual account within the Division. All funds are maintained by the Athletic Business Office and overseen by the Director of Business and Ticket Operations.
Use of Funds Requests for the use of booster club funds must be submitted to the Director of Business Operations for approval. All such requests must be in compliance with University, Mid– American Conference and NCAA regulations. At the end of each fiscal year the Athletic Business Office may prepare an accounting statement reflecting all income and expenses for the year for each sport's booster club.
109 1303 - Outside Support Regulations The Division of Intercollegiate Athletics recognizes the value of the support received from its booster organizations. Booster organizations and any sport specific group who seeks to represent the University's athletic interests are expected to adhere to the policies and procedures established by the University for the Governance of its intercollegiate athletics program. Furthermore, the Division ensures that all groups subscribe to the fiscal policies and procedures of the WMU Foundation which houses the Gary Fund.
Each individual associated with a booster organization is responsible for upholding all University, Mid–American Conference, Central Collegiate Hockey Association and NCAA rules and regulations concerning outside support of the intercollegiate athletics program. Divisional administrators and coaches must ensure that information concerning such rules and regulations is made available to members of the Division of Intercollegiate Athletics booster organizations.
1304 - NCAA Regulations for Booster Groups
As friends of the University and supporters of its athletic program, the NCAA requires that boosters adhere to the same regulations as the coaches, administrators and staff members in the Division of Intercollegiate Athletics. Because of this, it is important that boosters be aware of the rules which govern athletics so that they can avoid unintentional rule violations.
The Director of Compliance, in conjunction with the Director of Athletic Development, ensures that boosters are informed of the NCAA rules regarding athletics representatives and are updated about rule changes as they occur. The Director of Compliance publishes a guide to assist alumni and supporters in complying with the NCAA requirements which govern the conduct of intercollegiate athletics, entitled Western Michigan University Bronco Boosters 101 and Bronco Supporters and NCAA Rules. A summary of NCAA rules follows below.
Prospective Student–Athletes According to the NCAA, a prospective student–athlete ("prospect") is defined as "a student who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a prospective student–athlete if the institution provides such an individual (or the individual's relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective students generally.
Boosters are not allowed to be involved in recruiting activities. The NCAA rules involving prospects forbid boosters to:
•have any recruiting contact, whether in person, by mail or by telephone, with a prospect or a prospect's relatives or legal guardians. •contact an enrolled student–athlete at another four–year institution (or one who has withdrawn) to investigate the possibility of a transfer. •be reimbursed or paid by the University to study or recruit prospects. •be involved in arranging for, offering or giving financial aid or other benefits not permitted by NCAA regulations to a prospect or his/her relatives or friends, regardless of whether the benefit is available to other students.
110 •finance, arrange for or use non–permissible recruiting aids or promotional material, such as newspaper advertisements, bumper stickers or message buttons to publicize the Division's interest in a prospect. •provide or arrange for the payment of transportation for a prospect or his/her friends or family to visit the University. •make any type of recruiting attempt during a casual, unintentional contact with a prospective student–athlete. •entertain or provide transportation, tickets, gifts or other benefits to a high school, preparatory or two–year college coach.
Prospective student–athletes may not be treated in the same manner as enrolled student– athletes. Actions that are appropriate for prospective students may be considered inappropriate offers or inducements (not to mention recruiting violations) if offered to a prospective student– athlete. The following actions are considered inducements that boosters should not offer to prospects under any circumstances:
•Cash or loans to the prospect or his/her family or friends; •The promise of employment after college graduation; •Special discounts on or cosigning for loans; •Employment arrangements for a prospect's friends or relatives; •Free or reduced–cost services, rentals or purchases of any type; •Payment of any part of the registration fees for a summer sports camp; •Use of an automobile; •Transportation to or from a summer job or any other site; •The gift of any tangible item or merchandise (e.g., clothes, cars, jewelry, stereos, etc.); •Guarantees of bail or bond; •Free tickets to a prospective student–athlete or his/her family to University games or other athletic or non–athletic events; •Transportation (directly or indirectly) for the prospect or the prospect's family or friends to visit the University; or •Free or reduced cost housing.
In addition to the inducements mentioned above, boosters may not offer (or promise) financial aid to a prospect, even for post–graduate education. All the financial aid that a student–athlete receives must be administered by the University.
Boosters are allowed to have contact with a prospect when the contact is a casual or unavoidable occurrence which involves only normal civility. They may also be involved in luncheons, teas or dinners at which prospective students (athletes and non–athletes) from the local community are present. Boosters who are involved in the Division's job program may discuss summer employment arrangements with a prospect after the prospect has signed the National Letter of Intent and if the booster goes through the Division.
If a prospect telephones a booster, the booster may be civil. However, boosters should refrain from making any attempt to recruit the prospect and refer the prospect to the Division of Intercollegiate Athletics should he/she ask any questions about the athletics program. Boosters
111 may also view a prospect's athletic contest, but under no circumstances may boosters contact the prospect.
To be safe, boosters should consider all students beyond the eighth grade who participate in athletics as prospects and apply all NCAA recruiting restrictions when dealing with them. Boosters should also remember that a prospect remains a prospect even after he/she signs a National Letter of Intent and becomes a student–athlete only after the start of classes or the beginning of official team practice.
Enrolled Student–Athletes With enrolled student–athletes, boosters must be primarily concerned with NCAA rules concerning "awards, rewards and extra benefits." Essentially, what are considered inducements for prospects are extra benefits for enrolled student athletes. It is especially important to avoid offering enrolled student–athletes an extra benefit because if a student–athlete accepts any benefit based on his/her athletic skill or as special consideration as an athlete, he/she loses all eligibility and cannot participate in intercollegiate athletics. In summary, the NCAA forbids boosters to:
•provide a student–athlete with any benefit or special arrangement that is not authorized by NCAA legislation. •provide a student–athlete with a gift or award in recognition of athletic participation. •provide a student–athlete game tickets to an athletic, University or community event. •pay the typing costs for required papers or purchase course supplies (e.g., calculators, art supplies) for an enrolled student–athlete. •let a student–athlete use a copy machine if it's not also available to the general student body. •pay for any expense (e.g., room, board or transportation) for any friend or relative of a student–athlete to visit the student-athlete at the University. •pay a student athlete's expenses to return home to receive an award. •spend money to entertain a student–athlete or his/her friends or relatives. •provide free transportation for a student–athlete to or from a summer job unless transportation is provided to all employees. •provide special compensation to an employed student–athlete. Student–athletes may only be paid for work actually performed at the regular rate of pay for the duties performed. •use the name or picture of an enrolled student–athlete to advertise, recommend or promote the sale or use of a commercial product or service of any kind.
In general, boosters should not provide student–athletes or their relatives or friends with favors, special treatment or arrangements that are not normally available to all students or expressly authorized by the NCAA.
The NCAA also restricts student–athlete participation awards to those approved and administered by the University, Mid–American Conference, Central Collegiate Hockey Association or other approved agency. Additional NCAA limitations involve the maximum value and number of awards a student–athlete may receive, as described in Section 1009, Awards.
112 The NCAA does allow boosters to employ student–athletes when NCAA guidelines are followed and to establish or endow awards that are administered by the University. Boosters may be involved in some activities where they come into contact with student–athletes at the University. (Note: This applies to special circumstances and requires approval from or sponsorship by the University.) Boosters may also entertain teams when they travel to away events, with the approval of the institution.
Rule Violations Violations of the above rules, even when unintentional or because boosters were unaware of the existence of the rule, can cause severe hardship for the University and its student–athletes.
A violation of NCAA rules could cause an investigation of the University's athletic program and result in (but not be limited to) the following penalties:
•Reprimand and censure; •Probation for one year or more; •Ineligibility for one or more NCAA championship events; •Ineligibility for invitational and postseason meets and tournaments; •Ineligibility for television programs involving live coverage for the sport involved; •Ineligibility of University staff to vote on NCAA legislation or serve on any of the Association's committees; •Prohibition against recruiting for a specified time period in the sport involved; •A reduction in the number of financial aid awards; and •Prohibition against participating in outside competition for a specified time period for the sports team(s) involved.
1305 - Cheer Team
The WMU Cheer Team is considered to be an integral component of Western Michigan University's Intercollegiate Athletics Program, primarily responsible for promoting school spirit and generating support for athletic teams through crowd enthusiasm at WMU athletic events. Acting as representatives of the University's faculty, staffs, students and alumni, Cheer Team members are expected to conduct themselves in a manner that upholds the character, tradition, integrity and spirit of the University.
The Cheer Team Coach is responsible for the supervision and management of the WMU Cheer Team. The Cheer Team Coach, under the supervision of the Senior Associate Athletic Director of designee, shall insure compliance with all NCAA, Mid–American Conference, and Western Michigan University rules and regulations, as applicable.
A member of the WMU Cheer Team primary obligation is to satisfactorily complete their college education. Each team member is required to comply with NCAA and Mid–American Conference rules and regulations, as applicable. All members are expected to adhere to the WMU Cheer Team rules, as well as all academic and athletic regulations established by the University and Division.
113 Team members are required to attend all scheduled events, to include athletic competitions as well as University and community functions.
WMU Cheer Team members are expected to represent themselves and the University in a respectable and mature manner. Improper behavior or conduct may result in dismissal from the team.
Buster Bronco As the official WMU mascot, Buster Bronco is responsible for promoting spirit and enthusiasm in conjunction with the Cheer Team. Buster Bronco performs at home football and basketball games and may perform at other athletic events as requested.
Public Appearances Upon request and approval of the Senior Associate Athletic Director or designee, Cheer Team members and/or Buster Bronco are available for University and community appearances. The honoring of requests and scheduling of appearances is dependent upon feasibility and is at the discretion of the Senior Associate Athletic Director or designee.
Western Michigan University events are considered paramount in the scheduling process, to include athletically related events such as pep rallies and banquets, alumni activities, faculty and staff functions, and orientation activities.
Academic Requirements for Participants All members of the Cheer Team, including Buster Bronco, must be full–time WMU students enrolled in at least twelve (12) credit hours each semester. Entering freshmen intending to try– out for the Cheer Team must present proof of admission to WMU. Additionally, Cheer Team members and Buster Bronco must maintain a minimum grade point average of 2.0 to continue their eligibility. The academic performance of participants is evaluated by the Cheer Team Coach each semester to determine continued eligibility. Students who fail to comply with the minimum grade point average and credit hour enrollment are ineligible to participate or perform.
Uniforms All uniforms and equipment are provided to the Cheer Team members on a provisional basis. Selection or changes in uniforms or equipment is at the discretion of the Senior Associate Athletic Director or designee. Each individual is responsible for the proper care and upkeep of all uniforms and equipment, to include regular cleaning throughout the semester. Items are to be returned in the condition in which they were issued.
The Equipment Supervisor maintains an accurate and comprehensive record of items loaned to each Cheer Team member. The equipment staff is responsible for the initial cleaning of Cheer Team uniforms and for the final cleaning at the end of the season. Uniforms are stored by the equipment staff during the Cheer Team off–season and distributed by the Cheer Team Coach when regular practices begin again. If items are not returned or are damaged, lost, or stolen, the individual is billed for the item's cost. Grades are withheld and registration for the next semester is prevented until payment is received.
114 Alterations to uniforms are prohibited without permission and approval from the Cheer Team Coach. The cutting of seams or material is not permitted and any alterations must be reversed prior to returning the uniform.
It is imperative that uniforms be cleaned, pressed and worn as intended. No part of the uniform, including shoes, is to be worn other than at officially scheduled functions and events. All team members are to dress in identical uniform as designated and shoes are to be carried in to the event and then worn.
Try–outs and Selections All students who meet the full–time enrollment status and minimum grade point average requirement are eligible to try–out for the WMU Cheer Team. High school seniors are eligible to try–out contingent upon proof of admission to WMU.
Cheer Team try–outs are conducted each spring. All participants are required to attend an organizational meeting and any subsequent cheer clinics scheduled by the Cheer Coach. Those who fail to attend scheduled meetings are not eligible to try–out.
Conduct As highly visible representatives of the University and the Division of Intercollegiate Athletics, Cheer Team members are expected to represent WMU with pride and dignity at all times. Team members must uphold the character of the University and of themselves by refraining from improper behavior, in and out of uniform. Cheer Team participants must adhere to the rules and regulations established by the University and Division, NCAA, and the Mid–American Conference.
Travel Travel arrangements for the WMU Cheer Team are arranged by the Senior Associate Athletic Director or designee. The coordination of appropriate travel involves the use of University vehicles, rental vehicles, or public air transportation.
Team members are expected to arrive at the designated time when traveling. Failure to do so will result in penalization. Extreme or frequent tardiness may result in suspension or eventual dismissal from the team.
Any exceptions to the travel arrangements must be approved by the Cheer Team Coach. Team members who travel by other means will not be reimbursed for mileage or other expenses incurred. Appropriate lodging within budgetary constraints is arranged by the Cheer Team Coach. When the WMU Cheer Team is required to remain overnight, lodging and meal expenses are covered by the Division of Intercollegiate Athletics.
Awards WMU Cheer Team members are eligible to receive an award upon one (1) year of completed participation
Strength and Conditioning
115 Cheer Team members have the opportunity to improve physical ability through the use of the Strength and Conditioning program within the Division of Intercollegiate Athletics.
Injuries Any injuries suffered by a Cheer Team member must be reported to the Cheer Team Coach and evaluated by a Divisional athletic trainer or physician. Following injury, the individual cannot participate in physical activities or performance until authorized to do so by the appropriate athletic trainer or physician.
Attendance Cheer Team members are expected to attend all scheduled events, to include home and away games, tournaments, practices and clinics, holiday and post–season play, and other community and University activities as designated by the Cheer Team Coach. Each semester, participants are notified of tentative travel schedules and practice times. All team members are expected to practice and perform for the entire year, until a new team is selected following spring try–outs.
Team members are expected to be prepared for practice, performance and travel at the designated time. Individuals should schedule their arrival time to accommodate for warm–ups, changing of clothes, taping, and so forth.
Cheer Team members who are absent from scheduled events without prior approval from the Cheer Team Coach are subject to immediate dismissal from the team. Individuals who are suspended due to tardiness are required to attend the event or performance in dress uniform but may not participate. Team members displaying chronic tardiness or absenteeism are subject to possible dismissal from the team.
Discipline WMU Cheer Team members are subject to penalties, suspension, or dismissal contingent upon improper conduct. The Senior Associate Athletic Director or designee retains ultimate authority over specifying what constitutes improper behavior and decides upon the subsequent appropriate disciplinary measure.
1306 - Dance Team
The Division of Intercollegiate Athletics recognizes the importance of spirit and enthusiasm, as well as sound entertainment, at WMU athletic events. The Dance Team is invited to perform at scheduled home athletic events and all such entertainment is coordinated by the Coordinator of Athletic Marketing. In exchange for the Dance Team’s entertainment and support, the Division allows free admission to those games at which they will perform. All arrangements are requested by the Community Relations Graduate Assistant to the Dance Team's coach who schedules their voluntary appearance.
In addition, the Dance Team may perform special routines with the WMU Cheer Team, as requested and/or approved by the Cheer Team Coach. Performances by the Dance Team are considered as a voluntary service to the Division of Intercollegiate Athletics in an effort to entertain and evoke enthusiasm among fans.
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