MEMO TO: Athletic Department Personnel
RE: Acknowledgement of Receipt – EDINBORO UNIVERSITY OF PENNSYLVANIA – ATHLETIC DEPARTMENT HANDBOOK – 2020-2021
The EDINBORO UNIVERSITY OF PENNSYLVANIA – ATHLETIC DEPARTMENT HANDBOOK includes an overview of Edinboro University’s rules, regulations, policies and procedures and is not meant to be all-inclusive. It is designed to be a reference guide for Athletic Department employees. The statements contained within that notebook may be changed by the PASSHE and/or the University whenever appropriate. Nothing in this handbook in any way creates an expressed or implied contract of employment. Legal Plan Documents will govern any discrepancies that may arise.
The Edinboro University of Pennsylvania – ATHLETIC DEPARTMENT HANDBOOK is in no way designed to contradict or supersede the collective bargaining agreement and/or University policy.
The Constitution and Bylaws of the NCAA, PASSHE, PSAC, and MAC have not been printed in this manual. As active members of these associations, Edinboro University adheres to the rules and regulations of these conferences. All Athletic Department personnel should familiarize themselves with, and abide by, all rules and policies of the University, PASSHE, NCAA, PSAC and MAC. I affirm that I am obligated to report, to the director of athletics or the associate director of athletics at Edinboro University, any violations of NCAA regulations involving me or the institution.
In the event that you have any questions pertaining to information contained in this handbook, please contact the Director of Athletics for clarification.
My signature below confirms that I have received a copy of the EDINBORO UNIVERSITY OF PENNYSLVANIA – ATHLETIC DEPARTMENT HANDBOOK 2020-21. I will read and familiarize myself with this document.
Athletic Department Employee Signature Date
Printed Name
Edinboro University of Pennsylvania is an equal opportunity education institution and employer and will not discriminate on the basis of race, color, national origin, sex, sexual orientation and disability in its activities, programs or employment practices as required by Title VI, Title VII, Title IX, Section 504, ADEA and the ADA.
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TABLE OF CONTENTS
ACKNOWLEDGEMENT 1
TABLE OF CONTENTS 2
ATHLETIC DEPARTMENT STRUCTURE Staff Directory 5 Athletic Administrators Responsibilities 9 Admissions Office 10 Academic Success 11 Student Counseling Referral Form 13 EUP Athletic Department Philosophy 15 EUP Community Values 16 Diversity & Civility 16 Sex Discrimination & Sexual Misconduct 19 Sportsmanship 23 Anti-Hazing Policy 24 Concerns Committee / Compliance Committee 28 Statement of Academic Integrity 30 Faculty Athletic Representative 32 Senior Woman Administrator 33 FERPA 37 Athletic Hall of Fame Bylaws 38
PERSONNEL ISSUES Conduct of Coaches 45 Job Expectations & Duties of Coaches 45 Office Procedures and Policies 47 Volunteer Coach 48
RECRUITING Recruiting Travel 52 National Letter of Intent Policy 53 New Student-Athlete Policy & Procedure 56 Admissions Procedures 57 Recruiting Policy Process 59
ATHLETIC COMPLIANCE Compliance Statement 70 Dissemination of Rules Education 70 Certification of Eligibility 70 Compliance Planner 71 Self-Reporting NCAA Violation 73 Rules Education 77
ELIGIBILITY Academic Warning, Probation/Suspension 79 NCAA Eligibility Center 81 Eligibility for Practice 82 Eligibility for Competition 83 Requesting a National Letter of Intent 85 Declaring a Major 88 Transfers 92
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Athletic Excuses 93 Request for Waiver 95 Tryouts Checklist 96
FINANCIAL AID Student Employment Guidelines 99 Procedures for Awarding Athletic Awards 105 Reduction or Cancellation of Athletic Awards 107 Awarding Institutional Financial Aid to Student-Athletes 114 Guidelines for Awarding Women’s International Tuition Waivers 116
SCHEDULING Class Delay & Cancellation 118 Scheduling Contracts 119 Scheduling Policy 119 Scheduling of Home Events 120 Change of Schedule Procedure/Form 121 Procedures for Complimentary Tickets 121 Honorary Captains 123 Procedure to Reserve Facility 123 Facility Rules 125 Monitoring of Playing and Practice Seasons 130
TRAVEL FOR COACHES 136
TEAM TRAVEL 145
EQUIPMENT PURCHASING 161
STUDY PROGRAM GUIDELINES AND EXPECTATIONS 169
FUNDRAISING 176
SPORTS MEDICINE General Procedures 183 Rules of Conduct 184 Insurance Information 185 Emergency Action Plan 188 Severe Weather Policy 192 Concussion Management 195 Pregnancy Policy 207
DRUG EDUCATION, SCREENING AND COUNSELING 220
SPORTS INFORMATION 241
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ATHLETIC DEPARTMENT STRUCTURE
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STAFF DIRECTORY
ATHLETIC DEPARTMENT FAX: (814) 732-2169 SPORTS INFORMATION FAX: (814) 732-2596
Administration Email
Katherine Robbins 732-1823 [email protected] Director of Athletics Senior Woman Administrator
Denise Dobos 732-1824 [email protected] Business Director for Athletics
Gary Hanna 732-1860 [email protected] Head Athletic Trainer/ Athletics Health Care Administrator
Dave Higham 732-1825 [email protected] Administrative Coordinator
Chad Williams 732-1835 [email protected] Associate Director of Athletics Compliance Coordinator
Danielle Lodanosky 732-1861 [email protected] Assistant Athletic Trainer
Audra Neumann 732-1862 [email protected] Assistant Athletic Trainer
TBD Equipment/Maintenance
Jennifer Gardner 732-1326 [email protected] Fiscal Assistant
Alex Womer 732-1834 [email protected] Sports Information Director
Dr. Nathan (Gabe) Armatas 732-1508 [email protected] Faculty Athletic Representative
Ryan Grove 732-1864 [email protected] Assistant Athletic Trainer/ Strength & Conditioning Coach
Chris LaFuria 732-1793 [email protected] Deputy Communications Officer
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Adaptive Athletic Program Jim Glatch 732-1875 [email protected] Head Coach
Men’s Basketball Pat Cleary 732-1858 [email protected] Head Men’s Coach
Chivas Whipple 732-1826 [email protected] Asst. Men’s Coach
Women’s Basketball Callie Wheeler 732-1827 [email protected] Head Women’s Coach
Chris Bess 732-1857 [email protected] Asst. Women’s Coach
Cheerleading TBD Coach/Advisor
Cross Country Clayton Foster 732-1870 [email protected] Head Men’s & Women’s Coach
Football Jake Nulph 732-1842 [email protected] Head Coach
Rich DeMaio 732-1843 [email protected] Asst. Coach
Tony Papley 732-1848 [email protected] Asst. Coach
Travis Tislaretz 732-1840 [email protected] Asst. Coach
Keith Willis 732-1846 [email protected] Asst. Coach
Jayson Nickson 732-1839 [email protected] Asst. Coach
Women’s Lacrosse Jaylen Middlebrooks 732-1849 [email protected] Head Coach
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Women’s Soccer Gary Kagiavas 732-1876 [email protected] Head Coach
Jamie Sallie 732-1877 [email protected] Assistant Coach
Softball Dan Gierlak 732-1829 [email protected] Head Coach
Swimming and eSports Chris Rhodes 732-1828 [email protected] Head Men’s & Women’s Coach
Tennis Kody Duncan 732-1867 [email protected] Head Men’s & Women’s Coach
Track & Field Anne Cleary 732-1866 [email protected] Head Men’s & Women’s Coach
Annessa Steele 732-1734 [email protected] Asst. Coach
Volleyball Missy Soboleski 732-1831 [email protected] Head Coach
Lee Anderson 732-1832 [email protected] Assistant Coach
Wrestling Matt Hill 732-1855 [email protected] Head Coach
Ernest James 732-1854 [email protected] Asst. Coach
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President Faculty Athletics Representative Dr. Dale Dr. Nathan Armatas
Provost & V.P. for Academic & Student Engagement Business Director
Denise Dobos Student Athlete Advisory Committee Director of Athletics Chris Bess Fiscal Assistant Senior Woman Administrator Jennifer Gardner Dr. Katherine Robbins Compliance & Concerns Committee
Head Athletic Trainer & Strength & Conditioning Associate Director of Sports Information Director Administrative Coordinator Athletics Healthcare Admin. Coach Athletics Alex Womer Dave Higham Gary Hanna Ryan Grove Chad Williams Deputy Communications Officer Asst. Athletic Trainer Asst. Athletic Trainer Asst. Athletic Trainer Chris LaFuria Danielle Lodansky Audra Newmann Ryan Grove
COACHING STAFF
Men’s Basketball Coach Women’s Basketball Coach Cross Country Coach Track & Field Coach Women’s Volleyball Coach Pat Cleary Callie Wheeler Clayton Foster Anne Cleary Missy Soboleski
Assistant Coach Assistant Coach Assistant Coach Assistant Coach Chivas Whipple Chris Bess Annessa Steele Lee Anderson
Women’s Softball Coach Swimming Coach Cheerleading Coach Women’s Soccer Coach Men’s Wrestling Coach Dan Gierlak Chris Rhodes TBD Gary Kagiavas Matt Hill
Women’s Lacrosse Coach Tennis Coach eSports Coach Assistant Coach Jaylen Middlebrooks Kody Duncan Chris Rhodes Assistant Coach Jamie Sallie Ernest James
Football Head Coach Assistant Head Coach Assistant Coach Assistant Coach Assistant Coach Assistant Coach Jake Nulph Rich DeMaio Tony Papley Travis Tislaretz Keith Willis Jayson Nickson
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Athletic Administrators Responsibilities
Structure – address the person who is responsible
Director of Athletics/SWA – Katherine Robbins Associate Director of Athletics – Chad • Budgeting issues/approvals Williams • Personal issues • NCAA/PSAC compliance • Complaints • Transportation • VP and President liaison • Endowed scholarships awarding • Housing liaison • NCAA/PSAC reports • Ideas/concerns/complaints/issues • Admission/Financial Aid liaison • Fundraising ideas & approvals • NCAA/PSAC liaison • NCAA/PSAC liaison • Fan Program & Promotions • Player/personnel issues • Fundraising • SAAC • Career Athletes • Title IX Coordinator • Study Program & Academic • SGA Liaison Enhancement Program • Study Program
Administrative Assistant – Dave Higham Business Director – Denise Dobos • Practice schedules • Fundraising documentation • Facility usage • Ticket sales • Event management • Comp tickets • Camps • Accounting/purchasing liaison • Maintenance Issues • Tech & Comm liaison • UC/HPE liaison • Fundraising • Facility/equipment issues • Title IX gender equity • Construction & maintenance issues • Athletics & Camp Billing • Fundraising • Pool/Dome Membership • Community Service Logs • Rental Agreements
Head Sports Medicine – Gary Hanna Sport Information Director – Alex Womer • Sports medicine • Sports information • Team doctor liaison • Department photographer & video • Athletic insurance liaison liaison • Health care administrator • Athletic Department Website - NCAA health & safety-related • Fundraising legislation • External media liaison - Health & safety policies/practices • Internal media liaison - Independent medical care • Fan program & promotions
ADMISSIONS OFFICE (decisions on admission of all students) – 732-2761
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Diane Rayback Director of Undergraduate Admissions 814-732-1722 [email protected]
Melissa Manning Associate Director of Undergraduate Admissions 732-1757 [email protected]
Kyle Churman Undergraduate Admissions Recruiter 732-1751 [email protected]
Marisa Clark Assistant Director of Undergraduate Admissions/Diversity Recruiter 732-1759 [email protected] Victor Hudson Undergraduate Admissions Recruiter 732-1771 [email protected]
Meighan Lloyd – Athletic Liaison Assistant Director of Admissions 732-1768 [email protected]
Rena McCartney Assistant Director of Undergraduate Admissions/Event Coordinator 732-1777 [email protected] Katie White Undergraduate Admissions Recruiter 732-1783 [email protected]
Sheila McCarthy Coordinator of Articulation/Transfer Admission 732-1756 [email protected]
OFFICE OF RECORDS AND REGISTRATION – 732-5555
Timothy Pilewski Registrar [email protected]
Jess Albert Associate Registrar [email protected]
Alyssa Baer Assistant Registrar [email protected]
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ATHLETIC DEPARTMENT Eligibility Certification
Katherine Robbins Director of Athletics Chad Williams Associate Director of Athletics, Compliance
Academic Success Center Baron-Forness Library – second floor – 814-732-2218
Name Phone E-mail Aarron Hunsinger 732-1311 [email protected] George Morgan, III 732-1347 [email protected] Ashley Wassel 732-1312 [email protected]
Academic Success Faculty
Dr. Karen Seubert 732-1124 [email protected] Dr. Carol Gleichsner 732-1422 [email protected] Dr. Corbin Fowler 732-1123 [email protected] Dr. Bridget Jeffery 732-1627 [email protected]
Peer Tutoring – Students should contact the department which houses the course in which they are having difficulty. Many departments post tutoring schedules within the department or on the website. Students may also contact their academic advisors for information and advice.
Diversity and Inclusion
Terrence Mitchell, Director 732-2167 [email protected]
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New Form in Dropbox STUDENT ENGAGEMENT DIVISION STUDENT REFERRAL FORM @ INCIDENT DATE INCIDENT TIME STAFF MEMBER STAFF OFFICE STAFF PHONE
CONCERN X CONTACT PHONE NUMBER DESCRIPTION WEBSITE Support services to help students ACADEMIC Baron-Forness Library – 2nd http://www.edinboro.edu/directory/offices- 814-732-2218 reach academic goals and succeed SUCCESS CENTER Floor services/academic-success-center in classwork AA 24 Hour hotline ALCOHOLICS Meetings held on campus 814.452.2675 Alcoholics Anonymous Services www.aaeriepa.org ANONYMOUS Contact Student Health for more info x 2743 ALCOHOL AND Gaudenzia Erie DRUG Student Health Services 814.734.8760 Individual Counseling; Assessment http://www.gaudenziaerie.org/ COUNSELING McNerney Hall 24-hour a day, 7 day a week crisis 800.300.9558 Safe Harbor services for Erie County CRISIS SERVICES or https://www.shbh.org/?page_id=126 Erie, PA Telephone; walk-in; mobile; Crisis 814.456-2014 follow-up Counseling and Psychological Individual and Group Counseling; COUNSELING http://www.edinboro.edu/directory/offices- Services 814.732.2252 Assessment; All services SERVICES services/caps/index.html McNerney Hall confidential Crime Victim Center of Erie Reducing the impact of crime CRIME VICTIM County 814.455.9414 through counseling, education and http://www.cvcerie.org/ SERVICES Also available through Student advocacy Heath x2743 DIRECTOR OF University office that receives SOCIAL EQUITY & complaints and coordinates the http://www.edinboro.edu/directory/offices- Reeder Hall – 3rd Floor 814.732.2167 TITLE IX investigation of alleged federal civil services/social-equity/index.html COORDINATOR rights violations. HEALTH CARE Student Health Services http://www.edinboro.edu/directory/offices- 814.732.2743 Student Health Services AND ASSESSMENT McNerney Hall services/ghering/index.html RESIDENCE LIFE & Residence Life Office Temporary or continuous student http://www.edinboro.edu/directory/offices- 814.732.2818 HOUSING 215 Pogue Student Center housing on-campus services/res-life/index.html The Ombuds office provides a safe and OMBUDSPERSON 312 Reeder Hall 814.732.1710 neutral place for faculty, staff, students, http://www.edinboro.edu/directory/offices- parents and retirees to discuss conflicts, services/ombudsman/index.html / concerns or problems. Student Health Services Safe Journey provides dating and SAFE JOURNEY 814.438.2675 http://www.mysafejourney.org/ McNerney Hall domestic violence counseling. CRISIS LINE: 814.454.8161 SafeNet provides sanctuary, SAFENET Student Health Services 814.455.1774 http://www.safeneterie.org/ support, education and advocacy McNerney Hall Campus Ministry Spiritual support and guidance from SPIRITUAL http://www.edinboro.edu/directory/offices- 2nd Floor 814.732.2601 regional clergy and community SUPPORT services/campus-ministry/index.html McNerney Hall members Office of Judicial Affairs/ Student discipline, mediation, STUDENT JUDICIAL http://www.edinboro.edu/directory/offices- Residence Life and Housing 814.732.2920 investigation of Code of Conduct AFFAIRS services/judicial-affairs/index.html 215 Pogue Student Center violations 814.732.2911 24 Hour a day; 7 days a week; UNIVERSITY (emergency) http://www.edinboro.edu/directory/offices- 911 Scotland Road Police Services, Investigations, POLICE 814.732.2921 services/police/index.html Parking (non-emergency)
OTHER:
I have been provided with the above information related to a recent incident or concern. I am aware of the options available to me and have been made aware of the benefits of seeking assistance. Student Printed Name: ______
Student Signature: ______Date: ______Time: ______Staff Member Signature: ______Date the Title IX Coordinator was notified: Notified by whom: Updated 7/2017
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Athletics Counseling Services Student Referral Form
Directions: When making a referral, please use this form to document your student concern and provide important information to Counseling and Psychological Services (CAPS).
Date: Referral Source and Title: Referral Sport: Phone: Email:
Name of Student: Student ID: Relationship to Student: □ Faculty □ Staff □ Coach □ Other
Purpose of Referral: □ Personal concerns (family issues, current untreated mental illness, bereavement, etc.) □ Recent crisis/trauma (domestic violence, victim of violent crime, etc.) □ Alcohol or Substance Abuse concerns □ Other, please specify: □ CAPS Faculty member please call Referral Source for more detail
Additional Information/Request:
NOTE: It is the responsibility of the student to request and obtain verification of dates of attendance of services at CAPS and provide documentation or verification to their Coach and the Athletic Department. Please remind the student of his/her responsibility to do so.
Referral Source Signature: Date: Note: Students may have legal rights to access their files, so please be objective in your observations and statements on this form. You may view CAPS Confidentiality Policy and further information regarding counseling services and student privacy on the CAPS website: http://www.edinboro.edu/directory/offices-services/caps/index.html.
NCAA DIVISION II VISION STATEMENT
The NCAA’s purpose is to govern competition in a fair, safe, equitable and sportsmanlike manner, and to integrate intercollegiate athletics into higher education so that the educational experience of the student- 13 athlete is paramount. Through a shared effort, Division II intercollegiate athletics also seeks to provide value and significance for its members by supporting the mission of higher education and striking a balance among academic excellence, athletics competition and social growth while its colleges and universities prepare student-athletes to thrive in their lives and careers.
EDINBORO UNIVERSITY MISSION, VALUES AND VISION STATEMENTS
MISSION STATEMENT Distinguished by its focus on individual attention to student success, commitment to diversity, and responsiveness to the evolving needs of the broader community, Edinboro University provides the highest quality undergraduate, graduate and co-curricular education.
VALUES Edinboro University is committed to creating opportunities for intellectual and personal growth in an inclusive environment. We value excellence, curiosity, respect, responsibility, and integrity.
VISION Edinboro University will be the first choice among students, employers, and the community for excellence in higher education.
STUDENT ENGAGEMENT MISSION AND VISION STATEMENTS
MISSION
The Division of Student Engagement fosters opportunities to engage students in an environment conducive to lifelong learning. Our people-centered approach promotes learning, social interaction and personal growth in a multicultural world. We are committed to developing empowered and responsible students in their progression towards graduation and global citizenship.
VISION
Our students thrive because we are radically passionate about student success. We aspire to be at the forefront of innovation to address contemporary student needs. We will be recognized as a premier Division of Student Engagement.
ATHLETIC DEPARTMENT PHILOSOPHY The Edinboro University Student Athlete A Proud Tradition
The philosophy of athletics at Edinboro University is considered an important part of the institutional program of education that provides experiences that will assist in the development of the physical, mental 14 and emotional aspects of the student-athlete. As an institution of higher learning, we are committed to the development of the entire individual.
Student-athletes are stimulated to excel but the principles of good sportsmanship prevail at all times to enhance the educational value of the athletic contest. We believe that participation is a privilege that carries with it responsibilities to the University, the community, the team and to the student-athletes themselves. These experiences also contribute to the knowledge, skill and emotional well-being that our student-athletes possess; thereby making them better citizens. Student-athletes will strive to be involved as upstanding members of the Edinboro community and learn as much as possible from the overall educational experience. This includes establishing and maintaining strong relationships with faculty members and fellow student-athletes as well as with the student body at large.
Student-athletes understand that earning a degree is the primary goal of the student; that meeting all academic responsibilities, including regular class attendance and the completion of all assignments in a timely manner, is mandatory. The Edinboro University student-athlete will also understand that the assumption of personal responsibility is at the heart of the educational experience. Upperclassmen should consciously strive to serve as role models for new student-athletes.
The University promotes an environment in which fair and equitable distribution of overall athletic opportunities, benefits, and resources are available to men and women and one in which student-athletes, coaches and athletic administrators are not subject to gender-based discrimination. No individual shall be discriminated against on the basis of gender or race in intercollegiate athletics at Edinboro University.
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COMMUNITY VALUES EDINBORO UNIVERSITY OF PENNSYLVANIA
Edinboro University is committed to the values of excellence, respect, integrity, leadership, and the creation of opportunities for success for members of our campus community. Therefore, choosing to join this community compels individuals to honor these values and make positive contributions to our community.
As a member of this community:
. I agree to respect the dignity of all persons, and will strive to learn from the diversity of cultures, races, abilities, genders, ages, orientations, ideas, and opinions found within and beyond our community. . I agree to pursue academic and personal excellence by fully engaging myself in the learning that occurs both inside and outside of the classroom. . I agree to avoid the abuse and/or illegal use of alcohol and other drugs, as they will hinder my academic and personal performance. . I agree to respect the rights and property of others, and will not invite guests to the campus who seek to degrade, vandalize, or deface our campus and host community. . I agree to do all that I can to ensure that my campus community is kept clean and attractive, knowing that such an environment is essential to both physical and emotional well-being.
Diversity and Civility Statement
Who We Are
Edinboro University is an institution composed of individuals who are continuous learners and scholars. Our core values are excellence, curiosity, respect, responsibility, and integrity.
We live, work, and learn in a campus community that strives for excellence in everything we do, while valuing the safety, security and productivity of our students, faculty, staff and administrators.
We are a civil community demonstrating mutual respect for one another while cultivating mutual responsibility. We value academic freedom and an open exchange of ideas and opinions, but this freedom and exchange we cherish so deeply requires individual responsibility.
Who We Are Not
Even in the diverse and civil community, however, we recognize that there might be instances of behavior and conduct from members of our campus community that falls short of who we are as a civil community of continuous learners and scholars such that to a reasonable person the behavior or conduct clearly demonstrates intolerance, incivility and disrespect for others.
Edinboro University does not and will not tolerate acts, behavior or conduct of harassment which includes bullying and cyber-bullying, or intimidation, either direct or by implied threat, or acts of violence or threatened violence against individuals or groups belonging to our campus community. The University also will not tolerate acts of seriously disruptive behavior. Such acts, behavior, or conduct by or against any member of our community violates our accepted community standards and our standards of excellence. 16
DISCRIMINATION, HARASSMENT, INTIMIDATION & INSTITUTIONAL VANDALISM
University policies unequivocally prohibit discrimination, harassment, intimidation and institutional vandalism. Established procedures for addressing such issues are in place and will be immediately employed as needed, including investigatory and disciplinary measures.
The University seeks to resolve issues and concerns brought to its attention. There are times, however, when the investigation option is the more appropriate approach to resolving an issue of alleged harassment and discrimination. The Director of Social Equity/University Ombudsperson handles complaints of harassment and other forms of prohibited or illegal discrimination including situations covered under Title VI, Title VII, Title IX, ADA, and Section 504. Complaints against students are handled through the student judicial process. Complaints against employees are handled through the Office of Social Equity. Please note that under Title IX sexual harassment includes sexual violence and rape which are crimes.
On behalf of President Dr. Dale and the Edinboro University administration, members of the campus community are strongly encouraged to report incidents involving acts of discrimination, behavior or conduct of harassment and intimidation, institutional vandalism, acts or threats of violence, and other kinds of threatening or intimidating behavior. Incidents should be reported to one of the following campus offices:
• University Police: 814-732-2921; Emergency 814-732-2911 • Social Equity: 814-732-2167 • University Ombudsperson: 814-732-1710 • Human Resources and Faculty Relations: 814-732-2810 • Student Engagement: 814-732-2729 • Student Judicial Affairs: 814-732-2920
These campus offices communicate with one another as appropriate and, if necessary, will refer the report to the proper office for handling the incident.
You are encouraged to click on the link below for a list of the University’s social equity policies relating to harassment and other forms of illegal or prohibited discrimination, as well as selected other policies and codes. Policies are updated periodically. Current policies appear on the University Policy Manual web page. Social Equity Policies Seriously Disruptive Behavior Student Code of Conduct
Thank you for your individual contributions to building and maintaining a community of civility where the fair and equitable treatment, as well as the safety and security of our members is of utmost importance, and where all we do reflects our proud tradition and respect of diversity and excellence.
Terrence Mitchell, Director of Social Equity
------For Immediate Help On-Campus
University Police Counseling & Psychological Services 24/7 Emergency 814-732-2911 or 911 814-732-2252 17
Student Health Services Student Engagement/Residence Life Emergency On Call 814-732-2743 Staff – Contact the University Police
Other On-Campus Resources
Vice President Student Engagement Student Judicial Affairs 814-732-2729 814-732-2920 Safe Zone Program Sexual Violence Victims Advocates Contact any Safe Zone member listed on the website (Educational Programs About Sexual Violence) 814-732-2252 Human Resources & Faculty Relations Office of Social Equity 814-732-2703 814-732-2167 Residence Life and Housing Campus Ministry 814-732-2818 814-732-2601
Local/Regional Resources
Crisis Services 814-456-2014 Edinboro Borough Police 814-734-1712 Safe Journey, Services for Women Safe Net Hotline 814-438-2675 / 24 hour hotline 814-454-8161 (collect calls accepted) Call the main number and an appointment will be Call the main number and an appointment will be scheduled at the on campus satellite site. scheduled at the on campus satellite site. Saint Vincent Health Center – Emergency Crime Victim Center of Erie County 814-452-5000 814-455-9414 / 24 Hour Hotline Call the main number and an appointment will be scheduled at the on campus satellite site.
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Sex Discrimination and Sexual Misconduct
(Information provided here are excerpts from the University Policy Handbook on Sex Discrimination and Sexual Misconduct)
Edinboro University (EU) and the Athletic Department are committed to creating and maintaining a campus environment that is free of sex discrimination and sexual misconduct. Sex discrimination and sexual misconduct are violations of both Federal and State law as well as University policy. Sexual and gender- based harassment of students are forms of sex discrimination prohibited by Title IX. Acts of sexual violence are prohibited under Title IX, VAWA/Campus SAVE, and Title IV of the Violent Crime Control and Law Enforcement Act of 1994, Public Law 103–322. EU uses the term sexual misconduct to mean and include sexual and gender-based harassment and acts of sexual violence. Title IX protects all students at EU from sex discrimination and sexual misconduct.
Sexual Violence Title IX applies to student-on-student sexual violence, as well as employee-on-student sexual violence. EU recognizes that sexual misconduct, in particular, can result in trauma to the victim and other persons associated with the victim. Sexual violence is a crime – and while some survivors turn to the criminal justice system, others look to their schools for help or recourse.
Sexual violence is a form of sexual harassment and refers to physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent due to the victim’s incapacitation through the use of drugs or alcohol. A number of different acts fall into the category of sexual violence, including dating violence, rape, sexual assault, sexual battery, and sexual coercion.
Consent Consent is an informed decision made freely and actively by all parties. Conduct will be considered “without consent” if no clear consent, verbal or nonverbal, is given. Because sexual misconduct is defined as sexual activity that is undertaken without consent, each participant must obtain and give consent to each sexual act.
Consent is an affirmative decision to engage in mutually acceptable sexual activity, and consent is given by clear actions or words. People are strongly encouraged to talk with each other before and during any sexual interaction. Relying solely upon non-verbal communication can lead to miscommunication.
It should be noted that in some situations an individual’s ability to freely consent is taken away by another person or circumstance. Examples include when an individual is significantly impaired due to alcohol or other drugs, scared, physically forced, passed out, intimidated, coerced, mentally or physically impaired, beaten, threatened, isolated, or confined.
People with mental disabilities cannot give consent to sexual activity if they cannot appreciate the fact, nature, or extent of the sexual situation in which they find themselves. The mental disability of the victim must be known (or reasonably knowable) to the non-disabled sexual partner, in order to hold them responsible for the violation.
The following are clarifying points: • Consent is required each and every time there is sexual activity; • At any and all times when consent is withdrawn or not verbally agreed upon, the sexual activity must stop immediately; • Consent to some levels of sexual activity does not imply consent to all levels of sexual activity. Each new level of sexual activity requires consent; • The person(s) who initiate(s) a new level of sexual activity is responsible for asking for consent;
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• A current or previous dating or sexual relationship with the initiator (or anyone else) does not constitute consent; • Being intoxicated does not diminish one’s responsibility to obtain consent; • Bodily movements and non-verbal responses such as moans are not consent; • Silence, passivity, or lack of active resistance is not consent; • Intentional use of alcohol/drugs does not imply consent to sexual activity; • Seductive dancing or sexy/revealing clothing does not imply consent to sexual activity; • Anyone under the age of 16 cannot give consent; • Use of agreed upon forms of communication such as gestures or safe words is acceptable, but must be discussed and verbally agreed upon by all parties before sexual activity occurs.
Incapacitation Incapacitated persons cannot give consent. One who is incapacitated as a result of alcohol or other drug consumption (voluntarily or involuntarily), or who is unconscious, unaware, or otherwise helpless, is incapable of giving consent.
One must not engage in sexual activity with another whom one knows (or should reasonably know) to be incapacitated. Physically incapacitated persons are considered incapable of giving effective consent when they lack the ability to appreciate the fact that the situation is sexual, and/or cannot rationally and reasonably appreciate the nature and extent of that situation.
Examples of incapacitation include • unconscious, • sleeping, • frightened, • physically or psychologically pressured or forced, • intimidated, • threatened
Incapacitation can also result from • a psychological health condition, • voluntary intoxication, • involuntary use of any drug, intoxicant or controlled substance
Retaliation Prohibited EU will take appropriate steps to prevent any retaliation against a student or employee who makes a complaint or any student or employee who provides information regarding the complaint. Anyone making a complaint, responding to a complaint, or participating in a fact-finding investigation or hearing will be informed of the prohibition against retaliation.
Reporting Any person on or off campus can make a report to any one of the individuals listed below either by email, phone, mail, in-person reports. Victims of sexual violence are encouraged to discuss and report any actions with the University Police Department; however, under the VAWA/Campus SAVE, a victim has the right to choose not to report the act of sexual violence to law enforcement.
Anyone who has made a report or who otherwise believes that s/he has been subjected to sex discrimination and sexual misconduct is invited to provide the Social Equity Director/Title IX Coordinator with any recommendations regarding ways to improve the effectiveness of the campus’ implementation of its policies and procedures on these matters. 20
To Report Sex Discrimination, Sexual and Gender-Based Harassment
Who By Email | Phone In Person Andrew Matt 814-732-1564 Room 314 Title IX Coordinator [email protected] Reeder Hall
To Report Sexual Violence
Who By Email | Phone In Person Angela Vincent 814-732-2921 University Police Chief of Police [email protected] Department 911 Scotland Road 814-732-2921 Emergency 814-732-2911 Any Campus Police Officer 814-732-2921 University Police Emergency 814-732-2911 Department 911 Scotland Road Andrew Matt 814-732-1564 Room 314 Title IX Coordinator [email protected] Reeder Hall
Vice President for 814-732-2729 Office of Student Academic & Student Engagement Engagement Room 220 Pogue Student Center
Counseling and Other Resources
Upon request, counseling is available to any employee or student who believes that s/he has been subjected to any form of sexual harassment. Current University students may contact Counseling and Psychological Services located in the Ghering Health & Wellness Center, 300 Scotland Road at 814-732-2743. Current University employees may obtain counseling services through the State Employees Assistance Program (SEAP) at 800-692-7459.
The following resources are available to assist for victims of sexual violence. It is important to utilize the resources to see medical treatment (for the possibility of pregnancy or transmission of sexual diseases), evidence collection, and for reporting the incident to campus authorities and local law enforcement. A promise of confidentiality for victims (as permitted by law) and a promise of discretion and dignity is a high priority. The resources below can also assist with providing information regarding risk education and personal protection.
On-Campus Confidential Resources Counseling & Psychological Services Campus Ministry McNerney Hall, 300 Scotland Road Ghering Health and Wellness Center 814-732-2252 McNerney Hall (licensed counselors only recognized by 814 732-2601 the university who act in the capacity as a (pastoral counselors only) licensed counselor) Student Health Services McNerney Hall, 300 Scotland Road 21
814-732-2743 (licensed physicians only)
Confidential resources mean those resources where a victim of sexual violence may share an incident involving sexual harassment and other forms of sexual violence without their name being used in a report. These confidential resources, however, must provide a report of the incident to the Title IX Coordinator without providing the victim’s name.
Other On-Campus Resources University Police (24 hour availability) Student Judicial Affairs 24/7 Emergency 814-732-2911 or 2911 150 Perry Lane / Lawrence Towers 814-732-2920 Student Health Services Student Engagement McNerney Hall, 300 Scotland Road Emergency On Call Administrator – 814-732-2743 Contact the University Police (24 hour availability) Vice President Student Engagement Social Equity Director/Title IX Coordinator Dr. Frank G. Pogue Student Center 219 Meadville Street, Room 207 814-732-2313 Reeder Hall 814-732-2167 Human Resources & Faculty Relations University Ombudsperson 219 Meadville Street, Second Floor Alumni House, 1st Floor Reeder Hall 210 Meadville Street 814-732-2703 814-732-1710 Residence Life and Housing Pogue Center, Room 215 814-732-2818
Off-Campus Local and Regional Resources Crisis Services * Edinboro Borough Police 814-456-2014 or 800-300-9558 814-734-1712 Safe Journey, Services for Women Safe Net Crisis Line * 814-438-2675 / 24 hour hotline 814-454-8161 (collect calls accepted) Saint Vincent Health Center Crime Victim Center of Erie County * Emergency 814-455-9414 (24 Hour Hotline) 814-452-5000 (*indicates services also available at Ghering Health and Wellness Center) Inquiries about Title IX should be directed to:
Andrew Matt Title IX Coordinator 219 Meadville Street, Edinboro PA 16444 Phone: 814-732-1564 | Fax: 814-732-2153 | Email: [email protected]
Nondiscrimination Statement Edinboro University of Pennsylvania is an equal opportunity education institution and employer and will not discriminate on the basis of race, color, national origin, sex, sexual orientation and disability in its activities, programs or employment practices as required by Title VI, Title VII, Title IX, Section 504, ADEA and the ADA. 22
For information regarding civil rights or grievance procedures and for inquiries concerning the application of Title IX and its implementing regulations, contact Ms. Valerie O. Hayes, JD, MSW, Social Equity Director/Title IX Coordinator, 207 Reeder Hall, 219 Meadville Street, Edinboro, PA 16444 (814-732-2167). Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, 150 S. Independence Mall West, Suite 372, Public Ledger Building, Philadelphia PA 19106-9111 | Phone: 800-368-1019 | Fax: 215-861-4431 | TDD: 800-537-7697.
For information or assistance regarding services, activities and facilities that are accessible to and used by persons with a disability, contact the Office for Students with Disabilities at the Crawford Center (814-732- 2462 V/TTY). http://www.ncaa.org/sites/default/files/Staying+in+Bounds+Final.pdf
SPORTSMANSHIP
First and foremost, Edinboro University athletes should keep in perspective that you are a representative of the university when competing in collegiate athletics.
As far as sportsmanship and behavior, on and off the field, the athletes must be aware that they are a “walking public relations department” for Edinboro University and their teams. Actions and words are closely scrutinized by the public and the area media. When approached by the area media after a contest, the athletes should be cordial and cooperative, but always keeping in mind words and actions are being viewed by a great many people, and that those words not only reflect their own views, but also those of the university.
Once a reputation is established with a university and its behavior, it is difficult to deviate from the norm, as far as the everyday spectator is concerned. Thus good sportsmanship and proper behavior is a must!!! Edinboro University and the Athletic Department have worked hard to run a first class organization, so good behavior is vital in keeping the desired image.
In reference to behavior during tournament action, proper behavior is desired because Edinboro is in the eyes of our sister Pennsylvania State Athletic Conference schools. When hosting a conference championship, it is important to our reputation as an institution to uphold the image which we are trying to portray. The ability to win properly is as important as being a “good loser”. Athletes should keep the same frame of mind…in defeat, lose gracefully, in victory, be proud but don’t flaunt it.
As far as behavior in rental, state vehicles or buses, it is apparent that the actions of the athletes once again carry the public relations tag. The vehicles are the University’s, but should be cared for as if they were owned by the individuals using them. They are used by all sports at the University, so athletes should take their peers into consideration in caring for vehicles.
The PSAC Policy on sportsmanship and ethical behavior can be found at www.psacsports.org; sportsmanship policy.
UNIVERSITY ANTI-HAZING POLICY
The Athletic Department does not condone any type of hazing as defined by the Edinboro University approved policy No. A045. Each coach should inform his or respective student-athletes about the general conditions of the approved policy as approved in 1993. 23
An abbreviated description of hazing and the appropriate sanctions follows with the entire policy available for review on-line at www.edinboro.edu Anti-Hazing Policy.
Hazing is defined as a violation of the Student Code of Conduct and is subject to the disciplinary sanctions listed in the Edinboro University of Pennsylvania Disciplinary Procedures and Student Code of Conduct, which include, but are not limited to, the imposition of probation, suspension, or dismissal.
The term hazing shall include, but not be limited to, any brutality of a physical nature, such as:
• whipping • beating • branding • forced calisthenics • exposure to the elements • forced consumption of food, liquor, drugs (legal or illegal) or other substances any other forced physical activity affecting the physical health and safety of the individual
The term hazing shall also include any activity which would subject an individual to extreme mental stress, such as: • sleep deprivation • forced exclusion from social contact • forced conduct which could result in extreme embarrassment • any other forced activity which could adversely affect the mental health or dignity of a student.
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PENALTIES
All penalties imposed under the exercise of University disciplinary authority are separate from any penalty imposed under the Anti-Hazing Law, other criminal laws or other Edinboro University Policy regulations, which apply.
As of the date this policy was first initiated, conviction under the Anti-Hazing Law of the crime of hazing was a misdemeanor of the third degree and is punishable by a jail sentence of up to one year and/or a fine of up to $2,500.
Student-Athlete Statement Regarding Involvement In Internet-Based Social Networking Communities
Internet Social Networking Community Sites. Internet sites such as Facebook, Twitter, Snapchat and others provide individuals with an opportunity to interact with an extraordinarily expansive universe of new people and connect with current friends. Postings on personal profiles, groups, and chats are in the public domain and easily accessible by anyone including reporters, parents, coaches, groupies, predators, employers, and graduate school admissions officials. Once information is posted, it can be retrieved by computer savvy individuals even after it has been deleted.
Athletics Department Position. Participation in intercollegiate athletics at the Edinboro University is a privilege, not a right. While the Athletics Department does not prohibit involvement with internet based social networking communities, the high standard of honor and dignity expected from our student-athletes at all times encompasses comments and postings made to internet sites. The Athletics Department reserves the right to take action against any currently enrolled student-athlete engaged in behavior that violates University, Department, or team rules, including such behavior that occurs in postings on the internet. This action may include education, counseling, team suspension, termination from the team and reduction, cancellation, or non-renewal of any athletics scholarship.
Recommendations. Immediately review any internet websites you may have posted on the internet to ensure that the postings are consistent with University, Department, and team rules and that they present you in a way you want to be portrayed. For your safety and privacy, you should refrain from posting and should promptly remove any personally identifiable information such as telephone number, address, class schedule and places frequented as well as any photos you may have posted. Be cautious about which chat groups you join to be sure you want to be publicly associated with that group. Once you become a member, you are linked to the discussion that takes place within that group. Only the group’s administrator is able to delete your group membership or postings made to a group site.
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SOCIAL NETWORKING POLICY Student-Athletes
As representatives of the Edinboro University Department of Athletics, student-athletes should remember that they are held to a high standard of behavior. This includes any activities conducted on any social networking websites (e.g., Facebook, Twitter, Instagram) or any other online site (e.g., webshots.com). While we support and encourage individuals’ freedom of expression and First Amendment rights, we are concerned about your safety and the well-being of all of our student-athletes. Educating and protecting our student-athletes is our primary concern, so please keep in mind the following guidelines as you participate on social networking websites:
1. Before participating in any online community, understand that anything posted online is available to anyone in the world. 2. Do not post your home address, local address, phone number(s), birth date or other personal information (e.g., class schedule, social plans). 3. Do not post any information that would violate Edinboro University, Athletics Department or student-athlete codes of conduct and/or state or federal laws. 4. Do not post any information, photos or other items online that could embarrass you, your family, your team, the Athletics Department or Edinboro University. This includes, but is not limited to information, photos, quotes and other items that may be tagged to you from another user. 5. Do not add a “friend” unless it is actually someone you know. Many people are looking to expose student-athletes (e.g., badjocks.com) and/or gain information about your team that will assist in gambling activities or provide material for unsportsmanlike behavior from opposing fans. Do not comment publicly about any recruits that have not signed a National Letter of Intent with Edinboro University. Commenting publicly includes communicating publicly on a prospect’s Facebook wall or mentioning them in a tweet. Doing so can result in an NCAA rules violation. 6. Do not endorse a commercial business of any kind – doing so can jeopardize your amateurism and NCAA eligibility. It is ok to check in or announce that you are at a commercial location, but it is not permissible to make a call to action (i.e., “I love Bluestone – everybody should try their BBQ chicken pizza) 7. If you discover any inappropriate information on the networking page of any Edinboro student- athlete you will immediately contact one of the following people: the student-athlete, a coach, the Director of Athletics, or any other member of Athletic Department’s senior staff.
Social networking websites may be regularly monitored by a number of sources within Edinboro University (e.g., Athletics Department, Student Engagement, University Police) as well as sources outside of Edinboro (e.g., potential employers, internship supervisors). In addition to potential employers, an increasing number of graduate programs and scholarship committees also search these sites to screen candidates.
Edinboro student-athletes should be very careful when using online social networking sites and keep in mind that sanctions may be imposed if these sites are used improperly or depict inappropriate, embarrassing or dangerous behaviors. Those sanctions can include, but are not limited to public or private reprimand, suspension from practice or competition, dismissal from the program, and loss of athletics aid, if applicable.
Online Social Networking Guidelines 26
The following information was developed to provide you with some guidance as to what type of behavior is appropriate relative to online social networking. These guidelines are not all inclusive; rather, they are intended to be used as a foundation for sound decision making.
Text Guidelines – words and/or phrases not permitted anywhere on your networking page, regardless of who posted them, include (but are not limited to) the following: 1. Any words or phrases considered to be harassing and/or discriminatory in nature on the basis of sex, race, color, religion, national origin, or sexual orientation. 2. Any demeaning statements about or threats to any third party. 3. Sexually explicit language. 4. Curse words not permitted over the airwaves (e.g., George Carlin’s 7 words). 5. Words or phrases to describe excessive social activities (e.g., partying, boozing and smoking are not appropriate hobbies for student-athletes who maintain a leadership role in the community.) 6. Words or phrases you would not want attributed directly to you should they be released publicly (e.g., newspaper, television story).
Photo Guidelines – examples of inappropriate or offensive behaviors posted on social networking sites may include (but are not limited to) depictions or presentations of the following, regardless of who posted them: 1. Hazing, an activity that violates the Edinboro Student Code of Conduct. 2. Use of alcohol and drugs, regardless of age. 3. Lewd or lascivious behavior including sexually explicit pictures. 4. Photos meant to demean the individuals included in the photo. 5. Any photos you would not want publicly released on television or in a newspaper.
Sanctions Sanctions for failure to agree and adhere to this policy and the guidelines set forth above may result in actions including, but not limited to, public or private reprimand, suspension from practice or competition, dismissal from the program, and loss of athletics aid, if applicable. It is the Athletics Department’s intention to achieve a level of behavior that reflects positively on all of us
Twitter Almost everybody is on Twitter. You are expected to hold yourselves to a higher standard that will best represent the team & the University. All it takes is one bad tweet to create a problem. You should maintain a positive attitude/perception in your social media posting. Consider reading @Darrenrovell’s “100 Twitter Rules to Live By.” After composing a Tweet, but before you hit send, ask yourself: “Would I be comfortable saying this in front of my parents, my grandmother, my pastor?” If the answer is no, discard it.
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EDINBORO UNIVERSITY ATHLETIC DEPARTMENT CONCERNS COMMITTEE
The main responsibility and purpose of this committee is to hear and address specific concerns from the student-athlete. These concerns may arise from a particular relationship with a coach or an existing situation with a peer student-athlete. (i.e., removal from team). This committee will not hear appeals concerning the cancellation of athletic grant-in-aid scholarships or denied transfer release requests. All financial aid appeals will be heard by the Financial Aid Advisory and Appeals Committee Athletic Department Financial Aid Subcommittee.
Director of Athletics, Chairperson Associate Director of Athletics Athletic Administrative Coordinator Senior Woman Administrator Faculty Athletic Representative Athletic Coach* - Senior Student-Athlete – appointed by SAAC
*An alternative coach will be selected if the senior coach is involved in any way with the hearing or situation being heard by the committee.
At the discretion of the Vice President for Student Engagement and Success and the Director of Athletics additional member of the committee can be added.
EDINBORO UNIVERSITY COMPLIANCE COMMITTEE The purpose of the committee is to provide campus-wide NCAA/PSAC, and MAC rules education and updating of established policies and procedures within the athletic compliance area. The Director of Athletics will chair the committee which will meet approximately two times a year or more frequently if necessary.
Each member of the committee is an integral part of Edinboro University’s athletic compliance efforts and is responsible for a portion of NCAA rules compliance.
Committee Membership
Associate Director of Athletics/Compliance Coordinator (Chair) Members: Director of Athletics Director of Admissions* Senior Woman Administrator Registrar* Athletic Administrative Coordinator Director of Financial Aid* Sports Information Director Faculty Athletic Representative Head Athletic Trainer Director for University Communications
* or designee responsible for athletics – these areas can have more than one representative if director desires.
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Compliance Committee Meeting Schedule
The Compliance Committee will meet twice yearly. The committee may elect to schedule additional meetings if necessary.
Compliance Committee NCAA Rules Education
NCAA Regional Rules Seminar : The Associate Director of Athletics/Compliance Coordinator should attend the NCAA regional rules seminar on a yearly basis. The representative from the following areas will attend the regional rules seminar on a rotating basis. Edinboro University will send a minimum of two committee representatives to the regional rules seminar each year; the compliance coordinator and one additional member. Financial Aid representative Admission representative Registration representative Faculty Athletic Representative
NCAA Convention: The Director of Athletics will attend the NCAA Convention each year. While the Vice President for Student Engagement will attend the NCAA Convention every other year.
PSAC/NCAA Rules Seminar: Edinboro University should send the following members of the Compliance Committee to the PSAC/NCAA rules seminar (when schedule permits). Director of Athletics Associate Director of Athletics/Compliance Coordinator Faculty Athletic representative Financial Aid representative Admission Representative Registration representative
It is the responsibility of the committee members to disseminate all appropriate information received in the various rules education seminars to the entire compliance committee.
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EUP Statement of Academic Integrity In order to create an environment conducive to the legitimate pursuit of knowledge and to promote the highest level of academic excellence, the faculty of Edinboro University of Pennsylvania hold all students accountable for maintaining the highest standards of academic integrity. Students who participate in any form of academic dishonesty will be considered to be in violation of the Edinboro University’s academic integrity statement and will be subject to sanctions, up to and including dismissal from the University.
Academic dishonesty is defined as follows:
Cheating. Behaviors including, but not limited to, use of unauthorized notes or reference materials during examination; copying answers from another student’s paper during an examination; the unauthorized possession of academic materials, including exams; the unauthorized exchange of information or collaboration regarding tests, or other course assignments; aiding another to engage in cheating; and/or all other acts of academic dishonesty that any member of this academic community would reasonably understand to be a breach of this academic integrity statement will be considered cheating and an act of academic dishonesty.
Plagiarism. Plagiarism may be defined as the act of taking the ideas and/or expression of ideas of another person and representing them as one’s own. This includes, but is not limited to, using ideas or passages from a work without properly attributing the source, paraphrasing the work of another without giving proper credit, and/or the sale, purchase, or exchange of papers or research. It is the student’s responsibility to know what plagiarism is and to properly cite the work of others. If a student is in doubt, it is their responsibility to resolve any ambiguity prior to submitting the work. Plagiarism is nothing less than an act of theft, and, as such, is subject to University disciplinary action.
Students are expected to represent their personal work honestly in that the work students submit for evaluation in a course is their own. Honesty is expected in all facets of students’ academic lives and in their interactions with faculty regarding all aspects of their courses. Students involved in acts of cheating or plagiarism fail to meet the mission of the University and thus are subject to disciplinary action.
Students who are in violation of the University’s academic integrity statement will be held accountable for their actions by the faculty member and the academic department, and be subject to the imposition of discipline. Such violations can result in the student receiving a lower grade or a failing grade for the assignment and/or the course, and/or other academic sanctions as deemed to be appropriate by the faculty member.
Students engaged in dishonest academic behavior can also be held accountable for a violation of the Student Code of Conduct. Allegations by a faculty member of a student’s academic dishonesty can result in formal judicial charges being filed with the Office of Student Judicial Affairs, and a hearing before the Committee of Fact. Students who are found to be responsible for a violation of the University’s Statement of Academic Integrity will be subject to disciplinary sanctions, up to and including, University suspension or expulsion.
*Along with the director of compliance and a representative of the Registrar office, the FAR will review semester-by-semester academic records of student-athletes to ensure satisfactory progress requirements
*Assist in the monitoring of coaches’ recruiting records for compliance purposes
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*Review annually the Athletic Study Program and advise the athletic department and Study Program representatives as to improvements
*Represent the University at Pennsylvania State Athletic Conference, Mid-American Conference and NCAA meetings and seminars when required
Clery Act and Your Security
In 1990, Congress enacted the Crime Awareness and Campus Security Act of 1990 (Title II of Public Law 101-542), which amended the Higher Education Act of 1965 (HEA). This act required all postsecondary institutions participating in HEA’s Title IV student financial assistance programs to disclose campus crime statistics and security information. The act was amended in 1992, 1998 and 2000. The 1998 amendments renamed the law the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act in memory of a student who was slain in her dorm room in 1986. It is generally referred to as the Clery Act. On August 14, 2008, the Higher Education Opportunity Act or HEOA (Public Law 110-3115) reauthorized and expanded the Higher Education Act o f1965, as amended. HEOA amended the Clery Act and created additional safety-and security-related requirements for institutions.
To ensure your safety and to allow you to confidentially inform campus officials of any crime that you may have been witness to or experienced yourself, please know that the following University representatives are designated as campus security authorities. These individuals are available for you to report any activity that you feel needs to be brought to the attention of proper campus officials.
• Vice President of Student Life • Director of Housing • Assistant Director of Residence Life and Housing • Director of Campus Life and Leadership Development • Director of Athletics • Associate Director of Athletics • Ghering Health Center staff • all RAs and area coordinators at Porreco
To review our campus’s annual security report, please keyword search “clery” from www.edinboro.edu or stop into our campus police office and request a printed copy.
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FACULTY ATHLETIC REPRESENTATIVE Dr. Nathan Armatas
As described in Article 6.1.3 of the NCAA Constitution, the faculty athletics representative (FAR) shall be “a member of the institution’s faculty or an administrator who holds faculty rank and shall not hold an administrative or coaching position in the athletics department.”
This position, appointed by the President, provides advice and oversight for the Intercollegiate Athletic Program, and is critically important in upholding the integrity of the University. A strong working relationship between the FAR and the chief executive officer, ensures a model of effectiveness in contributing to the institutional control of an athletic program.
The duties of the FAR (but not limited to): • Ensure the academic integrity of the University • Assist in facilitating the institutional control of the intercollegiate athletics program • Enhance the overall academic and athletic experience of the student-athlete • Represent the faculty on review boards, appeal processes and the University’s Athletic Compliance Committee • Review of the initial eligibility of incoming freshman student-athletes • Along with the director of compliance and a representative of the Registrar office, the FAR will review semester-by-semester academic records of student-athletes to ensure satisfactory progress requirements • Assist in the monitoring of coaches’ recruiting records for compliance purposes • Review annually the Athletic Study Program and advise the athletic department and Study Program representatives as to improvements • Represent the University at Pennsylvania State Athletic Conference and NCAA meetings and seminars when required
Message from the Faculty Athletic Representative
Every college and university that is affiliated with the NCAA has designated a member of their faculty to serve as a liaison between their student-athletes, their faculty and administration, and the NCAA. I am proud to serve in this role and look forward to learning more about you. As a former Edinboro student- athlete myself, I’m familiar with the opportunities and challenges that each of you face.
The ability to properly budget your time, maintain strong self-motivation, and stay healthy are just a few of the attributes necessary for being successful as a college athlete and student. By excelling academically, you help to dispel old stereotypes about college athletes, bring positive recognition to your team, your sport, and your University, and put yourself on a trajectory for a lifetime of success and happiness.
There are a number of academic honors that I would like you to seriously consider. Edinboro University’s Scholar-Athlete banquet is held each spring to recognize student-athletes earning an overall GPA of 3.0 or higher. PSAC Scholar Athletes are recognized at the end of the academic year and for this honor, you need an overall GPA of at least 3.25. A solid percentage of our student-athletes meet these high standards each year, but you can take us even higher. There are also national academic honors by sport including Academic All-Americans (selected by a panel of Sports Information Directors) and All-Academic teams (selected by each sport’s coaches).
Fighting Scots that came before you faced these same trials, and were able to achieve remarkable things by dreaming big, working hard, and being resilient. 32
In 2010, Jarrod King, a national champion in Division I wrestling at 165 pounds became Edinboro’s first PSAC Male Student-Athlete of the Year Award. Kara Hopkins a standout swimmer and volleyball player, was Edinboro’s first PSAC Female Student-Athlete of the Year in 1990. Jarrod and Kara didn’t earn that recognition by accepting anything less than their best effort at whatever they did. When you walk through the lobby in McComb Fieldhouse, look at the their plaques and ask yourself what things you can do to become the best possible version of yourself.
The Athletic Department staff, your coaches, and I will be communicating with you during the school year about how to maximize your success as a student-athlete (e.g., minimize scheduling conflicts between your athletic activities and your classes). I’m available to you when you have questions and look forward to watching you compete, and hearing and reading about your future achievements. Let’s Go Scots!
SENIOR WOMAN ADMINISTRATOR
Dr. Katherine Robbins – 732-2085
As defined by the NCAA Constitution, the SWA is the highest-ranking female administrator involved with the conduct of a member institution’s intercollegiate athletics program. She should be a full-time institutional employee who has demonstrated an interest in athletics.
At Edinboro University, the SWA is a presidential appointment and reports to the Director of Athletics.
The duties of the SWA (but not limited to):
• Acts as a key decision-maker instrumentally involved with the athletics department. • Participates on senior management team. • Strategizes ways to support and manage gender equity and Title IX plans and issues. • Advocates issues important to female and male student-athletes, coaches and staff. • Educates individuals on issues concerning both men and women. • Serves as a role model and resource for student-athletes, coaches, administrators and others. • Leads student-athletes in successfully balancing academics and athletics. • Reviews Equity in Athletics Disclosure Act Report and the Gender Equity Plan.
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STUDENT ATHLETE ADVISORY COMMITTEE (SAAC)
The purpose of the SAAC is to streamline and promote efficient communication between the Athletic Department administration and the student-athlete population. The SAAC provides the student-athlete population with an opportunity to more effectively communicate with the Athletic Department administration and provide suggestions on programs designed to serve their needs. They actively encourage involvement of the student-athlete in campus and community projects. The SAAC will design and implement programs which will encourage academic achievement, health promotion, social responsibility, and general awareness.
BYLAWS
Article I. Purpose 1. To generate a student-athlete voice within the institution. 2. To solicit student-athlete response to proposed NCAA legislation. 3. To suggest potential NCAA legislation. 4. To organize community service efforts. 5. To create a vehicle for student-athlete representation on campus, conference-wide, and nationally.
Article II. Non-discrimination Statement This committee will not discriminate based on ethnicity, age, gender, sexual orientation, religion or sport.
Article III. Membership
1. The SAAC will be made up of two representatives from each team.
Men’s Cross Country 2 Women’s Cross 2 Country Men’s Basketball 2 Women’s Basketball 2 Football 2 Volleyball 2 Wheelchair Basketball 2 Soccer 2 Wrestling 2 Lacrosse 2 Men’s Swimming 2 Women’s Swimming 2 Men’s Track & Field 2 Women’s Track & Field 2 Men’s Tennis 2 Women’s Tennis 2 eSports 2 Softball 2 ** Men’s and women’s track and field representatives should not be members of the cross country team. 2. Each representative will have only one voting privilege. 3. Each representative will must remain athletically and academically eligible. 4. Selection of members: • Outgoing SAAC member presents SAAC mission to teammates. The goal is to recruit interested teammates to join SAAC. • Team members will/can self-nominate – SAAC member and coach encourage quality candidates. • Coach/SAAC member make the first selection from self-nominated candidates. • If no self-nomination, coach/SAAC member select a quality candidate.
Article IV. Executive Board 34
Voting for the Executive Board will take place each spring. The terms for all positions on the board are 1 year commencing in the fall after spring election. Candidates nominate themselves with presentation of qualifications and will be voted in by majority. If there is a tie, all members will revote between the tied candidates. Candidates may run for multiple years if selected. When possible, the four executive positions should be from different sports (men and women’s sports are considered separate). At least one Executive board member should make every attempt to attend the PSAC and/or NCAA SAAC member meetings.
1. Chair (must have served a full year on SAAC) • Presides over meetings • Serves as liaison to campus athletic department • Functions as spokesperson for campus • Attend one meeting held by athletic department each semester
2. Vice-Chair • Presides over meeting in absence of Chair • Exercises all functions of the Chair in absence of Chair • Keep attendance record • Keep meeting records/notes • Run election
3. Media/Promotion Director • Responsible for website • Responsible for posting meeting record/notes. • Promote SAAC activities • Promote home athletic contest
4. Special Projects/Events Coordinator • Coordinate community service • Organize student athlete inclusion events • Coordinate Make-A-Wish • Liaison to Super Fan Program
Article V. Meetings 1. There will be at least one meeting per month. There may be more held if deemed necessary. 2. Attendance at meetings is required. If a member must miss a meeting, they must email the Chair/ or AD BEFORE the meeting commences. 3. Three (3) unexcused absences – replace member.
Article VI. Additional Bylaws/Amendments Additional Bylaws/Amendments may be added to this constitution with 2/3 approval from all members.
Revised 3/22/18
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CROWD CONTROL PROCEDURES
To provide a safe atmosphere at home athletic events, the following procedures will be followed each year:
• Each August at Athletic Department staff meeting, the staff will be re-educated on the following: o Sportsmanship – The coaches should talk to their athletes about the importance of good sportsmanship and the ramifications of poor sportsmanship (suspensions). o Review the emergency action plan and location of emergency phones. o All coaches should be first aid and CPR certified. o If a “fight” or “storming of the field” breaks out, the coaches should instruct their team to regress to a safe place.
• Each year the event staff (student workers) will be instructed/educated on the following: o Wearing “event staff” shirts. o Review the emergency action plan and location of emergency phones. o Being polite and courteous. o A “fight” or “storming of the field” breaks out, the event staff should call the police immediately and attempt to keep individuals safe and wait for instruction from event manager (paid staff).
• Each year the athletic administration will review the crowd control and sportsmanship procedures. o All event managers should be aware of the emergency action plan. o All public address announcers should read the PSAC sportsmanship statement before each event. o All game programs will contain the PSAC Sportsmanship Statement. o If a “fight” or “storming the field/court” occurs, the PA announcer should attempt to defuse the situation. o The team video person should be instructed to keep the video camera running during the incident (copy of the tape should go to event manager). o In a sport where there is no athletic administrator to act or event manager, the coach will act as event manager. o The police will be kept informed when EUP is hosting a home event.
• Sports specific issues: o Police should be on duty at all home football games. o Ambulance should be on-site at all home football games. o The police should be notified if a large crowd is anticipated at a home event or if the opposing team has a history of violence.
PRE-GAME MUSIC GUIDELINES
All pregame music must be approved by the coach (coach should initial the CD as approved) and submitted to the Sports Information Director for final approval 48 hours prior to the event. Music should be free from profanity, suggestive content, and/or rude content. The music should not be offensive to young children, the athletic administration, or fans of all ages.
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FERPA
From time to time, each of us has been asked to provide information about students. Many times, this is via the telephone. Please be aware that there is a Federal Law (Family Educational Rights and Privacy Act) which stipulates NO INFORMATION about a student other than directory information may be released to the public without the written consent of the student.
Directory information:
1. Student name. 2. Campus, local, home address, email address and telephone number. 3. Date and place of birth, weight and height of athletic team member. 4. Dates of attendance. The most recent previous educational agency or institution attended by the student. 5. Major field of study 6. Student activity participation (including athletics). 7. Date of graduation and degrees and awards received; part-time/full-time status. 8. Information concerning alumni accomplishments. 9. Student photograph.
A student may stipulate that directory information may not be released to the public. When a student has done so in writing, my office codes the student’s file so that the message "CONFIDENTIAL” appears on the BANNER screen when you access that student's particular record. Absolutely NO INFORMATION may be released about a student with a public information hold.
This notice is particularly important at this time of the school year as we begin another semester.
My office has been (and will be) receiving calls from students, parents and others asking to give them grades, academic status, GPA, etc., over the phone. This is strictly forbidden under FERPA. Remember, when in doubt, don’t!!! If you are receiving similar phone calls, please refer these callers to my office at 732-3501.
FERPA
The Family Education Rights and Privacy Act of 1974 (FERPA) states that a student must authorize in writing the release of his/her educational records. Please complete and sign this form to authorize release of your educational, financial aid and bursar records by any University official to an individual indicating the relationship listed below and who is able to provide the security keyword listed below.
Access form with the following link:
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ATHLETIC HALL OF FAME BYLAWS
PURPOSE
To recognize men and women who have distinguished themselves in the field of athletics at Edinboro University, either by virtue of their performance on athletic teams representing the University, or by meritorious efforts on behalf of athletics.
ATHLETIC ACHIEVEMENT AWARD CRITERIA
1. An athlete must have graduated, from a four-year institution, and also earned a letter in a varsity sport from Edinboro University.
2. A nominated candidate must have demonstrated good citizenship during their tenure while serving the University as well as time thereafter.
3. An athlete must have been out of school a minimum of ten years, however special consideration for a graduate will be determined on an individual basis by the board.
4. Coach, athletic administrator, or other nominees, graduate or not, who have performed meritorious service for or on behalf of the athletic program at the University. A current Athletic Department staff member must be employed for a minimum of 20 years before they are eligible to be considered for induction.
DISTINGUISHED SERVICE AWARD CRITERIA
This award would be given to an individual in recognition for extended years of service to Edinboro University of Pennsylvania and its Athletic Department. This honor would be bestowed on a individual who has provided distinguished service (monetary or time) to the Athletic Department and its student-athletes.
A current Athletic Department staff member must be employed for a minimum of 20 years before they are eligible for induction.
Distinguished Service Award nominees must receive at least 51% of the tabulated vote (example; 6 of 11 committee members present, 6 of 10, or 5 of 9).
LIFETIME ACHIEVEMENT IN SPORTS AWARD CRITERIA
Given to an individual in recognition of a lifetime contribution to the field of athletics including contributions upon leaving Edinboro University. This group may include former coaches and student- athletes who distinguish themselves either by virtue of their performance on Edinboro athletic teams or by meritorious efforts on behalf of athletics.
Lifetime Achievement in Sports Award nominees must receive at least 51% of the tabulated vote (example; 6 of 11 committee members present, 6 of 10, 5 of 9).
PROCEDURES
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1. No less than three nominees, nor more than eight, may be elected to the Hall of Fame in a single year, excluding the first year which allowed the selection committee to select no more than twenty. Only one individual from the Distinguished Service and the Lifetime Achievement in Sports Award (total of 2) may be elected to the Hall of Fame each year. These are in addition to the maximum of eight that may be inducted by way of the Athletic Achievement Award category. It is NOT mandatory to induct a Distinguished Service Award of a Lifetime Achievement in Sports Award nominee each year. There is no limit, however, to the times a nominee may be considered for the Hall of Fame. Individuals who are voted into the Hall of Fame, but refuse induction for whatever reason, may not be reviewed and considered at a later date. A candidate can only be inducted in the Hall of Fame one time in a designated category whether it be the Athletic Achievement Award, Distinguished Service Award or the Lifetime Achievement in Sports Award.
2. The nominating committee shall consist of the members of the Athletic Hall of Fame Board. The nominating committee shall solicit and receive written recommendations with the supporting evidence for the nominees by November 1 of each year.
3. Athletic Achievement nominees must receive at least 70% of the tabulated vote to be inducted. The selection committee members can only vote for 70% of the nominees that are on the ballot at the time of voting. This percentage restriction includes each subsequent vote during the voting procedure. A nominee receives 90% vote on the first ballot will be insured induction to the Hall of Fame unless the eight member maximum is exceeded. If the eight maximum is exceeded, then a nominee with 100% of the vote on the first ballot would be inducted unless the eight member maximum is exceeded.
4. Assistance in acquiring supporting information for nominees should be obtained through the Sports Information Office, Edinboro University. The Sports Information Director can be reached by phone at 814 732 1834 or email [email protected]. The SID will be responsible for getting the necessary nominating information forms to the proper individuals and organizations in a timely manner to ensure that the forms meet the November 1 deadline.
5. The SID will also be responsible for organizing and distributing supporting information of nominees to the selection committee for review prior to the actual voting meeting (November/December) that year.
6. The elected nominee must accept induction by January 1 of the year of their induction. They must also attend the induction ceremonies the last Saturday in April of that year or have representation present to accept.
Current committee members as of August 2020:
Michael Barnes Dave Higham Janet Bowker Todd Jay Janet Dean Jon Pulice Aubrey Dillon Roy Shinn Sue Goldthwaite Bob Shreve Alex Womer
SOX HARRISON/NANCY ACKER AWARDS
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The Sox Harrison (men) and Nancy Acker (women) awards may be presented annually to the respective athletes who demonstrate extraordinarily high levels of athletic performance, academic progression towards graduation, and citizenship that honors their team and the university. The awards will be presented at the Hall of Fame Ceremony. (Awards do not necessarily have to be awarded if there are no eligible candidates for that year.)
NOMINATION PROCESS
Nominations will be made in writing to the Sports Information Director on or before the designated deadline in the year that the award will be presented. Coaches, athletic administrators, or athletic support staff can make nominations (a person may nominate more than one person). The nominating staff member will have the opportunity to make a presentation to the entire athletic staff at a meeting that is specifically designated by the Director of Athletics for this purpose only. The meeting will take place outside the normal athletic staff meeting schedule. ALL members of the Athletic Department will be invited to attend. Nominators should limit their presentations to five minutes in length.
The student-athlete can only be nominated one time and must meet the following standards:
1. The student-athlete’s eligibility has expired or they are in their final season of eligibility, or they have completed their graduation requirements and received their degree. 2. The student-athlete must have completed a minimum of no less than 84 credit hours. 3. In the case of student-athletes who have transferred from other institutions; only those credits that are earned at Edinboro University of PA and transfer credits that are accepted by Edinboro University of PA will be used to determine the 84 hour requirements.
The following guidelines should be considered for a nominee: 1. Athletic prowess: The student-athlete should have demonstrated extraordinary athletic performance in his/her sport. 2. Athletic honors: The student-athlete should have received honors at the conference, regional, or national level of competition; i.e., all-american team selection, all-regional team selection, national championship, national player of the year, all-conference team selection. Other honors in this category would be conference rookie of the year, conference MVP, national and conference statistic leader… 3. Academic achievement: The student-athlete’s progression toward a degree should be highly considered. Other qualifications would be academic honors such as dean’s list, scholar athlete awards, academic department honors, professional organization academic awards… 4. Community service. 5. Citizenship.
VOTING PROCEDURE
Voting shall take place by secret ballot on the day of the nominee presentations.
The vote should be cast for the best athlete based on the guidelines above. The individuals voting below are representing the Athletic Department not their own sport/interest. If an individual cannot vote based on the above guidelines, they may remove themselves from the voting.
Votes will be accepted from the following: Director of Athletics 1 Softball 1 Associate Director of Athletics 1 Swimming (M&W) 1 Assistant to the Director of Athletics 1 Volleyball 1 Business Director for Athletics 1 Tennis (M&W) 1 40
Adaptive Athletic Program 1 Track & Field (M&W) 1 Men’s Basketball 1 Wrestling 1 Women’s Basketball 1 Sports Information 1 Cross Country (M&W) 1 Head Athletic Trainer 1 Football 1 Faculty Athletic Representative 1 Lacrosse 1 Soccer 1
This list should be reviewed and revised as personnel and program changes are made.
The votes will be tabulated by the Director of Athletics, Sports Information Director, and a person from the Student Engagement Division (outside the Athletic Department).
Updated 04/14/14
VARSITY AWARD GUIDELINES
An athlete can only earn a varsity letter for each year they participate in a varsity sport at Edinboro University. A transfer would not receive credit for letters earned at a previous school. An athlete would have to earn a first year letter at Edinboro University before they earn the second year letter at Edinboro University and so on. Each team can set their own criteria for earning a varsity letter but the varsity letters must be awarded in year order.
Academic Honors and Awards
National
CoSiDA/Capital One Academic All-America Criteria: GPA = 3.3, starter or significant reserve, participated in ≥ 50% of competitions, at least a sophomore, nominated by their institution, selected by a national panel of SIDs; categories for women include basketball, soccer, cross country/track & field, and at-large teams; categories for men include football, basketball, cross country/track & field, and at-large; selections are from all NCAA II teams
NCAA Elite 89 Award Criteria: Sophomore or older (academically and athletically), with the highest GPA competing at the national championship
Jim McKay Scholarship ($10,000) Criteria: one senior male and one senior female student-athlete with GPA ≥ 3.5, committed to enrolling in a graduate program within five years, potential to make a contribution to the sports communication industry, superior character and leadership, understanding and appreciation of Jim McKay
NCAA Postgraduate Scholarships ($7500) Criteria: 29 men and 29 women student-athletes across all three divisions for each sports season (174 total), who excel academically and athletically, and in their final year of college eligibility
Walter Byers Postgraduate Scholarship ($24,000) Criteria: GPA ≥ 3.5, student-athlete, senior or graduate student, plan to earn a professional degree (e.g., law or medical school), superior character and leadership, personal and intellectual development positively influenced by athletics and community service 41
NCAA Degree Completion Award (tuition) Student-athlete who received athletic scholarship, has no remaining eligibility or athletic aid, is within 32 credits of first undergraduate degree, GPA ≥ 2.5
Ethnic Minority and Women’s Enhancement Postgraduate Scholarship for Career in Athletics ($7500) 13 ethnic minorities and 13 female college graduates, for graduate study in sports administration or other area related to athletics
Coaches Associations’ All-Academic teams Basketball (NABC): Team: average team GPA ≥ 3.0; Individual: junior or senior academically, completed at least one year at current institution, varsity player, and GPA ≥ 3.2 Cross Country (USTFCCCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.25; 2) completed ≥ 12 credits during the season; and 3) placed in the top 50% at nationals or top 30% at regionals Swimming (CSCAA): Team: average team GPA ≥ 3.0; Individual: 1) ≥ 3.5 GPA cumulative or past semester; 2) competed at or qualified for the national championships Wrestling (NWCA): Individual: 1) ≥ 3.2 GPA; 2) win ≥ 60% of matches and/or qualify for the NCAA Championships Tennis (ITA): Team: average team GPA ≥ 3.2; Individual: 1) GPA ≥ 3.5 for current AY; 2) enrolled at current institution for ≥ 2 semesters; and 3) varsity letter winner Track and Field (USTFCCCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.25; and 2) reached provisional qualifying standard for NCAA II national championships Lacrosse (IWLCA): Team: average team GPA ≥ 3.0; Individual: 1) GPA ≥ 3.5; and 2) at least a junior Soccer (NSCAA): Team: average team GPA ≥ 3.0; Individual: GPA ≥ 3.3, starter for ≥ 50% of all games, junior or above academically Softball (NFCA): Team: average team GPA ≥ 3.0; Individual: GPA ≥ 3.5 Volleyball (AVCA): Team: average team GPA ≥ 3.3
Division II Director of Athleticss Association Academic Achievement Award: individual student- athletes with GPA ≥ 3.5, at least four semesters completed, and active members of team during the past year
Regional
CoSiDA/Capital One Academic All-District Criteria: GPA = 3.3, starter or significant reserve, participated in ≥ 50% of competitions, at least a sophomore, nominated by their institution, selected by a national panel of SIDs; categories for women include basketball, soccer, cross country/track & field, and at-large teams; categories for men include football, basketball, cross country/track & field, and at-large; selections are from all NCAA II teams in the region
PSAC
Female Scholar-Athlete of the Year Award Criteria: Top 10 award recipient
Male Scholar-Athlete of the Year Award Criteria: Top 10 award recipient
Top 10 Award (10 selected for each sports season or 30 per year) Criteria: GPA ≥ 3.5, starter or key reserve on team, and 42
Highest team GPA for each sport in the PSAC
Champion Scholar Award Criteria: Sophomore or older with the highest GPA in the sport at the conference championships
Scholar-Athlete Criteria: GPA ≥ 3.25
Edinboro University
Scholar-Athlete (invited to banquet in February) Criteria: GPA≥ 3.0
Male Scholar-Athlete of the Year (awarded at Hall of Fame celebration)
Female Scholar-Athlete of the Year (awarded at Hall of Fame celebration)
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PERSONNEL ISSUES
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CONDUCT OF COACHES- Disciplinary process
As stated in the NCAA Constitution, Bylaw 11.2.1, Contractual agreements or appointments between a coach and institution shall include the stipulation that the coach may be suspended for a period of time, without pay, or that the coach’s employment may be terminated if the coach is found to be involved in deliberate and serious violation of NCAA regulations.
If NCAA or PSAC rules violations occur, the procedure of discipline are addressed in the Coach’s Collective Bargaining.
JOB EXPECTATIONS AND DUTIES OF COACHES
• Conduct practices, games, and attend work dressed in appropriate attire. Provide leadership, organization, and supervision for all practices and games.
• Assist in fund-raising; all fund-raising activities must be approved by the Director of Athletics.
• Conduct and develop an extensive recruiting program.
• Assist in guiding student-athletes towards maintaining eligibility and meeting graduation requirements.
• Comply with University, NCAA, PSAC, and MAC pertinent eligibility rules.
• Determine practice times and locations in consultation with Director of Athletics before season’s practice begins. Approval for preseason and vacation period practices and costs must be from Director of Athletics.
• Coordinate equipment and budget requests with the Director of Athletics.
• Maintain an adequate inventory of equipment before season and at the end of the season.
• Report road game results to Sports Information immediately after contests to aid in promoting your program.
• Follow guidelines that have been established for usage of buses, mini-bus, van, and state cars.
• Follow procedures that have been established by the Athletic Department and/or University for recruiting, equipment purchases, and physicals for athletes. In addition, procedures for using leased recruiting cars; completion of all required forms for in-state/out-of-state travel.
• Distribute Student Athlete Handbook to each student-athlete who is a member of your squad.
• Perform other reasonable duties as assigned by the Director of Athletics.
• Mandatory attendance at Athletic Staff Meetings.
• Help implement the Edinboro University Athletic Drug Education, Screening, and Counseling Program for Intercollegiate athletes. This includes being a member of the drug screening team.
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• Work closely with athletic trainers and physicians concerning the care and prevention of athletic injuries. Give athletic trainers a copy of practice, travel, and game schedules.
• Represent Edinboro University at all PSAC or MAC coaches meetings, alumni meetings, and clinics.
• Schedule, with approval of the Director of Athletics, all home/away contests for your specific sport.
• Secure information, through the Director of Athletics and the Associate Director of Athletics, regarding all NCAA, PSAC , and MAC eligibility rules. Coaches are not permitted to phone the NCAA, PSAC, or MAC.
• Student athletes should be informed by the coach of the squad at their first team meeting of the rules, regulations, and training requirements of that particular squad.
• The coaches should actively fund-raise in accordance with university policy.
• COACHES CONDUCT: It is expected that all coaches (head, assistants, full-time, part-time, volunteers) should constantly strive to conduct themselves and the efforts of their teams in a manner that would reflect only positively on the coach, the squad, the Athletic Department, and the University. It is essential that each coach fashion his/her individual actions in such a manner as to set a high standard of behavior for their student-athletes to follow as well as developing a life/coaching style that would present itself as an excellent role model for all to appreciate/follow. In reaching these goals, all coaches would be expected to:
A. Not advocate or condone the use of alcohol by student-athletes. Coaches should refrain from the personal consumption of alcoholic beverages, while they represent the University, at any game (home or away) or other functions of any type, while they are accompanied by, responsible for, or in the presence of student-athletes.
B. Be aware of the symptoms of drug use or abuse; the known practice of drug use by student- athletes should not be tolerated by coaches. All coaches should make every effort possible to assist student-athletes positively identified as drug users, procedures, or distributors to obtain professional help and assistance in the process of rehabilitation. Coaches should be and remain drug-free.
C. Every effort should be made by all coaches to discourage student-athletes from using tobacco or tobacco products. Coaches must refrain from the personal use of tobacco products while in the presence of student-athletes during practice sessions, games, or other such athletic events (NCAA rule).
D. Unacceptable behavior (personal-moral-ethical) by student-athletes should not be accepted or tolerated by coaches while such student-athletes are on campus, traveling to, participating in or returning from athletic functions. Coaches, through positive personal actions, should strive to set a positive example for their student-athletes.
E. The mode and style of dress by the student-athlete should be monitored closely by the coach. Clothing attire for all student-athletes and all coaches at all athletic functions (home and away) should reflect good style and proper taste. Coaches and student-athletes together create and project a positive image of and for their University.
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F. The use of vile and abusive language by student-athletes should not be tolerated by the coaches. Coaches should refrain from the use of abusive language.
OFFICE PROCEDURES AND POLICIES
1. Honor all appointments and meetings. When an emergency necessitates cancellation, please make every effort to inform the party concerned.
2. How you handle the telephone relates to our public image. Be professional and courteous at all times.
3. Offices must be secured when not in use. Log off your computer when you are not in your office.
4. When leaving the facility in the evening, please be sure that all doors are secured behind you.
5. Students should not be given keys to gain access to offices or any other facility, including the weight room. Furthermore, students must not be permitted to use office telephones, equipment, or supplies for their personal use – NCAA RULE.
6. Copy machines are to be used by staff members ONLY. No more than 50 copies should be made on the copy machine. If more copies are required, please have them duplicated at the Duplicating Center located in Ross Hall. Allow 3 working days.
7. If coaches are out of the office for extended periods, the Director of Athletics should have a phone contact.
Keys
Keys are the property of Edinboro University. DO NOT DUPLICATE OR COPY KEYS. When assigned to the athletic staff members, such become the responsibility of the individual. For the protection of the individual, as well as the Athletic Department, coaches and staff members are not to loan their keys to NON-DEPARTMENT MEMBERS or to STUDENT-ATHLETES.
Authorization and Issuance Keys to the Athletic Department offices, and other facilities will be authorized and assigned to coaches through the Director of Athletics. A Key Request Form must be completed and submitted to the Director of Athletics. You will be notified when the key is ready to be picked up at the Facilities Office.
Lost Keys Lost or stolen keys should be reported immediately to the Director of Athletics and the Facilities Office. In the event that additional keys are needed, such requests must be made through the athletic office. The duplication of the keys by coaches is prohibited.
Return of Keys Upon termination of employment with the Athletic Department, coaches are required to return all keys to the Facilities Office.
Athletically Related Income – DIVISION I ONLY
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NCAA Bylaw 11.2.2 – Contractual agreements, including letters of appointments, between a full- time or part-time athletics department staff member (excluding secretarial or clerical personnel) and an institution shall include the stipulation that the staff member is required to provide a written detailed account annually to the president or chancellor for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution’s policy related to outside income and benefits applicable to all full-time or part-time employees. Sources of such income shall include, but are not limited to, the following: • Income from annuities • Sports camps • Housing benefits (including preferential housing arrangements) • Country club membership • Complimentary ticket sales • Television and radio programs • Endorsement or consultation contracts with athletics shoe, apparel or equipment manufacturers
Volunteer Coach
Obtain Volunteer Approval Form for Athletics in the Director of Athletics Office. You must attach a detailed resume, a short statement of the volunteer’s qualifications/experience, proof that a reference check has been conducted, and a brief statement regarding what the assignment will entail. Return form to the Director of Athletic Office with all attachments to be processed.
Remember, volunteer coaches are not permitted to drive state or rental vehicles. . Before volunteer coaches may be involved in the program, they must have the appropriate background clearances received. These are obtained by completing the forms in the Athletic Office or on- line at the Human Resources website. You must allow 4-6 weeks for the clearances to process. Volunteer coaches cannot participate in the program without approved clearances!
Below is a list of clearances required: • Pennsylvania Child Abuse History Clearance Form (CY 113 (UF) 6/11). This is the child abuse application.
• Consent/Release of Information Authorization Form for Pennsylvania Child Abuse History Clearance. This is the consent they need to sign so the clearance comes directly to Human Resources.
• Fair Credit Act Disclosure Form. This is the form that needs signed to do the criminal background clearances through Justifacts. Justifacts also needs the Date of Birth and Social Security number.
Parking passes for volunteer coaches:
After all paperwork and clearances have been processed, the volunteer coach may obtain a parking permit by providing the Athletic Department Office with the following information: first and last name, cell number, license plate number, state issued, vehicle make/model.
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VOLUNTEER APPROVAL FORM FOR ATHLETICS
SECTION I: This section is to be completed and signed by the immediate supervisor of the volunteer: NAME OF VOLUNTEER SS#
ADDRESS
DATES OF ASSIGNMENT TO
Directions: Attach a detailed resume for the above-named volunteer and a short statement of the volunteer’s qualifications/experience. Also, attach proof that a reference check has been conducted. A brief statement regarding what the assignment will entail should be included as well. Please sign below to attest to the completion of all of the above and forward to the Director of Athletics.
SIGNATURE DATE
SECTION II: To be completed by the Director of Athletics and forwarded to the appropriate Vice President. The suggestion to assign the above volunteer is recommended for further consideration.
SIGNATURE DATE
SECTION III: To be completed by the Vice President. If so recommended, all materials mentioned in Section I should be sent directly to the Human Resources Office. That office will be responsible for coordinating the approvals of APSCUF (through the Faculty Relations Office) and the President. I agree with the suggestion to recommend the above volunteer. I disagree with this suggestion (return to Director of Athletics Office).
SIGNATURE DATE
Date Received in Human Resources Office
SECTION IV: The Human Resources Office has prepared the necessary paperwork for the President’s review of the assignment of the above-referenced volunteer. The above facts confirm that this assignment has been completed in conjunction with collective bargaining language and university policy. I authorize this assignment I do not authorize this assignment
SIGNATURE OF PRESIDENT DATE
Return all materials to Human Resources, Reeder Hall, 2nd Floor…Thank you.
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RECRUITING
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RECRUITING
Edinboro University observes the recruiting regulations of the NCAA regarding student-athletes. Each coach has a copy of the rules and regulations of the NCAA policy manual and will be responsible for adhering to them. If there are any questions regarding these rules, please contact the Director of Athletics or Associate Director of Athletics.
The following guidelines regarding recruiting procedures must be followed:
COACHES RECRUITING TRAVEL:
As mandated by NCAA legislation, all Division I and II coaches are required to take a certification exam. These exams will be administered according to NCAA, PSAC, and MAC guidelines. All University and Department policies and procedures must be followed.
Anytime you and/or your team leave campus on University business (recruiting, team travel, etc.) a travel request (either paper of ESS) must be completed and approved. If the following procedures are not followed, you may not be covered through he University, reimbursement may not be approved and/or you may be required to pay back expenses charged to a University credit card.
Recruiting Travel -Employee must enter each of their trips in ARMS and ESS well enough in advance so it can go through the approval process. -Any costs should be paid for by the employee or put on their travel card, and receipts should be entered into ESS for reimbursement. -No recruiting expenses for employee/staff meals, gas, mileage, etc. should be put on a purchasing card.
Student Employees and Graduate Assistants -Request for Travel Form must be completed and submitted at least two weeks in advance. -Travel Expense Voucher must be completed for any expenses requesting reimbursement.
Rentals Other than Enterprise -Must sign up for the highest coverage for insurance.
PERSPECTIVE STUDENT-ATHLETE RECRUIT TRAVEL:
1. To request reimbursement for expenses for a perspective recruit, a Direct Pay Form should be completed with all original receipts attached and given the Director of Athletics secretary.
2. To request payment for expenses to a vendor for a perspective recruit, a Direct Pay should be completed with original invoice attached and given the Director of Athletics secretary.
3. Athletic Meal Passes are available in the Director of Athletics secretary office. The passes may be used for recruit meals at the University Dining Hall. You must include the following information: recruit name, sport account code, date and coaches signature.
RECRUITMENT OF STUDENT-ATHLETES
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Edinboro University of Pennsylvania, its athletic department and staff, as well as those individuals termed representatives of athletics interest, adhere to all rules and regulations as set forth in Bylaw 13 of the NCAA Constitution. Per NCAA rules and regulations, each coaching staff member is required to pass a recruiting examination before permission is granted to recruit off campus.
When recruiting potential student-athletes, the staff is required to adhere to not only all NCAA and conference regulations, but also to expected standards as established by the University. It is not permissible for a coach or student host to encourage, promote or condone the use of alcohol or illegal drugs at any time during the recruiting process.
The department IS NOT guaranteed any admissions slots at Edinboro University. All students, regardless of their association with athletics or not, have the same admission standards set forth by the University and it Admissions Office.
The coaching staff is encouraged to recruit the student-athlete who best fits the needs of their respective programs both financially and in terms of team unity. Each individual sport coach has a limit to the number of student-athletes they can recruit, due to budget constraints, but no coach is instructed to recruit, or not to recruit, a specific type of athlete to Edinboro University.
For information on complimentary tickets to recruits, see Scheduling; Procedure for Complimentary Tickets for Home Events.
NATIONAL LETTER OF INTENT POLICY
Edinboro University does utilize the National Letter of Intent (NLI) in securing prospective student- athletes. The Pennsylvania State Athletic Conference (PSAC) oversees the overall operation of the NLI.
Currently, Edinboro University does not have a policy that requires University admissions office personnel review the academic qualifications of the prospective student-athlete (PSA) prior to our coaches seeking to sign that PSA to an NLI. Instead, our University coaches are responsible to adhere to all University admissions standards when reviewing the academic transcript, credentials and test scores of the PSAs they recruit. If there is any question or concern about admitting a PSA, the coaching staff has a direct liaison (assistant director of admissions) that will advise them as to the admission possibilities of that PSA.
As stated previously, our coaches know that no student is guaranteed admission to Edinboro University. Athletics does not get slotted spots for admission to the school.
RECRUITING PERIODS
There are four recruiting periods; one of these will always be in effect:
Contract Period Evaluation Period Quiet Period Dead Period
Please refer to the chart below for assistance in determining the types of activities permissible during the appropriate periods. 52
CONTACT EVALUATION QUIET DEAD Phone Calls Yes Yes Yes Yes Written Correspondence Yes Yes Yes Yes Evaluations Yes Yes No No Official/Unofficial Visit Yes Yes Yes No Off Campus Contact Yes No No No
MAILINGS
Recruiting materials may be provided to a prospect (including general correspondence related to athletics) starting June 15 immediately preceding prospect’s junior year in high school (Bylaw 13.4.1).
SPECIFIC RESPONSIBILITIES
Athletic compliance: responsible for the following areas which include, but are not limited to: • Evaluate the dates on which recruiting materials are distributed to prospective student- athletes. • Ensure established procedures are followed by coaching staff.
NCAA INITIAL ELIGIBILITY CENTER
The certifying process is now being done by the NCAA Eligibility Center (IEC). When recruiting, coaches are encouraged to take NCAA forms to each school they visit. If they have questions or need clarification, they can call the Associate Director of Athletics’ Office for assistance. The compliance officer must be given a list of recruits to submit to the IEC. This should be done as early as possible.
Coaches must submit a list of recruits that have committed to Edinboro University to the Athletic Office. This list should include correct spelling of the athlete’s name, date of birth, high school graduation date, high school, city, and state. Do not wait until your recruiting is over before submitting a list. This will avoid a massive amount of paperwork and will assist admissions in the certifying process.
WALK ONS
If the student-athlete is a freshman, they must apply to the NCAA IEC (https://web3.ncaa.org/ecwr3/); if they have been at Edinboro or are considered upperclassman; satisfactory progress requirements must be checked (24 hours) by the compliance coordinator to see if they would be eligible. They must also clear amateurism at the IEC.
The student-athlete must present, proof of a minimum test score (68 ACT sum or 820) to the compliance coordinator. They can obtain this from their transcripts submitted to our Admissions Office per their initial application.
The student-athlete must show proof of medical insurance to athletic trainers.
The student-athlete must have a current physical.
The student-athlete must fill out NCAA forms, including the Student Athlete Statement and the Drug Testing Consent Form as well as the attached walk-on form which requires signatures from the coach,
53 compliance coordinator, and the athletic trainer.
RECRUITING LOG
All coaches must update the Recruiting Log spreadsheet in Dropbox so all recruits can properly be coded for Admission and Academic purposes by the Associate Athletic Director.
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NEW STUDENT-ATHLETE POLICY AND PROCEDURE
First and foremost, head coach interviews potential student-athlete, in person, and determines whether there is a spot open on his/her current roster and whether that student-athlete can be a benefit to the program. Once that is determined and affirmed, the coach signs the form below:
Head Coach or designee signature Date
After the coach has determined that the student-athlete will be part of the program, he/she will refer them to the compliance officer to talk with student and determine academic history and eligibility issues.
Compliance officer instructs student athlete (if they have enrolled in a collegiate institution on or after August 2007) to go through the initial eligibility center https://web3.ncaa.org/ecwr3/. This is currently a $75.00- $85.00 fee.
Compliance officer will also assess the student-athlete’s progress toward degree to determine the current eligibility for practice. It will also be determined at this time as to the pending and future eligibility of student-athlete to compete for the University.
Compliance Office or designee signature Date
Once the student-athlete is determined to be eligible to practice or compete, the student-athlete will be referred to Sports Medicine for insurance verification and also confirmation of a proven physical within the last six months. Once the student-athlete is cleared physically with insurance and proof of physical, then the head athletic trainer or designee will sign off.
Head Athletic Trainer or designee signature Date
The student-athlete will then sign to confirm that he/she had met with the head coach, the compliance officer and the athletic trainer to complete this process.
Student-athlete signature Date
Route back to head coach; final copies for coach, compliance officer, and athletic trainer.
ADMISSIONS PROCEDURES
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Due to the volume of applications being processed annually by the Admissions Office, the following procedures/guidelines should make the response to prospective student-athletes as timely as possible.
1. Necessary application documents: a. completed application form (all questions fully answered); - students can apply on-line b. $30 application fee; list of “accepted” fee waivers: • “Early Advantage” students • Academic Sports League • Those who qualify for SAT/ACT fee waiver • Home school students • Those students who transfer under Academic Passport • CONAP students • GECAC students identified as Educational Talent Search or Upward Bound Programs • Those students who participate in the SSHE Partnership Programs, i.e., Philadelphia Partnership • Art Smart students • Students who have an Admissions Office or Athletic Department campus visit. c. official high school transcripts (and college, if applicable); d. SAT/ACT scores.
2. Criteria reviewed: a. college major requested; b. high school curriculum; c. individual subject grades; d. overall GPA; e. class rank; f. SAT/ACT score; g. Supplemental information (awards, activities, attendance, letters of recommendation, part- time jobs).
3. Length of admission process: After of all items listed in #1 are received, to the point of response, is three weeks or less. The student will receive a letter of acceptance, denial or request for additional information (e.g., updated senior grades, retake of SAT/ACT, change of major, etc.).
4. Typical freshman/transfer profile: The majority of freshman have a 3.0 grade point average, SAT score of 980 (combined new SAT) or 19 composite ACT score, a class rank in the upper 2/5 of their class and are active in their school and community. The transfer student will have a minimum 2.0 GPA in their college level courses. Some majors (Education, Business, Nursing) will require a higher college GPA to be accepted into that particular major.
5. Recruitment literature available: Viewbooks, brochures, and catalogs are available upon request from the Admissions Office. For large quantities, please make your requests two weeks before your recruiting needs. 56
6. Office/campus visits: Visits for prospective student-athletes and their parents are welcomed by the Admissions Office. However, it is imperative that you give two weeks advance notice. You may also wish to arrange for group visits/presentations.
7. NCAA certification: Initial NCAA eligibility is determined by the NCAA IEC.
8. It is the coach’s responsibility to have all proper documentation required by the NCAA before a student-athlete makes an official visit.
NOTE: All official academic transcripts should be sent directly from the high school or previous college to the Admissions Office.
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RECRUITING POLICY PROCESS
1. Each time a student-athlete hosts a recruit, they must sign an Athletic Student Host Regulation form (Form 3). If host money is given to the student-athlete host, they must also sign the Student Host Instruction/Receipt form (Form 4).
2. The head coach or designee (must be a full-time coach) is responsible for monitoring accurate recruiting records (preferably the Athletic Department recruiting folder). The Director of Athletics, Associate Director of Athletics and Faculty Athletic Representative will monitor recruiting records.
• Form 1 must be signed by all Athletic Department personnel each year.
• Form 2 must be signed by all student-athletes before they host a perspective student- athlete. This form should be signed after the student-athlete attended Recruiting 101 presented by an athletic administrator in the presence of the head coach.
• Form 3 must be signed by the student-athlete host prior to hosting a recruit. Separate forms must be signed for each host/recruit.
• Form 4 must be used by the coach when the NCAA permissible host money is issued to the student-athlete host.
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Edinboro University Athletic Department Official/Unofficial Visit Policy
1. All recruiting activities must abide by NCAA, PSAC, MAC and University rules and policies.
2. According to the NCAA handbook, 13.6.2 Academic Requirements for Official Visit PSAT, SAT, PLAN (or PACT Plus) or ACT Score, a member institution may not provide an expense-paid visit to a high-school or preparatory school prospect who has not presented the institution with a score from a PSAT, an SAT, a PLAN (or PACT Plus) or an ACT test taken on a national testing date under national testing conditions. The score must be presented in writing through an official high-school or testing-agency document or through the use of the applicable testing agency’s automated-voice system. A foreign or learning-disabled prospect who requires a special administration of the PSAT, SAT, PLAN (or PACT Plus) or ACT may present such a score on the approval of the appropriate academic requirements committee. Division I requires a high school, prep school, two-year, or four-year college transcript.
3. Appropriate Forms must be used for the travel reimbursement and to provide the funds to the host. Receipts are required for host money.
4. All Student Hosts must be educated by a coach and an athletic administrator (and sign the appropriate form) about his/her role and expectations. This orientation should include specific instructions as related to restrictions for official visits and policies relating to alcohol and drugs.
5. An Official/Unofficial Visit Itinerary and appropriate forms must be kept in the prospects student athlete file for review by the Associate Director of Athletics.
6. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty- one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
I have read the above policy, understand and agree to the above regulations.
Signature Print Name
Position Date
Form 1
Edinboro University Athletic Department 59
Guidelines for Hosting Recruits on Official/Unofficial Visits (Must be signed before a student-athlete may host a recruit)
Listed below are general guidelines for hosting a recruit on an official/unofficial university visit. You must read and review these guidelines with your recruiting coach. At the bottom of this page, please sign and date to confirm that you have read and understood the parameters set forth below:
1. I understand that as a host, I am representing Edinboro University Athletic Department. I will act with this in mind in the presence of the recruit I have been chosen to host.
2. I have read and signed the NCAA student host form and will abide by all NCAA rules that govern hosting a recruit.
3. I will abide by all rules set forth by Edinboro University in the student athlete handbook and the university code of conduct. I understand that as a guest on our campus, the recruit I am hosting must also abide by these rules.
4. As a host of a prospective student athlete (recruit), it is my responsibility to accompany my recruit at all times. It is also my responsibility to personally check him/her back into his place of residence, after hosting the student athlete.
5. As a host, I have a role in determining whether or not a recruit is a good fit for our athletic program and our university. I understand that the time spent with my recruit during the official visit is an important part of this process and character evaluation.
6. I understand that any violation of the above policies will be met with severe consequences that could include the loss of my scholarship and/or suspension from the team.
7. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty- one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
I certify that I have read, understand and agree to the above regulations.
Student-host signature Student-host printed name Date
Coach’s Signature Coach’s Printed name Date
Athletic Administrator’s Signature Athletic Administrator’s Printed Name Date Form 2
Edinboro University Athletic Department Intercollegiate Athletics Student Host Regulations 60
(To be completed prior to performing any host responsibilities)
Student Host ______Sport______Prospect Date/Time of Arrival Date/Time Departure ______
Serving as a student host is an important service to Edinboro University Athletic Department and your team. Appropriate conduct is required of you by institutional, conference, and NCAA regulations.
A. You must be enrolled as a full time student at Edinboro University. If you are a freshman student, you must have been certified as a qualifier. B. Funds may be provided to cover entertainment expenses for yourself, the prospect and the prospect’s legal guardians or spouse. C. No cash may be given to the visiting prospect. D. You may not use student-athlete host money to purchase, or otherwise provide the prospect with gifts of value (e.g. souvenirs or clothing). Funds may not be used to buy alcoholic beverages or drugs, nor shall a prospective student be taken to, or stay at, any function where alcohol/drugs is present. E. On the Edinboro University campus, representatives of Edinboro University athletic interest (ex. Boosters) are also allowed to be involved in recruiting prospects. (Division II Only) F. You may not use vehicles provided, or arranged for, by an institutional staff member or booster. You may not transport the prospect or anyone accompanying the prospect more than 30 miles from the campus. G. The prospect is not permitted to take part in any athletic activities related to the sport for which they are being recruited unless a NCAA/PSAC approved tryout is arranged by the coach. H. You may receive a complementary admission (not a hard ticket) when accompanying a prospect to a campus athletic event. I. You are responsible for submitting a Student Host Expense Request Form. This should be accomplished on the day following the visitation. J. Pennsylvania law prohibits the consumption of alcoholic beverages by individuals under the age of twenty- one (21). Edinboro University does not, and shall not, promote or condone the use of alcohol, drugs, paid escorts, strip clubs or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Edinboro. Further, Edinboro University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes. K. Contact your coach in case of emergencies.
Signature Date
Print Name
Form 3
Edinboro University Athletic Department RECRUITING – STUDENT HOST RECEIPT
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Student Host: Sport:
Prospect:
Acting as a student host is an important service to the institution and the Athletic Department. Appropriate conduct is required of you by the institution, conference and NCAA standards.
1. You must be enrolled at this institution. If you are a freshman student at a Division I or II institution, you must have been a high school qualifier. 2. Only you shall be provided money with which to entertain only yourself, the prospect, the prospect’s parents (legal guardians) or spouse. Other students may assist with hosting the prospect but shall pay for their own entertainment. 3. A maximum of $30 per day may be provided with an additional $15 per day for each additional prospect entertained by you. 4. No cash may be given to the visiting prospect or anyone else. 5. You may not use entertainment funds to purchase, or otherwise provide the prospect with, gifts of value (example: souvenirs or clothing). 6. You may not use vehicles provided or arranged for by an institutional staff member or booster of the athletics interests. 7. You should not allow recruiting conversations to occur, on or off campus if Division I and off campus if Division II, between the prospect and a booster of the athletic program. (If an unplanned meeting occurs, only an exchange of greetings is permissible.) 8. A prospect visiting a member institution may participate in physical workouts or other recreational activities during a visit to an institution’s campus provided such activities are not organized or observed by members of the Athletic Department’s coaching staff and are not designed to test the athletic abilities of the prospect. 9. You may receive a complimentary admission (not a hard ticket) when accompanying a prospect to a campus athletic event.
I certify that I have read the above instructions and hereby acknowledge the receipt of $ for the purpose of hosting the above names prospect(s) on the date(s) of
Head Coach Date Student Host Date
Director of Athletics Date Form 4
Sample Notification Letter for a Division I Prospect Making an Official Visit
[name of institution]
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date student name address
Dear ,
We are very pleased that you have chosen to make an official visit to our campus to evaluate our academic and athletic program. Because it is an official visit, we will pay for your expenses.
NCAA regulations require that we inform you in writing before your scheduled visit that you may make a maximum of five expense-paid visits to institutions that are in Division I or II. You cannot make more than one expense-paid visit to any institution. (You can make as many visits on your own as you wish; however, only one per institution and a total of five can be official, expense-paid visits.) NCAA rules also require that you limit your visit to 48 hours from the time you arrive on campus and that entertainment can be provided only to you, your parents (or legal guardians) and your spouse.
We are eager to see you! We hope that you will enjoy your visit to our campus.
Sincerely,
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Sample Itinerary for Official Visit
Prospect Sport
Arrival date Time Departure date Time
Dead-period dates for sport
Method of travel: Air Car Train/Bus Other
Recruiting coach Student host
Accompanied by others? Yes No If Yes: Name Relationship to prospect
Complimentary admissions: Event Persons attending
Day 1 Meals Time Location Cost Breakfast
Lunch
Dinner
Time Activities and meetings
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Sample Itinerary for Official Visit
Day 2 Meals Time Location Cost Breakfast
Lunch
Dinner
Time Activities and meetings
Day 3 Meals Time Location Cost Breakfast
Lunch
Dinner
Time Activities and meetings
NOTES:
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Sample Record of Official Visit
Prospect Sport Address City State ZIP Telephone: Social Security No. High-school senior at (school) (city, state) High-school graduate at (college or university) (city, state) Arrival date Time Departure date Time Date Five-Visit Limitation Letter sent to prospect: Official Visit Before Early Signing Period certified by the initial-eligibility clearinghouse (Division I)? (Y/N) Official Visit Subsequent to Early Signing Period (Y/N) If yes, complete next three lines Reported score: PSAT SAT PLAN (or PACT Plus)_ ACT Date took/Score received: / Date academic transcript received: Others accompanying prospect on visit: Parent(s)_ Other (describe relationship)
Transportation provided: Air $ Car Mileage ( miles at /mile) $ Train/Bus $ Other (describe) $ Meals (itemize with costs; include persons served):
Total cost of meals $
Lodging: Off campus Cost $ On campus Cost $ 66
Persons receiving accommodations:
Total: Transportation, meals, accommodations $ Reimbursement to prospect: $ Student host: Entertainment provided: Complimentary admission (list date, event and persons)
Tour of facilities Other (list date and activity)
Transportation used by host and prospect (list make of vehicle and ownership)
Signature of prospect Date
Signature of student host Date
Signature of recruiting coach Date
Signature of head coach Date
Attach itemized receipts to this form. NOTES:
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ATHLETIC COMPLIANCE
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COMPLIANCE STATEMENT
Edinboro University’s reputation is one of upholding the highest degree of academic and athletic integrity. This adherence continues when all members of the University continually comply will all rules and regulations.
Edinboro University, its athletic department staff, coaches and student-athletes as well as those individuals termed representatives of athletic interest, will adhere to all rules and regulations as set forth by the University, the National Collegiate Athletic Association (NCAA), and the Pennsylvania State Athletic Conference (PSAC), Mid-American Conference and by any governing body of which it is a member.
DISSEMINATION OF RULES EDUCATION MATERIALS/INTERPRETATIONS
Procedures
• At bi-weekly Coaches’ meetings, materials are handed out in hard copy keeping them abreast of any rules and regulation changes in the conference and on the national level.
• Input gathered from coaches concerning conference and NCAA legislation.
• Role of the Associate Director of Athletics/Compliance Officer enhanced by mandating him/her to have an NCAA rules education session at each coach’s meeting.
• Information must be produced to educate all coaches on staff. We are Division I in wrestling and Division II in all other sports.
• All interpretations from the NCAA or the PSAC are put in writing from the Compliance Officer to the respective coaches. These interpretations, when received from the conference office, are then forwarded via e-mail to the coaches with the athletic administration copied on the correspondence.
CERTIFICATION OF ELIGIBILITY AND COMPLIANCE INITIATIVES
The athletic department has increased the use of campus constituents in the monitoring of initial eligibility standards and satisfactory progress requirements.
• Enhance role of the Admissions office liaison in monitoring application progress of all potential student-athletes. A representative of the Admissions office has a continuous relationship with our coaching staff in monitoring established admission standards. No athletes have ever been granted slots from the Admissions office and this practice continues at Edinboro University.
• Admissions Office continues to certify all transfer students. This has always been past practice but now the office is using a ‘transfer evaluation form’ which was constructed by the Compliance officer to better monitor the process. This was done simply by e-mail in the past. A representative of the Admission Office is now titled Coordinator of Transfer Evaluations and this is who the compliance office will work with in determining the eligibility of all transfer student-athletes.
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• Associate Athletic Director/Compliance officer’s expanded use of CAi to include the financial aid aspect. Equivalency reports distributed to campus constituents (financial aid representatives and select members of the compliance committee) for review and accuracy.
COMPLIANCE PLANNER July/August
• Meet with each head coach prior to campus arrival and collect anticipated team rosters. • Progress reports on NCAA clearinghouse information for freshmen and also satisfactory progress standards for returning student-athletes. • Conduct initial meeting with student-athletes to fill out required NCAA forms prior to the first date of competition. • File signed forms of eligible student-athletes. Signatures required include: Director of Athletics, Associate Director of Athletics/Compliance Coordinator and head coach. • File international student-athlete forms when applicable. • Monitor playing and practice seasons of the fall sports as established by the respective coaches. • Filing (ring bind) of historical questionnaires from student-athletes (mailed to athletes in June). • Secure and route financial aid materials for athletic scholarships.
September
• Continue to monitor roster changes. • After the beginning of classes, maintain the monitoring of full-time enrollment; new system built in at University to inform compliance coordinator each morning electronically. • Compiling of NCAA compliance forms for walk-ons. • Compiling of historical questionnaires (current and walk-ons). • Continue to monitor materials centering on official visits • Check practice logs. • Check recruiting logs and folders. • Follow up on all financial aid issues with financial aid office and its athletic liaison. • Continue to monitor playing and practice seasons.
October
• Continue to monitor roster changes. • Continue to confirm full-time enrollment. • Initial meeting with student-athletes of winter sports to fill out proper NCAA forms. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders. • Monitor mid-term grades; projection list for coaches of student-athletes on academic probation or suspension.
November
• Review Letter of Intent procedures and information with coaching staff. • Continue to monitor any roster changes. • Compile participation lists for fall sports; to be submitted to the conference office. • Continue to confirm full-time enrollment status of student-athletes. 70
• Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders. • Review NCAA legislation in preparation for the convention. • Director of Athletics and Vice President confirm University’s voting procedures and stance with the University President.
December
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders. • Confirm eligibility status of student-athletes after the posting of grades. • Confirm, if necessary, any winter term participants. • Check six-hour rule. • Compliance committee meeting.
January
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders. • Check transfer status of any mid-year transfers. • Monitor official visits.
February
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders.
March
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders.
April
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. 71
• Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders.
May
• Continue to monitor any roster changes. • Continue to confirm full-time enrollment status of student-athletes. • Continue to monitor playing and practice seasons. • Check practice logs. • Check recruiting logs and folders. • Collect student-athlete participation records for submission in June.
June
• Submit compliance forms to conference office: o Participation grids o Scholar-athlete forms o Squad lists and equivalency reports • Update compliance manuals and forms. • Update booster information in hard copy form and on line. • Mail brochures to boosters. • Compliance committee meeting.
SELF-REPORTING NCAA VIOLATIONS
NCAA states that each institution shall comply with all applicable rules and regulations of the Association in conduct of its intercollegiate athletics programs. It shall monitor its programs to assure compliance and to identify and report to the Association instances in which compliance has not been achieved. In any such instance, the institution shall cooperate fully with the Association and shall take appropriate corrective actions. Members of an institution’s athletics shall comply with the applicable Association rules, and the member institution shall be responsible for such compliance.
Philosophy of Self-Reporting Rules Violations
An important aspect of NCAA compliance is the self-reporting of secondary rules violations. At some point, violation of NCAA rules and/or regulations will occur. Self-reporting these violations reflects a solid program of institutional control.
Secondary violations result in minor, if any, penalties, especially if they are infrequent and correctable. Therefore coaches and athletics staff should take a proactive stance in reporting such violations. Self-reporting is important for several reasons. Immediate awareness of a possible violation provides an opportunity for the department to correct the situation before it develops into a major infraction. Immediate awareness also identifies areas that can be addressed in departmental policy and/or continuing education programs. Unidentified problems, on the other hand, cannot be corrected.
Depending on the nature of an alleged violation, a speedy, objective and thorough investigation will be completed by the Associate Athletic Director/Compliance Coordinator. In some instances, the Director 72 of Athletics and/or Faculty Athletic Representative may be involved in the investigative process.
In the event of an alleged violation investigation initiated by NCAA enforcement staff, the athletics department, university staff, student-athletes and any representatives of athletics interests who may be involved or called on, are to cooperate fully with investigators. When appropriate, the institution will conduct its own investigation simultaneously and will turn in all pertinent finds to the conference or NCAA investigators.
Types of Violations
Once a violation has been discovered, it is categorized as a “major” or “secondary” violation. All violations are reported to the NCAA.
All violations other than secondary violations are major violations, specifically including those that provide an extensive recruiting or competitive advantage.
A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit. Multiple secondary violations by a member institution may be collectively considered a major violation.
Once a violation is determined to be a secondary violation, it must be categorized as a Level I or Level II secondary violation. These submissions shall be completed online.
Procedures for Reporting NCAA Violations
In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules shall be investigated. Information concerning alleged violations will be forwarded to the Associate Athletic Director/Compliance Coordinator who will examine the situation and communicate with the Director of Athletics and the Faculty Athletic Representative. When it is determined that a violation of the rules has occurred, Edinboro University will report the violation and correct the situation that led to the problem.
Reporting a Violation Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of athletics interest, member of the community) may report an alleged, rumored or suspected violation. The report of an alleged, rumored or suspected violation may be submitted verbally or in writing. Any individual may report an alleged violation anonymously via email or text.
To Whom Shall an Alleged Violation be Reported If an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the Associate Athletic Director/Compliance Coordinator of the violation immediately.
Individuals other than athletic department staff members may report all alleged violations to any or all of the following persons: - The Associate Athletic Director/Compliance Coordinator - The Director of Athletics (AD) - The Assistant Director of Athletics (Assistant AD) - Senior Woman Administrator (SWA) - The Faculty Athletic Representative (FAR) 73
Conducting an Investigation of an Alleged Violation The Associate Athletic Director/Compliance Coordinator is responsible for conducting investigations into alleged Level II violations to be assisted by the FAR, AD and President if needed. The Director of Athletics is responsible for overseeing institutional investigations. The Director of Athletics may request the assistance of the FAR and the university’s legal counsel to conduct or to assist in the conducting of any investigation into alleged violations.
The infractions committee shall be comprised of individuals who are knowledgeable in the area(s) in which an alleged violation(s) has/have taken place. These individuals shall not be involved in the alleged violation(s). Associate Athletic Director/Compliance Coordinator The Athletic Compliance Office shall maintain a written record of all alleged violations. The record shall consist of the following: - Date that the alleged violation was reported and by whom (if not reported anonymously). - Detailed summary of the nature of the alleged violation, including the names of all persons involved in the alleged violation. - Chronology of actions taken by the university in the investigation of the alleged violation. - Rationale for concluding whether the allegation was or was not determined to be a violation of NCAA regulations. - If a violation has occurred, they will keep on file a copy of the report of the violations and subsequent correspondence with the conference and the NCAA staff. The Faculty Athletic Representative will be notified of the violation. - The Associate Athletic Director/Compliance Coordinator will maintain all reports of alleged violations and confirmed violations in the office’s permanent files.
Finding a Violation Occurred It shall be the responsibility of the Director of Athletic Compliance and/or the Faculty Athletic Representative to assess the evidence and determine what weight and credibility will be given to the alleged violation. The Director of Athletic Compliance and/or Faculty Athletic Representative shall determine that a violation occurred whenever the evidence, considered as a whole, establishes the occurrence of the violation.
Sanctions Institutional staff members found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, whether such violation occurred at the certifying institution or during the individual’s previous employment at another member institution (Bylaws 11.1.2).
The head coach of each sport is responsible for the actions of his/her coaching staff, and will be included on all rules violations and administered sanctions for the respective sport (Bylaw 11.1.2.1).
Level II Violations The Associate Athletic Director/Compliance Coordinator will head the investigation unless otherwise noted. - First offense: Memo of reprimand - Second offense: Memo of reprimand and an extra hour of compliance education. - Third or more offense: Memo of reprimand and review and recommendations by EUP’s Infractions Committee.
Level I Violations 74
The Associate Athletic Director/Compliance Coordinator will head the investigation and the EUP’s Infractions Committee will be immediately notified and involved.
Whom to Call with NCAA Questions For questions regarding NCAA rules, please contact the Associate Athletic Director/Compliance Coordinator before doing something that may jeopardize a student-athlete’s eligibility to participate in intercollegiate athletics. Do not be afraid to ask! Please contact: Chad Williams 732-1835 [email protected]
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RULES EDUCATION
Rules Interpretations To request an interpretation, an individual must submit written or emailed request to the Associate Athletic Director/Compliance Coordinator. They will research the questions using the NCAA Division II Manual (Division I wrestling), the Legislative Services Database, the PSAC, and the NCAA. The Associate Athletic Director/Compliance Coordinator will respond in writing with the official interpretation from the NCA to the individual who requested the interpretation, and if applicable, to the entire athletic department. All requests and responses will be kept on file by NCAA Bylaw in the Athletic Compliance Office.
Proposed Legislation In August the NCAA will post the Initial Publication of Proposed Legislation. It is the responsibility of the Director of Athletic Compliance to provide the Faculty Athletic Representative with a copy. The Associate Athletic Director/Compliance Coordinator shall be available to answer any questions that may arise. The Associate Athletic Director/Compliance Coordinator and FAR are encouraged to attend the Student-Athlete Advisory Committee meeting used to review and vote on the second publication of proposed legislation. The FAR will present the faculty’s perspective on the proposed legislation, and the DAC will answer any questions regarding current legislation.
NCAA Regional Rules Representatives with compliance responsibilities from Financial Aid, Admissions and the Registrar’s Office should attend the NCAA Regional Rules Seminars each year as budgets allow. When representatives are unable to attend, the Associate Athletic Director/Compliance Coordinator is responsible for providing these individuals with the necessary information and support received from the NCAA Regional Rules Seminar.
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ELIGIBILITY
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Feel free to contact 814-732-3501 if you have questions concerning this matter.
Academic Warning, Probation and Suspension (policy No. A023)
1. A minimum cumulative grade point average (GPA) of 2.00 is required of undergraduate students to be in good academic standing, and is required of students to graduate from certificate, associate degree, and baccalaureate degree programs at the University. A GPA higher than 2.0 is required for some degree programs. Students on Academic Warning or Probation may continue at the university under conditions developed by the Academic Success Center.
Academic standing will be adjusted for any student according to performance in summer or winter sessions.
2. Academic Warning Any degree seeking student earning a cumulative GPA of 2.00 or higher AND a semester SPA below a 2.00 in their most recent term (fall semester, winter session, spring semester, summer session) will be placed on Academic Warning. Students on Academic Warning may attend summer or winter sessions.
3. Academic Probation Any degree seeking student earning a cumulative GPA of less than a 2.00 will be placed on Academic Probation. If the student on Academic Probation earns a semester GPA of at least a 2.00 without their cumulative GPA reaching a 2.00 or better, they will continue on Academic Probation. This status will continue for each term, including summer or winter sessions, until their cumulative GPA reaches or surpasses 2.00. Students on Academic Probation may attend summer or winter sessions.
4. Students Admitted on Academic Probation Students admitted to the University on Academic Probation are subject to the same guidelines as stated above.
5. Academic Suspension Any student on Academic Probation who fails to meet both the 2.00 semester and 2.00 cumulative GPA standards will be placed on Academic Suspension.
6. Repeating Failed Coursework Undergraduate students may repeat failed coursework at another institution. Students should utilize a transfer articulator, such as the PA TRAC, to assist in selecting transferrable courses from another institution. It is strongly suggested that students consult with their academic advisor or Dean prior to registering for classes. Following completion of the coursework, the student must have an official transcript sent to the Edinboro University Admissions Office. If the student earns a grade of “C- “or better, the credits are added to the academic record. If the student is repeating failed coursework, the failed course at Edinboro will be excluded from the student’s GPA calculation.
7. Reinstatement Students who are reinstated to the University following Academic Suspension are subject to the Academic Reinstatement Policy. The academic standing of reinstated students will be determined using the guidelines outlined in this policy. If satisfactory academic progress is not made following reinstatement from suspension, the student will be suspended again. Students are ineligible for reinstatement after a second suspension. Students in this circumstance should consult University Policy A30: Fresh Start for possible future options. 78
8. Academic Probation/Suspension for Transfer Students Transfer student progress is determined the same as for non-transfer students. The cumulative GPA for transfer students is computed only using hours attempted at Edinboro University.
9. When, in the judgment of the Provost and Vice President for Academic Affairs, extenuating circumstances prevail, exceptions to this policy may be made.
Related Policies: PASSHE Board of Governors Policies, System Academic and Financial Procedures: SA043, Academic Standing; EUP Policies: A031, Academic Reinstatement; A022, Repeating Courses; A019, Transfer Standards; EUP Procedure: 22. Rev. 7.20.2015
APPEAL OF ACADEMIC SUSPENSION
Objective: The objective of this procedure is to specify the conditions under which students who have been placed on academic suspension may file an appeal and the procedure for processing appeals.
Process:
1. A student placed on academic suspension may appeal the suspension immediately due to an error in records or an extraordinary extenuating circumstance (e.g., health emergency, death in family). The appeal must be filed in writing and received at the Office of Records and Registration by the date specified in the student’s letter of suspension. The Residence Life Office is notified of appeals made by students who live in University residence halls so that their rooms will not be reassigned prior to the conclusion of the appeal process. Other students who have been suspended may appeal their suspension during their first regular semester of suspension.
2. The Registrar’s staff will review each appeal and check for holds that may prevent reinstatement (i.e., financial or judicial). If holds exist, the student will be informed and required to clear these holds before his/her appeal is considered. Appeals from suspension will be reviewed 4 times per year; January 1, March 15, June 1, and October 15th. Should a student miss a deadline, the appeal will be held until the next scheduled suspension review date.
3. The Registrar will forward the list of appellants to the Vice President for Student Engagement for review and recommendations. The Vice President of Student Engagement will respond to the Registrar’s request within one week.
4. The Registrar will then forward the list of appellants, including input from Student Engagement, to the Academic Success Center for review and recommendation. The Academic Success Center will respond to the Registrar’s request within one week.
5. The Registrar will then forward a recommendation to the appropriate Dean, including the reviews and recommendations by Student Engagement and the Academic Success Center. The Dean will decide for or against reinstatement of the student, including any conditions associated with the reinstatement. The Dean will notify the Registrar of the decision within one week.
6. The Registrar will receive the Dean’s decision and update the student’s record, prepare a class schedule (to include any mandatory repeating of courses) per the Dean, and communicate with the student. The advisor and chairperson will be informed of the conditions for reinstatement or the denial thereof.
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NCAA ELIGIBILITY CENTER
All students initially enrolling at an NCAA Division I or II institution on or after August 1, 1994 as an entering freshman with no previous full-time college attendance must have their initial eligibility status determined by the Eligibility Center.
The Eligibility Center must certify international students the same as domestic students. Learning-disabled students and home-schooled students must register with the Eligibility Center.
All students initially enrolling at an NCAA Division I or II institution on or after August 1, 2007 must have their amateurism-eligibility status determined by the Eligibility Center.
Non-recruited and recruited student-athletes may practice for more than 45 days without final certification.
Specific Responsibilities
Athletic Compliance: Responsible for the following areas which include, but are not limited to:
• Maintain the Institution Request List (IRL) for each sport sponsored by EUP. • Communicate with the coaching staff what is missing or needed by the respective prospective student-athletes. • Ensure established procedures are followed by coaching staff.
Coaching Staff: Responsible for the following areas which include, but are not limited to:
• Communicate with the Associate Athletic Director/Compliance Coordinator any updates to the respective sport’s IRL. • Communicate with the prospective student-athletes what is missing or needed by the NCAA Eligibility Center to complete the certification process. • Ensure established procedures are followed by prospective student-athletes.
Any prospective student-athlete can be submitted to the Eligibility Center for a status check at any time during the recruiting process by submitting their social security number to the Associate Athletic Director/Compliance Coordinator.
Prospect Responsibilities:
• Register with the NCAA Eligibility Center at http://initialeligibilitycenter.org. • Request that testing agency send scores to the NCAA Eligibility Center (code 9999). • Confirm that high school has sent 48-H form and request that an official transcript be sent to the Eligibility Center (from each high school attended). After graduation, request an official, final transcript with proof of graduation be sent to the Eligibility Center. • Fill out the amateurism questionnaire and request final authorization by the first day of practice or the first day of class, whichever occurs first.
High School Responsibilities:
• Complete/update the core course listing and submit to the NCAA Eligibility Center. 80
• Submit official transcripts of prospective student-athletes to the NCAA Eligibility Center.
ELIGIBILITY FOR PRACTICE
At the beginning of each academic year, the Associate Athletic Director/Compliance Coordinator will meet with each team at a time that is scheduled with the Head Coach. In this administrative meeting, the student-athlete, under the supervision of the Associate Athletic Director/Compliance Coordinator will complete paperwork required by the NCAA and Edinboro University.
NCAA Compliance Paperwork • Student-Athlete Statement • Drug Testing Consent Form • HIPPA/Buckley Amendment Consent Waiver/Form • Eligibility Form – International Student-Athlete
Edinboro University Compliance Paperwork • Edinboro University Drug Testing Consent Form • Emergency Contact List • Insurance Form • Pre-Season Physical Examinations
Any student-athlete (including walk-ons) who does not complete a pre-season physical exam scheduled by the athletic department is financial responsible for completing a physical BEFORE permission to participate will be granted. The Associate Athletic Director/Compliance Coordinator will provide the athletic training staff and head coaches a list, by team, of individuals who are eligible for practice.
Full-Time Enrollment
To be eligible for practice or competition, student-athletes must maintain full-time enrollment of 12 undergraduate hours per semester (9 graduate hours per semester) unless in the last semester and needing less than 12 hours to graduate. All student-athletes are “coded” in the university student records system preventing their dropping below full-time status without proper authorization. However, various times throughout the semester, some student-athletes may “slip through the cracks.” It is the Associate Athletic Director/Compliance Coordinator responsibility to ensure that the student-athletes understood dropping below full-time status renders ineligibility. The Associate Athletic Director/Compliance Coordinator will pull a report daily to ensure all student-athletes are maintaining full-time enrollment status.
Procedure for Dropping a Class
After the schedule change time period has ended, a student-athlete must receive permission (signature) from their head coach or the Director of Athletic Compliance before dropping classes. If a student-athlete drops a class without permission, he/she may be deemed ineligible for practice or competition.
Participation Before Certification
If a recruited or a non-recruited new student-athlete at EUP for athletics participation before their academic and/or amateurism record has been certified, the student-athlete may participate in countable athletically related activities, but not compete, for a maximum of 45 days consecutive calendar days. After this 45-day period, the student shall have established the minimum eligibility standards required for practice in order to continue participation in countable athletically related activities, otherwise all participation must stop immediately. An academic record includes, but is not limited to, acceptance to EUP and receipt of official transcripts from all previous institutions. 81
Eligibility for Competition
Academic eligibility certification will occur in the fall of each academic year. Only those student-athletes who are not academically eligible in the fall will be certified in the spring, provided they have gained academic eligibility.
Freshman Eligibility
The Eligibility Center will determine the academic and amateurism certification of all incoming freshman.
The Eligibility Center must certify international students to the same standards as domestic students.
Transfer Eligibility
Official transcripts from all previous institutions must be submitted to the Admissions Office before any transfer will be permitted to compete. Transferrable hours and GPA used to determine academic eligibility will be determined by the Admissions Office and the Office of Records and Registration.
Two-Year College Transfer
The basic transfer rule requires that transfers serve a one-year residency at the certifying institution. If two-year transfers meet specific criteria, they may be eligible for competition in their first year of enrollment at EUP.
Two-year college transfers who have not previously attended an NCAA Division I or II institution must register and request final certification of their amateurism with the NCAA Eligibility Center.
Please refer to Bylaw 14.5.4 for the two-year college transfer requirements.
Four-Year College Transfer
The basic transfer rule requires that transfers serve a one-year residency at the certifying institution. If four-year transfers meet specific criteria, they may be eligible for an exception or waiver.
Four-year college transfers who have not previously attended an NCAA Division I or II institution must register and request final certification on their amateurism with the NCAA Eligibility Center.
Please refer to Bylaw 14.5.5 for the four-year college transfer requirements.
Continuing Eligibility
The continuing eligibility of returning student-athletes will be determined by the certifying officer. The certifying officer will determine the continuing eligibility during the completion of the first four full-time semesters of a student-athletes academic career.
TEAM ROSTERS
Submitting Roster
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It is the responsibility of the Head Coach of each sport to submit preliminary rosters to the Director of Athletic Compliance no later than July 1. The preliminary rosters should include a banner ID # and NCAA ID.
Adding Student-Athletes to Roster
If the coaching staff wants to add a student-athlete to the roster AFTER the team compliance meeting at the beginning of the year, the student-athlete must go through the authorization process.
The Head Coach should initiate this process when he/she adds a student-athlete to the team. The Head Coach will begin the process by submitting the Change in Roster – Add to Team form in ARMS. The Associate Athletic Director/Compliance Coordinator will then start the practice and competition clearance process. The individual should not be allowed to participate in activities until the Associate Athletic Director/Compliance Coordinator and the Head Athletic Trainer have signed the Practice Authorization Form and a signed copy has been returned to the Head Coach.
Under no circumstances should an individual be allowed to participate in any supervised activities until this form and all other paperwork (including physicals) have been completed. This information is also vital for determining eligibility for practice and competition.
Dismissals and Withdrawals
Once rosters have been submitted and/or eligibility has been certified, individuals who voluntarily withdraw from the team as well as individuals who are dismissed from the team must sign the Withdrawal/Dismissal form.
The Head Coach, upon withdrawal or dismissal of a student-athlete, should initiate this process. The form should be completed and signed by the student-athlete and Head Coach. The form should be forwarded to the individuals listed on the bottom of the form.
Under no circumstances should an individual cease to be a member of a team without written notification to the Associate Athletic Director/Compliance Coordinator. A completed Withdrawal/Dismissal form is required for all student-athletes who cease to be a member of an athletic program. This is vital information for the NCAA squad list and drug testing as well as student records. Written notification should be submitted to the Associate Athletic Director/Compliance Coordinator within 24 hours of the withdrawal/dismissal.
REQUESTING A NATIONAL LETTER OF INTENT
Specific Responsibilities
Athletic Compliance: Responsible for the following areas which include, but are not limited to:
• Upon receiving a the New Athletic Scholarship Request Form and transcripts from the head coach, add the prospective student-athlete to the respective sport’s IRL with the NCAA Eligibility Center (Bylaw 13.9.1) if not done already. • Associate Athletic Director/Compliance Coordinator processes NLI. 83
• Secure the signature of the Director of Financial Aid and the head coach on the EUP Athletic Aid Agreement. • Sign the EUP Athletic Aid Agreement. • Send the National Letter of Intent letter with the NLI Agreement, the EUP Athletic Aid Agreement and the EUP Student-Athlete Information Sheet. This information may be sent by mail, fax, or email. If mailed, two copies of each the NLI Agreement and the EUP Athletic Aid Agreement will be sent with a return envelope. • When mailing send 2-Day Air using UPS in order to track the mailing unless otherwise requested by the coaching staff. • If faxing or emailing, save original documents for original signatures. Save the fax confirmation page and the outgoing email message for documentation. • Upon receipt of the faxed copy of the NLI and EUP Athletic Aid Agreement, upload the NLI and EUP Athletic Aid Agreement to the NLI Portal for validation. • Communicate with Athletic Associate Athletic Director/Compliance Coordinator and coaching staff, names of all prospective student-athletes approved for publicity. • Associate Athletic Director/Compliance Coordinator communicates to coaching staff and missing paperwork regarding the NLI and EUP Athletic Aid Agreement. • Associate Athletic Director/Compliance Coordinator communicates to the prospective student- athlete, head coach, and conference office any null and void or invalid NLI agreements. • Associate Athletic Director/Compliance Coordinator ensures established procedures are followed by coaching staff.
Coaching Staff:
Responsible for the following areas which include, but are not limited to:
• For a National Letter of Intent (NLI) to be sent, a New Athletic Scholarship Request Form must be submitted to the DAC for each individual. If the NLI is to mailed to an address other than the home address (e.g., high school, ect.) this address must also be indicated on the form. If the NLI is to be faxed, a fax number must be submitted.
The Associate Athletic Director/Compliance Coordinator will populate NLI.
Coaching staff members are expressly prohibited from personal contact with media representatives at the site of the signing or at any other prearranged site when a prospect signs the NLI. Institutional staff members may not deliver the NLI, attend off-campus signing or other activities related to the signing of the NLI.
Prospects may sign the NLI on campus as long as the media is not present and parents or guardians are available to sign when necessary.
STUDENT ELIGIBILITY
Student-athletes are declared eligible to compete in intercollegiate athletics at Edinboro University when they:
1. Have completed the required NCAA and Edinboro University eligibility forms.
2. When they have met the requirements of NCAA Bylaw 14.3.1 (entering freshmen). 84
3. Are cleared by the NCAA Initial Eligibility Center (entering freshmen).
4. Have met all satisfactory progress requirements (ongoing students).
5. Have met all University requirements of the Drug Screening, Testing, and Education Program.
The required NCAA eligibility forms are administered by the Associate Director of Athletics at the first team meeting of each sport.
Individuals who have previously participated in athletics at Edinboro University, and who have missed the first team meeting, must see the Associate Director of Athletics to complete the required NCAA forms. They are declared “ineligible” to compete until these forms are completed.
Freshmen WALK-ONS (non-recruited) must have met all the requirements of Bylaw 14.3 as certified by the EC. It is the student’s responsibility to be cleared by the EC.
ELIGIBILITY – PROGRESS TOWARD DEGREE – FULFILLMENT OF CREDIT-HOUR REQUIREMENTS – Nine CREDIT HOURS
This latest legislation shall require the University to being certifying completion of the 9-hour requirement for transfer students, continuing students and students first entering a collegiate institution on or after fall 2016.
Every student-athlete must successfully complete at least nine-semester hours in the previous regular academic TERM of full-time enrollment to be eligible to participate in the next regular academic TERM. (We are on semester currently at Edinboro University.)
Example 1: Student-athlete is enrolled full-time and earns nine hours in the fall term. This student- athlete would satisfy the requirement for competition in the spring semester.
Example 2: Student-athlete is enrolled full-time and earns four hours in the fall semester. This student-athlete would NOT be eligible for the following term.
Example 3: Student-athlete is enrolled full-time and earns five hours in the spring term. This student-athlete would NOT be eligible for competition in the fall term.
NOTE: Winter session and summer school hours may NOT be used to satisfy the96-hour requirement. Although we can continue to use winter session and summer session classes toward the 24- hour regulations, they cannot be used in this case because the NCAA is using the language of an “academic term” – as we are on semesters (fall and spring).
Shall be enrolled in a minimum full-time program of studies leading to a Baccalaureate or equivalent degree as defined by the regulations of the certifying institution.”
Edinboro University declares a full-time program of studies to be 12 semester hours of undergraduate credit or 9 hours of graduate credit.
NCAA Bylaw 14.1.7.1 (Full-Time Enrollment - Requirement Program 12-hour Requirement) “At the time of competition, the student-athlete shall be enrolled in not less than 12 semester or quarter hours, regardless of the institution’s definition of a minimum full-time program of studies.”
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Edinboro University declares a full-time program of studies to be 12 semester hours of undergraduate credit or nine hours of graduate credit.
NCAA Bylaw 14.1.7.1 Requirements for Practice or Competition To be eligible for practice or competition, a student-athlete shall be enrolled in at least a minimum full-time program of studies leading to a baccalaureate or equivalent degree as defined by the institution, which for purposes of this bylaw and its subsection shall not be less than 12-semester or –quarter hours, regardless of the institution’s definition of a minimum full-time program of studies.
NCAA Bylaw 14.1.7.1.1 Drop/Add Course A student-athlete no longer shall be considered enrolled in a minimum full-time program of studies (after dropping a course that places the student below full-time status) when the dropped course becomes official in accordance with procedures determined by the institution for all students. A student-athlete who is adding a course to reach full-time status shall become eligible for practice and competition once the course has been approved by the appropriate department head (or designated representative) and submitted to the registrar.
NCAA Bylaw 14.4.3 Eligibility for Competition
14.4.3.4 Annual Credit Hour Requirement. To be eligible to represent an institution in intercollegiate athletics competition, a student-athlete must earn 24-semester or 36-quarter hours of academic credit during any year in which the student-athlete is enrolled full time in at least one academic term. A student-athlete may satisfy this requirement based on the student-athlete earning: (Adopted: 1/18/14 effective 8/1/16 for certifications of progress toward degree for fall 2016 and thereafter) (a) 24-semester or 36-quarter hours since the beginning of the previous fall term; (b) 24-semester or 36-quarter hours since the beginning of the certifying institution’s preceding regular two semesters or three quarters; or (c) 48-semester or 72-quarter hours during the first two years of collegiate enrollment (the certifying institution's first four semesters or six quarters following the student-athlete's initial full-time enrollment in a collegiate institution).
A student-athlete’s eligibility under either satisfactory progress option (per 14.5.4) shall be determined on the basis of the student’s academic record in existence at the beginning of the fall term of the regular academic year. If the student-athlete is ineligible at the beginning of the fall term, eligibility may be reinstated at the beginning of any other regular term of that academic year, based upon:
A. A cumulative total of semester of quarter hours of academic credit that is equivalent to the completion of an average of at least 12 semester or quarter hours during each of the previous academic terms in academic years in which the student-athlete has been enrolled in a term or terms, OR B. Satisfactory completion of 24 semester or 36 quarter hours of academic credit during the certifying institutions preceding regular two semesters or three quarters.
NCAA Bylaw 14.4.3.5 Fulfillment of Minimum Grade-Point Average Requirements To be eligible to represent an institution in intercollegiate athletics competition, a student-athlete must achieve a minimum cumulative grade-point average of 2.000 prior to the beginning of each fall term. The eligibility of a student-athlete who does not satisfy the grade-point average requirement prior to the fall term may be recertified prior to the next regular academic term.
DECLARING A MAJOR
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According to NCAA Bylaw 14.4.3.6 “A student-athlete shall designate a program of studies leading toward a specific baccalaureate degree at the certifying institution by the beginning of the third year of enrollment (5th semester or 7th quarter).”
In addition to the continuing student, this subparagraph shall be applicable to the eligibility of a transfer student from a four-year or two-year collegiate institution who is entering his or her third year of collegiate enrollment even if the student has completed an academic year in residence or utilized a season of eligibility in a sport at the certifying institution.
NCAA Bylaw 14.5 Transfer Regulations
14.5.1 Residence Requirement - General Principle 14.5.2 Conditions Affecting Transfer Status 14.5.3 Conditions Not Constituting Transfer Status 14.5.4 Two-Year College Transfers 14.5.4.5.3.2 Calculation of Grade Point Average for Transferable Credits 14.5.4.6 Exceptions or Waivers for Transfer from Two Year Colleges 14.5.4.6.2 Non-Recruited Student Exceptions 14.5.5 Four-Year College Transfers 14.5.5.3.9 One-time Transfer Exception
NCAA Bylaw 13.1 Contacts and Evaluations
Recruiting calendars are available on the NCAA web site at www.ncaa.org
13.1.6 Contact Restrictions at Specified Sites 13.4 Recruiting Materials 13.5 Transportation of Prospective Recruits 13.6 Official (paid) visit 13.7 Unofficial (nonpaid) visit 13.9 Letter of Intent Programs, Financial Aid Agreements 13.11 Tryouts 13.12 Sports Camps and Clinics
NCAA Bylaw 17 Playing and Practice Seasons
17.01 General Principles 17.02 Definitions and Applications 17.02.1 Countable Athletically Related Activities 17.02.8 Intercollegiate Sport 17.1 General Playing-Season Regulations 17.1.1.1 Playing Season-Athletically Related Activities 17.1.6.1 Daily and Weekly Hour Limitations-Playing Season 17.1.6.3 Daily and Weekly Hour Limitations-Outside Playing Season 17.1.6.4 Computation and Recording of Hour Limitations 17.1.6.5 Required Day Off-Playing Season 17.1.6.5.1 Travel Day 17.1.6.5.2 Canceled Competition 87
17.1.6.8 Additional Restrictions Figure 17-1 Maximum Number of Contests and Dates of Competition for Each Sport Figure 17-2 Divisions I and II Playing and Practice Seasons 17.4 Basketball 17.7 Cross-Country 17.11 Football 17.15 Lacrosse 17.20 Soccer 17.21 Softball 17.22 Swimming 17.23 Tennis 17.24 Track and Field Indoor/Outdoor 17.26 Volleyball 17.28 Wrestling (Division I Manual)
Renewal of Athletic Grant 15.5.5 *According to NCAA Bylaw 15.5.5.1: INSTITUTIONAL OBLIGATION The renewal of institutional financial aid shall be made on or before July 1 prior to the academic year on which it is to be effective. The institution shall promptly notify in writing each student-athlete who received an award the previous academic year and who has eligibility remaining (under Bylaw 14.2) whether the grant has been renewed or not renewed for the ensuing academic year. Notification of athletics aid renewals and nonrenewals must come from the institution’s regular financial aid authority and not from the institution’s athletic department.
15.5.2.4 Hearing Opportunity Required The institution’s regular financial aid authority shall notify the student-athlete in writing, within 14 consecutive calendar days from the date the student-athlete has been notified of the decision to reduce or cancel athletics aid during the period of the award or the reduction or nonrenewal of athletics aid for the following academic year, of the opportunity for a hearing when athletics aid is reduced or canceled during the period of the award, or not renewed. The hearing shall be conducted by an institutional entity or committee outside of the athletics department (e.g. financial aid review committee, the office of Student Engagement, office of the dean of students or a committee composed of the faculty athletics representative, student-athletes and nonathletics faculty/staff members). The notification of the hearing opportunity shall include a deadline by which a student-athlete must request the hearing. The institution shall conduct the hearing within 30 consecutive calendar days of receiving a student-athlete’s request for the hearing.
Red Shirt A red shirt is defined as a student-athlete who is withheld from competition (at urging of coach) for a season for reasons other than academic ineligibility or injury. The attached form must be completed by each head coach if they plan to red shirt an athlete. This should be done as soon as a decision is made, preferably before the end of their season. The student’s name, sport, year of red shirt, and season for red shirt must be completed for each student-athlete. Coaches must sign form and return to Associate Director of Athletics for documentation and record keeping. This information is then submitted to the PSAC Office.
Hardship Waiver NCAA Bylaw 14.2.5 A student-athlete may be granted an additional year of competition by the conference for reasons of “hardship.” Hardship is defined as an incapacity resulting from an injury or illness that has occurred under all of the following conditions: 88
A. The incapacitating injury or illness occurs in one of the four seasons of intercollegiate competition at any two-year or four-year collegiate institution;
B. The injury or illness results in an incapacity to compete for the remainder of that playing season; and
C. The injury or illness occurs when the student-athlete has not participated in more than two contests or dates of competition (whichever is applicable to that sport) or 20 percent (whichever number is greater) of the institution’s scheduled contests or dates of competition in his or her sport. Only scheduled competition (excluding scrimmages and exhibition contests) against outside participants during the playing season that concludes with the NCAA championship, or, if so designated, during the official NCAA championship playing season in that sport shall be countable under this limitation in calculating both the number of contest or dates of competition in which the student-athlete has participated and the number of scheduled contests or dates of competition during that season in the sport.
14.2 Seasons of Competition: Five-Year/10-Semester Rule A student-athlete shall not engage in more than four seasons of intercollegiate competition in any one sport.
14.2.2 Ten-Semester Rule-DIVISION II. A student-athlete shall complete his or her seasons of participation during the first 10 semesters in which the student is enrolled in a collegiate institution in at least a minimum full-time program of studies, as determined by the regulations of that institution.
Five-Year Rule-DIVISION I. A student-athlete shall complete his or her seasons of participation within five calendar years from the beginning of the semester or quarter in which the student-athlete first registered for a minimum full-time program of studies in a collegiate institution, with time spent in the armed services, on official church missions or with recognized foreign aid services of the U.S. government being excepted. For foreign students, service in the armed forces or on an official church mission of the student’s home country is considered equivalent to such service in the United States.
14.2.2.1 Intercollegiate Competition A student-athlete is considered to have engaged in a season of intercollegiate competition when he or she competes in an athletic event involving any one of the conditions characterizing intercollegiate competition.
14.2.4.2.1.2 Organized Competition. Athletics competition shall be considered organized if any one of the following conditions exists:
a. competition is scheduled and publicized in advance; b. official score is kept; c. individual or team standings are maintained; d. official timer or game officials are used; e. admission is charged; f. teams are regularly formed or team rosters are predetermined; g. team uniforms are utilized; h. a team is privately or commercially sponsored; or i. the competition is either directly or indirectly sponsored, promoted or administered by an individual, an organization or any other agency. 89
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Transfers
Specific Responsibilities Athletic Compliance: Responsible for the following areas which include, but are not limited to: • Communicate with the coaching staff, the status of any transfer prospective student-athletes and what is needed for their eligibility certification. • Verify that a four-year student-athlete has entered the transfer portal. • Ensure the responsibilities of the coaching staff are being met.
Coaching Staff: Responsible for the following areas which include, but are not limited to: • Four-year Transfers: Notify the Associate Athletic Director/Compliance Coordinator if contacted by a four-year transfer student-athlete so they can verify the student-athlete’s name is on the Transfer Portal. • Two-Year Transfers: Notify the Athletic Compliance Office if you would like an information form to be sent to the student-athlete’s institution before contacting the student-athlete. • Secure a current transcript from all institutions the transfer prospective student-athlete has attended (including part-time and summer enrollment). • Visit Transfer Services in the Admissions Office for a preliminary evaluation of transferable degree credit. • Communicate with the transfer prospective student-athletes what is needed for eligibility certification. • Make sure all official transcripts from all schools have been requested by the transfer prospective student-athlete to be sent from the registrar’s office of the previous institution(s) to the registrar’s office at Edinboro University.
Student-Athletes Who Want to Transfer From EUP 13.1.1.2 Four-Year College Prospective Student-Athletes. An athletics staff member or other representative of the institution's athletics interests shall not make contact with the student-athlete of an NCAA Division II institution, directly or indirectly, without first obtaining authorization through the notification of transfer process. Before making contact, directly or indirectly, with a student-athlete of an NCAA Division I or Division III institution, an athletics staff member or other representative of the institution's interest shall comply with the rule of the applicable division for making contact with a student-athlete. Before making contact, directly or indirectly, with a student-athlete at an NAIA institution, the Division II institution's director of athletics (or an individual designated by the director of athletics) must send notification of recruitment to the NAIA institution. [D] (Revised: 1/10/91, 1/16/93, 1/11/94, 1/10/05 effective 8/1/05, 1/9/06, 1/14/12 effective 6/15/12 for any prospective student-athlete entering his or her junior year in high school 6/15/12 and thereafter, 1/17/15 effective 8/1/15, 1/21/17 for prospective student-athletes transferring from an NAIA institution for the 2017-18 academic year and thereafter, 1/27/20 effective 8/1/20 August 1, 2020, for any four-year college student-athlete transferring during the 2020-21 academic year, and thereafter.)
13.1.1.2.1 Notification of Transfer. A student-athlete may initiate the notification of transfer process by providing his or her institution with a written notification of transfer at any time. The student-athlete's institution shall enter his or her information into the NCAA Transfer Portal within seven-consecutive calendar days of receipt of a written notification of transfer from the student-athlete. [D] (Adopted: 1/27/20 effective 8/1/20 August 1, 2020, for any four-year college student- athlete transferring during the 2020-21 academic year, and thereafter.)
Transferring Within the PSAC
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EUP WILL NOT approve the use of the one-time transfer exception to the residency requirement for transfer to any of the member schools of the PSAC, unless there are extenuating circumstances. An appeal is available through the Director of Athletics.
Transferring Outside the PSAC EUP reserves the right to deny the one-time transfer exception.
Denied Permission to Contact and/or Transfer Release: If EUP denies one-time transfer exception in response to an institutions request, the student-athlete may submit a written request for one- time transfer release to the Director of Athletics. The letter must contain: • Specific reason(s) for leaving EUP • Name of the institution(s) the student-athlete would like to transfer to
If the student-athlete’s written request is denied, he/she will be notified by the Director of Athletics (or designee) in writing within 14 consecutive calendar days from the receipt of the request of the right to an appeal hearing by a committee outside the athletic department.
Appeal Process for Denied Permission to Contact and/or Transfer Release Student-athletes who have been denied a one-time transfer exception may request in writing a hearing opportunity to appeal the decision of the Athletic Department. The written request must be received by the Director of Athletics by the deadline outlined in the written notification of denial. The hearing will be conducted within 30 consecutive calendar days of receiving a student-athlete’s request for the hearing. The EUP Athletic Department will comply with the decision of the hearing committee. The decision of the committee is final.
SUMMER SCHOOL ATTENDANCE
When student-athletes fail to acquire the mandatory 24 semester hours, summer school is available in order to remain academically eligible for their next sport season. Registration for summer school occurs in April of each academic year. If a student-athlete has an overall QPA above a 2.0, it is permissible to take summer course work at other institutions for transfer credit to their programs of students at Edinboro. Before enrolling in such courses, written permission must be obtained from your Academic Advisor, Department Chairperson, and the Dean responsible for the program in which the student is majoring. Forms can be obtained at the Office of Records and Registration in Hamilton Hall.
ATHLETIC EXCUSES
1. Two weeks before a scheduled event, athletes, managers, scorers, statisticians, and other team personnel are responsible for informing their professors that they will be absent from class to participate in an intercollegiate athletic event.
2. All material (lecture notes, exams, quizzes, etc…) missed during the absenteeism is a direct responsibility of the student-athletes.
3. Athletic excuses are the responsibility of each sport coach. DO NOT submit to the athletic secretary for completion.
PROCEDURES FOR COACHES - ATHLETIC EXCUSES
1. Coaches will provide athletic excuses to team personnel at least 10 class days in advance of contest. This permits ample time for processing. 92
2. The athlete’s name, sport, professor, course, and class time must be listed. In addition, each coach must list the day and date of contest, their opponent, site and departure time from campus.
3. Coaches must then sign and date form before distribution to team personnel.
4. Coaches may wish to have professors sign this form and return to them for verification.
5. Once again, please make sure all team personnel submit these athletic excuses well in advance to avoid any class conflicts that may occur.
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REQUEST FOR WAIVER APPLICATION FROM THE NCAA The head coach, or an assistant coach, will NOT discuss the initial eligible waiver or the hardship waiver option with the student-athlete or parent/guardian until first discussing the case/situation with Edinboro University Director of Athletics, Associate Director of Athletics/Compliance Coordinator, or the Faculty Athletic Representative.
If the student-athlete, parent, or high school representative initiates the topic of a waiver, the coach should inform all parties that the option to initially consider the waiver is weighed by a University committee (see below) and not the decision of the coach or the NCAA/Initial Eligibility Center. All inquiries at that point should be referred to the Associate Director of Athletics.
When requesting a waiver consideration/option by the University committee for a potential student-athlete, a coach should:
• Determine if it is in the best interest of the student-athlete to receive a waiver and practice/compete. NCAA rules are in place to protect the student-athlete and help them progress toward a degree. • Determine whether the student-athlete is a potential scholarship athlete. • Consider them as a roster athlete and its effect, if any, on roster size and management. • Determine whether the student-athlete will be a practice player only, in their initial season of eligibility (if granted the waiver), or will they be a potential starter or impact player. • Determine whether there are extenuating/special circumstances in the case of the student-athlete that would warrant an option waiver.
Head Coach Signature: Date:
(All of the above information has been reviewed and understood.)
University Committee
Director of Athletics Signature: Date:
Associate Director of Athletics Signature: Date:
Faculty Athletic Representative Signature: Date:
Approved Denied
All information concerning this case/consideration will be attached to this document.
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TRYOUTS FOR PROSPECTIVE STUDENT ATHLETE (CHECKLIST) DIVISION II ONLY
1. Provide Associate Director of Athletics with a tryout form for each student who would like to tryout along with SAT scores. (Students do NOT need to be admitted, however, SAT score are required per NCAA rules.) 2. Forms and supporting documentation must be received by the Associate Director of Athletics one week prior to tryouts
TRYOUTS:
Edinboro University may conduct a tryout of a prospective student-athlete only on Edinboro University’s campus or at a site which it normally conducts practice or competition and only under the following conditions:
13.11.2.1 Tryouts. A member institution may conduct a tryout of a prospective student-athlete only on its campus or at a site at which it normally conducts practice or competition beginning June 15 immediately preceding the prospective student-athlete's junior year in high school and only under the following conditions (see Bylaw 17.02.15 for tryouts of currently enrolled students): (Revised: 1/13/98 effective 8/1/98, 1/11/00 effective 8/1/00, 1/19/13 effective 6/15/13 for any prospective student-athlete entering his or her junior year in high school 6/15/13 and thereafter) (a) Not more than one tryout per prospective student-athlete per institution per sport shall be permitted. This limitation applies separately to the period in which the prospective student-athlete is in high school and to the period beginning September 1 after the prospective student-athlete's completion of high school; (Revised: 1/17/15) (b) The tryout may be conducted only for a high school or preparatory school prospective student-athlete outside his or her high school's or preparatory school's traditional season in the sport (which shall begin with the first official team practice and conclude with the team's final competition); for a two-year college student, after the conclusion of the sport season or anytime, provided the student has exhausted his or her two-year college eligibility in the sport; and for a four-year college student, after the conclusion of the sport season, provided authorization through the notification of transfer process (per Bylaw 13.1.1.2) has been obtained; (Revised: 1/11/94, 1/9/96 effective 8/1/96, 1/12/04, 1/10/05effective 8/1/05, 4/11/06, 1/19/13 effective 6/15/13 for any prospective student-athlete entering his or her junior year in high school 6/15/13 and thereafter, 7/23/13, 1/18/14 effective 6/15/14) (c) Prior to participation in a tryout, a prospective student-athlete is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). A nurse practitioner whose state medical licensure allows for health care practice independent of physician supervision may complete the medical examination without supervision by a physician. The examination or evaluation shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the prospective student-athlete declines the test and signs a written release. The examination or evaluation must be administered within six months prior to participation in the tryout. The medical examination or evaluation may be conducted by an institution's regular team physician or other designated physician as a part of the tryout; (Revised: 7/24/07 effective 8/1/07, 10/18/11, 1/14/12 effective 8/1/12, 1/16/13 effective 6/15/13 for any prospective student-athlete entering his or her junior year in high school 6/15/13 and thereafter, 7/22/14, 7/19/16) (1) Exception. A medical examination conducted or supervised by a physician or a nurse practitioner whose state medical licensure allows for health care practice independent of physician supervision within six months of the prospective student-athlete’s participation in practice, competition or out-of-season conditioning activities at his or her high school, prep school or collegiate institution may be used to satisfy the medical examination requirement provided it was accepted by the prospective student-athlete's high school, prep school or collegiate institution for his or her participation in athletics during the academic year in which the tryout is conducted. (Adopted: 7/22/14, Revised: 7/19/16)
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(d) The tryout may include tests to evaluate the prospective student-athlete's strength, speed, agility and sport skills. Except in the sports of football, ice hockey, men's lacrosse, men's wrestling and women's wrestling, the tryout may include competition. In the sport of football, the prospective student-athletes shall not wear helmets or pads; (Revised: 1/10/05, 4/14/15, 1/27/20 effective 8/1/20) (e) Competition against the member institution's team is permissible, provided such competition is considered a countable athletically related activity per Bylaw 17.02.1; (Adopted: 1/10/91, Revised: 1/11/94, 4/14/15) (f) The time of the tryout activities (other than the physical examination) shall be limited to two hours; and (Revised: 4/16/19) (1) Exception. In golf, the time of the tryout activities (other than the physical examination) shall be limited to five hours. (Adopted: 1/27/20) (g) The institution may provide equipment and clothing on an issuance-and-retrieval basis to a prospective student- athlete during the period of the tryout.
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FINANCIAL AID
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STUDENT EMPLOYMENT
The University offers part-time employment to degree-seeking students enrolled half-time or greater, as well as Graduate Assistantships, as available. Students seeking employment must be in good academic standing with at least a 2.0 cumulative GPA. Student employment opportunities are limited to students seeking their first undergraduate degree. This includes employment opportunities during summer.
Student employment opportunities are offered through three programs: Federal Work Study, Institutional Work Study and Graduate Assistantships. To receive student employment, all U.S. citizens and eligible non-citizens are required to complete the FAFSA. However, students who receive student employment awards are not guaranteed a job. To receive a job opportunity, students are required to actively engage in acquiring employment.
To view all jobs available on campus, students must log into the myEdinboro portal and click the “Jobs” tab on the navigation bar at the top. Please check this often, as jobs are posted when they become available.
Depending on the position, students may work up to 15 hours per week at no less than minimum wage. Students are limited to no more than two jobs are campus and cannot work more than 15 hours a week between all jobs. Students are also limited to 7.5 hours in one day.
The Federal Work Study (FWS) program is a need-based employment opportunity and may be given priority hiring. Students generally work 15 hours per week at minimum wage. In most cases, the Institutional Work Study program is based on need. Students generally work 15 hours per week at minimum wage.
Graduate Assistantships (GA) are awarded by the School of Graduate Studies and Research. The number of hours is dependent on the appointment. The hourly rate is above minimum wage. In addition to the stipend, GA’s receive a waiver of tuition proportioned to their appointment. Graduate Assistants may work during periods of non-enrollment (Winter and Summer break as long as they are still degree seeking students) in the same area as their assistantship depending on department budgets.
Students who decline student employment with the Financial Aid Office are not able to gain employment until the next academic year. All awards are final.
Students who are receiving a dependent tuition waiver are allowed to work on campus, but cannot work in the same division as their family member, regardless of supervisory role.
If you have any additional questions or concerns, please feel free to contact the Payroll Office or the Financial Aid Office.
1. Student employment is awarded to all undergraduate students who are in good academic standing with a minimum cumulative GPA of 2.0.
2. The awarding of federal work study would stop after we have reached 200% of the allocation. The process continues with the awarding of institutional work based on the same criteria.
3. All students must file a FAFSA and apply for employment each year. Departments who wish to continue employing one or more of their current student employees must strongly encourage these 98
students to file a Free Application for Federal Student Aid (FAFSA) by December 15th to ensure their records are counted in annual institutional federal aid reports and for priority consideration for employment opportunities. Students must also apply for employment, or update previous applications to indicate their acceptance of work-study awards. Students may also submit a letter to the Financial Aid office requesting student employment. Students who decline their work study award forfeit the opportunity to work on campus for the academic year.
4. All departments must post their vacancies on the student employment portal for a minimum of three business days and select students from the approved list of eligible students.
5. Departments may interview eligible students for summer, fall and/or spring employment; however, the departments must immediately refer students hired through this process to the Payroll Office in Reeder Hall (room 213) for Employment Eligibility Verification and payroll system activation. No Student may begin working until authorization is documented by the FAO and verified for employment by the Payroll Office.
6. Student work hours may not exceed 15 hours per week during periods of enrollment. This includes the week of spring break.
7. Student work hours may not exceed 37.5 hours per week during break/summer periods unless student is taking classes. They are limited to 20 hours per week during enrollment.
8. Nepotism – Department supervisors should not hire family members.
Student Hiring Procedures
1. Departments who wish to hire student employees must post all student jobs (including positions held for continuing students) to the PeopleAdmin student employment website on myEdinboro. Provided in this handbook is a Request to Hire Student-Worker(s) form. You must complete the form. Give the completed form to Peggy McMillan and she will post the job(s).
2. Departments will select student applicants for interview using PeopleAdmin system tools; the online selection criteria can be tailored to meet the requirements of each position. It is your responsibility to review the applicants, contact and interview the individuals.
3. Offers of employment will be contingent on student award amounts and department budget allocation. You will need to supply the Fiscal Assistant with the individual’s name, banner ID#, and number of hours per week they will be working.
4. Students who are currently employed by university departments must reapply each year.
5. Student eligibility is determined through the FAFSA and financial aid employment award. Please note that students may file a FAFSA after January 1st each year. Estimated income data may be used on their FAFSA and finalized later after Federal taxes are filed.
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6. Student employment awards are normally made by March 15th, at which time students can begin to access Student Employment (i.e, term 2019-2020) to peruse the available campus job postings.
7. Students who want to be employed during the summer before July 1, 2021 must also have the 2020-2021 FAFSA on file.
8. New student employees (not working during FY21) must complete the required documents for Payroll Office before students may be hired.
Payroll
The purpose of this procedure is to accurately record, submit and track all student work-study hours performed. The procedure is as follows:
1. All student workers must report to the Payroll Office before their work commences. Please instruct your new student workers to bring with them:
(a) A valid document that establishes their identity. Examples: driver’s license, school identification card with photograph, passport. (b) If the student has not provided a social security card, the Payroll Office will need to see the original card. (c) LST (local service tax) – “if continuing to work for previous employer”. If they have stopped working for a previous employer, they can be exempt here. (d) A voided check (for a checking account) or a deposit slip (for a savings account) for their active bank account for direct deposit.
2. All student worker supervisors are to approve their student worker’s e-time no later than noon on the Monday following the end of the pay period.
Termination or Resignation of Student Employees
Students desiring to resign their work position under the Student Employment Program should do so by informing the Financial Aid Office as well as their work supervisor of their intent to quit their job. Such procedure represents the official manner in which to terminate employment. By following this procedure, the student will continue to be eligible for future employment under the Student Employment Program. If the student fails to report to work for an extended period of time without notifying the supervisor, the supervisor should inform the Director of Financial Aid of this situation, and may terminate the student in writing with the cause documented. It is the policy of the Financial Aid Office to provide a “Second Chance” job placement were practicable. Satisfying students fiscal needs in other program areas may also result.
Departmental Problems Arising From Student Employees
Occasionally a supervisor will notice that a certain student worker is incompatible with either the job or the people with whom the student is working. In such a case, the supervisor should personally notify the Director of Financial Aid. The appropriate action, such as reassignment or termination of employment will be taken.
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REQUEST TO HIRE STUDENT-WORKER(S)
Requestor Name: Requestor Sport:
Position Title
Contact Name
Contact Phone #
Contact E-mail
Site Supervisor
Department Name
Cost Center Code
# of Positions
Number of hours per week Days of the week
Between hours of
Full-time or part- time Employment start date Employment end date Description of ongoing/new duties
Minimum qualifications GPA Requirements Major Requirements Minimum earned (EUP) credit hours Preferred qualifications
Other Details
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Driver’s license required 3-year clean driving record required Criminal background clearance required Does this job require confidentiality? Applications accepted from date Applications accepted to date Keep open until filled
To hire a student-worker(s), this form must be completed and given to Athletic Department Fiscal Assistant. Once the job is posted, it is your responsibility to contact, interview, and hire the student-worker.
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AWARDING OF ATHLETICS GRANT-IN-AID
Edinboro University of Pennsylvania grants no state appropriations for athletic scholarships. The Athletic Department Scholarship Account, housed under the umbrella of Edinboro University, is the main source of funding for student-athletes in terms of athletic grant-in-aid. Athletic endowments are also available for distribution and are determined by an established University scholarship committee. The Alumni Association and the University Foundation also assist the athletic department in the area of securing athletic scholarship money. All athletic scholarship dollars are channeled through the Financial Aid Office with the Financial Aid Office responsible for the disbursement of funds. In addition, the University’s Student Government Association funds the department for some operational costs but no athletic scholarship allotment. All awards are strictly monitored by the Financial Aid Office and the Director of Athletics and fall under NCAA Bylaw 15.02.1- Administered By. The amount of the award is determined by each individual sport coach and is guaranteed for one-year. The following are procedures for awarding athletic awards as written.
PROCEDURES FOR ATHLETIC SCHOLARSHIP CONTRACTS (subject to revision)
Before any athletic monies can be paid to a student-athlete, an Athletic Scholarship Award Form (contract) must be completed. The athletic scholarship award forms are available in the Athletic Department Dropbox (Student-Athlete folder – scholarship form-coach fill in portion). Coaches must monitor their offers and spending to ensure they are not over their permitted athletic aid and endowment scholarship spending.
Entering Freshman/Transfer Student:
1. A contract is prepared by the coach, providing the name, EU banner ID# and demographic information of the student, the value and type of award by term and athlete/name of endowment. The form must be in the original Dropbox form. Email the form to the Business Director for Athletics. The Business Director will process the form and prepare for print out for signature by the Director of Athletics and coach. 2. The contract is then presented to the Financial Aid Office for signature. The Financial Aid Office will return the form to the Athletic Department. 3. Once the scholarship form is signed by the Director of Athletics, coach and Financial Aid Office designee, the signed contract is forwarded to the student for signature by the student and parent (if under 18 years of age). 4. After the student and/or parent signs the scholarship form, it must be returned electronically to the Associate Athletic Director, Business Director, and Athletic Department Secretary. 5. The Associate Athletic Director will forward the signed contract to the Financial Aid Office to be credited to the student account and copy the Business Director and Athletic Department Secretary. 6. If Aid is modified, reduced, or cancelled, or contract is void due to the student no longer attending Edinboro or is no longer on the team, the coach must notify the Associate Athletic Director, Business Director, and Athletic Department Secretary.
ATHLETIC SCHOLARSHIPS
When a student-athlete accepts an athletic scholarship, in any dollar amount, they certify that: 104
They will enroll as a full-time student each semester and will meet the institutional and NCAA academic requirements.
They will participate as a member of the identified Edinboro University athletic team.
They will attend all practice sessions, meetings, and off-season programs, abide by all training rules and maintain conduct which is no way detrimental to Edinboro University, the Athletic Department, the teams, the coaches, and themselves.
They understand that the athletic award may be canceled during period of its award if they voluntarily render themselves ineligible for intercollegiate athletes, voluntarily discontinue participation in the sport, fraudulently misrepresent any information, engage in misconduct warranting disciplinary action by head coach or other college officials or suffer any injury in a non-athletic activity which renders them incapable of participation in the sport which they are receiving financial assistance.
They understand that all Edinboro University athletes are subject to the Edinboro University Drug Screening, Testing, and Education Program, NCAA championship, and year-round drug testing policy. Failure to comply with these policies or testing positive for banned substances under the defined policies may terminate this award.
Failure to become eligible in accordance with NCAA academic eligibility rules is considered voluntarily rendering yourself ineligible.
They understand that Edinboro University and NCAA regulations require all athletic financial assistance to be issued on a year to year basis and may be adjusted to state and federal regulations and guidelines.
The award may be subject to federal and state income tax. It is the student-athlete’s responsibility to determine and declare all tax responsibilities.
Injury If a student-athlete is injured in a practice or a game sanctioned by Edinboro University and is unable to continue, the athletic scholarship will remain in effect. The determination for continued participation will be made by the university physicians. The student-athlete would be expected to be involved and to assist in the program.
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REDUCTION OR CANCELLATION OF ATHLETIC AWARD
If an athlete voluntarily withdraws from a sport for personal reasons or graduates, cancellation of aid may occur immediately.
• Financial aid may be reduced or cancelled in the term during which it is awarded if the athlete fails to meet the terms of the award as outlined in Section III Terms and conditions of the Award a-e or Section IV Injury in the Athletic Scholarship Form. Failure to meet the terms of the Athletic Scholarship Award form could result in immediate reduction or cancellation of aid.
• If an athlete quits the team, stops coming to practice, becomes ineligible for academic or disciplinary reasons, their aid may be reduced or cancelled immediately. It is the athlete’s responsibility to communicate with the coach to insure they are meeting all requirements set forth by the Athletic Scholarship Award.
• Aid cannot be increased, reduced, or cancelled during the period of award because of the student- athlete’s athletic performance and/or ability. In addition, if any athlete performs better than expected, his/her aid cannot be increased during the period of the award.
• An athlete will receive written notification if their aid will be reduced or cancelled with justification of such action. The athlete is entitled to an appeal hearing if they wish.
• Awarding of athletic scholarships including the reduction or cancellation of awards must meet NCAA Bylaw 15 and existing PSAC and University policy.
PROCEDURE FOR CANCELLATION OF THE ATHLETIC AWARD
If a coach cancels an athletic award for any reason, the following steps must be taken:
1. Justification for cancellation must be submitted to the Director of Athletics and Associate Director of Athletics/Compliance Coordinator before cancellation occurs.
2. Justification for cancellation must include student’s name, reason for cancellation and amount of award being cancelled.
3. All written documentation must be completed before award will be cancelled.
4. The student-athlete must be informed in writing of reduction, a cancellation of, and a hearing must be offered. The Director of Athletics and Financial Aid Officer must be copied. Sample letter follows.
5. Cancellation of aid letter must be mailed to the university and home address.
6. The Associate Director of Athletics/Compliance Coordinator will then notify the Financial Aid Office of the cancellation.
7. Student’s athletic grant will be marked “VOID”.
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FINANCIAL AID ADVISORY AND APPEALS COMMITTEE ATHLETIC DEPARTMENT FINANCIAL AID SUB COMMITTEE - COMMITTEE MAKE-UP
• Financial Aid Director (chairperson). • Financial Aid employee assigned to the Athletic Department. • Academic Representative – FAR, or selected by chairperson if not available. • Admissions Representative. • Records & Registration Representative. • Director of Athletics, or designee - non-voting.
HEARING PROCESS
After the student-athlete requests an appeal hearing in writing, the appeals chairperson arranges meeting – supplies all appropriate information to all parties (committee members, coach of sport removing aid, student-athletes requesting appeal).
1. Meeting called to order – supplies appropriate information to all parties. 2. Coach states case for reducing aid – may call witnesses (committee may ask questions). 3. Student states case for appeal – may call witnesses (committee may ask questions). 4. Committee may ask questions of either party individually. 5. Student-athlete and coach are dismissed. 6. Committee deliberation and votes – simple majority. 7. Committee chair notifies student-athlete and coach in writing. 8. Director of Athletics or designee notifies student-athlete and coach verbally.
PROCEDURE FOR STUDENT-ATHLETES RECEIVING FREE ACADEMIC BOOKS
1. One week prior to the beginning of each semester, the head coach must submit a list of student- athletes names who are to receive free academic books, according to their athletic grant contract, to the Business Director. This must be included on the scholarship form (max amount).
2. The Associate Athletic Director/Compliance Coordinator or Business Director for Athletics will then forward these names on to the Campus Bookstore for academic book charges.
3. The Campus Bookstore will then remit an invoice to the Business Director of Athletics office for payment. The Business Director will then forward the invoices on to the head coaches to review the individual book charges of each of his/her athletes against their class schedule to ensure no other charges were made. Once the head coach has approved the book charges, the Business Director of Athletics will submit an expenditure request for payment.
4. No other charges such as paper or office supplies will be allowed.
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5. In the event that an unauthorized charge was made, the student-athlete must make restitution to the book store immediately as the Athletic Business Office will not make any such payments for unauthorized charges.
6. In the event that a student-athlete would sell his/her books at the end of the semester book exchange, the money must be turned back into the Athletic Business Office. All academics books that are not sold, particularly those pertaining to the athletes’ major course of study, may be kept by the student-athletes.
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SAMPLE
ATHLETE FINANCIAL AID TERMINATION LETTER
DATE
Student-Athlete’s Name Student-Athletes Address
Dear Student-Athlete,
Please accept this letter as notification that your Athletic Scholarship Award from Edinboro University of Pennsylvania for participation on the (team) team has been canceled for the (semester/date of termination) school year.
This action is due to your voluntarily quitting the program or by not adhering to any rule set forth in the signed athletic scholarship contract (include reason for termination).
If you wish to questions this process, NCAA Bylaw 15.3.5.1.1, Hearing Opportunity Required, permits you to appeal this ruling before an established board at Edinboro University.
If you have any questions, please feel free to contact me or the Director of Athletics for further information.
Sincerely,
Coach’s Name
CC: Director of Athletics Associate Director of Athletics Financial Aid Officer
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PROCEDURE TO HOLD A STUDENT ACCOUNT
If the situation cannot be rectified and a coach requests a hold (example; unable to schedule, or receive a copy of academic transcript, etc.) be put on the student’s account, the following procedure must occur:
1. Coach contacts the Director of Athletics or the Associate Director of Athletics to inform them of the situation that has created the problem (not returning equipment or owing money to Edinboro University, etc.) 2. The Athletic Administration will then contact the Office of Records and Registration, and in particular the Registrar directly, to request a hold on the student’s account. 3. Verbal justification to the Registrar is all that is necessary at this time 4. Registrar confirms or denies the request 5. If the request is granted, the lifting of the block will only occur when the athletic administrator verbally requests it be taken off
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STUDENT-ATHLETE VOLUNTARILY QUIT FORM
With my signature below, I declare that I have voluntarily quit participation on the ______team at Edinboro University of Pennsylvania and surrender any privileges as a student-athlete including my financial aid package if applicable.
Date ______
Student-Athlete signature ______
Coach signature ______
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ATHLETIC E D I N B O R O U N I V E R S I T Y SCHOLARSHIP OF PENNSYLVANIA No. AWARD FORM MUST BE SIGNED AND RETURNED BY NAME DATE
HOME ADDRESS BANNER ID # OR SS#
LOCAL ADDRESS SPORT
LOCAL TELEPHONE HOME TELEPHONE ACADEMIC YEAR
I. The total financial award for this period is: TYPE OF SCHOLARSHIP: FALL SPRING TOTAL $ $ $ $ $ $ II. This award is finalized contingent upon the student-athlete’s final formal acceptance for admission to Edinboro University and qualifies for participation per NCAA Bylaw 14 Eligibility and Bylaw 12 Amateurism.
III. Terms and Conditions of the Award: I accept the contract and certify that: a. I will enroll as a full-time student each semester and shall meet the institutional and NCAA academic requirements. b. I will participate as a member of the identified Edinboro University athletic team. c. I will attend all practice sessions, meeting and off-season programs, required study programs, abide by all training rules and maintain conduct which is no way detrimental to Edinboro University, the athletic department, the team, the coaches and myself. d. I understand that the above athletic award may be cancelled during the period of its award if I voluntarily render myself ineligible for intercollegiate athletics, voluntarily discontinue participation in the sport, fraudulently misrepresent any information, engage in misconduct warranting disciplinary action by the head coach or other college official or suffer any injury which renders me incapable of participation in the sport from which I am receiving financial assistance. e. I understand that all Edinboro University athletes are subject to the Edinboro University drug/alcohol testing, NCAA Championship, and year-round drug testing policy. Failure to comply with these policies or testing positive for banned substances under the defined policies may terminate this award.
IV. INJURY If the student-athlete is injured in an official practice or a game sanctioned by Edinboro University and is unable to continue, the Athletic Scholarship will remain in effect. The determination for continued participation will be made by the University physicians. The student- athlete would be expected to continue to be involved and to assist in the program.
V. I understand Edinboro University and NCAA regulations require all athletic financial assistance to be issued on a year to year basis and may be adjusted to state and federal regulations and guidelines.
VI. This award may be subject to federal and state income tax. It is the student-athlete’s responsibility to determine and declare all tax responsibilities.
ACCEPTANCE Signed Accepted Director, Financial Aid Office Student Signed Accepted Director of Athletics Parent Return complete form to: Accepted Todd V. Jay, Associate Director of Athletics Coach Edinboro University of Pennsylvania 455 Scotland Road Date Edinboro, PA 16444
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Awarding Institutional Financial Aid to Student-Athletes
Specific Responsibilities
Director of Financial Aid:
Responsible for the following areas which include, but are not limited to: • Award all institutional financial aid to student-athletes. • Determine institutional cost of attendance. • Review athletics aid recommendations from the athletic department. • Assemble, offer and award financial aid packages to prospective and enrolled student-athletes. • Promptly process requests for hearings from student-athletes whose athletic aid was not renewed or was cancelled or reduced during the period of the award. (Bylaw 15.3.2.4) • Ensure established procedures are followed by coaching staff.
Designated Financial Aid Employee:
Responsible for the following areas which include, but are not limited to: • Provide written statements of the amount, duration, conditions, and terms of the athletic aid awards to student-athletes. (Bylaw 15.3.2.3) • Send student-athletes written notification of renewal and non-renewal of institutional financial aid. (Bylaw 15.3.5.1) • Certify that financial aid was granted without regard in any degree to athletics ability where applicable in certifying noncounters. (Bylaw 15.5.1.8) • Verify and document all noncountable aid. • Enter NCAA financial aid data into CA for each student-athlete. • Monitor team financial aid limits according to NCAA and PSAC rules. • Monitor individual financial aid limits; include making determinations of whether all aid is countable toward the full grant-in-aid and cost of attendance limit. • Determine criteria for outside awards and permissibility of such sources of aid under NCAA rules. • Determine student-athlete’s eligibility to receive financial aid according to NCAA and PSAC rules.
Athletic Compliance:
Responsible for the following areas which include, but are not limited to: • Provide Financial Aid Office training and resources regarding NCAA legislation on financial aid. • Provide Financial Aid Office interpretive support for NCAA legislation regarding financial aid. • Provide Financial Aid Office with up to date rosters on all teams. • Provide Financial Aid Office with all necessary athletic aid information, including the EUP Athletic Aid Agreement for each student-athlete. • Provide Head Coaches with financial aid information on their student-athletes from Banner (read only access).
Head Coaches
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Responsible for providing the Compliance and Student-Athlete Services office with all necessary information on prospective and current student-athletes who have been offered athletic aid.
ONLY the Director of Athletics and Associate Athletic Director/Compliance Coordinator will have direct contact with the Financial Aid Office regarding issues dealing with athletic aid.
Coaches may NOT request changes without the approval of the Associate Athletic Director/Compliance Coordinator or the Director of Athletics.
Coaches may only contact a Financial Aid Counselor in regards to other aid a student-athlete or prospective student-athlete may qualify for. Squad List
Process: The following is the process used by the Financial Aid office for awarding financial aid: • The Associate Athletic Director/Compliance Coordinator will submit all Aid Agreements to the Director of Financial Aid for signature. • The designated financial aid employee will copy completed athletic aid agreements for student- athletes’ financial aid file and return originals to the Compliance and Student-Athlete Services office for the student-athlete’s athletic file. • The designated financial aid employee will enter athletic aid in Banner for each student-athlete’s financial aid package. • Associate Athletic Director/Compliance Coordinator will enter all student-athletes, regardless of eligibility status, including transfer student-athletes, redshirts and medical hardships in CA on a continual basis, and will notify the designated financial aid employee of any additions or updates. • The designated financial aid employee will enter in CA all financial aid awarded for the Fall and Spring semester to each student-athlete. All entries must be completed by November 15 of each year. All entries, updates and/or changes to be completed by May 15 of each year for submission to the PSAC by June 15 of each year. • The Associate Athletic Director/Compliance Coordinator will print the mid-year squad lists and acquire all necessary signatures; originals will be filed in Compliance and Student-Athlete Services office, copies in Financial Aid office, copies in Director of Athletics’ office, copies in each team’s athletic file and copies to each head coach. • The Associate Athletic Director/Compliance Coordinator will print the final squad lists and acquire all necessary signatures; originals will be filed in Compliance and in Financial Aid office.
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Guidelines for Awarding Women’s Athletics International Tuition Waivers
1. The coach would recruit the international prospective student athlete (IPSA).
2. The IPSA must apply through the regular international student admissions process (Admissions Office, International Student Office, and the NCAA Initial Eligibility Center initialeligibilitycenter.org).
3. After the IPSA has been accepted, the Head Coach, with approval from the Director of Athletics, will officially offer the financial aid package to the accepted IPSA. The international tuition waiver can be combined with other university and athletic financial aid. All athletic related aid, including the international tuition waiver, must be issued on an NCAA approved scholarship form and abide by all NCAA rules. The Financial Aid Office must sign the scholarship form per NCAA rule before it is issued to the IPSA.
4. All appropriate forms and MasterCards must be secured. The International Office, Admissions Office, and Head Coach will assist in this process.
5. After all paperwork, forms, and scholarship agreement are complete, the Financial Aid Office, Athletic Department, Accounting/Bursar Office and International Office will make sure the IPSA account is credited for the scholarship amount. This process would be similar to the method that athletic scholarships are awarded.
The international tuition waiver will be offered using the following guidelines (each women’s sport will receive one international tuition waiver {9 total}):
1. Female student-athletes preferably with 3 or 4 years of eligibility in her sport.
2. High quality student.
3. High degree of athletic ability.
4. The waiver would be considered athletic aid by the university, coach and athlete. Athletic participation on the team the student signed the waiver for is a requirement.
5. All NCAA, University, and Athletic Department policies must be followed in the awarding of the waiver.
6. The women’s athletic international tuition waiver may not be split/divided; it must be awarded to one student. If the student leaves or quits the team, the waiver may be reissued based on above established guidelines.
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SCHEDULING
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Athletic Department Procedures in Case of Class Delay and Cancellation
The university has procedures and policies for delays and cancellations due to extreme weather conditions. Attempts are made to make determinations about any adjustments to the university’s schedule of operations as early in the morning as possible. Changing weather conditions sometimes challenge the ability to make timely decision; but the goal is always to make closing or delay decisions by 5:30 a.m. in order to get the message to the media, on the university web page, and on the university hotline no later than 6:00 a.m. Changes to the university’s operating schedule will be posted on the university telephone hotline (814-732-BORO) as well as the web page (www.edinboro.edu).
In the event that the university does alter the schedule of operations, the Athletic Department will make the following adjustments.
1. Classes are Cancelled a. University response – university teaching faculty and students should not report to class. Student employees, including graduate assistants, should not report to work. All other employees shall report to work according to their regular schedules or as indicated by their supervisors. b. Athletic Department response – student employees, including graduate assistants, should not report to work. All other employees shall report to work according to their regular schedules. Office hours, team practices and athletic events will continue as scheduled unless altered by the Director of Athletics.
2. Classes are Delayed a. University response – university teaching faculty and students should not report to classes scheduled before (TBA). Student employees, including graduate assistants, should not report to work until after (TBA). All other employees shall report to work according to their regular schedules. b. Athletic Department response – student employees, including graduate assistants, should not report to work until after (TBA). All other employees shall report to work according to their regular schedules. Office hours, team practices and athletic events will continue as scheduled unless altered by the Director of Athletics.
3. University Operations are Cancelled a. University response – only individuals identified as “Essential Personnel” should report to campus according to their regular schedules (unless directed otherwise by their supervisors). Other staff may be directed to report to their work site to address matters of safety, maintenance or other issues as determined necessary by management. b. Athletic Department response – all office hours, team practices and athletic events will be cancelled and only those employees deemed as “essential personnel” should report to work.
4. University Operations are Cancelled after the School/Work Day has Started a. University response – only individuals identified as “essential personnel” should continue at their work site through the end of the regular workday (unless directed otherwise by their supervisors). Other staff may be directed to remain at the work site to address matters of safety, maintenance or other issues as determined necessary by management. b. Athletic Department response – All office hours, team practices and athletic events will be cancelled from the time the university cancels operations and only those employees deemed as “essential personnel” should remain at the work site.
5. Opening of University is Delayed
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a. University response – only individuals identified as “essential personnel” should report to campus according to their regular schedules or as indicated otherwise by their supervisors. Other staff may be directed to report to campus to address matters of safety, maintenance or other issues as determined necessary by management. b. Athletic Department response – only individuals identified as “essential personnel” should report to campus according to their regular schedules. Office hours, team practices and events scheduled prior to the start of university operations will be cancelled. All office hours, team practices and events scheduled for after the initiation of university operations will proceed as scheduled. Alterations of scheduled practices and event times must be approved by the Athletic Department administration.
SCHEDULING CONTRACTS
1. All coaches are responsible for their own sport scheduling.
2. The Assistant Director of Athletics will coordinate game availability and work with the coaches concerning home contracts.
3. All schedules must first meet approval of the Director of Athletics before confirmed with opponent.
4. The Associate Director of Athletics and Assistant Director of Athletics will forward completed schedules to the Director of Athletics for final approval.
5. The Director of Athletics’ Office will then type and process all home game contracts and process away contracts from opponents.
6. After contracts have been received, and there needs to be a change, the Director of Athletics must first approve of the schedule change. The PSAC form must be completed and faxed to the PSAC office for approval.
7. Scheduling must follow institutional policies in accordance with the guidelines established by the NCAA and PSAC. Any questions on scheduling must be directed to the Director of Athletics.
8. All contracts that have been signed will be honored, unless otherwise noted by the Director of Athletics.
9. All contracts are housed in the Director of Athletics’ Office.
SCHEDULING POLICY As is current policy at Edinboro University, the athletic coaches are responsible for building their own sport schedules. Due to budget limitations/restrictions, the Director of Athletics must first approve all scheduled events, home and away.
Coaches must also keep themselves informed about any updates to their respective Pennsylvania State Athletic Conference operating procedures including mandated schedules as dictated by the Presidents of the respective institutions and the Commissioner of the conference. In addition, the limits/requirements of the NCAA must also be taken into consideration when constructing a schedule. The coaches will be kept informed by the Director of Athletics or the Associate Director of Athletics as to any NCAA legislation that directly affects the scheduling opportunities/requirements of our athletic teams. 118
Whenever possible, teams should not travel during Homecoming. Coaches should consider missed class time when scheduling contests.
SCHEDULING OF HOME EVENTS
In an effort to provide consistent start times for our home events, the following start times will be used for home events. Deviation from these times will need to be approved on an individual basis. All schedules should be submitted to Dave Higham for review, and ultimately forwarded to me for approval. Please avoid scheduling events on Sunday.
Weekday Events (Monday – Friday)
Soccer 4:00PM before daylight savings 2:30PM after daylight savings Men’s & Women’s Basketball Double-Header 5:30 & 7:30PM Basketball Single Game 7:00PM Wrestling 7:30PM Softball 2:00PM before daylight savings 2:30PM after daylight savings Volleyball 7:00PM Swimming 5-6:00PM
Weekend
Men’s & Women’s Basketball Double-Header 1:00 & 3:00PM Basketball Single Game 3:00PM Volleyball, Wrestling, Soccer* * Football Noon (Homecoming- 2:00PM) Softball 1:00PM Swimming 1:00PM**
* Time can be based on gym availability and other events in the Athletic Department
** Swimming meets can be schedule in accordance with pool availability and type of meet.
NON-TRADITIONAL COMPETITION AND SCRIMMAGES
All non-traditional competition and scrimmages must be approved in the scheduling process. The following guidelines should be followed:
1. No non-traditional competitions or scrimmages on Sunday.
2. No non-traditional competitions or scrimmages should start after 7:00pm.
3. Non-traditional competitions or scrimmages will be treated as a practice unless the coach request a facility set up a week in advance with Dave Higham, Administrative Coordinator.
PRACTICE & COMPETITION CANCELLATION PROCEDURES
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It is the Head Coach’s responsibility to notify (complete form) the individuals listed below concerning all practice and competition schedule changes/cancellations.
• Assistant Director of Athletics – Dave Higham • Head Athletic Trainer – Gary Hanna • Sports Information – Alex Womer • Associate Director of Athletics – Chad Williams
The form should be completed sent as soon as possible to provide adequate time to make proper notification to all parties necessary (media, bus company, other teams, etc.). Practice and/or competition may not be rescheduled without approval of the athletic administration.
CHANGE OF SCHEDULE PROCEDURES (PRACTICE & COMPETITION) Form is available in Athletic Drop Box 1. The coach wanting to change their practice, tournament, and/or non-conference schedule must complete the form. 2. Home event/practice: Submit to Administrative Coordinator to review facility availability and approve change. 3. Away event: Submit to Associate Athletic Director for compliance and travel review. 4. Submit to Athletic Training to approve availability of coverage. 5. Home or Away Event: Submit to Sports Information to approve availability of coverage and website updates. 6. Form should then be submitted to the Athletic Director for review and final approval. 7. All signature must be included before a change can be approved by the Athletic Department.
PROCEDURE FOR COMPLIMENTARY TICKETS FOR STUDENT-ATHLETES AT HOME ATHLETIC CONTEST
1. Each student-athlete, according to the NCAA, may be granted up to a maximum of four (4) complimentary tickets for each of their participating sport athletic contests. The issuance of more than four (4) complimentary tickets is prohibited and is in violation of NCAA Reg. 16.2.1.1.
2. Each student-athlete’s request for complimentary tickets must be made in advance through the signing of a complimentary ticket list through ARMS. All complimentary ticket requests must be submitted no later than one (1) full business day prior to game time.
3. Complimentary tickets shall be distributed to the student-athlete’s guests upon proof of photo identification and signature by the recipient.
4. Under no circumstances will complimentary tickets be issued to those whose names are not placed on the Complimentary Ticket Request form. It is the responsibility of the student-athlete to make arrangements with his/her guests in advance of the athletic contests.
5. Any recruits or high school coaches wish to attend an event and receive complimentary admission,
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they must be included on the Recruit Complimentary Admission Form and submitted to the Business Director at least one full business day prior to the event.
6. Any youth team or organization (members are 8th grade and younger) who would like to attend a home athletic event must first be cleared by the DAC before tickets can be issued.
7. No complimentary ticket will be issued to PSAC away teams. Complimentary tickets are issued to home team athletes only.
8. If an outside group would like to attend, only the students and coaches will be able to receive complimentary admission. The Complimentary Ticket Request Form must be completed and submitted to the Business Director at least one business day before the event. If the parents of the group would like to attend, a discounted rate of $2.00/ticket. The group must then contact the Business Director to arrange pickup/payment.
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HONORARY CAPTAINS
• The head coach should recruit and recommend those faculty, staff, alumni or donors who they believe will benefit their program. • If the FAR (Faculty Athletic Representative), the athletic administration or Advancement Office personnel request an honorary coach for a game, please email the head coach for approval at least a week prior to the event. • Head coach please email the FAR and copy the Sports Information Director with contact information of the honorary captain a week prior to the event, and the FAR will make sure to email the honorary captain with details of their role. • If you have a write up, the Sports Information Director will need a copy three (3) days before the event so the person can be properly introduced. • The person arranging the honorary captain, can assist in hosting, but coaches and players should make that individual feel welcome. • If the honorary coach does not show up for the event, notify the PA announcer immediately.
PROCEDURES TO RESERVE A FACILITY *subject to change*
• Facilities included in this procedure McComb Fieldhouse Sox Harrison Stadium (field and track) Softball Field Zafirovski Dome Football and Soccer Practice Fields Campus Athletic (Soccer) Fields
• The Director of Athletics and/or their designee will be responsible for scheduling the athletic related facilities.
*Presidential events have priority
*Athletic Department practices and competition have priority. (6am-8:30am and 3-8pm weekdays and all weekend)
*Classes have priority from 8:30 am to 3:00 pm weekdays
*Other activities can be scheduled based on availability. Priority will be given to EUP student groups, EUP recreational sports, and EUP-SGA sponsored events. Possible uses: Rec Sports Homecoming Events Greek Week Events Club Sport Events Band Events Community Services events Youth Football YMCA Events 122
PIAA Events High School Events Charity Events Other Other reasonable uses
*camps will have priority in the summer months
• All requests must be made in writing to the Athletic Department Letter or email
• Athletic Department and university rules must be followed at all times
• After date is pre-approved a Facility Request Formed must be completed, signed and all proper paperwork (proof of insurance) submitted to the Athletic Department
• The Athletic Department will provide all approved groups a signed facility request form, a facility usage permit and a facility rules and regulations
• Groups are responsible for arranging with the Athletic Department and/or Maintenance Department to arrange for necessary setup and other requirements (tables, electrical hook up, housekeeping, floor covering, etc.) and the payment of the costs associated with the setup.
• The following issues will be considered *Appropriate supervision must be present at all times *Proper footwear must be worn in McComb, on the track and on the football field *Certified lifeguard must be on deck in the pool at all times *McComb Fieldhouse gym and weight room will not be used for open rec *Fees may be assessed to non-university groups *Events may be cancelled because of weather *This procedure can be altered on an as need basis by the Director of Athletics
USE OF ATHLETIC FACILITIES
All countable or required athletic related activities held in any of the EU athletic facilities must have proper supervision. Proper supervision would be: head coach, assistant coach, volunteer coach, graduate assistant and/or work study student. Graduate assistant and work study student must be within working hours (on payroll) to supervise. All individuals who will be supervising must have all necessary training (CPR, first-aid, AED and dome school).
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McCOMB FIELDHOUSE RULES
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• Use of McComb Fieldhouse is by written permission only.
• No pets are permitted in McComb Fieldhouse.
• Bikes, skateboards, rollerblades, cleats, skates, and vehicles of any kind are prohibited.
• Alcohol, tobacco products, guns, weapons, and glass containers are prohibited in McComb Fieldhouse.
• Artificial noise makers are not permitted in McComb Fieldhouse.
• Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
• Individuals violating any of the above rules are subject to removal from McComb Fieldhouse.
Weight Room Use Policy
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• The weight room is for Athletic Department personnel and student-athletes ONLY (separate summer camp rules).
• No one may use the weight room without proper supervision (no one including coaches or staff should work out alone).
• Do not prop the weight room doors open.
• All approved supervisors must be on the approved supervisor list and carry appropriate identification. List will be posted on weight room bulletin board. Proper supervisors include:
o Full or part time coaches o Volunteer coaches (appropriate forms must be completed) o Work study student on the payroll and working when supervising the weight room
• Equipment should be wiped down after use.
• Weights should be placed on storage racks after use.
• Coaches should report all broken machines/equipment to Dave Higham.
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• The posted weight room schedule must be followed.
• If a coach unlocks the weight room, they are responsible for locking the weight room.
• Athletes should NEVER be left unattended in the weight room.
• All Athletic Department employees should help monitor the weight room and order unsupervised individuals to leave the weight room and lock the door.
Athletic Department employees are professional and must follow these rules to protect themselves and the university. NEVER leave the weight room unsupervised.
MIKE ZAFIROVSKI SPORTS & RECREATIONAL CENTER RULES
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• No pets are permitted.
• Skateboards, floor hockey, rollerblades, scooters, bikes or any like items are prohibited.
• Only clean athletic footwear may be worn. No spikes.
• Outside food and beverages are not permitted.
• Alcohol, tobacco, guns, weapons, and glass containers are prohibited.
• The Dome equipment (baskets, nets, hurdles, mats, and air diverter) may not be moved or altered in any manner.
• Use of and jumping on the pole vault equipment, mats, and high jump equipment is prohibited.
• Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
• Individuals violating any of the above rules are subject to removal from the Dome.
SOFTBALL FIELD RULES
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• Use of softball field is by written permission only.
• No pets are permitted in the softball field area.
• Bikes and vehicles of any kind are prohibited on the field.
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• Alcohol, tobacco, guns, weapons, and glass containers are prohibited in the softball field area are prohibited.
• Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
• Individuals violating any of the above rules are subject to removal from the softball field area.
TENNIS COURT RULES
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• Only tennis shoes may be worn on the tennis courts.
• Bicycles, rollerblades, skateboards, floor hockey and like items are not permitted on the courts. No ball playing of any kind other than tennis is permitted.
• Pets are not permitted on the courts.
• Sitting or leaning on the nets is damaging to the nets and net straps and is strictly prohibited.
• Alcohol, tobacco, food, guns, weapons, and glass containers are prohibited.
• This facility may not be altered in any manner (adjusting of nets, altering wind screens, tape on court).
• Edinboro University scheduled events (classes, practices, matches or approved events) have priority.
• Individuals violating any of the above rules are subject to removal from the tennis courts.
SOX HARRISON STADIUM Artificial Turf and Track Guidelines
• The use of this facility is at one’s own risk. The University will not be responsible for any accidents or injuries.
• No gum chewing or sunflower seeds on the field.
• No tobacco products on the field.
• “Long” track spikes may not be used on the field.
• As soccer goals are set, they must not be dragged on the turf. Be sure to lift the goals into place. Goals must be secured properly with sandbags for safety.
• Repetitive drills/exercises should be rotated so they do not create wear marks on field. 126
• Golf is not permitted on field.
• No carts or wheeled vehicles on track or field.
• No animals allowed on the track or field. Assistant dogs are permitted.
• No shot put, javelin, hammer or discus on field.
• No tables, chairs or other objects allowed on field.
Enter through the south-west gate (by main ticket booth).
Turf field use is by permit only. All groups without a permit will be asked to leave the field.
MIKE ZAFIROVSKI SPORTS AND RECREATION DOME
Usage Orientation and Safety Program
The Mike Zafirovski Sports and Recreation Dome is an air-supported structure designed for sports, recreation, and educational use. All individuals using the facility are responsible for respecting the facility and its proper use. The following rules and guidelines must be read and understood before using the facility.
1. Use is by request only and Athletic Department approval.
2. Proper athletic footwear should be worn at all times: a. “clean” athlete footwear; no dirty outside shoes b. No spikes are permitted in the center area
3. All activities must be supervised.
4. All participants should show respect to the facility and those using it.
5. No “sharp or pointy” objects may be thrown or used in the dome. Care should be taken not to throw balls into the lights or dome fabric.
6. All participants must enter and exit through the main revolving door and air locks through the dome administration building. All other emergency doors or revolving doors should not be used without special permission or an emergency.
7. Equipment may not be moved or used without appropriate Athletic Department approval.
8. The Dome should be locked at all times except for open recreation time or special events.
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Safety Procedures
1. There is an AED and emergency phone located in the dome.
2. This is an air-supported structure. If the inflation system malfunctions, a voice-activated evacuation message will be generated through the speaker system located in the Dome. The message will state “A DOME INFLATION SYSTEM MALFUNCTION HAS BEEN DETECTED. PLEASE EXIT THE BUILDING IN AN ORDERLY FASHION THROUGH THE REVOLVING DOORS LOCATED AT THE BUILDING ENTRANCE AREA”. If this voice is heard, please have your group exit in an orderly manner through the revolving doors and air locks. This is not an emergency. All activity should stop and participants should exit. The appropriate individuals will automatically be notified if the inflation system malfunctions.
3. In the case of an emergency, the following message will be heard “MAY I HAVE YOUR ATTENTION, MAY I HAVE YOUR ATTENTION PLEASE. AN EMERGENCY HAS BEEN DISCOVERED IN THE BUILDING. RESPONSIBLE PERSONNEL ARE RESPONDING. YOU ARE INSTRUCTED TO REMAIN CALM AND ORDERLY AND TO LEAVE THE BUILDING BY WAY OF THE NEAREST EXIT. LOOK FOR THE NEAREST EXIT SIGN AND PROCEED TO LEAVE THE BUILDING. Please have your group exit in an orderly manner through any exit door and move away from the building.
In an effort to provide a safe sports/recreational/educational activity, I have read this orientation sheet and have received the dome orientation session from an appropriate University personnel. I will abide by the dome policies and procedures.
Group Supervisor Signature Date
Print Name
University Personnel Signature Date
Print Name Edinboro University Emergency Numbers: Campus Police 814-732-2912 Emergency 911
Athletic Department Contract Number for Event:
Name: Tel #:
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PRACTICE SCHEDULE GUIDELINES
MONITORING OF PLAYING AND PRACTICE SEASONS As defined in NCAA Bylaw 17, Edinboro University adheres to the rules and regulations established by the NCAA. Attached are the practice logs that are required by each sport to fill out, sign, and turn into the Associate Director of Athletics to ensure compliance with the practice season limitations.
The Director of Athletics previously approves all athletic sport schedules for travel and logistical purposes while the Associate Director of Athletics checks for compliance with the number of allowable contests.
The attached forms are signed not only by the coaches but also a student representative from the respective squads and submitted to the Associate AD every Tuesday. These are then kept on file in the Associate AD’s office.
MCCOMB Winter schedule: (Oct 15th) Fall 2017 Fall 2018 Fall 2019 Fall 2020 3-5:30pm WBB MBB VB VB 5:30-8:00pm MBB VB WBB WBB 8:00-10:30pm VB WBB MBB MBB This schedule rotates every fall. The early slot will practice in the later time allotment and everyone else will move down one slot.
Pre season conditioning Depending when volleyball practices both basketball teams should be done with conditioning by 6:00 pm. They would have to use a combination of McComb Fieldhouse and the Mike Zafirovski Dome for pre-season conditioning.
SOX HARRISON (FALL) In season fall sports that use the stadium. Non traditional sports that need stadium Football, Soccer, Cross Country (track only) Lacrosse, Track, Softball
Fall Schedule 2:30-5:30pm Football 5:30-8:00pm Soccer
Lacrosse can schedule practice and games when the soccer and football teams are off or competing away or on the grass fields. Track can practice during any of the in season practice times. *Coaches using the field or track should replace all equipment in the location they found it.
SOX HARRISON (SPRING) In season spring sports that use the stadium Non traditional sports that need stadium Lacrosse, Softball, Track Football, soccer
Spring Schedule
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3:00-5:30pm Track 5:30-8:00pm Lacrosse Football and soccer can now practice on alternating days from 3:00-5:30 when track is practicing.
DOME (Fall) – Sept 1-Oct 15 Open Gym Times 12:00 – 1:00pm 9:30-12:00pm Class times 9:00-11:30am and 1:30-2:30pm
In Season sports Out of Season sports Football, Soccer, Volleyball, Cross Country Wrestling, Men’s Basketball, Women’s Basketball, Track
Practice Times ( Bad weather days) 2:00-4:00pm 4:00-6:00pm 6:00-8:00pm
Night of events in McComb Fieldhouse Earliest starting in season sports have priority 2:30-3:30pm – schedule as needed 3:30-5:30pm 5:30-7:30pm
DOME (WINTER SPRING) Oct 15-Apr 15 Open Rec 12:00-1:00pm Monday through Friday 9:30-12:00am Monday, Wednesday & Thursday Class time 9:00-12:00pm and 1:00-2:30pm Track Rental 7:30-9:30pm Tuesday – all practices adjusted 3-4:30; 4:30-6:00; 6:00-7:30
In season sports Track, softball, lacrosse, tennis Out of season sports Football, soccer
Practice times 2017-2018 2018-2019 2019-2020 2020-2021 2:30-3:30pm 3:30-5:30pm lacrosse track softball/tennis lacrosse 5:30-7:30pm track softball/tennis lacrosse track 7:30-9:30pm softball/tennis lacrosse track softball/tennis These sports will be put on a rotating schedule. Out of season sports can schedule practices on off days or weekends. *** McComb will have some availability also. The Dome can be divided so more than one sport can practice at a time. Events in Dome should be scheduled well in advance so that practice schedule can be adjusted accordingly.
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• All non-traditional season practices should be concluded by 8:00pm – all venues. • Weekend practices scheduled in advance each year with the Administrative Coordinator (Dave Higham). • Teams should avoid practicing during varsity contests. • Coaches should inform their athletes in advance of practice times so classes can be scheduled accordingly. • Coaches are responsible for unlocking and locking the Dome. The Dome must be supervised when in use. • Coaches are responsible for leaving the practice facility clean. • Coaches should report all damages or issues with the facilities to the Administrative Coordinator (Dave Higham). • Efforts will be made to keep Saturday and Sunday available for rentals.
Revised 4/15/10
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EDINBORO UNIVERSITY PLAYING AND PRACTICE SEASON DECLARATION FORM
17.1.1.1 - Declaration of Playing Season. Each member institution shall determine the playing season for each of the sports referenced under NCAA Bylaw 17.02.13. Declaration of the institution's playing season in each such sport shall be on file in writing in the department of athletics before the beginning of the institution's playing season for that sport. Changes in the declaration for a particular sport are permissible and also shall be filed in writing in the office of the institution's director of athletics.
17.1.1.2 Segments of Playing Season. • Traditional Segment: The portion of the playing season that concludes with the NCAA championship. • Nontraditional Segment: The remaining portion of the playing season.
17.1.1.3 Length of Playing Season. • Fall Sports: Length of playing season shall not exceed 18 weeks. • Winter Sports: Length of playing season shall not exceed 19 weeks. (Note: Combined season for indoor and outdoor track and field shall not exceed 24 weeks). • Spring Sports: Length of playing season shall not exceed 19 weeks.
Sport: Practice (preseason) Start Date:
First Regular Season Date of Competition:
Non-Segmented Seasons:
Basketball
Championship: From ______to ______
Cross Country, Football, Lacrosse, Soccer, Softball, Tennis, Volleyball
Championship: From ______to ______
Non-Championship: From ______to ______
Segmented Seasons:
Swimming, Wrestling (144 days), Track and Field (156 days)
Championship: From ______to ______
*When counting the number of consecutive days, six days must be counted during any given week that a team practices or competes. Even if a team only practices Monday through Friday and has Saturday and Sunday off, six days must be counted for that week as part of the total consecutive day limit.
Signature of Head Coach Date
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STATE TRAVEL FOR COACHES
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TEAM TRANSPORTATION
Team bus transportation is arranged by the Associate Director of Athletics through the bid process. All team travel will require the proper coach and team paperwork. If you need to cancel or change a scheduled trip, notify the Associate Director of Athletics, Sports Information Director, and Sports Medicine Department immediately. The Bus Itinerary workflow will be submitted to the Associate Director of Athletics through ARMS.
As part of the Coach’s Collective Bargaining Unit, you are entitled to transportation provided for your team. If you would like to drive a van or car to a competition, please complete the Request for Waiver form. Coaches driving to and from team varsity competitions will be governed by the following guidelines
Coach Travel
(all travel information/forms can be found at the EU Accounting Office Website under “accounting forms”)
http://www.edinboro.edu/directory/offices-services/accounting/common-forms/
Administrative Travel -Employee must enter each of their trips in ESS. -Any costs should be paid for by the employee or put on their travel card, and receipts should be entered into ESS for reimbursement. -No expenses for employee/staff meals, gas, mileage, etc. should be put on a purchasing card.
Student Employees and Graduate Assistants -Request for Travel Form must be completed and submitted at least two weeks in advance. -Travel Expense Voucher must be completed for any expenses requesting reimbursement.
Enterprise Rental Procedures For EUP Faculty and Staff
OBJECTIVE:
To establish the procedures for travel by University employees on University-related business under the PASSHE vehicle rental contract. This procedure also creates a program for safe vehicle operation and guidelines for their use.
Reservation Process
Employees will go to EUP Facilities vehicle reservations web page to initiate the Travel Calculator, which is an online program to determine the most economical means of automobile travel. The most economical means available, including automobile rentals, is consistent with the Board of Governors Policy 1986-07-A: Travel Expense Regulations.
Employees will complete the data requested within the Travel Calculator (i.e. total miles round-trip, total number of days, automobile type and average cost of fuel per gallon) and press the “Calculate” button on the 135 web page. The estimated trip expense is displayed. The Travel Calculator page should be printed and attached to the employee’s Request for Travel Form. The vehicle information and estimated cost should be entered on the Request for Travel Form.
Employees select the least expensive option (between the rental vehicle and the state/personal vehicle) displayed through the Travel Calculator and press the appropriate “Reserve a State Vehicle” or “Reserve a Rental Vehicle” button at the bottom of the web page.
For rental vehicles, the following information is required:
• Name of Renter • Name of any additional approved employee drivers • Delivery date • Delivery time • Expected return date • Cost Center/WBS for vehicle charge • Department name • Phone number of renter
Print copy of vehicle confirmation page when finished.
Note: • Student employees may drive cars or mini-vans at age 21 or older; they must have a valid driver’s license. 12-passenger vans must be driven by individuals over the age of 25.
• Travel authority and procedures for use by University employees on University-related business are governed by Vehicle Use Policy C022.
• 12-passenger rental vans may not be driven by anyone on highways of New York, Connecticut, Vermont, Washington DC, Florida, Iowa, Maine, Massachusetts, Rhode Island or Canada
• Vehicles are insured for collision and vehicle liability.
Delivery Procedure 1. Enterprise meets renter at Enterprise reserved parking spot at Crawford/Reeder Hall parking lot (middle row has assigned spaces) at specified start time requested on car reservation. Renter must meet Enterprise at requested time to receive vehicle. * 2. Car will be delivered with a full tank of gas and must be returned full. 3. Faculty/staff renter must show valid driver’s license (no copy required). 4. (Student employee drivers must give a copy of valid driver’s license to Enterprise and must be at least 21 years of age). 5. Renter inspects vehicle, signs rental agreement signature sections. 6. Pink copy of rental agreement is given to renter and must be kept in vehicle at all times; it serves as the vehicle registration. Enterprise will also give renter a copy of procedure sheet (breakdown info, vehicle return instructions, etc.). 7. Enterprise informs renter to return car to Enterprise parking location and to deposit keys into Enterprise drop box outside of Crawford Hall upon return from the trip. 8. Renter may not leave their personal vehicle in Enterprise parking spot.
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*Alternate arrangements can be made for vehicle pickup/drop-off at other locations. Please call Enterprise at 814-864-6899 to make alternate arrangements
Emergency Procedures • For Breakdowns: Contact branch directly (814-864-6899) during business hours (M-F 8 a.m. – 6 p.m. & Sat. 9 a.m.-12 p.m.). After business hours, get to a safe location and call Enterprise 24 Hour Roadside Assistance at 1-800-307-6666. Roadside assistance will help to determine the best course of action depending on your situation. However, if this is not acceptable to you, please find a hotel to stay in overnight. If a tow truck was dispatched by Roadside Assistance, the driver may be able to give you a ride to the hotel. If not, please find transportation to the hotel. Call the branch at 814-864-6899 in the morning. KEEP ALL RECEIPTS FOR HOTEL, TOWING, ETC. ENTERPRISE WILL REIMBURSE FOR THESE CHARGES IF RECEIPTS ARE TURNED IN.
• For Accidents: Contact local police and Erie rental branch (814-864-6899) immediately. Obtain name of the investigating police dept. (with police report number), the name, address, driver’s license number, license plate number, insurance carrier and policy number of the other vehicle operator(s).The pink rental agreement serves as the registration card. Enterprise vehicles are self-insured by Enterprise so there is no insurance card in the vehicle. If after hours and vehicle is not drivable, follow procedure above and locate a hotel to stay overnight and call the Erie branch office in the morning. Save all receipts.
Return Vehicle Procedure 1. Fill vehicle with gas before returning to campus. Enterprise will charge additional fees for cars returned with less than full tank. Employees purchase fuel on their own and turn in receipts for reimbursement through their travel expense voucher form. 2. Return vehicle to designated spot in Crawford parking lot. If all Enterprise spaces are taken, inform police where the vehicle is parked so it is not ticketed. 3. Remove all personal items from vehicle and lock it. 4. Deposit keys in Enterprise drop box outside of Crawford Hall. 5. Pink form should be turned in with travel expense voucher. 6. Call Enterprise at 814-864-6899 when you return the car to inform them that it is ready to be picked up. If after hours, leave a message. Charges to your Department will accrue until vehicle return is called in to Enterprise.
Billing Procedure Invoices will be sent to Accounts Payable, 216 McNerney Hall, 300 Scotland Road, Edinboro University, Edinboro, PA 16444 and the appropriate EUP Department will be charged accordingly.
Renter should complete travel expense voucher and include a copy of the Travel Calculator page (see reservation process above) and receipts for any rental vehicle gasoline purchases to be reimbursed.
Rentals Other Than Enterprise -Must sign up for the highest coverage for insurance.
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ATHLETIC DEPARTMENT VAN REQUEST
See Fiscal Assistant, to schedule the van. Drivers must follow all University and Athletic Department rules and policies (POLICY NO. C022).
POLICY NO. C022 states: A. Authorized Drivers All drivers of University-provided vehicles must meet the requirements listed below. 1. Must be a University employee. a. Student employees at the University who receive salary remuneration (with taxes withheld) while in pursuit of University business and that are covered for worker’s compensation liability in the Commonwealth’s Self-Insurance Program can operate University vehicles under the Automobile Liability Self-Insurance Program. This means the student employee must be “on the clock” receiving remuneration for the time he or she is behind the wheel of the vehicle. b. Undergraduate students and graduate assistants on fee remission only, are not University employees and are not authorized to drive University vehicles. Likewise, interns and volunteers that do not receive remuneration for their services are not authorized to drive University vehicles. 2. Must be at least 18 years old. 3. Possess a valid driver’s license with applicable endorsements, where required. a. Driver’s license verification checks shall occur annually for all regular drivers to confirm that they possess a current and valid driver’s license, with applicable endorsements. b. Student employee drivers shall have their driver history checked prior to initial operation and annually. Student employees will not be permitted to operate a University provided vehicle if their driver’s history indicates any at fault incidents or driving violations within the past 36 months. 4. Completion of the University’s Driver Safety Training. a. Regular drivers shall complete the University’s Driver Safety Training prior to the initial operation of any University vehicle. Additional training may be required by individual departments. b. Incidental drivers are encouraged to complete the University’s Driver Safety Training. B. Vehicle Use University Provided Vehicles (Owned, Leased, or Rented) 1. The use of a University provided vehicle must be for the purpose of conducting legitimate business of Edinboro University. 2. The operation of any University provided vehicle shall be in accordance with all applicable laws, regulations, and all policies. Any fines resulting from violations are the responsibility of the driver and not the University. Fines and penalties are not a reimbursable expense. 3. Non-University employees may accompany a University employee in University-provided vehicles only when they have a legitimate business interest in the purpose of the trip and their presence is actively related to the direct conduct of University business. Students of Edinboro University may be passengers in University-provided vehicles to attend official University sanctioned activities in order to conduct the business of the University. When a hotel is authorized for travel and it requires valet parking, the hotel’s valet may drive the University- provided vehicle in order to park it in the hotel’s required parking facility. 4. Seat belts are required to be worn at all times by all persons occupying the vehicle. It is the driver’s responsibility to ensure that all persons are properly secured before the vehicle is put in 138
motion. Passengers utilizing wheelchairs shall have their wheelchair properly secured before the vehicle is put in motion. The use of cellular phones or mobile electronic devices, including the use of hands-free methods, while operating a University-provided vehicle is prohibited. If an employee must use a cellular phone to receive or make a call, the employee is to pull over and stop the vehicle at a safe location before using a cellular phone. This does not include the use of two-way radios for conducting University business. The use of cellular phones or mobile electronic devices is permitted if the employee is reporting an emergency or hazardous road condition, or the employee is a University first responder (i.e. University Police, EHS) and is using the phone or device as part of an essential service of their official duties. 5. No animals, except services animals, are permitted in University-provided vehicles at any time. The Office for Accessibility Services may transport an emotional support animal when a student is arriving or departing campus. 6. Drivers shall not be under the influence of medications, alcohol, drugs, or other substances that cause drowsiness or other physical or mental impairment at the time of operation. Alcoholic beverages are not permitted in University-provided vehicles. 7. Smoking is not permitted in University-provided vehicles. 8. Hazardous materials shall not be transported in University-provided vehicles, unless approved by the Office of Environmental Health and Safety. 9. All University-owned vehicles shall be equipped with a Commonwealth of Pennsylvania Self Insurance Financial Responsibility Identification Card.
Check vans for cleanliness and damages before departing. Report all damages to Secretary to Athletic Director. You are responsible for cleaning the van at the conclusion of each trip. Please remove all paper products, food, etc. from the van. This will make it easier for the next individual. This is not an option, it is mandatory.
All student drivers (Graduate Assistants, student-athletes on work study, etc.) must complete an on- line request under EngageEU and be approved before being permitted to drive the vans. This clearance procedure takes approximately 3 days.
Student drivers must have a valid driver’s license to be cleared and approved to drive vans. Only students that are on the payroll (being paid) may drive a state vehicle. If students have been previously cleared, they MUST REAPPLY AGAIN before being given permission to drive. (their clearance expires one year from date of issuance.) Only students on the payroll may drive state vehicles.
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ATHLETIC DEPARTMENT TRANSPORTATION POLICY
REQUEST FOR WAIVER
All transportation to athletic competitions will be provided by the Athletic Department. No coach will be required to drive athletic competitions without completing the following waiver and appropriate approvals.
NAME:
DATE:
SPORT:
I request to drive a state vehicle (car/van) to the
Competition on . I am of good health and physically able to perform the operation of such vehicle. I will use good judgment if fatigue, stress, weather, or other conditions become an issue. I will abide by all state, local and federal motor vehicle laws.
Reasons for request:
I have voluntarily requested this waiver.
Requestor’s Signature: Date
Approval Signature: Katherine Robbins/Chad Williams Date
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ATHLETIC DEPARTMENT TRANSPORTATION POLICY
VEHICLE USE FOR PRACTICE REQUEST FORM
All transportation to athletic competitions will be provided by the Athletic Department. No coach will be required to drive athletic competitions.
NAME:
DATE:
SPORT:
I request to drive a state vehicle (car/van) to the practice at on (date) . I am of good health and physically able to perform the operation of such vehicle. I will use good judgment if fatigue, stress, weather, or other conditions become an issue. I will abide by all state, local and federal motor vehicle laws.
Reasons for request:
I have voluntarily requested this waiver.
Requestor’s Signature: Date
Approval Signature: Katherine Robbins/Chad Williams Date
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TRAVEL POLICY
The intent of the travel policy is to set guidelines for team travel with emphasis on maximizing athletic performance, minimize missed class time, and efficient use of resources.
TEAM TRAVEL
• One Day Trip o Single day event o 11:00AM or later start at Clarion, California, Indiana, Pitt-Johnstown, Seton Hill, Slippery Rock, West Virginia University, Lockhaven, or Cleveland, Buffalo, and Pittsburgh areas (less than 3.5 hours).
• Special request to change from single day to overnight status with athletic administration approval (pending funds). *Written request must be submitted two (2) weeks in advance for discussion from leadership.* o Indiana – Start time before 3:05PM o California – Start time before 3:05PM o Seton Hill – Start time before 3:05PM o Pitt-Johnstown – Start time before 3:05PM o West Virginia University – Start time before 3:05PM
• Overnight Trip o Single day event more than 3.25 hours travel time from campus. • PSAC OPPONENTS: West Chester, Kutztown, East Stroudsburg, Millersville, Shippensburg, Shepherd (2019), Bloomsburg, Mansfield, Lockhaven. o Multi-day event more than 35 miles from campus.
MEN’S & WOMEN’S BASKETBALL
• One Bus o On weekend and when school is not in session. o During week (Slippery Rock & Clarion [Mercyhurst & Gannon shuttle]) o Special Request for separate buses with athletic administration approval. *Written request must be submitted two (2) weeks in advance for discussion from leadership.*
Departure time should be after 2:00PM whenever possible to minimize missed class time. All efforts should be made to miss as few classes as possible without compromising competitive preparedness.
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TEAM TRAVEL
(Athletic Fee Account)
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Team Travel *UPDATED as of: December 2019* Please be sure to read the following carefully as some things may have changed and there is a lot of new information. Anytime you and/or your team leave campus on University business (recruiting, team travel, etc.), a travel request (either paper or ESS) must be completed and approved. If the following procedures are not followed, you may not be covered through the University, reimbursement may not be approved and/or you may be required to pay back expenses charged to a University credit card.
Out of State Travel & Any Travel Requesting a Travel Advance: • Each employee (including graduate assistants and student employees) must have a separate ‘Request for Travel’ Form completed. • A separate ‘Request for Travel’ should also be completed for the team. • Submit at least two weeks in advance. • You may complete one form per person for the entire season as long as you attach a schedule of dates, departure, and returns as well as the estimated costs per trip – all departures must be within Athletic Department policy unless approved in writing by the athletic director – it is the coach’s responsibility to make sure the policy is followed. • Forms should be turned into Business Director (hard copy or electronically), they will then be routed to the Athletic Director, then Provost for approval, and then Accounting, if necessary. • Approved forms will be filed in the Athletic Department and Accounting if Travel Advance is submitted. • All team travel costs and coach/staff costs should be put on University card as separate transactions so they can be split into different cost centers when completing the MasterCard Credit Car Log. Make sure the receipts are taped to a letter size sheet of paper. Leave the Account, Cost Center, and NCAA code blank on the log. • If you have Travel Advance, you must also complete the Travel Expense Voucher. If you need to return money, turn that into the Business Director with the form so you can receive a receipt and then the form and returned money will be sent for proper processing. • Only necessary coaches, student employees, team members, sports medicine, and sports information representatives should be traveling in University paid-for transportation (unless written request and approval is received from the Athletic Director). All members traveling must be included in travel manifest submitted to Police prior to departure.
In State Travel (with no Travel Advance): • Every employee and team traveling can be placed on the same Request for Travel Form. • Submit at least two weeks in advance. • You may complete one form per person for the entire season as long as you attach a schedule of dates, departure, and returns as well as the estimated costs per trip – all departures must be within Athletic Department policy unless approved in writing by the athletic director – it is the coach’s responsibility to make sure the policy is followed. • Forms should be turned into Business Director (hard copy or electronically), they will then be routed to the Athletic Director for approval. • Approved forms will be filed in the Athletic Department. • All team travel costs and coach/staff costs should be put on University card as separate transactions so they can be split into different cost centers when completing the MasterCard Credit Car Log. Make sure the receipts are taped to a letter size sheet of paper. Leave the Account, Cost Center, and NCAA code blank on the log. • Only necessary coaches, student employees, team members, sports medicine, and sports information representatives should be traveling in University paid-for transportation (unless written request and
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approval is received from the Athletic Director). All members traveling must be included in travel manifest submitted to Police prior to departure.
Student Employees and Graduate Assistants • Request for Travel Form must be completed and submitted at least two weeks in advance. • Travel Expense Voucher must be completed for any expenses requesting reimbursement.
Rentals other than Enterprise • Must sign up for the highest coverage for insurance.
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TEAM TRAVEL
COMPLETE THE TRAVEL PAPERWORK TWO WEEKS IN ADVANCE!!
1. You must complete a Travel Advance Form. Under name, use “your name” for “team name”. Example: Stan Swank for Women’s Basketball Team.
2. You must complete a Request for Travel Form. Under name, use “your name” for “team name”.
3. You must complete a Cash Advance Budget Form. This form describes the breakdown of advance money requested.
4. Hotel: Coach is responsible for arranging all hotel accommodations. You can try to make arrangements for direct billing with the hotel, use your personal credit card and get reimbursed, or include the cost on your Travel Advance Form.
5. A Travel Expense voucher must be completed within five working days upon return. Be sure to include all receipts, hotel voucher, and any monies not spent to the Athletic Department Secretary.
6. If a reimbursement is owed, it will take approximately two weeks to process.
7. A detailed travel itinerary including names of people traveling, hotel, and departure and return times must be submitted prior to departure.
Travel Card Procedures
Coach & Team Travel
1. Complete Travel Request form for all trips – one form for coach, one form for team (current policy). You can save time and paperwork by combining trips. Per example, complete the Travel Request form and attach your schedule to include travel location, depart and return times, and approximate cost.
2. Hotel should be charged to “fee credit card” – for team
• You must get a receipt when checking-out. Do not rely on the hotel to mail a receipt to you or the university. • On your Travel Expense form, the team and coach travel needs to be separated and a copy of the receipt attached. For example: coach – 1 room, team – 8 rooms, athletic trainer – 1 room.
3. Meals • Use fee credit card for team meals only. Coach/Staff meals must be purchased separately or on the State card. Make sure you get an itemized receipt. Coaches must follow all PASSHE policies when using meal money. o Receipt must be attached to the Travel Expense form for each credit card charge.
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• Travel Advance – you can combine trips on one cash advance (example: one travel advance per month). For expensive trips (Southern Trips) do a separate travel advance. All current procedures must be followed.
• Coach meals – if you pay cash or with a personal credit card, you can be reimbursed by completing the Travel Expense form. Coaches must follow all PASSHE policies when using meal money. •
The goal is to reduce the use of “large” travel advances and put more travel expenses on the credit card. Although this may not reduce the amount of paperwork at this time, it will reduce the financial risk to the coach.
Keep a copy of all receipts and send all original receipts with the MasterCard Activity Log form found under Equipment Purchases.
EMERGENCY CONTACT
An emergency contact listing must be completed at the beginning of each academic year for each athlete. The emergency contact would be the person the athlete would like the University to call if there was a serious issue during the travel. The listing will include the contact person, relationship, and phone number.
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TA# TRAVEL ADVANCE FORM ROUTING: Traveler I. TRAVELER: Dept Chairperson NAME Dean/Director Vice President DEPT Associate V.P for Financial Operations PURPOSE OF TRAVEL EMPLOYEE SAP # PHONE # COST CODE DESTINATION DATE OF TRIP Agreement for Advancement of Funds: The undersigned employee understands and agrees to the travel advance for university related travel in the amount of $ must be repaid to the university by the employee by or, if attached and initialed by the university and the employee, pursuant to the attached payment schedule (only the portion of the advance not expended for authorized travel must be repaid). The monetary amount stated above (or unused travel advance) is an advance payment of salary. In the event that repayment is delayed by the employee, and/or repayment is not received by the university by the date repayment is due, whether or not the employee is at fault in any way whatsoever, the university may reduce, in whole or in part, the employee’s next net pay by the amount due; or, in the event that the next net pay is insufficient to repay the advance salary payment, one or more of the next several pays may be kept entirely or reduced by the university to repay the debt owed to it, until repayment is complete. The employee will execute all documents and take all steps necessary or desirable, at the request of the university, to effectuate repayment to the university of the advance payment owed pursuant to this understanding. The employee intends to be legally bound hereby. (The requested advance cannot exceed the approved in-state or out-of-state travel request total less any Commonwealth Transportation Voucher.)
Signature of Employee Date
II. AUTHORIZATION: The following individuals approve use of the Travel Advance Account for the purpose state and acknowledge that adequate cost center travel funds exist.
Signature/Dept Chairperson Date Signature/Dean-Director Date Signature/Vice President Date
Please forward a copy of your Travel Request and this completed form to Office of the Associate V.P. for Financial Operations.
III. FOR FINANCIAL OPERATIONS ONLY:
In-State or Out-of-State Travel Approval form on file yes no
Estimated Trip Cost (less any Commonwealth travel voucher) $
Amount Approved $ * Denied: Reason Authorization Signature Date *If less than amount requested, explanation:
IV. RECEIPT:
Check No. Date Amount $ I acknowledge receipt of the above identified travel expense advance check. Signature of Traveler Date
V. REPAYMENT:
Travel Expense Voucher No. Date University Travel Expense Check Date Check No. Amount $
Repayment Check No. Date Amount $ Signature of Accounts Payable Officer
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EDINBORO UNIVERSITY OF PENNSYLVANIA REQUEST FOR TRAVEL FORM
IN-STATE TRAVEL OUT-OF-STATE TRAVEL (Vice-President Approval Required)
Please provide detailed information and justification including a copy of the conference announcement or other appropriate documentation. The original document with original signatures must be on file with the Travel Clerk prior to departure.
TRAVELER’S NAME: DEPARTMENT:
PHONE #: SAP Per No:
ORGANIZATION TO BE CHARGED:
Travel Classification: A.M. P.M.
RECRUITMENT 7170X DEPARTURE DATE ADMINISTRATIVE 7172X PROFESSIONAL RETURN DATE
MODE OF TRANSPORTATION: **State Car Must Be Scheduled With the Campus Garage x2488 DESTINATION: (City, State) PURPOSE OF TRIP AND JUSTIFICATION:
PROFESSIONAL TRAVEL EXPECTED OUTCOMES:
YOUR ROLE IN THE ACTIVITY: ANTICIPATED FOLLOW-UP:
Estimated Authorized COST COST
*Transportation $ $ Voucher Requested Lodging $ $ Subsistence $ $ Not to Exceed State Mandated Maximums Conference Fee $ $ Miscellaneous $ $ *A transportation order must be used whenever possible. The forms may be obtained from Accounting by checking the box TOTAL $ $ after the authorized cost.
Traveler Date Dean/Director Date
Department Head Date Vice President Date
TRAVEL CLERK USE: T.O.# Rv. 08/09/11 Routing: Send original signed copy (with any attachments) to Accounting
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EDINBORO UNIVERSITY ATHLETIC DEPARTMENT CASH ADVANCE BUDGET FORM
DESTINATION______COST CENTER CODE ______
DATE CASH ADVANCE NEEDED______ADVANCE AMOUNT______
TRANSPORTATION: ______VAN ______BUS ______STATE CAR
EXPENSES RELATED TO CASH ADVANCE ONLY
Meals: Number of students Number of days Amount per day $
TOTAL $
Gas: $ $
Lodging: Number of rooms Number of nights Amount per room $
TOTAL $
Miscellaneous: $ $ $
TOTAL $
TOTAL CASH ADVANCE $
COACH (please print) SIGNATURE DATE
DIRECTOR OF ATHLETICS (please print) SIGNATURE DATE
PLEASE NOTE: • Every effort should be made to use credit cards for rooms. • A Travel Expense Voucher should be completed within seven (7) days of the completion of the trip.
TRAVEL EXPENSE VOUCHER
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OBJECT AMOUNT
TRAVELER'S NAME DELIVER CHECK (PRINT CLEARLY) TO (STREET OF OFFICE ADDRESS)
TRAVELER'S SAP CITY AND STATE ZIP CODE EMPLOYEE NUMBER
UNIVERSITY PHONE COST CENTER NUMBER
CC# TOTAL > FOO ITINERARY HOTEL TRANSPORTATION MISCELLANEOUS D
NAME OF CAS TOT CASH NAME OF CASH PERS DAT TIME LIST HOTEL & H EXPLANATI YOU YOU AUTO PURPOSE LEAVE/RET YOU CARRIER & CASH AL H.O. PAID PAID MILES E URN LOCATIONS PAID T.O. NUMBER ON NUMBER
COMMENTS
TOTALS I CERTIFY THAT THE STATEMENTS AND EXPENSES CLAIMED PERSONAL ARE CORRECT, REASONABLE AND WERE INCURRED IN THE MILES AT AUTO PERFORMANCE OF UNIVERSITY DUTIES AND THAT I HAVE TRAVEL CLASSIFICATION NOT AND WILL NOT ACCEPT REIMBURSEMENT OF ANY OF THESE EXPENSES FROM ANY OTHER SOURCE. I FURTHUR CERTIFY THAT IF MY PERSONAL AUTOMOBILE WAS USED FOR UNIVERSITY BUSINESS DURING THE PERIOD OF TRAVEL LESS TRAVEL ADVANCE CLAIMED, INSURANCE COVERAGE WAS IN EFFECT. RECRUITING 40XX
#TA ADMINISTRATIVE 41XX ______
PROFESSIONAL TOTAL REIMBURSEMENT 42XX CLAIMED DEVELOPMENT OFFICE USE ONLY
TRAVELER SUPERVISOR WITH COST CENTER CONTROL CHECK DATE DATE BOX, SIGN AND DATE SIGNATURE:
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EDINBORO UNIVERSITY STUDENT ATHLETE RECEIPT FORM
DATE ______COST CENTER CODE ______
DESTINATION ______
I have received the sum of $ ______for meals.
SIGNATURES:
1. ______16. ______
2. ______17. ______
3. ______18. ______
4. ______19. ______
5. ______20. ______
6. ______21. ______
7. ______22. ______
8. ______23. ______
9. ______24. ______
10. ______25. ______
11. ______26. ______
12. ______27. ______
13. ______28. ______
14. ______29. ______
15. ______30. ______
ONLY CURRENT EDINBORO STUDENTS MAY SIGN THIS FORM (ATHLETES & STUDENT SUPPORT STAFF
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TEAM TRAVEL MANIFEST
Sports Team Travel Manifest form that MUST be completed for each away trip.
The procedures are as follows:
• All appropriate Edinboro University of Pennsylvania Request for Travel forms and budget must be complete at least 2 weeks in advance.
• All appropriate travel itineraries must be filed with Chad Williams to schedule the transportation.
• The attached Sports Team Travel Manifest must be completed 100% accurately for each trip and emailed to Chad Williams, Katherine Robbins and Jennifer Gardner prior to departing the university.
• A hard copy of the attached Sports Team Travel Manifest must be completed (100% accurate) and dropped off at the Campus Police Station as you leave campus. The police will sign the manifest and make you a copy. This may take a few minutes while the copy is made.
• Place your copy in a red folder and keep it on the bus.
Student athletes that represent Edinboro University (your team) must travel to the competition/practice with the team on university provide transportation. No student-athlete may drive to the event in their owl vehicle or someone else’s vehicle. An athlete that travels with the team must return home with the team unless they are released, in writing, to their parent or legal guardian. They may not be released to anyone else but their own parent or guardian. No other student athlete can “go along with” another student athlete’s parent or guardian. In addition, the EU campus police have to be contacted with any changes to the manifest for the ride home.
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SPORT TEAM TRAVEL MANIFEST Team Date Destination
Did you remember to: NOTE: A final passenger manifest with a correct and complete Fill out the top portion of each page? roster of passengers MUST be provided to the Edinboro Have all student travelers read the Student Travel Agreement? University Police Department as you are exiting campus. Failure Sign the form? to do so may result in disciplinary action and the loss of future Complete the hotel/lodging information requested? travel privileges. Submit a final copy of this form to the EUP Police when departing All students are REQUIRED to read and abide by the Student campus? Travel Agreement. Include a daily travel itinerary if your trip involves multiple cities? Submit the red folder (athletic travel only)?
Dates of Trip: Coach: Coach Phone #: Place of Competition(s): Time of Competition(s): Please check one: University Vehicle SGA Vehicle Personal Car Rental Car Commercial Travel (Please Specify) Vehicle 1 License Plate #: Vehicle 2 License Plate #: (Additional vehicles, please list license plate numbers on an attached separate sheet.)
Traveler & Title Emergency Contact ID# Phone # Emergency Contact/Relationship * PLEASE PRINT CLEARLY * Phone # Ex. John Doe/Coach @000123456 (814) 123-7890 Maggie Doe/mother (814) 123-4567
1. @
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Traveler Emergency Contact ID# Phone # Emergency Contact/Relationship * PLEASE PRINT CLEARLY * Phone # 9. @
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Traveler Emergency Contact ID# Phone # Emergency Contact/Relationship * PLEASE PRINT CLEARLY * Phone # 28. @
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I certify that this is an accurate list of individuals present on this trip. I understand that providing false information on this form is a violation of University policy and will result in disciplinary action.
Coach Signature University Police Confirmation
Hotel/Lodging Information – Date(s) of stay Hotel/Lodging Information – Date(s) of stay
Hotel/Lodging Name Hotel/Lodging Name Hotel/Lodging Phone Hotel/Lodging Phone
Hotel/Lodging Address Hotel/Lodging Address
Total # of travelers, including coach/volunteers/others
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EQUIPMENT PURCHASING
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EQUIPMENT PURCHASE – All PASSHE and University policies and procedures must be followed
1. For orders over $500, complete an Expenditure Request Form. Give a complete description of the item, quantity, cost, vendor information, justification for the purchase and any special instructions that might apply.
2. The Expenditure Request is given to the Director of Athletics Office for approval. It is then input on-line (SAP). The Purchasing Office will send the Purchase Order to the Vendor.
3. All orders are to go through BSN unless approval from Athletic Director has been received.
4. After the equipment has been received and you receive an invoice from the vendor, it should be forwarded to the Director of Athletics Office so payment may be made to the vendor.
5. All purchases should receive a Purchase Order Number BEFORE the order is placed with the vendor.
6. Allow sufficient time for the paperwork to be processed. If you have an emergency situation, you should discuss it with the Director of Athletics.
7. The Purchasing and Accounting Office will now allow direct purchases for amounts under $500. Complete a Director Payment Form and attach all receipts.
8. Edinboro University colors are RED and WHITE.
• The wearing of black uniforms in competition is prohibited. • All travel suits, sweat shirts, warm-ups, and sideline apparel purchased with university, fundraised and athletic fee money must be red and white. • It is permissible to wear black practice equipment such as reversible jerseys. • Some uniform bottoms/pants, travel suits and coaches apparel are exempt from the red and white policy on an individual approval basis. Please see Athletic Director for approval. • It is the Head Coaches responsibility to make sure their team is in compliance with department policy.
BIDDING
Bidding is done on the basis of the professional judgment of the Director of Purchasing dependent upon an estimate of savings which may be realized for the University. Written bids are preferred but oral bids may be used in emergency situations. Expenditure requests will not be artificially “divided” in a manner designed to avoid bidding requirements. The Purchasing Office is the only department authorized to issue an invitation for bids, and subsequently create purchase orders or contracts to purchase items requested.
Please consider early planning and preparation of your expenditure requests to allow the Purchasing Office adequate time to issue/advertise bid invitations and evaluate vendor responses in preparation of contracts and purchase orders.
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OTHER EXPENDITURES
Other expenditures such as subscriptions, memberships, dues, officials, reimbursements for host fees, recruiting meals, etc., are to be done by completing a Direct Payment Form. Attach all receipts and give to the Athletic Department Secretary for processing. Direct Pay Forms are available in the EU Drop Box.
PURCHASING CARD POLICIES AND PROCEDURES GUIDE FOR CARDHOLDERS
EDINBORO UNIVERSITY OF PENNSYLVANIA Purchasing Card Program - Policy No. F017
INTENT Edinboro University's Purchasing Card Program is designed to improve efficiency in processing low dollar value purchases ($500 or less).
POLICY The University Purchasing Card (UPC) can be used to make purchases with any merchant who accepts MasterCard. University Departments may participate in the program with the recommendation of the divisional vice president and approval of the Vice President for Finance and Administration. Each UPC is issued to a named University employee (active status) who is responsible for the integrity and accuracy of their UPC purchase information. The credit card is identified as a "Procurement Card" and the Edinboro University of PA name and logo are clearly displayed on the card. Use of the UPC will not affect the employee's personal credit.
The UPC cardholder and the department they represent are responsible for charge slips, shipping orders and receipts. Appropriate maintenance of the purchasing receipts and other documentation are essential to the success of the program. All transactions are approved or declined at the point of sale based on the UPC authorization criteria, including a monthly credit limit assigned to the department, approved merchant commodity code, and approved type of business (Merchant Category Code). Once the transaction has been approved, the charge is automatically posted to the University's bank account and payment for all UPC transactions is performed electronically, eliminating the need to process vendor invoices and issue checks for each invoice. University funds are committed whenever the UPC is used; purchases will be posted to the cardholder department's budget.
The person whose name appears on the card (UPC cardholder) is responsible for protecting the card and is accountable for all purchases made using the card number. All purchases processed against a UPC must be made by the person to whom the card is issued. The card is for University-related purchases only; personal charges are not to be made to the card. Fraudulent use or misuse of the UPC may result in disciplinary action, up to and including termination of employment. All charges are billed directly to and paid by the University. Any personal charges on the card could be considered misappropriation of Commonwealth funds since the cardholder cannot pay the bank directly
The VPC may not be used for the following transactions • Cash advances • Alcoholic beverages or tobacco products 160
• Personal items or services (regardless of intent to reimburse the University), gifts or gift certificates • Annual contract maintenance Construction and renovation • Consulting services
Cardholders are expected to comply with internal control procedures in order to protect University assets. This includes keeping receipts, reconciling UPC monthly memo statements, and following proper security measures. Cardholders are responsible for resolving discrepancies by contacting the supplier (vendor) and the University's Accounting Office. Original receipts and supporting documentation must be documented on the Department Activity log and sent to the Accounting Office at the end of each month.
A cardholder must surrender the card upon termination of employment (i.e. retirement or voluntary/involuntary separation) or at any time either the University or the Bank requests. At this point, no further use of the UPC account is authorized. A UPC may be revoked at any time by the University for any reason. The UPC is not an entitlement nor reflective of title or position.
Purchasing Cardholders - FAQs WHO DO I CALL -- for Card Related Problems?
Q. What is my account verification code? The account verification code consists of nine digits; the first five are ‘9’s, the last four are the last four of your social security number.
Q. When do I call the Program Administrator @ 814-732-1304 or 732-2725? You should call Accounting when you experience: 1. Declined charge due to credit line increases/exceeding credit limits. 2. Declined charge and you need vendor-type blocking removed from your card. 3. Refer a NEW SUPPLIER to add to the Purchasing Card Program.
Q. When do I call the Global Card services on the back of the Card @ 1-888-449-2273, available 365 days/year, 24-hours/day? Most Service Issues can be handled through the Global Card services line at 1-888-449-2273. These service issues could include: - Transaction disputes or LOST OR STOLEN CARDS. - Spending availability and status of a disputed transaction.
Q. What should I do if FRAUD or a charge I didn’t authorize appears on my statement? Contact Global Customer services immediately. If there is a chance of fraudulent activity, the account will be closed, and a new account number will be issued to you immediately.
Q. What should I do if my card is DECLINED at the vendor/merchant? When your card is declined, the first thing you should do is call your Program Administrator to find out if the charge can be put through. Quite frequently cards are declined because the merchant is coded with an incorrect vendor classification. For example, if you are shopping for a software program in a computer supply store, the store may be coded inadvertently as a utility. Other reasons for declined charges include exceeding spending limits and merchant blocking (certain types of merchants are not allowed within policies). Some of these problems can be 161
resolved by calling the Program Administrator who may follow-up with Customer Service.
Q. How do I DISPUTE the charge on my statement? When your goods are LOST in-transit from the supplier, or your charges are posted incorrectly, goods may be Damaged or Returned due to receipt of an incorrect item or quantity, take the following action:
1. Attempt to correct the error with the vendor.
2. If you cannot resolve the problem with the vendor, call the Customer Service Hotline Immediately.
3. Federal regulations require that you notify Bank of America in writing within 60 Days of the first statement date which the disputed charge occurred.
4. Global Card Service can FAX you a Dispute Form to place the item in dispute. After you complete the form, you can fax it back. Notify Accounting.
Q. What kind of restrictions or controls are placed on my card? Monthly Spending Limits: $2,500 Single Transaction Limits: $500 Merchant Blocking: Certain category codes are blocked at the Program level. Types of merchants excluded/blocked from Purchasing Program includes: Cash, Furriers, Clocks, Jewelry, Watches, Repair Shops, Casinos and Utilities.
Q. How do I report my purchases? How will this affect my University budget? You must attach all original copies of card receipts and invoices or packing slips to the credit card Memo Statement (described below) and send these to the Accounting Office at the end of each month. The Department Activity Log form can be used to track purchases throughout the month. The Accounting Office will compare your Memo Statement report you send to them each month with the transactions appearing on the Bank of America bank statements. The charges appearing on the statements will then be posted to your departmental budget. You must make sure there are sufficient funds available in your budget BEFORE you use your purchasing card. If your credit card purchases exceed the funds available in your budget, your credit card will be VOIDED.
Q Will I receive a report of my purchase? Credit Card MEMO Statements will be mailed to the cardholder every month. The memo statements will itemize all card purchases made since the last statement. You should review these statements for accuracy and report any discrepancies or disputed charges. Match each transaction against your card receipts, attach the receipts that appear on the statement to the statement, and send the statements to the Accounting Office. You may want to copy statements and receipts for your records.
Q. Who is responsible for returning goods purchased on the credit card? You should make arrangements to return merchandise to the vendor. You should also review the credit card memo statements to ensure that proper credit was received for the returned goods. NO CASH REFUNDS ARE PERMITTED.
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SAMPLE OF FORM – form available in EU Athletic Drop Box
Mastercard Purchasing Card - Department Activity Log
DATE VENDOR DESCRIPTION AMOUNT ORG # NCAA CODE 1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
Please examine all receipts for accuracy before signing them. Keep a copy of all receipts and send all original receipts with this log to the Accounting Office at the end of each month. You must not make purchases in excess of the monthly spending limit or your department’s operating budget. The card is for University-related purchases only; personal charges are not to be made to the card.
A lost or stolen Purchasing Card should be reported immediately by telephone to the bank’s commercial card customer service at 800- 270-7760 and the University’s Accounting Office at 732-2725.
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REG. NO
PO/CONTRACT NO. EDINBORO UNIVERSITY OF PENNSYLVANIA EXPENDITURE REQUEST
REQUESTOR______DATE ______PHONE ______ORG. CODE______ACCOUNT CODE ______
ORDER DATE DELIVERY DATE FOB TERMS PREPAY FL CONF. BID NO. QUOTE DATE
DESCRIPTION VENDOR WITH COMPLETE ADDRESS QUAN. UNIT UNIT COST TOTAL COST
IF GOODS ARE TO BE DELIVERED 0THER THAN TO REQUESTOR, PLEASE SPECIFY BELOW:
CAMPUS DELIVERY INSTRUCTIONS: PURPOSE & JUSTIFICATION (REQUIRED) NAME ______BLDG.______ROOM______DEPT______
NEEDED BY:
REQUESTOR SIGNATURE: DATE
DIRECTOR OF ATHLETICS DATE
ON-LINE APPROVALS:
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STUDY PROGRAM GUIDELINES & EXPECTATIONS
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ATHLETIC STUDY PROGRAM GUIDELINES AND EXPECTATIONS EDINBORO UNIVERSITY CODE OF CONDUCT
Coordinators: Ernest James 732-1854 and Jayson Nickson 732-1839
ATHLETIC STUDY PROGRAM
GUIDELINES AND EXPECTATIONS
The Edinboro University Athletic Study Program is directed toward the promotion of academic success of the participating student-athletes. The program is designed to assist the students involved in their progress toward a degree while insuring the academic integrity of the University. The basic guidelines for and expectations of the participants are as follows:
Participants
This year’s Study Program will be offered 4 days a week, Monday through Thursday, 8:00-10:00pm in the Learning Commons on the 2nd Floor of the Baron-Forness Library. The participating group at the Athletic Study Program will be composed of:
RETURNING STUDENT-ATHLETES
Below 2.25 • 2 Nights of Study Tables (4 hours) • 3 Hours w/Peer and/or faculty member 2.26 – 2.50 • 2 Nights of Study Tables (4 hours) • Additional Outside Academic Support Recommended but not required
FRESHMAN STUDENT-ATHLETES
Below 890 SAT or • 2 Nights of Study Tables Below 70 ACT or Coach • 3 Hours w/Peer and/or Faculty mentor outside of Referral Study Tables 891 SAT – 960 SAT • 2 Nights of Study Tables 71 ACT – 78 ACT • Additional Outside Academic Support Recommended but not required
***Exceptions
• Student-Athletes may be assigned to the Athletic Study Program by their coaches or the athletic administration • Student-Athletes may have different Night/Hour requirements then above if recommended by their coaches or the athletic administration
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ADDITIONAL OUTSIDE ACADEMIC SUPPORT
Type of Academic Support Accepted Documentation
Academic Enrichment Program/Peer • Starfish Mentoring Program • Email from Faculty Mentor or Peer Mentor Professor Office Hours • Starfish • Email from Faculty Member Learning Commons (When Available) • Starfish • Email from Academic Success/Learning Commons staff Academic Success Center Counselors • Starfish (2nd Floor of Library) • Email from Academic Success Staff Writing Center (2nd Floor of Library) • Starfish • Boro Sync/Swipe Card • Paper Log (Writing Center uses a special form) Academic Department Tutors • Weekly Log • Starfish or Boro Sync/Swipe Card if available OSD or Academic Department Peer • Starfish Mentoring • Email from Faculty Mentor or Peer Mentor Academic Success Center Workshops • Starfish • Sign-In Sheet • Email from Academic Success Staff • Boro Sync/Swipe Card SmarThinking 24/7 Online Tutoring • Tracked electronically thru Academic Success
Additional Information Regarding Outside Academic Help: • It is the responsibility of the student-athlete to make sure that their time spent is documented accordingly and appropriately • Types of academic support that student-athletes may use can be changed or altered by the Study Table Coordinators, Your Coach, or Athletic Administration as deemed necessary • Outside Academic Help not listed on the above chart may be used with PRIOR APPROVAL from the Study Table Coordinators • Study Table Coordinators and the Athletic Administration will use our judgement in regards to calculating and rounding time spent receiving outside help (EX. 40 minutes with a professor, may be rounded to 1 hour, 45 minutes in the Writing Center may be rounded up, etc…) 168
Location and Time
Monday, Tuesday, Wednesday, and Thursday that the University is officially in session 8:00 p.m. to 10:00 p.m. each evening. Primary location is the Learning Commons, but will be announced at the beginning of each semester and subject to change. Changes in facility and/or days being offered is also subject to change and will be communicated through your coaches and announced throughout the week.
Academic Evaluation
An evaluation checklist and reporting form will be sent to the teaching professors of all the student- athletes participating in the Athletic Study Program to monitor academic progress. The evaluation form, when sent to the professors, will be accompanied by a brief description of the design purpose of the Athletic Study Program and requesting the cooperation and assistance of/from our faculty.
Any responses on the evaluation checklist, when returned, will be reported to the individual student involved, the appropriate coach, and the Athletic Director.
Attendance/Hour Policy
Attending required weekly study program sessions and meeting weekly hour requirements for the ENTIRE SEMESTER is mandatory. Student athletes must attend the program before, during, and after sport season.
Student athletes arriving to the study program between 8:30 and 8:45 will be marked late. Students who have been marked late three times will be given one absence. Students arriving after 8:45 will be marked absent if they do not have a valid excuse.
The student-athlete who has • One (1) unexcused absence from the Athletic Study Program will result in a warning and Head coach notification; • Two (2) unexcused absences will meet with his/her Head Coach and the Athletic Director; • Three (3) unexcused absences will be suspended from team practice for one day but still be eligible to compete; • Four (4) unexcused absences will be suspended from team practice for one week; • Five (5) unexcused absences will be suspended from all team activities for one week; • Six (6) unexcused absences from the Athletic Study Program will become ineligible for athletic participation from the date of the occurrence of the sixth unexcused absence through the remainder of that current season and through the next participating season as well. • Seven (7) unexcused absences will result in removal from team. The student-athlete would not be permitted to practice, workout, or be involved with any team during ineligibility.
Student athletes must remain at the study program for the whole session. If a student leaves they will be marked with an unexcused absence and possible dismissal from the study program. 169
All excuses presented for absences from the Athletic Study Program by student athletes will be reviewed by the Athletic Study Program Coordinators to be validated. All excuses not validated will be recorded as unexcused absences.
Participants requesting an excused absence from the Athletic Study Program, other than extreme emergencies, should be given to the Athletic Study Program Coordinator before the absence.
All physical injuries occurring during official practice sessions and/or actual game competition, that are serious enough in nature to prohibit the student athlete involved from attending the Athletic Study Program, must be reviewed, approved and reported by the EUP Director of Sports Medicine to the Athletic Study Program Coordinator in order for such absence(s) to be recorded as excused absences from the Athletic Study Program.
Attendance records from the Athletic Study Program will be given to the appropriate coaches and the Athletic Director and the Associate Athletic Director every day after the study program.
Duration of Attendance
Any student-athlete not meeting the duration of attendance/grade point average would become athletically ineligible at that point for the remainder of that current season and for the next participating season as well.
During the time of ineligibility, the student-athlete involved would not be permitted to practice/work- out/participate with any athletic team at Edinboro.
Basic Guidelines
In order for the student-athlete to gain maximum benefit from the Athletic Study Program a number of basic rules have been established that must be followed by all participants.
• All Athletic Study Program participants should bring study materials to each session. Casual reading is not acceptable. Any computer being used must be for academic use. Anyone using a computer for gaming or viewing non-academic sites on the internet will lose the use of the computer. ALWAYS HAVE WORK TO DO.
• Excessive talking and socializing, unruly behavior and the use of vulgar language by student athletes during Athletic Study Program hours will not be tolerated.
• Light food, snacks, and drinks are allowed to be brought into study tables; Be mindful of others, clean up after yourself, and take care of the facility
• Headphones are allowed but keep volume to a minimum
NOTHING IS ALLOWED TO BE BROUGHT IN!
Failure to comply to these rules will result in an unexcused absence for that day. Continual disruptions will result in dismissal from the Athletic Study Program.
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Participants will obtain approval from the Athletic Study Program Coordinator before leaving the Athletic Study Program area for any reason.
On special occasions, student athletes are permitted to leave an Athletic Study Program if the Athletic Study Program Coordinator has been notified in advance by the student athletes coach.
Any student athlete taking advantage of this privilege in a negative way will receive an unexcused absence. Continual problems will lead to dismissal from the Athletic Study Program.
Student-athletes are allowed to have personal tutors at the Athletic Study Program. Tutors must observe and practice the rules of the Athletic Study Program.
Athletic Study Program participants will not work in the evening as a resident assistant in the Residence Halls, attend fraternity/sorority meetings, participate in intramural activities, or any other similar activities that conflict with the Athletic Study Program.
Hours missed at the Athletic Study Program will not be allowed to be made up at a later date.
The rules and regulation of the Athletic Study Program are not meant to replace academic rules and regulations set forth by the office of Academic Affairs of Edinboro University.
Any student who is being a disruption at Athletic Study Program will be dismissed from the program and marked as having an unexcused absence. If you are dismissed from Athletic Study Program twice you will be permanently removed from the program.
Reminder
All members of the Athletic Department are ready to assist the student athlete in any way possible. The academic advisor that has been assigned to the student athlete by the Office of Records and Registration of Edinboro University should always be consulted for official recommendations.
Review Committee
A Review Committee has been established to settle disagreements and receive complaints concerning decisions made and actions taken according to the Athletic Study Program Guidelines and Expectations. The Review Committee consists of the Athletic Director, Associate Athletic Director, two (2) head Coaches, and the Athletic Study Program Coordinators.
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ATHLETIC STUDY PROGRAM
COMPLIANCE FORM
As a student athlete attending the Edinboro University Athletic Study Program I have read all of the guidelines and expectations of the Athletic Study Program and understand them. Therefore, as a student-athlete I will comply with the guidelines and expectations of the Athletic Study Program.
______NAME DATE
______STUDENT ID # SPORT
______Phone #
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FUNDRAISING
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PROCEDURE FOR INDIVIDUAL SPORTS’ FUNDRAISED ACCOUNTS
1. When a coach desires to make a purchase out of his/her fundraised account, he/she must FIRST complete an expenditure request with a detailed descriptive of the items to be purchased. If purchasing equipment, please read the equipment procedures.
2. Submit expenditure request to the Director of Athletics for approval. Once approved, expenditure request will be forwarded to the Purchasing Office.
3. The Purchasing Office will then find the most cost effective vendor to provide the items requested. At that time, a purchase order # will be assigned and sent to the vendor.
4. Under no circumstances are purchases to be made without securing a purchase order # first.
5. In the event that needed items are under $100, an athletic department credit card is available. This is the only time a purchase order is not required. A receipt of purchase is required when making a credit card purchase. Failure to provide a receipt can result in the coach assuming the cost of the item(s) purchased.
6. Marketplace should be used whenever possible for any fundraising, see Business Director. Whenever collecting checks for fundraised events, be sure that all checks are made payable to “Edinboro University”. All cash and checks are to be made directly to the Athletic Business Office. At that time a receipt will be given to coach in the amount of deposit. Coaches must sign receipts whenever cash is involved. Please following Cash Handling Policies and Procedures (POLICY F022). Expenses cannot be paid out of cash collected or any other reason. All monies must be documented and recorded as outlined in POLICY F022 and the fundraising procedures in this handbook.
PROCEDURES FOR EXECUTION OF ENDOWED SCHOLARSHIP OR GRANT FUNDS FOR STUDENT-ATHLETES
1. The Director of Athletics should be informed of all dollars generated.
2. All dollars generated or endowed for athletic scholarships or grants should be channeled through the Director of Athletics’ Office. The stipulations or restrictions of the endower should be documented and should accompany the fiscal transfer.
3. The Athletic Department has a screening committee that will establish the criteria by which applicants are identified, within the stipulations of the endower and develop the procedure whereby applications are devised, distributed, received, reviewed, ranked or scored, and dollars are committed to individual students.
4. Selection must be approved by the Director of Athletics.
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PROCEDURE FOR COACHES FUND RAISING
1. Coaches are to complete the Fundraising Request Form and submit to the Director of Athletics for approval forms may be obtained in the Athletic Drop Box.
2. The Fundraising request will then be forwarded to the Advancement Office for approval. Once approved, the signed request will be returned to the Business Director for Athletics’s Office. At this time, the Business Director for Athletics will notify the requestor that the fundraiser has been approved.
3. No fundraising activity may take place without prior approval.
4. Coaches are mandated to keep accurate records of all monies collected (both cash and checks should be accounted for). If merchandise sales are involved, coaches must keep record of merchandise inventory. A list of student-athletes’ names and the amount of merchandise they received to sell and the amount they collected are to be part of the inventory record keeping.
5. All monies are to be given to the Business Director for Athletics for deposit. At such time, coaches will receive a receipt for their deposit. All checks are to be made payable to Edinboro University. Monies will be deposited in the appropriate sport account.
6. All invoices for merchandise or costs incurred by the fundraiser are to be submitted to the Business Director for Athletics to submit expenditure request. Merchandise orders must be taken in advance or student-athletes required to sell a certain number of items before the order is placed. (There must be some safe-proof guarantee that monies will be collected to pay for the merchandise invoice.) Proper expenditure request or direct pay form must be used and all policies followed.
7. Coaches are required to keep a ledger sheet of income and expenses incurred by their fundraiser. They must also keep on file the inventory sheets and any other information (i.e., flyers, tickets, publicity) concerning the fundraiser. Detailed records should be kept on file for auditing purposes. All record keeping methods should be approved by the Business Director for Athletics.
8. Final fundraising reports must be submitted to Business Director for Athletics
9. All equipment/fundraising purchases must follow guidelines set in Equipment Purchasing section of handbook.
10. It is the head coach’s responsibility to complete the Final Fundraising Report at the completion of the fundraising event. Money will not be released to the sport until the final report is complete.
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Edinboro University of Pennsylvania
Fund Raising Request NOTE: Only one fund raising event per form. Please print clearly.
Name & Address of Organization/Team: ______Date: ______
______
Name of Requestor: ______Telephone #: ______
Purpose of Fund Raiser: ______What is the Financial Goal: ______How will Funds Be Raised: ______Location (s) of Fund Raising Event: ______Date(s) & Time(s): of Event: ______
Name of Position in Organization: ______Organization: ______
Local Address: ______Telephone: ______
List All Persons Involved with Fund Raiser: ______
______Signature of Requestor Date Signature of Responsible Party Date
______Department Head Date Vice President Date
______Dean/Director Date Institutional Advancement Date
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Edinboro University Athletic Department Final Fundraising Report
______Sport Coach/Advisor Name
Description of Fundraiser: ______
Purpose of Fundraiser: ______
Date(s) of Fundraiser: ______
List Revenue and Amount: List Expense and Amount:
______
______
______
______
______
______
Total Revenue: ______Total Expenses: ______Net Profit: ______
Did you meet your fundraising goal? □ Yes □ No
Where were funds deposited? ______
Where are records for this fundraiser located? ______
______
Comments/Suggestions for improving the fundraiser? ______
______
______Return to: Coach/Advisor Signature Date Business Director for Athletics McComb 114 ______Business Director Signature Date
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Operation of Internal & External Sport Camps & Clinics
The operation of internal and external sport camps must be approved in writing by the athletic department administration or appropriate university official. All external camps must complete an Edinboro University Facility Use Camp/Clinic Agreement.
All camps and clinics, internal and external, must follow all appropriate NCAA, Edinboro University and Pennsylvania State rules, guidelines and laws. This includes the Edinboro University Protection of Minors Policy #DO53 http://www.edinboro.edu/directory/offices-services/social-equity/protection-of- minors/.
All camp employees, workers and volunteers, including athletic team members, must have the three required criminal background checks, proper supervision, and all required forms must be complete through Human Resources PRIOR to working the camp or clinic.
Anyone interested in hosting an internal or external camp should contact the Director of Athletics for a full explanation of the camp requirements and paperwork.
Internal Camps and Clinic Requirements 1. Discuss event with Administrative Coordinator, Business Director and Athletic Director for pre- approval. 2. Complete fundraising request form (Dropbox) for approval. Be sure to allow for enough time for the form to go through the approval process. 3. Complete facility request form. 4. Complete hiring process and payroll for any paid student workers. 5. Review University Protection of Minors Policy Handbook 6. All minor participants must have a completed a. Application/registration form and method of payment. b. Medical history and consent form signed with emergency contact information (in Dropbox). c. Medication tracker form (in Dropbox) d. Signed Informed Consent Release (in Dropbox) Must be customized to your activity. e. Signed Insurance and Physical Activity Form (in Dropbox) Must be customized to your activity. f. Receive and read camp/clinic rules/code of conduct. 7. All clinic/camp staff: volunteer coaches, coaches, counselors, student workers and graduate assistants must have the three (3) appropriate clearances – see Business Director. a. One staff member will need to have first aid, CPR and AED certification. b. Staff should read the camp/clinic rules/code of conduct. c. Staff should read and sign the “Stop It Now” Protection of Minors literature and Title IX information. d. Staff should complete online Protection of Minors course. 8. All records/forms must be kept for seven (7) years. 9. All checks should be made payable to Edinboro University; cash should be receipted and all cash and checks should be turned into Business Director as soon as possible after it is collected. Contact Business Director for credit card payment and online options. 10. All expenditures are required to follow university procedures and completed through the Business Director’s office. 11. At the end of the internal camp/clinic, a fundraising final report form should be completed and turned into the Business Director. Include a $10 per camper fee for any sport receiving athletic aid as an expense. 178
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SPORTS
MEDICINE
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SPORTS MEDICINE AND HEALTH PROBLEMS
The following information is intended to resolve any misunderstandings and to give direction to you regarding the health program at Edinboro University of Pennsylvania.
Philosophy
We feel that the student athletes at EUP constitute the single most important segment of the entire athletic program; for without them, the rest of us would have no purpose for being here. With this in mind, the guidelines herein will enable the athletic training staff to ensure that our athletes remain in the best physical condition possible.
Medical Autonomy
In accordance with the NCAA Independent Medical Care legislation, the athletics health care team (team physicians and athletic trainers) shall have unchallengeable autonomous authority to determine medical management and return-to-play decisions related to student- athletes. The athletics health care administrator will serve in an administrative capacity to support the delivery of independent medical care for the university’s athletes.
General Procedures
The center of our operation will be the athletic training room at McComb Fieldhouse. Treatment and rehabilitation for all sports will take place in that facility. Also, pre-practice taping and treatments for all sports will take place there. The head athletic trainer will also be available at almost any time to answer your questions.
The Athletic Training Room will be closed for recognized major holidays, including: a. New Year’s Day b. Memorial Day c. Independence Day d. Labor Day e. Thanksgiving Day f. Christmas Day
Please plan practices and contests accordingly.
Therapy Treatments
1. Each athlete will change into shorts for below the waist treatments.
2. No shoes will be worn during treatments.
3. An athlete must plan to stay in the athletic training room for at least 30 minutes for his/her treatment care.
Resumption of Practice or Play
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Following an injury or illness, no athlete will resume participation until complete approval has been granted by the athletic trainer. NO EXCEPTIONS!!
Athletic Training Room Hours
Hours of operation will be set by the Head Athletic Trainer based upon available staff and practice/competition schedules.
Equipment
All equipment and non-expendable supplies (i.e., crutches, slings, wraps, braces, and sleeves) will be assigned to student-athlete as needed. Failure to return these items will mean that student- athlete will be billed through the business office at the prevailing hospital rate.
Appointments
1. Never break or be late for an appointment – student-athlete must call the doctor or dentist if he/she must be late or cannot keep the appointment.
2. Never be late or miss practice or a meeting because of a doctor or dental appointment unless cleared by the head athletic trainer.
Rules of Conduct in the Athletic Training Room
1. No cleats in athletic training room. 2. All players must wear shorts and a shirt in the athletic training room. 3. No profane language. 4. Players will be taped and treated on first come, first serve basis. 5. Failure to report for scheduled therapy will be reported to athlete’s head coach. 6. Do not remove any supplies from the athletic training room unless you ask first. This also applies to athletic training kits. 7. Do not sit on athletic training kits or ice containers. 8. No use of tobacco products in the athletic training room will be permitted. 9. Use of cellular phones is prohibited. 10. No shoes will be worn during treatment. 11. An athlete must plan to stay in the athletic training room for at least 30 minutes for his/her treatment care.
Please remember that the athletic training room is a work place and not the players lounge. If student-athletes are ill or injured, please stop by, otherwise, we will see student-athlete on the field, court, or mat.
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INSURANCE INFORMATION
Edinboro University provides a supplemental (secondary) accident insurance that will cover athletic injuries sustained by student athletes involved in supervised play or practice sessions, including travel to and from these functions. This coverage is offered on an “Excess” basis only. Under the terms of the policy, the coverage is considered secondary to all other valid and collectable medical insurance policies. Due to the fact that our policy is a supplemental (secondary) coverage, all athletes must have a primary medical insurance that covers athletic injuries before they will be permitted to practice or compete. To avoid delays in injury management and claims processing, it is imperative that the personal insurance information requested in the ATS system be completed accurately and in its entirety.
A. Primary Insurance Coverage
1. All student-athletes MUST be covered by a “Primary” health insurance policy that covers intercollegiate related athletic injuries. Please check with your insurance carrier to be sure of this provision. Due to federal regulations, government funded insurance plans (PA Access, Medicaid, Tricare) provide only secondary benefits if there is any other insurance plan coverage. Such policies do not satisfy the University’s requirements for primary insurance coverage. Holders of these types of insurance will be required to obtain primary accident insurance.
2. If there is a change in your primary insurance coverage, please notify the Sports Medicine staff immediately to avoid delay in service.
3. If there is a lapse in insurance coverage, the student-athlete will be declared ineligible for practice and competition during this lapse. Please note, federal regulations provide that dependent coverage can be extended up to twenty-six (26) years of age.
4. If the student-athlete is covered by an HMO based outside of the Erie or Crawford County area, they may be required to return home for medical care in order to be covered by the HMO.
B. Supplemental/Secondary Coverage and Provisions
Edinboro University carries a supplemental accident insurance policy for its Department of Intercollegiate Athletic student-athletes. This policy is used for outstanding balances not covered by the student-athletes’ primary insurance or any other valid and collectable medical insurance policy.
This policy covers only those accidental injuries that occur during Authorized Covered Activity, which includes specific sport practice sessions and competitions as defined by the Director of Athletics in accordance with the NCAA. It also includes traveling to and from said scheduled practice or competition.
This policy DOES NOT COVER the following:
1. Injuries which are not a direct result of intercollegiate athletic related activity.
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2. Pre-existing conditions identified by the student-athlete on their Athletic Medical History form or at the time of their pre-participation physical examination.
3. Disease and Illnesses including pregnancy.
4. Any injury occurring outside the respective traditional sport season or off-season practice/conditioning session, as allowable by the NCAA. The Edinboro University Department of Athletics reserves the right to define these periods.
C. Additional Athletic Department Policies Regarding Payment of Athletic Related Medical Expenses
1. Medical expenses will be covered up to the Maximum Benefit Amount ($90,000 per accident) if the injury causes the student-athlete to first incur medical expenses for care and treatment for the injury within ninety (90) days after the onset of injury. 2. Medical expenses for services provided by “Off-Campus” non-University Affiliated Physicians or “Outside Medical Specialist” as defined by the Head Athletic Trainer/Team Physician will not be covered by the Department of Athletics Supplemental Accident Insurance plan unless they are referred and have received prior written approval by the Sports Medicine staff. 3. Any athlete requesting that medical service or treatment be performed by an Off-Campus non-EUP Affiliated Physicians or “Outside Medical Specialist” must be referred or receive prior written approval by a member of the Sports Medicine staff. In all cases the student- athlete will also be required to follow their primary insurance policy’s specific referral procedures for “In-Network” Providers. Procedures or services rendered without following these processes will be the sole financial responsibility of the student-athlete. 4. In cases where a student-athletes’ primary insurance does not provide benefits for EUP Affiliated Physicians, the student-athlete may be required to be seen by their In-Network Providers once an EUP Sports Medicine referral has been obtained. Out-of-Network services must have prior approval from the EUP Sports Medicine staff and will be determined on a case-to-case basis. 5. Dental Injury Policy: Coverage is for injuries to the mouth and to sound, natural teeth, while participating in an official practice or game. Coverage includes repair or replacement of teeth as a result of a "covered accident" up to a maximum of $10,000 per accident. In those sports where protective devices (mouthpieces) are mandatory and provided for use in official practice sessions and games, the University and its Supplemental Accident Insurance will provide coverage only if the device is worn by the student athlete in accordance with the guidelines set by the manufacturer. 6. Tattoos/Body Piercings: Edinboro University Athletics will NOT cover any medical expenses related to tattoos, brands or body piercings. 7. Two Year Benefit Period: Only those medical expenses incurred within a period of two years from the date of injury, as a result of an athletic-related injury, are covered. If the injured student-athletes medical bills exceed the $90,000 athletic policy limits, which must also be met within the two year period, then the NCAA’s catastrophic plan takes effect up to one million dollars for long term catastrophic injury. 8. Exit Evaluation Policy
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a. Following completion of participation it is the student-athlete’s responsibility to appear before the Athletic Training staff within fourteen (14) days to complete an Exit Evaluation. At that time, the student-athlete will complete this form declaring any unresolved injuries/illnesses s/he feels are a direct result of participation in Intercollegiate Athletics at Edinboro University and his/her desire to consult with an Edinboro University Team Physician.
b. If an Exit Examination is requested, the athletic training staff will coordinate a physician appointment with the appropriate Team Physician. The Team Physician will specify medical care necessary to resolve injuries sustained as a direct result of participation in Intercollegiate Athletics at Edinboro University.
c. The athlete will have a period of six (6) months from the date of their last competition to complete all care related to injuries/illness that require follow-up care. Any extension of this time period must be authorized by the Head Athletic Trainer.
d. The athlete will have two (2) years from the injury to ensure payment has been processed on all unpaid claims. Edinboro University Athletic Department is not responsible for unpaid claims after 2 years from the date of the injury. Unpaid claims after two years are the responsibility of the student-athlete/parent/guardian to resolve with the provider. If unsure, you are advised to contact the Edinboro University Athletic Training Department.
ATHLETIC TRAINING FORMS
All student athletes will be required to complete and annually review all athletic training forms on the ATS Athlete Web Portal (https://edinboro2.atsusers.com). Completion of these forms is mandatory prior to any practice or competition and is required by the NCAA, PSAC, and Edinboro University. Instructions are available on the Athletic Department website and the Edinboro University Athletic Training Facebook page.
PRE-PARTICIPATION EVALUATION/PHYSICAL EXAMS
In compliance with NCAA regulations, all student athletes on entering the University shall have a pre-participation physical examination performed by a physician. It is the responsibility of the student athlete to obtain this exam preferably from their family physician. The forms necessary are obtained on the ATS Athlete Web Portal (https://edinboro2.atsusers.com) and needs to be returned to the Athletic Training Department prior to any practice or competition. Returning athletes need only to complete all athletic training forms on the ATS Athlete Web Portal annually.
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EDINBORO UNIVERSITY EMERGENCY ACTION PLAN FOR INTERCOLLEGIATE ATHLETICS
This plan is to serve as a guide for emergency action during functions of the Edinboro University intercollegiate athletic program. This plan applies to all athletes involved in the official play or practice of an intercollegiate sport sponsored by the Edinboro University Athletic Department. The athletic trainer or coach at the scene will render immediate first aid and cardiac emergencies will require CPR/AED administered by certified personnel. Athletic trainers must maintain current CPR/AED for the Professional Rescuer and coaches must maintain current certification in First Aid/CPR/AED for the Workplace – Adult). An AED will be accessible to the public in McComb Fieldhouse and the Zafirovski Sports and Recreation Center (Dome). In a life-threatening situation, the athletic trainer and coach’s responsibility would be to provide care to the limits of first aid and CPR certification and to activate the local EMS system if necessary.
Serious injury: A serious injury is one in which the athlete will obviously need to be hospitalized and there is little or no time to consult with the athletic training staff or team physician before taking action. Examples: . stoppage of breathing . severe bleeding . obvious serious fracture . possible head or neck injury Procedure: I. Athletic trainer or coach in charge attends immediately to the injured athlete following those techniques taught via their respective certification (American Red Cross CPR/AED for the Professional Rescuer, American Red Cross First Aid/CPR/AED for the Workplace – Adult). II. If an AED is needed, they are located in the McComb Fieldhouse lobby, Zafirovski Sports and Recreation Center (Dome), Athletic Training, and in the Campus Police vehicles. III. Athletic trainer or coach in charge instructs someone (preferably another athletic trainer/or coach) to immediately perform the following actions: A. Activate the EMS system by calling 9-1-1 on any university, community, or pay phone. (Phone locations on the back of this document.) Relay the following information to the 911 operator. 1. Your name and title 2. The phone number and location of where your calling including address of the building 3. Nature of the injuries to the athlete 4. Location of the athlete (be specific) 5. Request an ambulance be dispatched 6. Request Campus Police be dispatched 7. Where someone will meet the EMS personnel B. Return to field and assist at the accident scene unless there is a need to remain by the phone or to direct incoming EMS. IV. Continue to care for the athlete and monitor their condition until EMS arrives. V. Relay the information concerning this accident to the athletic training staff at your earliest convenience. VI. If referral is made to a location other the EUP Athletic Training; relay the information regarding the referral to the athletic training staff at your earliest convenience.
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Injuries of moderate severity: An injury that will require a physician's care but not considered to be life or limb threatening. When in doubt, always consider the injury to more severe and treat accordingly. Examples: • lacerations that may require suturing • possible fractures • orthopedic injuries (sprains/strains) • sickness • heat illness
Procedure: I. Athletic trainer (if available) or coach in charge attends immediately to the injured athlete following those techniques taught via the American Red Cross First Aid and CPR or Sport Safety Training. II. Refer the athlete to the Athletic Training Staff. If they are not available or cannot be reached by phone, call/refer the athlete to Ghering Health Center. III. If referral is made to a location other the EUP Sports Medicine, relay the information regarding the referral to the athletic training staff at your earliest convenience.
Phone Locations, AED, and EMS Access
McComb Fieldhouse, 455 Scotland Road Main Gym, Classroom 112, Pool Phone: Campus Phone - Main lobby Pool office EMS: Front doors (Scotland Road) AED: Main Lobby, East Wall, Athletic Training Room Weight room, wrestling room, Room 031, Room 032, Athletic Training Room G104, Locker rooms, aerobic room, batting cage Phone: Campus phone - west hallway EMS: South doors (parking lot) by Athletic Training AED: Main Lobby, Athletic Training Zafirovski Sports and Recreation Center (Dome), 300 Scot Road Phone: Campus Phone – Lobby of Administration Building Emergency call box 1- south wall by Administrative Building entrance Emergency call box 2 – north wall by North West corner (long/triple jump area) EMS: Access through Administrative Building entrance only. Airlock on left will accommodate stretcher and EMS equipment. AED: South wall next to Administration Building entrance. Note: All additional exterior doors are alarmed and should be used in case of emergencies only. Use may compromise the inflation of the Dome. If alarms sound, listen to instructions given for evacuation. Softball field, Scot Rd practice fields Phone: Emergency call box - east wall (outside) of visitor’s softball dugout EMS: Scotland Rd at intersection with Scot Rd AED: Athletic Training, Campus Police
Sox Harrison Stadium, 500 Scotland Road
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Phone: Emergency call box - south doorway of old stadium locker room EMS: Stadium - southeast gate AED: Athletic Training, Campus Police North practice fields, soccer field, tennis courts Phone: Emergency call box – north wall of the ticket booth at the northeast Stadium gate by tennis courts EMS: Scotland Road or Perry Lane AED: Athletic Training, Campus Police University Center Gymnasium Phone: Emergency call box - Hallway outside south east corner EMS: North doors (parking lot) AED: Athletic Training, Campus Police Aerobic room Phone: Emergency call box - Hallway outside aerobic room EMS: Main doors to elevator (second floor) AED: Athletic Training, Campus Police
Crawford Gym Gymnasium Phone: Emergency call box - Main lobby by the elevator, Multipurpose Room 119 EMS: Main entrance off Glasgow Road AED: First floor by OSD, Campus Police Other locations Phone: Upon arrival at a site, the athletic trainer or coach should determine access to the nearest land line or cell phone. If this phone is located in a business or private residence, check the availability of this phone each time you visit the site. EMS: Upon arrival at a site, the athletic trainer or coach should determine the most appropriate access for EMS personnel. Emergency Phone Numbers EMS……………………… 9-1-1 from any campus, office, or pay phone University Police………… 2921 EUP Athletic Training Gary Hanna……………… 1860 - office (814) 434-7931 – cell (724) 588-6636 -home
Audra Neumann……… 1862 - office (814) 464-7345 – cell
Danielle Lodanosky…….. 1861 – office (412) 302-6156
Ryan Grove……….. 1864 – office (412) 292-6249
Ghering Health Center…… 2743
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Athletic Injury Information (HIPPA)
Edinboro University Athletic Training is an Allied Health Profession that is subject to the federal HIPPA laws. As such, protected health information (PHI), which includes any and all athletic injuries, cannot be shared with Parents, Coaches, Media, Sports Information, or Athletic Administration without prior written consent from the legal adult student-athlete. Disclosure of PHI will be determined on an individual basis with the consent of the athlete in conjunction with the athletic trainer. The athletic trainer will then notify the determined parties of the health information.
Examinations of the student athletes by the Team Physicians is considered to be confidential. No coaches, media, sports information, or athletic administration will be permitted to attend such examinations. The results will be discussed with respective parties with permission of the student athlete at the completion of the exam.
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Edinboro University Athletic Training Severe Weather Policy
Lightning According to the NCAA (2007), lightning is the most consistent weather hazard that may affect outdoor intercollegiate athletics. As a special addition to the emergency action plan, the Edinboro University (EUP) Department of Athletics has developed the following guidelines and policy with regards to lightning safety and emergency action plan. This lightning policy is in accordance with the National Athletic Training Association (NATA) recommendations, the NCAA recommendations and the Pennsylvania State Athletic Conference (PSAC) policy. 1. Edinboro University subscribes to the MxVision WeatherSentry by Telvent. This service allows the EUP athletic training office to monitor severe weather in the area. • Mobile alerts concerning lightning and severe weather are available through this service. • All outdoor head coaches, administrative staff members, athletic trainers, and athletic training graduate interns/students will be on the notification list to receive these alerts • The service will alert the athletic trainer and all subscribers when there is a lightning strike within 30 miles and again when lightning strikes within 8 miles of the surrounding area. o If a message is received that lightning is within 30 miles coaches and officials shall be notified there is potential for severe weather and/or lightning in the area. BE PREPARED to suspend play and seek shelter. This notification should be considered a warning that dangerous weather is in the area. o If a message is received that lightning is within 8 miles of the area ALL ACTIVITIES WILL BE STOPPED AND YOU MUST SEEK SHELTER. o The weather service also will provide the athletic trainer with a message when the lightning has left the area. The all clear message is set for the NATA (2000) and the NCAA (2007) recommendation for a minimum of 30 minutes. o This is the only method the athletic training staff will use to monitor lightning activity in the area. o All decisions about lightning and the continuation of competition or practice will come from the athletic trainer. As per the PSAC policies and procedures “The host certified athletic trainer will have the unchallengeable authority to suspend or postpone competition in the event of lightning. The certified athletic trainer and game official or/game administrator must consult and agree as to the time of resumption of play.”
2. In the event that lightning is identified as a threat and the athletic activities are suspended the following will occur: Football/Soccer/Lacrosse/Outdoor Track/ Tennis Complex: All players, coaches and officials will return to their respective locker rooms until notified by the athletic trainer that play or practice can safely resume. • If locker rooms are not available, players should seek shelter in the stadium restroom, a team bus or their vehicles.
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Softball Complex: All players, coaches, and officials will return to their locker rooms, the Mike S. Zafirovski Sports and Recreation Dome, or a team bus for shelter. The dugouts at the softball complex are not considered a safe environment and are not considered appropriate shelter for severe weather.
Cross Country Course: In the event of severe weather, seek shelter in the nearest available facility, team buses, or personal vehicles. Appropriate locations for shelter in severe weather are:
• Frequently inhabited buildings • Buildings that have electric & telephone wiring and plumbing pathways which aid in the grounding of a building and increase the safety from lightning.
3. In the event that the MxVision WeatherSentry service fails to deliver notifications or is otherwise unavailable, secondary procedures are in place for emergency procedures.
• The NATA policy of the flash-to-bang method will be utilized o To use the flash-to-bang method, the observer begins counting when a lightning flash is sighted. Counting is stopped when the associated bang (thunder) is heard. Divide this count by 5 to determine the distance to the lightning flash (in miles). For example, a flash-to-bang count of 30 seconds is equal to a distance of 6 miles (NATA, 2000). • Once activities are suspended, activities can not resume until at least 30 minutes after the last sound of thunder or lightning flash. • The athletic trainer on site will be the sole person responsible to determining when play can continue.
Tornado
While tornados are not a frequent occurrence in this geographic area, they do present a significant risk for severe injury and structural damage. The Athletic Department has developed the following policy for athletes, coaches, and administrative staff in case of a severe weather emergency. The Athletic Department Severe Weather Policy is in accordance to the Edinboro University Emergency Response Guide which can be found at: http://www.edinboro.edu/departments/university_comm/emergency-guide.dot#tornado. All coaches should be aware of the weather forecasts and should also be cognizant of the following National Weather Service terms.
Tornado Watch - Conditions are right for a tornado to develop. Tornado Warning - Radar or weather spotters have identified a tornado in the area.
1. Edinboro University subscribes to the MxVision WeatherSentry by Telvent. This service allows the EUP athletic training office to monitor severe weather in the area. • Mobile alerts concerning lightning and severe weather are available through this service. • All outdoor head coaches, administrative staff members, athletic trainers, and athletic training graduate interns/students will be on the notification list to receive these alerts 191
• The service will alert the athletic trainer and all subscribers when there is a tornado watch or tornado warning in the monitored area (30 miles). o If a message is received that a tornado watch has been issued, coaches and officials shall be notified there is potential for severe weather in the area. BE PREPARED to suspend play and seek shelter. o If a message is received that a tornado warning has been issued, ALL ACTIVITIES WILL BE STOPPED AND YOU MUST IMMEDIATELY SEEK APPROPRIATE SHELTER. . Edinboro University will activate the Campus Emergency Alert System, which may include any or all of the following, e2 Campus Alerts, mass e- mail, broadcast voice mail, desktop pop-ups to network accounts. Additional updates will be provided as necessary. The all clear will be sent when it is safe. . During a period of tornado warning, a public warning will be signaled by the Edinboro Volunteer Fire Department siren. The warning is a three- minute up-and-down tone. The all clear signal is a long, even tone. 2. In the event that a tornado is identified as a threat and athletic activities are suspended, the following will occur: Football/Soccer/Lacrosse/Outdoor Track/ Tennis Complex: All players, coaches and officials will return to their respective locker rooms until notified by the authorities (AT Staff, Campus Police) that play or practice can safely resume. o If locker rooms are not available, players should seek shelter in the Sox Harrison Stadium restroom.
Softball Complex: All players, coaches, and officials will return to their locker rooms in the Sox Harrison Stadium. The dugouts at the softball complex are not considered a safe environment and are not considered appropriate shelter for severe weather.
McComb Fieldhouse: All players, coaches, and officials shall seek shelter in the lower level of McComb Fieldhouse in an area that has no windows (interior room, locker room). DO NOT REMAIN IN THE MAIN GYM OR POOL AREA. The most dangerous locations are generally large rooms with large expansive roofs such as gymnasiums, pools, and auditoriums.
Mike S. Zafirovski Sports and Recreation Dome: All players, coaches, and officials will vacate the Dome and attempt to take shelter in the lower level of McComb Fieldhouse in an area that has no windows (interior room, locker room). If not possible, take shelter in the Dome administrative building restrooms.
Cross Country Course: In the event of severe weather, seek shelter in the nearest available facility. Persons caught outside who cannot reach shelter safely should seek a nearby ditch or depression and lay flat, shielding their head with their arms.
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Edinboro University Athletic Training Concussion Management Guidelines
1. EUP Athletics will require student-athletes to sign a statement in which student-athletes accept the responsibility for reporting their injuries and illnesses to the sports medicine staff, including signs and symptoms of concussions. During the review and signing process student-athletes will be provided with educational material on concussions. (Attachment A).
2. EUP Athletics will have on file and annually update an emergency action plan for each athletics venue to respond to student-athlete catastrophic injuries and illnesses, including but not limited to concussions, heat illness, spine injury, cardiac arrest, respiratory distress (e.g. asthma), and sickle cell trait collapses. The policy will be located in the EUP Athletic Department Coaches’ Handbook. All athletics healthcare providers and coaches shall review and practice the plan annually. These sessions will be conducted prior to the start of the sport season.
3. EUP Athletics shall have on file a written team physician–directed concussion management plan that specifically outlines the roles of athletics healthcare staff (e.g., physician, certified athletic trainer, nurse practitioner, neuropsychologist). In addition, the following components have been specifically identified for the collegiate environment:
a. EUP Athletics coaches will attend an in-service presentation; receive a copy of the concussion management plan and a fact sheet on concussions in sport annually. Each coach will acknowledge receipt of these materials and this acknowledgement (Attachment B) will be kept on file in the Athletic Director’s office. b. EUP Athletics sports medicine staff will provide an annual educational component for faculty on concussions. This may take the form of a brochure provided by the conference and distributed by the Vice-President. c. EUP Athletics sports medicine staff members and other athletics healthcare providers will practice within the standards as established for their professional practice (e.g., team physician, certified athletic trainer, physical therapist, nurse practitioner, physician assistant, neurologist, neuropsychologist). d. EUP Athletics sports medicine staff shall record a baseline assessment for each student- athlete. The same baseline assessment tools will be used post-injury at appropriate time intervals. The baseline assessment will consist of the use of: 1) symptoms checklist (ImPACT); 2) standardized balance assessment (BESS, Attachment E) and; 3) neuropsychological testing (computerized ImPACT test or C3 Logix). Neuropsychological testing has been shown to be effective in the evaluation and management of concussion. However, neuropsychological tests will not be used as a standalone measure to diagnose the presence or absence of a concussion as EUP Athletics uses a comprehensive assessment by its sports medicine staff. e. When a student-athlete shows any signs, symptoms or behaviors consistent with a concussion, the athlete will be removed from practice or competition, by either a member of the coaching staff or sports medicine staff. If removed by a coaching staff member, the coach will refer the student-athlete for evaluation by a member of the sports medicine staff. During competitions, on the field of play injuries will be under the purview of the official and playing rules of the sport. EUP staff will follow such rules and attend to medical situations as they arise. Visiting sport team members evaluated by EUP sports medicine staff will be managed in the same manner as EUP student-athletes.
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f. A student-athlete diagnosed with a concussion will be withheld from the competition or practice and not return to activity for the remainder of that day. Student-athletes that sustain a concussion outside of their sport will be managed in the same manner as those sustained during sport activity. g. The student-athlete will receive serial monitoring for deterioration. Athletes will be provided with written home instructions (Attachment C) and a patient concussion information sheet (Attachment D) upon discharge; preferably with a roommate, guardian, or someone that can follow the instructions. h. The student-athlete will be evaluated by a team physician or the physician’s designee as outlined within the concussion management plan. Once asymptomatic and post-exertion assessments are within normal baseline limits, return to play shall follow a medically supervised stepwise process. i. An official notification from the Sports Medicine office will be sent to all of the student- athlete’s professors and FAR that the student-athlete has sustained a concussion. Academic accommodations will be determined as per the Return-to-Learn Concussion Management protocol. j. Final authority for Return-to-Play shall reside with the team physician or the physician’s designee as noted in the Concussion Management flowchart.
4. EUP Athletics sports medicine will document the incident, evaluation, continued management, and clearance of the student-athlete with a concussion. Aggregate concussion numbers per sport will be reported to the Director of Athletics annually.
5. Athletics staff, student-athletes and officials will continue to emphasize that purposeful or flagrant head or neck contact in any sport should not be permitted.
Reference Documents 1. NCAA and CDC Educational Material on Concussion in Sport. Available online at www.ncaa.org/health-safety 2. NCAA Sports Medicine Handbook. 2009-2010. 3. National Athletic Trainers’ Association Position Statement: Emergency Planning in Athletics. Journal of Athletic Training, 2002; 37(1):99–104. 4. Recommendations and Guidelines for Appropriate Medical Coverage of Intercollegiate Athletics. National Athletic Trainer’s Association. 2000. Revised 2003, 2007, 2010. 5. Consensus Statement on Concussion in Sport 3rd International Conference on Concussion in Sport Held in Zurich, 2008. Clinical Journal of Sport Medicine, 2009; 19(3):185-200. 6. Concussion (Mild Traumatic Brain Injury) and the Team Physician: A Consensus Statement. 2006. Publication by six sports medicine organizations: AAFP, AAOS, ACSM, AMSSM, AOSSM, and AOASM. 7. National Athletic Trainers’ Association Position Statement: Management of Sport-Related Concussion. Journal of Athletic Training, 2004; 39:280-297.
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Edinboro University Athletic Training Concussion Management Plan
Obtain Baseline Testing: • Symptom checklist, SCAT 2 Balance and Coordination Examination and ImPACT testing data obtained for athletes in high-risk sports for concussion basketball, football, lacrosse, pole vaulting, soccer, softball, and wrestling or student athletes with pertinent medical history of concussion
Concussion Identified and Assessed: • Physical examination and assessment of concussion symptoms by medical staff (athletic trainer and/or physician). o If emergent, athlete should be transported to closest emergency department • Athlete held from all physical activity o Athlete is given patient concussion information sheet and a home instruction sheet o Notify designated competent adult and provide home instruction sheet. o Athlete’s professors notified of concussion • Athlete repeats baseline testing with SCAT 2 and ImPACT (within 24 hours of injury if possible)
Concussion Management: • Athlete held from all physical activity • Implement DHA Omega-3 supplementation 3 grams daily for 30 days or until asymptomatic if longer) • Re-assess athlete daily by medical staff o Administer symptom checklist daily until asymptomatic;
Athlete Asymptomatic: • Athlete repeats baseline testing with ImPACT (unless directed otherwise by physician and/or neuropsychologist)
Test Results Return to Baseline: Test Results NOT Returned to Baseline: • Perform exertional testing • When medically cleared by physician, • Re-evaluation by physician repeat test battery; consider neuropsych or designee for return to consult with more detailed test battery play decision
When medically cleared by physician, repeat exertional testing; re-evaluation by physician for return to play decision
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Edinboro University Athletic Training Post-Concussion Exertional Testing Protocol
24 hour complete rest
Symptom checklist, (SCAT 2) and ImPACT
Asymptomatic Symptomatic
Light aerobic conditioning • 10 -15 min stationary bike ( 40% max intensity )
Light to Moderate aerobic conditioning • 10-15 min continuous jogging on treadmill Strength Training • Push-ups, sit-ups, lunges, squats
Sport Specific Exertional Training (non-contact) • Advanced cardiovascular training: sprint activities • Advanced strength training: weight lifting exercises • Sport specific agility drills (no risk of contact
Non-contact practice
If no change or increase in symptoms, final return to play decision made by medical staff. Full contact practice
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Edinboro University Athletic Training Return-To-Learn Concussion Management Protocol
The Edinboro University Return-To-Learn protocol will be managed in a stepwise program that fits the needs of the individual. Upon determination that a student-athlete has sustained a concussion, Athletic Training staff will notify the student-athlete’s professors, Dean of Students, Faculty Athletics Representative, and the respective coach via email. A copy of the PSAC Faculty Education Flyer on Concussion will be attached. Cognitive stressors such as academic work, video games, reading, texting, and watching television should be avoided for rest. If there is a need for academic accommodations, they will be recommended by the EU Team Physician and or his designee. Academic accommodations (if any) will be detailed on an EU Academic Accommodations Form (attached) The form will be emailed to the above-mentioned parties and a hard copy will be given to the student-athlete. This information is considered to be confidential and is under the guidelines of HIPPA.
The guideline below will be followed on an individual basis: • If the student-athlete can’t tolerate light cognitive activity, s/he should remain at home or in the residence hall. • Once the student-athlete can tolerate cognitive activity without the return of symptoms, s/he may return to the classroom, typically in gradual increments.
A holistic multidisciplinary team of EU faculty and staff will aid in the adjustment of an individual’s educational plan. These individuals may include: • Team Physician • Athletic trainer • University Physician (Ghering) • Counselor • Speech-Language Pathologist • Learning Specialist (ASC and OSD)
The multidisciplinary team can establish an individual’s educational plan based on concussion signs and symptoms for up to two weeks. Student-athletes found to need further accommodations due to concussion-related signs and symptoms greater than two weeks, will be re-evaluated by the EU team physician and may require the engagement of other campus resources.
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Attachment A
Edinboro University Athletic Training Student-Athlete Concussion Statement
☐ I understand that it is my responsibility to report all injuries and illnesses to my athletic trainer and/or team physician.
☐ I have read and understand the NCAA Concussion Fact Sheet.
After reading the NCAA Concussion fact sheet, I am aware of the following information: (Please initial after each statement)
______A concussion is a brain injury, which I am responsible for reporting to my team physician or athletic trainer.
______A concussion can affect my ability to perform everyday activities, and affect reaction time, balance, sleep, and classroom performance.
______You cannot see a concussion, but you might notice some of the symptoms right away. Other symptoms can show up hours or days after the injury.
______If I suspect a teammate has a concussion, I am responsible for reporting the injury to my team physician or athletic trainer.
______I will not return to play in a game or practice if I have received a blow to the head or body that results in concussion-related symptoms.
______Following concussion the brain needs time to heal. You are much more likely to have a repeat concussion if you return to play before your symptoms resolve.
______In rare cases, repeat concussions can cause permanent brain damage, and even death.
______Signature of Student-Athlete Date
______Printed name of Student-Athlete
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Attachment B
Edinboro University Athletic Training Coaches Acknowledgement Statement
I have received, reviewed and understand the NCAA Concussion fact sheet for coaches.
I have received and reviewed the EUP Concussion Management Policy
I have attended a mandatory annual in-service on concussion management.
______Signature of Coach Date
______
Printed name of Coach
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Attachment C
Edinboro University Athletic Training Concussion Information: Home Instruction Sheet
Name______Date______
You have had a head injury or concussion and need to be watched closely for the next 24-48 hours. It is OK to: There is no need to: DO NOT Use Tylenol (Acetaminophen) Check eyes with a light Drink alcohol Use an ice pack to head/neck for Wake up every hour Eat spicy foods comfort Stay in bed Drive a car Eat a light meal Use asprin, Aleve, Advil or other Go to sleep NSAID products Special Recommendations: ______WATCH FOR ANY OF THE FOLLOWING PROBLEMS:
Worsening headache Stumbling/loss of balance Vomiting Weakness in one arm/leg Decreased level of consciousness Blurred Vision Dilated Pupils Increased irritability Increased Confusion
If any of these problems develop, call your athletic trainer or go to the Emergency Room immediately. Athletic Trainer______Phone______Athletic Trainer______Phone______Athletic Trainer______Phone______You need to be seen for a follow-up examination at ______Am/Pm at:______Recommendations provided to______Recommendations provided by______
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Attachment D
Patient Concussion Information Sheet
Name: ______: You have had a concussion and need to be watched closely for the next several days until you have completely recovered. The following information is regarding your treatment and recovery.
What is a concussion? A concussion is a brain injury that is caused by a blow to the head or body. It may occur from contact with another player, hitting a hard surface such as the ground, floor, being hit by a piece of equipment such as a bat or ball, or a motor vehicle accident. A concussion can change the way your brain normally works. It can range from mild to severe and presents itself differently for each athlete. A concussion can happen even if you do not lose consciousness.
What are the symptoms of a concussion? You can’t see a concussion, but you may notice some of the symptoms right away. Other symptoms can show up hours or days after the injury. Concussion symptoms may include:
• Amnesia • Nausea (feeling that you might vomit) • Confusion • Feeling sluggish, foggy or groggy • Headache • Feeling unusually irritable • Loss of consciousness • Difficulty getting to sleep or disrupted sleep • Balance problems or dizziness • Slowed reaction time • Double or fuzzy vision • Concentration or memory problems • Sensitivity to light or noise (Forgetting game plays, facts, meeting times)
How do you recover from a concussion? Your brain needs time to heal. Until you completely recover from your concussion, you will be held from all athletic activity. Exercise or activities that involve a lot of concentration, such as studying, working on the computer, or playing video games may cause concussion symptoms (such as headache or tiredness) to reappear or get worse. While your brain is still healing, you are much more likely to have a repeat concussion. In rare cases, repeat concussions can cause permanent brain damage, and even death. Severe brain injury can change your whole life. You will be evaluated by your physician initially and undergo some testing to determine how the concussion is affecting your ability to balance (SCAT II test) and process information (IMPACT test). You will be followed daily by your athletic trainer to monitor your symptoms. When your symptoms are completely gone and your concussion testing results have returned to a normal level, you will perform some exertional tests under the supervision of your athletic trainer. Before returning to your sport, you must be re-evaluated by your physician and medically cleared for return.
What to watch for? If you develop any new symptoms or increases in current symptoms, contact your athletic trainer or physician immediately at: ______
Medications: You have been given two medications to take as follows: Acetaminophen (Tylenol): take 2 tablets every 4 hours as needed for headache. DHA Omega 3: take 5 capsules twice a day, once in morning and once in evening (supplement found at a local pharmacy) Additional Instructions: DO NOT drive a car or motor scooter, drink alcohol, eat greasy or spicy foods, or take aspirin, Aleve, Advil or other anti-inflammatory medications!
Follow-up: You will be seen for follow-up examination by ______on ______
at ______.
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A concussion is a type of brain serious. Proper recognition and injury that changes the way the response to concussion can prevent
A FACT SHEET FOR FACULTY, ADMINISTRATORS, COACHES AND STAFF PRESENTED BY THE PENNSYLVANIA STATE ATHLETIC CONFERENCE focus CARING FOR OUR STUDENT-ATHLETES THAT HAVE BEEN DIAGNOSED WITH A CONCUSSION SO THEY CAN RETURN TO LEARNING, PRACTICE AND COMPETITION brain normally works. A concussion further injury and help with is caused by a bump, blow or jolt to recovery. The symptoms of
theWhat head. Concussions is can alsoa Concussion?concussion can show up right after occur from a fall or blow to the an injury or may not appear or be body that causes the head and brain noticed until hours or days after the to move rapidly back and forth. injury Even what seems to be a mild bump (U.S. Dept. HHS/CDC) to the head can be
THE FACTS
ALL CONCUSSIONS ARE SERIOUS
MOST CONCUSSIONS OCCUR WITHOUT LOSS OF CONSCIOUSNESS
RECOGNITION AND PROPER RESPONSE TO CONCUSSIONS WHEN THEY FIRST OCCUR CAN HELP AID RECOVERY AND PREVENT FURTHER INJURY. OR EVEN DEATH
The universities that comprise the Pennsylvania State Athletic Conference include: Bloomsburg, California, Cheyney, Clarion, East Stroudsburg, Edinboro, Gannon, I UP, Kutztown, Lock Haven, Mansfield, Mercyhurst, Millersville, Pitt-Johnstown, Seton Hill, Shippensburg, Slippery Rock and West Chester. Passion. Pride. Pennsylvania! www.psacsports.org
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What do I need to know SYMPTOMS about a student-athlete REPORTED BY THE STUDENT-
returning to activities? ATHLETE Student-athletes with a concussion should NEVER return to practice or competition on the same day the injury occurred. They should delay returning to activities until a health-care
professional says they are symptom-free.
Supporting a student- concentration, such as • Receive help with )UN;.f%» —' athlete recovering from a studying, working on the classwork, and/or • Reduce 30 W i concussion requires a computer, or playing video time spent on the THINKING / REMEMBERING collaborative approach games, may cause computer, reading or • Difficulty thinking clearly among professionals, as concussion symptoms to writing. • Difficulty concentrating or s/he may need reappear or get worse. Remembering accommodations during It is normal for student • Feeling more slowed down recovery. Student-athletes who -athletes to feel frustrated, • Feeling sluggish, hazy, return to learning after a sad, and even angry foggy or groggy Services and concussion may need to: because they cannot return PHY^ICAI accommodations for • Student-athletes may to play and practice right riii wiwr\L • Headache or "pressure" in student-athletes may require a step-wise away or cannot keep up Head include environmental approach to the return to with their classwork. A • Nausea or vomiting adaptations, curriculum learn environment, student may also feel • Balance problems or dizzi- modifications, and similar to their return to isolated from peers or Ness behavioral strategies. play environment. social networks. Talk with • Fatigue or feeling tired C * * student-athletes about • Blurry or double vision • Take rest breaks, as • Sensitivity to light or noise Student-athletes may Needed these issues and offer • Numbness or tingling need to limit activities • Spend fewer hours in support and • Does not "feel right" while they are recovering Class encouragement. As the from a concussion. • Be given more time to symptoms decrease, the EMOTIONAL Exercising or activities take tests or complete extra help or support can • Irritable that involve a lot of Assignments be removed gradually. • Sad • More emotional than usual • Nervous H3ll3aS^| NCAA REQUIREMENTS • Drowsy The NCAA Concussion Policy and Legislation mandates that institutions implement the • Sleep less than usual following: • Sleep more than usual 1. An annual process that ensures student-athletes are educated about the signs and • Has trouble falling asleep symptoms of a concussion; /// o r\**t^i LJ LJ c*/r* r\f~*\ 2. A process that ensures a student-athlete who exhibits si gns, symptoms or behaviors (U. o. Uepi. ritio/UUU) consistent with a concussion shall be removed from athletics activities and evaluated by a medical staff member with experience in the evaluation and management of For more information visit: concussions; 3. A policy that precludes a student-athlete diagnosed with a concussion from returning to www.cdc.gov/concussion athletic activity for at least the remainder of that calendar day; and 4. A policy that requires medical clearance for a student-athlete diagnosed with a Or concussion to return to athletics activity as determined b\ a physician or the physician's designee. www.ncaa.org
Information contained in this flyer obtained from the U.S. Dept of HHS/Centers for Disease Control & Prevention and The NCAA
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Edinboro University Athletic Training Concussion Management Academic Accommodations for Student Athletes Diagnosed with Concussion
Student Name: ______Dates Requested for Accommodations ______
• Class attendance restrictions: _____ full day as tolerated _____ half day as tolerated _____ classes / hours per day _____ no school until: ______, then attempt half / full days as tolerated
• Testing: _____ extra time to complete tests _____ testing in a quiet environment _____ test across multiple sessions _____ reduce length of tests _____ postpone tests
• Note taking: _____ allow student to obtain class notes or outlines ahead of time to aid organization and reduce multitasking demands. Alternatively, copies of another student’s notes could be provided
• Workload reduction: _____ reduce overall amount of make-up work, class work, and homework, by 50%; _____ allow student extended deadlines or turn in assignments late.
• Breaks: _____ take breaks as needed to control symptom levels
______Edinboro University Athletic Training Gary Hanna, LAT - 1860 Audra Neumann, LAT - 1862 Danielle Lodanosky, LAT - 1861
______Team Physician
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Edinboro University Pregnancy And Parenting Policy
Edinboro University Athletic Department is committed to the personal health and development of all our student athletes and to the educational mission of our school. We strive to provide an environment that respects all pregnancy and parenting decisions and urges all participants to work cooperatively toward degree completion. This Policy sets forth the protections that should be provided for pregnant and parenting students, including those with pregnancy related conditions. We want to protect every student-athlete’s physical and psychological health, and their ability to complete their education.
Federal Laws
Title IX of the Education Amendments of 1972 bars discrimination on the basis of sex, which includes the guarantee of equal educational opportunity to pregnant and parenting students. This means that our student-athletes cannot be discriminated against because of their parental or marital status, pregnancy, childbirth, false pregnancy, termination of pregnancy or recovery therefrom. In addition, a student’s medical information may be protected by other federal laws. Some actions that may be permissible under NCAA rules are impermissible under federal law, and our institution adheres to federal law. In order to comply with federal law: • The athletic department will only require a pregnant or parenting student-athlete’s physician to certify physical and emotional fitness as a condition for participating in athletics when such certification is required of student-athletes who experience other temporary disabilities. • The athletics department will allow a pregnant or parenting student-athlete to fully participate on the team, including all team-related activities, unless the student-athlete’s physician or other medical caregiver certifies that participation is not medically safe. • Medically necessary absences from team activities due to pregnancy shall be considered excused absences. • No coach or other athletic department personnel shall suggest to any student-athlete that his or her continued participation on a team will be affected in any way by pregnancy or parental or marital status. • The athletic department will not allow a hostile or intimidating environment on the basis of pregnancy or parental status to exist. Acts or statements that are hostile toward pregnancy or parenting, or that shun or shame the student-athlete because she is pregnant or parenting will not be tolerated. Such conduct prevents an individual from effectively participating in, or denies a person the benefits of, the educational opportunities provided by this institution. • The athletic department will not terminate or reduce a student-athlete’s athletic aid because of the student-athlete’s pregnancy, marital or parental status during the term of the award. • Students may take a medical pregnancy leave, and at the end of that leave they will be reinstated to the same status they had before the leave. • The athletic department will renew a pregnant, formerly pregnant, or parenting student athlete’s award, so long as the student-athlete is in good standing academically, remains engaged with our athletic department and meets NCAA eligibility standards. Returning
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students may be evaluated in the same manner as any other team member to determine their specific position on the team, such as a starter or as a forward. • The athletic department will not permit the use of any written or verbal contract that requires a student-athlete to not get pregnant or become a parent as a condition of receiving an athletics award or a member of a team. • The athletic department will not provide health benefits for pregnancy, including counseling, physical examinations, medical treatment, surgical expenses, medication, rehabilitation and physical therapy expenses and dental expenses, as those benefits are not supplied to student- athletes who experience other temporary disabilities that are not accidental injuries. Edinboro University Athletic Department’s medical insurance coverage policy for student-athletes can be found in the Student Athlete Handbook and at http://www.gofightingscots.com/documents/2014/11/6/Athletic_Department_Handbook_rev_11 0414.pdf?&tab=3 • Our pregnant and formerly pregnant students who wish to continue to participate in athletics are entitled to assistance and rehabilitation on the same basis as such assistance is provided to student-athletes with other temporary disabilities.
In order to assist our student-athletes:
• The athletics department will assist the student-athlete to access the pregnancy and parenting support resources that are available to all college students. • The athletic department will help the pregnant or parenting student-athlete plan for his or her continued academic progress, in accord with the university’s educational mission. • The athletic department will help the student-athlete return to sport after pregnancy and during parenting, if the student-athlete so desires. • The athletics department will publish this Policy in the Student-Athlete Handbook, make this Policy available to student-athletes and their families on-line, and provide specific education on this Policy for all student-athletes and their families. • The athletic department, in conjunction with the Team Physician, the Faculty Athletics Representative, the Senior Woman Administrator, Licensed Athletic Trainers will regularly review student-athlete pregnancy and parenting cases as they occur to monitor compliance with this Policy.
Reporting • The athletic department will not require any student-athlete to reveal pregnancy or parenting status. Our department will work to create an environment which encourages the student athlete to voluntarily reveal her pregnancy and his or her parenting status, in order for our institution to provide optimal support for physical and mental health with professional health care. The sports medicine staff will respect the student-athlete’s requests for confidentiality until such time when there is medical reason to withhold the student-athlete from competition. • No athletic department personnel will publicly release personally identifiable health information about pregnancy without written, timely authorization from the student-athlete. • When a student-athlete reveals her pregnancy or parenting status to athletic department personnel, they should direct the student-athlete to this Policy. They should reiterate the department’s protection of the student-athlete’s team membership status and financial aid. Athletic department personnel should refer the student-athlete to the team physician, to the student-athlete’s personal physician, or to Student Health Services who are trained in providing information about pregnancy and parenting support options.
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• Athletic department personnel who suspect that a student-athlete is pregnant may report their concerns to the Athletic Training staff, to the Team Physician, or to Student Health Services who are trained in pregnancy and parenting support options. • Teammates of pregnant student-athletes may report their concerns to the Athletic Training staff, to the Team Physician, or to Student Health Services who are trained in pregnancy and parenting support options.
Enforcement and Non-Retaliation • Any member of the athletic department found to have violated this policy by threatening to withhold or withholding athletic participation or an athletic award, by harassing a student athlete on the basis of pregnancy or parenting status, or by breaching medical confidentiality, will be subject to disciplinary action from the university. The athletics department will also take appropriate remedial action to correct the situation. • Any member of the athletics department who becomes aware of conduct that violates this policy should report the conduct to an appropriate official, such as the Director of Athletics, the Compliance Officer, the Faculty Athletics Representative, or the Equal Opportunity Officer. The athletic department and university will make every effort to prevent public disclosure of the names of all parties involved, except to the extent necessary to carry out an investigation. • Retaliation is specifically prohibited against anyone who complains about pregnancy or parental status discrimination, even if the person was in error about the lawfulness of the conduct complained about. The athletic department will take steps to prevent any retaliation against the individual who made the complaint.
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EDINBORO UNIVERSITY ATHLETIC DEPARTMENT
EXIT POLICY and EVALUATION
Policy Edinboro University, Department of Athletics realizes that some injuries/illnesses incurred as a direct result of participation in intercollegiate athletics may need follow-up evaluation, treatment, rehabilitation and occasionally surgery after the student-athlete concludes his/her participation on an athletic team. Edinboro University will arrange and provide medical care for accidental injuries sustained as a direct result of practice or competition for the University. The Athletic Department will take responsibility to provide financial assistance in the form of a secondary insurance plan for these athletic related medical issues so long as the student-athlete maintains usable health insurance coverage.
If a student-athlete terminates his/her intercollegiate participation to pursue a professional sport experience, and/or passes a pre-participation physical examination for a professional or post-collegiate team, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s medical issues (accidental injury).
If the student-athlete does not follow-through with his/her responsibility to present for his/her Exit Evaluation, the athletic trainer will attempt to contact the student-athlete. If the athletic trainer does not receive the completed form from the student- athlete within fourteen (14) days, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s athletic related medical issues (accidental injury).
Student-Athlete’s Responsibility Following completion of participation it is the student-athlete’s responsibility to appear before the athletic training staff within fourteen (14) days to complete an Exit Evaluation. At that time, the student-athlete will complete this form declaring any unresolved injuries/illnesses s/he feels are a direct result of participation in Intercollegiate Athletics at Edinboro University and his/her desire to consult with an Edinboro University Team Physician.
If an Exit Examination is requested, the athletic training staff will coordinate a physician appointment with the appropriate Team Physician. The Team Physician will specify medical care necessary to resolve injuries sustained as a direct result of participation in Intercollegiate Athletics at Edinboro University.
. I understand that I have a period of six (6) months from the date of my last competition to complete all care related to injuries/illness that require follow-up care. Any extension of this time period must be authorized by the Head Athletic Trainer. Initials: . I understand that it is my responsibility to attend the physician appointment. Failure to attend the physician appointment assigned to me will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s athletic related medical issues (accidental injury). Initials: . I understand that the Athletic Department, with prior approval of medical services, will continue to provide a secondary insurance for this care so long as I maintain usable health insurance. I understand that the Edinboro University Athletic Department is not obligated to pay for treatment of injury (athletic related or not) if the student- athlete does not have usable health insurance OR if the care is not coordinated by the Medical Staff at Edinboro University Initials: . I understand if I terminate or at the conclusion of my intercollegiate participation, I pursue a professional sport experience, and then pass a pre-participation physical exam for a professional team, this will signify termination of the Athletic Department’s customary financial support and medical responsibility for all of the student-athlete’s medical issues (injury and/or illness). Initials: . I understand that I have TWO (2) years from the injury to ensure payment has been processed on all unpaid claims. I understand Edinboro University Athletic Department is not responsible for unpaid claims after 2 years from the date of the injury. Unpaid claims after 2 years are the responsibility of the student-athlete/parent/guardian to resolve with the provider. Student-athletes, if unsure, are advised to contact 814-732-1860, the Edinboro University Athletic Training Department. Initials:
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EDINBORO UNIVERSITY ATHLETIC DEPARTMENT
EXIT POLICY and EVALUATION
1. List any injuries you have sustained from participating in athletics that you feel are athletic related and are not yet completely resolved or healed.
2. From the above listed conditions, which would you like to have examined by your team physician in an Exit Examination, and/or those conditions above which you feel may need follow-up care, treatment, rehabilitation or surgery:
3. I would like my Certified Athletic Trainer to arrange for an Exit Examination by an EUP Yes No Team Physician:
By signing this document, I certify that the answers to the above questions are correct and true to the best of my knowledge. The policy and the questions above have been explained to me fully and to my satisfaction. I further certify that I have listed all existing medical conditions and injuries that fit the policy criteria to the best of my knowledge. Unless an exception is otherwise granted, I understand that I have SIX (6) MONTHS from the date of my last competition to initiate all care related to injuries/illness that require follow-up care. These injuries must have occurred while participating for Edinboro University Department of Athletics. I also understand that I must have usable health insurance during this time frame with all care to be coordinated through the Edinboro University Athletic Training and Medical Staff. I understand that Edinboro University is not financially responsible for costs incurred from physician visits or medical consultations unless pre-approved by the Head Athletic Trainer or his/her designee. I fully recognize that the Department of Athletics will not be responsible for any injuries sustained after the date that this document is signed, or injuries that are not listed on this form or otherwise noted in my medical chart. I understand this policy clearly and I unreservedly sign this document.
Student-Athlete Print Name Sport:
Student-Athlete Signature: Date:
Referral Necessary: No Yes (please list injuries that require referral): Athlete is Referred to: Physician Appointment Date: Time:
This student athlete has not presented for an exit interview and evaluation with the team certified athletic trainer. An attempt was made to contact the student-athlete at the below dates and times: Date: Date: Date: Time: Time: Time: The student-athlete did not report for the exit evaluation after the above attempts were made to contact the student-athlete. Therefore this signifies closure of the above stated student-athlete’s Injury/Illness file.
The student-athlete presented for his/her exit evaluation. The physicians’ prescribed plan of care has
been met which signifies the closure of the above stated student-athlete’s injury/illness file.
Athletic Trainer: Date:
Team Physician: Date: The staff athletic trainer shall attach a copy of physician dictations pertaining to injuries/illnesses in which they were referred per this exit physical.
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Edinboro University Athletics Department Upated September 1, 2020
WEIGHT ROOM USE POLICY I. Purpose The purpose of this policy is to allow for the safe and efficient use of the Edinboro University Athletics Department weight room (McComb Fieldhouse) and all equipment contained within. II. General Statement of Policy Edinboro University Athletics Department encourages safe and maximum use of its facilities and equipment for University purposes. III. Application This policy shall apply to all individuals and groups who use the weight room facility located in McComb Fieldhouse. IV. General Use of Weight Room Facility A. Edinboro University Student-athletes, regardless of age, must be under the supervision of an Approved Supervisor while using the weight room facility. 1. In order for a student-athlete to use the Edinboro University Athletics Department weight room facility, all of the following requirements must be met: . The student athlete must be on a current affirmation of eligibility sheet for his/her team on file with the Compliance Coordinator; . The student-athlete must be enrolled full-time at Edinboro University and academically eligible by NCAA, University and Athletic Department standards & requirements; . The Compliance Coordinator must academically clear the student-athlete for the above requirement; . The student-athlete must be medically cleared by the Athletic Training staff, including all paperwork and insurance verification completed, and by the Edinboro University Athletic Department team physician prior to being allowed to use the facility; . A student-athlete’s privilege to use the facility may be revoked by the Athletic Director at any time. 2. No graduated student-athletes or student-athletes who have exhausted their sport eligibility are allowed to use the facility at any time. B. Only members of the Edinboro University Athletics Department, the Athletic Trainers, or individuals who have received prior approval from the Director of Athletics, Head Athletic Trainer, or Strength and Conditioning Coordinator
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Edinboro University Athletics Department Upated September 1, 2020
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Edinboro University Athletics Department Upated September 1, 2020 WEIGHT ROOM PROCEDURES All student-athletes, faculty and staff members who use the Edinboro University Athletics Weight Room are required to comply with the policies and procedures regarding equipment use and general conduct. Violators of these rules are subject to disciplinary action and possible suspension of weight room privileges. Respective head coaches will be notified of all disciplinary actions. The following policies and procedures have been established to ensure a safe environment in the Edinboro University Athletics Weight Room located in McComb Fieldhouse. CONDUCT: 1. Only Edinboro University student-athletes, faculty, and staff are permitted to use the weight room. Other University employees (current or retired) may use the facility with special permission (signed waiver) from the Director of Athletics, Head Athletic Trainer and/or the Strength and Conditioning Coordinator. 2. There must be an Edinboro University Athletics Department assistant coach, head coach or member of the strength and conditioning staff present for any workouts performed by student-athletes. All teams and individuals must have supervision by a member of the strength and conditioning staff or a member of the associated coaching staff at all times (summer exception – coaches may not violate NCCA mandatory/voluntary practice/training mandates). 3. Student-athletes will be allowed to lift only during scheduled times for his/her team, unless otherwise scheduled with the Edinboro University Strength & Conditioning Coordinator. 4. No individual student-athletes or staff members will be permitted to work out in the weight room while an Edinboro University Team is using the facility during a scheduled lifting session. 5. Academics come first and scheduling conflicts may occur. It is the student-athletes’ responsibility to notify the Strength & Conditioning Coordinator or their respective Head Coach in advance to schedule make-up workouts, etc. 6. The weight room is not a health club. Use of the facility and the programs provided is a privilege, and the same attitude, effort, and “class” we expect in competition are also expected in this area of preparation and training. 7. All student-athletes must respect the staff (head coaches, assistant coaches, graduate assistants, interns, and athletic trainers) and each other while in the weight room. 8. ANY student-athlete disrupting a team lift will lose weight room privileges. While working out – DO NOT pester, bother or harass other student-athletes. RESPECT others in the weight room – NO FOUL LANGUAGE.
9. The use of cell phones in the weight room is prohibited!! Please no texting or phone calls. 10. All athletes must attend every lifting and conditioning session regardless of illness or injury.
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Edinboro University Athletics Department Upated September 1, 2020 If ill, a member of the athletic training staff will decide if you can return home and miss the session. If a session must be missed due to special circumstances, arrangements and communication must be made well in advance of the missed session. It is your responsibility to make sure the coaches, athletic training staff and strength and conditioning staff know your situation. 11. Student-athletes are expected to arrive for lifting and conditioning sessions at least ten minutes early to perform individual prep work for the day’s session (foam rolling, correctives, etc.). 12. Dynamic warm-up will begin at the session start time. A cool down will always be required by every student-athlete after a session. 13. Do not take equipment out of the weight room without permission. 14. Unless specifically authorized – offices, telephones and computers are off-limits to student-athletes. 15. Personal music devices (MP3 players, iPods, etc.) may not be used during scheduled team times without permission from strength coordinator. 16. Student-athletes are not to touch the weight room stereo, unless instructed. 17. Tobacco, food and drinks (except water) are not permitted in the weight room. No spitting anything on the weight room floor (spit, gum, etc.). 18. Water bottles are encouraged in the weight room. STAY HYDRATED!!! 19. Personal items are to be left in the locker room or in the hallway during lifting sessions. Please keep extra apparel and school materials out of the weight room. 20. Lost or stolen personal items are not the responsibility of the strength and conditioning staff.
WEIGHT ROOM RULES: 1. Proper workout attire should be worn at all times. Be dressed to work out and be prepared to move freely without restrictions. Workouts may cause a certain amount of perspiration; dress accordingly. 2. Horseplay will not be tolerated. 3. Always use good judgment when lifting and spotting. 4. Respect each other. We all have equal rights to the equipment. 5. Always pick up areas that you worked in. Don’t expect someone to clean up behind you. 6. The Strength Coordinator and/or an Approved Supervisor will open the weight room during operating hours. 7. Neatness and respect are of great importance to maintaining a proper weight‐training atmosphere. With this in mind, consider this YOUR room and let’s keep it a first class operation. 8. It is recommended that lifters use spotters on every set, including warm‐ups. A spotter is necessary when lifting heavy weights.
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Edinboro University Athletics Department Upated September 1, 2020 9. All lifters should use collars while doing any lift, which is even slightly dangerous (overhead lifts, bench press, incline press, cleans, etc.) 10. Weights are to be moved from the racks to the bars only. They are never to be thrown on the floor or left there. After each session all the weight plates and apparatus should be picked up off of the floor and racked or put in the proper place. Since heavy weights can be a problem for the next lifter to remove, no weight should be left on the bars. 11. Weight plates and bars should be kept on the trees, equipment, or in the areas provided for them. All of these items should be returned to their original locations immediately after use. 12. Weights should not be thrown or dropped to the floor from any lifting position. Please keep the weights off of the floor; proper storage areas are provided. 13. Collars should be used on the weight bars when attempting heavy or max lifts. 14. Use of spotters when attempting heavy lifts is mandatory. 15. Correct form must be stressed in all lifts. SAFETY first.
DRESS CODE: 1. Dress code policy must be followed at all times and is strictly enforced. All student- athletes must wear proper apparel while working out in the weight room. 2. FOOTWEAR: Shoes should be worn at all times. Only certain athletic shoes are permitted. These would be sneakers, tennis, basketball, jogging, volleyball, training, running, wrestling, lifting, or running shoes. Dress shoes, flip‐flops, sandals, open‐toe, and deck shoes are not permitted. Shoe laces must be tied at all times to prevent slipping and tripping. 3. LOWER BODY WEAR: Participants are required to wear either workout shorts, warm‐ ups, practice gear, or sweat pants. Blue jeans, dress pants, fatigues, cut‐offs, non‐athletic dress shorts are not permitted. 4. UPPER BODY WEAR: Practice gear, appropriate T‐shirts, sweatshirts, or warm‐ups are required. Dress shirts, shirts with buttons, and cut‐up tank tops are not allowed. Shirts showing profanity will not be permitted. Shirts must be worn over sports bras while working out in this area. 5. HATS: Athletic caps are acceptable, but not recommended. Dress hats are not. 6. GLASSES: Prescription glasses are permissible. Sunglasses are not permissible, unless accompanied by a doctor’s note indicating the necessity. 7. JEWELRY: Any jewelry that may cause possible injuries to the lifter is not permitted, including rings and necklaces. Small earrings and items that cannot possibly inhibit a lifter or cause injury may be approved. 8. ELECTRONICS: Ear buds with chords are not permitted in the weight room. Use of cameras, including cell phone cameras, is not permitted in the weight room, without the consent of the Director of Athletics or the Associate Athletic Director.
SAFETY: 1. Immediately report all injuries and equipment malfunctions to a member of the strength and conditioning staff. All injuries, at any time of workout, will be referred to an Athletic Trainer.
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Edinboro University Athletics Department Upated September 1, 2020 2. Clear workspace of obstacles, including other athletes. 3. Spotters must be used at all times for non-Olympic, free weight lifts. 4. Individuals must stay clear of platforms that Olympic lifts are being performed on (no spotting during Olympic lifts). 5. Clips/collars must be used on free weights at all times. 6. Do not drop dumbbells or place them on benches. 7. All equipment (i.e. barbells, machines) must be stripped of weights and put back on the appropriate rack after each lifting session, unless specified otherwise. Unload weights on barbells evenly. 8. Standard plates will always be used inside the rack, while bumper plates will always be used on the platforms.
SUPERVISOR RESPONSIBILITIES: 1. Ensure that the policies herein are being followed and communicate any non-compliance to the Director of Athletics, Associate Athletic Director, Head Athletic Trainer, and/or the Strength and Conditioning Coordinator. 2. Ensure that the users being supervised have been properly instructed on how to use equipment and perform exercises. 3. Remain in the weight room facility for the duration of the workout and be available to spot/instruct, if needed. 4. Once the workout is over, ensure the equipment is racked properly, all users have exited, and lock the facility.
LIFTER RESPONSIBILITIES: 1. Follow the Edinboro University Athletics weight room dress code policies. 2. Follow the Edinboro University Athletics procedural weight room policies. 3. If a lifter is injured in any way that will inhibit either a portion of the workout or the entire workout, he should first see the Strength Coordinator/Approved Supervisor to explain what happened. 4. Read, understand, and follow the weight room policies. 5. Check the weight loaded on both ends of the bar before each lift. Loading errors are found too often by unsuspecting lifters. 6. Use proper technique when lifting. If any questions arise, seek the Strength Coordinator/Approved Supervisor. 7. Follow the program and weights as directed by your program. 8. Report any equipment damage to the Strength Coordinator/Approved Supervisor, so possible problems can be prevented. 9. When finished lifting in one area, take all weights off the bar and return them to their proper location.
SPOTTER RESPONSIBILITIES: 1. Aid in loading the bar to the desired weight. 2. Check both sides of the loaded bar to ensure that each side is equally balanced. 3. Make sure the collars are on tight so the weight plates cannot shift or slide off the bar.
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Edinboro University Athletics Department Upated September 1, 2020 4. Know and practice the proper lift‐off technique, if the lifter calls for one. 5. Carefully observe the lifting mechanics of the lifter being spotted. 6. Know how many repetitions the lifter is attempting and whether he wants to perform forced repetitions. 7. Be alert and in the proper spotting position. A spotter will be of little assistance to a lifter in need if he is out of position or sitting down on the job. 8. Always use two hands while spotting, helping the lift, or raising the bar 9. Keep hands off the weight rack uprights. If the lifter suddenly decides to rack the bar, the spotter’s fingers or hands will be hurt. 10. Be ready for the unexpected. That is when a spotter is really needed. 11. As needed, assist the lifter if he fails to complete a repetition with moderate force. The spotter should only give as much help as needed in order to complete the repetition. Do not over assist or jerk the weights away from the lifter. 12. Encourage the lifter, should they want it. Some lifters prefer enthusiasm, while others perceive it as a distraction.
CONSEQUENCES: The weight room is designed to help in the improvement of each and every student-athlete. To achieve the goals set by each team, the atmosphere in the weight room should be intense and focused. Each student-athlete should approach time in the weight room as an opportunity to improve both mentally and physically. Failure to adhere to the weight room policies and procedures may result in restricted or discontinued use of the facility, at the discretion of the Director of Athletics, Associate Athletic Director, Head Athletic Trainer, and/or the Strength and Conditioning Coordinator. CONTACT INFORMATION: Ryan Grove Strength & Conditioning Coordinator McComb Fieldhouse 455 Scotland Road Edinboro, PA 16444 [email protected] (814) 732-1864
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DRUG EDUCATION & SCREENING
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EDINBORO UNIVERSITY ATHLETICS
DRUG EDUCATION, SCREENING AND COUNSELING
PROGRAM FOR INTERCOLLEGIATE ATHLETICS
A. INTRODUCTION
The improper use of drugs and alcohol has become a matter of deep concern within our society. Many lives are being damaged, and in some cases destroyed, by drug abuse. Edinboro University of Pennsylvania is determined to help all student- athletes avoid such hazard, through its established policies on drug and alcohol abuse that apply to all members of the academic community. However, this program is specially designed for the members of our intercollegiate athletic teams. It is based on the premise that drugs, alcohol, and athletics do not mix.
First, many drugs, when used in connection with athletic activities or physical conditioning programs, can pose serious risks to the health of the athlete and may endanger other persons in contact with the drug user. Symptoms of illness, temporary or permanent injury, and even death can be caused by such drug use.
Second, the use of certain drugs may temporarily improve athletic performance and thereby create an unfair competitive advantage for the person using them. Such uses of drugs violate the basic principles of sportsmanship.
Third, intercollegiate athletes frequently become highly publicized role models and their abuse of drugs and alcohol can negatively influence other young people as well as damage the reputation of Edinboro University of Pennsylvania.
B. BASIC PROGRAM REQUIREMENTS
The purpose of this drug and alcohol education, screening, and counseling program is: (1) to help student-athletes avoid improper involvement with drugs and alcohol by insuring that they are well informed about drug and alcohol abuse; (2) to detect possible prohibited drug use through a screening program based on periodic testing designed to reveal the use of drugs; (3) to assist in the rehabilitation of student-athletes found to be misusing drugs and alcohol; and (4) in appropriate cases, to remove from our athletic program any student-athlete who is found to have violated the requirements of this policy.
To become and remain a participant in the intercollegiate athletic program at Edinboro University of Pennsylvania, athletes must comply with the terms of this program on drug and alcohol education, screening, and counseling. Accordingly, athletes should read these requirements carefully, and if they are willing to abide by them, they should sign their names in the space provided on the last page. If athletes decide not to sign, they will not be permitted to participate in EUP’s intercollegiate athletic program. 218
C. EDUCATIONAL PROGRAM
The most important part of this program is an ongoing educational effort designed to help student-athletes avoid any involvement in prohibited uses of alcohol, tobacco products, and other drugs. Each member of every intercollegiate athletic team at Edinboro University of Pennsylvania shall be required to participate in prescribed drug education activities.
D. PROHIBITED DRUGS
Some of the drugs about which we are concerned are illegal (that is, the law prohibits their sale, purchase, and possession) while others may be obtained by medical prescription. Some may be purchased lawfully “over the counter” in retail stores or in health food stores, but all such drugs are incompatible with the integrity of our athletic program.
A student-athlete, during the period of his or her athletic eligibility, may not use the drugs specified in the list compiled by the NCAA. This list is published each year in the NCAA manual. If an otherwise prohibited drug is prescribed by a physician, the patient may continue to participate in athletics provided that: (1) regarding possible risks to the health of the patient, the attending physician certifies in writing that specified athletic activity may be undertaken safely, and the patient executes a prescribed waiver which relieves Edinboro University of Pennsylvania of any responsibility for illness or injury attributable to engagement in athletic activity while under the influence of the prescribed medication; and (2) regarding possible performance-enhancing effects, the patient’s attending physician, in consultation with Edinboro University of Pennsylvania medical and athletic authorities, can and does implement a schedule of medication that precludes such performance-enhancing effects during times relevant to intercollegiate athletic competition.
For a complete update listing of banned drugs, see the NCAA web page at NCAA.org.
E. SCREENING PROGRAM
By agreeing to participate in this program, a student-athlete agrees to submit to any tests prescribed by Edinboro University of Pennsylvania to reveal the use of any of the drugs banned by the NCAA. No such test will be administered unless the affected person first has signed an individual notification form (see Appendix A) which expressly identifies the specific test that he or she will be asked to undergo, at s specific time on a specified date. The basic test to be used for drug screening is a urinalysis. However, other types of tests, from time to time, may be utilized to determine the presence of banned substances.
The testing based on urinalysis will be implemented as follows:
1. When test will be administered: 219
a. Entrance Screening All student-athletes will be subject to drug screening as a part of their pre- participation exam for athletics. (Appendix C) The Entrance Screening must be performed before the student athlete’s first competition at Edinboro University. A coach may request that their team be entrance screened at the beginning of practice each year. The Drug Screening Committee will approve all requests. b. Pre-NCAA Championships All student-athletes that qualify for NCAA Championships will be subject to drug screening. This screening will take place prior to the beginning of the NCAA Regional competition and include only those members of the team that actually may take part in the competition. (Appendix D) c. Unannounced random testing All student-athletes may be subject to periodic unannounced random testing. Specifically, on various occasions during the academic year, student-athletes will be selected at random to be tested. The selection of individuals will be made through a computer generated blind drawing. The Director of Athletics or his/her designee will notify each affected student-athlete of the date on which testing is to be conducted. Each affected student-athlete shall be given written notice at the time of notification. Such notification shall be accomplished by delivery to the affected student-athlete a copy of a signed statement (Appendix A) prepared by the Director of Athletics or his/her designee, listing the student-athlete as one who was duly selected, at random, to be tested on a date specified. The notification also shall include the time and location of the test and shall be signed by the student-athlete and submitted to the Director of Athletics or his/her designee, at the time specified for conducting the test. d. Testing in response to individualized reasonable suspicion A student-athlete/team may be subject to testing at any time when, in the judgment of the Director of Athletics, the Head Coach of the student- athlete’s/team sport, and a third member (appointed by the Director of Athletics) from the Athletic Administration preferably the Head Athletic Trainer (Drug Screening Committee), there is reasonable cause to suspect the student/team is engaged in the use of any of the drugs prohibited by this policy. Such individualized or team reasonable suspicion may be based on information from any source deemed reliable by the Drug Screening Committee, including but not limited to: (1) observed possession of substances that reasonably appear to be drugs of the type prohibited; (2) arrest or conviction for a criminal offense; (3) University Disciplinary cases related to the possession, use or trafficking in drugs of the type prohibited. Additionally such arrest and convictions may be considered to be a first occasion of impermissible drug use as described in section F; (4) University Disciplinary cases observed abnormal appearance, conduct or behavior, 220
including unusual patterns of absence from training or competition, reasonably interpretable as being caused by the use of drug of the type prohibited.
Upon receipt of such information, the Director of Athletics shall confer with the Drug Screening Committee representatives in determining whether there is reasonable cause to suspect that the student-athlete is engaged in prohibited drug use. Individualized reasonable suspicion means: if the available facts were conveyed to a reasonable person unfamiliar with the student-athlete or the athletic program, that person would conclude that there is a factual basis for determining that the student-athlete is using prohibited drugs.
If individualized reasonable suspicion is found to exist, the Director of Athletics, or his/her designee will meet with the student-athlete. At that meeting, the Director or his/her designee will provide written notice specifying the date, time and place at which the student-athlete will be tested unless the student provides an explanation for his/her behavior which is satisfactory to the Director of Athletics or his/her designee. The test will be conducted in the same manner in which other drug screenings are performed in this section. The consequences of failure to participate in or cooperate with such testing and the consequences of impermissible drug use discovered through such testing shall be the same as those applicable to unannounced random testing. (Appendix B)
e. Alcohol Screening Screening for alcohol abuse MAY be conducted by the Athletic Department as a part of the drug screening process. Testing positive for alcohol would have the following consequences:
(1) Student-athletes that test positive will meet with the Drug Screening Committee. At that meeting it will be decided what course the student- athlete will follow to determine the extent and treatment of this problem.
2. Consequences of failure to participate in or cooperate with testing
a. If the student declines to execute the required individual notification form (Appendix A, B, C and D), eligibility to participate in intercollegiate athletics will be canceled for the balance of the academic year. The procedures prescribed in Section G apply to such a cancellation.
b. If the student-athlete fails to appear at the designated time and place for testing without a verified excuse acceptable to the Director of Athletics, eligibility to participate in intercollegiate athletics will be canceled for one calendar year, subject to the procedures prescribed in Section G.
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c. If the student-athlete fails, within a reasonable period of time, to produce a required urine specimen, eligibility to participate in intercollegiate athletics will be suspended until the student-athlete produces the required specimen under conditions prescribed by the Director of Athletics or his/her designee. The period of suspension may be extended indefinitely upon failure to produce the required specimen on subsequent rescheduled testing dates. The procedures prescribed in Section G apply to any such suspension exceeding one week.
d. A cancellation of eligibility or a suspension exceeding one week under the provisions of Section 2, shall be deemed to be an “occasion” of impermissible drug use within the meaning of Section F, for the purposes of cumulating sanctions in response to multiple violations of this policy.
F. DRUG TEST SCREENING PROTOCOL
1. The Director of Athletics or his/her designee at Edinboro University of Pennsylvania will establish the screening dates, times, and sample size for the individual testing sessions.
2. The testing team, will be informed of the screening schedule. All parties will keep this information CONFIDENTIAL. This information must be kept CONFIDENTIAL between the above parties (AD, Athletic Trainer, test administrators).
3. The student-athletes will be notified by the Director of Athletics or his/her designee or coaching staff member of the exact location and time of the drug screening. This will be done no earlier than 8:00 p.m. the day prior to screening.
4. The Director of Athletics, or his/her designee, will ensure that the Edinboro University of Pennsylvania “Notification of Scheduled Random Drug Screening by Urinalysis” Form has been distributed to the student-athlete for signature.
5. The Screening Team will consist of two members of the Athletic Department staff assigned by the Director of Athletics.
6. Drug Test Protocol
a. The screening test will take place in a secure area on the campus of Edinboro University of Pennsylvania.
b. The student-athlete will be required to show a valid student identification card and will be required to be dressed in tight fitting shorts and tee shirt. No backpacks, purses, etc. will be allowed into the collection area.
c. A drug screening team member will check the student-athletes ID. 222
d. The student-athlete will be required to wash his/her hands. Males will be asked to remove shirts and females will be asked to pull their shirt up to under the bra line.
e. The student-athlete will then be asked to select a drug screening kit randomly from a box. The screen bags will be numbered. All drug screens administered will be required to be checked with a urine adulteration test strip.
f. Student-athlete will open the kit. The student-athlete will produce the urine sample.
g. The student-athlete will then return to a drug screening table, and while sitting in the presence of a drug screening team member, administer the test. NOTE---The test card in the sealed foil packet should not be opened until the actual test is ready to be conducted. The drug testing administrator will open the foil packet and place the screening strip into the urine sample.
h. The student-athlete and the drug screening team member will read the results of the screen.
7. If a student screens positive at the pre-screening, he/she will have the option to sign a form of admission or have a confirmation drug test (Appendix E).
a. If the student-athlete signs the admission form, the Director of Athletics and the Drug Screening Committee will meet with the student-athlete to determine the proper course of action within the drug testing policy.
b. The Drug Screening Committee will previously obtain written lab request for urinalysis from the Team Physician. These will be kept in a secure area. A drug screening team member or his/her designee will then transport the student- athlete to a predetermined collection site (ACL Labs); WITHOUT DELAY, with the student-athlete in the presence of the drug screening member at all times. At this point, the student-athlete will be asked to sign chain of custody papers and produce another urine specimen. This specimen will be mailed to a certified laboratory for analysis. Results of this test will be submitted to the Director of Athletics at Edinboro University through a medical review officer.
If the test is determined positive, the student-athlete will meet with the Director of Athletics and the Drug Screening Committee to determine the proper course of action within the drug testing policy.
G. CONSEQUENCES OF IMPERMISSIBLE DRUG USE
When an Edinboro University student-athlete tests positive for a banned substance subsequent to the initial drug screening, the individual may choose to sign an admission statement (Appendix E), thus negating the need to continue further testing to 223
determine the validity of the screening.
When prohibited drug use has been verified through positive test results or a signed admission statement, the following consequences will apply:
1. FIRST OCCASION
a. Notification of Parents If the student-athlete is a minor or is a "dependent student" as defined in Section 152 of the Internal Revenue Code of 1954 (viz., essentially, one who is financially dependent on the support of his or her parents, which would include most undergraduate students), his or her parent will be informed by the Director of Athletics or his designee of the known facts concerning drug abuse and the conditions to be imposed by the institution in response to the facts.
b. Evaluation of Drug Involvement Confidential meeting to evaluate the nature and extent of drug involvement. The student-athlete will be required to meet privately with the Director of Athletics, and the Drug Screening Committee to ascertain the facts about the nature, extent, and history of the problem. In eliciting information from the student-athlete, responses are to be oral, are not to be given under oath, and are to be revealed only to University officials, persons authorized by the student, and the parents of the student-athlete if he or she is a minor. No other persons or agencies will be given information except in response to a valid subpoena or court order.
c. Counseling and Rehabilitation The nature and extent of the institutional counseling and medical interventions that may be required by the Director of Athletics and the Drug Screening Committee as a condition of continued athletic eligibility will depend on the nature of the student-athlete’s drug involvement. The student-athlete may be required to be cleared by the Team Physician or his/her designee and by a qualified counselor before he/she returns to practice or competition. As a minimum, the student-athlete may be required to enroll in a drug education program prescribed by the institution.
d. Follow-up testing The student-athlete may be subject to weekly testing for as long as deemed appropriate by the Director of Athletics and the Drug Screening Committee for one calendar year.
e. Suspension or permanent cancellation of athletic eligibility and financial aid Even regarding a first known occasion of drug or alcohol abuse, if the problem is deemed by the Director of Athletics and the Drug Screening 224
Committee to be sufficiently serious, the student may be suspended from athletic participation for a stated interval of time or may have his or her eligibility canceled by the institution. If eligibility is canceled, a student will not be eligible for renewal of any athletic scholarship and an existing scholarship may be subject to cancellation. The student athlete may have financial aid reduced or permanently cancelled. Any such suspension or cancellation may be imposed only in accordance with the procedures specified in Section G. The parents of minor student-athletes and dependent student-athletes will be notified of any such cancellation of eligibility and financial aid.
2. SECOND OCCASION
a. Notification of Parents If the student-athlete is a minor or is a “dependent student” as defined in Section 152 of the Internal Revenue Code of 1954 (viz., essentially, one who is financially dependent on the support of his or her parents, which would include most undergraduate students), his or her parent will be informed by the Director of Athletics of the known facts concerning drug abuse and the conditions to be imposed by the institution in response to the facts.
b. Suspension or loss of eligibility The student-athlete will be suspended from participation in intercollegiate athletic activities for a minimum of one athletic contest. The student- athlete may have athletic financial aid reduced or permanently canceled. If eligibility is permanently canceled, a student-athlete will not be eligible for renewal of any athletic scholarship, and an existing scholarship may be subject to cancellation. Any such suspension or cancellation may be imposed only in accordance with the procedures specified in Section G.
c. Counseling and rehabilitation Appropriate medical and psychological monitoring and counseling may be required of the student-athlete, for the duration of any period of suspension, and thereafter for as long as the Director of Athletics and Drug Screening Committee deem appropriate.
d. Follow-up testing During the period of suspension and at any time following reinstatement, the student-athlete may be subject to weekly testing for as long as is deemed appropriate by the Director of Athletics and the Drug Screening Committee for a minimum of one calendar year.
3. THIRD OCCASION
a. Cancellation of eligibility
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The athletic eligibility of the student-athlete will be cancelled permanently; and the student-athlete will not be eligible for renewal of any athletic scholarship, and any existing scholarship. Any such cancellation may be imposed only in accordance with the procedures specified in Section G.
b. Counseling and rehabilitation A student-athlete whose eligibility has been cancelled may seek assistance from established University counseling and medical resources otherwise available to students enrolled at Edinboro University of Pennsylvania. Such services will not be initiated or supervised by the Athletic Department, since the student-athlete’s affiliation with athletic programs of the institution will have ended.
In the event that a student-athlete test positive for impermissible drug use and does not comply with the consequences outlined in Section G, or quits the team before complying with the consequences outlined in Section G, the student-athlete will be deemed ineligible for practice, competition or financial aid. If the athlete decides at a later date to comply with the consequences outlined in Section G, they will be subject to all appropriate consequences outlined in that section.
If a person does not consent to laboratory test after positive screen and quits the team, this will constitute a positive test and all appropriate consequences in Section G will apply before the student-athlete will be reinstated in the team at a later date.
The University reserves the right to delay the third occasion consequences if it is determined that it is in the best interest of the student athlete and/or they are in the care of professional services.
H. PROCEDURES FOR IMPOSING SERIOUS SANCTIONS
Sections E and F of this policy provide notice of circumstances under which suspension or permanent cancellation of eligibility to participate in intercollegiate athletic activities may be imposed. Such sanctions may be imposed only in accordance with the procedures here prescribed.
1. Written Notice Before any suspension or cancellation is imposed, the student-athlete will be given written notice by the Director of Athletics of the intention to suspend or cancel eligibility, of the reasons for the proposed action, and of the right of the affected student-athlete to request a hearing. The preliminary determination of improper drug use that may threaten the health of the student-athlete in athletics, athletic participation (training, practice, or competition) shall be discontinued immediately pending a medical determination as to the fitness of the athlete. This determination, designed to protect the health of student- athletes, shall be made as promptly as possible.
a. Hearing Committee If an affected student-athlete requests a hearing, it shall be afforded 226
before a standing committee consisting of three persons appointed by the Vice President for Student Service and Student Success. No officer, employee, or agent of the Athletic Department shall be eligible to serve on such a committee.
b. Conduct of Hearing The hearing shall be convened within 5 working days after it is requested. The hearing shall be conducted in private, attended only by the members of the committee, the affected student-athlete and a person of his or her choice, and any witnesses who are present to give testimony. The Director of Athletics, or his/her designee, shall present evidence in support of the proposed suspension or cancellation. The affected student-athlete, accompanied by a person of his or her choice, may be present to hear and review all evidence presented in support of the proposed sanction, to challenge such evidence, and to present other evidence in his or her own defense. The burden shall be on the Director of Athletics to prove, preponderance of the evidence that the impermissible drug use in fact occurred. After hearing all such evidence as deemed relevant, the committee shall deliberate in private for the purpose of making findings of fact. The findings and conclusions shall be based exclusively on information supplied in the hearing. Within 3 working days after it concludes its inquiry, the committee shall report its conclusions concerning the facts, as well as any advice concerning the severity of the sanctions proposed, to the Director of Athletics, who shall decide what sanction, if any shall be imposed. The Director of Athletics, within 3 working days, will notify the student-athlete in writing as to his/her conclusion of the committee’s decision and any sanctions, if appropriate.
c. Appeals Within 5 working days, the affected student-athlete my appeal the decision of the Hearing Committee to the Vice President for Student Services and Student Success. Cancellation of eligibility (with attendant cancellation of any athletic scholarship) may not be imposed until appeals through the level of the Vice President have concluded.
I. CONFIDENTIALITY OF INFORMATION CONCERNING DRUG USE
Any information concerning a student-athlete’s alleged or confirmed improper use of drugs, solicited or received pursuant to implementation of this program, shall be restricted to institutional personnel and to parents of minors or dependent student- athletes. No other release of such information will be made without the student-athletes written consent, unless in response to appropriate judicial process. The institution cannot guarantee that law enforcement or prosecutorial authorities will not gain access to information in the possession of the institution, since valid subpoena or other enabling court order might be issued to compel disclosure; the institution, however, will not voluntarily disclose such information in the absence of a court order. 227
J. IMPROPER PROVISION OF DRUGS BY INSTITUTIONAL PERSONNEL
No officer, employee, or agent of Edinboro University of Pennsylvania may supply to any student-athlete any drug that may endanger an athlete or affect athletic ability or performance, or otherwise encourage or induce any student improperly to use drugs, except as specific drugs may be prescribed by qualified medical personnel for the treatment of individual student-athletes. Any person who has information about a possible violation of this prohibition should report such information promptly to an appropriate University official, who shall have the authority to investigate the allegation and to report the results of any investigation to the President, for appropriate disciplinary proceedings against anyone who is charged with having violated this prohibition.
Revised 7/25/17
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Appendix A
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Scheduled Random Drug Testing by Urinalysis
TO: ______(Name of Student-Athlete)
FROM: ______(Director of Athletics)
DATE: ______
RE: Scheduled Urinalysis
Your name has been selected, by anonymous random sample, from the members of the ______(athletic team). You are to report to ______(designated location) at ______(time) on ______(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed: ______(Student-Athlete) (Date and Time)
Witnessed: ______(Designated University Official Delivering the Notice) (Date and Time)
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Appendix B
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Special Drug Testing by Urinalysis
TO: ______(Name of Student-Athlete)
FROM: ______(Director of Athletics)
DATE: ______
RE: Scheduled Urinalysis
Based on individualized reasonable suspicion that you may be engaging in the impermissible use of drugs prohibited by the Drug Education, Screening and Counseling Program for Intercollegiate Athletes at Edinboro University of Pennsylvania, you are to report to ______(designated location) at ______(time) on ______(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed: ______(Student-Athlete) (Date and Time)
Witnessed: ______(Designated University Official Delivering the Notice) (Date and Time)
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Appendix C
EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Scheduled Entrance Screening
TO: ______(Name of Student-Athlete)
FROM: ______(Director of Athletics)
DATE: ______
RE: Scheduled Urinalysis
The members of the team have been selected for their entrance screening. You are to report to ______(designated location) at ______(time) on ______(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed: ______(Student-Athlete) (Date and Time)
Witnessed: ______(Designated University Official Delivering the Notice) (Date and Time)
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Appendix D
EDINBORO UNIVERSITY OF PENNSYLVANIA
Pre NCAA Championship Testing Notification of Special Drug Testing by Urinalysis
TO: ______(Name of Student-Athlete)
FROM: ______(Director of Athletics)
DATE: ______
RE: Scheduled Urinalysis
Based on your qualifying for an NCAA sponsored event, you are to report to ______(designated location) at ______(time) on ______(date). You will be required to provide a urine specimen at that time, consistent with the policies and procedures established by Edinboro University of Pennsylvania Drug Education, Screening and Counseling Program.
Signed: ______(Student-Athlete) (Date and Time)
Witnessed: ______(Designated University Official Delivering the Notice) (Date and Time)
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Appendix E
EDINBORO UNIVERSITY OF PENNSYLVANIA STUDENT-ATHLETE
DRUG USE ADMISSION STATEMENT
I , do hereby admit that I used on (or about) , without proper medical authorization in the form of a valid prescription or physician’s instructions.
This admission of drug use is made voluntarily and without threat or promise, and I understand that it can be used in determining the consequences of my impermissible drug use under section F of this drug education, screening and counseling program.
This statement is made as a direct result of the urine test to me on .
Offender Date
Witness Date
Collector Date
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Appendix F EDINBORO UNIVERSITY OF PENNSYLVANIA
Notification of Positive Testing I have been informed of my positive laboratory test for on . The Director of Athletics, Head Coach, and
Head Athletic Trainer or their designee met with me and explained the consequences of impermissible drug use as outlined in the Edinboro University Athletics Drug Education,
Screening and Counseling Program for Intercollegiate Athletics.
Occasion
Follow-Up Action:
1.
2.
3.
4.
5.
Student Athlete Signature: Date
Student Athlete Printed Name: Date
Director of Athletics or Designee Date
Drug Screening Committee Member Date
Head Coach or Designee Date
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NCAA BANNED DRUGS It is your responsibility to check with the appropriate or designated athletic staff before using any substance.
The NCAA bans the following classes of drugs: a. Stimulants b. Anabolic Agents c. Alcohol and Beta Blockers (banned for rifle only) d. Diuretics and Other Masking Agents e. Street Drugs f. Peptide Hormones and Analogues g. Anti-estrogens h. Beta-2 Agonists
NOTE: Any substance chemically related to these classes is also banned. The institution and the student-athlete shall be held accountable for all drugs within the banned drug class regardless of whether they have been specifically identified.
Drugs and Procedures Subject to Restrictions: a. Blood Doping b. Local Anesthetics (under some conditions) c. Manipulation of Urine Samples d. Beta-2 Agonists permitted only by prescription and inhalation e. Caffeine if concentrations in urine exceed 15 micrograms/ml
NCAA Nutritional/Dietary Supplements Warning:
Before consuming any nutritional/dietary supplement product, review the product with the appropriate or designated athletics department staff!
• Dietary supplements, including vitamins and minerals, are not well regulated and may cause a positive drug test results. • Student-athletes have tested positive and lost their eligibility using dietary supplements. • Many dietary supplements are contaminated with banned drugs not listed on the label. • Any product containing a dietary supplement ingredient is taken at your own risk.
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NOTE TO STUDENT-ATHLETES: There is no complete list of banned substances. Do not rely on this list to rule out any supplement ingredients.
Check with your athletics department staff prior to using a supplement.
Some Examples of NCAA Banned Substances in Each Drug Class
Stimulants: Amphetamine (Adderall); caffeine (guarana); cocaine; ephedrine; fenfluramine (Fen); methamphetamine; methylphenidate (Ritalin); phentermine (Phen); synephrine (bitter orange); methylhexaneamine, “bath salts” (mephedrone) etc. Exceptions: phenylephrine and pseudoephedrine are not banned.
Anabolic Agents (sometimes listed as a chemical formula, such as 3,6,17- androstenetrione): Androstenedione; boldenone; clenbuterol; DHEA (7-Keto); epi-trenbolone; etiocholanolone; methasterone; methandienone; nandrolone; norandrostenedione; ostarine, stanozolol; testosterone; trenbolone; etc.
Alcohol and Beta Blockers (banned for rifle only): Alcohol; atenolol; metoprolol; nadolol; pindolol; propranolol; timolol; etc.
Diuretics (water pills) and Other Masking Agents: Bumetanide; chlorothiazide; furosemide; hydrochlorothiazide; probenecid; spironolactone (canrenone); triameterene; trichlormethiazide; etc.
Street Drugs: Heroin; marijuana; tetrahydrocannabinol (THC); synthetic cannabinoids (e.g., spice, K2, JWH- 018, JWH-073).
Peptide Hormones and Analogues: Growth hormone (hGH); human chorionic gonadotropin (hCG); erythropoietin (EPO); etc.
Anti-Estrogens: Anastrozole; tamoxifen; formestane; ATD, clomiphene etc.
Beta-2 Agonists: Bambuterol; formoterol; salbutamol; salmeterol; etc.
Additional examples of banned drugs can be found at www.ncaa.org/drugtesting Any substance that is chemically related to the class, even if it is not listed as an example, is also banned!
It is your responsibility to check with the appropriate or designated athletics staff before using any substance. 236
EDINBORO UNIVERSITY OF PENNSYLVANIA DEPARTMENT OF ATHLETICS
I have received, read and been given opportunity to ask questions about the Drug Education, Screening and Counseling Program for Intercollegiate Athletics at Edinboro University of Pennsylvania. I understand the policy and my responsibilities under it. I have voluntarily decided to participate in the intercollegiate athletic program to which this policy applies.
______(Signature of Student-Athlete) (Date)
(Print Name) (Banner ID #)
(Date of Birth) (Sport or Sports)
My parent(s) DO / DO NOT claim me as a dependent on their Federal Income Taxes. (circle one)
______(Signature of at least one parent or guardian if the (Date) student-athlete is a minor under Pennsylvania law)
August 2016
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SPORTS INFORMATION
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SPORTS INFORMATION
Publicity
1. ALL student-athletes, regardless of seniority, must complete and sign a sports information publicity form which will be used to publicize/promote their athletic and academic accomplishments. The Sports Information Department will either meet with each team’s student-athletes or provide the forms to each head coach to be completed. The Student-Athlete Questionnaire should be completed by ALL team members either within the first few days of arrival to training camp (fall sports) or prior to the start of preseason practice (winter and spring sports).
2. Team pictures and individual shots for publication will be taken at the beginning of each season. This will preferably be done during the first week of practice, although the SID office will work with the respective coach to arrange an appropriate time that minimizes lost practice time. Due to new NCAA rules, each student will be asked for his/her permission for use of image in certain materials such as fundraising pieces, annual athletic fund drive brochures, etc. This permission statement will be included on Student-Athlete Questionnaire as of July 1, 2012.
3. After each athletic event, final scores and statistics, along with appropriate highlights, must be reported to the Sports Information office, or some instances, to media outlets for prompt and efficient coverage of the sporting event. The Sports Information Office is responsible for reporting all HOME events to appropriate media outlets. For AWAY contests, the Sports Information Director will pre-arrange with the head coach to ensure that the results are reported in an appropriate manner. Realize that the SID office no longer has the ability to send a representative on many trips. In most instances, arrangements will be made to have the coach call back to the SID office with all pertinent information. Many times the SID office will work in conjunction with the home SID to receive results. However, under no circumstances do you assume that the other team is taking care of things. There will be times when a coach will be asked to contact media outlets directly with the results. Please remember to report all the results from the site of competition, whether calling directly to the media or forwarding information to the SID office. Do not wait until you return home.
Under most circumstances, the general sports information extension should be used to call in results: (814) 732-1834
4. It is the responsibility of the head coach to contact the SID office immediately with changes in rosters, schedules, etc. When an addition is made to a roster, the new player must complete in full the Student-Athlete Questionnaire (see number one). Please have new player come to the Sports Information Office immediately upon addition to roster to do so.
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5. It would be advantageous to the head coach to contact the Sports Information Director when hosting, or considering hosting, special events, tournaments, and fund-raising projects.
6. Community service is becoming more and more visible. Please let the Sports Information Director know any time you or members of your team are involved in a community service project. Please notify us ahead of time as it may be advantageous for a member of our staff to accompany you and take photographs when appropriate.
7. It is clearly evident what your student-athletes do in their respective sports. It is not nearly as evident what they do off the court. Many times your student- athletes could be involved in an outside activity that would be very noteworthy. This includes school internships, volunteer work, community service (see #6), a medical history, etc. Please communicate with us in this regard.
8. The SID office works in conjunction with the website company to update the athletic website. The head coach is to contact the Sports Information Director with any desired additions or changes to the website. We realize that athletic websites have become a huge tool in regards to recruiting and publicizing athletic programs. By working together we can have a website that provides appropriate information to assist you in many areas.
The Sports Information Department is the intermediary between Athletic Department, its coaches and student-athletes, and the media. We are here to work hand in hand with you to properly publicize your programs and student-athletes. With that in mind, we expect you to follow these guidelines.
• Each year ALL student-athletes will be expected to fully complete a Student- Athlete Questionnaire which will provide us with valuable background necessary in promoting their accomplishments and compiling a website bio. These forms will be distributed through the head coach prior to the season.
• ALL MEDIA REQUESTS should be arranged through the sports information department. It is the goal to have all telephone interviews done within the sports information office or head coach’s office. We may have to be flexible in certain circumstances, but it is our goal to maintain the privacy of the student-athlete. Student-athletes are greatly discouraging from handing out home phone numbers or cell phone numbers to media, including on-campus student media. That being said, the sports information office will not disseminate any such numbers without the consent of said student-athlete.
• If you are contacted by a member of the media, you should immediately notify your head coach and the sports information director, no matter what time of day.
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• The student-athlete has a responsibility to the media. We realize that this can be difficult after a close loss, etc., but it is your responsibility to meet with attending members of the media afterwards. Remember that a member of the sports information staff will be in attendance, as well. Please follow these guidelines during all interviews: o If conducting an in-person interview, be dressed appropriately. Following a game it is best to be in game uniform. Please remember to wear Edinboro issued practice gear or game attire/warm up. If accepting at an awards presentation, remember to wear Edinboro attire with school colors (red and white) and proper team name. o Be positive, particularly in regards to your opponents and the officials. Remember the old saying, “If you don’t have anything good to say, don’t say anything at all.” This saying does not, however, give you the right to avoid an interview. o Don’t use slang or offensive language. o Contact you’re the sports information director and your head coach immediately if the interview turns from one regarding your athletic endeavors to one probing in a “dirt-digging manner” or if an interviewer tries to lead you to say something not intended. We understand that the media has a right to information. But they must understand that as student-athletes you have privacy acts, as do your teammates.
• Remember that in MOST instances these interviews are not live. If you are not comfortable with something you said, kindly ask the member of the media if you repeat the interview or at least that question. Most members of the media will have no problem with that.
• The social media has become a very big part of students’ lives. At the same time, the media uses these very methods to find information. Please be careful what you post on Facebook and Twitter, etc. What you think is private can become public very quickly, and could ultimately serve to embarrass you, your coach and your teammates. This is particularly true in the posting of photographs.
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LINEUPS IN SCOREBOOK (Men’s & Women’s Basketball)
To assure that the lineup in the scorebook is correct at men’s and women’s home basketball games, the following procedures will be followed:
1. The Sports Information Director or an appropriate representative will meet with the coaching staff of the appropriate team and confirm those players who will be dressing and those who won’t.
2. This information will be passed along to the appropriate scorebook keeper for inclusion in the scorebook. The scorebook keeper will be responsible to count the number of individuals in the book and compare to the number of individuals dressed and on the floor in pregame warm-ups.
3. Prior to the 10-minute mark on the clock in pregame warm-ups, either the head coach or assistant coach of said team will review the same - - compare the number of players in the book and the number of players dressed and warming up. That coach will coordinate any changes and initial the scorebook to confirm that is has been checked and approved.
Public Relations in Athletics
The Athletic Department of Edinboro University is constantly in the public eye. As a general rule, all Athletic staff members must do whatever possible to create a positive image without exception. In addition, any instances where negative publicity may arise are to be reported to the Director of Athletics and the Sports Information Director, immediately. It is understood that the President’s Office and, in certain instances, the Director of Athletics will serve as spokesperson’s in these events.
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