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Host Operations Manual.Docx 2020-21 MANUAL 2021 NCAA DIVISION II MEN’S GOLF CHAMPIONSHIP HOST OPERATIONS MANUAL TABLE OF CONTENTS No. SECTION PAGE 1 Introduction 1 2 NCAA Committee and Staff 3 3 Americans with Disabilities Act 3 4 Awards 4 5 Banquets/Social Events 7 6 Broadcasting/Internet 7 7 Commercialism/Contributors 8 8 Drug Testing 11 9 Facility, Equipment & Space Requirements 13 10 Financial Administration 22 11 Game Management 24 12 Insurance 36 13 Lodging 36 14 Media/ Credentials 38 15 Medical Procedures 41 16 Merchandise 42 17 Officials 44 18 Participating Teams 44 19 Practices 45 20 Promotions and Marketing 45 21 Programs 51 22 Security 52 23 Transportation 54 24 Volunteers 54 APPENDIXES Regionals and Finals Pairings A Registration Card B Tournament Director’s Timeline C Tournament Director’s Checklist D Volunteer Waiver E Guide to Live Video and Stats F Micro-site Guidelines G Some responsibilities, protocols or requirements outlined in this manual (e.g., awards ceremonies, banquet, media area, medical procedures, meeting protocols, pairings, schedule of events, etc.) may be subject to change or suspended in 2021 based on COVID-19 Return to Championships protocols; consult with the NCAA championships manager for specifics related to Division II Men’s Golf. Section 1 - Introduction On behalf of the Division II Men’s Golf Committee, thank you for being an important part of the 2021 Division II Men’s Golf Championships. Administration of the Division II Men’s Golf Championships is under the direction of the Division II Men’s Golf Committee. The hosts play an integral part in the successful administration of the championships. This manual outlines the responsibilities of an institution/conference hosting any preliminary or championship rounds of an NCAA championship. It is essential that each host institution/conference staff become familiar with the information and policies included in this manual. The NCAA considers this hosting opportunity a partnership between the host institution/conference, competition site, committee and the NCAA. The primary objective of each individual involved in the administration of the championship shall be to provide a memorable championship experience for each participating student-athlete, coach, institutional staff member and tournament attendee. We look forward to working with the staff members of the host institution/conference, competition site and community to achieve the “experience” objective at an optimal and equitable level. Comments and suggested additions to this manual are always welcome. If you have any questions, please do not hesitate to contact the NCAA staff. Definitions Championship: Postseason competition conducted by the NCAA in a particular sport, in which eligible student-athletes and teams of active member institutions compete to determine the division champion (or National Collegiate champion in sports that do not have a separate division championship) in that sport. Governing Sports Committee: The NCAA membership committee responsible for developing policies and procedures governing the administration and conduct of the championship under its jurisdiction, subject to the approval of the applicable division’s governance structure and the requirements, standards and conditions prescribed by NCAA Bylaw 31. Host Institution/Conference: An active NCAA member institution and/or conference selected to serve as host for a championship. The host shall administer the finances of an NCAA championship in accordance with the institutional/conference championship budget, as submitted during the selection process and approved by the governing sports committee. Local Organizing Committee: A local organization formed in the city where a member institution/conference proposes to host an NCAA championship, to provide to the NCAA services and assistance in connection with the various activities related to the championship. The host institution/conference must be a part of the leadership of the LOC. NCAA Championships Administrator: The staff member(s) representing the NCAA championships and alliances staff assigned to serve as administrator(s) for a championship. 1 Role of Committee The NCAA’s core purpose, values and envisioned future provide the framework for all actions in the committee’s administration of the championship and its stewardship of the game. Within the framework and spirit of its charge, the governing sports committee will balance the principle of student- athlete well-being with its efforts to maximize exposure for intercollegiate athletics and revenues from the championship through policies and activities that are subject to the final authority of the NCAA Division III Presidents Councils. Role of Host The support, commitment and involvement of the host institution/conference, its key staff members and local media are essential elements in hosting a successful NCAA championship. The host institution/conference is the local entity responsible for making arrangements for the competition. By submitting a bid, each host institution/conference has agreed to provide services and assistance in connection with the various activities related to the championship. The responsibilities of the host institution/conference are defined herein. The games management, media and marketing activities associated with the competition are to be administered and approved by the NCAA staff on behalf of the governing sport committee. The host institution/conference will work in collaboration with the NCAA staff to ensure that the mission of the championship is preserved. The NCAA believes that the most successful host institutions/conferences are those that emphasize service, communication, promotion and marketing of the event and fiscal responsibility. Role of NCAA The NCAA championships and alliances staff, working in conjunction with the NCAA sport and other NCAA internal departments, will lead the planning efforts, management and execution of all NCAA championships. The NCAA sport committees and the NCAA championships and alliances staff will oversee all aspects of the championship and its related activities, including facility operations and space allocations, hotel accommodations, media and team operations, hospitality functions and social events, on- and off- course entertainment, fan and sponsor events, television programming, youth events, as well as many other aspects. The NCAA will work closely with the host institution/conference, competition venue and city to ensure that the championship provides a positive and rewarding experience and serves as a showcase for the host institution/conference and community. 2 Section 2 - NCAA Committee and Staff NCAA Division II Men’s Golf Committee Atlantic/East Regions South/Southeast Regions Samantha Traver Jared Purvis, chair Indiana University of Pennsylvania Valdosta State University Associate Director of Athletics Head Men’s Golf Coach Central/Midwest Regions South Central/West Regions Sara Higley Renee Yuen Ferris State University Chaminade University Associate Director of Athletics Head Men’s Golf Coach NCAA Tournament Operations Staff Mark Bedics Liza Erwin Associate Director, Championships & Alliances Assistant Coordinator, Championships & NCAA Alliances P.O. Box 6222 NCAA Indianapolis, Indiana 46206-6222 P.O. Box 6222 Office: 317-917-6541 Indianapolis, Indiana 46206-6222 Email: [email protected] Office: 317-917-6940 Email: [email protected] Games Committee The games committee at each regional and the championships shall consist of the members of the golf committee present at the respective regional or championships, the head rules official, the host institution’s tournament director (or designee), and other individual(s) appointed by the chair of the golf committee. In consultation with NCAA staff, the games committee will make all decisions pertaining to the conduct of the tournament, including, but not limited to, pairings, golf course setup, and protests. Section 3 –Americans with Disabilities Act The Americans with Disabilities Act requires that public establishments offer equal access and services to people who are physically and mentally challenged. The host institution/conference is required to confirm that each facility in which an NCAA championship or ancillary event occurs is in compliance with the Act by the various facilities hosting NCAA championship events. The host institution/conference is responsible for determining if the competition site will be in compliance as of the dates of the championship. If the host institution/conference becomes aware that a competition site hosting an NCAA championship event will not be in compliance, it shall immediately notify the NCAA national office staff member with responsibility for the event in order to discuss the issue. 3 Section 4 - Awards Awards Regionals. MTM will send one regional champion team trophy and one individual champion mini- trophy to each regional site. Sudden death and/or non-sudden death playoffs should be used to determine Regional team and individual champions. No additional awards will be ordered for Regional team or individual champions in the event of a tie. Finals. MTM will send official NCAA awards to the tournament director approximately two weeks prior to the championships. When the awards arrive, the tournament director should inventory all awards to be sure they are undamaged, are correctly inscribed and are in the appropriate quantities. The awards boxes should then be retaped, closed and secured in a limited-access area. The shipment will include the following awards: •
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