Western Michigan University Intercollegiate Athletics Policies and Procedures Manual Western Michigan University’s Division of Intercollegiate Athletics Policies and Procedures manual has been developed for the express use of Western Michigan University’s Division of Intercollegiate Athletics under the control of the Appointed Athletic Board. Copies of this Manual made by the division are not to be distributed or used by other departments or organizations without the approval of the Western Michigan University Division of Intercollegiate Athletics. Copyright 1995 Revised October 01, 1998 Updated October 27, 1999 (Approved by the Athletic Board) Updated March 03, 2007 (Approved by the Athletic Board March 22, 2007) Revised October, 2007 (Approved by the Athletic Board October XX, 2007) MANUAL UPDATES The Western Michigan University Division of Intercollegiate Athletics Policies and Procedures Manual is designed to be a living document which can be revised and/or expanded to reflect Divisional changes. The organization of the Manual allows revisions and updates to be made without disruption to its organization. Policies are organized into sections each covering specific topics. Revision Procedure Staff members should be encouraged to periodically review existing policies. When modifications are required, regardless of how minor, a staff member should note, in writing, the proposed alteration. Proposed revisions should be submitted to the Athletic Director or designee for review and approval. Once approved by the Director of Athletics, and/or the Athletic Board as deemed appropriate for major policy changes, the change is considered official and is incorporated into the manual. The staff member assigned by the Athletic Director to serve as the primary contact related to Manual revisions should incorporate approved changes and modifications into the Manual. To ensure no unauthorized modifications are made, only the staff member designated as Primary Contact for the Manual should be permitted to update Manual material and communicate changes to Divisional staff. Questions concerning modifications or the procedures for altering the existing Manual should be directed to the Primary Contact. 1 WESTERN MICHIGAN UNIVERSITY DIVISION OF INTERCOLLEGIATE ATHLETICS POLICIES AND PROCEDURES MANUAL Table of Contents STATEMENT OF PURPOSE ................................................................................................................... 4 101 - Mission Statement ........................................................................................................................ 4 102 - Philosophy and Objectives............................................................................................................ 5 103 - Resolutions ................................................................................................................................... 6 201 – Governing Authorities .................................................................................................................. 8 202 – Policy Formulation and Implementation ...................................................................................... 8 203 – The Athletic Board ....................................................................................................................... 9 301 - Organizational Structure ............................................................................................................. 13 302 - Organizational Charts ................................................................................................................. 13 401 - Budgeting .................................................................................................................................... 14 402 - Receivables – Receiving Monies ................................................................................................ 15 403 - Payables – Expending University Funds .................................................................................... 17 404 - Purchasing ................................................................................................................................... 17 405 – Business Contracts ..................................................................................................................... 20 406 – University Owned Property, Equipment, and Apparel .............................................................. 21 407 – Information Technology ............................................................................................................ 21 408 – Car Program – Courtesy Vehicle and Allowance Program ....................................................... 23 409 – Cell Phone Program ................................................................................................................... 26 501 - Travel Guidelines ........................................................................................................................ 29 502 - Team Travel Guidelines.............................................................................................................. 31 503 - Travel: Prospective Student-Athletes ......................................................................................... 32 504 - Post-Season Competition ............................................................................................................ 35 505 - Staff Meeting – Schedules .......................................................................................................... 37 506 – Equipment Operations ................................................................................................................ 39 507 - Marketing and Promotions.......................................................................................................... 41 508 - Advertising Guidelines ............................................................................................................... 42 509 - Logo and Licensing Guidelines .................................................................................................. 43 510 - Corporate Sponsorships .............................................................................................................. 43 601 - Scheduling: Events ..................................................................................................................... 45 602 - Athletic Events: Staging ............................................................................................................. 47 603 - Athletic Events: Concession and Novelty Sales ......................................................................... 49 604 - Athletic Events Parking .............................................................................................................. 50 605 - Athletic Events: Music and Entertainment ................................................................................. 52 606 - Athletic Events: Media Coverage ............................................................................................... 54 701 - Divisional Staff: Conduct and Ethics ......................................................................................... 58 702 - Coaching Performance Evaluations ............................................................................................ 62 703 - Performance Evaluations – Staff (non-coaches) ......................................................................... 64 704 - Hiring Practices........................................................................................................................... 64 705 – Payroll ........................................................................................................................................ 65 706 - Timekeeping ............................................................................................................................... 66 707 - Benefits ....................................................................................................................................... 66 708 - Staff Parking ............................................................................................................................... 68 2 801 - Ticket Prices ............................................................................................................................... 69 802 - Complimentary Tickets............................................................................................................... 69 803 - Ticket Office: Distribution.......................................................................................................... 71 804 - Change Fund ............................................................................................................................... 72 901 - Rationale ..................................................................................................................................... 74 902 - Enforcement ................................................................................................................................ 76 903 - Certification of Compliance ....................................................................................................... 76 1001 - Student-Athlete: Admission ...................................................................................................... 78 1002 – Eligibility ................................................................................................................................