SOUTHERN ILLINOIS UNIVERSITY EDWARDSVILLE Intercollegiate Athletics I. GENERAL POLICY The University is in compliance with the National Incident Management System (NIMS). Accordingly, the University has an emergency team that would be activated in a large scale emergency. The emergency team has been trained in the Incident Command System (ICS). This functional annex is part of the larger University Emergency Management Plan. All functional annexes and appendices of the University’s emergency plan are confidential. However, this functional annex can be released as necessary for certifications and as deemed necessary by the Director of Athletics or his/her designees or the director of Emergency Management and his/her designee. The University annually reviews the emergency plan and conducts emergency exercises. The Director of Emergency Management and safety is responsible for emergency planning and training at SIUE. 1 II. FACILITIES The Department of Intercollegiate Athletics maintains stewardship of all athletic facilities. The Assistant Director of Athletics-Facilities maintains a master schedule for use of athletic facilities. These facilities include: Vadalabene Center Ralph Korte Stadium (Bob Guelker Field) Roy E Lee Baseball Field Cougar Softball Stadium SIUE Tennis Courtsw SIUE Cross Country Course Closure of Athletic facilities due to imminent danger: In the event of imminent danger, the Chancellor, the Director of University Police or the Director of Emergency Management and Safety may close an athletic facility or cancel an athletic event. If time permits, the Athletic Director will be consulted before cancellation of an event or closure of a facility. However, due to the nature of an imminent threat, timeliness is of the utmost importance to protect the life and health of our campus community. As a result, it may not be possible to consult the Director of the Athletics until after the closure or cancellation has taken place. Change of Event If scheduled time for an event is changed (cancelled or moved to another date or time), the Assistant Director for Athletic-Facilities must be notified immediately as well as all other support staff. These include game event staff, concessions, athletic trainers, administrative staff, and facilities. Unforeseen circumstances may necessitate the department of Intercollegiate Athletics to cancel or change an event time, date, or venue/location. Such circumstances include, but are not limited to: inclement weather, wet grounds, utility interruption, national/local emergency, or other like causes beyond the control of the university or department of Intercollegiate Athletics. Notice of change of event or cancellation will be given at the earliest possible time. 2 The following procedure shall be followed when a change/cancellation is necessary: Except for cases of imminent danger, changing the time, date, or venue/location or cancellation of an athletic event should be a joint decision on the part of the Athletic Director or his designee and in the case of an athletic competition, Head Coach of the sport in question. Important considerations such as safety to participants, spectators, university liability, etc., must be discussed prior to the season, and the decision to cancel or change an event should be based upon these previously agreed guidelines. In many situations, it is important to consult the opposing coach or Athletic Director before a decision can be made. Emergency contacts in case of Urgent Assistance: • Contact Police Chief • Contact EOC Director (if activated) • Contact Chancellor for University regulation For athletic competition: A. After the decision has been made to cancel or change an athletic competition, the coaching staff should first contact the Assistant Director for Athletic Facilities and Events (x5478).The Assistant Athletic Director for Facilities and Events will contact all the appropriate administration and staff. B. The coaching staff shall notify the opposing team’s coach of the change or cancellation. C. The coaching staff shall inform their respective team and team personnel of changes that are made. D. The coaching staff shall change their office voicemail message detailing all changes and adding other pertinent information they wish to relay to their guests. E. Prior to rescheduling a cancelled or changed event the coaching staff shall contact the Assistant Director for athletic facilities (x5478) to secure facility availability. 3 For Event Management: A. Event Management Personnel (EM) shall contact the Sports Information Department (x3608) relaying all pertinent information. It is the responsibility of the Sports Information Department to update the athletic website and contact all media outlets. B. Event Management Personnel will contact the Department of Intercollegiate Athletics’ Secretary (x2871). Appropriate information will be recorded on the department’s main voicemail. C. EM Personnel will contact the Head Athletic Trainer (x2883). It is the responsibility of the head athletic trainer to inform all appropriate Athletic Training staff. D. EM Personnel will contact the Concessions Supervisor (x3066). It is the responsibility of the confession superior to inform all appropriate concession staff. E. EM Personnel will notify the contracted officials and the officials’ assignor. F. EM Personnel will contact the Events Staff including outside employees and student- workers. G. EM Personnel will contact Facilities Management (x3711). H. EM Personnel will contact Campus Police (x3324). I. EM Personnel will contact Parking Services (x3680). 4 Specific Safety Procedures for SIUE Athletics The University is committed to the welfare and safety of its students, faculty, staff and visitors. This guidebook has been compiled to assist you in responding to different emergencies that might confront you in the course of your employment or while attending classes at SIUE Edwardsville. Please refer to specific guidelines indicated in the University Safety and Emergency Procedures guide book and become familiar with the contents. In the event of an emergency, it will serve as a quick reference for effective action. University safety and emergency procedures are the responsibility of the Office of Emergency Management and Safety at SIUE. University Police is available seven days a week, 24 hours a day, to respond to any emergency which might occur. Your understanding and compliance with these policies and procedures is critical to the maintenance of a safe University environment. Thank you for your cooperation. In order to ensure the safety of the persons involved, requests for facility use are approved only if the planned use of the facility is within the limits of its seating capacity and as normally equipped. Posted safety and fire prevention regulations are to be followed, and all injuries, accidents, equipment failures, etc. are to be reported to the Assistant Athletic Director for Events and Facilities. In case of an emergency please refer to the Safety and Emergency Procedures specifically designed for SIUE Athletics department. Please note that due to SIUE athletics facility locations special Lightning and severe weather safety procedure are also included in the guide book Incident Reports An incident report is used to keep the Athletic Director, Athletic Administration and Event Management Staff aware of misbehavior or any accidents of a serious nature. When an incident occurs, the event supervisor in charge will submit it to the Assistant Athletic Director for Events and Facilities. 5 Crowd Control Policy Conduct Recognizing crowd control as a critical factor in maintaining a positive arena for sportsmanlike athletic competition, Southern Illinois University Edwardsville recommends the following procedures. The main goals are the prevention of crowd disturbances at our sporting events; efficient crowd control maintenance; and strict discipline among administrators, coaches, players and spectators. SIUE responsibility for the conduct of the intercollegiate athletic program includes responsibility for the actions of its staff members and for the actions of any other individual or organization engaged in activities promoting the athletic interest of the University. Often, the hostility of the crowd is a reflection of hostility between the schools or a response to a coach's actions. Also, a crowd faced with disorganized, confused events is more prone to become hostile. The following recommendations strive to prevent hostility between schools and to provide guidelines for administrators to more efficiently conduct the events themselves. SIUE’s Campus Police will be present at athletic events on an as needed basis. When university Police is not on site, sporting events will be monitored by athletic administrative staff and Event Management. The Director of Athletics and Assistant Athletic Director of Events and Facilities will work together to insure that the appropriate number of security officers/police officers are on-site 2 hours prior to each event. Security will prohibit the following: 1. Possession, consumption or sale of alcoholic beverages; 2. Possession, consumption or sale of illegal drugs; 3. Possession of any weapon, explosives or dangerous chemicals; 4. Intoxication or any kind; 5. Destruction of any property; and 6. Spectators running on the playing field/floor SIUE’s Campus Public Safety and athletic staff will comply with all OVC and NCAA event rules as it relates to officials, athletes, coaches, cheerleaders, dance team, spirit groups, Athletic trainers, support staff of the visiting team and visiting guest. The NCAA sportsmanship announcement will be announced during all events. 6 .