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UMass Dartmouth Athletic Department Staff Handbook (under construction)
ATHLETICS DEPARTMENT PHILOSOPHY The University of Massachusetts Dartmouth places highest priority on the overall quality of a student's educational experience and on the successful completion of all students' academic programs. We seek to establish and maintain an environment in which a student-athlete's athletics activities are conducted as an integral part of the student-athlete's educational experience. We also seek to establish and maintain an environment that values cultural diversity and gender equity among our student-athletes and athletics staff. To achieve this end, we: 1. Place special importance on the impact of athletics on the participants rather than on the spectators and greater emphasis on the internal constituency (students, alumni, institutional personnel) than on the general public and its entertainment needs; 2. Award no athletically related financial aid; 3. Encourage the development of sportsmanship and ethical conduct, principles of fair play and positive societal attitudes in all constituents, including student-athletes, coaches, administrative personnel and spectators; 4. Encourage participation by maximizing the number and variety of athletics opportunities in intercollegiate and intramural sports; 5. Ensure that the actions of coaches and administrators exhibit fairness, openness and honesty in their relationships with student-athletes; 6. Maintain an atmosphere that will emphasize the health and welfare of our student-athletes; 7. Ensure the integration of student-athletes into institutional life; 8. Ensure that athletic programs support the institution's mission by financing, staffing and controlling the programs through the same general procedures as other departments of the institution; 9. Provide equitable athletic opportunities for males and females and give equal emphasis to men's and women's sports; 10. Give primary emphasis to regional in-season and conference competition; and 11. Support students in their efforts to reach high levels of performance, which may include opportunities for participation in regional and national championships, by providing all teams with adequate facilities, competent coaching and appropriate competitive opportunities. UMass Dartmouth believes that athletics provide an avenue for students to gain valuable opportunities for personal growth. These experiences, coupled with the knowledge acquired in the academic arena, help our institution provide a well-rounded education to our students. PRINCIPLE OF SPORTSMANSHIP AND ETHICAL CONDUCT UMass Dartmouth is a strong proponent of NCAA Constitution 2.4. It states, "Student-athletes of a member institution and individuals employed by, or associated with, that institution shall deport themselves with honesty and good sportsmanship. Their behavior shall at all times reflect the high standards of honor and dignity that characterize participation in the collegiate setting. For intercollegiate athletics to promote the character development of participants, to enhance the integrity of higher education, and to promote civility in society; student-athletes, coaches, and all others associated with these athletics programs and events should adhere to such fundamental values as respect, fairness, civility, honesty and responsibility. These values should manifest not only in athletics participation but also in the broad spectrum of activities affecting the athletics program. It is the responsibility of each staff member to: (a) Establish policies for sportsmanship and ethical conduct in intercollegiate athletics consistent with the educational mission and goals of the institution; and (b) Educate, on a continuing basis, all student-athletes in the performance of social conduct. ORGANIZATIONAL STRUCTURE The Department of Athletics is in the Division of Student Affairs. The Director of Athletics is directly accountable to the Vice Chancellor for Student Affairs. The Chief Executive Officer is the Chancellor of the University. There is also a University Trustee Committee on Athletics which is responsible for the athletic programs at the Amherst, Boston, Dartmouth and Lowell campuses. ATHLETIC TEAMS AND CRITERIA FOR ADDITIONAL TEAMS
Baseball Athletic teams may be added to the athletic program if there is sufficient student interest, adequate funding, opportunities to develop a viable and competitive schedule and the necessary facilities and support services. The same criteria will be used when evaluating the possible elimination of a sport(s). ELIGIBILITY OF STUDENT-ATHLETES Coaches are expected to have a thorough knowledge of NCAA, ECAC, Little East Conference, specific sport and UMass Dartmouth eligibility rules. It is imperative that all regulations are closely followed in both letter and spirit. The NCAA Manual, NCAA Guide for the College-Bound Student-Athlete, The NCAA Website, The NCAA News (Legislative Assistance Column), individual rule books, UMass Dartmouth General Catalogue and the Athletic Department Coaches Handbook are excellent resources. It is the responsibility of the coach to discuss eligibility questions with the Athletic Department Compliance Coordinator.
Each coach shall stress the priority of academics and help their student-athletes remain focused on their primary mission: academic success.
Basic Eligibility Rules * Must have been admitted as a regularly enrolled, degree seeking student according to the published entrance requirements of UMass Dartmouth.
* Must not be on academic probation. A student will be placed on probation under either of the following conditions:
--Earn a cumulative grade point average of less than 2.000 after accumulating 30 quality hours. Note that credits transferred from another institution are included in the 30 hours. --Receive academic warning for two consecutive semesters. A student with a semester GPA less than 2.000 or who receives three or more grades of "I" or "W" in a semester shall be issued an academic warning.
* Be enrolled in at least a minimum full-time program of studies leading to a degree (not less than 12 credits). A student-athlete may practice and compete while enrolled in less than 12 credits only if they are enrolled in their final semester of their degree program and UMass Dartmouth certifies that they are carrying the courses necessary to complete their degree requirements. (Bylaw 14.1.8.1.3) * A student-athlete has a maximum of 4 years of participation in a sport. Note that a season of participation will be charged to the student when he or she practices or competes during or after the first contest following the student-athlete's initial participation at UMass Dartmouth. (Bylaw 14.2.1)
--A season of participation shall not be counted when a student-athlete participates in a preseason scrimmage conducted prior to the first contest in the traditional segment. (Bylaw 14.2.4.1) --A season of participation shall not be counted when a student-athlete practices, but does not compete, in the non-traditional segment (e.g., spring soccer, fall baseball). (Bylaw 14.2.4.1)
* A student-athlete has 10 semesters of full-time attendance in which to exercise four years of participation. * Academic Review Committee: Students placed on academic probation may be recommended for a waiver to the UMass Dartmouth Academic Review Committee. Students must demonstrate academic progress, or an extreme hardship as well as a commitment to their academic career. They must receive the support of the Faculty Athletics Representative, Director of Athletics, Compliance Coordinator and their Head Coach.
* Eligibility of Transfer Students is determined on an individual basis. The general rule is that a transfer student is not eligible during their first academic year in residence unless they meet the provisions of one of the exceptions in Bylaw 14.5.5.1.1. (They were not a student-athlete at their previous institution or they would have been academically and athletically eligible had they remained at their prior institution.
* Coaches are required to notify the Compliance Coordinator at UMass Dartmouth when contacted by a student attending another institution who indicates an interest in transferring to UMass Dartmouth. The coach may not discuss the transfer with the student until UMass Dartmouth receives written permission from the student's current institution. Clearance for Participation/Practice * Practice and participation is prohibited until eligibility has been verified by the Compliance Coordinator.
* Submit names of all returning students and new candidates to the Compliance Coordinator at least 2 weeks prior to the first practice session on Pre-Season Roster. It will be returned to the Head Coach at least one week before the first practice.
* Subsequent candidates must be submitted for verification and approval before their first practice session.
* Never simply assume that a student is eligible. Always inform the potential student-athlete that eligibility must be checked before informing the student that he/she is eligible.
ACADEMIC HONORS
* Dean's List: Students who have completed at least 12 course credits, excluding courses taken under the Pass-Fail option and "100 introductory courses," and who have no "I" grades outstanding for that semester, and who have achieved a GPA of at least 3.200 will be named to the Dean's List.
* Chancellor's List: Students who have completed at least 12 course credits, excluding courses taken under the Pass-Fail option and "100 introductory courses," and who have no "I" grades outstanding for that semester, and who have achieved a GPA of at least 3.800 will be named to the Chancellor's List.
* Recognition: (a.) Names of achievement winners will be displayed in the Tripp Athletic Center. (b.) A letter of congratulations and a certificate will be sent to each student by the Director of Athletics. (c.) The list of achievement winners will be circulated throughout the UMass Dartmouth community and releases will be forwarded to the media. (d.) Members of the Chancellor's List will be honored at the Athletic Awards Dinner.
NCAA STUDENT-ATHLETE STATEMENT The NCAA requires student-athletes to complete forms each year. They indicate the following: * The athlete has a knowledge of the rules and affirms that they have not violated any regulations that would cause them to be ineligible.
* The student-athlete grants permission to disclose educational records necessary for the Athletic Department to verify eligibility (Buckley Amendment Consent).
* The student-athlete consents to the NCAA Drug-Testing Program and agrees to participate if selected for a test.
The Director of Athletics/designee will meet with each team and coaching staff to administer the Student-Athlete Statement before the first contest in each sport. The NCAA Drug-Testing Film and/or other educational materials will be shown at this meeting. RESPONSIBILITIES OF COACHING STAFF 1. Maintain knowledge of and comply with institutional, NCAA and specific sport conference rules and regulations. 2. Follow the policies and procedures of the Department of Athletics. 3. Conduct themselves in a highly professional and ethical manner. 4. Assume responsibility for the behavior of their student-athletes during competition, practice and department trips. 5. Motivate students to reach their potential in academic, personal development and athletic areas. 6. Attract student-athletes to their sport through an organized, well-developed recruiting program designed to appeal to high school student-athletes as well as students who may be interested in transferring to UMass Dartmouth. 7. Work in cooperation with Athletic Department services: Academic Advising, Educational Programming, Equipment Room, Compliance, Sports Information and Sports Medicine. 8. Develop familiarity with other departments at UMass Dartmouth that provide valuable services to our department: Admissions, Alumni, Career Resource Center, College Now, Academic Resource Center, Counseling and Student Development Office, Financial Aid, Health Services, Housing and Residential Life and Multicultural Support and Student Assessment. 9. Represent UMass Dartmouth at conference and association meetings as requested. 10. Attend staff meetings, orientation and annual awards dinner. 11. Maintain contact through the year with your student-athletes. 12. Maintain contact throughout the year with the Department of Athletics. COACHES QUICK CHECKLIST Pre-Season: Submit a list of all candidates to Director of Athletics, Associate Director of Athletics, Compliance Coordinator, Head Athletic Trainer, Equipment Room Manager and the Sports Information Director. Pre-Season Roster (Appendix F) Have athletes complete the following forms: Player Information Sheet (Appendix J) Distribute practice schedule to the following: Director of Athletics, Athletic Department Secretary, Head Athletic Trainer, Facilities Director, Equipment Room Manager, Associate and Assistant Athletic Directors and Sports Information Director. All practices must be coordinated with the Facilities Director. Submit final roster to the following: Director of Athletics, Associate and Assistant Director, Compliance Coordinator, Sports Information Director, Head Athletic Trainer, Equipment Room Manager and Athletic Department Secretary. Meet with Compliance Coordinator to discuss eligibility and any academic needs. Meet with Sports Information Director to discuss needs (page 24). Meet with Head Athletic Trainer to discuss needs (page 23 - Appendix E). Meet with Equipment Room Manager to discuss needs (page 17). Meet with the Director of Athletics to discuss team meeting to review NCAA Rules and complete necessary forms and to discuss travel arrangements for the season and other pertinent issues.
Check arrangements for team transportation (page 27). Meet with Assistant Director to request funds for meals, lodging and tolls required for away contest (page 30). Report contest results to the Sports Information Office (page 24). Maintain contest results, honors received by athletes, etc. Stay informed regarding tournament requirements and deadlines, and work with the Director of Athletics and Sports Information Director regarding submission of application and required forms. Remind student-athletes of NCAA regulations and department policies. Pay particular attention to the 12 credit hour rule. Maintain communication with Athletic Department service areas: Sports Information, Equipment Room, Academic Advising, Educational Programming, Compliance and Sports Medicine. Maintain communication with the Director, Associate and Assistant Directors of Athletics.
Post-Season: Complete the Season Summary: Player Information Sheets (Appendix J), updated roster, letter winners, general summary, statistics, results, brochures and any other pertinent material (page 13). Within two weeks of the completion of the season, conduct a team meeting at which time all issued equipment (not already collected) is to be returned. Coordinate this meeting with the Director of Athletics and the Equipment Room Manager. Schedule a meeting with the Director/designee to review the season, plan schedule for next year and discuss overall program (page 13). Meet with the Assistant Director to discuss equipment needs (page 13). COACHES MEETINGS There will be regularly scheduled meetings. A variety of issues will be discussed at these meetings. Coaches are required to be in attendance. COACHES MAILBOXES Since many coaches are part-time, it is often very difficult to get messages to them. Therefore, during the season, it is absolutely necessary for coaches to check their mailbox daily for messages or other pertinent material. Out of season, mailboxes should be checked weekly. It is also useful for coaches to check with the Director of Athletics on a regular basis to make sure that any outstanding issues are discussed and resolved. END OF SEASON RESPONSIBILITIES - HEAD COACHES It is mandatory that each Head Coach complete their season by fulfilling the following end of season responsibilities no later than one month after the final contest in his/her sport. Season Summary Form: Complete a UMass Dartmouth Season Summary (Appendix G). Completed results, statistics and other pertinent information should be attached to the form. Letter Winner Sheet: Complete a Letter Winner Sheet (Appendix H). Student-athletes should be listed alphabetically by full names and number of letters earned by each student must be noted on the form. Department requirements for letter winners are: (1) Student must complete the entire season (exception for season-ending injury or illness) and (2) student must fulfill post-season responsibilities including the return of all issued equipment within two weeks of the last contest. Meet with Director of Athletics: At the conclusion of the season, the coach should meet with the Director of Athletics/designee to review the season, discuss progress of the program and future needs. They will address the student-athlete summary and exit interviews. Meet with the Assistant Director of Athletics: Meet with Assistant Director of Athletics responsible for their sport to discuss equipment needs for the following year. RESPONSIBILITIES OF STUDENT-ATHLETES Student-athletes are representatives of the department and the institution. They should conduct themselves accordingly. Student-athletes should: 1. Understand the philosophy of the Department of Athletics. 2. Maintain academic standards necessary for eligibility. 3. Exhibit sportsmanship. 4. Treat visiting teams and officials as guests. 5. Be responsible for issued equipment and supplies. 6. Attain medical clearance and insurance necessary for participation. 7. Realize it is an honor and privilege to represent UMass Dartmouth. 8. Read, understand, discuss, sign and abide by the Department of Athletics Standards of Behavior for Student-Athletes. (Appendix A.) 9. Meet with the Director of Athletics or designee to review NCAA Summary of NCAA Regulations - Division III (Appendix B) and sign NCAA Student-Athlete Statement - Division III (Appendix C), NCAA Drug Testing Consent - Division III (Appendix D) and NCAA Drug Testing Consent - Division III Year Round Pilot (Appendix D-1) prior to competition. DISCIPLINE Control of members of an athletic team during the season with respect to their membership on the squad, participation or non-participation in any part of any contest, and with respect to any other matter generally associated with such an athletic activity shall be entirely the responsibility of the person designated as coach of the sport. The coach, working within the guidelines of Athletic Department policy, is responsible for the atmosphere created during competition, practice and department trips. It is significant to note that Commonwealth of Massachusetts Law and University policy prohibit the hazing of college students in any manner. STUDENT-ATHLETE AWARDS Letter Winners: Student-athletes will receive a UMass Dartmouth letter for each season of varsity competition. Student athletes who earn four varsity letters in the same sport will receive a UMass Dartmouth Athletic Department watch. Special Awards: 1. Outstanding Academic Achievement - Students who attain a 3.8 grade point average for a semester are named to the Chancellor's List and are honored for their achievement. 2. Outstanding Athletic Achievement - Students who earn special athletic honors from their conference or other regional/national organizations will be honored. Among the achievements are: All-America, All New England, First Team All New England(Div. III), First Team ECAC Division III (also individual champion in a team/individual sport), First or Second Team All-Conference (or other conference- sponsored award example: Player of the Year, Rookie of the Year), National Qualifier in a team/individual sport. Note: Students not meeting these specific criteria may be considered on an individual basis upon the recommendation of their Head Coach. Athletic Awards Dinner: An All-Sports Awards Banquet will be held each Spring to honor Four-Year Letter Winners, Team Captains, Outstanding Athletic Achievers and Outstanding Academic Achievers. Individual Team Dinner/Gatherings: Teams, upon approval by the Director of Athletics, may hold end of the season functions. FACULTY ATHLETICS REPRESENTATIVE The NCAA, in Constitution 4.02.2, states that a "faculty athletics representative is a member of an institution's faculty or administrative staff who is designated by the institution's chief executive officer to represent the institution and its faculty in the institution's relationship with the NCAA and its conference." The overall role of the Faculty Athletics Representative (FAR) is the assurance of the academic integrity of the athletics program and in the maintenance of the welfare of the student-athlete. The FAR at UMass Dartmouth also provides a vital link in the communication process between student-athletes, coaches, administrators, and faculty. FACULTY ATHLETIC ADVISORY COMMITTEE The Faculty Senate shall appoint six faculty members to serve on the Faculty Athletic Advisory Committee (FAAC). They shall be joined by the representative from administration (two to be appointed by the Vice Chancellor), two Alumni representatives appointed by the Alumni Association and two students appointed by the Student Government. STUDENT-ATHLETE ADVISORY COMMITTEE The Student-Athlete Advisory Committee (SAAC) was established in May 1996 at UMass Dartmouth. This committee will meet monthly during the academic year. The general role of the committee will be to address issues of the overall educational experience, cultural diversity and gender equity, health and safety, student-athlete/coach relationship and student-athlete community involvement. Each intercollegiate team will be represented on the committee. Officers will be selected by the committee. ATHLETICS EQUIPMENT ROOM POLICY 1. The athletic department equipment room is open and operates during posted hours only. Equipment issue/return, laundry service, and window service is available during those hours and by appointment only. 2. Only student-athletes cleared to participate medically (physicals, insurance, medical history) and academically will be issued equipment. No equipment will be issued to any student-athlete until the Head Coach has selected the final roster and provides the Equipment Room Manager with the final roster. 3. All Head Coaches are required to schedule with the Equipment Room Manager, a time for all equipment issue prior to the start of the season. A coach is required to be present during varsity team equipment issue. 4. The student-athlete is responsible for all issued equipment. If uniforms, practice gear, etc. are lost or stolen, the student-athlete should assume he/she must pay for the replacement of equipment. The student-athletes should not at any time exchange or use another person's equipment. 5. Equipment lost or stolen should be reported to the coach and the equipment room staff immediately. If a student-athlete is dismissed or quits the team before the season is over he/she must return their equipment immediately. The coach should let the equipment room know immediately when that student-athlete has left the team. 6. At the end of the season, all equipment must be returned to the equipment room (or payment made) immediately upon completion of the season. The coach will set up a time with the Equipment Room Manager for the return of issued team equipment. A coach is required to be present during the return of issued equipment. 7. The Equipment Room Manager will keep records of equipment distribution. It is the responsibility of the equipment room personnel with the help of coaches to issue and collect all equipment. It is the responsibility of the Head Coach to pursue any student-athlete who is delinquent in equipment return. It is the responsibility of the Head Coach to assist the equipment room staff in itemizing team equipment for varsity issue and use. 8. Student-athletes who do not return equipment or pay for the loss of equipment will be blocked from registration, transcripts held, future participation and/or graduation will be put on hold. Athletic awards will be cancelled and class schedules may be withheld. The student-athlete will receive credit for returning the specific items he/she was issued. No credit will be given for substitute items, and such items will be credited instead to the student-athlete to whom the item was originally issued. Coaches have a responsibility to help the equipment room recover all their team's equipment. 9. It is the responsibility of the coach to make sure that equipment is returned to proper storage areas after practices and contests. 10. Student-athletes are not allowed in the equipment room unless accompanied by a coach. 11. Unauthorized use of the equipment room machinery (washers & dryers, etc.) is strictly prohibited. 12. Equipment issued for practice or a game on an individual basis (balls, practice gear, etc.) must be returned to the equipment room the same day. 13. The equipment room personnel will make every effort to provide the Head Coach of each varsity sport with as accurate an inventory list as possible by the end of the year to aid the coach in making equipment requests for the upcoming year. This should not replace the responsibility of the Head Coach or a designated assistant from going over that sport's equipment with the equipment room personnel to assess condition, wear and tear, etc. 14. All orders using University funding must be shipped or delivered directly to the equipment room where the goods can be examined to see that the order matches the invoice and purchase order. The goods will then be inventoried and the Head Coach will be notified of the delivery. 15. At the completion of each season, all equipment and apparel purchased by University funds must be accounted for and stored by the Athletic Department. 16. Snow and School Closings: When the University closes for snow or any dangerous weather emergency, the equipment room will be closed at that time. The office will re-open when the University deems conditions to be safe for all students, faculty and staff personnel. STUDENT-ATHLETIC EQUIPMENT PURCHASING POLICY 1. Equipment requests should be as specific as possible. Orders will include the following nformation: quantity, brand name, style, color and sizes. Lettering and numbering nstructions will be given when applicable. Where possible catalog number and current prices will be stated. All coaches must apply the NCAA Constitution policy as it pertains to the use of commercial logos which may appear on wearing apparel. 2. Any goods or services that exceed $500.00 should be obtained through competitive pricing. Competitive pricing implies obtaining prices from three different vendors. The Equipment Room Manager will assist getting the three competitive prices. Under no circumstances are coaches to initiate purchases directly with vendors unless approved by the Assistant Athletic Director in charge of purchasing. All unauthorized purchases that bypass the financial process shall be the sole responsibility of the coach. 3. All orders using University funding must be shipped or delivered directly to the equipment room where the goods can be exqamined to see that the order matches the purchase order. Quantity, sices, colors, numbering and lettering must match the specifications listed on the purchase order. The goods will then be inventoried and the Head Coach will be notified of the delivery. 4. The use of the ProCard for purchases of equipment and apparel must have prior approval from the Assistant Athletic Director in charge of purchasing. FUNDRAISING The Department of Athletics is funded by student fees and state funds. However, additional sources of revenue may be secured to provide for approved activities not funded by the student fees or state accounts. Fund raising by individual teams, under the guidelines of the University, Athletic Department and the supervision of the Head Coach may provide these necessary funds. Fund raising for individual gain will not be allowed and may result in a forfeit of athletic eligibility. Fund Raising Guidelines: 1. Raising funds for a trip beyond the normal season is allowed if approved by the Director of Athletics. All other fundraising activities must be approved by the Director of Athletics before the activity can begin. 2. The Head Coach must receive permission from the Director of Athletics or designee. 3. The method of fund raising must be approved by the Director of Athletics/designee. NOTE: Contacting individuals to solicit contributions is not allowed by anyone in the University without prior approval from the Director of Athletics. 4. Fund raising can be time consuming for both coaches and athletes, so please be sure the project you are fundraising for will enhance and/or benefit your program. 5. All money raised through fund raising must be deposited in the Athletic Department account and will be credited to the particular team. No individual or team is allowed their own account! 6. Request for spending funds accumulated by fund raising activities must follow the same guidelines as all other university funds. RECRUITING Coaches are required to recruit student-athletes. These students generally come from area high schools and community/junior colleges. We are interested in both academic and athletic performance. Students who have performed poorly academically may face severe hardships when attempting to combine academics and athletics at UMass Dartmouth, and may not have the desired impact on your team. NCAA, ECAC, UMass Dartmouth and conference rules are to be followed in both letter and spirit during the recruiting process. Each coach must be familiar with the recruiting regulations found in the NCAA Manual. Refer specific questions to the Athletic Department Compliance Coordinator. A basic principle of recruiting is: Only recruit students who show the ability to achieve academic success at our institution. Also, avoid students who have experienced "trouble" in high school or their previous college. Strong programs are built and maintained by attracting individuals with high personal standards as well as outstanding athletic ability. Remember, you will be working with the students daily, and their behavior will be a direct reflection of the coach. Coaches should conduct themselves in a highly professional and ethical manner. High school or junior college coaches should be contacted before approaching prospective athletes. UMass Dartmouth is an NCAA Division III institution, no promise of financial aid, jobs, etc. may be made. All aid is based on academic merit or financial need and handled through the UMass Dartmouth Financial Aid Office. The coach should discuss the academic programs, strong faculty, outstanding facilities, affordable costs, past athletic success, excellent coaching, competitive schedule, etc. Prospective students may be sent school bulletins, brochures, applications, etc. The coach may contact them by phone, mail or in person (following the NCAA regulations). Note: Current student-athletes at UMass Dartmouth may be helpful as campus guides while recruits visit, but they shall not represent UMass Dartmouth as a recruiter of student-athletes at any time. This is the sole responsibility of the coaching staff. Student athletes may assist the recruitment of a prospective student athlete in these ways: --May host a recruit overnight and bring a recruit to meals. Meals may be paid for by the Department. No meals may be offered that are not equivalent to those served on campus. There is no single way to successfully recruit student athletes to UMass Dartmouth. The personality of the coach, the nature and size of the sport, the type of student athlete the sport tends to attract, all may play a part in a successful recruiting strategy. Some sort of a defined strategy, however, is critical. Outline of Recruiting Procedure 1. Establish contacts (coaches, alumni, friends). 2. Identify outstanding student-athletes. 3. Determine the athletic ability of the student (see recruit perform, secure meet results, coaches recommendations, etc.). 4. Ask student to complete a questionnaire. 5. If possible, check student's academic and personal background. 6. Receive permission from the coach to contact the student-athlete. 7. Provide student-athlete with information about UMass Dartmouth and your program such as academic offerings, expenses, facilities, team philosophy, competitive schedule, length of season, past success stories, positions currently held by alumni, etc. Give name and address of the student-athlete to the Admissions Office. An application will automatically be mailed as well as other admissions materials and notices of events. 8. Offer the student the opportunity to visit the campus. If necessary, obtain the needed number of meal tickets from the Associate Director. These meals will be charged to your budget. (Have current athletes available for campus tours, arrange visit with Director of Athletics if possible, arrange meeting with Dean or professor in desired major if possible, provide a meal in the Campus Center if visiting at meal time, arrange to view a contest if possible, etc.) 9. As soon as you know you will have continued interest in the student-athlete , or wish to develop more information on the student before the Admissions Office makes a decision, A. Follow-up at the Office of Admissions: Use Athletic Interest Sheet (Green Sheet-Appendix I), check periodically to prevent oversight regarding application, inform student-athlete of progress, inform student-athlete of decision, etc.). 10. Encourage student to provide all information necessary for financial aid. This should be forwarded directly to the Financial Aid Office by the student. Note: "Members of the athletics staff of a Division III institution are prohibited from being involved in any manner in the review of the institution's financial assistance to be awarded to a student-athlete." This includes the amount of the aid, the status of the application as well as all other portions of the financial aid process. Inform recruits to address questions about financial aid status directly to the Financial Aid Office. Important: Only financial aid applications received by March 1 will be considered for priority award status. Applications submitted after this deadline run a risk of not being fully awarded, or awarded primarily with loans. 11. After the student-athlete has been accepted: (Inform student of orientation program, meet student during orientation, advise student on registration and contact regularly to demonstrate continued interest and answer questions). 12. Transfers: Contact with transfers has been made more complicated recently with the adoption by the NCAA of legislation which gives a student-athlete the ability to contact a coach of another institution without any notification of the school he/she is attending, as long as a certain procedure is followed. In addition, there is a "window" as to how long this unreported contact may legally be continued. For full understanding of the regulations concerning contact with an athlete looking to transfer, please contact the Athletic Department Compliance Coordinator, or refer to NCAA Regulation 13.1.1.2.1 (in response to a transfer student initiated contact) and the special Division III exception (13.1.1.2.1.1). Please alert the Athletic Department Compliance Coordinator as soon as contact has been made regardless of whether the student is self-releasing (13.1.1.2.1.1). SPORTS MEDICINE - MEDICAL POLICY/PROTOCOLS/CHECKLIST See Athletic Training Handbook (Appendix E) SPORTS INFORMATION The UMass Dartmouth Sports Information Office coordinates publicity for the entire athletic department, including each team. Sports information will coordinate the production of individual sport brochures, produce individual event programs, coordinate interviews and photography, write and distribute news releases, and disseminate information to the news media, opponents, the NCAA and all other appropriate news outlets. In order to aid in publicity efforts, coaches are asked to please do the following: 1. Get together with the Sports Information Director prior to the start of the season in order to put together a roster, preview, and set up photos and discuss any specific needs. 2. Provide a complete roster as soon as the team is set. Items needed for the roster include: number, name, year in school, position, height, weight (male student-athletes only), hometown, and previous schools (high school, prep school, Junior college and previous four-year school(s) if a transfer). 3. Check with the SID prior to each contest to determine how the contest will be covered and/or reported. For home contests, we will let you know what our coverage plans are. For road contests, please call the SID after the event to assist in putting together an accurate news release. 4. Please make sure that the official scorekeeper for your team keeps a complete and accurate scorebook. Please get the book to the SID immediately after all home contests, and leave the book or other appropriate results that are requested in the sports information mailbox immediately upon your return from a road contest. 5. Please alert the sports information office of any roster changes. E-mail is the preferred method of notification in this case. 7. Have student-athletes fill out Player Information Sheets (Appendix J). This will assist us in creating biographical information for the web site. 8. Inform the sports information office of any feature ideas or interesting items concerning your team and players that would make good stories. Local, area and hometown media are always looking for interesting feature stories. FACILITIES USAGE POLICY The gymnasium, swimming pool and athletic fields are open to all faculty, staff and students who presently work or are enrolled at the University. A University ID must be presented to enter these facilities. Faculty, staff, and students are allowed a guest. Persons 18 years of age or older are allowed to use the facilities without a university person present, but must show the sponsoring person's ID. All persons under the age of 18 must be accompanied by an adult. Priority for facility use is as follows: Every effort should be made by in season and non-traditional coaches to coordinate all of their individual team practice schedules. If a conflict does exist and the coaches can not mutually resolve scheduling conflicts, the final decision on practice times and sites will be made by the Director of Athletic Facilities. All groups wishing to schedule time in these facilities must contact the Athletic Facilities Office. No groups will be allowed to use the facilities without a permit. All non-university groups that have been granted permission, must present a Certificate of Insurance and a signed contract must be completed. All questions regarding services provided by the University are covered in the campus services contract. VIDEO VIEWING There is a DVD/TV set-up available for viewing tapes in the Tripp Athletic Center. Arrangements should be made for reserving the appropriate room space by contacting the Director of Athletic Facilities. Attention to proper care of equipment is essential. All DVD/TV set-ups should be left intact. Remote controls need to be left with appropriate DVD players. All equipment must stay in the Tripp Athletic Center. PARKING All employees must place a UMass Dartmouth "Faculty/Staff" or Administrative Permit, for full time administrators, sticker on their vehicle. Stickers are available from the Parking Office located in the Campus Center. The sticker will allow parking in legal spaces around the Tripp Athletic Center and in the designated spaces on the ring road directly in front of the Tripp Athletic Center. No students, including athletes, are allowed to park in spaces reserved for "Faculty/Staff" or "Administrators." Visitors should park in the designated parking lots and in spaces on the ring road in front of the Tripp Athletic Center. Tickets: All employees are responsible for their parking tickets. If a vehicle is illegally parked, accept the possibility of receiving a parking ticket. BUILDING SECURITY Security of the Tripp Athletic Center is extremely important and the cooperation of all personnel is needed in this area. Due to practice schedules and weekend and night activities, coaches are often the only staff in the building (custodians are often not on duty at these times.) On these occasions, the coach is responsible for securing the entire building after all athletes have left. This includes checking the shower areas, locking all doors and putting out necessary lights. The University has allowed us to use the building when custodial coverage is not available. If the building is not secured by the last coach leaving the building, this opportunity could be discontinued. It is also important that the Athletic Main Office is locked after 5:00PM weekdays and throughout weekends. Computers, copy and fax machines, etc. must not be left unattended during these periods. Personal offices (desks, etc.) must also be locked and secured. TRANSPORTATION - AWAY CONTESTS 1. Athletic Department owned vans and 25-passenger mini bus, rental vans and charter buses are the means of travel for the Department of Athletics. Squad size, availability of department vehicles, distance to the contest and potential weather conditions will dictate assignment of vehicles. 2. No squad member shall use his/her own means of transportation to or from any away contest. Exception: The Head Coach may grant the athlete permission to travel with his/her parent/guardian. In this case, the coach must get a release in writing from the parent/guardian before the permission is granted and have it approved by the Director of Athletics 24 hours before the contest. When an athlete wishes to travel from home to a contest, similar parental permission is required. 3. Coaches must submit accurate departure times to the Director of Athletics/designee before the season. Allow ample time for travel to the destination and time for dressing, warm-up and pre-contest meal. 4. Report changes in departure times to the Scheduling Coordinator and Associate Athletic Director as soon as possible. 5.Only official members of the travel party (players, coaches, trainer, manager, scorekeeper, etc.) may travel with the team. Exceptions must be documented in writing and forwarded to the Director of Athletics at least 24 hours before departure. A coach who disregards this regulation assumes complete legal responsibility and may be subject to disciplinary action. 6. The consumption or possession of alcoholic beverages and illegal substances by any member of the travel party is strictly prohibited while traveling to or from a contest and will result in disciplinary action including expulsion from the team and may result in dismissal from the University. 7. Transportation Mode A. Athletic Department Vehicles 1. Only UMass Dartmouth contractual employees are permitted to drive department vehicles. B. Rental Vehicle 1. Only UMass Dartmouth contractual employees are permitted to drive rental vehicles. C. Charter Buses TRANSPORTATION - UMASS DARTMOUTH VEHICLE INSURANCE Athletic Department vehicles are insured for basic liability and the newer vehicles have collision coverage. Please tell all your athletes that personal items lost while in these vans are not covered. When involved in an accident or mishap while operating an athletic department vehicle the following steps should be taken: 1. If possible, report all claims to the local, state or campus police where the accident took place. Report all accidents no matter how small you feel they are. 2. Take down the following information: a. Place, day, time of accident<!--[if !supportLineBreakNewLine]--> b. Driver's information on every motorist involved c. Driver's license number and registration of other motorist d. Year and make of other motorist's vehicle e. List of passengers in athletic vehicles f. Name of other motorist's insurance company 3. Give no information to the other motorists on your version of the accident and do not offer an opinion. 4. Write your description of the accident and forward to Scheduling Coordinator as soon as possible. PROCEDURES FOR ATTAINING FUNDS FOR TRAVEL, EQUIPMENT, SUPPLIES, REPAIRS, SERIVCES, MEAL MONEY AND PAYMENT OF GAME OFFICIALS The expenditure of all funds for any purpose must be requested and approved in advance by the Director of Athletics or designee. The Department of Athletics will abide by all University of Massachusetts policies. A general description of the procedures is as follows: Reimbursement for Travel for Recruiting, Scouting, Conferences, etc. Travel expenses are reimbursable insofar as they have been previously approved on a "Travel Authorization Form" (Attachment 1) This form indicates the type of funds to be used for the travel, and it sets the limit on the total amount that will be expended by the university for this travel. Actual payment of travel expenses is done from the completed "Travel Reimbursement Form" (Attachment 2). Both forms must be approved by the Director of Athletics or designee. When traveling for only one day for scouting and recruiting purposes the traveler submits the "Quick Trip Payment Form" (Attachment 3), with the dates, recruit name(s), destination (include city or town name), and any receipts for gas, tolls or entrance fees. The attached copy indicates the name and address of the traveler, the account number to be charged and all other pertinent information. The traveler signs in two places on the form and then has the department head sign for approval. Extensive Trips Requiring Overnight Travel, Hotel, Transportation, etc. Complete Travel Authorization Form. Available on-line at www.umassd.edu/fiscalaffairs/quicktrip.doc Must also submit Travel Reimbursement Form when travel is complete. Available on-line at www.umassd.edu/peoplesoft/forms.cfm. Purchase Supplies, Equipment, Dues, Memberships and Publications, Repairs, Services, Meal Money Requests and Payment of Officials Complete Purchase Requisition form (Attachment 4) to request payment to an outside vendor. This form should be typed and approved by the Director or designee before the actual purchase is made. Also available on line at www.umassd.edu/administrativeservices/manual.cfm Be sure to indicate that we are tax exempt and include our tax exempt number if the company is in Massachusetts. Our tax exempt number is 04-3167352. Contest Personnel/Home Events This form is used to detail payment of game officials (Attachment 5). List the game official's name, address, social security number and amount to be paid. Any individual who has not previously officiated at UMass Dartmouth contests must complete a W9 Form (request for Taxpayer ID) (Attachment 6) and Vendor Information Form (Attachment 7). Available on-line at www.umassd.edu/administrativeservices/manual.cfm ProCard Purchases The University ProCard enables you to quickly and conveniently make small purchases of approved commodities directly from vendors that accept the MasterCard credit card. Using the ProCard eliminates the need for generating a purchase order for small purchases. When making a purchase, you must inform the vendor that the University is tax-exempt. The UMass tax exempt number is 04-3167352. ProCard applications are available from the Athletic Department Account Manager. Prior to receipt of your card, you will be required to attend a brief orientation with the University ProCard Administrator to go over the provisions for card usage and recordkeeping requirements. Each cardholder is responsible for their own recordkeeping. Original card statements, as well as sales slips, cash register receipts and packing slips must be maintained in a file which allows for timely retrieval as required by internal and external auditors, and by the Controller's Office. For questions pertaining to restrictions on purchases or any other questions pertaining to proper use of the ProCard, please contact the University ProCard Administrator in Administrative Services at X8084. Direct Reimbursement for Expenses Direct reimbursement for expenses is permissible only for approved travel expenses or under extraordinary circumstances. You must complete a "Direct Reimbursement Request" (Attachment 8) for any funds requested. On this form you should indicate your PeopleSoft account number, name, payee and the reason for the purchase or expense. Please avoid using your own funds for purchases or services. Available on-line at http://www.umassd.edu/fiscalaffairs/forms.cfm FITNESS CENTER Fitness Center Staff Greg Homol - Fitness Center Director Don West - Fitness Center Assistant Dan Guertin- Fitness Center Assistant/Assistant Athletic Trainer Reception Desk - 508 910-6921 Mission Statement The goal of the UMass Dartmouth Fitness Center is to provide quality programs in the areas of strength and conditioning, general fitness, recreation, and aerobics to the entire UMass Dartmouth community. To give students and employees an opportunity to maintain health and relieve stress in a friendly and relaxed atmosphere. To be a resource for questions and concerns related to health and fitness. Fitness Center Overview 1. All Fitness Center patrons must present an Athletic Department issued ID prior to using the fitness center. This includes athletes using the fitness center for during practice, (requires special permission - See #2), after practice, or for rehab purposes. 2. Due to the extremely high volume of students using the fitness center, mandatory team workout sessions are not allowed unless prior approval is given by a fitness center staff member. This will only happen if the request is for a time of day when it is not very busy. Athletes should be encouraged to work out at a time that best fits their schedule. 3. The fitness center staff is highly trained in the areas of strength training and conditioning and welcomes the opportunity to work with teams inside and outside of the fitness center (time permitting). Feel free to stop by with any questions and let us know how we can help you build and maintain a successful program here at UMass Dartmouth. Coaches are required to be present during any training session that takes place during a scheduled practice. 4. Weekly workouts are available to all athletes and are generally categorized by pre-season, in-season, and off-season. Although these workouts are not mandatory they are highly encouraged as they are designed for athletic enhancement and injury prevention rather than traditional bodybuilding. Hours of Operation: Regular Semester - Monday - Wednesday 7:00am- 11:00pm Thursday - Friday 7:00am - 9:00pm Saturday - Sunday 10:00am- 5:00pm
Monday Holidays Closed on Sunday - Open Sunday Hours on Monday Breaks Monday - Thursday 7:00am - 7:00pm Friday 7:00am - 5:00pm Saturday & Sunday Closed Closed on Holidays The Fitness Center will be open 12:00noon - 5:00pm during school cancellations due to inclement weather and other such emergencies unless the situation is too severe to do so. Call the reception desk and/or check the website for information on closings or schedule changes. All instructional classes are cancelled when the university is closed. ACADEMIC SUPPORT The Academic Support Services area within the Department of Athletics attempts to support both student athletes and coaches as they work to negotiate the balance between academic and athletic responsibilities. This is accomplished through a variety of approaches which can have a very positive effect on student achievement if embraced by both athlete and coach. These areas include: Progress Reports: Twice a semester Academic support services will send out progress report requests to all professors who have struggling student-athletes in their class. Reports for these students are requested by coaches at the beginning of the school year, and by academic record at the beginning of the second semester. These report requests are sent out in the 7th and 11th weeks, and are given to coaches on a weekly basis. UMass Dartmouth has no official mid term grade report policy.....returning these requests is entirely at the discretion of the professor. "Great Grades": For several years, the Department has funded a one hour seminar presentation on study habits necessary for both academic and athletic achievement. It is the firm belief that the habits and behaviors central to athletic success are the same ones necessary for academic achievement as well. This presentation, usually given twice in early February, is for all freshmen and sophomores who had a 2.3 GPA or lower in the fall semester. When possible, this presentation will be followed by an extensive semester skills building workshop, small groups and one on one interaction. Freshman Scheduling: Working with the Academic Advising Center, the Athletic Department attempts to gain academic schedules for incoming freshman athletes which allows them to make practice in the fall semester with a minimum of interruption due to class conflicts. This is available both for fall teams and out of season teams with non-traditional seasons, as well as winter teams which start in mid to late fall. Peer Advising: This program, run in conjunction with the Counseling Center, gives selected peer athletes opportunities for growth in leadership areas and personal growth, while at the same time aiding teammates with personal issues or questions dealing with the university system and structure. Peer Advisors are selected each year by coaches from every team, and that peer advisor works within that team. Faculty Liaison: Each team has a faculty member (or two) who act as a resource for coaches in helping their student athletes with academic and administrative problems which may develop in the course of the year. Important: Division III athletes are students first, and as such, are expected to use the same academic counseling services as the rest of the student population. Academic support services within the Athletic Department seeks to supplement, not supersede, all regular support services available to all students. TEAM TRAVEL POLICY Team travel requiring hotel, round trip air, ground transportation and meal money. Budget: * Head Coach and Assistant Coaches round trip airfare. Fund Raising Money: Game officials and any other administration of the contests you are participating in, should be paid for by the host institution. To view the following attachments please click on the links below: Attachment 1 -http://www.umassd.edu/fiscalaffairs/forms.cfm#af Attachment 2 -http://www.umassd.edu/peoplesoft/forms.cfm Attachment 3 - Attachment 4 - Attachment 5 - Attachment 6 - Attachment 7 -http://www.umassd.edu/administrativeservices/assets/vendor_info_form_rev06_06.pdf Attachment 8 -http://www.umassd.edu/fiscalaffairs/forms.cfm Appendix A ATHLETICS DEPARTMENT PHILOSOPHY The University of Massachusetts Dartmouth places highest priority on the overall quality of a student's educational experience and on the successful completion of all students' academic programs. We seek to establish and maintain an environment in which a student-athlete's athletics activities are conducted as an integral part of the student-athlete's educational experience. We also seek to establish and maintain an environment that values cultural diversity and gender equity among our student-athletes and athletics staff. To achieve this end, we: 1. Place special importance on the impact of athletics on the participants rather than on the spectators and greater emphasis on the internal constituency (students, alumni, institutional personnel) than on the general public and its entertainment needs; UMass Dartmouth believes that athletics provide an avenue for students to gain valuable opportunities for personal growth. These experiences, coupled with the knowledge acquired in the academic arena, help our institution provide a well-rounded education to our students. Appendix B - the following link brings you to a summary of the NCAA Regulations - Division III http://web1.ncaa.org/web_files/compliance_forms/d3/DIII%20Summary%20of%20NCAA%20Regulations.doc Appendix C - the following link brings you to Student Athlete Statement - Division III http://www.ncaa.org/wps/ncaa?ContentID=1612 Appendix D -the following link brings you to the Drug Testing Consent - Division III Appendix D-1 - the following link brings you to the Drug Testing Consent - Division II Year-Round Pilot http://www.ncaa.org/wps/ncaa?ContentID=1612 Appendix E - The following link will bring you to the athletic training handbook
Appendix F- Pre-Season Roster Submit to: Director of Athletics, Associate Director of Athletics, Compliance Coordinator, AthleticTrainer, Equipment Room Manager and Sports Information Director
SPORT______________________________________________YEAR_____________
_____________________________________ _____________________________ Signature of Head Coach Date
Appendix G-
Season Summary (Attach Complete Results, Statistics, etc.)
Sport: ________________________________ Year:________________________
Head Coach:____________________________Assist(s):_________________________
_______________________________________________________________________
Team Captain (s):________________________________________________________
Team Record: Won _______ Lost _______ Tied_______
Season's Highlights:________________________________________________________
________________________________________________________________________
________________________________________________________________________
Team/Individual Awards:____________________________________________________
_________________________________________________________________________
_________________________________________________________________________
Team Weaknesses:__________________________________________________________
_________________________________________________________________________
Projections & Needs:________________________________________________________
_________________________________________________________________________
Additional Comments:_______________________________________________________
_________________________________________________________________________
_________________________________________________________________________
______________________________ _______________________________ Signature of Head Coach Date
Appendix H-
Letter Winner Sheet
SPORT:_____________________________________ Year:_________________________
FULL NAME (Alphabetical) AWARD (1st, 2nd, 3rd, 4th)
_____________________________________ _________________________________ Signature of Head Coach Date
Appendix I- Date Sent_______________ Date Received ___________ Student-Athlete Interest Sheet
Student's Legal Name ________________________________D.O.B.______________________
UMD Student ID # ____________________________H.S.______________________________
MAJOR _____________________________ Freshman ____________ Transfer _____________
The Athletic Department has an interest in this candidate. Please direct the Green Sheet response in the box to the left of the indicated sport and head coach.
Sport Name To be filled in by the coach:
_____ Baseball Robert Curran Please rate the prospective student athlete with a score X 8721 rcurran@umassd.edu of 1- 5, according to the scale below: More than one possible
_____ Basketball (Men's) Brian Baptiste
X 8724 bbaptiste@umassd.edu _____ Basketball (Women's) Amanda Van Voorhis X 9114 avanvoorhis@umassd.edu _____ Competitive Cheer. Scott Bouchard X 8717 cheerscottieb@aol.com _____ Cross Country (M&W) Jonathan Hird X 8725 jhird@umassd.edu _____ Equestrian Katelyn Holiday X 8720 Katelynholiday @hotmail.com _____ Field Hockey Nicole Castonguay X 6598 ncastonguay@umassd.edu _____ Football Mark Robichaud To be filled in by the Admissions Officer X 9173 mrobichaud@umassd.edu _____ Golf Joel Baptista Informational Only: X 9528 joelbap03@yahoo.com _____ Ice Hockey John Rolli _____Accepted (no more action needed) X 8723 jrolli@umassd.edu _____ Lacrosse (Men's) Kevin Mahoney _____Accepted to Pathways (no more action needed) X 9179 bgkev@aol.com _____ Lacrosse (Women's) Gerald Jennings _____ Denied (Notes on the back of this sheet) X 9255 gjennings@umassd.edu
_____ Soccer (Men's) Henry Almeida X 8170 halmeida@umassd.edu _____ Soccer (Women's) Carla DeSantis X8842 cdesantis@umassd.edu _____ Softball Kelly Roy-Sale X8733 kroy@umassd.edu _____ Swim. & Diving(M&W) Cathy Motta X 6462 cmotta@umassd.edu _____ Tennis (Men's) Tom Mendell X 8124 tmendell@umassd.edu _____ Tennis (Women's) Ralph Perry Darcy Stevens X8613 Steve Briggs X8606 X 8124 crperry99@yahoo.com Wayne Williams X8612 Woodrow Wilson X8607 _____ Track & Field (M&W) Steve Gardiner Kathleen Magnusson X9106 Steve Kesman X9107 X 6470 sgardiner@umassd.edu Kelley Mahoney X6620 _____ Volleyball Steve De Rossi NOTE: e-mail is acceptable. (Additional notes on back) X 8717 sderossi@umassd.edu
Appendix J-
UNIVERSITY OF MASSACHUSETTS DARTMOUTH INTERCOLLEGIATE ATHLETICS PLAYER INFORMATION SHEET
ACADEMIC YEAR:
SPORT:__________________________POSITION_________________UNIFORM #:______HOME_____AWAY_____
NUMBER OF YEARS OF COLLEGIATE PARTICIPATION AT UMASS DARTMOUTH____________________________
NUMBER OF YEARS OF COLLEGIATE PARTICIPATION AT ANOTHER INSTITUTION__________________________
INSTITUTION TRANSFERRED FROM:_________________________________________________________________
PERSONAL DATA
ON CAMPUS ADDRESS
OFF CAMPUS ADDRESS
HOME ADDRESS
PARENT INFORMATION
HIGH SCHOOL VARSITY PARTICIPATION
VARSITY PARTICIPATION AT PREVIOUS COLLEGE:
VARSITY PARTICIPATION AT UMASS DARTMOUTH
LOCAL NEWSPAPERS (INCLUDE DAILY & WEEKLY PAPERS IN YOUR HOMETOWN)
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