Lion Athletics Policies & Procedures Manual Table of Contents. I. Statement of Philosophy...1. II. Mission, Core Values, Strategic Goals...

Transcription

1 Lion Athletics Policy and Procedures Manual

2 Lion Athletics Policies & Procedures Manual Table of Contents I. Statement of Philosophy...1 II. Mission, Core Values, Strategic Goals...1 III. Commitment Statement...1 IV. Athletics Department Mission Statement...2 V. Objectives of the Athletics Department...2 A. Periodic Review of Issues, Programs and Activities...3 B. Accommodations of Interest for New Sports or Teams and/or Expansion of Existing Programs and Teams...3 VI. Organizational and Administrative Structure/Chart...8 VII. Departmental Responsibilities A. Administrators...8 B. Coaches Responsibilities and Expectations...9 C. Team Rules and Regulations/Outside Employment...11 VIII. Athletics Committee and Faculty Athletics Representative A. Name...11 B. Purpose...12 C. Membership...12 D. Meetings...13 E. Role of the Faculty Athletics Representative...13 F. Specific Areas of Examination for the Athletics Committee...13 IX. NCAA Rules Compliance...14 A. Interpretation of Rules...14 B. Statement of Adherence to NCAA, SLC, And University Rules...15 C. External Compliance Review...15 D. Initial-Eligibility Certification...15 E. Continuing-Eligibility Certification...16 F. Transfer-Eligibility Certification...17 G. Walk On s...19 H. Academic Performance Program (APP data collection/penalty implementation). 19 I. Financial Aid Administration (individual and team limits)...20 Institutional Academic Awards...21 Additional Financial Assistance...22 Pell Grant...22 J. Recruiting...22 Official Visits

3 Unofficial Visits...25 Student Hosts...27 K. Camps and Clinics...28 L. Investigations and Self Reporting Rule Violations...28 M. Rules Education...31 N. Extra Benefits...32 O. Playing and Practice Seasons...34 P. Student-Athlete Employment...35 Q. Amateurism...35 Outside Sports Competition. 36 Institutional, Charitable, Education or Nonprofit Promotions...36 R. Pre Participation Paperwork...37 S. Participation List...37 T. Transfer and Financial Aid Appeals Process/ Withdrawal Process...38 X. Academic Support Services...39 A. Academic Policies...39 B. Missed Class Policy (Team Travel)...42 C. Graduation Rate, GSR and APR Goals...43 XI. Fiscal Management...44 A. Special Funds/Accounts...45 B. Ticket Operations...45 C. Complimentary Tickets...52 D. Complimentary Prospect Tickets...53 E. Southeastern Complimentary Player Tickets...54 F. Travel Individual Staff Members...54 G. Lodging, Meals, Registration Fees & Incidental Expenses...56 H. Team Travel...58 I. Travel Prospective Student-Athletes...61 J. Foreign Tours...63 K. Purchasing...63 L. Receiving...64 M. Property, Equipment and Facilities...64 N. Telephone...65 XII. Athletics General Policies...65 A. Public Relations...65 B. Discipline...66 C. Personnel Hiring Procedures Performance Review...66 D. Administrative Assistants...66 E. Office Hours...67 F. Security of Buildings...67 G. Billups Room...67 H. Fundraising...67 I. Leave...67 J. Application for Other Positions...67 K. Publicity

4 L. Special News Releases...68 M. Sexual/Racial/Gender Harassment...68 N. Monitoring Student-Athlete Time Demands...74 O. Student-Athlete Exit Interviews & Apparel Returns...75 P. Student Athlete Advisory Committee (SAAC)...76 Q. Special Assistance Fund Committee...77 R. Roster Management...77 S. Game Contracts and Confirmations...77 T. Student-Athlete Suspension and Appeals Process...78 U. Student-Athlete Achievements.. 79 V. Summer School and Fifth Year Aid...83 W. Student-Athlete Housing X. Hiring Process...84 XIII. Student-Athlete Health and Wellness Committee Substance Abuse Policy A. Drug Testing B. Alcohol Abuse Statement C. Substance Abuse Policy Consent Form. 97 XIV. Sports Medicine Policies...98 A. Southeastern Athletic Training Mission Statement...98 B. Southeastern Sports Medicine Policies...99 C. Medical Insurance Policies D. Medical Coverage Policies E. Team Travel F. SLU Sports Medicine Mental Illness Policy G. Sexually Transmitted Infection/Disease H. BLOODBORNE PATHOGENS EXPOSURE CONTROL PLAN I. LIGHTENING AND INCLEMENT WEATHER POLICY J. Summer Camp Medical Coverage K. Epi-Pen Policies and Procedures L. Intravenous (IV) Fluid Administration Policies and Procedures M. Emergency Oxygen Administration Policies and Procedures N. Exertional Heat Illness Protocol O. Emergency Management Policies & Procedures XV. Event Management A. Staging of Event B. Scheduling of Events C. Facility Use, Supervision and Safety Sharing of Facilities Supervision of Facilities/Safety D. Golf Cart Policy E. Event Personnel F. Officials G. Security H. Concessions I. Media

5 J. Outside Events Scheduled In Athletic Facilities XVI. Booster Club- Athletics Interest Involvement A. The Lion Athletics Association B. Athletics Interest Involvement XVII. Social Media Policy

6 I. STATEMENT OF PHILOSOPHY Southeastern participates in intercollegiate athletics as an integral part of its educational program and considers the student-athletes as a contributing member of the student body. The department s primary goal is for the student-athlete to graduate with his/her academic class in one of the degree programs offered by the University. High standards of academic quality and a broad scope of academic endeavors provide educational opportunities for all students, including student-athletes. Lion Athletics adheres to the University s belief of offering a variety of opportunities for participation in varsity intercollegiate athletics for diverse participants. The emphasis in recruitment of student-athletes is regional, national and international in nature. As the Athletics program strives for prominence, it seeks to enhance the well being of both the university community and the general student population. As a member of the National Collegiate Athletic Association (hereafter referred to as the NCAA) at the Division I level, Southeastern is proud to follow appropriate practices and enforce legislation concerning such areas as eligibility, recruiting, practice and competition, admissions, financial aid, retention, and student-athlete graduation success. II. MISSION AND CORE VALUES OF THE UNIVERSITY MISSION OF THE UNIVERSITY The mission of Southeastern Louisiana University is to lead the educational, economic and cultural development of southeast Louisiana. CORE VALUES OF THE UNIVERSITY Excellence and Caring. Lion Athletics adheres to and supports the University s mission statement and core values, as well as its goals and vision. III. COMMITMENT STATEMENT It is the policy of Southeastern Louisiana University not to discriminate on the basis of race, color, creed, sex, national origin, age, or disability in its admission and recruitment of students, educational programs and activities, or employment policies. The University, in its relationship with students, faculty, and staff, always treats with absolute fairness all those who apply for membership in the Southeastern Community. This policy reflects the requirements of Title VII of the Civil Rights Act of 1964, as amended; the Equal Opportunity Employment Act of 1972; Executive Order 11246; Title IX of the Education Amendments of 1972, Sections 503/504 of the Rehabilitation Act of 1973, as amended; the Vietnam Veteran's Readjustment Assistance Act of 1974; Louisiana Executive Order 13; the Americans with Disabilities Act of 1990; the Civil Rights Act of 1991; Sections 799 A and 845 of the Public Health 1

7 Service Act, the Equal Pay and Age Discrimination Acts, Section 504 of the Rehabilitation Act of 1973, and Executive Order In creating departmental policies and procedures every effort has been made to comply with Southland Conference (hereafter referred to as the SLC) and NCAA rules and regulations and to implement all policies recommended by these authorities. This commitment encompasses all administrative and coaching aspects of the intercollegiate athletics program, as well as the management of student-athlete services and activities. IV. ATHLETICS DEPARTMENT MISSION STATEMENT To develop and maintain an Athletics program that emphasizes academic and competitive excellence and promotes the holistic development of the student-athlete and image of Southeastern Louisiana University within NCAA guidelines. Developing Leaders: 1. In the Classroom 2. In the Community 3. In Competition V. OBJECTIVES OF THE ATHLETICS DEPARTMENT Integrating the mandates established by Southeastern Louisiana University, the University of Louisiana System, the SLC and the NCAA, the Department of Athletics is guided by the following objectives: 1. Recruit student-athletes who are academically prepared to succeed in Southeastern s academic environment, provide equitable opportunities for men and women, and provide educational opportunities for those interested in athletic-related careers. 2. Operate all sport programs at the highest possible level of intercollegiate athletics competition and seek to affiliate with institutions demonstrating a similar commitment to academic excellence and institutional integrity. 3. Promote character development in student-athletes and contribute to the development of institutional morale, loyalty and school spirit. 4. Provide financial aid to student-athletes accepting athletically related scholarships and programs of counseling and other support services to all student-athletes as necessary. 5. Provide a means by which institutional alumni and the public at large identify with the university for mutually beneficial purposes. 6. Interface with booster groups that support the intercollegiate athletics program, maintain control of all donations and expenditures of funds that are handled by the booster groups and follow appropriate audit and accountability procedures consistent with Southeastern, The SLC and NCAA guidelines. 2

8 The policies, procedures and practices, which are needed to carry out these objectives, follow and constitute the body of this manual. A. PERIODIC REVIEW OF ISSUES, PROGRAMS, AND ACTIVITIES The department understands the value and importance of a continuous cycle of identifying and addressing issues which impact the department s operations, personnel, student-athletes and constituencies. As such, open professional communication by all those impacted by contemporary issues is encouraged. Issues are identified and addressed in a number of ways. 1. Monthly department-wide meetings. 2. Monthly head coach meetings (head coaches, selected administrators and applicable guests). 3. Annual orientation event for all staff and student-athletes. 4. Team meetings prior to participation and competition, which inform student-athletes of various policies, programs, expectations and specific personnel to contact with questions or concerns. The student-athlete handbook is also provided and summarized at this time. Separate sessions are conducted for student-athletes that initially attend at semester break or summer session. 5. The Student-Athlete Advisory Committee (SAAC) provides an avenue for student-athletes to bring to light any contemporary issues or concerns. 6. The department s website provides an efficient means for constituencies to communicate to the department s administration, coaches and staff (phone numbers and ). 7. The Student-Athlete Health and Wellness Committee continually explore issues, which impact the department and student-athletes. It serves as an oversight board for the department s drug testing program and is also active in programming, which addresses contemporary issues. 8. The student-athlete exit interview system provides an anonymous avenue for student-athletes to present issues and concerns from their intercollegiate athletic experience. 9. The Athletics Committee, chaired by the Faculty Athletics Representative, continually oversees and advises the department on all policy and procedures. Various areas of the department (e.g. compliance, academic support, external activities etc.) periodically present to the committee and are always available to address issues. The Athletics Committee on an annual basis approves the department s Policy and Procedures Manual, Student-Athlete Handbook, and Student-Athlete Health and Well-Being Policy. B. ACCOMMODATIONS OF INTEREST FOR NEW SPORTS OR TEAMS AND/ OR EXPANSION OF EXISTING PROGRAMS AND TEAMS The Plan 3

9 If approved by OCR, the following detailed plan would go into effect immediately, and additional questions would appear on the surveys for the academic year. Should survey results demonstrate that adequate interest exists to add a new varsity, club or intramural sport opportunity or team(s), feasibility study(s) triggered by the new plan standard will be promptly commissioned and Southeastern will prepare to act on sufficient interest and ability by adding opportunities for the academic year. The new plan will also appear in the Southeastern Louisiana University Athletics Policy and Procedures Manual pending OCR approval. Southeastern Louisiana University Plan to Effectively Accommodate Interests and Abilities in Athletics Opportunities Existing Sports: Southeastern is committed to fully funding and promoting opportunities for students who are members of the underrepresented sex to participate in varsity athletics at Southeastern. Southeastern remains committed to fully funding scholarships for current Division I women s sports to the maximum team equivalency or head count limitation permitted by NCAA legislation. Furthermore, no coach or athletics staff member at Southeastern should dissuade or reject walk-on students from trying out for the team. Walk-on additions are always encouraged when a member of the underrepresented sex demonstrates that she is talented enough to participate at the varsity level. No walk-on hopeful should be denied an opportunity to participate in athletics at Southeastern for a discriminatory reason. Each existing varsity sport at Southeastern should clearly promote and/or advertise an opportunity for non-athlete students at Southeastern to try out for the varsity team. The head coach for each sport should record the method in which try outs were advertised and provide the Title IX coordinator with a copy of the try out advertisement or notice. The head coach for each sport should be responsible for maintaining a list of students who expressed interest in trying out for the team and provide that list to the Title IX coordinator. A list of try out participants should also be recorded for each sport. Finally, actual walk-on additions should be processed through the Southeastern Walk-on Policy. Future Sports: Overview Southeastern is committed to meeting the interests and abilities of its students through continual assessments. In instances where information reflects that a new team or opportunity should be created, Southeastern is committed to providing such opportunities for members of the underrepresented sex. Individuals or groups are encouraged to express interest in the creation of additional athletic opportunities. Specifically, individuals or groups who are interested in adding a sport may schedule an appointment with the Athletic Director for the purpose of discussing the addition of a sport. 4

10 Southeastern will evaluate interest and ability of student participation in sports at the varsity, club and intramural level using the Entering Freshmen Survey and the Current Student Survey. The Entering Freshmen Survey is administered to all incoming freshmen while the Current Student Survey is administered to a representative random sample of all students. Other mechanisms that may be used to monitor student interest and ability will include conducting annual open forums with the student body, periodically reviewing sports offered by local high schools and through rotating questions that appear on the athletics website homepage. Interest Standard A Feasibility Study can be commissioned based on a finding that sufficient interest may exist to warrant the creation of a new team or opportunity for members of the underrepresented sex to compete in athletics. Specifically, Feasibility Study Committee Meetings can be triggered in one of two ways: 1. At the Athletic Director s Discretion 2. By minimum interest reflected in either the Entering Freshman or Current Student surveys 1. Athletic Director s Discretion The Athletic Director has the discretion to call a Feasibility Study if he or she receives information that leads him or her to believe that adding a new sport or opportunity should be looked into. Examples of situations that can prompt the Athletic Director calling a Feasibility Study include, but are not limited to: Individuals or Group on campus arranging a meeting with the Athletic Director and expressing a legitimate interest in adding the sport Athletics website homepage question responses revealing that there is a high interest among the underrepresented sex to add a sport or sports The emergence of a sport among competitor collegiate institutions in the region The emergence or sponsorship of a sport among high school and preparatory schools in the region in which most of the institutions students come from 2. Survey Responses Feasibility Study Committee Meetings will be mandatory if the minimum number of students who are members of the underrepresented sex respond that they are interested in participating in a particular sport at either the varsity, club or intramural level. The minimum number of students necessary to trigger the committee meeting will depend on the sport and level. Varsity level interest necessary to trigger a Feasibility Study Committee Meeting is the minimum number of students necessary to field a full Division I team in that respective sport. Club level interest necessary to trigger a Feasibility Study Committee Meeting is also based on the 5

11 minimum number of students necessary to field a full Division I team in that respective sport. Intramural level interest necessary to trigger a Feasibility Study Committee Meeting is 5% of the student population of members of the sex of the respondent. Minimum Number of Interested Students Minimum Number of Interested Students necessary to trigger Feasibility Study Committee Meeting by Women s Sport: Sport Minimum No. W Basketball 15 Bowling 8 Cross Country 18 Equestrian 38 Fencing 16 Field Hockey 23 Golf 8 Gymnastics 18 W Ice Hockey 24 Lacrosse 28 Rifle 6 Rowing 64 Rugby 19 Sand Volleyball 15 Skiing 15 Soccer 28 Softball 20 Swimming/Diving 28 Tennis 9 Indoor Track 40 Outdoor Track 40 Volleyball 15 Water Polo 21 Ability Standard If interest in a particular sport is high enough that a Feasibility Study is commissioned, it is the 6

12 obligation of the Feasibility Study Committee to assess the ability of interested students. Sufficient ability to warrant creation of a team or opportunity will naturally vary depending on the level of competition. Generally, The Feasibility Study Committee should assess ability the following way: Varsity Ability to participate in Division I athletics based on responses to surveys. Committee should look at highest level in which student competed in sport, whether student was recruited by other intercollegiate institutions, ranking or other objective metrics of performance pertinent to a particular sport, and tournament or competition finishes. Club Committee should assess or formulate a method to assess whether interested students could reasonably participate in the sport at the Club level. Intramurals Ability should not be assessed for the creation of intramural opportunities. Feasibility Study Committee Should adequate interest on the part of students who are members of the underrepresented sex exist to warrant further evaluation of a sport, Southeastern will promptly commission a Feasibility Study. A Feasibility Study must include at least the following participants: Athletic Director Title IX Officer Senior Women s Administrator Vice President of Administration and Finance Faculty Athletics Representative The Director of Facility Planning The Director of Recreational Sports and Wellness It is strongly encouraged that other appropriate athletics or staff representatives be included as necessary. A report of the Feasibility Study findings should be drafted and shared with the University President. Feasibility Study Committee Objectives The objectives of the Feasibility Study Committee are as follows: Confirm that an appropriate level of interest exists to warrant a Feasibility Study o Entering Freshman Survey or Current Student Survey Varsity The number of students needed to fully field a Division I team in that sport Club The number of students needed to fully field a Division I team in that sport 7

13 Intramural 5% interest among either o Meeting Called by Athletic Director The Athletic Director has the discretion to commission a Feasibility Study Committee Meeting due to any information that he or she deems sufficient to warrant a Feasibility Study Committee Meeting. This could include, but not be limited to, responses to rotating questions on the athletics website homepage, responses to meetings or requests to add a sport(s) by individuals or groups on campus, data indicating that similar collegiate institutions or high schools are sponsoring a particular sport at a high rate, or other information. Assess Ability of students to compete at the level of indicated interest o Varsity Committee should look at survey responses and other non-discriminatory data to assess whether interested students could reasonably participate in the sport at the Division I Level o Club Committee should assess or formulate a method to assess whether interested students could reasonably participate in the sport at the Club level o Intramural Abilities should not be assessed for intramural participation Assess Feasibility to Add a Sport if sufficient interest and ability exists o Division I Are there other competitors and competitive opportunities in the region? If so, financial plan for adding the sport Facilities plan for constructing or sharing facility to add sport Other administrative and NCAA considerations o Club Are there competitive opportunities in the region Would intramurals provide a better and more reasonable alternative If club team is appropriate, then financial and facility planning Coordination with Director of Recreational Sports and Wellness o Intramurals Coordination with Director of Recreational Sports and Wellness Facility Considerations VI. ORGANIZATIONAL AND ADMINISTRATIVE STRUCTURE The organizational and administrative structure flowchart provides a graphic overview of lines of responsibility for all personnel within the Athletics Department (The Organizational Chart is Available in the Athletics Director s Office). The Athletics Committee, a majority of whose members are full-time university faculty, approves all policies and procedures that govern the Athletics Department. The university accepts full responsibility for complying with and adhering to NCAA eligibility rules as identified in the NCAA manual. VII. DEPARTMENTAL RESPONSIBILITIES A. ADMINISTRATORS The Athletics Department of Southeastern Louisiana University operates programs, which require 8

14 the trust and support of the student-athlete and the public. In fulfilling these responsibilities the Administrators shall: 1. Administer all fiscal operations in accordance with University and the University of Louisiana System policy and establish procedures to ensure adherence by all coaches and staff members 2. Establish administrative policies and procedures that aid in achieving athletic goals and maintain sound academic standards 3. Keep abreast of conference and NCAA activities and attend required meetings to aid in formulating University policies 4. Provide leadership for and supervision of compliance with rules and regulations by coaches, friends and supporters of the University 5. Provide leadership in the promotion of all intercollegiate sports 6. Provide supervision, leadership and assistance in athletic fund raising 7. Engage in an appropriate level of involvement with media, contributors, alumni, and friends of the University 8. Exercise general responsibility for maintaining and upgrading, as needed, intercollegiate athletic facilities 9. Be thoroughly familiar with and comply with all Southeastern and University of Louisiana System policies and the policies of the NCAA and SLC. Failure to abide by these policies will result in appropriate disciplinary action, including possible suspension or termination. Athletically Related Income & Benefits from Sources Outside the Institution NCAA Bylaws 11.2 and require that all athletic department staff members provide an annual, detailed accounting to the CEO 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 (App. Form 1). B. COACHES RESPONSIBILITIES AND EXPECTATIONS 1. The head coach is directly responsible to the Director of Athletics. Each coach must also work closely with the associate and assistant athletics directors and with all others involved with carrying out the philosophy and objectives of the intercollegiate Athletics program. 2. The head coach is responsible for administering all aspects of the program under his or her charge, including financial management of his/her budget, coaching, recruiting, promoting, making grant-in-aid recommendations, practice and competition scheduling, making travel arrangements, requisitioning equipment, supervising assistants, keeping abreast of the academic standing of the student-athlete and fulfilling such other related duties that might arise 9

15 or be assigned. Adherence to all University and departmental procedures and policies is mandatory. 3. All assistant coaches are directly responsible to the head coach in their respective sports. The head coach will annually evaluate each assistant coach s job performance. This performance evaluation will include aspects of adherence to NCAA and SLC rules and regulations (recruiting logs etc.). 4. All coaches must be thoroughly familiar with and comply with all Southeastern policies and the policies of the NCAA and SLC. Failure to abide by these policies will result in appropriate disciplinary action, including possible suspension or termination. NOTE: All coaches shall be certified per NCAA ll each year. 5. Coaches are expected to exhibit a high level of expertise in their professional fields. They also must treat the academic requirements necessary for progress toward a degree as a matter of highest priority for the student-athletes in their charge and must actively encourage them to succeed academically and graduate. Coaches should be sensitive to final examination schedules for the student-athletes when scheduling practice sessions. 6. It is expected that coaches in all sports will represent the University on the highest professional level with dignity, integrity, and strength of character and will exhibit ethical behavior. Unsportsmanlike behavior or any behavior which is deemed detrimental to college athletics or the University can lead to suspension and/or dismissal. Coaches must respect the rights and dignity of each student-athlete. They also must display sensitivity to situations that may arise from racial, ethnic, gender and any orientation differences. 7. Head coaches will serve as a primary educator to student-athletes concerning NCAA and SLC rules and regulations. In addition they will assist in the monitoring of student-athletes in situations where these rules apply. 8. Each coach must provide the student-athletes with program rules, guidelines and pertinent information in written form. These rules are to be previously approved by the Athletics Director and a copy provided to the Athletics Director and applicable sport supervisor. Since coaches view conduct, discipline and responsibility somewhat differently, the following general rules are suggested for the purpose of aiding coaches in the formulation of rules of conduct for their sport: 1. Explain the importance of pride, dedication and adherence to regulations. 2. Determine the student's educational ambitions and help him/her to reach these goals. 3. Emphasize that intercollegiate competition should help the student-athlete develop emotional control, discipline, perseverance and the ability to think and act under pressure. 4. List the available "aides" such as tutors and counselors. 5. Review rules of conduct, dress, and appearance. 6. Review the responsibilities to the school, team, state, family and self. 7. Explain to each student-athlete the eligibility requirements for participation and financial aid. 10

16 9. All coaches (head and assistants) are prohibited from contacting university faculty members and employees in admissions, financial aid and the registrar s office regarding any studentathlete matters. Communication with these parties will be directed through the compliance coordinator, the academic support staff and/or other applicable administrative personnel. Failure to follow this prohibition will be considered an act of insubordination and the employee will be subject to appropriate corrective consequences as allowed by the University. C. TEAM RULES AND REGULATIONS/OUTSIDE EMPLOYMENT 1. Pursuant to approval by the Director of Athletics, each head coach is expected to establish and publish rules and regulations regarding the general conduct of student-athletes in his or her charge. These rules and regulations will cover appearance, practice and class attendance, academic responsibility, punctuality, dress code and appearance of student-athletes on team trips, and general standards of behavior. It is a policy of the Athletics Department that each coach make clear to the student-athletes in his or her charge the acceptable and understandable standards of behavior and conduct for student-athletes that are expected. Each coach also will make clear that appropriate disciplinary action will be enforced by the coaches when these standards are not observed. 2. It is the responsibility of the coach that student-athletes realize their responsibilities. A studentathlete must realize and understand that he or she is an amateur athlete and that financial aid has strict limitations as governed by the institution, the SLC and the NCAA. Each studentathlete must conduct themselves in a manner which properly represents collegiate athletics, the institution, the department and the sport program. 3. The Director of Athletics or their designee will meet with each team prior to practice to review and summarize all applicable and pertinent NCAA, SLC and Southeastern policies and procedures. Student-athlete handbooks will be distributed at this time. 4. The department must advise student-athletes that the University prohibits any connection with gambling and/or gambling interests by Athletics Department personnel, including studentathletes. Officials of the University, Athletics Department personnel, and students (athletes or non-athletes) are directed to report any solicitation to become a party to sports bribery. Failure to report such incidents will be regarded as a serious offense and will be cause for appropriate disciplinary action. 5. Any employment on a full or part-time basis outside the University must have prior approval by the Director of Athletics and the President. All athletically related income must be reported to the University through the Director of Athletics by July 1 annually. This policy includes sport-related camps and clinics. The Disclosure of Outside Employment form must be completed and submitted before any work can be done. This form can be found in the Appendix. (App. Form 2 parts 1&2) VIII. ATHLETICS COMMITTEE AND FACULTY ATHLETICS REPRESENTATIVE A. NAME 11

17 Athletics Committee B. PURPOSE Southeastern Louisiana University encourages intercollegiate athletics to provide students with the opportunity to engage in competitive activities that aid in the development of skills, good sportsmanship, leadership, self-discipline, and improved community relations. To enhance these opportunities the University is a member of the NCAA and as such agrees to administer its Athletics programs in accordance with the constitution and bylaws of that organization. Under these regulations the control and responsibility for the conduct of intercollegiate athletics shall be exercised by the institution. The University fulfills the charge of oversight by administrative and faculty participation through the Athletics Committee. The primary function of the Athletics Committee is to approve all policies and procedures governing the Athletics Department and the Intercollegiate Athletics Program of the University. By its actions the Athletics Committee shall uphold all academic standards and policies as set forth by the university. This committee shall supervise all participation of intercollegiate athletics. It shall advise the President of the University and/or the Faculty Representative concerning the expenditure of athletics funds and various personnel issues and act as liaison between the University, the SLC and the NCAA. The Faculty Athletics Representative (FAR) will review performance by institutional and athletic personnel of compliance tasks and responsibilities periodically and report to the Athletics Committee. C. MEMBERSHIP The Provost shall poll the faculty to determine which faculty members would like to serve on the Athletics Committee. Upon receipt of the completed survey, the Provost and the President of the Faculty Senate shall confer to nominate faculty members to serve on this committee. These nominations are forwarded for final approval to the President. The term of service is two academic years. To provide continuity only one half the faculty members shall be replaced each academic year. The committee shall be broad-based and composed of faculty, administrators, the NCAA Compliance Officer, students and may include alumni or Booster Club members. Presently, the committee is composed of a majority of teaching faculty, the Compliance Officer, one student and four administrators. The faculty and administrative members shall be of sufficient majority even if more than a simple majority is required by parliamentary procedures. The committee shall include a chairman appointed by the President of the university. Presently, the committee chairman also serves as the FAR. Both the committee and the FAR have direct reporting lines to the university President. Sub-Committees: There are standing sub-committees of the Athletics Committee: 1. Academic Support 2. Gender Equity, Diversity and Student-athlete Well-Being 12

18 3. Facility Committee Membership on these sub-committees does not need to be limited to members of the Athletics Committee. D. MEETINGS Meetings are generally held monthly throughout the academic year. Emergency meetings shall be called by the Chairman with at least forty-eight (48) hours notice. Generally speaking, Roberts Rules of Order shall apply. A majority of the membership is required for business. a. Minutes - The chairman shall select the recording secretary each year. Minutes will be recorded at each meeting and dispersed to committee members and Athletics Director prior to the subsequent meeting at which time the committee will approve them. b. Agenda - Items to be placed on the agenda shall be submitted to the secretary prior to the meeting. c. Voting - Votes at meetings shall be by show of hands and the results will be noted in the minutes. A simple majority shall rule. Amendments shall remain on the table for one month. Votes may be taken by phone poll or with the same requirements for passage or failure of the motion. d.documents - Files shall be maintained on all actions of the Committee. E. ROLE OF THE FACULTY ATHLETICS REPRESENTATIVE The FAR serves as the liaison for the Athletics Committee and Athletics Department to the President of the University, representing the faculty's perspective in the governance of intercollegiate athletics. At periodic intervals the FAR is apprised by the Athletics Department of all matters relating to recruiting, admissions, academic progress, graduation rates, etc. The FAR reviews these as well as other matters brought to his/her attention to ensure that NCAA, the SLC, and University regulations are being strictly followed. The FAR will oversee, monitor, and review the student-athlete exit interview process and also is a member of the eligibility committee which is charged with oversight of the student-athlete eligibility process. F. SPECIFIC AREAS OF EXAMINATION FOR ATHLETICS COMMITTEE The Athletics Committee serves as a committee of oversight for various topics, plans and programs. The following is a list of topics that are to be brought to the committee by applicable athletics department personnel and the committee will scrutinize the status of such topics, plans and programs to determine if they are being appropriately addresses and/or implemented. Topic/Plan/Program Brought to Committee Lions Athletics Policies and Procedures Manual Fall Annually Student-Athlete Handbook Fall Annually 13

19 Missed Class Time All Sports Summer/Fall Annually Gender Issues Plan Fall Annually Diversity Issues Plan Fall Annually Compliance Overview Fall Annually Review Academic Center Policies Fall Annually Budget Review Fall Annually Personnel Review Fall Annually Facility Needs and Issues Fall Annually and as needed APR Status and Improvement Plans Spring Annually Tier One Housing Allowance Spring Annually Entering Freshman Survey Current Student Survey Spring Annually Academic Support Internal Review Spring Annually Academic Support Program External Review Spring of Even Number Years Beginning 2013 External Compliance Review Spring of Every 4 th Year Beginning Spring 2013 Retention and Graduation Reports Spring Annually Student-Athlete Substance Abuse Program Education and Testing Policy Spring Annually Annual Scholarship Awards by Gender Spring Annually Commitment to Diversity Statements Spring Annually IX. NCAA RULES COMPLIANCE Southeastern athletics is committed to following NCAA, SLC, State of Louisiana, University of Louisiana System and University rules, policies and procedures. Staff members, student-athletes and supporters will adhere to both the letter and the spirit of such rules, policies and procedures. All Athletics Department personnel having duties that are related directly or indirectly with NCAA rules and regulations, and interpretations shall receive a contract or appointment letter containing a statement concerning the obligation to follow these policies and procedures and the possibility of consequences including dismissal if violation of such policies occur. All personnel will annually sign by September 15 a certification of compliance for staff members of the athletics department, which declares their awareness of, and adherence to NCAA rules and regulations. Further, it acknowledges the requirement to report any and all violations or possible violations of such policy to the appropriate campus contact. This signed document will be kept in the Compliance Office. A. INTERPRETATION OF RULES The following procedure is to be followed by all Athletics Department personnel (coaches and staff) when questions pertaining to interpretations of NCAA rules and regulations arise. 1. Consult the NCAA Manual (hardcopy and also on-line). 2. If a question remains unanswered or there is a "shadow of a doubt" concerning a specific NCAA rule, consult with the Compliance Office. Also, complete the Official Interpretation Request Form and submit it to the Compliance Office in order to keep a record of the request (App. Form 3). 14

20 3. If interpretation of the regulation still remains unanswered, the Compliance Office will contact the SLC, NCAA Office or the FAR for interpretation of the ruling in question. 4. Athletics department personnel are not to make direct inquiries to the SLC or the NCAA Office for rule interpretations. 5. All interpretations that require more than a brief manual reference are to be communicated in writing to all applicable parties and retained in written form (hard copy on file and/or electronic). B. STATEMENT OF ADHEARANCE TO NCAA, SLC AND UNIVERSITY RULES All employees and student-athletes of the Athletics Department of Southeastern Louisiana University are expected to follow the rules of the NCAA, the SLC and the University. As a stated condition of employment, employees who violate the rules could be subject to suspension without prior notice and without pay or termination of employment at the discretion of the President based on the recommendation of the Athletics Director. Likewise, student-athletes are subject to action by the sports program, the athletics department, the University and held to disciplinary guidelines set forth by the Department, the University, the SLC and the NCAA. C. EXTERNAL COMPLIANCE REVIEW The Department/University will undergo an external review of its compliance program/system every four years. Generally a representative of the SLC will conduct this review. D. INITIAL-ELIGIBILITY CERTIFICATION (Incoming Freshman Student- Athletes) The NCAA Eligibility Center will determine the initial eligibility of student-athletes. The Request for Scholarship form (App. Form 4) will be completed for any incoming student-athlete, whether the student-athlete is an incoming freshman or transfer student. The following is the procedure that is followed to determine and communicate this eligibility. 1. Each program will be responsible for providing to the compliance office accurate and up-todate recruiting information (identification of those prospective student-athletes being recruited and required documentation concerning the prospect) via Assistant Coach Systems (ACS). 2. The compliance office will create and maintain a master listing of all prospects for each sport program (including those that have or have not signed a letter-of-intent or grant-in-aid). 3. The listing will contain information in two areas: 1. NCAA Eligibility Status (Eligibility Center) 2. Admissions Status 4. The compliance office will continually update the list to identify the eligibility and admissions status of the prospect. This information will follow the eligibility policies of the 15

21 NCAA, SLC and Southeastern Louisiana University. 5. Sport programs are responsible to work with each prospect to secure pending eligibility and admissions information. 6. The compliance office will work closely with the admissions office and will be the department contact to verify eligibility and admission status of prospective student-athletes. 7. The NCAA Eligibility Center will declare the eligibility status of all incoming high school prospects. 8. The sport program s master list with eligibility and admission information will serve as the official document from the compliance office to the sport program identifying the eligibility and admission status of all incoming freshman. 9. The SLC Eligibility to Compete Initial and Mid-Term Declaration form (App. Form 5) will then be completed listing all eligible student-athletes for a sports program. This form will be signed by the certifying officer or their designee, at least one additional person per the official form requirements, and the sport s head coach and provided to the conference office prior to a sport program s competition with another institution. These documents will be retained in the compliance office for no less than seven years. E. CONTINUING-ELIGIBILITY CERTIFICATION (Existing Student-Athletes) The certification of continuing eligibility for existing student-athletes is one, which involves a cumulative effort of personnel inside and outside of the department of athletics. The purpose of the process is to certify that existing student-athletes are meeting NCAA, SLC and Institutional standards concerning progress towards degree. It is imperative that each Head Coach completely fill out the Scholarship Renewal Processing Form (App. Form 6) for ALL scholarship student-athletes in order to have the aid processed quickly and efficiently. If the aid is not renewed or is canceled, be sure to list the reason. The Eligibility Committee The purpose of the eligibility committee is to ensure educational professionals outside of the athletics department verify and confirm the eligibility/progress towards degree status of studentathletes. The certifying officer is Dean or Director of Enrollment Services (as of Fall 2009). The Eligibility Committee will work with the certifying officer and validate data used in determining progress towards degree such as degree-applicable hours, grade point average, percentage towards degree, six-hour rule, twenty-four hour rule and eighteen hour rule. The compliance coordinator will continually educate the committee on current and new NCAA legislation. At the completion of each semester or at other applicable times (e.g. subsequent to interim classes) the eligibility status of each student-athlete will be determined and verified by: 1. The Senior Compliance Administrator (member of the eligibility committee) 2. The Asst. Athletics Director of Academic Services (member of the eligibility committee) 3. Representative of Enrollment Services (member of the eligibility committee) 16

22 4. The FAR (member of the eligibility committee) 5. The Head Coach 6. The Director of Athletics A file for each student-athlete containing applicable academic information used to determine continuing eligibility will be retained in the office of enrollment services and the compliance office. These files will be updated with contemporary transcripts and other academic information such as class drop/add and changes of major forms. The file will also contain a SLC Eligibility Verification for Student-Athletes Entering After August 2003 form (App. Form 7), which tracks all pertinent eligibility information and the semester-by-semester progress of the student-athlete. The Eligibility Verification for Student-Athletes Entering After August 2003 form will be completed and reviewed by the eligibility committee. Consensus among all committee members is required to certify the continuing eligibility of a student-athlete. The SLC Eligibility to Compete Initial and Mid-Term Declaration form will then be completed listing all eligible student-athletes for a sports program. This form will be signed by the certifying officer or their designee, at least one additional person per the official form requirements, and the sport s head coach and provided to the conference office prior to a sport program s competition with another institution. These documents will be retained in the compliance office for no less than seven years. The athletics academic support staff to the student-athlete on a continual basis will communicate student-athlete eligibility and progress towards degree standing each semester. This information is valuable to the student-athlete and will assist them in class scheduling and progressing towards degree in a timely manner. F. TRANSFER-ELIGIBILITY CERTIFICATION (Transfer Student-Athletes) The certification of eligibility for transfer student-athletes is one, which involves a cumulative effort of personnel inside and outside of the department of athletics. The purpose of the process is to certify that transfer student-athletes are meeting NCAA, SLC and Institutional standards concerning progress towards degree. The Asst. Athletic Director of Academic Services is the certifying officer for determining the eligibility of transfer student-athletes. The following is the procedure that is followed to determine and communicate this eligibility: 1. Each program will be responsible for providing to the compliance office and the Asst. Athletic Director of Academic Services accurate and up-to-date recruiting information (identification of those prospective transfer student-athletes being recruited and required documentation concerning the prospect). If transfer credit is evaluated through the use of an unofficial transcript, official transcripts should be secured and appropriately entered into the People Soft system in a timely manner. 2. The compliance office will create and maintain a master listing of all transfer prospects for each sport program (including those that have or have not signed a letter-of-intent or grantin-aid). 17

23 3. The listing will contain information in the following areas: 1. NCAA Eligibility Status (Eligibility Center), 2. Transferable Hours into Southeastern (Certifying Institution), 3. Grade Point Average from Transferring Institution(s), 4. Admissions Status, 5. Years of competition at previous institution. 4. The compliance office will continually update the list to identify the eligibility and admissions status of the prospect. This information will follow the eligibility policies of the NCAA, SLC and Southeastern Louisiana University. 5. Sport programs are responsible to work with each transfer prospect to secure pending eligibility and admissions information. 6. The Asst. Athletic Director of Academic Services will work closely with the admissions office to determine the admission status of transfer prospects. Prior to practice and/or competition the Eligibility Committee will meet to verify and confirm the eligibility/progress towards degree status of transfer student-athletes. The Eligibility Committee will work with the certifying officer and validate data used in determining transferable credit hours, transfer GPA, progress towards degree, degree-applicable hours, percentage towards degree, six hour rule, twenty four hour rule and eighteen hour rule. The Eligibility Verification for Student-Athletes Entering After August 2003 form will be completed for each transfer student-athlete and reviewed by the eligibility committee. Consensus among all committee members is required to certify the continuing eligibility of a transfer studentathlete. The SLC Eligibility to Compete Initial and Mid-Term Declaration form will then be completed listing all eligible student-athletes for a sports program. This form will be signed by the certifying officer or their designee, at least one additional person per the official form requirements, and the sport s head coach and provided to the conference office prior to a sport program s competition with another institution. These documents will be retained in the compliance coordinator s office for no less than seven years. A meeting will be called by the Assistant Director of Athletics for Academic Services (Chairperson of the Eligibility Committee) for Eligibility Certification purposes at the conclusion of the Spring Semester and before the Summer Session and extending throughout the Summer Session into the Fall Semester of each year. The Athletics Department, in conjunction with Enrollment Services will certify all Athletic Rosters required by the NCAA, SLC, and Southeastern Louisiana University. As an outcome of the Eligibility Committee Roster Certification process: 1. Certification of all sport rosters will be generated with final signature of The Director of Enrollment Services 2. Document will be copied and originals to remain in the Athletics Department-Compliance Office. 18

24 3. Copied document will be scanned by the Director of Enrollment Services for upload into the Image Now software. 4. Original Documents will be filed in folders, by year, sport and name to remain in the Athletics Department-Compliance Office. 5. Copies of the Certified Rosters will be housed in the Director of Athletics Office and the Assistant Director of Athletics for Academic Services Office. 6. Originals will be available for review and copies provided at any time through proper requests procedures. G. WALK ON S 1. Have the student-athlete fill in the information above the dotted line on the form (App. Form 8). 2. Have the student-athlete sign underneath the dotted line. 3. The Head Coach will then sign where designated and notification that the student athlete plans to walk on to the listed people. 4. Have the student athlete take the form to the Director of Sports Medicine for the next step (See section labeled "TRAINING ROOM") 5. The student-athlete will then take the form with them to the Assistant Director of Athletics for Academic Services for academic check offs. 6. The student-athlete will then take the form to the Assistant Director of Athletics for Compliance for compliance check offs. 7. The student-athlete will then take the form to Assistant Director of Athletics for Media Relations for sports information check offs. 8. After all signatures and clearances have been obtained, the student-athlete will bring the form back to me for final certification verification. The Assistant Director of Compliance will then OFFICIALLY NOTIFY THE COACH BY that the student-athlete can practice and/or compete with the team. PLEASE DO NOT ALLOW A WALK-ON TO PRACTICE WITH THE TEAM UNTIL THIS PROCEDURE HAS BEEN COMPLETED. H. ACADEMIC PERFORMANCE PROGRAM (APP data collection and penalty implementation) The gathering and reporting of Academic Performance Program (APP) data is an effort that encompasses the Senior Compliance Administrator, the Assistant Athletics Director for Academic Services and the Office of Institutional Research and Assessment. The Office of Institutional Research and Assessment has the final authority in the validity of the data and ultimate responsibility for the submission of the data to the NCAA. The procedure for gathering and submitting the APP data is as follows: 1. APP data for the previous academic year must be submitted to the NCAA by the 42 nd day of each Fall semester. 2. The compliance office presents the sport rosters of student-athletes who received athletically related aid for the year in question to the applicable Head Coach, the Assistant Athletics 19

25 Director for Academic Services and the Office of Institutional Research and Assessment. All parties verify the accuracy of the roster. 3. The academic files of each student-athlete on the roster are accessed and each student-athlete is awarded the appropriate eligibility and retention points according to NCAA/APP guidelines. The Senior Compliance Administrator, the Assistant Athletics Director for Academic Services and the Office of Institutional Research and Assessment must reach consensus upon the points earned and data to be submitted. In instances where consensus is not reached, the FAR and/or the SLC Office will be contacted for an interpretation. When APP penalties are imposed there will be communication of the penalty to the applicable Head Coach, the Athletics Director, the Senior Compliance Administrator, the Assistant Athletics Director for Academic Services, the FAR and the President. APP penalties will be developed and monitored by the Senior Compliance Administrator. Any APR improvement plans will be developed, implemented and monitored by the Assistant Athletics Director for Academic Services. I. FINANCIAL AID ADMINISTRATION (individual and team limits) The Office of Financial Aid has ultimate control of the awarding of athletically-related aid (athletic scholarships). The process of awarding athletic scholarships is as follows: 1. Each head coach is responsible for identifying new and renewed scholarships. New scholarships are identified through the grant-in-aids of prospective student-athletes and scholarships for existing student-athletes are presented to the compliance office in the form of a list. 2. No later than June 1, the head coach is responsible for submitting the list for scholarship renewals or non-renewals to the Compliance Office. In the instance of non-renewals the head coach should be prepared to provide justification for the non-renewal. These lists will be forwarded to the Office of Financial Aid by June 15 th with award letters being sent to student-athletes by June 30. Non-renewals have a right of appeal through the office of financial aid. 3. Prior to subsequent semesters the head coach will submit a listing of scholarships to be awarded. This proposed list would be verified by the compliance office concerning award limitations prior to being forwarded to the Office of Financial Aid for award execution. 4. The compliance office oversees the creation of a scholarship spreadsheet for each team. 5. The purpose of the scholarship spreadsheet is to track individual equivalencies, team equivalencies and budget. 6. The compliance office will oversee the creation of an institutional scholarship transmittal form. This transmittal is categorized by sport and includes the name of the student-athlete, their institutional identification number and the amount of the aid designed by tuition, room and board, fees and books. 20

26 7. The transmittals are provided to the Office of Financial Aid. The Office of Financial Aid reviews the transmittal and verifies the individual and team equivalencies and other applicable state and institutional guidelines pertaining to financial aid. 8. Throughout the entire process, the compliance office updates the squad list through the use of the compliance assistance software. This squad list serves as the official institutional document and identifies individual equivalencies and team equivalencies and is validated/signed by the Office of Financial Aid, the Compliance Coordinator, the Head Coach and the Athletics Director. The squad list is sent to the SLC Office by June 1 of each year and a copy is retained in the Compliance Coordinator s office for at least seven years. Institutional Academic Awards (App. Form 9) 1. Honorary academic award/research grant (Bylaw ) To be exempted from team limits, this award must meet all of the following criteria: 1. be a standing scholarship award or research grant that is published in the institution s catalog; and 2. be based on the student s academic record at the institution: and 3. be awarded by competition among students of a particular class, department or college of the institution. This aid, when combined with all other institutional and countable (in cost of attendance) outside aid, may not exceed the institution s cost of attendance as established for all students by the office of financial aid. 2. Academic honor award for outstanding academic achievement based on the student s high school record (equivalency sports only) (Bylaw ) To be exempted from team limits in equivalency sports ( is not applicable to head count sports), this award must be granted without any consideration of athletics ability and must be a part of the institution s normal administration of academic scholarships. The award must be granted based upon the recipient meeting one or more of the following three criteria: 1. be in the top 10% of the high school class; or 2. possess a 3.5 high school GPA; or 3. achieve a 1200 SAT or 105 ACT sum score. This aid, when combined with all other institutional and countable (in cost of attendance) outside aid, may not exceed the institution s cost of attendance as established for all students by the office of financial aid. It may be renewed for subsequent terms (and exempted) if the student has a cumulative GPA of 3.0 and meets all applicable NCAA satisfactory progress legislation (Bylaw ). 21

27 Additional Financial Assistance (App. Forms 9-10) Any additional financial assistance, such as outside grants and loans, must be in compliance with Southeastern and NCAA rules and regulations and must be reported annually. Therefore, if a student-athlete is on an athletic scholarship, it is important that he or she checks with their coach and the Compliance Office before accepting additional aid. Their combined aid amount may not exceed a full scholarship equivalency. Further additional financial assistance may count toward team scholarship limitations as established by the NCAA. If additional funds are needed, personnel in the University s student aid and scholarship office will help the student-athlete investigate the possibility of long term student loans or federal grants, as well as assist the student-athlete with the application process. Again, if assistance is sought, be sure that the personnel in the student aid office know that the student-athlete is a scholarship studentathlete. Before any other form of aid is accepted, the student-athlete should discuss it with his or her coach or the Compliance Office. Pell Grant The Department of Athletics encourages student-athletes to apply for federal funds. The studentathlete may qualify as a recipient of both an athletic scholarship and federal funds in the form of a Pell Grant. Such grants are based on financial need. This money supplements the funds of those student-athletes on partial scholarship and also allows those on full scholarships to receive additional funds. A student-athlete qualifies for the NCAA Special Assistance Fund by receiving a Pell Grant. The NCAA Special Assistance Fund allows for reimbursement for certain items including, but not limited to, the following: Clothing, Medical expenses (except those covered by another insurance program), Hearing aids, Vision therapy, Off-campus psychological counseling, Travel expenses for parents or student-athletes related to family emergencies, and Purchase of expendable academic course supplies that are required for all students enrolled in the course (e.g. notebooks, pens, and rental fees for computers and cameras). Presently, the student-athlete may receive all Pell Grant funds above a full scholarship without affecting his or her athletic scholarship. For additional information on Pell Grants, contact the Student Aid Office. Student-Athletes must record all financial assistance that he or she will receive in the upcoming year on the SLC Statement of Financial Support form (App. Form 12). This includes Grants and Aid from Outside Sources, Summer Employment, Other Sources of Income, and Projected School Year Employment. J. RECRUITING 1. All coaches and applicable personnel will take the NCAA annual recruiting test (Bylaw: and Bylaw: ) to determine their ability/status to recruit off-campus. All possible 22

28 recruiters must be included into the Coaching Staff & Off Campus Recruiters Designation form (App. Forms 13-15) 2. Each coach and recruiting-related personnel will be vigilant in NCAA and SLC recruiting policy including recruiting calendars (contact, evaluation, quite and dead periods etc...). 3. During the recruiting process each recruiter/coach will be mindful of the characteristics (e.g. physical, academic, social and citizenship) desired in each prospect as potential representatives of the University. 4. Each recruiter will follow applicable University travel regulations in planning and executing recruiting travel. Travel Authorization requests must be submitted via- monthly to the Business Manager and copied to the Director of Athletics and Compliance Office. Subsequent to submitting a Travel Authorization Request the compliance office will inform the coaches, the Director of Athletics and Travel Coordinator a schedule of allowable contact and evaluation periods to assist in monitoring and approving appropriate and allowable recruiting travel. The Director of Athletics will approve all travel authorizations prior to travel. 5. Each coach and sport program will enter all recruiting activities into ACS. The ACS entries will identify recruiting evaluations and contacts as well as outgoing phone calls to all prospective student-athletes. Any contact, whether it is official, incidental, or an evaluation of the possible recruit, must be recorded into ACS within 48 hours. The system will be checked on a daily basis to verify compliance with recruiting bylaws. The following policies and procedures are also in effect: All active coaches with recruiting responsibilities shall certify their recruiting activities for the previous month by the 8th calendar day of the current month. It is every coach's responsibility to notify either the compliance office or athletic director if they will not be able to certify their recruiting activities by the 8th calendar day of the month. The coach will be responsible for providing a legitimate circumstance that warrants late submission. Punishment for late submission is as follows: If the coach does not certify their recruiting activities by the start of the workday on the 8th day of the month, the coach will receive a letter of admonishment If the coach does not certify their recruiting activities by the start of the workday on the 11th day of the month, the coach will face recruiting restrictions or additional punishment as deemed appropriate by the athletic director. In order to monitor the status of ACS recruiting statements, the compliance office shall submit a list of every coach, displaying whether or not each coach certified their recruiting activities and the time that recruiting activities were certified. Official Visits Bylaw: 13.6 Coaches are to fill out the Official Visit Request Form. The Prospect Information section must be completed prior to an official visit. The Compliance Office will then verify that the institution has met the requirements of Bylaw This includes verification that the institution has received a 23

29 test score (ACT, SAT, PSAT or PLAN) and a high school (or college) academic transcript. Compliance will also check to make sure the prospect has registered with the NCAA Eligibility Center. Finally, the prospect will be placed on the institution's institutional request list (IRL). Once these requirements are met, Compliance will fill out the Official Visit Certification section of the Official Visit Request Form and return it to the coach. Subsequent to an official visit the coach is to complete the Meals section of the Official Visit Request Form. This section must be completed prior to reimbursement. The coach must also enter the official visit into ACS along with information regarding transportation, lodging, complimentary admissions, guests accompanying the prospect and student host. Once the information has been entered and saved, the coach is to print an Official Visit Summary Report. This report must be attached to the Official Visit Request Form and the Reimbursement Form and submitted to the Compliance Office. Reimbursement will not be granted without all the relevant information contained in the Official Visit Request Form and Official Visit Roster. (App. Forms 19-29) Recruiting Philosophy The athletic department s primary mission is to develop student-athletes as complete individuals and educated citizens who are fully prepared to contribute positively to society. The department recognizes that to fulfill its mission, it must recruit student-athletes who excel both academically and athletically. Official visits offer prospective student-athletes the opportunity to experience the Institution in preparation for continuing their academic and athletic careers. The process also allows coaches and prospective student-athletes to understand and focus on the importance of the academic mission of the Institution. The University is committed to conducting prospects campus visits without recruiting abuses and to avoiding even the perception of impropriety. The University shall use best efforts to comprehensively educate all groups involved in the conduct of recruiting visits and shall investigate all allegations of recruiting-related misconduct. A set of internal controls sufficient to monitor compliance and ensure public confidence has been established and will be periodically reviewed for effectiveness. Method Used to Develop Policies These policies were developed by athletic department staff members based upon recommendations and guidelines from the NCAA and the Southland Conference Ad Hoc Committee. Educational Component Prospects on official visits may have the opportunity to meet with representatives from admissions, faculty from the department for their respective academic interest, Center for Student Excellence advisors, athletic academic advisors, the athletic director, the athletic trainer, and the strength and conditioning coach. Responsibilities of Hosts Hosts will be provided with a copy of these Institutional policies and will be educated in the policies prior to serving as a host. Hosts will sign the official visit instructions and the studenthost money disbursement form. In addition, they will be expected to comply with both the Institutional policies and NCAA rules regarding official visits. If a host has any questions regarding the policies or rules, the host will be expected to contact either their coach or the compliance officer. 24

30 Precommunication with Prospects and Parents/Legal Guardians Prior to their arrival on campus, prospects and their parents or guardians will be informed by the head or recruiting coach for their respective sport of Institutional recruiting visit policies. Prospects must be provided with a copy of the Infractions Notice prior to their arrival on campus. Official Visit Forms and Receipt Policies A completed official visit form detailing accommodations, activities, and expenditures will be required of each prospect on an official visit. In addition, an exit interview will be issued to each prospect to be completed. Both of these forms will be kept in the prospect s recruiting file and will be submitted to the compliance office for review upon the completion of each and every official visit. Student hosts will sign for their student-host money certifying they have received these funds and understand their appropriate use. Head Coaches Communication Head coaches will be expected to inform both the recruits and student-hosts in addition to any other involved individuals (assistant coaches, managers, staff, etc.) regarding both Institutional official visit policies and NCAA official visit rules. It is the responsibility of each head coach to ensure that prospects and hosts have been educated in the applicable rules and policies governing official visits. Furthermore, head coaches are required to report any knowledge of violations of official visit rules to the appropriate individuals. Recruiting Visit and Entertainment Activities All activities involving recruits on visits at Southeastern Louisiana University must be in compliance with NCAA, Southland Conference, and Institutional legislation and with all laws and ordinances of the Institution s locale. It is the responsibility of the head coach to monitor visit activities and entertainment involving prospects and to ensure that these activities are in accordance with both NCAA and Institutional rules and regulations. Curfew and Unstructured Time Curfews during official visits will be left up to the discretion of each individual sports program and coach. The Institution will attempt to provide each prospect with a full schedule of activities. During any available unstructured or free time, a prospect will be expected to conduct themselves according to NCAA and Institutional rules and policies in addition to local, state, and federal laws. Applicable Sanctions The University will submit any violations for recruiting visit policies to the Conference office. The Conference office will submit an annual report of violations to the NCAA, including those involving recruiting visit policies. If applicable NCAA, Southland Conference, Institutional, or criminal policies are violated, disciplinary action will be taken and penalties administered. Such action may include termination of University employment and permanent loss of eligibility for prospects or student-athletes. Additional sanctions may be issued by the NCAA. Failure to follow the policies by either the prospect or any other involved individuals may result in the termination of the official visit and the recruitment of the prospect. Unofficial Visits Bylaw: 13.7 If a prospect is to be provided complimentary admission to home sporting events the head 25

31 coach or their designee must complete an Unofficial Complimentary Ticket Request Form. Subsequent to an Unofficial Visit, the unofficial visit must be entered into ACS. The information to be provided includes: 1. Name of the Prospect 2. Date of the visit, and 3. Various questions concerning the visit (transportation, meals, lodging, etc.) All coaches must enter all necessary information into ACS after every Unofficial Visit. All Coaches Must Complete The Unofficial Visit Roster After Every Unofficial Visit (App. Form 29) Bylaw: Number of Unofficial Visits Permitted A Potential Student-Athlete (PSA) may visit a member s institution s campus at his or her own expense an unlimited number of times. A PSA may make an unofficial visit to an institution before his/her senior year in high school. Exception - Men s Basketball and Women s Basketball In men s basketball, a PSA may not make unofficial visits during the month of July. Bylaw In women s basketball, a PSA may not make unofficial visits during the July Evaluation Period. Bylaw SOUTHEASTERN MAY PROVIDE A PSA ON AN UNOFFICIAL VISIT WITH: SMU MAY PROVIDE a PSA on an Unofficial Visit with: 1. No more than three complimentary admissions (ISSUED ONLY THROUGH A PASS LIST) to a Southeastern home athletic event. Such complimentary admissions are for the exclusive use of the PSA and those accompanying the PSA on the unofficial visit. 2. The arrangement of an academic interview. 3. Transportation to view off-campus practice and/or competition sites in the PSA s sport, plus other institutional facilities located within a 30-mile radius of the main campus. For example, if the coach has dinner with a prospect off-campus, he/she cannot provide transportation to the restaurant, the PSA must pay for his/her meal, and it would be counted as a contact. SOUTHEASTERN MAY NOT PROVIDE PSA s AND THEIR GUESTS WITH: 1. Hard tickets to a home athletic event. (They must be admitted through a pass list.) 2. Meals for the PSA or his/her relatives/friends 3. Lodging for the PSA. If the PSA or his/her relative/friend stays in a dormitory room with an enrolled student-athlete, they must pay the regular institution rate for such lodging. 4. Reserved game tickets to purchase 5. Special parking to attend home athletic events 6. Complimentary/reduced admissions for postseason conference tourney or NCAA Championship event. 7. Transportation expenses to any home contest anywhere. 26

32 The compliance office must be informed of all proposed unofficial visits to ensure appropriate documentation is created and maintained. This information is retained in the compliance coordinator s office for no less than seven years. Student Hosts General Guidelines The following are general guidelines concerning student hosts on official visits. All recruiting visit activities will be in full compliance with NCAA, Conference and institutional legislation and expectations and with all laws and ordinances of Southeastern s locale. Such prohibitions include but are not limited to: 1. The use of alcohol and the use of illegal drugs, 2. The actual or inferred suggestion of sexual activities, 3. Entertainment which is not within the realm of good taste and the scope of appropriateness considering the image of the Department and the University, and 4. Gambling and gaming activities. Violations of these provisions will result in immediate and appropriate disciplinary action, which could include permanent loss of membership in a sports program and cancelation of any institutional financial aid. The NCAA has very specific guidelines for issuing complimentary admissions to recruits. During an official visit to the University campus, complimentary admissions are distributed to the prospective student-athlete and his or her family, guardian or spouse using a pass list. Instructions 1. Only one student-athlete per day from our institution can serve as an official host for each prospect. 2. A maximum of $40 for each day of the visit may be provided to cover all actual costs of entertainment. These funds may not be used for the purchase of souvenirs such as T-shirts or other institutional mementos. It is permissible for you to receive an additional $20 per day for each additional prospect you entertain. Receipts and unused cash shall be turned in at the conclusion of the official visit (if applicable). 3. No cash may be given to the visiting prospect or to anyone accompanying the prospect. 4. Vehicles provided or arranged for by any coach, institutional staff member or booster of the university may not be used. 5. The prospect or anyone accompanying may not travel more than 30 miles from the campus. 6. Conversations between the prospect and a booster of the athletics program should not occur. (If an unplanned meeting occurs, only an exchange of greetings is permissible). 27

33 7. As per NCAA rules, student hosts and the visiting prospect must abide by all institutional regulations for official visits. 8. Request for scholarship - award of scholarship/nli All requests to process scholarship offers and National Letters of Intent are controlled and executed by the compliance coordinator s office. Head coaches submit names and amounts of proposed awards. In addition, prior to the Athletics director s signature on any offer of award or letter of intent the academic credentials of the prospect must be presented to the Athletics Director. The prospect s ability to succeed both academically and athletically must justify the award. Specific attention will be paid to the prospect s potential impact on the program s Academic Progress Rate (APR) and Graduation Success Rate (GSR). K. CAMPS AND CLINICS All camps and clinics are to be coordinated and controlled through the office of Extended Studies. Each coach/camp director is subject to the policies and procedures mandated by continuing education for conducting camps. The following are NCAA requirements concerning camps/clinics and are coordinated by the compliance coordinator. Each head coach must submit to the compliance office. 1. A camp brochure listing dates and those able to attend, 2. A completed Camp Approval Form (App. Forms 30-31), 3. A list of camp employees/workers - status position anticipated rate of pay, and 4. A roster of participants - name age year in school price paid for camp (full, discount or complimentary and justification why). 5. At the completion of a camp, a camp reconciliation must be presented to the compliance office. The reconciliation must include names of employees, rate of pay and responsibilities, income and expenses for the camp and the name of the bank that houses the camp account(s). 6. The compliance office will provide a camp educational flyer to all staff and employees containing NCAA rules and regulations concerning camps and clinics this flyer will stress components of NCAA Bylaw which states that any camp owned or operated by an athletics staff member is considered an institutional camp and all applicable NCAA legislation must be adhered to. 7. Facility Fee and Leave Forgiveness Documentation (App. Form 32). If their camp reflects 20% recruiting, the coaches can fill out this form in order to receive the facility fee discount. Advertisements Coaches are requires to submit requests for camp brochures or other advertisement material to the compliance office prior to the publishing. The compliance office should verify that the advertisement meets appropriate NCAA legislations and then promptly approve or deny the publishing of the advertisement. L. INVESTIGATIONS AND SELF REPORTING RULES VIOLATIONS The NCAA Constitution requires an institution, as an obligation of membership, to monitor its athletics program to assure compliance with NCAA rules and to identify and report to the NCAA instances in which compliance has not been achieved. 28

34 It is Southeastern Louisiana University s policy that all personnel report any and all situations in which the University is not in compliance with NCAA rules, whether major or minor in scope, immediately upon learning that such a violation may have/has occurred. Reports of violations may come from other sources including, but not limited to, NCAA or Southland Conference staff inquiries, anonymous inquiries, other institutional inquires and self-discovery. These reports are to be made to the Athletics Director and/or the Senior Compliance Administrator, at the discretion of the reporter. Upon receipt of notice (from external sources or self discovery) of a possible legitimate rules violation the following personnel will be made aware of the allegations: The Athletic Director The Faculty Athletic Representative The Senior Compliance Administrator The President The Director of Enrollment Services All confirmed rules violations are self-reported by Southeastern Louisiana University to the Southland Conference (if the violation is on the NCAA Penalty Schedule) and/or the NCAA. Once a possible rules violation has been reported to the Athletic Director and/or the Senior Compliance Administrator the following procedure is followed: 1. If deemed appropriate by the Conference and the President an investigation will be conducted, in most cases, by the Athletic Director, the Senior Compliance Administrator and the Faculty Athletic Representative. In the case of a secondary violation and in all cases involving a potentially major rules infraction the President may appoint a university individual outside of the Athletic Department to conduct the investigation. 2. The report is analyzed, data is gathered, and specifics are verified by the investigator/s to determine if a violation did occur. If there is still some question as to whether a violation occurred, the investigator/s may call the Southland Conference Office or the NCAA for assistance. 3. If it is determined that a violation did occur, the Athletic Director, the Assistant to the President for Compliance, and the Faculty Athletic Representative and the outside investigator/s (if applicable) will review and discuss the violation and determine what, if any, corrective action will be taken. Also, at this time, in the event of a serious violation, the President may be notified if the Athletic Director, the Faculty Athletic Representative, the Senior Compliance Administrator and/or the outside investigator/s (if applicable) deems it necessary. 4. The violation report is prepared by the Senior Compliance Administrator and is signed by the Athletic Director and/or the Faculty Athletic Representative (preferably both but one will suffice if a matter of urgency) and is then submitted to the Southland Conference and/or the NCAA. The self-report will provide at least the following information: 29

35 a. The date and location of the violation; b. A description of the violation, including the rule citation; c. The identity of the coach(es), prospective and/or enrolled student-athlete(s), and any other individual(s) involved in the violation; d. The reason(s) the violation occurred; e. The means by which Southeastern Louisiana University became aware of the violations; f. A list of corrective and disciplinary actions taken by Southeastern Louisiana University and the Southland Conference (if any); g. Our position regarding the information (it is important to note that if an institution disagrees that the facts result in a violation, the stipulated facts first would be referred to the NCAA membership services staff for a determination of the application of NCAA legislation); h. A statement indicating whether any eligibility issues need to be resolved and, if so, whether Southeastern Louisiana University is requesting restoration of eligibility for any prospective or enrolled student-athlete; and i. Any other information that should be considered in reviewing the case. If the self-reported secondary violation affects the eligibility of a current, prospective or enrolled student-athlete and the institution is requesting restoration of eligibility, the case should be forwarded to the NCAA Director of Student-Athlete Reinstatement, for handling. If the secondary violation does not involve any remaining eligibility issues, the case should be forwarded to the NCAA Director of Secondary Enforcement. If reinstatement of eligibility is requested, the NCAA reinstatement staff and/or committee review the case. If an appeal is necessary of a reinstatement decision, the Senior Compliance Administrator oversees preparation of and files the appeal. Once all pertinent information is received, the enforcement staff under the provision of NCAA Bylaw 32.4 reviews secondary cases. The NCAA Committee on Infractions has given authority to the enforcement staff to act on cases in which case precedent has been established through the review of previous similar cases. All decisions are communicated to the institution in writing. Under Bylaw , Southeastern Louisiana University has an opportunity to appeal the decision to the full Committee on Infractions. That appeal may occur through written correspondence, telephone conference, or an appearance before the Committee. Once the full committee considers the appeal, Southeastern Louisiana University will be advised of the action in writing. 5. The following persons are copied on all self-reports made to the Southland Conference/NCAA: The University President, Athletic Director, Faculty Athletic Representative, involved coach(es)/department staff members, the Senior Women s Administrator and other appropriate administrators and the Southland Conference Office. 30

36 6. The Senior Compliance Administrator will be responsible for creating and maintaining case files for all inquiries and preparation of case reports. Case files for all inquiries/investigations are maintained in the Senior Compliance Administrator s Office. 7. The Director of Public Information will be responsible for responding to media inquires and releasing information regarding internal investigations. M. RULES EDUCATION The department will conduct an extensive and continuous rules education program. The intent of the program is to properly expose and educate all applicable constituent groups to NCAA and SLC rules and regulations. The following is an overview of the department s rules education program. 1. Coaching Staff and Department Staff 1. Compliance Office is responsible for the education program of the coaching staff. 2. All coaches will have an NCAA manual (hard copy or PDF). 3. Other material to be distributed: 1. Recruiting Guide 2. Conference operating Manual, and 3. Guide for College Bound S-A 4. Monthly department meetings containing rules compliance information: 1. Mandatory attendance 2. Minutes available for review 3. Topics to include but not limited to: 1. Recruiting 2. Financial Aid 3. Eligibility 4. Official Visits 5. Camps 6. Playing and practice seasons 5. Monthly head coaches meetings in which NCAA and SLC rules are discussed 6. Present summary of new legislation as it occurs 7. Monthly compliance newsletter created and distributed by the Compliance Office to: 1. All Athletics department staff (including the FAR) 2. The President and Vice Presidents 3. All Enrollment Management Personnel (registrar, financial aid and admissions) 8. All coaches required to pass NCAA recruiting test 9. Coaches may be required to attend compliance seminars 10. Applicable sport-specific compliance information will be provided by the Compliance Office to head coaches 31

37 2. Student-athletes 1. Compliance Office and head coach responsible for education 2. Fall meetings to educate in conjunction with S-A statement paperwork topics to include but not limited to: 1. Eligibility 2. Financial Aid 3. Recruiting 4. Employment 3. Representatives of Athletics Interests 1. The Compliance Office and the Executive Director of the Lion Athletics Association (LAA) are responsible for education. 2. Compliance Office will review with LAA Staff. 3. Rules education brochure to be distributed to all boosters and season ticket holders. 4. Those considered high-access boosters (access to sidelines, travel with team etc.) will receive additional rules education ( or hard copy and/or personal interaction) that stresses even more the important role they play in compliance with NCAA rules and regulations. 4. Institutional Staff Members (non-athletic) 1. Compliance Office responsible for education 2. Annual rules education sessions 3. NCAA Manual: 1. Admissions 2. Financial Aid 3. Scholarship Office 4. Registrar s Office 5. FAR 4. Selected staff to attend NCAA seminars N. EXTRA BENEFITS NCAA rules prohibit student-athletes from receiving a benefit not available to all students enrolled at the institution or not expressly authorized by NCAA legislation. An impermissible extra-benefit refers to any special arrangement by an institutional employee or representative of the institution's athletics interests (booster) to provide the student-athlete, his family or friends with a benefit. Examples of impermissible extra-benefits for student-athletes, their families and friends include, but are not limited to, the following: 1. Special discounts, payment arrangements or credit on a purchase or a service from an institutional employee or representative of its athletics interests. 32

38 2. Free or reduced-cost services for professional services unless such rates or free services are available on the same basis to the general student population. 3. Use of a telephone, facsimile machine, or credit card for personal reasons. 4. A loan of money from an institutional employee or representative of the institution's athletics interests. 5. A guarantee of bond from an institutional employee or representative of the institution's athletics interests. 6. An automobile or use of an automobile from an institutional employee or representative of an institution's athletics interests. 7. Signing or co-signing a note from an outside agency for a loan for the student-athlete, his or her family or friends. 8. Providing transportation to a student-athlete even if the student-athlete reimburses the provider for the appropriate expense of the transportation. 9. Gifts of any kind including cash or any tangible item. Student-athletes will be informed of examples of extra benefits during the beginning-of-the-year educational session. This information will also be included in the Student-Athlete Handbook. Coaches and staff members are charged with the continuous education of student-athletes concerning the receipt of extra benefits. Occasional Meal/Reasonable Refreshments: (App. Forms 33) 1. An institutional staff member may provide a student-athlete or a team with an occasional meal (and transportation to attend the meal) at any location in the locale of the institution (e.g., restaurants) on infrequent and special occasions. (NCAA Bylaw ) 2. A booster may provide a student-athlete or a team with an occasional meal (and transportation to attend the meal) at his/her home on infrequent and special occasions, but remains prohibited from providing a meal at a restaurant. (NCAA Bylaw ) 3. A signee may attend an occasional meal prior to the first day of classes only if they have arrived on campus with the intent of staying at the institution to attend classes that semester. (August 28, 1987 Staff member providing meal interpretation) 4. An institution may provide the family of a student-athlete with reasonable refreshments (soft drinks, snacks) in conjunction with educational meetings or celebratory events (senior night) and on an occasional basis for other reasons. (NCAA Bylaw ) 5. Each team member may receive one occasional meal per month and one additional wildcard meal to be used for any month during the academic year 6. Reasonable refreshments (e.g. soft drinks, snacks) may be provided to student-athletes for educational and business meeting and on an occasional basis, for celebratory events (e.g. birthdays). (NCAA Bylaw ) 7. Reasonable refreshments (e.g. soft drinks, snacks) may be provided to parents (or legal guardians) on an occasional basis. (NCAA Bylaw ) 33

39 O. PLAYING AND PRACTICE SEASONS The playing (i.e., practice and competition) season for a particular sport is the period of time between the date of an institution's first officially recognized practice session and the date of the institution's last practice session or competition, whichever occurs later. An institution is permitted to conduct officially recognized practice and competition each academic year only during the playing season as regulated for each sport in accordance with the provisions of this bylaw. Institutions are provided the opportunity to conduct two distinct segments within the playing season. The two segments (each consisting of consecutive days) may exclude only required days off per NCAA bylaw and official vacation, holiday, and final examination periods, during which no practice or competition shall occur. Daily and Weekly Hour Limitations: During the declared playing and practice season, a studentathlete's participation in countable athletically related activities shall be limited to a maximum of four hours per day and 20 hours per week Monthly Calendars: As a method of monitoring weekly and hourly practice sessions, skill instruction, days-off, study sessions, weight-training conditioning, and other athletically related activities, each coach must submit Countable Athletically Related Activity (CARS) logs via ACS no more than two weeks after the conclusion of each week that activity occurred (failure to provide such logs in a timely manner will be considered an act of insubordination and the employee will be subject to appropriate corrective consequences as allowed by the University). At least two studentathletes must approve these logs weekly via ACS. Record of Individual Hour Limitations: Countable hours must be recorded on a daily basis for each student-athlete regardless of whether the student-athlete is participating in an individual or team sport. Skill Instruction: Outside the playing season, during the academic year, student-athletes are limited to eight hours a week, of which not more than two hours per week may be spend on individual skill instruction. Declaration of Playing and Practice Season (Men's/Women's Basketball): Each coach must submit and have on file in the Compliance Office prior to the beginning of the institution's playing season, a declaration of the practice and competition seasons for his/her particular sport. These must be in accordance with bylaw 17.1, General Playing Season Regulations. (App. Forms 34-35) Declaration of Playing and Practice Season (Individual Sports): Each coach must submit and have on file in the Compliance Office prior to the beginning of the institution's playing season, a declaration of the practice and competition seasons for his/her particular sport. These must be in accordance with bylaw 17.1, General Playing Season Regulations. (App. Forms 34-35) Declaration of Playing and Practice Season (Team Sports except basketball): Each coach must submit and have on file in the Compliance Office prior to the beginning of the institution's playing season, a declaration of the practice and competition seasons for his/her particular sport. These must 34

40 be in accordance with bylaw 17.1, General Playing Season Regulations. (App. Forms 34-36) Maximum Number of Contests and Dates of Competition for Each Sport: Minimum and maximum numbers of contests are checked and approved for each sport by the Compliance Office and sport supervisor. P. STUDENT-ATHLETE EMPLOYMENT In order to ensure that student-athletes who pursue outside employment are operating within NCAA guidelines, the following conditions and procedures exist. 1. All student-athletes who wish to pursue outside employment must communicate with the Compliance Office prior to employment. Head coaches are to be proactive with educating and reinforcing this requirement to student-athletes. 2. The Student-Athlete Employment Form must be completed prior beginning work via ACS. 3. Following the completion of the summer in which work was performed a spot check of completed work will be performed by the compliance office (confirming last day of work and appropriate pay throughout the employment period). 4. Compensation is to be made for work actually performed. 5. Compensation must be at a rate commensurate with the local market rate for similar services. 6. The employer shall not provide any benefits that are not provided to all employees in the same job classification (i.e. arrangement for transportation to and from work, meals, gifts etc.). 7. The student-athlete should not receive compensation for the value or utility they may have for the employer because of the publicity, reputation, fame, or personal following possibly attained as a result of being a student-athlete. 8. Southeastern Louisiana Facilities cannot be used in teaching/coaching lessons. Lessons must involve a significant teaching component and cannot be simply playing with the student. 9. The department will conduct spot-checks confirming work is actually being performed, specifically by employers who are also representatives of athletics interests. Q. AMATEURISM Student-athletes shall not be eligible for participation in an intercollegiate sport if the individual takes or has taken pay, or has accepted a promise of pay for participation in that sport or if the individual has violated regulations presented in NCAA Bylaw 12. Student-athletes cannot sign or promise to sign with an agent (or anyone who performs acts commonly performed by an agent), a semi-professional or professional team without jeopardizing their amateur status (View the Louisiana Athlete-Agent Law, RS 4:420 RS 4:433, at Student-athletes can ask for the assistance of the Athletics department in securing appropriate professional representation to ensure compliance with amateurism mandates. All student-athletes must accurately complete all required amateur status information whether through the eligibility center or additional amateur status documentation as dictated by the Compliance Office. 35

41 Outside Sports Competition Occasionally, questions arise regarding outside sports competitions. Southeastern and NCAA regulations state that if you participate in a sport outside of the institution or as a member of an organized team or group, you become ineligible in that sport during the remainder of that academic year (except that in volleyball, the student is ineligible for the following year when the outside competition occurs after the close of the season, and in basketball, the student is ineligible permanently). NCAA rules do permit you to compete in one game a year in your sport involving players from your former high school and its alumni team, provided such competition takes place during an official vacation period during the regular academic year. In addition, you may participate as individuals in events such as golf and tennis tournaments and open track meets, provided such participation is approved by the Athletics Director and Head Coach of that sport and does not violate NCAA regulations. Several exceptions exist to the outside competition rulings; therefore, you should consult your Head Coach, the Compliance Office or the Director of Athletics prior to participating in such activities. Institutional, Charitable, Education or Nonprofit Promotions (Bylaw ) A member institution or recognized entity thereof (e.g., fraternity, sorority or student government organization), a member conference or a non-institutional charitable, educational or nonprofit agency may use a student-athlete s name, picture or appearance to support its charitable or educational activities or to support activities considered incidental to the student-athlete s participation in intercollegiate athletics, provided the following conditions are met: (Revised:1/11/89, 1/10/91, 1/10/92) 1. The student-athlete receives written approval (App. Form 38) to participate from the director of athletics (or his or her designee who may not be a coaching staff member), subject to the limitations on participants in such activities as set forth in Bylaw 17; (Revised: 1/11/89, 4/26/01) 2. The specific activity or project in which the student-athlete participates does not involve cosponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company s officially registered regular trademark or logo on printed materials such as pictures, posters or calendars. The company s emblem, name, address, telephone number and Web site address may be included with the trademark or logo. Personal names, messages and slogans (other than an officially registered trademark) are prohibited; (Revised: 1/11/89, 1/10/91, 5/6/08) 3. The name or picture of a student-athlete with remaining eligibility may not appear on an institution s printed promotional item (e.g., poster, calendar) that includes a reproduction of a product with which a commercial entity is associated if the commercial entity s officially registered regular trademark or logo also appears on the item; (Adopted: 11/12/97) 4. The student-athlete does not miss class; (Revised: 1/11/89) 36

42 5. All moneys derived from the activity or project go directly to the member institution, member conference or the charitable, educational or nonprofit agency; (Revised: 1/11/89, 1/10/92) 6. The student-athlete may accept actual and necessary expenses from the member institution, member conference or the charitable, educational or nonprofit agency related to participation in such activity; (Revised: 1/11/89, 1/10/92, 4/28/05) 7. The student-athlete s name, picture or appearance is not used to promote the commercial ventures of any nonprofit agency; (Adopted: 1/10/92) 8. Any commercial items with names, likenesses or pictures of multiple student-athletes (other than highlight films or media guides per Bylaw ) may be sold only at the member institution at which the student-athletes are enrolled, the institution s conference, institutionally controlled (owned and operated) outlets or outlets controlled by the charitable, educational or nonprofit organization (e.g., location of the 76 charitable or educational organization, site of charitable event during the event). Items that include an individual student-athlete s name, picture or likeness (e.g., name on jersey, name or likeness on a bobblehead doll), other than informational items (e.g., media guide, schedule cards, institutional publications), may not be sold; and (Adopted: 1/16/93, Revised: 1/9/96, 4/27/06 effective 8/1/06) 9. The student-athlete and an authorized representative of the charitable, educational or nonprofit agency sign a release statement (App. Forms 39-40) ensuring that the student-athlete s name, image or appearance is used in a manner consistent with the requirements of this section. (Revised: 1/11/89, 1/10/92) The Questionnaire for Items Containing the Name, Picture, or Image of a Current Student-Athlete (App. Forms 41) must be completed, signed, and submitted by the Individual/Organization that wishes to request the item. R. PRE-PARTICIPATION DOCUMENTATION Annually, prior to participation, each student-athlete will be provided the following information and sign appropriate documentation concerning: 1. The NCAA and Southeastern Drug Testing policy and consent forms (listing of banned drugs) 2. NCAA summary of rules and student-athlete statement 3. Rights concerning privacy of academic work, financial aid and injuries 4. The Student-Athlete Handbook 5. Code of Conduct (contained in the Student-Athlete Handbook) S. PARTICIPATION LIST A participation list/competition record (App. Forms 42) is to be prepared immediately at the conclusion of season by the head coach and Compliance Office. This list indicates years of participation at a Junior College or other four year institutions and/or Southeastern. This list is to be signed by the head coach, the Compliance Office and the Director of Athletics. The original will be maintained in the compliance office for no less than seven years. Copies will be provided to each 37

43 Head Coach and the Assistant Athletics Director for Academic Services. T. TRANSFER AND FINANCIAL AID APPEALS PROCESS Transfer Appeals Procedure The following appeals procedure should be followed by a student-athlete protesting denial of a release to transfer to another institution: 1. The student-athlete should seek an appointment with the head coach and discuss transfer/release denial. 2. If after consultation with the head coach and/or the Compliance Office a resolution cannot be reached, the Compliance Office will contact the Faculty Athletics Representative and a hearing chaired by the FAR will be convened. The committee hearing the appeal must consist of at least three people outside of the athletics department and shall be members of the Athletics committee. Financial Aid Appeals Procedure The following appeals procedure should be followed by a student-athlete protesting a change in athletic financial aid: 1. The student-athlete should seek an appointment with the head coach and discuss the grant-inaid decision. 2. If after consultation with the head coach and/or the Compliance Office a resolution cannot be reached, the Compliance Office will contact the Director of Financial Aid and a hearing chaired by the Director of Financial Aid will be convened. The committee hearing the appeal must consist of at least three people outside of the athletics department. Withdrawal from School There is a very specific procedure you must follow when withdrawing from school. If this procedure is not followed, you may receive failing grades in all your current courses. It is recommended that you take the following steps before withdrawing from school: 1. Talk to your parents. 2. Discuss your decision with your Head Coach. 3. Complete all withdrawal forms for your school in the Office of the Dean. 4. You must complete the normal end of the semester, clear-out procedure related to the Equipment Room, Athletic Library and Housing Office. In general, withdrawing from the University at mid-term is never recommended, except for reasons such as poor health or personal crisis. If at all possible, you are strongly encouraged to ask for the 38

44 support you need to complete the semester. Sometimes counseling and tutoring can help you over the rough spots and enable you to remain at Southeastern. Withdrawing from a Class Students-athletes are not permitted to withdraw from any classes during the semester without approval of the Asst. Athletic Director of Academic Services, Compliance Officer and the Head Coach. Student-athletes must always be enrolled as a full-time student (minimum of 12 hours). Dropping below full-time status immediately renders you ineligible for all competition, practice and financial aid. If you want to drop or withdraw from a class you must follow these procedures: 1. Obtain an Athletic Course Withdrawal form (read thoroughly) from the Assistant Athletic Director for Academic Services. 2. Obtain your coach s signature. 3. Obtain the Compliance Office s signature. 4. Meet with Assistant Athletic Director for Academic Services to process drop or W Dropping a class without adhering to this procedure could result in the following: Being declared ineligible from further competition. Loss of scholarship Ineligibility for summer aid or fifth-year aid. X. ACADEMIC SUPPORT SERVICES Sharp Academic Center Hours (Subject to Change) Fall and Spring Semesters: Monday through Thursday 7:30 a.m. 9:00 p.m. Friday: 7:30 a.m. 12:30 p.m. Sunday: 4:00p.m. 7:00p.m. Summer Semester: Monday through Thursday 7:00 a.m. 5:30 p.m. A. ACADEMIC POLICIES The student-athlete academic support services program is designed to assist student-athletes achieve a level of academic success relative to their ability. The program works closely with the University s Center for Student Excellence to provide support services such as subject tutoring and seminars which address learning and study strategies. Southeastern Louisiana University Athletics Department Academic Training Camp 39

45 The Southeastern athletic academic support program is designed to assist all student-athletes in meeting academic goals will earning an undergraduate degree. Academic Support staff members will be available in the Sharp Academic Center to meet with student-athletes as needed Goal: To assist student-athletes in becoming independent learners. Program Tiers: Student-athletes, based upon their semester & cumulative grade point average, high school academic records, academic performance at Southeastern and academic record at other colleges/universities, will be placed into one of the different program tiers. The Assistant Athletics Director for Academic Services in consultation with academic support staff members will determine the student-athletes initial placement. Continuing placement is based upon academic progress and success. Tier I Student-Athlete returnees with CUM GPA below 2.19, freshmen with two developmental courses, conditional admits, and other student-athletes as deemed appropriate by the Assistant Athletics Director for Academic Services: 1. Eligibility review meeting w/asst. AD for Academic Services 2. Weekly academic meeting with academic coordinator (may meet multiple times per week) 3. Objective Based Study Hall/Block Schedule with Weekly Academic Objectives 4. Academic subject tutor(s) as scheduled (required for developmental courses) 5. Meet with academic advisor twice per semester 6. Participation in SE 101 Friday resource group as a freshman 7. Monthly Instructor academic meeting during office hours 8. OPR reports and follow up 9. Additional academic requirements as deemed necessary by academic support staff Tier II Student-Athlete returnees with CUM GPA between 2.2 & Academic meeting with academic support staff as scheduled 2. Eligibility review meeting w/asst. AD for Academic Services 3. Study Hall six hours per week 4. Meet with academic advisor once per semester 5. Academic subject tutor(s) as scheduled (required if repeating a course) 6. OPR reports and follow up 7. Additional academic requirements as deemed necessary by academic support staff Tier III Student-athletes new to Southeastern Athletics 1. Academic meeting with academic support staff as scheduled 2. Study Hall four hours per week 3. Meet with academic advisor twice per semester 4. Eligibility review meeting w/asst. AD for Academic Services 5. Academic subject tutor(s) as requested/needed 6. Participation in SE 101 Friday resource group as a freshman 7. OPR report and follow up 8. Additional academic requirements as deemed necessary by academic support staff Tier IV Student-Athlete returnees with CUM GPA above

46 1. Academic meeting with academic support staff as scheduled 2. Eligibility review meeting w/asst. AD for Academic Services 3. Meet with academic advisor once per semester 4. Academic subject tutor(s) as requested Various Academic-Related Policies and Procedures 1. Procedure for priority registration: Early/priority registration for the subsequent term is available for student-athletes. Early Registration procedures will be distributed to Head Coaches each term. The following is the basic procedure for early/priority registration. 1. Student-athletes will be notified of the dates and timeline for priority registration. 2. Each student-athlete will be advised by their major advisor and a tentative course schedule will be drafted. 3. The student-athlete, with the assistance of an athletic academic support counselor will then compile the final course schedule. This final schedule will be created considering degree progression, NCAA continuing eligibility guidelines, student strengths/ability and team practice/competition schedule. 4. Once finalized the Student-Athlete will register on-line and the final schedule later verified by academic support personnel. 2. Procedure for modifying class schedules: 1. Student-athletes are required to carry a minimum of twelve (12) hours to be eligible to practice and/or compete. 2. Student-athletes are not to modify the schedule previously approved by the academic support staff. 3. In order to drop a class the student-athlete must receive a departmental withdrawal form (App. Form 43) from academic support services staff. 4. This form identifies the class requested to be dropped. In order to proceed with dropping the class, approval in the form of signatures must be secured from the head coach, academic support personnel and the Compliance Office. The form is retained in the academic support services office. 5. The academic support staff and Compliance Office perform random spot checks to verify full-time enrollment (specifically focusing on in-season sports). 3. A student-athlete receiving a book scholarship will have access to obtain books through three avenues (Details of the textbook program are available in the student-athlete handbook): 1. Attaining books through the University text book rental program (App. Forms 44-45) 2. Books not available through the text book rental program can be purchased through the University bookstore. Books purchased by the department are required to be returned to the department at the conclusion of each semester. 3. Books owned by the department are also available for student-athletes who receive a books scholarship. These books are also returned at the end of each semester (App. Forms 46-47) 4. Class Attendance: Student-athletes are not to miss any class other than those defined as valid University excused absences. Absences due to illness or injury must be reported to the athletic training room with proper documentation supplied to instructors. Copies of excused 41

47 absences will be provided to Academic support staff and placed in the student athletes file. 5. Academic Retention/Suspension Policies: As with all students, student-athletes are subject to University academic policies concerning retention, probation and suspension. 6. Coursework at Other Institutions: Prior approval by academic support personnel must be attained by student-athletes to take coursework at other institutions. Forms are available at the Admissions Office and must be approved prior to the beginning of off-campus courses. B. MISSED CLASS POLICY The purpose of the missed class policy is to provide guidance in competition and practice scheduling with regard to minimizing missed classes. An official departmental excused absence is dictated by appropriate documentation signed by the Athletics Director or the Senior Woman Administrator and the Vice President for Academic Services. The department s missed class policy will be delivered annually to all faculty through the Vice President for Academic Services Office. 1. Policies and Procedures for Coaching Staff/Missed Class Policy (App. Form 48) 1. Proposed competition schedules will be evaluated concerning missed class due to travel. The head coach will submit a proposed schedule to the Director of Athletics with a summary of missed class dates. The Director of Athletics will provide to the Faculty Athletics Representative and the Athletics Committee at least one month prior to the start of a sport's season, a listing of all competition in that sport which will necessitate student-athletes being absent from class. This listing will include the time and date of competition, destination, conference/non-conference competition, departure time, travel time, and return time. For the purposes of calculating missed days the following guide will be used: Day of Departure Depart at or prior to 12:00 noon = one day Depart after 12:00 noon but before 3:00 p.m. = one-quarter day Depart after 3:00 p.m. = 0 days Day of Return Return before 8:00 a.m. = 0 days Return 8:00 a.m. to 12:00 noon = three quarter day Return after 12:00 noon = One day 2. Student-athletes will not miss any regularly scheduled classes for any practice activities. 3. For home competition, student-athletes will not miss class if that class ends two hours or more before the scheduled competition time. 4. For away competition, student-athletes will not miss any classes prior to 30 minutes before the scheduled time of departure. 42

48 5. For away competition with overnight travel, no team shall depart more than 48-hours prior to the time of competition and must return within 36 hours subsequent to the end of the competition. 6. No student-athlete should miss more than 20% of the scheduled class meetings due to competition in any one semester. This 20% excludes participation in conference or NCAA championship play. Exception to this 20% must be approved by the Faculty Athletics Representative and the Athletics Committee. 2. Policies and Procedures for Student-Athletes 1. The Head Coach of each sport team will present to members of their team who will travel an individual written notification potential missed classes. Student-Athletes receiving this notification will present the notification to each instructor prior to the occurrence of any absences. Student- Athletes are required to retain a copy of this notification and remind their instructor(s) of their absence, at least 7 days prior to each contest which affects their class attendance. 2. Copies of the missed class notification for each sport team and a list of those student-athletes who will miss class shall be provided to the Assistant Athletics Director for Academic Services as well as the Assistant Athletics Director of Compliance. 3. It is expected that student-athletes will be responsible for submitting all assignments on time as directed by the instructor, and advance arrangements will be initiated by the student-athlete for any tests which will be missed. 4. The Southeastern General Catalogue contains the policy regarding excused student absences. It is expected that faculty members will not penalize student-athletes for missing classes due to conflicts with contractually scheduled athletic contests and related travel. 5. It is expected that coaches will not penalize student-athletes for missing practices due to conflicts with regularly scheduled classes for which student-athletes are enrolled. This includes student-athlete required attendance for course field trips, special labs, etc. 6. Southeastern s traditional week of finals runs Monday to Friday. No competition or travel will occur during final exams other than that mandated by conference or NCAA scheduling. All efforts should be made to not travel on the Sunday prior to exams. There may be instances where travel to games could occur on Friday due to the relatively small number of finals given on that day. These exceptions are subject to the approval of the Athletics Committee. 7. Student-athletes who believe that they have received a lack of reasonable accommodation of the provisions of this missed class policy by a coach should immediately contact the Athletics Director or the FAR. C. GRADUATION RATES, GSR, AND APR GOALS Below is historical data concerning the University s and department s federal graduation 43

49 rates and graduation success rates (GSR): Year (Cohort) University Single Year % University Four Year % Student- Athlete Single Year % Student- Athlete Four Year % Graduation Success Rate % 2000 ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) ( ) As a result of studying this data and other related dynamics the following departmental goals exist. Graduation Rates (both single year and four-year average) should exceed 50%. Graduation Success Rate should exceed 70% Academic Performance Rate (APR both single year and four-year average) should exceed 925 or the SLC average for that sport whichever is greater. XI. FISCAL MANAGEMENT The budgetary concept of the Athletics Department is to establish a budget which serves as a financial guide in determining the expenditure level for each area of operation. This concept is the basis for management controls over the total operation. The department and all personnel are subject to state and institutional regulations concerning the expenditure of funds. All expenditures must be made in accordance with the policies of the Athletics Department to ensure strict compliance with sound business practices and compliance with University and NCAA rules and regulations. Coaches and staff members who are delegated budget responsibility will meet annually to prepare a preliminary budget with the Director of Athletics for funds necessary to conduct their respective programs. Every effort will be made to authorize the funds requested, provided they are justifiable, reasonable, and can be contained in the overall budget. All coaches and staff members must execute their respective programs within the funds allocated. Adherence to the predetermined budgetary limits is mandatory. The Acct. Spec. II of Athletics has been delegated the responsibility to help prepare and administer the Athletics Department budget. The Athletics Director presents the budget to the University administration. Coaches and staff 44

50 members delegated budget responsibility will receive a monthly statement from the Acct. Spec. II. The person delegated the responsibility of account management must review each transaction thoroughly to insure that expenditures dedicated for their account are in program line items. If a discrepancy occurs in an area, a review of the budget item with the Acct. Spec. II must occur. The head coach must prioritize his/her expenditures and plan accordingly to avoid overages in line items. When budgets are near depletion, funds may be restricted in an effort to prevent overruns prior to the end of the fiscal year. Budget adjustments must be processed through the Acct. Spec. II with the Athletics Director s approval. A. SPECIAL FUNDS/ACCOUNTS Personnel in the Athletics Department are advised that all funds or accounts used directly or indirectly for the operations of the athletic program must be maintained in the University Auxiliary Account, Development Foundation or the Lion Athletic Association and must fall under the entity's jurisdiction. Under no conditions may personnel maintain special accounts/funds outside of the university which are not subject to institutional control. B. TICKETS OPERATIONS TICKET OPERATIONS POLICY AND PROCEDURES MANUAL The ticket office is dedicated to the value of our customers by adhering to NCAA, Southland Conference, and institutional policies and procedures. STAFF OF TICKET OFFICE A full-time staff consisting of the Director of Ticket Operations who follows a normal work schedule Monday through Friday (Monday through Thursday during the summer) with the assistance of many student workers for events and office work. Evening and weekend work is necessary in athletic preparation and execution. Student Labor: Student workers are hired for office and event work. As Ticket Office personnel, they are trained in each area as needed: a. Cash handling and accountability per University policy b. Ticket sales Ticket Return and KIS machine usage c. Phone etiquette and customer service d. Equipment usage e. Ticket office and event operations policies and procedures HOURS OF OPERATION The ticket office is closed on University holidays and follows these hours. Fall-Spring 11AM- 430PM, Friday 8AM-1230 PM. Summer-Monday-Thursday 8AM-430PM. Fall Break- Thursday and Friday from 11AM-430PM. Football Home game weeks on Friday 11AM-430PM. Ticket operation hours on site at events vary per sport. Holiday sales will be conducted at each venue point-of-sale locations. ACCOUNTABILITY The Director of Ticket Operations is responsible for layout and design, security in printing, and accuracy in printing for all tickets sold to all athletic events. The ticket manifests and ticket 45

51 inventory controls are also the responsibilities of the Director of Ticket Operations. All ticket stock is stored within the ticket office safe. Access to tickets is restricted to personnel working in the Athletics Ticket Office. UNSOLD TICKETS Unsold or deadwood tickets are maintained and verified by the Director of Ticket Operations and recorded on event reports. After audit or review by the Director of Internal Audit, the unsold or deadwood tickets will remain on file per University file retention policies. PETTY CASH The petty cash for the Athletics Ticket Office remains at a constant $1,000, with an additional $3,500 used for home football events. Football petty cash is requested in early August of each home football game. The requested check is signed out from the controller s office the week of the game. It is cashed by the Director of Ticket Operations with an escort from University Police to the bank. All petty cash is locked in the ticket office safe at all times until needed for events. SECURITY With the presence of campus police, monies collected at games and unsold tickets are locked inside the safe. All monies collected in the ticket office will be locked in the safe at the end of every business day. The safe at the Athletics Ticket Office is operated through the use of a combination. The Director of Ticket Operations is responsible for giving combinations to authorized personnel. For further security, the ticket office is secured by a security system with wireless remote activation monitored by an alarm company. Campus police randomly check doors (daily during non-business hours) outside the building. RECORD KEEPING All records, reports, applications for tickets, and deposit paperwork concerning tickets are kept on file in the Athletics Ticket Office for a period of two years to allow for problem management and research. After a period of two years, records are secured in a storage area in close proximity to the ticket office. Computer terminals are used throughout the year for recording and updating ticket sales, listings and mailing labels of customers, records of applications, and mailing lists. Records of all sales, refunds and adjustments are recorded on the computer. All electronic files from prior and current ticket companies are accessible through contractual agreement. DEPOSIT OF FUNDS/RECONCILIATIONS Deposits: All cash, checks, and credit cards from athletics ticket sales are deposited with the Controller s Office/Cashier s office on a daily basis as needed by the Director of Ticket Operations. If not available, Administrative Assistant 4 and/or Administrative Coordinator 4 will make the deposits. If none of these personnel are available, then the University Police Department will be called to take the deposit to the Controller s Office. Cash and deposit slips with sales information are given to the Administrative Coordinator 4 to verify the amount of ticket revenue deposited. A copy of each deposit slip is given to the Accounting Technician to keep on file for reconciliation purposes. Reconciliations Protocol: 46

52 a. Football- All football game day sales will be collected by the Director of Ticket Operations and Student workers. Once all monies are collected the Director of Ticket will count all cash, checks, and credit card payments in the presence of an employee assigned by the Senior Associate Director of Athletics (not to be the Accounting Technician). This will be done immediately following the close of ticket sales at the event or the next business day following the event. b. All Other Sports: All game day sales will be collected by the Director of Ticket Operations and student workers. Once all monies are collected the Director of Ticket Operations will count all cash, checks, and credit card payments in the presence of an employee assigned by the Senior Associate Director of Athletics (not to be the Accounting Technician). This will be done immediately following the close of ticket sales at the event. c. Presale tickets (season tickets, single game, and web sales): All monies collected from presale tickets in the ticket office or on the website will be added to the reconciliation at the time of collection. (see Sales below) d. In the very rare event the above (a) and/or (b) cannot be done, the Senior Associate Director of Athletics will be notified by the Director of Ticket Operations that there will be a delay in the reconciliation process with a written explanation and the process will be completed by 2pm of the next business day following the event. The money will be deposited no matter if there is a completed deposit slip. e. Money counting: The automatic money counting machine will be utilized for all Football cash counting or any event that generates over $1000. Sales: Ticket sales are totaled on the next University business day subsequent to a sales transaction. An itemized deposit, reconciliation report, and sales summary are created and logged by the Director of Ticket Operations. All are taken to the Controller s Office by the Administrative Assistant 4 and/or Administrative Coordinator 4 (see DEPOSITS above). Web sales are hosted by the ticketing company (Ticket Return) who cuts a check at the close of each month. The check is usually received in the month following the sale/s. Deposit of Funds: All deposits are made daily or as needed. The next business day after monies are collected the deposit is sent to the Controller s office/cashier office. The deposit bag is delivered to a cashier and logged with a signature of the person delivering the deposit. Receivables: All receivables are documented on the receivable form which is similar to a deposit form. A receivable is done if there will be a delay in payment to the ticket office for tickets that have been issued. This includes but is not limited to sponsor tickets and web sales. The payer is invoiced when a receivable is recorded and the monies deposited against the receivable when collected. Event Reports: Event reports are prepared by the end of the third business day following the event. They are constructed using deposits, deadwood, and game day papers. Ticket system reports: a. Ticket Return (TRE) i. Football, Men s Basketball, Women s Basketball, and Baseball ii. Use game reports to compare to event reports b. KIS machine: i. Track and Field, and Softball ii. Sales settlement is printed after each game; can only hold one game at a time. General Ledger Reports: when all reports above are produced, they are compared to the general ledger by the Accounting Technician. These reports show monies collected for each event. This 47

53 also helps us verify the money was properly recorded. A journal entry is requested to correct any errors. Comparison spreadsheet: All reports above (event reports, ticket system reports, and general ledger reports) are put into a spreadsheet comparing each event and report. The reports are compared to ensure that revenue is properly recorded. The comparison spreadsheet is a continuous process that is done in the following steps: a. Entered and compared per game b. Compared at the end of each month and at the end of each season, with no delays Media Guides: The Sports Information Director orders media guides and programs. Media guides and programs are paid through external funds (Lion Athletics Association). The Sports Information Director will allocate a portion of the Football Media guides to be distributed to select media personnel or universities (at no charge). The remaining Football Media guides will be given to the Director of Ticket Operations for sale. a. A reconciliation (log in/log out) sheet will be prepared. Director of Ticket Operations and the Sports Information Director will sign for the Media Guides received/returned. b. Unsold media guides will be returned to the Sports Information Director and stored for 3 fiscal years. The designated storage location is under Strawberry Stadium. c. The proceeds from the sold Media Guides will be deposited into the university s account. d. A copy of the final reconciliation sheet will be given to the Senior Associate Athletics Director Programs (non-football sports): Basic procedure as with the Football Media Guide; however, the programs are combined as follows: Baseball/Softball, Men s Basketball/Women s Basketball. The Sports Information Director orders programs. Programs are paid through external funds (Lion Athletics Association). The Sports Information Director will allocate a portion of the Programs to be distributed to select media personnel or universities (at no charge). The remaining Programs will be given to the Director of Ticket Operations to be sold at $1.00 each. a. A reconciliation (log in/log out) sheet will be prepared. Director of Ticket Operations and the Sports Information Director will sign for the Programs received/returned. b. Unsold programs will be returned to the Sports Information Director and stored for 3 fiscal years. The designated storage location is under Strawberry Stadium. c. The proceeds from the sold Programs will be deposited into the university s account. d. A copy of the final reconciliation sheet will be given to the Senior Associate Athletics Director Reconciliation procedure agreement for Football Programs: a. The Sports Information Director orders programs. Programs are paid through external funds (Lion Athletics Association). b. The Sports Information Director will allocate a portion of the Programs to be distributed to select media personnel or universities (at no charge). c. The remaining Programs will be given to the Admin. Coordinator, to be sold at $3.00 each. i. A reconciliation (log in/log out) sheet will be prepared and will include initial total/ sold/ returned total. Admin. Coordinator / The Sports Information Director will sign for the Football Programs received/returned. ii. Unsold programs will be remain in the storage room under Strawberry stadium and kept for 3 fiscal years d. The proceeds from the sold Football Programs will be deposited into the university s account. e. A copy of the final reconciliation sheet will be given to Sr. Assoc. Athletics Director 48

54 Parking: Pre-numbered parking passes for tailgate spots are ordered by the Director of Ticket Operations. Tailgate spots are sold and assigned through the ticket office. The assignment sheet is kept on the computer and updated as spots are sold. At the end of the season, a final list is printed and stored with Football season reconciliations. a. The proceeds from the sold Programs will be deposited into the university s account and reconciled following the above reconciliation policy. b. A copy of the final reconciliation sheet will be given to the Senior Associate Athletics Director c. Unissued/unsold parking passes are stored per the record keeping policy above. TICKET PRICES Price structures for tickets to athletic events are established and reviewed by the Director of Athletics and the President of Southeastern Louisiana University and approved by the University of Louisiana System. Current ticket prices are on file in the athletic ticket office, the Athletic Director s office, and the President s office. METHODS OF PAYMENT Tickets may be paid for with cash, check, money order, or credit cards Checks: a. All checks must be signed. Checks received by mail are logged in by the Administrative Coordinator 4 and then delivered to the Ticket Office b. Verify that the written amounts correspond with the numbers. c. All checks must have a complete address (with street address not P.O. Box number). d. Do not accept post-dated checks (verify that the check is properly dated) e. Confirm the identity of the person, typically check a photo ID and compare the signature on the check to the signature on the ID. f. All checks must contain a means of identification if it is not already printed on the check. Do not obtain the Social Security number on the check. i. W# if the individual is an employee or student ii. Driver s license number if the individual is not an employee or student iii. Student or Faculty/Staff Name if given by third party iv. If the person is not an employee or student here at Southeastern, put the date of birth of the person on the check. g. Put the budget unit number of the department where the check was accepted, this will help the Controller s office determine where it was taken (on upper right hand corner of the check). h. The ticket office follows University procedure for a returned check due to insufficient funds. The Controller s Office charges this amount back to the revenue account and the check is sent back to the department for collection. Cash: All petty cash and cash received for payment are kept in the office safe at all times. Sales are deposited the next business day after cash is collected. Credit Cards: VISA, MasterCard, and American Express. All credit card merchant copies are deposited the next business day. A sales report is run and credit card sales slips are matched to report to verify all sales slips are accounted for. A settlement report is then run on the machine to finalize sales. The merchant copy sales slips and settlement report are sent to controller s office with the deposit. SEASON TICKETS 49

55 For all sports, season ticket renewal forms are mailed to those individuals who purchased season tickets for the previous season. Football: sent in Spring; usually in April Men s and Women s Basketball: sent in early Fall; usually in late September/early October depending on start of season Baseball and Softball: sent in December prior to holiday season All season ticket patrons have first right of refusal to secure their seats according to contemporary ticket policies. Southeastern season tickets belong to the individual, organization, or company named on the account. Any change in contact information of an account must be made by the account holder or designee to the ticket office. Tickets not renewed revert to the Department of Athletics for location assignment procedures. In the absence of non-extenuating circumstances, ticket accounts/rights are nontransferable. The University reserves the right to deny ticket purchases to parties based upon rules infractions and/or significant unsportsmanlike and uncivil conduct. Season tickets are sold through the mail, through the web, and are also purchased directly from the athletic department ticket office at the Dugas Center. Season tickets are available for numerous sports; however, football, men s basketball, women s basketball, and baseball are the most popular and are handled through the Ticket Return, LLC (TRE) ticketing software. The Keep It Simple (KIS) machine is used for game day sales for softball and track and field. At the beginning of the season all previous season ticket holders are notified by the ticket office to renew their season tickets for the upcoming season. Applications received for new season ticket holders and completed renewal forms for previous ticket holders are sent to the ticket office for processing. Money is collected for season ticket sales by the ticket office personnel and can also be paid through TRE from the Southeastern Athletics Website. Web payments are processed through TRE and subsequently received by the university from the company as per the contractual agreement. Each event is assigned an event code in TRE to account for each type of ticket sold for each event. Upon receipt of payment from Ticket Return for web sales, the credit card fees are coded as an expense and all ticket sales are deposited to their respective game revenue accounts. (see DEPOSITS above for proper deposit management) Men s basketball season tickets sold as reserved, top cat (courtside reserved seating), family plan (4-pack of general admission seats), and general admission. All seats not sold as season tickets are made available for sale to the general public. Baseball season tickets sold as reserved seating in grandstand chairbacks, reserved box seating, general admission in grandstand bleachers or outfield bleachers, and family plan (4-pack of general admission seats). Tickets for reserved seating are sold according to the seating manifest, which is kept on file and reconciled by the ticket office. Football Season Tickets sold as reserved seating on the home side in chairback and bench back seats, club and suite seating (season tickets only), and general admission on the visitor s side. Each Victory Club seat and Suite is renewed annually around the same time season ticket renewals go out. Women s Basketball Season Tickets Season tickets are sold and printed online by the ticket office using TRE. Tickets are sold as either general admission in the arena seats or as top cat reserved seating (courtside seats). Softball Season Tickets Tickets are sold as general admission and sold through the KIS machine. Season passes are designed and printed in the ticket office. Each are numbered consecutively and laminated. 50

56 REFUNDS/EXCHANGES No refunds or exchanges are allowed in typical situations. In extenuating circumstances, we will acknowledge refunds and exchanges on a case by case basis. In the event a game is cancelled, we will issue a refund or offer to exchange a ticket for another event. A secondary level review will be conducted by the Accounting Technician with the Controller s office as a back-up. The form used to issue refunds will be modeled after the controller s office refund form. DISCOUNTED SEASON TICKETS Discounted season tickets are available to Southeastern faculty and staff members in designated areas of the venue. Each eligible patron may purchase up to four discounted season tickets to regular season home athletic events. INDIVIDUAL GAME TICKETS Individual game tickets may be purchased ahead of time following the same procedures as season tickets. Individual tickets may be purchased from the Website or by visiting the ticket windows at the Dugas Center or the athletic venue for the current game. Individual game tickets may also be purchased on game day at the gate. Ticket Office personnel sells tickets at athletic events from tickets printed from TRE (football, men s and women s basketball, and baseball) or KIS machine (volleyball, soccer, and softball). The Director of Ticket Operations, who attends all athletic functions, collects all used and unused tickets and money from the ticket booth/s and puts them in a safe in the ticket office until the next business day. GROUP DISCOUNTS SINGLE EVENT Groups of fifteen (15) or more attending a single regular season home game may receive a discounted game-day ticket price. Group discount purchases must be made prior to the day of the event. Larger corporate groups can receive discounted rates on a certain number of group members. See approved ticket prices for number of group members and pertaining discounted rates to each event. STUDENT BODY TICKET DISTRIBUTION Students are entitled to attend all regular season athletic events at no cost, by presenting a valid Southeastern student identification card. The Southeastern Student ID card is swiped through a card scanner with updated student enrollment information which will either accept or decline a card depending on enrollment status. It stores the student s ID number, name, time of entry, and date. This information is uploaded by Campus Card Operations and ed to the Director of Ticket Operations and is used to record accurate student attendance at each event. Current Southeastern students with a valid student identification card are eligible to purchase up to four (4) companion tickets at a discounted rate to home football games. These are offered as a season ticket package or per event. MAIL ORDER TICKET APPLICATIONS Applications for tickets by mail will be accepted when accompanied by check or credit card information. The Athletics Ticket Office requires payment in full prior to mailing tickets. OVER-THE-COUNTER/WALK-UP TICKET SALES 51

57 Tickets are available for over-the-counter sales during normal Athletics Ticket Office operating hours and on game day, depending on availability. All over-the-counter sales are immediately entered into ticketing system. Deposits are made the next business day. Cash received from walk-up sales is stored in the safe of the Athletics Ticket Office. The Director of Ticket Operations or a designee is accompanied from the event site to the Athletics Ticket Office by an officer from the University Police Department. Sales are recorded into the computer and deposited at the controller s office on the first business day following the event. TICKET DISTRIBUTIONS The Athletics Director determines seating priorities for all home events/sports. Prioritized seating is as follows: 1. Lion Athletics Association (LAA) members 2. Season ticket holders 3. Complimentary tickets 4. Student-athletes 5. Student tickets Ticket distribution for post season is as follows: 1. Authorized University personnel 2. LAA members 3. Season ticket holders 4. Students*/Public (*student tickets are dependent on post season attendance rules and distribution; support groups, i.e. Maneiacs, will get first choice of student tickets) COMPLIMENTARY TICKETS The following policy establishes regulation and distribution tickets for the Southeastern Louisiana University Athletic Department. The policy has been set to assure that employees of the athletic department and other University employees who assist the department receive complimentary tickets for their service to the department. Recipients of complimentary season tickets are designated, reviewed, and approved by the Director of Athletics, the President, and the Board of Supervisors. The listing of positions able to receive complimentary season tickets is available in the ticket office, Director of Athletics office, and President s office. This policy outlines who may receive complimentary tickets and the number allowed. The promotional tickets are issued at the discretion of the athletic director and are often given to Companies that sponsor the games. Complimentary tickets for the student-athletes are allotted and handled at a separate gate and are signed for on an individual basis. Currently, the ticket office maintains a log of who receives complimentary tickets. ATHLETICS COMPLIMENTARY HOME EVENT TICKET POLICY SOUTHEASTERN LOUISIANA UNIVERSITY Members of the Board of Regents (upon request) 2 Members of the Board of Supervisors (upon request) 2 President of the University 16 Each Vice President 2 or number of immediate family whichever is greater 52

58 Former Southeastern Presidents (upon request) 2 Student Government Association President (upon request) 2 Each Member of the Athletic Committee 2 In Season Head Coach 12 In Season Assistant Coach 6 Athletic Staff and all Out of Season Coaches 2 or number of immediate family whichever is greater Team Physician(s) (upon request) 6 (total) Non Athletic Employees Required to Work Events 2 Providers of Courtesy Cars to Athletic Department 4 Southeastern Student-Athletes Visiting Student-Athletes According to NCAA regulations According to conference regulations or Individual game contracts Representatives of Other Institutions Policies Southland Conference Staff Prospective Student-Athletes High School Coaches** According to Southland Conference 2 (upon request) According to NCAA regulations According to NCAA regulations Notes: *Use of promotional/complimentary tickets is to be determined by Director of Athletics. Priority consideration for use of tickets is the department s community outreach program. Limit on promotional/complimentary tickets represents tickets actually used rather than those distributed. **High school coaches are eligible to receive two complimentary admissions to any regular season event with a valid High School Coaches Association card. High school coaches who receive 2 complimentary tickets per game must not provide those complimentary tickets to prospects. 1. Complimentary Single Game Tickets: Athletic staff members and out-of-season coaches are eligible to receive single game complimentary tickets for immediate family members upon request. Additional tickets may be available upon approval of the Director of Athletics. Complimentary tickets cannot be left for any prospect, be placed in a current player s name or family member of these players and prospects. 2. Southland Conference (SLC) Contests: Athletic Directors at SLC colleges/universities shall be entitled to six (6) additional complimentary admissions to each Conference competition upon request. Also, complimentary admissions may be granted to campus organizations, i.e. bands, cheerleaders, accompanied by a sponsor and in uniform according to the Southland Conference Operating procedures. COMPLIMENTARY PROSPECT TICKETS Southeastern prospects are eligible to receive up to 3 complimentary tickets, as per NCAA rules and regulations, to any regular season home athletic event. Tickets must be issued via a pass list on an individual game by game basis at the event. Coaches or designated personnel must communicate anticipated prospected student-athlete ticket needs to the compliance officer and ticket office prior to opening of gates. All high school teams are eligible to receive complimentary admission in the form of unofficial visits for regular season home games. Team rosters must be submitted to the ticket office in advance 53

59 on appropriate letterhead. SOUTHEASTERN STUDENT-ATHLETE COMPLIMENTARY TICKETS The ticket office had developed procedures for all sports to ensure that complimentary admission is issued according to NCAA and Conference rules and regulations. Within these directives, hard tickets are not issued to student-athletes or their guests. All complimentary admissions of this form are granted via a pass list upon presentation of photo identification and a signature of acknowledging receipt of the complimentary admission. The ticket office and/or compliance officer will monitor pass lists of all contests to assure that student-athletes are not provided more than the allowed number of complimentary admissions. The following steps are required to insure compliance requirements: 1. Each sport program in conjunction with the Compliance Office will maintain a roster of active members of the team. 2. The compliance officer or coach will speak to the squad prior to the first game concerning rules, regulations and procedures for signing up for complimentary admission. 3. It is the responsibility of the student-athlete to request complementary tickets via ACS no later than two days prior to the event. SOUTHLAND CONFERENCE CONTESTS The SLC has a standard complimentary admission form that each head coach must fill out for each game. The head coach is to provide this list to the ticket manager of the host institution. Each host institution must provide a minimum of the following for each event. This number is determined by Southland Conference and noted in the updated conference manual on file. If the visiting institution desires to request specific reserved seats out of this block for institutional personnel, visiting administration must provide a pass list in advance (24 hours) specifying these individuals by name. Unless the visiting team elects to bring personnel for such purpose, host institutions are responsible for distributing complimentary admissions for the visiting team. F. TRAVEL INDIVIDUAL STAFF MEMBERS Individual travel is defined as that which is essential to transact University business. Individual travel covers all approved travel by Departmental staff members on official University or Departmental business. Travel in this category includes, but is not necessarily limited to, such activities as recruiting, and attendance at professional meetings. All travel arrangements are made through the state approved commercial travel agency by the Coordinator of Travel. Travel expenses (App. Form 54) just are within budget constraints. Staff members may not claim expenses, which are covered by an outside source, and reimbursement requests are to be supported by appropriate documentation. 1. Recruiting Travel: Travel authorizations for recruiting travel must be approved in advance by the Athletics Director. Related expenses must be within the approved budget allocations for each sport. Therefore, the amount of recruiting, the mode of transportation used for recruiting and other related travel expenses are constrained by budgetary guidelines. A separate Travel Authorization for recruiting travel is done on a monthly basis. Approval for travel for in-state recruiting is funds in that like item. The travel itinerary for each trip is developed through the combined efforts of the individual. Coaches are required to document all recruiting activities. 54

60 In addition to the required information, coaches should note the high school visited and specific discussions with high school coaches. 2. Non-Recruiting Travel: Travel authorizations for non-recruiting purposes must be approved in advance by the Athletics Director and Vice President for Administration and Finance. Approval is based on the availability of funds in the cost center budget for such purposes. 3. Speaking Engagements: Staff members are encouraged to accept speaking engagements which might enhance the marketing and public relations efforts of the intercollegiate athletics program. However, every effort should be made to minimize expenses related to speaking engagements so as to avoid any cost to the Department of Athletics. Reimbursement for expenses incurred in association with speaking engagements or while making public appearances as a representative of the department is subject to the following limitations. 1. The purpose of the speech must concern some aspect of intercollegiate athletics, Southeastern or recognized sports associations or organizations. 2. If an honorarium is paid, the amount of expense reimbursement is limited to costs incurred by the speaker which are in excess of the honorarium. 3. Reimbursement for speaking engagements which require travel must be approved in advance by the Director of Athletics. 4. Any unauthorized time away from duty must be charged to the accrued vacation leave of the speaker. 4. Travel Authorizations (TA): Staff members should complete travel authorization forms and/or Car Rental Approval Request (App. Forms 52-53) and obtain the necessary approvals before making travel arrangements (See Travel Regulations under home page for Controller s Office -- Staff members who travel without prior written approval may be held personally accountable for all related expenses. Requests for rental vehicles must be on the TA. 5. Travel Advance: Any coach who is traveling on official team travel may obtain a cash advance for 100% of estimated expenses, except for those which will be paid directly by the University and those which are charged to a credit card. 6. Cash Advance for Team Travel: Send an cash advance request to the Controller s Office with check pickup to be specified. Travel Authorization must be approved prior to issuing a cash advance. All reconciliation of cash advances must follow University travel regulations and protocol 55

61 7. Allowances and Documentation: Staff members are to use established business practices when traveling on official Department business. Travel reimbursements, as specified below, are limited to actual expenses incurred for transportation, meals, lodging and related business expenses that are allowable by Department policy. Receipts are necessary for hotel lodging, team meals, taxis, conference registration fees and incidentals. 8. Transportation: The method of transportation is determined by the head coach and should be that which is in the best interest of the University. Whenever practical, transportation should be by common carrier (e.g., commercial airline, train or bus). The forms necessary for reservations (e.g., purchase order, interdepartmental memo, etc.) are handled by the Acct. Spec. II. Staff members should take advantage of round trip and special rates when they are available. Complete and accurate travel expense estimates must be prepared based upon the destination(s) by the most direct and usually traveled route. Any individual traveling otherwise will not only be held financially responsible for the extra expense, but also may be required to use vacation leave for excess travel time. 9. Air Travel: Airline travel is recommended not only when considering the employee's time, but also when other methods of travel would result in increased lodging and meal expenses. The cost of airline tickets is not to exceed normal coach fare. 10. Automobile Travel: Automobile transportation may be used to save time when common carrier transportation is not conveniently available to outlying places, or to reduce expenses when two (2) or more Departmental employees are making the same trip. Departmental employees needing transportation to a common destination should use one (1) automobile whenever possible. Departmental staff that has the use of courtesy cars normally uses these vehicles for all official automobile travel. If the above option are not possible or practicable, staff members may be reimbursed for business travel in personal vehicles. 11. Rental Car: Use the least expensive rate available may be approved when no alternate mode of transportation is possible or practicable. The coach must ensure that all University required approval have been secured prior to making arrangements for rental car usage. A Vehicle Rental Request form must be submitted. 12. Taxi and Limousine Service: Expenses are approved on a limited basis when other local transportation methods are not readily available. Receipts and an explanation are required for taxi charges amounting to $20.00 or more per trip. Effective July 1, 2013 the Office of Risk Management has implemented new policies regarding Authorized Drivers. Any individual who is NOT employed by the State of Louisiana will not be allowed to drive for University Business. They will not be reimbursed for mileage nor will they be allowed to drive University Vehicles including Non-licensed vehicles (Golf Carts). G. LODGING, MEALS, REGISTRATION FEES & INCIDENTAL EXPENSES Every effort should be made to minimize subsistence expenses. The employee is expected to obtain receipts and attach them to the Travel Expense Voucher. Expense documentation should include the 56

62 following: 1. The name of the establishment on an imprinted receipt. If imprinted receipts are not available, the staff member should ask for a written receipt with the establishment's official stamp, bank deposit stamp or credit card imprinted receipt (without the credit card's having been inserted); 2. The correct date of the transaction; 3. The amount of the expense clearly stated on the receipt; and 4. The description of the item purchased. In addition, expenses must be within reasonable and customary charges for the area visited. If not, expenses may be disapproved for payment and become the responsibility of the staff member. 1. Lodging: Receipts from a bona fide hotel or motel for lodging must be submitted and attached to the Travel Expense Voucher. Lodging reimbursements are subject to state and institutional limits according to location. The Acct. Spec. II ensures that lodging reservations are within the University's reimbursement limitations. When a staff member "guarantees" a lodging reservation and afterwards his/her plans change, it is his/her responsibility to cancel the reservation. If the staff member fails to cancel a reservation, any charges incurred are considered the individual's personal obligation. When two (2) staff members share expenses (e.g., room, meals, taxi, etc.), it is recommended that one person pay the bill in full and submit the appropriate documentation with an explanation of what the total expense includes and a reference to the name of the other staff member. The other person should indicate on his/her expense report which portion of the bill was his/hers and who paid it. 2. Reimbursement Rates for Meals: Staff members are reimbursed for meals when in approved travel status, providing that the travel time is clearly documented on the Travel Expense Voucher. Allowable meal reimbursement is defined by a combination of factors defined in the University s travel regulations ( 3. Registration Fees: When a staff member has received the approval of the Director of Athletics and has on file an approved Travel Authorization to attend a conference, seminar or official business meeting, the registration fee is reimbursed. Items included in the registration fee cannot be claimed again. All incurred costs, within reason, must be appropriately documented. Documentation may include official printed materials listing fees. 4. Incidental Expenses: The University reimburses the traveler for expenses incidental to official travel as specified below: 1. Communication (i.e., telephone) expenses related to University business; 2. Charges for storage and handling of equipment and supplies associated with the purpose of travel; 3. Taxi and bus fares; 4. Limousine services to and from terminals or stations; and 5. Supplies (i.e., unanticipated supplies necessary to the conduct of business and/or minimal amounts of copying services). A detailed accounting of such expenses with any available receipts must be attached to the 57

63 Travel Expense Voucher. 5. Non-reimbursable Incidental Travel Expenses: Non-reimbursable incidental travel expenses include, but are not necessarily limited to, the following: 1. Personal accident insurance and collision deductible waiver insurance on rental vehicles. 2. Laundry and dry cleaning. 3. Costs of purchasing traveler's checks, money orders, certified checks, etc. 4. Any other items not specifically permitted. 6. Reimbursement of Travel Expenses: A fully executed Travel Expense Voucher form, all original receipts and an Individual Travel and/or Car Rental Approval Request Form must be submitted to the Acct. Spec. II - Travel in the Athletics Department within ten (10) days after return from travel. NOTE: PROCEDURE FOR ALL EXPENSE ACCOUNTS 1. A tentative work copy of the expense account (App. Form 51) will be retained by office staff for review if an error is later noted. 2. Be accurate in your preparation. It is the employee s responsibility for accuracy of information. 3. If an error is noted by the Controller's Office and the expense account is returned, it will be returned via the Athletics Director's Office and the appropriate coach or staff member will be notified of the error. 4. When checks are ready, the Controller's Office will notify the Athletics Department. H. TEAM TRAVEL All team travel arrangements are made in accordance with the University, State of Louisiana and NCAA guidelines. Normally, teams travel by vans, university bus, charter bus, charter airlines and commercial airlines. The mode of transportation used is based upon safety, expense, availability, minimization of missed class and study time, distance and any unusual circumstances such as extreme weather. Air travel is used primarily for long distance, out of state travel. The Athletics Director under unique circumstances may choose to allow variances from this policy. The Athletics Director or their designee approves all team travel arrangements for away contests as they relate to expenses and NCAA rules and regulations. Flights are reserved for guarantee games, conference games, gender equity purposes, and rare occasions; the Athletics Director or their designee must give special approval. Purpose of Travel Guidelines 1. To provide a framework for safe and efficient athletic team travel for Southeastern Athletics. 2. To assign responsibility and accountability for enforcement. 58

64 For purposes of this policy, athletic teams are defined as: Baseball Basketball, Women and Men Football Golf Soccer Softball Women s Tennis Track (Indoor, Outdoor, Cross Country), Women and Men Volleyball The Director of Intercollegiate Athletics shall be responsible for overall administration of this policy and shall assign a member of the athletics staff to be responsible for compliance, oversight and necessary record keeping. The Director of Intercollegiate Athletics or his/her designee shall provide a copy of this policy to every coach. The Director of Intercollegiate Athletics or his/her designee shall have the responsibility to verify the type of vehicle recommended for use for athletic travel is in compliance with this policy. Coaches are responsible for developing their season travel plans, to include recommended vehicle types, and gaining written approval from the appropriate University staff member in advance of the season or subsequent schedule change. Post-season travel shall be handled according to NCAA guidelines and approved by the Director of Intercollegiate Athletics or his/her designee. In general, travel arrangements include the following: 1. Developing the team itinerary to be sent to the AD, SWA, Business Manager, Head Athletic Trainer, Academic Support and applicable sport supervisor 2. Completing travel authorization paperwork 3. Arranging for transportation, lodging and team meals 4. Obtaining team travel advances 5. Reporting all expenses and reconciling the cash advance with appropriate documentation upon completion of travel. See the Team Travel Budget Worksheet (App. Forms 54-55)Departure no more than 48 hours prior to the competition and return no more than 36 hours upon completion of the competition 6. When traveling by commercial flight, TSA Guidelines must be adhered to. Click on the TSA link This will give you a checklist of items that cannot be brought on commercial flights. For teams with more than 15 members of the travel party the general means of transportation is bus. Men s and women s tennis, golf, cross country and in certain situations track and field may use vans for transportation due to the smaller travel squad size. Any teams using vans will arrange a return trip to campus by 2:00 a.m. or stay an extra night prior to return to campus. Southeastern employees who have been properly approved by institutional guidelines are the only allowable drivers. All vehicle operators are expected to use proper judgment and obey all traffic laws. Each team's head coach is responsible for setting conduct standards (e.g., dress, conduct, curfews, free time activities, etc.) during trips. Consumption or possession of alcohol by any studentathlete during a University sponsored trip is strictly prohibited. Curfews for student-athletes are 59

65 expected. Only members of the travel party are allowed in rooms; persons not within the travel party are allowed in rooms with the prior approval of the head coach. Stellar citizenship is expected from all members of the travel party. 1. Travel Requirements for Team Members: In general, all team members must travel to and from an away event with their teammates and must stay with them at assigned lodgings. However, exceptions may be made at the discretion of the head coach. If approval is granted to a team member to travel separately, the student-athlete must sign a letter of release which is co-signed by the head coach. The letter releases the Department of Athletics and the University from any liability or risk involved in the alternate travel plans. 2. Official Travel Party: Prior to the travel date, an official travel party list must be approved by the Athletics Director. Only persons with their names on the list may travel with the team. Only student-athletes who are eligible and who have been officially certified by the University to compete as per SLC and NCAA regulations may be allowed to travel. 3. Travel Itineraries: Travel itineraries are developed jointly by the Acct. Spec. II and a designated coach for the sport, in compliance with NCAA rules and regulations. Each itinerary must include the following information: 1. Official travel party list (it is imperative that the travel party lists be 100% correct upon departure) 2. Departure date and time. 3. Mode of transportation and name of carrier (e.g., airline, bus, charter company, etc.). 4. Lodging accommodations. 5. Telephone contact number at destination. 6. Anticipated time of return to campus. The itinerary is distributed prior to travel to the AD, SWA, Head Athletic Trainer and applicable sport supervisor. 4. Travel Accommodations: All expenses incurred by a sport's team when traveling must be within budgetary constraints and Departmental, University, SLC and NCAA guidelines. Depending on the team size, the amount of required travel and related costs (e.g., transportation, lodging, and meals), all or part of the travel accommodations may be let out for bid, as described the purchasing procedures section of this manual. 5. Transportation: The mode of transportation for team travel is selected by the Head Coach, after consultation with the Acct. Spec. II - Travel. When choosing transportation, the following criteria are employed. 1. Safety 2. Expense 3. Availability 4. Distance 5. Number of travel days University vehicles (e.g., autos, vans, buses, etc.) are to be used whenever feasible. Otherwise, 60

66 charter buses or leased vans are used when distance and time allows. Commercial and/or charter airline transportation is primarily reserved for long distance travel or to minimize number of class and study days missed. To request the use of a University Vehicle, please complete and submit the University Vehicle Reservation Request form (App. Form 56) 6. Hold Harmless Agreement State of Louisiana, Division of Administration-Office of Risk Management (App. Form 57) All Student-athletes must complete, sign and have on file the following information. In consideration of the benefit received from my driving, or being transported in, a state-owned vehicle or vehicle rented to the State of Louisiana, State Department, Agency, Board or Commission, or authorized driver thereof, I voluntarily and knowingly assume any risk associated therewith and waive my right to assert any claim against the State of Louisiana, or any of its Departments, Agencies, Boards and Commissions, as well as its officers, agents, servants, employees and volunteers for injury or damage to my person or property resulting from my presence in said vehicle. I further release and hold harmless the State of Louisiana, all State Departments, Agencies, Boards and Commissions, as well as its officers, agents, servants, employees and volunteers, from any and all claims, demands, causes of action, expense and liability arising out of injury or death to my person as a result of my driving or being transported in, a state-owned vehicle or vehicle rented to the State of Louisiana, State Department, Agency, Board or Commission, or authorized driver thereof. If the person traveling is a minor, then the form must be signed by parent or legal guardian. All files are to be kept in the Business Managers Office. 7. Meals and Lodging: Student-athletes may be provided with per diem meal allowance not to exceed $25.00 per day (i.e., $ breakfast, $ lunch and $ dinner). The student-athletes are required to sign for the receipt of such funds on the Meal Allowance Receipt - Team Travel form (App. Form 58) Coaches may arrange sit-down meals for the team (e.g., pre-game meals) in lieu of giving a meal allowance. All sit-down meals must be supported by a receipt showing the name of the establishment, the total cost of the meal and the number of people served. In addition, a signed list must be submitted with the voucher identifying who ate the meal. A combination of per diem and team sit-down meals can be used as long as the daily total does not exceed the above daily limits. Any expenses over the specified limits will not be reimbursed. Each team is to produce a rooming list that is monitored by the head coach or their designee. Specific information required includes the room numbers and assigned occupants. The number of student-athletes in a room should not be less than two or more than four. Various factors may influence the number of student-athletes in a room such as budget constraints and size of studentathletes. The Director of Athletics and Senior Woman Administrator will monitor team lodging practices as to their fairness and equity between sport programs. Adjustments to those practices will be made on a case-by-case basis. Student-athletes should be advised that all unapproved in-room charges are to be their personal responsibility. Any approved miscellaneous expenses for student-athletes are to be substantiated with a valid receipt or detailed explanation and attached to the Travel Expense Voucher. 61

67 TRAVEL - PROSPECTIVE STUDENT-ATHLETES NCAA regulations permit the University to finance only one (1) official campus visit for a prospective student-athlete. The Recruiting Coordinator, or the head coach of the designated sport, in conjunction with the Director of Compliance, oversees the visit to ensure adherence to applicable rules and regulations. For the official expense paid visit, the Department confines prospective student-athlete travel and entertainment to the following: 1. Payment for Actual Round-Trip Transportation: Payment for actual round-trip transportation, by direct route, between the prospect's home and the campus; (The prospect may travel by personal car and be paid mileage expenses or travel tourist class by air.) Actual round-trip transportation expenses by direct route from the prospect's home or school to the University by: 1. Tourist or coach class airfare on commercial carrier; 2. Personal car mileage up to the current reimbursable rate; 3. Transportation to and from the nearest airport to the University; 4. Necessary and reasonable meal costs to and from the campus for the prospect (but not the prospect's family or friends); 5. On-campus meal costs for the prospect, his/her parents or guardians, and spouse; and 6. Accommodations for lodging in an on-campus facility or in a local commercial facility at a scale comparable to that of normal student-life and only within a 30-mile radius of the campus. 2. Entertainment: The entertainment of the prospect, the prospect's parents, legal guardians or spouse at a facility located on campus (including complimentary admissions to athletic events). The Recruiting Coordinator, or the Head Coach of the designated sport, must ensure that entertainment of prospective student-athletes is in compliance with University, the SLC (SLC) and NCAA rules and regulations to the following: 1. During the 48 hour Official Campus Visit, entertainment may be provided only to the prospect and the prospect's parents or guardians or spouse, and must only take place within 30 miles of the main campus. 2. Excessive entertainment is not permitted. Cash and the use of an automobile cannot be provided to the prospect. To ensure permissibility, the Director of Compliance should be contacted before providing entertainment other than admission to movies and athletic events or meals. 3. A student host can be given a complimentary ticket to accompany the prospect to a 62

68 campus athletic event and $40 per day to cover actual and necessary expenses. An additional $20 per day is provided for each additional prospect the host entertains. (If more than one host is assigned to entertain a single visitor, the allowable $40 is given to only one (1) host for the day.) 4. A prospect and his/her parents or guardian or spouse may be provided complimentary admission to a campus athletics event. Admission may not be provided for a prospect's friends. 5. The prospect or those in his/her party cannot be given any souvenirs, such as shirts, photographs, jerseys, etc. 3. Housing and Meals: Housing and meals for the prospects and his/her parents and spouse at a scale that is comparable to normal student life. 4. Student Host: Additionally, the Department may provide a student host entertaining a prospect a maximum of $40.00 per 24 hour period of recruiting, not to exceed $80.00 to cover actual and necessary expenses. 5. Reimbursement for Legitimate Expenses: Reimbursement for legitimate expenses associated with the official visit of a prospective student-athlete to the University are allowable if the visit is approved in advance by the Director of Compliance and the administrator who manages the sport and such expenditures as necessary. Specific allowable expenses are as follows. J. FOREIGN TOURS A coach who desires to plan a foreign tour for his/her sport must first secure the permission of the Director of Athletics. These trips must adhere to NCAA policy as allowable competitions and also institutional travel regulations. K. PURCHASING 1. General Policies: The fiscal policy of the Athletics Department shall be to purchase supplies, materials, equipment and services in such a manner that maximum value is obtained for monies expended. All forms related to the Purchasing section, including the form for returning items, can be found in the Appendix (App. Forms 59-64) 1. No coach or staff member is to place an order with any supplier for supplies or equipment, either verbally or by letter, without first obtaining requisitions authorization from the Purchasing Office. 63

69 2. The Coach with budget responsibility shall indicate on the requisition the exact description, style and/or model, numbers, sizes, estimated costs and preferred vendor(s), and desired date and location of delivery. Upon completion of the purchase requisition, it is submitted to the Acct. Spec. II. 3. It shall be the responsibility of the Purchasing Department to insure that qualified suppliers, local and state, are given equal opportunity to participate in satisfying Athletics Department needs for supplies and equipment. 4. Purchases will be made on the basis of competitive bidding whenever practicable; however, quality, suitability, delivery and service will be considered. All purchasing will be done in compliance with University purchasing regulations and procurement guidelines. 5. Each coach and staff member is requested to anticipate needs as far in advance as possible to assure that deliveries can be made when materials are needed. 2. Emergency Purchases: All purchases, including emergency orders, must have prior authorization from the Purchasing Department. L. RECEIVING All approved requisitions should indicate where merchandise is to be delivered. Upon receipt of items ordered, the receiver is responsible for checking the items as to exact quantity, quality, etc., as ordered. The Head Coach will catalogue incoming equipment purchases and forward a report along with a signed receiving report to the Purchasing Office as authority for the payment of invoices. M. PROPERTY, EQUIPMENT, AND FACILITIES 1. General Policies: The Athletics Department has the custodial and financial responsibility of all athletic property, equipment and facilities utilized by athletic staff members. The Head Coach is delegated the overall accountability by the Director of Athletics for the property in the custody of the Athletics Department. 2. Transfers and Disposition: No Athletics Department property or equipment is to be transferred from one location to another without notification of the Assistant Athletics Director for Facilities and Operations. Under no circumstances is property or equipment to be disposed of, regardless of its condition, without approval from the Director of Athletics. 3. Equipment: The Head Coach of each sport has the responsibility to prepare an inventory at the end of each fiscal year of all Athletics Department equipment. 4. Equipment Loans and Use of Facilities: Athletic equipment, implements, property or uniforms are not to be loaned for any purpose. Requests received to utilize Athletics Department facilities by a non-athletics Department organization or team must be referred, in writing, to the Assistant Director of Athletics for Facilities and Operations office for consideration and/or approval. 64

70 5. Inventory: A supply inventory shall be made at the conclusion of each sport season listing type and quantity of items on hand. At the time of separation or termination from the Athletics Department, the respective coach or staff member having responsibility for supplies, shall complete an inventory and have it reviewed by the Athletics Director. In the event of hiring of a new head coach, a supply inventory shall be turned in to the Athletics Director. Copies of all purchase requisitions, for additional supplies ordered during the year, shall be placed in an Inventory file. A year-end inventory shall be completed prior to June 30 each year. Should significant discrepancies be noted, appropriate action will be taken. 6. Security: It is the responsibility of each coach and staff member to provide security for all Athletics Department areas at all times. Gates, doors, windows, equipment, and items requiring security should be locked when not in use. 7. Maintenance and Repairs: Each Head Coach and administrative staff member is urged to be cognizant at all times of the condition of Athletics Department property, equipment and facilities. Maintenance and repair needs should be reported to the Athletics Director's office at the earliest signs of deterioration in order to prevent these expenditures from becoming costly. If any work or repair on fields, courts, offices, etc., is needed other than the general upkeep normally performed, Facilities permission is required to initiate a work order form (App. Form 65) available from Facilities. All staff members should note that materials required will be charged against their budget. 8. Replacement: For all sports, the replacements of uniforms, equipment and supplies is at the discretion of the Head Coach and subject to the approval of the Athletics Director. N. TELEPHONE General Policies: University phones should be limited to business-related use. The Director of Athletics or their designee will review calls and charges to phones at regular intervals. Athletic staff and coaches are responsible for their Southeastern long distance calling code and all calls made with it. The code should be kept in a safe place where only the owner has access. At no time are Athletics Department staff members to permit utilization of Athletics Department telephones by student-athletes for personal calls including land line and cell phone. XII. ATHLETIC GENERAL POLICIES A. PUBLIC RELATIONS Good public relations are essential for the university and the Athletics Department. Each staff member should strive to develop the best possible relationship with the faculty, the boosters, the alumni, the community and the student body. The staff should make every effort to do the following: Attend events on the campus 1. Develop rapport with the Southeastern faculty and staff 2. Visit the various gathering places on the campus 65

71 3. Attempt to meet Booster Club members 4. Attend social events in order to foster appreciation for the help of the Booster Club (The same applies to Southeastern Alumni) 5. Participation in community activities helps expose the athletic staff, student-athletes and the entire program 6. Encouraging student participation in the athletic program add spirit to Southeastern athletic events B. DISCIPLINE The head coaches in each sport are directly responsible for the conduct and control of the studentathletes under their jurisdiction. Student and student-athlete codes of conduct and guidelines for behavioral discipline and consequences are available in the University s general catalogue and the student-athlete handbook. The Athletics Director and the University Police must be notified anytime possible criminal charges may be facing a student-athlete. If a potential crime has been committed by a student-athlete or a member of the Athletics Department, it must be reported to the Athletics Director. All communication concerning alleged criminal activity must be directed to and through the Athletics Director s office. C. PERSONNEL HIRING PROCEDURES PERFORMANCE REVIEW The Athletics Department is subject to the University s policies and procedures concerning personnel as stated through the Office of Human Resources. These areas include classification of exempt and non-exempt personnel and policies pertaining to leave time, personal leave and sick leave. The department follows all University protocol pertaining to hiring practices including the University s Equal Employment Opportunity/Affirmative Action Plan. The department executes annual performance reviews which include an evaluation of adherence to NCAA and SLC rules. The reviews are kept in the employee s personnel file. The following is an outline of such performance reviews: Performance Reviewer Personnel Reviewed Athletics Director Senior Administrative Staff Head Coaches Head Coaches Assistant Coaches Applicable Senior Administration Applicable Staff Applicable Supervisors Applicable Civil Service Personnel D. ADMINISTRATIVE ASSISTANTS Administrative assistants in the Athletics Department are an integral part of the programs and should have a spirit of pride in their work. At times, each may assist in a department other than his/her own when the work load is particularly heavy or a deadline must be met. 66

72 Administrative assistants are expected to use discretion regarding visitations during office hours, tying up office phones for personal calls, and other personal matters. Each serves as a public relations envoy for the Athletics Department in his/her interaction with students, University personnel, and the general public. As such, discretion in conduct and conversation is expected including strict confidentiality regarding Athletics Department business. E. OFFICE HOURS A normal day for the office is 7:45 a.m. to 4:30 p.m. Because of the varied nature of the work of the Athletics Department, each individual staff member may revise these office hours as the need arises subsequent to the Athletics Directors approval. However, each staff member must be accounted for during the normal working hours. F. SECURITY OF THE ATHLETIC BUILDINGS Each staff member is responsible for locking his/her own office each night. In the late afternoons, evenings, or weekends, all staff members share in the responsibility of seeing that all exterior doors and gates are locked. The last athletics staff member to leave the building should take the responsibility of securing the door. G. BILLUPS ROOM When the Billups Room is needed, it must be reserved through the Assistant Athletics Director for Facilities and Operations. H. FUND RAISING All fund raising projects must have prior approval of the Athletics Director who then coordinates with the Vice President of Advancement. Each staff member is expected to participate in fund raising activities for the Athletics Department. Each staff member is expected to be aware of the opportunities of obtaining new Lion Athletic Association members at all levels. I. LEAVE All leave requests (personal or professional) will follow the University s policy and procedures. These leave requests will be processed electronically through the Athletics Director s office. All leave requests must be processed through the people soft system found in time and labor menu. J. APPLYING FOR OTHER POSITIONS The Athletics Director should be notified when a staff member submits an application for another position. K. PUBLICITY The Assistant Athletics Director for Media Relations will have primary responsibility regarding publicity for the Athletics Department. All contacts with the media by coaches, student-athletes, and 67

73 staff should be coordinated through the media relations office. All Athletics Department personnel must realize that they too should assume appropriate responsibility for publicity when it is in the best interest of Southeastern Louisiana University's Athletics Department. During personal interviews with members of the press, radio, or television, staff members must clearly define their statements and the authority for such statements. Occasionally, a staff member will have an idea which is not generally accepted by the Southeastern Louisiana University administration, and on such occasions mention must be made that a personal opinion is being expressed. A rule to remember is that any mention of Athletics Department activities should be complimentary to Southeastern Louisiana University, its student-athletes, its staff, and its alumni. L. SPECIAL NEWS RELEASES From time to time, special, unusual, or even sensational news will occur and will need to be released to the media. All news of this nature will be released through the Assistant Athletics Director of Media Relation in coordination with the Athletics Director. General news, special or unusual news, is at no time to be released by a coach or staff member. Coaches and staff members will frequently be asked about specific subjects and asked to grant interviews. They should cooperate at all times and show the media every courtesy. In the best interest of the University and the Athletics Department, a coach or staff member should not, at any time, criticize his superiors, other coaches, officials, an athlete or any opposing coach or team. M. SEXUAL/RACIAL/GENDER HARRASMENT & AMOROUS RELATIONSHIPS 1. Sexual Harassment 1. Policy: It is the policy of Southeastern Louisiana University that all employees and students or users of University facilities be able to enjoy a campus environment free of all forms of discrimination, including sexual harassment. No employee or student, male or female, should be subjected to unsolicited and unwelcomed sexual overtures or conduct, either verbal or physical. 2. Definition: Sexual harassment is a form of misconduct, defined in Federal law that undermines the integrity of personal, professional, employment, and student relationships. Sexual harassment does not refer to occasional compliments of a socially acceptable nature. It refers to behavior that is not welcome, is personally offensive, and weakens morale. Such behavior may interfere with employees and students performance, and may create an intimidating, hostile, or uncivil working or learning environment. Such conduct is specifically prohibited at this university. Sexual harassment includes, but is not limited to, unsolicited, deliberate or repeated: 68

74 1. Sexual flirtations, advances, or propositions 2. Verbal abuse of a sexual nature 3. Display of sexually suggestive objects or pictures 4. Offensive or abusive physical contact of a sexual nature No one should imply or threaten that an applicant s or employee s cooperation of a sexual nature (or refusal thereof) will affect that individual s assignment, compensation, advancement, career development or any other condition of employment. Likewise, it will not affect a student s grade, class standing, advancement, or student-administrator/studentteacher relationships. The difference between voluntary sexual relationships and sexual harassment is that harassment contains elements of coercion, threat and/or unwanted attention in a nonreciprocal relationship. Sexual harassment usually is unwelcome and repeated behavior, but in some instances it can be an action that only occurs once. In most normal interpersonal relationships an individual can exercise freedom of choice in deciding with whom they wish to establish a close, intimate relationship. These choices are based on mutual attraction, caring and a reciprocal interest in pursuing the relationship. These elements are absent in sexual harassment. This policy in no way is intended to impede artistic representation of human behavior in exhibits or other normal academic activity. All students, faculty, staff, and administrators will be held accountable for compliance with this policy. While each case of sexual harassment and its resulting effect upon the mission of the University must be considered on its own, violations of this policy may lead to disciplinary action to include suspension or removal. 3. Complaint Procedure: Any University employee, student, or other member of the University community who believes he or she has been a victim of sexual harassment while working at the University or in class or in any other setting (whether by subordinates, peers, superiors, or other persons), should bring this matter to the immediate attention of any of the following: his or her supervisor, The Human Resource Director, (2056), The Equal Employment Opportunity Compliance Officer, (5888), The Director of Student Health Center, (2241), Information for specific phone numbers is available at extension Any official receiving a complaint should notify the EEO Coordinator to make certain that follow-up action is coordinated. The EEO Coordinator will serve as a clearinghouse for all related actions. If satisfaction is not adequate at initial levels, any affected individual should feel free to bring the matter to the attention of the Vice Presidents, the Provost, or the President. Confidential assistance is also available through the University Counseling Center. Action will be taken to examine impartially and resolve promptly any complaint. Complaints that cannot be resolved by informal means, through help of officials and services listed above, may be resolved through the University s formal student, staff or faculty grievance procedures (see the Handbook for Classified Employees, or Faculty Handbook for details on how to initiate grievance procedures). Upon request to any of the above officials, a special committee or procedure may be established by the President to consider a complaint 69

75 and possible resolution. Any such committee will consist of no less than three members and no more than five, and may include faculty members, administrators, staff members and students in a mix suitable to deal with the complaint. Confidentiality of all parties will be honored to the greatest extent possible and employees, students and others will not be subjected to retaliation of any kind for reporting incidents of sexual harassment. 4. Penalty: All students, faculty, staff and administrators will be held accountable for compliance with this policy. While each case of sexual harassment and its resulting effect on the mission of the University must be considered on its own, violations of this policy may lead to disciplinary action to include suspension or removal. 2. Racial Harassment 1. Policy: Southeastern Louisiana University has a tradition of providing a caring and nurturing environment in which students and employees can pursue excellence. Politeness and friendliness are virtues, which members of the University community seek to demonstrate in their day-to-day interactions. Rude and/or hostile behavior, on the other hand, not only violates the University s tradition of friendliness, but also undermines rational discourse and interferes with the educational process. Therefore, it is the policy of Southeastern Louisiana University that all employees, students and authorized users of University facilities be able to enjoy a campus environment free from all forms of discrimination, including racial or ethnic harassment. 2. Definition: For the purposes of University policy, the term racial harassment refers to any behavior, verbal or physical, that stigmatizes or victimizes individuals on the basis of race or ethnic origin. It includes but is not limited to situations that: 1. Involve a stated or implicit threat to the victim s academic or employment status 2. Have the purpose or result of interfering with an individual s academic or work performance 3. Creates an intimidating or offensive academic, work or campus environment The University regards such behavior as a violation of the standards of conduct required of all persons associated with the institution. The prohibition against racial harassment applies to all interactions including, but not limited to those occurring on campus, in University facilities, in conjunction with University-related activities or within the context of recognized student organizations. 3. Complaint Procedure: Any University employee, student or other member of the University community who 70

76 believes he or she has been a victim of racial harassment while working at the University or in class or any other setting (whether by sub-ordinates, peers, superiors, or other persons) should bring this matter to the immediate attention of any of the following: his or her supervisor, The Human Resource Director, The Equal Employment Opportunity Coordinator, a department head, or an academic dean. Any official receiving a complaint should notify the EEO Officer to make certain that followup action is coordinated. The EEO Officer will serve as a clearinghouse for all related actions. If satisfaction is not adequate at initial levels, any affected individual should feel free to bring the matter to the attention of the Vice Presidents, the Provost, or the President. Confidential assistance also is available through the University Counseling Center. Action will be taken to examine impartially and resolve promptly any complaint. Confidentiality of all parties will be respected to the greatest extent possible, and employees, students and others will not be subjected to retaliation of any kind for reporting incidents of racial harassment. 3. Gender Discrimination Grievance Procedures Complaint Procedure: In compliance with Title IX, the University has developed the following grievance procedure for students in cases of gender discrimination. If a student believes that he/she has been discriminated against on the basis of gender, the student has the right to use this Grievance Procedure without fear of reprisal because of his/her action. It is incumbent upon each budget unit head to provide students with an opportunity to be heard in accordance with the following procedure: STEP ONE: The student may present the grievance to the department or budget unit head of the area in which the complaint originates within five days after the incident caused him/her to be aggrieved. The department or budget unit head will respond to the student within three working days thereafter. The student will not disrupt his/her class schedule or that of the department to present a grievance. They shall arrange a meeting at a time which is mutually convenient. STEP TWO: If the student is not satisfied with the decision of the department head, he/she may, within five days of receipt of such a decision, submit the grievance in writing to the Faculty Athletic Representative (FAR). The FAR will discuss the grievance with the students within five working days and will render a decision in writing within five working days thereafter. STEP THREE: If the student is not satisfied with the decision of the FAR, he/she may, within five days of such written decision, submit the grievance in writing to the Provost. The Provost shall conduct a hearing within five working days and will render a decision in writing within five working days of the hearing. STEP FOUR: If the student is not satisfied with the decision of the Provost, he/she may, within ten working days, submit his/her grievance in writing to the President of the University for a final decision. The President will meet with the student within ten 71

77 working days of the receipt of the student s grievance and will render a decision within five working days thereafter. Southeastern Louisiana University complies with the provisions of Title VI and of the Civil Rights Act of 1964, as amended, and Title IX of the Education Amendments of 1972, which designates that no person in the United States shall, on the basis of color, gender, creed or national origin, be excluded from participating in, be denied the benefits of, or be subject to discrimination under any program or activity receiving Federal assistance. University policies affecting students will be administered in a non-discriminatory manner. Students will not be subjected to discrimination on the basis of gender with regard to admission, recruitment, housing and other facilities, access to course offerings, counseling and use of appraisal and counseling materials, financial assistance, employment assistance, health and insurance benefits and services, marital and parental status, athleticism, and education programs and activities. Inquiries regarding compliance with Title IX may be directed to Gene Pregeant, EEO/ADA Compliance Officer (Room 120, Administration Building, telephone ) or the Director of the Office for Civil Rights, Department of Health, Education and Welfare. 4. ATHLETICS DEPARTMENT POLICY ON AMOROUS RELATIONSHIPS Purpose: The purposes of this policy are: (1) to provide a safe and healthy environment for student-athletes so that they may reach their full potential as students and athletes; and (2) to ensure that all coaches and other athletics department staff adhere to ethical practices and do not develop inappropriate relationships with student-athletes, regardless of their age or consent. DEFINITIONS COACH: Any person serving as head coach, assistant coach, graduate assistant coach, coaching intern, or volunteer coach in the athletics department STAFF: Any employee or student serving in the athletics department in an administrative, management, or support capacity or in any capacity in which they supervise student-athletes or have responsibility for the provision of services or other benefits to student-athletes Supervisory control or authority: this includes any responsibility with the potential to affect the student-athlete s participation in the athletics program, and includes the provision of direct services and benefits to the student-athlete, such as: training, health services, academic and student life program support, tutoring, counseling, eligibility determinations, program compliance, and control over the student-athlete s team STUDENT-ATHLETE: Any student of the university who is a member of a varsity athletics team as defined by university and NCAA regulations. AMOROUS RELATIONSHIP: Any sexual, romantic, or dating relationship SCOPE OF THE POLICY AND ITS REQUIREMENTS: COACHES: This policy strictly prohibits amorous relationships between any coach and any student-athlete. Every coach has an ethical obligation to maintain a professional relationship with student-athletes and to place the well being of student-athletes ahead of a coach s personal interests. This responsibility includes the duty to provide a safe and healthy environment for the student-athletes to flourish, and to serve as a role model within the confines of a professional relationship. As a result, no amorous relationship between a coach and a student-athlete regardless of the perception of the consent by one or both participants 72

78 can exist without jeopardizing the professionalism of the coach-athlete relationship and creating a significant conflict of interest. The respect and trust the student-athlete places in a coach, and the vulnerability of the student-athlete in that relationship, make consent unreliable in this setting. Conflicts of interest are endemic to amorous relationships between coaches and student-athletes, and the costs to the athlete, the team, the athletics program, and the university, necessitate a strict prohibition on amorous relationships between coaches and student-athletes. Even when the coach has no direct professional responsibility for that student-athlete, other student-athletes may perceive that the student-athlete who has a sexual relationship with a coach may receive preferential treatment from the coach or the coach s colleagues. Such relationships are incompatible with the ethical obligations of the coach and the integrity of the athletics program. Accordingly, this prohibition applies to relationships between all coaches and all student-athletes in the intercollegiate athletics program. With respect to a coach and a student-athlete on that coach team, the prohibition on amorous relationships shall remain in effect for two full years after the end of the final academic year in which the student-athlete was a participant on the team. With respect to a coach and a student-athlete not on that coach s team, the prohibition on amorous relationships shall remain in effect while that student-athlete is a participant in the intercollegiate athletics program. OTHER (NON-COACHING) STAFF: Amorous relationships between student-athletes and non-coaching staff are problematic when the staff member has supervisory control or authority over that student-athlete. For that reason, any amorous relationship between a student-athlete and a staff member with supervisory control or authority over that studentathlete must be disclosed to the associate athletics director for program compliance and the athletics director. (If the relationship involves either of those persons, it must be disclosed to the director of the university affirmative action/equal opportunity office.) Once the relationship is disclosed, the staff member must be recused and their responsibility reassigned so that he or she no longer has supervisory control or authority over that studentathlete. Care must be taken to ensure that the recusal and reassignment of responsibility does not negatively affect the student-athlete s participation or benefits in the athletics or educational programs of the university. ENFORCEMENT: REPORTING A VIOLATION: Any person may allege a violation of this policy by contracting the associate athletics director for program compliance or any other senior athletics department staff, or, if the person does not feel comfortable making the request to a person within the athletics department, to the director of the university affirmative action/equal opportunity office. Any person receiving such a report must immediately notify the Athletics Director. Any coach or staff member with information suggesting a possible violation of the policy must promptly report it to the Athletics Director, and the failure to do so will be considered a violation of athletics department policy. (If the report or information implicates the Athletics Director in a violation of the policy, it should be directed to the director of the university affirmative action/equal opportunity office instead.) INVESTIGATION: Upon receiving such a report of information, the Athletics Director shall immediately notify the director of the university affirmative action/equal opportunity office. Once on notice of a report or information of a possible violation of the policy, the director of the university affirmative action/equal opportunity office shall promptly appoint an investigator outside of the athletics department to conduct a prompt and fair investigation 73

79 into whether the policy was violated. Such investigation shall include interviews with any coaches, staff, and student-athletes with relevant information, and shall provide any coach or staff member accused of violating the policy with an opportunity to respond to the allegations. In investigating a possible violation of the policy, the standard of proof to be used is whether it is more likely that not the policy was violated (a preponderance of the evidence standard, not the higher standard of proof used in criminal proceeding, beyond a reasonable doubt ). Using this standard, the investigation will result in a determination of whether the policy was violated. COORDINATION OF INFORMATION RELATING TO VIOLATIONS OF OTHER UNIVERSITY POLICY AND/OR CRIMINAL LAW: If the investigation leads to information suggesting that sexual harassment may have occurred, it shall be promptly forwarded to the appropriate university officials responsible for enforcing the university sexual harassment policy. If the investigation leads to information suggesting potential criminal conduct, it shall be immediately forwarded to the university general counsel, who will determine, consistent with State and local law, whether or not to notify appropriate law enforcement officials. However, the enforcement of this policy shall not be delayed pending the results of a criminal investigation. DISCIPLINARY ACTION: If an investigation determines that a coach or staff member has violated the policy, that coach or staff member shall be subject to disciplinary action, up to and including dismissal. The Athletics Director, in consultation with the director of the university office of affirmative action/equal opportunity, shall determine the disciplinary action to be imposed. Any disciplinary action shall be taken in accordance with applicable university policy. COFIDENTIALITY: Complaints, reports and information relating to possible violations of this policy shall he handled as confidentially as possible without jeopardizing the enforcement of this policy, and the ability to conduct a fair investigation, or the safety of student-athletes and other persons connected with the athletics program. Information received in connection with a suspected violation of the policy shall be disseminated only on a need to know basis; that is, only when necessary to ensure compliance with the policy and/or to ensure the safety of student-athletes or others who come into contact with the athletics program. RETALIATION: Any retaliation for reporting a violation of this policy, or for participating in good faith in any investigation of a violation of this policy, is strictly prohibited. Any persons taking retaliatory action in violation of this policy shall themselves be subject to discipline, up to and including dismissal. EFFECTIVE DATE: 7/31/2012 N. MONITORING STUDENT-ATHLETE TIME DEMANDS Southeastern is sensitive to the time demands placed upon student-athletes. In order to monitor and evaluate this time demand the department of athletics adheres to the following processes: 1. Each head coach is responsible to limit all practice/competition time to be within applicable NCAA policies (i.e. 20 hours per week in the championship segment and 8 hours in the nonchampionship segment). Each coach must submit (CARS) logs via ACS no more than two weeks after the conclusion of each week that activity occurred (failure to provide such logs in a timely manner will be considered an act of insubordination and the employee will be 74

80 subject to appropriate corrective consequences as allowed by the University). The Compliance Office and applicable administrative staff will conduct random checks of practice times to insure accuracy of the logs. 2. If a student-athlete has a concern about the amount of practice/competition time they may contact any or all of the personnel listed below: Faculty Athletic Representative Dr. Joe Morris jmorris@selu.edu Athletics Director Mr. Jay Artigues jartigues@selu.edu Senior Woman Administrator/ Ms. Sherry Kennemer Asst. AD for Academic Services sherry.kennemer@selu.edu Athletics Compliance Ms. Karmen King Karmen.King@southeastern.edu 3. The department does require student-athletes to be involved in various types of activities, which consume time. These activities include but are not limited to: 1. Practice, conditioning and competition 2. Team travel 3. Study hall and other academic support programming 4. Community service 5. Promotional activities 6. Hosting of prospective student-athletes Discussion concerning these areas of time demand will occur with the SAAC. SAAC representatives are encouraged to hold discussions with their teammates to identify and communicate incidents or areas in which time demands seem excessive. These concerns, if any, are forwarded to the Director of Athletics and/or the Faculty Athletic Representative. These concerns are judged appropriate or inappropriate through discussions including members of the SAAC, the applicable Head Coach, the Faculty Athletic Representative, the Senior Woman Administrator and the Director of Athletics. If further deliberation is needed the Athletic Committee will be consulted to determine a course of action. O. STUDENT-ATHLETE EXIT SURVEYS AND INTERVIEWS & APPAREL RETURNS The Faculty Athletic Representative will oversee the exit survey process. Student-athletes who will no longer be participating in a sport program will complete an exit survey document (App. Forms 69-73, 74) Points concerning the exit survey: 1. The purpose of the exit survey is to provide an opportunity for student-athletes to confidentially provide feedback concerning their intercollegiate athletic experience. Each student-athlete will complete an exit survey. There are additional surveys specifically for females and minorities which address issues specific to those groups. Further, each studentathlete will complete a future contact information document which contains contact information that can be used for alumni relations etc. 75

81 2. The responses to the exit survey will be available for examination by the Faculty Athletic Committee, the Faculty Athletic Representative, The Athletics Director and the Senior Administrative Staff. Members of the coaching staff will not have access to the responses however they can receive pertinent feedback concerning the surveys through the designated sport supervisor or Athletics Director. 3. The information obtained from the exit surveys will be used to help determine the strengths and weaknesses of the department and programs and explore potential policy updates and reforms. 4. The Athletics Director, Senior Woman Administrator or applicable sport supervisors will conduct a sampling of student-athletes who completed an exit survey to participate in a face to face interview. This will allow for elaboration and clarification of any points of interest USED APPAREL RETURNS: A student-athlete may retain personal athletics apparel items (not equipment) at the end of their intercollegiate participation at Southeastern Louisiana University. Personal apparel items include but are not limited to: warm-up/practice apparel, hats, visors, swim caps, socks, jackets, rain gear, parkas, sports bras, spandex. The student-athlete may retain other non-personal apparel that is not reusable ONLY with the express permission from the Athletics Department. P. STUDENT-ATHLETE ADVISORY COMMITTEE The Student-Athlete Advisory Committee (SAAC) is made up of student-athletes assembled to provide insight into the student-athlete experience during their college careers. In addition the SAAC provides input and feedback concerning department policy and NCAA/Southland Conference legislation. The Committee is generally made up of two student-athletes from each sport program with the exception of women s tennis and men s golf which each have one representative. The SAAC meets at least once a month during the traditional academic year. This Committee provides a forum to discuss issues relative to student-athlete wellness and the student-athlete experience. The SAAC members offer input on rules, regulations, and policies that affect them and their colleagues. They may forward recommendations addressing student-athletes concerns to the athletics administration. The Committee also organizes and participates in community service, and on-campus projects. The SAAC is informed of significant issues within the department by its advisor and other Athletics Department personnel. It provides feedback through the advisor to the Athletic Director and other applicable department administrators. The committee is also presented with annual proposed NCAA legislation and forwards the committee s vote to the conference office through a designated representative who attends the annual SLC SAAC meeting. The SAAC annually reviews policies and procedures within the student-athlete handbook. It is also appraised of pertinent contemporary issues that directly or indirectly impact the sport programs 76

82 and/or the student-athlete experience. The SAAC is also encouraged to provide feedback concerning departmental or campus programming intended to address gender/diversity and student-athlete wellness issues. Q. SPECIAL ASSISTANCE FUND COMMITTEE The Athletics Director will appoint a committee of two administrative staff and four coaches (two from females sports programs and two from male sport programs) to serve as an advisory committee concerning expenditures of the Special Assistance Fund. Any requests for funds are presented to the committee who then recommends to the Athletics Director who makes the final determination of the use of funds. The committee generally meets as needed and is chaired by the head Athletic Trainer. R. ROSTER MANAGEMENT Maintaining accurate team rosters is essential to efficient operations within the department of athletics. In order to maintain the most accurate team rosters the following policy is enacted: 1. The Compliance Office will maintain the official roster of a sport program (members of a sport program) and will provide each head coach with the current roster at appropriate intervals to verify the accuracy of the roster. 2. It is the responsibility of the head coach to ensure the accuracy of the roster, thus reporting any changes to the Compliance Office. In the event of additions or deletions to the roster the head coach will notify the Compliance Office and the Compliance Office will forward the change(s) to the Head Athletic Trainer, the Director of Media Relations, Sport Supervisor, and the Assistant Athletics Director of Academic Services 3. The head coach is obligated to inform the Compliance Office of prospects (including walkons) that will reside in the Hammond area prior to initial enrollment. These prospects will be identified and tracked according to NCAA policy concerning participation in out of season conditioning. Further, appropriate health history and medical insurance information will be secured prior to any participation in allowable athletic-related activities. S. GAME CONTRACTS AND CONFIRMATIONS 1. Non-Conference Home Game Contracts: 1. Sport programs are responsible for generating the contracts for home events (Teams involved, dates, etc.). This process should include the sport supervisor. 2. The contracts are signed by the head coach and then brought to the Athletics Director or designee for signature a copy of the signed contract is retained in the Athletics Director s office and the original is returned to the sport program for delivery to the visiting institution. 3. When the fully signed contract is returned from the visiting school a copy should be provided to the Athletics Director or designee (thus each sport program and the AD s office will have copies of contracts). 2. Non-Conference Road Game Contracts: 1. Upon receipt of a road game contract from the host institution the head coach verifies all information with the sport supervisor and provides signature. 77

83 2. The contract is then brought to the Athletics Director or designee for signature. 3. The Athletics Director or designee retains a copy of the fully signed contract and returns the original to the sport program for delivery to host institution. 3. Home SLC Contest Confirmations Confirmations originate out of the Athletics Director s office and are sent to the visiting SLC institution. Copies are retained in the Athletics Director s office and distributed to the sport program and applicable support staff (game operations, facilities, media relations and athletic training). 4. Road Game SLC Contest Confirmations The original should be received in the Athletics Director s office. Athletics Director s office retains the original and provides a copy to the sport program and applicable support staff (game operations, facilities, media relations and athletic training). Any payable game guarantees should be presented to the business manager by the Athletics Director s office subsequent to the execution of the contest for payment. T. STUDENT-ATHLETE SUSPENSION AND APPEALS PROCESS A student-athlete may be suspended from participation in team and department activities including competition due to various circumstances that are deemed contrary to the good of the team or the department s or university s code of conduct and regulations. If a student-athlete is suspended from competition the student athlete may not be present in or around the venue of competition for a time period of one-half hour prior to the competition to one-half hour following the completion of the competition. A student-athlete who is suspended from traditional sport or department activities including competition may be subject to a scholarship reduction during the term of the award. Examples include: 1. If a student-athlete is suspended for 10% of the scheduled competitions they may be subject to a 10% reduction in athletic-related aid during the term of the aid. 2. If a student-athlete is suspended for 5% of practice opportunities they may be subject to a 5% reduction in athletic-related aid during the term of the aid. 3. If a student-athlete is suspended for 20% of academic support program opportunities (study hall, mentor sessions, tutoring) they may be subject to a 20% reduction in athletic-related aid during the term of the aid. A student-athlete may appeal a suspension by notifying the Athletics Director in writing. The request must include a justification for the appeal. The Athletics Director will notify the Faculty Athletic Representative of the desired appeal. The Faculty Athletic Representative will convene a committee made up of: 1. The Faculty Athletic Representative (Chair) 2. A member of the Athletic Committee who is not a member of the Athletics Department 3. An Athletics Department administrator (Associate or Assistant AD) 4. A head coach 78

84 5. A student-athlete (member of the Student-Athlete Advisory Committee from a sport other than the sport of the appellant) The committee shall interview the student-athlete and other appropriate personnel. They shall consider all factors including any extenuating circumstances. The student-athlete may appear before the committee with a representative of his/her choosing from members of the university community. The committee by majority vote may: 1. Uphold the suspension. 2. Modify the suspension. 3. Overturn the suspension. The committee s findings are considered final. The committee s decision can be re-visited if and when additional pertinent information is realized. U. STUDENT-ATHLETE ACHIEVEMENTS Awards CHAMPIONSHIP RING POLICY The Department of Athletics will purchase championship rings for all approved team members participating in the winning of the Southland Conference regular season team championship. Upgrades for approved team members to a ring that exceeds the Southland Conference allotment for championship rings will be allowed only when funding is obtained through one of the following avenues: a.) Individual sport LAA accounts and/or b.) enrichment and fundraising efforts. All upgrades must be approved by the Athletic Director prior to the order being placed. Student-athletes may not contribute to either the purchase or the upgrade of any award including rings. Tournament championship rings will be purchased through the following avenues: Individual sport LAA accounts and/or b.) Enrichment and fundraising efforts. The head coach of each sport will provide a list of individuals to the Athletic Director to be considered for a ring award. Individuals must be placed in one of the following categories to be considered a member of the team: Coaches: According to the maximum NCAA limits. All players on the roster Team managers Athletic trainers Strength Coach Athletic Director Individual Sport Secretary (if applicable) University President Other Support Staff as agreed upon by the Head Coach and Athletic Director **Anyone not on the above mentioned list must be approved by the Athletic Director prior to ordering. Southland (SLC) Conference Awards Outstanding Scholar Athletes are recognized by the Southland Conference. One male and one female studentathlete are selected from each member institution. The conference lists additional academic awards with its honor roll and academic all-conference. Outstanding student-athletes, all conference, freshman of the year, player of the year and players of the week are awarded through the conference office NCAA Championship Awards An individual NCAA Champion and each member of a winning NCAA Championship team may receive awards that specifically apply to that sport. All awards must comply with NCAA rules and regulations and be approved 79

85 by the director of athletics. Post Graduate Scholarship Awards The Southland Conference awards post-graduate scholarships to one male and one female student-athlete wishing to continue his/her education after graduation. Also, the NCAA has post-graduate scholarships available to student-athletes who qualify. Student-athletes interested in applying for post-graduate scholarships should obtain information from the athletic academic advisors. Athletic Hall of Fame 1. General Information: Intercollegiate competition in athletics began at Southeastern in Since that day, Southeastern student-athletes have established a long and proud record. In 1948 the Athletic Hall of Fame was established, its purpose being to strengthen and perpetuate athletic tradition at Southeastern. Membership in the Athletics Hall of Fame goes only to a few varsity letter winners whose dedication and performance merit the greatest athletic honor that the University can bestow. Annual Agenda: The Southeastern Athletic Hall of Fame Committee will annually publicize, through the Southeastern Sports Information Office, a notice seeking suggestions for nominations. This will be for release January 1. Also, the Committee will send the same notice to all Hall of Fame members. The Committee will accept suggestions for nominations through March 31. At that time, the Selection Committee Chairman (Faculty Athletic Committee Chairman appointee) will notify the individual who submitted the suggestion, that the Committee has received their correspondence, and secondly, verify the qualifications of each candidate. In March, the Chairman of the Selection Committee will call the annual business meeting. This meeting is to consider the suggestions for nominations to be moved to the ballot, and the annual election proceedings. During the annual meeting, an induction ceremony date will be selected (if necessary), to coincide with a football game (preferably in November). During April, any nominees elected to the Hall of Fame will be notified, in order that appropriate arrangements can be made, including securing a photo for the Hall of Fame wall frame. Also, all Hall of Fame members will be sent an invitation to attend. A follow-up notice in mid-september may be sent. Hall plaques and wall frames should be ordered at this time. In October, invitations to the ceremony will be sent to the appropriate dignitaries, i.e., Southeastern, local and state officials, etc. A release announcing the inductees will be filed the week before the ceremony. Qualifications: 80

86 To be considered for election to the Athletic Hall of Fame an individual must have all of the following: 1. Earned one or more letters in a varsity sport at Southeastern Louisiana University; 2. Gained distinction because of superb athletic performance at the University; 3. Earned a baccalaureate, professional, or graduate degree at Southeastern or * at another regionally accredited institution of higher learning; or completed athletic eligibility at Southeastern (two years for junior college transfers; three years for athletes under freshman ineligible rules; four years for all other). * This requirement may be waived by the Selection Committee with a unanimous vote from the Selection Committee; and 4. Established a personal reputation for integrity that reflects favorably on the University. Furthermore, an athlete cannot be elected to the Hall of Fame until at least five years have elapsed since completion of varsity competition at Southeastern. (The nomination of an athlete can be accepted if at least four years have elapsed since the athlete completed varsity competition.) 2. Selection Committee: The Hall of Fame Selection Committee will consist of eight members: 1. The chairman of the Faculty Athletic Committee; 2. Another member of the Athletic Committee (to be designated on a yearly basis by the Chairman of the Athletic Committee). This person must be a faculty or staff member of the University and will serve as Chairman of the Selection Committee; 3. The president or designated representative of the Alumni Association; 4. The Director of Athletics; 5. The Sports Information Director (Director of Athletic Media Relations); 6. The president or designated representative of the S Club Alumni; and 7. A member of the Athletic Hall of Fame (to be selected on a yearly basis by the Athletic Committee). 8. A member or another designated member of the Southeastern Alumni Association. 3. Nomination and Election: Any interested person can suggest an athlete for membership in the Athletic Hall of Fame at any time. Such suggestions should be in writing, addressed to the Chairman of the Selection Committee, and should include a brief statement of the athlete s accomplishments. The Chairman of the Selection Committee will call an annual meeting, giving proper notice of the date and time. At this meeting the Selection Committee will review the qualifications of persons who have been proposed for membership in the Hall of Fame. Those who are found to be qualified will then be accepted as nominees. When a year has elapsed after the Committee has accepted an athlete s nomination, that athlete will be voted on for possible election to the Hall of Fame. A quorum of the Selection Committee will consist of no less than 5 members of that body. To be elected, a nominee must receive a favorable vote from at least 80% of the members present at the annual meeting. 81

87 If there is more than one nominee to be voted on in a given year, the Selection Committee is free to set up an election procedure that might include taking more than one ballot. However, to be elected a nominee must, on the final ballot, receive a favorable vote from at least 80% of the members present. It is not mandatory that someone be elected to the Hall of Fame at every annual meeting. If a nominee fails to be elected to membership at the three annual meetings following his nomination, then he will no longer be regarded as a nominee. (The individual could, however, be re-nominated at a later time and be elected to membership after his name had been on the table for a year.) A maximum of one athlete per sport can be elected in any year; however, a wild card selection can be invoked, allowing one additional athlete from a sport that is already represented. In addition, any athlete considered who participated prior to 1960 would automatically fall into the wild card category, if that person was a multi-sport athlete. 4. Honorary Members: On rare occasions the Selection Committee may also elect an honorary member. Such a person need not have attended the University, but must have a record of many years of devotion and service to the athletic program at Southeastern. The same nomination and voting procedures will apply to the election of honorary members as to the election of other members. A person nominated to the Hall of Fame under the honorary statute as a coach/staff/faculty member is still bound by the same procedures as an athlete and may not be enshrined until five years have elapsed since the end of their service. Jersey Retirement Policies: 1. By definition, retiring a jersey implies that the uniform number becomes inactive, except in the sport of football. 2. The process to initiate the retiring of a jersey should begin with the Head Coach of the athlete involved or the Director of Sports Information. That recommendation is then forwarded to the Hall of Fame committee and then to the Athletic Committee. The Athletic Committee would make a recommendation to the President. 3. Candidates for retiring a jersey must already be inducted into the Southeastern Athletics Hall of Fame. (the exception would be for current student-athletes) 4. The ultimate factor to bring about a recommendation to retire a jersey is the result of significant accomplishment by the athlete before/after his/her induction into the Hall of Fame. A significant accomplishment could be defined as any of the following: 1. First team All-American status 2. Establish a state or national record 3. Significant accomplishments in professional athletics or in the athletics industry 4. Induction into the LSWA Hall of Fame or other comparable Hall of Fame (i.e., professional) 82

88 5. A current student-athlete would be eligible to have his/her jersey retired (without already being inducted into the Hall of Fame) at the end of his/her career only if the athlete had an extraordinary career. BOTH first team All-American status AND the establishment of one or more national record(s) would indicate such a career. A retired jersey should be displayed at the appropriate athletic facility (i.e., baseball player in Alumni Field). In the event that the athlete comes from a sport without a facility (golf for example), the Hall of Fame display area would become the default display area. V. SUMMER SCHOOL AND FIFTH YEAR AID 1. Summer School (App. Forms 75-78) A limited amount of summer school financial assistance exists and will vary annually. Based on the availability of funds, summer aid may be limited to tuition or partial tuition. Other factors involving summer school: 1. Deadline to apply for summer school aid - May 1st 2. Notification will be by June 1st. 3. Summer school aid cannot exceed the proportion of athletic aid awarded during the previous academic year. (Bylaw ) 4. Withdrawing from or failure to receive academic credit for classes during the summer term may result in the department retroactively withdrawing the summer financial assistance or billing the student for the assistance provided. Factors used in awarding summer financial assistance include: 1. Proven history of satisfactory progress toward degree. 2. Attending summer school would prevent the need for 5th year aid the following year. 3. Attending summer school would create an opportunity for the student-athlete to expedite graduation. 4. Grade Point Average. 5. Participation in community service activities and leadership organizations. 6. Amount of previous non-credit earning academic performance (W s, F s, I s etc ) 7. Record of participation in the department s academic support program. 8. Prior receipt of summer assistance. 2. Fifth Year Aid (App. Forms 79-80) A limited amount of fifth year financial assistance exists and will vary annually. Based on the availability of funds, fifth year aid may be limited to tuition or partial tuition. The awarding of fifth year aid is based on the following criteria. 1. Only student-athletes who have previously been on athletic aid are eligible for 5th year aid. 2. Years lettered at Southeastern. 3. Cumulative GPA. 4. Within one semester of graduation. 5. Hours passed in final year of competition. 83

89 6. GPA in Final year of competition. 7. Previous award of summer school aid. 8. Proven history of satisfactory progress toward degree. 9. Participation in community service activities and leadership organizations. 10. Amount of previous non-credit earning academic performance (W s, F s, I s etc ) 11. Record of participation in the department s academic support program. 12. Prior receipt of summer assistance. (These categories are all equally important in determining the award of fifth year aid) Withdrawing from or failure to receive academic credit for classes while receiving fifth year aid may result in the department retroactively withdrawing the financial assistance or billing the student for the assistance provided. Each student will be required to sign a service contract and will work in the athletics department for a prescribed number of hours each week and fulfill the requirements of the contract. W. STUDENT-ATHLETE HOUSING 1. General Information See for Student-Athlete Housing information. 2. Additional Information The Oaks will be open during the Summer if student-athletes are currently residing there. If residing there during the Summer the student-athlete must reside in Fall 2014 and Spring 2015 Louisiana Hall-Residence Hall that will be open during Summer 2015, Double rooms ONLY. Those student-athletes that are currently residing in Residence Halls and will remain in Residence Halls after the semester due to competition (IE Track and Field, Baseball, Softball, Tennis, and Golf) after the Spring 2015Semester is complete will need to contact Angelique McIntyre atamcintyre@selu.edu for accommodations. X. EMPLOYMENT/HIRING PROCESS The Athletics Department has implemented a new hiring orientation for all new Athletic Department personnel. We look forward to working with you to achieve excellence in the Classroom, in Competition and in the Community. Please find the following areas that will be reviewed through on campus meetings and other forms of information distribution. 84

90 First Step: Initial paperwork- Ms. Anna Woodall (Administrative Assistant 4) will process all new hire paperwork in conjunction with the Human Resources Department. Items include driver s license, social security card, official transcripts, and motor vehicle report if license is issued outside of Louisiana, voided check and applicable signatures. Second Step: Human Resources at scheduled time. Third Step(s): Athletic specific orientation-each area will provide detailed information. This is to be coordinated with Mr. Andrew Bechac 1. Academics: Ms. Sherry Kennemer 2. Athletic Training: Mr. John Erwin 3. Budgets--Travel--Purchasing process: Ms. Heather Thompson 4. Compliance: Ms. Karmen King Campus Tour 5. Admissions: Ms. Wendy Van Dalen 6. Athletic Sports Performance: Mr. Brandon Howard 7. Camps: Ms. Cally Berner--Student Development 8. Campus Dining: Mr. Martin Balisteri 9. Campus Housing: Dr. Kay Maurin and Angelique McIntyre 10. Controller s Office: Ms. Ruth Lambert--Travel-Advances 11. Faculty Athletic Representative: Dr. Joe Morris 12. Health and Wellness Committee: Dr. Barbara Hebert 13. Kinesiology: Teaching--Dr. Eddie Hebert 14. LAA: Mr. Cody Gougler 15. Marketing and Promotions: Mr. Andrew Hickman 16. Operations: Mr. Andrew Bechac and Mr. Brandon Frank-Event Management, Facilities, contracts, rentals 17. Physical Plant: Mr. Mark Whitmer--Service Requests, Van reservations 18. Scholarships--Time Keeping--adidas: Ms. Linda Alford and Ms. Phyllis Hoover 19. Sports Information: Mr. Kemmler Chapple and Mr. Damon Sunde 20. Ticket Operations: Ms. Jessica Wells 21. University Center: Mr. Duane Shafer 22. University Police Department 23. Other cross campus groups Documents: Student- Policy and Procedure Manual, Student-Athlete Handbook distribution: Mr. Andrew Bechac The department of athletics follows the University s employment process. The department is mindful of the value of diversity and adheres to the processes defined in the NCAA Third Cycle Diversity Issues Plan. 85

91 XIII. STUDENT-ATHLETE HEALTH AND WELLNESS COMMITTEE SUBSTANCE ABUSE POLICY Southeastern Louisiana University strives to help student-athletes become well-rounded successful individuals. We sincerely care about their social, emotional and physical growth. In order to address these concerns, the Athletic Department and the Student Athlete Health and Wellness Committee has established and implemented drug testing education and testing policies. Synopsis of the Policy: All scholarship/non-scholarship student athletes are subject to testing. Drugs subject to testing include street drugs, stimulants, alcohol, hallucinogenic agents and synthetic or research chemical drugs All collections will be observed. Testing may be done with or without advance notification. North Oaks Health System collects samples. Additional testing, if necessary, will be sent to an outside laboratory for further analysis. All student athletes will submit a sample in the initial screening. Up to 50% of the samples from each team will be tested. Failure to show up, arriving late, not giving a sample or a sample that is too diluted to test will be treated as a positive test result. The consequence of a first positive for marijuana (below the 15ng/mL level), the student athlete will be placed in the Warning Phase. If the first positive for marijuana is at least 15ng/mL level or higher level (which is also the NCAA standard) or other substance is the performance of 15 hours of community service and participation in a substance abuse screening and counseling. A second positive for marijuana or other banned substance results in a 40% suspension from contests, performance of 30 hours of community service, and participation in a substance abuse screening and counseling (see complete list of sanctions for positive drug tests on pages 8-12). (The definition of the word Contests in this policy is the same definition as used by the NCAA.) A third positive results in dismissal from the Southeastern Athletic Program. If a student athlete comes forward prior to a test and voluntarily discloses to having been in the vicinity of or using illegal substances, that student athlete will immediately be placed in the Warning Phase. If the student athlete then tests positive at the next test, he/she will immediately be placed into Phase I, regardless of the level in the specimen. A positive is a positive. Excuses such as being in the company of people that are smoking marijuana or that someone put a drug into a drink will not be accepted. It is not the role of the Athletic Department or the Student Athlete Health and Wellness Committee to determine how a substance entered a student athlete s system. A student athlete may receive a sanction for taking prescription medications belonging to someone else. A positive drug test by the NCAA will be treated as a positive drug test by Southeastern. The ingredients in nutritional or herbal supplements may be not accurately represented on labels and may contain impurities or banned substances that could result in a positive test. If a student athlete chooses to take a supplement, they must get approval from the Head Trainer. A substance abuse screening and counseling are required when there is a positive test. This includes a positive test for alcohol. 86

92 Each fall student athletes will receive a synopsis of the Substance Abuse Policy. Coaches will receive the entire policy. Introduction The Department of Athletics is concerned about drug and alcohol use/abuse. The abuse of chemical substances (including diuretics and masking agents) is not permitted. This includes the misuse of prescription drugs, over the counter drugs, the use of androgenic anabolic steroids, the use of alcohol, the use of drugs that are not medically indicated, the use of synthetic or research chemical drugs, and the use of illegal drugs. These pose a serious threat to the growth, development, and overall physical and mental well-being of our student athletes. Student Athlete Health and Wellness Committee The Department of Athletics is concerned that direct drug side effects (i.e., the drug might cause a heart attack if used during the time of training) may cause serious injury to student athletes and, in team sports, to their teammates and opponents. It is our philosophy and policy to help student athletes understand the significant risk of using synthetic or research chemical drugs, illicit drugs, prescription medication, and inappropriate use of over the counter drugs, and nutritional supplements when participating in the University s athletic programs. The Department of Athletics is also concerned about overuse or abuse of alcohol. In order to address these concerns, the Student Athlete Health and Wellness Committee has been established. The University President appoints the Committee, and the purpose of the Committee is to: 1. Provide substance abuse education; and 2. Establish, conduct, and oversee drug testing procedures. Drug Use and Abuse Problematic Drug Use and Drug Abuse The Department of Athletics does not approve of, excuse, or condone the use and/or abuse of illegal drugs (i.e., marijuana, speed, LSD, barbiturates, cocaine, ecstasy, heroin, PCP, GHB, etc.) by student athletes. It is important for student athletes to (1) know the signs of problematic drug use and (2) realize that the use of any synthetic or research chemical drug, illegal drug or the abuse of any drug is considered a violation of the Athletic Department Substance Abuse Policy. Substance Abuse Education Education is the most valuable tool in the lifelong prevention of substance abuse. Southeastern Louisiana University, Southeastern Athletics, and the Student Athlete Health and Wellness Committee are committed to their responsibility in the area of education. Examples include: 1. Arranging speakers and seminars to educate coaches and staff regarding drug use; such as identifying an abuser, helping an abuser, and understanding the risks of drug abuse. 2. Providing programs for student athletes, such as educational and motivational speakers, that will provide the necessary information to enable student athletes to make decisions that will enhance a healthy lifestyle. 3. Including drug and alcohol education as a component of the SE 101 course required of all scholarship student athletes. 4. Disseminating information and materials available from NCAA, campus, and community resources regarding materials related to general health and wellbeing as well as information 87

93 regarding drugs; including illicit drugs, over the counter drugs, synthetic or research chemical drugs, alcohol, and tobacco. 5. Providing opportunities for student athletes to discuss health, legal, and ethical risks of alcohol and other drug use during preseason meetings. Input by the Student Athlete Advisory Committee (SAAC) is also solicited. Drug Testing This program is required of all student athletes including scholarship/non-scholarship student athletes. All student athletes are required to participate in the Department of Athletics drug testing program as long as they are associated with the Department of Athletics. Student Athlete Health and Wellness Committee The Student Athlete Health and Wellness Committee is responsible for all drug testing policies. The Committee works together with the coaches, staff, and student athletes to make any revisions in the policy. The Student Athlete Health and Wellness Committee is appointed by the President of Southeastern Louisiana University and is made up of Southeastern faculty, personnel from the Department of Athletics and a physician from the community. The majority of voting members on the Committee must be from the university faculty and university staff outside the Athletic Department. If the Committee becomes aware of a disciplinary issue on campus that involves drugs or alcohol, the Committee will treat the incident as indicating reasonable cause and drug testing will occur. Reasonable Cause Objective signs of impairment that may result in reasonable cause drug testing include, but are not limited to: Unusual drowsiness and/or sleepiness Slurred, incoherent speech Apparent difficulty in comprehending conversation or responding to directions Difficulty in expressing himself/herself; for example, overly rapid or slow speech, rambling or incoherent sentences Disorientation Unusual swings in emotion or behavior inappropriate for the situation (extreme anger, laughter or depression) Hyperactivity and euphoria Unusually aggressive behavior Lack of manual dexterity Lack of coordination in walking or performing other tasks Unsteady walking or inability to stand relatively motionless without leaning Unexplained excessive absenteeism or tardiness (especially if a pattern is evident) Unexplained accident or injury Unusual hair loss and/or growth Unusually rapid and marked increases in weight and/or strength Drug Testing Procedure All student athletes will be required to submit a sample for testing in the initial screening process 88

94 each academic year. Up to 50% of the samples from each team will be subject to testing. Testing will occur up to five times during each academic year. Testing will be conducted throughout the academic year (in season, out of season). Testing may be conducted during the summer semester for all enrolled scholarship and non-scholarship student athletes. Types of tests include the following: 1. Initial Testing: All student athletes will be required to submit a sample for initial testing. Up to 50% of the samples from each team may be tested. 2. Random individual test: Student athlete s names are randomly selected by North Oaks Occupational Health Department. a. Each selected student athlete and his/her coach are informed of testing less than 24 hours before the test. b. The notification includes the day, time, location of the test, and other pertinent information. 3. Team testing: A team may be tested immediately before or after a workout or practice without notice. 4. Testing for reasonable cause: a. Can occur with or without notice. b. A coach may request an individual or team test through the Athletic Director with or without notice when there is reasonable cause. The technology used for drug screening and confirmation is specified on each sample s report. Positive results are reported to the Head Athletic Trainer. Any urine sample with a specific gravity of less than and/or a creatinine of less than or equal to 20 mg/dl will be subjected to a more sensitive screening and confirmation test to determine the presence of prohibited drugs. The testing site is the Athletic Training Room in the Athletics Building. The site is open from 6:30am-8:30am to allow reporting without interfering with classes or other scheduled activities. Each student athlete must produce an adequate volume of urine to perform the test. All individuals taking prescribed or over the counter medications have the responsibility of notifying the crew chief at the testing site. Failure to show up, arriving late, not giving a sample, or providing a sample that is too diluted to be tested will be treated as a positive test result, and the individual may receive sanctions and penalties at the discretion of the committee. To ensure validity, each specimen will be obtained under observation by appropriately trained collection personnel. Security of the specimen (chain of custody) will be implemented from the moment the student athlete signs in until final completion of analysis of the specimen at the laboratory. Positive results, whether they are positive urine tests or no shows/no voids, are communicated from the Head Athletic Trainer to the Chair of the Student Athlete Health and Wellness Committee and to the Athletic Director. In cases where a student athlete is found to be using drugs or is in non-compliance with collection procedures, a letter will be sent notifying him/her of the specific problem and informing the student athlete of a meeting with the members of the Student Athlete Health and Wellness Committee. Copies of the letter are sent to the head coach. In any and all cases, the individual must appear before representatives of the Student Athlete Health and Wellness Committee for the purpose of answering 89

95 questions and presenting additional information. The student athlete may request the presence of his/her coach. After the meeting between the student athlete and the Student Athlete Health and Wellness Committee members, the student athlete will be placed in the Warning Phase, Phase I, II, III or IV and notified of such by letter. In cases such as no shows or no voids, the Student Athlete Health and Wellness Committee members may or may not place the student athletes in a Warning Phase, Phase I, II, III, or IV. In any case, the committee will require more frequent future testing. Voluntary Disclosure If a student athlete comes forward prior to a test and voluntarily discloses that he/she has been in the vicinity of or has used illegal substances, that student athlete will immediately be placed in the Warning Phase. The student athlete will then be held accountable for the consequences of that phase. If the student athlete then tests positive at the next test, he/she will immediately be placed into Phase I, regardless of the level in the specimen. Results Procedure Filing Copies of all documentation regarding positive drug tests and any sanctions will be filed in the Compliance Office. All materials will be kept for a period of 7 years. At the end of that time period, all materials will be destroyed. Drugs Subject to Testing The Southeastern Louisiana University Substance Abuse Policy requires testing for substances on a list of banned drug classes. A list of banned PED substances for which the NCAA tests is posted inside the Sports Performance Center. This list consists of substances generally purported to be performance enhancing and/or potentially harmful to the health and safety of the student athlete. The drug classes specifically include stimulants (such as amphetamines, ecstasy, and cocaine), opiates, marijuana, as well as any other drugs not prescribed for the student athletes, including synthetic or research chemical drugs. The Athletic Department tests for alcohol. Any student athlete who wishes to take a supplement not provided by the Athletic Department must have it approved, in writing, from the Head Athletic Trainer. This will prevent student athletes from accidentally ingesting any substance for which the Athletic Department tests. Counseling An objective substance abuse screening assessment (such as the SASSI: Substance Abuse Subtle Screening Inventory) by a Licensed Mental Health Professional is required for each student-athlete whose drug test is positive. Recommendations for follow-up treatment from the Licensed Professional regarding the outcome of the screening assessment will be reviewed by the Student Athlete Health and Wellness Committee and may be included as part of the student-athlete s sanctions. The student athlete may choose to have the screening and recommendations completed by any mental health professional; however, the University Counseling Center located on campus will also provide the screening and recommendations at no cost. Under no circumstances will a counselor from the University Counseling Center release information without prior consent of the student athlete. Counseling at the University Counseling Center is available to any student athlete who feels it would be beneficial. Appeal Process If a student athlete believes the facts on which the Student Athlete Health and Wellness Committee s decision is based are erroneous or that the sanction(s), including coach imposed sanctions, should not be imposed, the student athlete may file a written appeal with the Athletic Director within 15 90

96 days after receipt of the letter from the Chair of the Committee notifying the student athlete of the Committee s action. The appeal may include only new information not previously available, which might have changed the factual findings of the Committee or the sanction(s). The Athletic Director will review the information submitted by the student athlete and may request the Committee to reconsider its findings and sanction(s) if the Athletic Director believes a basis exists for the appeal. The Athletic Director shall make the final decision regarding the appeal and will notify the student athlete in writing of the decision. Important note: In cases where a student athlete is deemed to have a positive drug test and the positive drug test results in sanctions affecting his/her ability to compete, and the student athlete is scheduled to engage in competition before determination can be made by the Student Athlete Health and Wellness Committee or the conclusion of any appeal under the standard review and appeal procedures, the student athlete will be suspended from that competition pending a final decision. Time permitting, the student athlete can request an expedited meeting of the Student Athlete Health and Wellness Committee and an expedited appeal to the Athletic Director. The appeal must include any information, which might change the factual findings of the Committee or the sanction(s). By selecting the expedited process, the student athlete waives the right to the standard review and appeal procedures. Under the expedited process, the Committee will meet, either by telephone or in person, and in consultation with the Athletic Director will render a decision before the competition. If the Committee is unable to meet or the Athletic Director cannot render a decision before the competition, the student athlete will not be permitted to participate in the competition. Penalties and Requirements When Failing a Drug Test The following section describes procedures which will be implemented when a student athlete is placed in the Warning Phase, Phase I, II, or III. Please note that Phase I is for a first positive for marijuana at 15ng/mL level or for any other banned substance. The chart on page 14 summarizes the contest suspensions for positive tests. If a student athlete has a positive marijuana test(s) between 5 and 14ng/mL, he/she will be placed in the Warning Phase. If a student athlete voluntarily discloses that he/she has been in the vicinity of or has used a banned substance, that student athlete will automatically be placed in the Warning Phase. If a student athlete has voluntarily disclosed and he/she tests positive in the next round of testing, that student athlete will automatically go into Phase I, regardless of the levels found in the specimen. The Committee may recommend reduction of sanctions for the second or third positive for marijuana or first positive for other drugs or a combination of one or more positives. In such cases, the Committee would consider all relevant factors including the length of time between the first positive and subsequent positive test(s), the decrease or increase in the levels found in the specimen, the student s response to the previous positive test(s), response and consistency in attending counseling, and devotion to academics. The Committee would consider reducing the sanctions only in cases where, in the Committee s judgment, strict adherence to the guidelines would be unfair to the student athlete and not consistent with the educational objectives of the Substance Abuse Policy. Any reduction of sanctions must be approved by the Athletic Director and the President of Southeastern Louisiana University. Warning Phase: (first positive for marijuana at less than 15ng/mL level) A. The student athlete meets with the Student Athlete Health and Wellness Committee. a. The student will be required to attend counseling. 91

97 b. The student will be subject to required future drug testing for one calendar year. c. Additional sanctions such as doing research on dangers and problems with drug use, losing complimentary ticket privileges, or letter winner awards may also be implemented. B. The Chair of the Student Athlete Health and Wellness Committee will notify the following individuals in writing of the recommended plans and sanctions: a. Student athlete (and his/her parent/guardian if the student athlete is under the age of 18) b. Head coach c. SWA d. Compliance Officer e. Head Athletic Trainer f. Athletic Director Phase I: (first positive for marijuana at the 15ng/mL level or higher or for any other banned substance) A. The student athlete meets with the Student Athlete Health and Wellness Committee initially. Please note: The student athlete may be asked to appear before the members of the Student Athlete Health and Wellness Committee on additional occasions as well. B. The Chair of the Student Athlete Health and Wellness Committee will notify the following individuals in writing of the recommended plan and sanctions: a. Student athlete (and his/her parent/guardian if the student athlete is under the age of 18); b. Head coach; c. SWA; d. Compliance Officer e. Head Athletic Trainer; f. Athletic Director C. Community Service will be required as part of the sanctioning process. Student athletes will be required to provide 15 hours of community service to the University over a period of 5 months. The community service will be arranged by a designee of the Athletic Director. Student athletes are responsible for completing the required documentation regarding community service. If the student athlete is in-season when he/she receives the sanction, he/she may complete the hours after the season but must remain within the 5 month time frame. If the student athlete is out-of-season when he/she receives the sanction, he/she must complete the hours before the beginning of his/her season and within the 5 month time frame. D. An objective substance abuse screening assessment (such as the SASSI: Substance Abuse Subtle Screening Inventory) by a Licensed Mental Health Professional is required for each student-athlete whose drug test is positive. Recommendations for follow-up treatment from the Licensed Professional regarding the outcome of the screening assessment will be reviewed by the Student Athlete Health and Wellness Committee and may be included as part of the student-athlete s sanctions. Student athletes must complete the substance abuse screening assessment within two weeks of their meeting with the members of the Student Athlete Health and Wellness Committee (allowances will be made when there is a conflict with the University Calendar). If the student athlete fails to complete the screening and receive the recommendations for follow-up treatment, he or she may be moved to Phase II of the Sanctioning Process as determined by the Student Athlete Health and Wellness Committee. 92

98 i) Additionally, if a student athlete receives a Summons from University Police for drug or alcohol use on campus, the student athlete will follow the standard procedures for all students in this situation, including sanctions by the Office of Student Conduct. In addition to the University sanctions from the Office of Student Conduct, student athletes will also receive athletic sanctions in accordance with the Southeastern Substance Abuse Policy for student-athletes. E. Follow up drug testing will be mandatory for a period of one calendar year. If the next drug test occurs within twelve (12) weeks of the initial test, the testing must show a drop in levels. If testing does not indicate a drop in levels commensurate with the time interval between tests, the student athlete will be placed in Phase II. Phase II: (second positive for marijuana at the 15ng/mL level or higher or any other banned substance) A. The student athlete meets with the Student Athlete Health and Wellness Committee, and if the positive test is upheld, the student athlete is to be suspended immediately from competition. a. The length of the suspension is equal to 40% of the team s season competition, specifically, the championship segment, where the student athlete represents Southeastern Louisiana University. The suspended events will be the next consecutive events in the championship segment portion of the schedule. Post-season events are also included in the suspension (i.e., SLC Championships, NCAA Championships, Post-Season invitational events). Additional sanctions may be applied by the coach or the Committee. These may include not allowing a student athlete to dress for a game, be in the team area, and/or attend a pre-game meal. Note: The penalty will be assessed based upon the total number of events scheduled for that year. In computing the penalties,.50 is rounded down to 0 and.51 is rounded up to 1. B. The Chair of the Student Athlete Health and Wellness Committee will notify the following individuals in writing of the recommended plan and sanctions: a. Student athlete (and his/her parent/guardian if the student athlete is under the age of 18); b. Head coach; c. SWA; d. Compliance Officer; e. Head Athletic Trainer; f. Athletic Director C. The student athlete may be asked to appear before the members of the Student Athlete Health and Wellness Committee on additional occasions. D. Community Service will be required as part of the sanctioning process. Student athletes will be required to provide 30 hours of community service to the University over a period of 5 months. The community service will be arranged by a designee of the Athletic Director. Student athletes are responsible for completing the required documentation regarding community service. If the student athlete is in-season when he/she receives the sanction, he/she may complete the hours after the season but must remain within the 5 month time frame. If the student athlete is out-of-season when he/she receives the sanction, he/she must complete the hours before the beginning of his/her season and within the 5 month time frame. E. An objective substance abuse screening assessment (such as the SASSI: Substance Abuse Subtle Screening Inventory) by a Licensed Mental Health Professional is required for each student athlete whose drug test is positive. Recommendations for follow-up 93

99 treatment from the Licensed Professional regarding the outcome of the screening assessment will be reviewed by the Student Athlete Health and Wellness Committee and may be included as part of the student athlete s sanctions. Student athletes must complete the substance abuse screening assessment within two weeks of the meeting with the members of the Student Athlete Health and Wellness Committee (allowances will be made when there is a conflict with the University Calendar). If the student-athlete fails to complete the screening and receive the recommendations for follow-up treatment, he or she may be moved to Phase III of the Sanctioning Policy as determined by the Student Athlete Health and Wellness Committee. i). Additionally, if a student athlete receives a Summons from University Police for drug or alcohol use on campus, the student athlete will follow the standard procedures for all students in this situation, including sanctions by the Office of Student Conduct. In addition to the University sanctions from the Office of Student Conduct, student athletes will also receive athletic sanctions in accordance with the Southeastern Substance Abuse Policy for student athletes. F. Follow up drug testing will be mandatory for a period of one calendar year. G. If a team completes its competition schedule while a student athlete is under Phase II sanctions, the student athlete s suspension will be carried over into next season s competition. If an individual is positive during a red shirt year, the student s suspension will begin during next season s competition (game suspension will not be applied during a red shirt season or during a medical hardship). Please note: When a student athlete tests positive for the first time and the sample contains more than one drug, the more severe sanctions will be applied. Phase III: (third positive for marijuana at the 15ng/mL level or higher or any other banned substance) A. The student athlete meets with the Student Athlete Health and Wellness Committee, and if the positive test is upheld, the student athlete is to be suspended immediately from competition and dismissed from the Southeastern Athletic Program. B. The Chair of the Student Athlete Health and Wellness Committee will notify the following individuals in writing of the recommended plan and sanctions: a. Student athlete (and his/her parent/guardian if the student athlete is under 18 years of age); b. Head coach; c. SWA; d. Compliance Officer; e. Head Athletic Trainer; f. Athletic Director C. The student athlete must appear before the members of the Student Athlete Health and Wellness Committee as requested. Alcohol Abuse Statement The Athletic Department does not condone the use or abuse of alcohol by student athletes nor does it permit underage drinking. Being underage or having two alcohol positives may result in stricter sanctions, including missed contest(s). Alcohol Abuse Policy, Testing, and Sanctions The Department of Athletics Drug Testing Policy includes testing for the presence of alcohol. 94

100 Should a student athlete test positive: A. The Chair of the Student Athlete Health and Wellness Committee will notify the following individuals in writing of the recommended plan and sanctions: a. Student athlete (and his/her parent/guardian if the student athlete is under the age of 18); b. Head coach; c. SWA; d. Compliance Officer; e. Head Athletic Trainer; f. Athletic Director B. The student athlete must appear before the members of the Student Athlete Health and Wellness Committee. C. Follow up drug testing will be mandatory. D. An objective substance abuse screening assessment (such as the SASSI: Substance Abuse Subtle Screening Inventory) by a Licensed Mental Health Professional is required for each student athlete whose drug test is positive. Recommendations for follow-up treatment from the Licensed Professional regarding the outcome of the screening assessment will be reviewed by the Student Athlete Health and Wellness Committee and may be included as part of the student athlete s sanctions. Student athletes must complete the substance abuse screening assessment within two weeks of their meeting with the members of the Student Athlete Health and Wellness Committee (allowances will be made when there is a conflict with the University Calendar). If the student athlete fails to complete the screening and receive the recommendations for follow-up treatment, there can be a 10% game suspension assessed by the Student Athlete Health and Wellness Committee. a. Additionally, if a student athlete receives a Summons from University Police for drug or alcohol use on campus, the student athlete will follow the standard procedures for all students in this situation, including sanctions by the Office of Student Conduct. In addition to the University sanctions from the Office of Student Conduct, student athletes will also receive athletic sanctions in accordance with the Southeastern Substance Abuse Policy for student athletes. E. Should the outcome of the evaluation of the student athlete identify an alcohol problem or if there is a second positive for alcohol, it could result in a student athlete missing contests. The Chair of the Student Athlete Health and Wellness Committee will notify the following of the recommended plan and actions: a. Student athlete (and his/her parent/guardian if the student athlete is under the age of 18); b. Head coach; c. SWA; d. Compliance Officer; e. Head Athletic Trainer; f. Athletic Director NCAA Drug Testing Program All NCAA championships are subject to NCAA drug testing; although, not all championship sites will be selected for drug testing every year. All Division I football, track and field, and Division II football programs will participate in the out of competition (year round) testing program for anabolic agents, diuretics, peptide hormones and 95

101 analogues, and urine manipulators. Bylaws relative to drug testing can be found in the NCAA Division I Manual or on the NCAA web page at If a student athlete has tested positive for drugs by the NCAA, he/she must abide by the NCAA policy. The NCAA policy requires one calendar year minimum suspension. If a student athlete transfers, the NCAA positive test result must be reported to the new school. The NCAA list of banned drugs can be found at Please note that with all positive NCAA tests, a student athlete loses one year of competition. Other Positive Drug Tests Documentation of a positive drug test from a recognized National or International Sports Governing Body will be considered as a positive drug test performed by our laboratory and will place the student athlete in the appropriate phase. A positive drug test by the NCAA will also be treated as a positive drug test by the UAA. The NCAA sanction and the Athletic Department sanction will be imposed at the same time. The more severe sanction of the two will be enforced. 96

102 SOUTHEASTERN LOUISIANA UNIVERSITY DEPARTMENT OF ATHLETICS SUBSTANCE ABUSE POLICY CONSENT FORM I hereby acknowledge that I have received a copy of the Southeastern Louisiana University Athletics Department Substance Abuse Policy. I have read, and I understand the principles and purpose of this policy. I consent to abide by the Athletic Department Substance Abuse Policy. This participation includes the testing of my urine for drugs, alcohol, and/or other substances at various times during this period as set forth in the Southeastern Substance Abuse Policy. There is no risk of bodily harm involved in the testing procedures. I consent to the release of the results to the University President, Athletic Director, Head Coach, Senior Woman Administrator, Compliance Officer, Head Athletic Trainer, Student Athlete Health and Wellness Committee, and my parent(s)/guardian(s). I realize that if I am under age 18, a copy of this consent will be sent to my parent(s)/guardian(s) for their signature along with a copy of the Substance Abuse Policy. Student Athlete Signature Date Name Printed Date of Birth W # Sport Parent/Guardian Signature (Student Athlete under 18 years of age) Date Name Printed of Parent/Guardian Are you at least 18 years of age? Yes No 97

103 Competition Suspension Chart ** Sport # Events/Contests* 40% Baseball 56 contests 22 contests Basketball 28 contests 11 contests Cross Country 7 contests 3 contests Football 12 contests 5 contests Golf 24 contests 10 contests Indoor/Outdoor Track 18 contests 7 contests Soccer 20 contests 8 contests Softball 56 contests 22 contests Tennis 25 contests 10 contests Volleyball 28 contests 11 contests *The definition of contest in this document is based upon the definition of the same term by the NCAA. ** The above number of events is the maximum number of events allowed by the NCAA. The penalty will be assessed based upon the total number of events scheduled for that year. In computing the 40% penalty,.50 is rounded down to 0 and.51 is rounded up to 1. Note: The head coach may impose a stricter penalty if he/she so desires. XIV. SPORTS MEDICINE PROGRAM A. ATHLETIC TRAINING SERVCIES MISSION STATEMENT The Southeastern Louisiana University Athletic Training faculty and staff are committed to providing personalized and comprehensive healthcare to the student-athlete. Our goal is to focus on the prevention of athletic injuries and illnesses. With the cooperation of our Athletic Training education Program we are able to provide the highest possible healthcare as well as competence in areas such as injury evaluation, management, rehabilitation and counseling. By adhering to the 98

104 National Athletic Trainers Association s (NATA) Code of Ethics, the Board of Certification s (BOC) Standards of Practice, and the rules and bylaws set forth by the NCAA, the athletic training faculty and staff are committed to returning student-athletes to competition as soon as they are medically ready. B. SOUTHEASTERN SPORTS MEDICINE POLICIES 3. Athletic Training Room Rules For Student-Athletes The following rules are in effect for all Southeastern athletic training rooms. Student-athletes should follow these rules so they can be served efficiently: Student-athletes must conduct themselves in a professional manner No eating in the ATR under any circumstances- unless suffering from heat illness and ATC has authorized. If student-athletes bring their food in with them, the food must remain in the bag and untouched. They can eat in your office, in the hallway, or the AT Student desk. No eating is allowed in the ATR due to OSHA guidelines. Foul language and horseplay will not be tolerated; it is the ENTIRE staff s responsibility to police this. No gossiping, no inappropriate stories of their night on the town are permitted. No shoes on the treatment tables No spikes or cleated shoes are allowed. Men must have a shirt on Women must have a shirt on, sports bra only when necessary for treatments, shirt must be on afterwards. You must shower before treatments, if showers are available (unless you have ice to-go) Athletes must pick up after themselves. Trash brought in, goes out with them or in the trash can. Any perishable items left behind will be discarded. No cups on the modality carts shelves with a modality or under tables. Student-athletes must leave their personal items in their lockers or the ATR Lockers. The ATR is not a storage facility. Any personal items left overnight will be held in an office for a certain amount of time (depending on the item s value) after that will be discarded. o Cell phones, keys, wallets- will be stored in the Head ATC s office under lock and key. o Clothing will be stored for 48 hours, after that it will be returned to the coaching staff of that particular sport. o IPods, headphones- will be stored in Head ATC s office under lock and key. o Shoes will be left in hallways after 24 hours of no one retrieving them. The ATR is not a hangout spot. Student-athletes that are in the ATR and not receiving treatment/rehab/care will be asked to leave. 99

105 Student-athletes are expected to report to treatments on time. Failure to comply with this can result in the athletic trainer refusing treatment. Athletes will not administer self-treatments. All treatments, taping, bandaging, and padding will be provided by the faculty/staff athletic trainers or supervised athletic training students. NO TOBACCO, DIP, CHEW, OR SIMILAR PRODUCTS OF ANY KIND WILL BE ALLOWED. This is an NCAA Violation. Any student-athlete who is found to be using any of these products will be politely asked to either remove it or leave. DO NOT remove equipment or supplies from the athletic training room without the permission of a faculty/staff athletic trainer. 2. Medical Certification for Individual Student-Athlete Participation Physical Southeastern Louisiana University requires all student-athletes to complete a pre-participation physical examination prior to the student-athlete being issued equipment, being permitted to attend any practice or strength and conditioning session, and/or competing in any intercollegiate athletic activities. The pre-participation physical examination MUST be administered by a Southeastern Louisiana University Team Physician and/or his/her designee and must be completed on an annual basis. The examination includes but is not limited to: - Newcomer Complete Family and Personal Medical History*** - Returner Medical History Update Form*** - Physical Examination - Insurance Information Form*** - Primary Insurance Card (Copy Front & Back) - Parent Policy Information Letter*** - Assumption of Risk*** - Supplemental Health and Nutrition Questionnaire*** - ADD/ADHD Disclosure Form*** - Student-Athlete Medical Responsibility Form*** - HIPPA (Protected Health Information and Authorization Form)*** - Baseline Concussion Testing (SAC/ BESS/ ImPACT Online Testing) - Sickle Cell Trait Testing 1. Completion of a Health Insurance information/authorization Form (App. Form 84) 2. A photocopy (front and back) of the student-athlete s health insurance card and prescription benefits card 3. Completion of the athletic participation health form (App. Form 85) and a medical examination by the Southeastern Louisiana University Team Physicians 4. Completion of a use, disclosure, and release of protected health information authorization form (App. Form 84) 100

106 Selected individuals may be required to complete additional tests and/or examinations as needed. Upon successful completion of the aforementioned pre-participation physical examination process, the student-athlete will receive approval/certification from the Southeastern Louisiana Athletic Training Department to be issued equipment, and to participate in practice, strength and conditioning sessions, and/or competition. All costs associated with any additional tests, consultations, and/or medical procedures needed to gain approval/certification for participation and/or injury/illness in intercollegiate athletics at Southeastern Louisiana University will be the responsibility of the student-athlete and/or his/her primary health insurance. No member of the Southeastern Louisiana University Athletic Training Department will permit a student-athlete to participate, nor will Southeastern Louisiana University provide insurance coverage to any student-athlete who has not completed the entire pre-participation physical examination procedure. If a student-athlete is absent for his/her scheduled physical examination, and the absence is unexcused, he/she will have one (1) opportunity to make-up the physical examination at a time agreeable with the Southeastern Louisiana University Athletic Training Department and the Southeastern Louisiana University Team Physician and/or his/her designee. If the student-athlete is absent for the make-up physical examination, he/she will be responsible for scheduling an appointment with a Southeastern Louisiana University Team Physician or designee to complete the required physical examination. This physical examination will be at the student-athlete s own expense. The physical examination must be completed and on file in the athletic training department before the student-athlete is permitted to participate in intercollegiate athletics at Southeastern Louisiana University. 3. Medical Disqualifications Conditions that disqualify a student-athlete from participation in Southeastern athletics are at the discretion of the Southeastern Team Physician and Head Athletic Trainer. Potential disqualifications may include, but are not limited to, incomplete rehabilitation of a previous injury, gross joint instability, systemic illness, pregnancy, or loss of a paired organ. In the event an athlete wishes to participate on a Southeastern athletic team, and has any of the abovementioned conditions, he or she must have written permission from the Southeastern Team Physician, providing medical clearance for activity and indicating all stipulations of his/her participation. 4. Tryouts For sports where open try-outs are held, students may participate in limited contact activities only after completing the Try-Out Release Form (See Form 8). If the student is a minor, a parent or legal guardian must sign the form. The form will only be effective for one (1) week. After this time the student must complete a pre-participation physical exam in order to participate in any team activities (practice, weights, running, games, competition, etc). The Try- Out Release Form is not to be used to replace the pre-participation physical exam. 101

107 5. Student-Athlete Medical Readiness Decisions regarding an athlete s medical readiness for participation will be the responsibility of the Southeastern Team Physician and Southeastern certified athletic trainers. In the absence of the Southeastern Team Physician, this decision becomes the responsibility of the assigned certified athletic trainer who serves under the direction of the team physician. A studentathlete s private physician does not have jurisdiction regarding participation status of any Southeastern student-athlete. Any student-athlete that is evaluated by a physician other than the Southeastern Team Physician must return to the athletic training room to acquire final clearance for participation in Southeastern Intercollegiate Athletics. If a student-athlete is under the care of a personal/family physician for an injury or illness and the physician s treatment precludes or alters activity in intercollegiate athletics, the student-athlete must provide, in writing, a release to reinstate the student-athlete to full participation. No student-athlete will be allowed to return to participation until the appropriate certified athletic trainer has received a release from the student-athlete s personal physician. The Southeastern medical staff will make all final decisions regarding the treatment, rehabilitation and return to play of Southeastern student-athletes. 6. Medical Referral Policy Medical referral forms (App. Form 86) are documents the athletic training faculty/staff send with injured/ill student-athletes when they are referred to a health care provider. This document has important confidential information on it such as student-athlete s date of birth, diagnosis, insurance information, etc. The faculty/staff athletic trainer must initially fill out this document. Please note the following when deciding on whether a student-athlete needs to see a physician for an injury/illness: 1. A medical referral form must accompany each student-athlete to any medical appointments 2. All physician referrals must be pre-approved by a certified athletic trainer. If a coach feels a student-athlete needs to see a doctor, this must be discussed with the certified athletic trainer with that sport. In the event a team does not have a certified athletic trainer working directly with them, this referral can be discussed with any faculty/staff athletic trainer. No coach is to refer a student-athlete to any healthcare provider without approval from a faculty/staff athletic trainer unless it is an emergency situation. 3. All medical referral forms must include the athlete's primary insurance and Southeastern s secondary athletic insurance information. If a student-athlete does not have primary insurance, Southeastern s secondary athletic insurance will act as the primary insurance. NOTE: Student-athletes with Health Maintenance Organization (HMO) or Preferred Provider Organization (PPO) insurance coverage must get pre-approval for services or procedures that will incur expenses (except for emergency treatment). The studentathlete's parents should be notified if surgery or costly diagnostic procedures are 102

108 necessary. It is the responsibility of the student-athlete to notify the athletic training faculty/staff of any change to their medical insurance status. 4. When the prescribed treatment is available in the athletic training room, the studentathlete should be treated under the supervision of the athletic training faculty/staff. Treatment at other medical facilities must have prior approval from a Southeastern certified athletic trainer. 5. A certified athletic trainer must approve any miscellaneous medical expenses. (i.e. braces, orthotics, medication, etc.) Failure to notify the appropriate certified athletic trainer of these expenses may place financial burden on the student-athlete or the individual sport. 7. Medical Second Opinions If a student-athlete and/or his/her parent(s)/guardian(s) desire a second physician s opinion on a medical injury/illness, a member of the Southeastern Louisiana University Athletic Training Staff will make arrangements for the second opinion with a physician from our network of Physicians. If a student-athlete decides to see a physician/medical consultant, and/or undergo a diagnostic test outside of Southeastern Louisiana University s network of providers WITHOUT prior authorization/referral from a member of the Southeastern Louisiana University Athletic Training Staff OR see a physician outside of our network, the student-athlete and/or the student-athlete s parent(s)/guardian(s) will be financially responsible for any and all medical bills incurred. 8. Transportation of Athletes for Medical Care It will be the responsibility of the student-athletes to see that they have appropriate transportation for all doctor appointments, scheduled surgery and prescription pickup. At no time is an athletic training student allowed to transport an injured or ill student-athlete. Doing so places the University and the athletic training student at risk of liability. A full time Southeastern employee such as a coach, graduate assistant, police officer, or certified athletic trainer may transport the student-athlete. Severely injured/ill student-athletes should always be transported by ambulance 9. Medication Policy 1. Certified athletic trainers must approve the use of all over-the-counter (OTC) medications given to student-athletes and coaches. 2. Any medication given out must be recorded along with the student-athlete's name, date, sport, and the dosage given on the chemical distribution form located in the Doctor s Office. 3. In the athletic training room the only medications given to student-athletes are OTC medications. 103

109 4. Under NO circumstances are certified athletic trainers and athletic training students to dispense prescription medication. Only team physicians are qualified to prescribe and dispense prescription medications. 5. Books on drugs and supplements are in the athletic training room if you would like to look up more information about an OTC or prescription drug. 10. Southeastern Coaches Responsibility Communication is the single most important factor in the relationship between coaches and the athletic training staff. Athletic trainers strive to keep coaches informed on the status of their studentathletes in a timely manner. The following information will be very helpful in providing expedient care for all student-athletes: 2. A team roster in advance of the pre-participation physicals and first practice. 3. Prompt notification of any changes or additions to the team roster 4. A practice and game schedule as soon as possible. 5. Prompt notification of changes in practice times, scheduled competitions and any team activity that you expect the certified athletic trainer to be present. Taking the following measures will also help in providing prompt care: 1. Prohibiting any student-athlete from participating without medical clearance by the athletic training department. The coach will be responsible for liability actions if a student-athlete is allowed to participate without full medical clearance. 2. Directing student-athletes whose health, safety, or welfare is in question to the appropriate certified athletic trainer immediately. In addition, the appropriate certified athletic trainer must be notified of any injuries/illnesses. 3. Encouraging injured student-athletes to adhere to scheduled Athletic Training Room hours and physician appointments (i.e. Evaluations, treatment, rehabilitation and follow-up appointments). 4. Supporting and following the athletic training policies and procedures involving the operation of the athletic training facilities and care of all student-athletes. Student-Athlete Pregnancy Policy This Student-Athlete Pregnancy Policy ( Policy ) has been developed to ensure appropriate care, protection, and referral for student-athletes. The procedures outlined in this Policy will allow the student-athlete to make the best decisions concerning her pregnancy and her future as a collegiate student-athlete. I. Notification: The student-athlete should inform her athletic trainer at the earliest known date of pregnancy. Early notification is important to ensure that the student-athlete is provided with the best possible care. If the student-athlete notifies the coach first, it is the responsibility of the coach to inform the team athletic trainer. If the team athletic trainer is notified first, they will notify the head coach, the head athletic trainer, and the SLU team physician. The athletic trainer will keep all 104

110 information confidential unless otherwise specified by the student-athlete. Head Coach Team Athletic Trainer Head Athletic Trainer Head Coach Head Athletic Trainer SLU Team Physician II. Referral to a Physician: The student-athlete must be referred to the SLU team physician. The head athletic trainer may assist in referral to a physician if the student-athlete has not already been evaluated by a medical professional. The head athletic trainer may also assist with referring the student-athlete for counseling or other support services if requested by the student-athlete. III. Pre-Natal Care of the Student-Athlete: The goal of monitoring the student-athlete s care is to prevent and detect any potential problems early (through adequate nutrition and exercise recommendations, etc), and to direct the student-athlete to an appropriate OB/GYN, specialist, or hospital, if necessary. The student-athlete must be cleared by her OB/GYN and by Southeastern Louisiana University Team Physician before she may participate in any SLU athletic activity once a pregnancy is confirmed. Clearance to safely participate in sport activity includes completion of an informed consent form that must include signatures of the: 1) Involved physicians, 2) student-athlete, and 3) Head athletic trainer. With the OB/GYN and SLU Team Physician s approval, the student- athlete may be able to continue to participate in competitive activity up to the 14th week of pregnancy unless otherwise directed by a physician. She may also continue approved cardiovascular and weight lifting workouts past the 14th week only as advised by the OB/GYN and SLU Team Physician. Each athlete s situation will be evaluated on a case-by-case basis depending on the individual athlete s health and the demands of her sport activities. IV. Termination of Pregnancy The athletic trainer and any informed parties SHOULD NOT attempt to influence the student-athlete on the decision of termination or retention of the pregnancy. In the case that the student athlete decides to terminate the pregnancy, the student-athlete should be referred to the University Counseling Center (985) A guideline of return to play shall be set by the OB/GYN and SLU Team Physician. V. Safe Return-to-Play The student-athlete must be cleared by her OB/GYN and the SLU Team Physician before returning to any SLU athletic activity after pregnancy. The student-athlete s participation in her respective sport will be dictated by the physical demands of her sport and coordinated communication with all treating physicians. VI. NCAA Sports Medicine Guidelines on the Pregnant Student-Athlete The following guidelines have been developed and published by the National Collegiate Athletic Association ( NCAA ) An athlete s safe participation in her sport must be dictated by the movements and physical demands required to compete in that sport. Many medical experts recommend that women avoid participating in competitive contact sports after the 14th week of pregnancy. Athletic activities 105

111 associated with a high risk of falling, loss of balance, or mild abdominal trauma should be avoided during pregnancy due to the morphological changes that occur during pregnancy. Women who have medical conditions that place their pregnancies at high risk for complications should avoid physical activity until consultation with their gynecologist/obstetrician. The student-athlete should be aware of the warning signs that indicate she should stop any exercise or physical activity while pregnant. Warning signs include (but are not limited to): vaginal bleeding, shortness of breath prior to exercise, dizziness, headache, chest pain, calf pain or swelling, preterm labor, decreased fetal movement, amniotic fluid leakage, and muscle weakness. Bylaw states Institutional financial aid based in any degree on athletics ability may not be reduced or canceled during the period of its award because of an injury, illness, or physical or mental medical condition. Student-Athletes should not be forced to terminate a pregnancy because of financial or psychological pressure or fear of losing their institutional grants-in-aid. Should the student-athlete decide to carry the child, the Director of NCAA Compliance will be notified of the situation in order to provide for the permission of a one-year extension of the fiveyear period of eligibility for the student-athlete. VII. Medical Expenses Southeastern Louisiana University athletics will not be responsible for covering any medical expenses that are associated with the student-athlete s pregnancy or termination of the pregnancy. VIII. Documentation Documentation of the pregnancy will be kept in the student-athlete s medical file in the athletic training room. All records will be kept within a specific, sealed envelope labeled CONFIDENTIAL, and will be placed within the student-athlete s medical file. IX. Transportation SLU s Athletic Training staff will NOT be responsible or assist the student-athlete in regards to travel to and/or from any of their medical appointments for a pregnancy. Southeastern Louisiana University ADD/ADHD medication Policy Attention Deficit/Hyperactivity Disorder is one of the most common neurobehavioral disorders of childhood and can persist through adolescence and into adulthood. ADHD is generally diagnosed in childhood, but sometimes not until college or later. The most common medications used to treat ADHD are methylphenidate (Ritalin) and amphetamine (Adderall), which are banned under the NCAA class of stimulants. In order for a medical exception to be granted for the use of these stimulant medications, the student-athlete must show that he or she has undergone standard assessment to identify ADHD. Frequently a student-athlete may find that the demands of college present difficult learning challenges. They may realize that some of their teammates are benefitting from the use of these medications, and figure they should ask their team physician or family doctor to prescribe the same for them. If they do not undergo a standard assessment to diagnose ADHD, they have not met the requirements for an NCAA medical exception. With the increase in student-athletes being treated with stimulants for ADD/ADHD, The Southeastern Louisiana Sports Medicine Staff wants to ensure that the proper procedures are taken to protect the student-student athletes before they participate in any athletic event including but not limited to: 106

112 A. Practice B. Game C. Team Lifting The student-athlete s documentation from the prescribing physician to the Southeastern Sports Medicine Staff should contain a minimum of the following information to help guarantee that ADHD has been diagnosed and is being managed appropriately. A. Description of the evaluation process which identifies the assessment tools and procedures. B. Statement of the Diagnosis, including when it was confirmed. C. History of ADHD treatment (previous/ongoing). D. Statement that a non-banned ADHD alternative has been considered if a stimulant is currently prescribed. E. Statement regarding follow-up and monitoring visits. F. Copy of the most recent prescription (as documented by the prescribing physician). A Southeastern Louisiana university athlete is not allowed to participate in the aforementioned activities until the Sports Medicine staff has received all documentation. Due to recent changes in NCAA Drug Testing legislation, there has been and increased documentation requirement in order to allow student-athletes to take ADD/ADHD medication while participating at the collegiate level. The majority of ADD/ADHD medications are banned as illegal performance enhancing substances per the NCAA. Student-athletes, who have documented cases of ADD/ADHD with supporting documentation for a physician who has expertise in the area, can apply for medical exemption upon failing a drug test due to the stimulant in ADD/ADHD medication. Due to these increased requirements, Southeastern Louisiana University s Athletic Training Staff have included several forms to help with the gathering of these documents. These documents can be obtained from a member of the Full-Time Athletic Training Staff at Southeastern Louisiana University. For more information, please visit the Drug Free Sport website The Southeastern Louisiana Athletic Training Department MUST have app the appropriate documentation prior to the student-athlete taking the medication. If the student-athlete fails a drug test due to ADD/ADHD medication and HAS NOT turned in ALL of the needed documentation, the SLU Athletic Training Staff will not be able to apply for a medical exemption for the student-athlete. Southeastern Louisiana University, Southeastern Louisiana University Athletics Department, and the Southeastern Louisiana Athletic Training Department will not be held responsible for any failed drug test and the disciplinary actions that may follow due to insufficient documentation being provided by the student-athlete. Furthermore, incomplete paperwork OR paperwork that has not been turned in on a timely manner upon declaration, may result in removal from participation until complete. Each student athlete will be given a one month warning upon declaration, to turn in paperwork via and the head coach will be carbon copied. If you have any questions regarding this information, please feel free to visit the Sports Medicine section of the Lionsports.net athletic website OR contact John Erwin at

113 10. Equipment Issue and Return Athletic training equipment such as neoprene sleeves, ankle braces, elastic wraps, etc. are given to those student-athletes with a medical need for the equipment. The release of equipment will be documented and signed by the student-athlete and the athletic trainer checking out the equipment. At the end of the sport season all equipment should be turned in within seven (7) days. The student-athlete is subject to grades being flagged or fines if equipment is lost or not turned in. 11. Outside Medical Care and Financial Liability The Southeastern Louisiana University provides the best possible medical coverage for all student-athletes. Southeastern provides secondary medical insurance coverage for athletic injuries that have been reported and documented. Injuries must clearly be a direct result of participation in a scheduled and organized practice/conditioning session or game/competition that is under the direct supervision of a representative of the Southeastern Athletics Department. In the event of an athletic injury the following policies apply: 1. Any student-athlete who receives an injury during and as a result of an approved practice, contest, or related travel must IMMEDIATELY report the injury/illness to a Southeastern Louisiana University certified athletic trainer in order to activate insurance coverage. Costs pertaining to an injury not reported in a timely manner will be the responsibility of the student-athlete and/or his/her parent(s)/guardian(s). 2. All student-athletes are expected to report for daily treatment of injuries as directed by the certified athletic trainer. If requested, coaches can be provided an injury report identifying student-athletes that have received care and those student-athletes that have not reported for required treatment. Student-athletes who do not comply with the treatment plan prolong their condition and increase the likelihood of complications to their injury. It is not the responsibility of the certified athletic trainer to discipline a student-athlete for noncompliance with treatment or rehabilitation. However, the certified athletic trainer may choose to remove a student-athlete from participation if said participation could cause further harm. If an injury is significant enough to require medical referral: 1. Student-athletes will be required to get a signed medical referral form from the Southeastern certified athletic trainer. In the case of an emergency the athletic trainer will handle the required initial documentation. 2. Southeastern athletes requiring any special services including, but not limited to: medication, MRI, braces, outside treatment, second opinion, or surgery must return to the athletic training faculty/staff to get a signed form for each special need. Coaches and student-athletes are not 108

114 to make this decision. A Southeastern athletic trainer or team physician must first approve additional diagnostic tests, medication, etc. 3. All student-athletes under the care of a physician for an injury are expected to attend treatments and rehabilitation as prescribed. Failure of a student-athlete to comply with treatment or rehabilitation plans will be reported to the coach. 4. Student-athletes seeking medical care on their own without prior notification by a Southeastern certified athletic trainer may be denied secondary insurance coverage for the expenses incurred. Student-athletes must provide a detailed written report if they are evaluated by a doctor other than a designated Southeastern physician. The Southeastern team physician may also have to provide medical clearance before the student-athlete can return to sport activity. In the written report from a non-southeastern physician, orders/directions regarding any follow-up care must be provided. Non-athletic related injuries: Student-athletes will be referred to a physician or the Southeastern student health service if an injury/illness is not athletic related. Students must take a Southeastern medical referral form with them. This will be required before a certified athletic trainer initiates any treatment or rehabilitation. Southeastern s athletic/ secondary insurance does not cover nonathletic related injuries. Southeastern graduates and former student-athletes: Follow-up care of athletic injuries after an athlete graduates or discontinues participation must be approved and arranged by the Head Athletic Trainer. Outside Physicians / Second Opinions: Student-athletes have the right to see the Physician of their choice, but Southeastern may not be financially responsible for charges incurred by providers outside of the Southeastern network. If a Physician in the Southeastern network refers the student-athlete to an outside physician, then Southeastern will be responsible for the charges. 12. Dental Care Molded mouthpieces will be fitted for some student-athletes participating in high-risk sports (e.g. football, softball, baseball, basketball, etc.) and other student-athletes who express a desire for them by their request. Southeastern Louisiana University s medical insurance program will assume financial responsibility for dental care resulting from the direct participation in the intercollegiate athletics programs as approved by the Director of Athletics and according to NCAA regulations. Southeastern Louisiana University WILL NOT pay for dental work in which the tooth has previously been damaged (crowns, bridges, root canals, fillings, cavities). As with other injuries, this insurance is SECONDARY to, or in excess of, personal family medical insurance coverage. Southeastern Louisiana University WILL NOT pay for general dental work (e.g. cleaning of teeth, treatment of cavities, etc.) 109

115 13. Contact Lens Student-athletes in need of an eye exam and/or contact lenses during the student-athlete s competitive in-season will be referred to an optometrist by a member of the Southeastern Louisiana University Athletic Training Staff. Southeastern Louisiana University Athletic Training Staff WILL NOT assume financial responsibility for eye exam and/or contact lenses. Medical bills associated with an eye exam and/or contact lenses will be the sole responsibility of the student-athlete and/or his/her parent(s)/guardian(s). If a student-athlete wears contact lenses, the student-athlete MUST provide one (1) pair of lenses to the student-athlete s certified athletic trainer to be kept in case of an emergency. 14. Sickle Cell Trait Testing, Notification, & Education Procedures Testing - Testing will be required for allo Student-Athletes regardless of race, gender, or background - Testing will be done at North Oaks Walk-In clinic, Hospital during physicals, or at Southeastern Louisiana s Athletic Training Room by a laboratory designated by the SELU Assistant Athletic Director for Sports Medicine and North Oaks Hospital. - Results will be reported to SELU Team Physicians, Certified Athletic Trainers, and appropriate coaching staff such as sports and strength staff. Positive Test Notification - Team Physicians - Sports Medicine Staff (Full-time, Internship, and Graduate Assistants) - Coaching Staff - Strength & Conditioning Staff - Athletic Training Students (if applicable) - Medical Alert List - Medical Alert Placed on permanent folder - Injury Tracking Software Post-Positive Test Counseling / Education - Student-Athletes who are confirmed to have Sickle Cell Trait will meet with a SELU Team Physician, Student Health Center physician, and appropriate certified athletic trainer Education - All staff related to athletic participants shall be educated on the signs, symptoms, treatments, exercise modification, and emergency management of those student-athletes who have tested sickle cell trait positive - Sports Medicine Staff (Full-time, Internship, and Graduate Assistants) - Strength and Conditioning Staff 110

116 - Coaching Staff - Athletic Training Students (if applicable) - Yearly in-service / review - Case Specific Education - Sports Medicine Handbook Exercise Modifications - Acclimation / Build Training Slowly - Adjust work / rest cycles; longer rest periods - Control Asthma - Gradual addition of the uniforms and protective equipment - No first day preseason fitness runs, timed sprints or distance runs - Monitor hydration closely; Ensure good hydration - Encourage athletes to report any unusual symptoms immediately - Supplemental Oxygen for altitude training / competition - Monitor workouts closely if ill Emergency Management - Consider any struggling, cramping, or collapse as a sickling until proven otherwise - ACT FAST!!! A sickling collapse is a medical emergency - Call EMS (via University Police) - Check vital signs / Monitor ABCs - Give supplemental oxygen - Cool the athlete, if necessary - Attach an AED - IV Fluids Refusal of Testing - While Southeastern Louisiana University athletics STRONGLY encourages its studentathletes to obtain sickle cell trait testing, we recognize that some may have strict objections towards this. Should a student-athlete stringently object to testing, he/she will have a meeting with the compliance director and head athletic trainer prior to be allowed to participate in any practice, strength training session, etc. This meeting will: o Educate the student-athlete on Sickle Cell Trait testing o Educate the student-athlete about Sickle Cell Trait o Previous history of incidence at other universities o Provide opportunity for student-athlete to sign waiver Will be signed by Head Athletic Trainer, Compliance Director, and Parents of student-athlete regardless of age 15. Concussion Management 111

117 1. Administrative Issues: 1. All student-athletes will sign a statement in which the student-athlete accepts the responsibility for reporting all injuries and illnesses to the sports medicine staff, including signs/symptoms of concussion (Form 85). 2. Student-athletes participating in football, men s and women s basketball, volleyball, softball, baseball, pole vaulting, and soccer will complete a baseline assessment which will include a Standardized Assessment of Concussion (SAC) and Balance Error Scoring System (BESS) testing (App. Form 88). 3. An emergency action plan is in place and is specific to each campus venue. 4. A pre-participation physical is required of all student-athletes on a yearly basis. All studentathletes will complete a thorough medical history form (App. Forms 89-90) upon their entry into Southeastern and will update the form on an annual basis. 5. Student-athletes will receive educational materials 6. A Southeastern Sports Medicine Concussion Information Sheet will be provided to athletes that have sustained a concussive injury. 7. Coaches will receive a copy of the concussion management plan as well as a fact sheet on concussions in sport. 2. Evaluation and Management: 1. When an athlete has sign/symptoms of concussion, they should be removed from play and not allowed to return until evaluated by a licensed health care provider. 2. Student-athletes diagnosed with a concussion will be withheld from competition or practice and not return to activity for the remainder of that day. These student-athletes will receive written instructions upon discharge; preferably with a roommate, guardian or someone who can follow the instructions. 3. Physician evaluation of concussed athletes timing dependent on the ATC assessment and clinical judgment. The team physician or designee will; help to determine if additional testing/consultation is indicated, assist in education of the student-athlete regarding the importance of reporting of all symptoms and determine if any modifications to daily activities are necessary. 4. The student-athlete will received serial monitoring for deterioration. This will include daily symptomatic assessment along with a standardized battery of tests. These assessments will include, but are not limited to, the same testing procedures that were administered during baseline testing. 5. The student athlete will be monitored for the recurrence of symptoms, both from physical and mental exertion. Once the student-athlete is asymptomatic and post-exertional assessments are within normal baseline limits, return to play decisions shall follow a supervised, stepwise process. 6. Final return to play authority will reside with the team physician or the physician s designee upon resolution of symptoms and return to baseline of clinical assessments. 112

118 CONCUSSION MANAGEMENT GUIDELINES Southeastern Louisiana University has established protocols to care for student-athletes who have sustained a concussion which includes sideline assessment, symptom monitoring, balance and postural stability assessment, and neurocognitive assessment. Policy 1.0: Preseason: Student-athletes All Student-athletes will undergo the basic education regarding the signs and symptoms of concussions, what to look for and how to report them to the appropriate medical personnel. All student-athletes will then be required to sign an agreement indicating they will report any and all signs and/or symptoms of concussion to the appropriate medical personnel. This agreement also includes basic educational materials in reference of concussions. Each student-athlete will sign, date and have a signed witness to this agreement. After the proper signatures have been obtained the student-athlete will receive a carbon copy of the form in order to keep for their personal records. During the education portion of this meeting the following will be discussed: 1. Concussion Signs and Symptoms 2. NCAA Executive Committee recommendations for concussion management 3. SLU s Concussion Management guidelines and protocols that incorporate the NCAA s most recent recommendations. 4. We will take any questions that student-athletes may have The SLU Athletic Training Department will administer a preseason neuropsychological test called ImPACT. ImPACT is a computer based, validated tool developed to help sports medicine clinicians evaluate cognitive recovery following concussion. ImPACT will evaluate the following neuropsychological functions: word discrimination (memory), design memory (visual recognition), visual processing speed, symbol matching (visual processing speed, learning and memory), color match (reaction time and impulse control/response inhibition), and three letters (measures working memory and visual-motor response speed).each student-athlete will undergo a baseline testing of ImPACT, SAC, BESS during pre-participation physicals. Policy 1.1: Preseason Coaches All coaches employed by Southeastern Louisiana University Athletics Department will be required to undergo a basic educational in-service with the appropriate Athletic Training medical personnel. During this in-service the following information will be discussed: 1. Concussion Signs and Symptoms 2. NCAA Executive Committee recommendations for concussion management 3. SLU s Concussion Management guidelines and protocols that incorporate the NCAA s most recent recommendations. 4. Explanation of the neurogcognitive testing that is conducted as a baseline and as an evaluation post-concussion diagnosis 5. We will take any questions that coaches may have Policy 2.0: Diagnosis of Concussion 113

119 For the purpose of this protocol, sports concussion is defined as a complex pathophysiological process affecting the brain, induced by traumatic biomechanical forces. Several common features that may be utilized in defining the nature of a concussive head injury include: 1. Concussion may be caused either by a direct blow to the head, face, neck or elsewhere on the body with an impulsive' force transmitted to the head. 2. Concussion typically results in the rapid onset of short-lived impairment of neurological function that resolves spontaneously. However, in some cases, symptoms and signs may evolve over a number of minutes to hours. 3. Concussion may result in neuropathological changes but the acute clinical symptoms largely reflect a functional disturbance rather than structural injury, and, as such, no abnormality is seen on standard structural neuroimaging studies. 4. Concussion results in a graded set of clinical syndromes that may or may not involve loss of consciousness. Resolution of the clinical and cognitive symptoms typically follows a sequential course. However, it is important to note that in some cases symptoms may be prolonged. A concussion will be diagnosed by the Southeastern Louisiana University Athletic Training Department that includes team physicians and healthcare providers that are experienced in the evaluation and management of concussions when a student-athlete reports one or more of the following signs and/or symptoms following a suspected direct or indirect blow to the head: 1. Cognitive Features: - Unaware of period, opposition, score of game (Maddock s questions) - Confusion - Amnesia - Loss of consciousness - Unaware of time, date, place 2. Typical Symptoms: - Headache - Dizziness - Nausea - Unsteadiness/loss of balance - Feeling dinged, stunned or dazed, foggy - having my bell rung - Seeing stars or flashing lights - Double vision 3. Subjective Symptoms: - Sleepiness - Sleep disturbances - Slowness/fatigue 4. Physical Signs: - Loss of consciousness/impaired conscious state - Poor coordination or balance - Concussive convulsion/impact seizure - Gait unsteadiness/loss of balance - Slow to answer questions or follow directions - Easily distracted, poor concentration 114

120 - Displaying inappropriate emotions (laughing, crying) - Nausea/vomiting - Vacant stare/glassy eyed - Slurred Speech - Personality Changes - Inappropriate playing behavior (running in the wrong direction) - Significantly decreased playing ability Policy 2.1 Diagnosis of Concussion Any student-athlete showing signs and/or symptoms of a concussion will be removed from all physical activities/competition for evaluation for the remainder of the day. Signs and symptoms of concussion have the tendency to clear quickly but the student-athlete may experience delayed symptoms or depressed neurocognitive levels. Activities indicated include ANY activities on/off the field that involve physical and/or cognitive exertion. The student-athlete will be evaluated through a comprehensive clinical examination by an athletics healthcare provider. The comprehensive clinical examination can include a series of tests that may or may not be limited to the following: thorough history, determination of signs/symptoms, ImPACT Post Injury Testing, SAC, GSC, BESS and possible exertion activities. Initial Evaluation of a Concussion: At time of injury: Comprehensive clinical evaluation; detailed injury history; determination of signs and symptoms (GSC) Within 24 hours of injury: BESS and SAC should be administered to determine student-athlete s scores relative to baseline values Between hours post-injury: ImPACT should be administered to determine the studentathlete s scores relative to baseline values Referral to team physician: The student-athlete should be referred to be evaluated by a team physician as early as possible when it has been determined that the student-athlete has sustained a concussion. within 48 hours of date of injury. Policy 3.0: Referral Any student-athlete diagnosed with a concussion will NOT return to play in the same day, and must pass the above mentioned series of tests in order to return to play. The student-athlete must follow up with the team physician and follow the appropriate concussion management return to play protocols. The student-athlete will follow up with the team physician once it has been determined the studentathlete has sustained a concussion and after they have completed the step/day protocol for full go clearance. The student-athlete will be referred to the emergency room or EMS will be activated if the following occur: 115

121 Inability to waken patient/unconsciousness-if they have regained consciousness R/O cervical spine injury and continue with transportation to the ER. Severe or worsening headache Disorientation or confusion that increases with time Drowsiness that increases with time Restlessness, unsteadiness that lasts longer than 15 minutes Seizures Difficulties with vision that lasts longer than 15 minutes Vomiting, fever, or stiff neck Urinary, bowel incontinence Amnesia lasting longer than 15 minutes Policy 4.0: Return to Play Once a concussion has been diagnosed, the following steps will be taken to evaluate the student-athlete s cognitive and physical recovery. GSC will be administered daily to follow the athlete s progress with symptomatic recovery. Neurocognitive/neuropsychological will be utilized to track the student-athlete s cognitive recovery and such testing must follow the steps below: - SAC, GSC, and BESS must be administered within 24 hours of injury - ImPACT must be administered hrs post-injury - Once SAC, GSC, BESS, and ImPACT have been administered initially after injury, only GSC will be administered daily to follow the athlete s progress with symptomatic recovery. The remaining tests are not to be administered again until the student-athlete is asymptomatic. - Once the student-athlete is asymptomatic, SAC and BESS will be administered daily until scores reach baseline values. -The student-athlete must be asymptomatic without the use of any pharmacological agents/medications. If the student athlete is asymptomatic only with the aid of these agents/medications, SAC, BESS, and ImPACT should not be re-administered and he/she may not begin the step-day protocol until they are asymptomatic without the use of agents/medications. - GSC will be administered daily from the initial injury through completion of day 7 of the step/day protocol. The GSC should be administered prior to the athlete completing physical activity and again 20 minutes post-activity to evaluate if symptoms have returned. - Once the student-athlete is asymptomatic, ImPACT will only be given twice a week with 72 hours minimal between each administration. If ImPACT is taken outside of these guidelines it is considered to be a non-valid test and is a direct violation of this policy and procedure. - If the student-athlete s tests reach baseline values and they remain asymptomatic, the step/day protocol can begin. Tracking the Student-Athlete s Recovery: After initial evaluative testing is completed: - Administer GSC daily through the end of the step/day protocol (through the completion of day 7 - of the RTP protocol). GSC should be administered preactivity and 20 minutes post-activity during the step/day protocol. 116

122 - Once the student-athlete is asymptomatic, re-administer SAC and BESS daily until the scores reach baseline values - Once the student-athlete is asymptomatic, re-administer ImPACT until the scores reach baseline values. ImPACT will only be given twice a week with 72 hours minimal between each administration. - If the student-athlete remains asymptomatic and tests have returned to baseline values, the step/day protocol may begin. Once the student- athlete s tests reach baseline values and they remain asymptomatic a step/day protocol will be followed. The student-athlete will be permitted to move to the next step if they remain asymptomatic. The following protocol will be implemented once a concussion has been determined as the appropriate diagnosis: Concussion Step/Day Protocol: Diagnosis day: Day 1-Post Injury: Day 2-Post Injury: Day 3-Post Injury: Day 4-Post Injury: Day 5-Post Injury: Day 6-Post Injury: OUT, rest for 24 hours, all diagnostic tests must be administered within hours of the injury (See above details) Bike minutes (10-14 mph) Jogging minutes; body weight circuit squats/push ups/ sit ups x 20, sec x 3; agility ladder drills 5-8 minutes 60 yard shuttle run x 10 (1 min rest intervals); plyometric workout (10 yd bounding/lunge med ball twists/10 vertical jumps or box jumps) x 3. (10 minute break) T-test x 3 (1 minute rest intervals). If passed shuttle run, plyometric workout and T-test with no return of symptoms may progress to non-contact sport specific drills at 50% exertion minutes (complex training drills i.e. passing, catching, individual workouts involving rotational head movement); lifting tolerated Non-contact practice 75% max exertion; lifting with team/plyometrics permitted Non-contact practice at full 100% exertion Contact Practice 100% Full Go CANNOT BE GAME DAY!!! Released for Full Go activities Day 7-Post Injury: *See example activities and explanations of agility tests at end of protocol Policy 4.1: Return to Play Once a concussion has been determined and the athlete is ready to begin the step/day protocol 1. The team physician must be seen and clear the student-athlete to begin the protocol. 2. SAC, BESS, GSC must return to baseline readings. If all tests have returned to baseline except for ImPACT, see policy The student-athlete must remain asymptomatic to advance to the next step in the protocol. 4. If the student-athlete advances to a step and begins experiencing signs/symptoms, they must discontinue ALL activities for the remainder of the day and they must regress back to the previous step the next day. See Policy If the student-athlete remains asymptomatic throughout the protocol and able to advance 117

123 step/day without complications, they must see a team physician prior to be released for full go status. Policy 4.2: Return to Play Once a concussion has been determined and the step/day protocol has begun: SYMPTOMS RETURN AFTER PROTOCOL HAS BEGUN: 1. The team physician must be seen and clear the student-athlete to begin the protocol. 2. SAC, BESS, GSC must return to baseline readings. If all tests have returned to baseline except for ImPACT, see policy The student-athlete must remain asymptomatic to advance to the next step in the protocol. 4. If the student-athlete advances to a step and begins experiencing signs/symptoms, they must discontinue ALL activities for the remainder of the day and they must regress back to the previous step the next day. If the student athlete is on Day 1 (bike) and they begin experiencing S/S they would regress back to 24 hours of rest, but will be permitted to attend classes. 5. If the student-athlete reports the following day and no longer complains of S/S, they may resume the protocol regressing back to the step they were at prior to the return of S/S. 5. If the student-athlete reports the following day still complaining of S/S, the protocol is discontinued and the student-athlete must REST until they are asymptomatic. 6. Once the student-athlete has returned asymptomatic, the athlete must be administered ImPACT, BESS, SAC and GSC again. 7. The athlete may only restart the protocol if all tests return to baseline AND the athlete has been seen and cleared to restart the step/day protocol by the team physician. If tests have not returned to baseline see Policy 4.3. Policy 4.3: Return to Play Once a concussion has been determined and the step/day protocol has begun: SYMPTOMS DO NOT RETURN BUT IMPACT IS NOT BACK TO BASELINE, ALL OTHER TESTS BASELINE: 1. The team physician must be seen and clear the student-athlete to begin the protocol. 2. All tests return to baseline readings but ImPACT. 3. The student-athlete must remain asymptomatic to advance to the next step in the protocol. 4. If the student-athlete advances to a step and begins experiencing S/S, they must discontinue ALL Activities for the remainder of the day and they must regress back to the previous step the next day. 5. If the student-athlete reports the following day still complaining of S/S, the protocol is discontinued and the student-athlete must REST until they are asymptomatic. 6. Once the student-athlete has returned asymptomatic, the athlete must be administered ImPACT, BESS, SAC and GSC again. 7. If the student-athlete is asymptomatic, all tests have returned to baseline but ImPACT they must remain at cardio, exertional drills in a controlled environment until ImPACT has returned to baseline test scores. 8. ImPACT will only be given twice a week with 72 hours minimal between each administration until it reaches baseline testing score at this time. If ImPACT is taken outside of these guidelines it is considered to be a non-valid test and is a direct violation of this policy and procedure. 118

124 Policy 5.0: 2 nd Concussion of the season: If a student-athlete with a documented concussion for the season is diagnosed with a second concussion in the same season or within 3 months of the previous concussion, the student-athlete should be removed for twice the maximum amount of time (Rest 1 week, can begin step/day protocol 2 nd week as long as asymptomatic). The student-athlete will be referred to a neurologist for evaluation. Policy 6.0: 3 rd Concussion of the season: If a student-athlete with 2 documented concussions for the season is diagnosed with a third concussion in the same season, the student-athlete will be disqualified from competition for the remainder of that respective season. The student-athlete will be referred to a neurologist for evaluation Explanation of/example Exercises During Step/Day Protocol Agility Ladder Drills Examples: 1. RUNNING STRAIGHT FORWARD Run through the ladder using a good knee drive and quick feet. Try to keep up on your toes and have the feet spring off the ground Remember to pump your arms 2. SIDE / LATERAL RUN This drill is similar to doing a lateral run drill over bags or cones. The feet should not cross and the hips and shoulders should face to the side throughout the ladder. 3. CROSSOVER RUN Run down one side of the ladder crossing the feet over the edge of the ladder. The left foot should always land on the right side of the ladder while the right foot should always land on the left side of the ladder. 4. TWO FOOT FRONT HOP Hop on both feet straight through the ladder. There should be foot contact in each hole. Try to minimize the ground time of each contact. 5. TWO FOOT SIDE HOP Hop on both feet sideways through the ladder. Keep the hips and shoulders at 90 degrees from the direction of movement. Perform one set moving to the left and one set moving to the right. 60 yd Shuttle Run This is a ladder shuttle of progressing distances. Three marker cones are placed at the yard lines 5 yards apart for a complete distance of 15 yards. The athlete starts from one end, runs 5 yards and back to the start, 10 yards and back, then 15 yards and finishes at the start line. A total of 60 yards is completed. The player is required to touch the line with their hand at each turn, for a total of five touches see diagram below. 119

125 T-Test Set out four cones as illustrated in the diagram. The subject starts at cone A. On the command of the timer, the subject sprints to cone B and touches the base of the cone with their right hand. They then turn left and shuffle sideways to cone C, also touching its base, this time with their left hand. Then shuffling sideways to the right to cone D and touching the base with the right hand. The athlete then shuffles back to cone B touching with the left hand, and run backwards to cone A. The stopwatch is stopped as they pass cone A. This should be done 3 times with one minute of rest in between intervals. Complex Training Drills i.e. passing, catching, individual workouts involving rotational head movement NO HEAD IMPACT ACTIVITIES Examples: Football passing drills; catching drills; route progressions Basketball passing drills; shooting drills; ball handling drills; defensive agility work Baseball/Softball playing catch; outfielder tracking drills; run-downs; fielder agility/footwork drills Soccer passing drills; shooting drills; dribbling drills; agilities - footwork Tennis agilities footwork; hitting drills; serving drills Volleyball passing drills; passing drills; serving drills Track plyometric warm-up; light running drills; throwers mechanics work; light throwing activities Cheerleading cheers; routine work (dancing); stunt mechanics (no actual stunting) Physician Signature on this policy makes this a Standing Order that is required to be followed by the Sports Medicine/Athletic Training staff and Physicians. Only our Team Physicians may override this policy 120

126 Southeastern Concussion Management Plan (Modified using the UGAA model) Obtain Baseline Testing: Symptom checklist, BESS & SAC testing data obtained for athletes in high-risk sports for concussion (baseball, basketball, football, pole vaulting, soccer, volleyball, and softball) or with pertinent medical history of concussion Concussion Identified and Assessed: Physical examination and assessment of concussion symptoms by medical staff (athletic trainer, physician assistant and/or physician: if physician not immediately available, athlete should be referred to physician for evaluation within 24 hours of injury if possible if not emergent; if emergent, athlete should be transported to closest emergency department); athlete held from all physical activity; given concussion information home instruction sheet; notify parent/guardian of concussion; Athlete repeats baseline testing with Symptoms checklist Concussion Management: Athlete held from all physical activity; re-assess athlete daily by medical staff; administer symptom checklist daily until completely asymptomatic; notify academic advisor (consideration of academic modifications/restrictions) Athlete Asymptomatic: Athlete repeats baseline testing with Symptoms checklist, BESS & SAC (unless directed otherwise by physician and/or neuropsychologist) Test Results Return to Baseline: Perform exertional testing; re-evaluation by physician for return to play decision Test Results NOT Returned to Baseline: When medically cleared by physician, repeat test battery; consider neuropsych consult with more detailed test battery When medically cleared by physician, repeat exertional testing; re-evaluation by physician for return to play decision 121

127 Perform symptom checklist, BESS, SAC Testing Return to Play Guidelines When ASYMPTOMATIC, BEGIN THE FOLLOWING: Exertional Testing Protocol min on stationary bike; exercise intensity <70% maximum predicted heart rate min continuous jogging on treadmill; exercise intensity <70% maximum predicted heart rate 3. Strength training: (i.e. push-ups, sit-ups, squats thrusts) 4. Advanced cardiovascular training: sprinting activities on bike or land 5. Advanced strength training: weight lifting exercises 6. Sport specific agility drills (no risk of contact) If no change or increase in symptoms, move to next step. Non-contact practice following completion of exertional protocol If no change or increase in symptoms, move to next step. Limited to full contact practice If no change or increase in symptoms, final return to play decision made by medical staff. C. MEDICAL INSURANCE POLICIES 1. Insurance Coverage of Student-Athletes Southeastern Louisiana University provides a medical and catastrophic insurance program for its student-athletes. THIS POLICY, HOWEVER, IS SECONDARY TO, OR IN EXCESS OF, PERSONAL FAMILY MEDICAL INSURANCE COVERAGE, and covers only injuries/illnesses/accidents resulting from the direct participation in the intercollegiate athletic program during the dates of the primary competitive season and designated off-seasons as approved by the Director of Athletics and according to NCAA regulations. Southeastern Louisiana University s secondary medical insurance program will pay for the excess of the Necessary medical treatment up to the Usual and Customary charges for such expense incurred within 104 weeks from the date of the injury/illness/accident. The first expense must be incurred within 60 calendar days of the date of the injury/accident. The per injury maximum amount payable is limited to $75,

128 The student-athlete must complete a Health Insurance Information/Authorization Form and supply a photocopy (front and back) of the health insurance card on a yearly basis. The Health Insurance Information/Authorization Form MUST be signed by one the student-athlete s parent(s)/guardian(s). 2. Scholarship Student-Athletes Without Primary Insurance When a student-athlete does not have insurance under his/her self or family, Southeastern may provide a primary policy or the Southeastern secondary/athletic insurance becomes the primary insurance. 3. Non-scholarship Student-Athletes Without Primary Insurance Non-scholarship student-athletes without primary insurance must purchase and show proof of primary insurance before participating in any activities. It is the responsibility of the studentathlete to acquire this insurance and show proof prior to any Southeastern athletic activity. This insurance must be kept by student-athletes for the entire school year or as long as they are participating in Southeastern athletics. Minimum requirements for this primary insurance are as follows: 1.Maximum deductible of $1, Co-insurance no less than 70% 3. Compliance with Insurance Company Requests It is the student-athletes and his/her parent(s)/guardian(s) responsibility to understand the conditions that apply to their policy and comply with any request for information, etc. from the primary insurance company. Insurance companies request information on their policy holders when injury/illness medical claims are billed. Examples are, but not limited to, accident/injury questionnaires mailed to your home asking you to answer and mail back to the insurance company and/or student enrollment verification, proving he/she is in college. Any delinquent bills resulting in bad credit due to non-compliance with insurance company requests will be the responsibility of the student-athlete. In the event that student-athlete and/or his/her parent(s)/guardian(s) receives payment/reimbursement directly from their insurance company for athletic related injury/illness claims, the full account balance becomes the responsibility of the student-athlete and/or his/her parent(s)/guardian(s), until payment is turned over to the provider. 4. HMO If a student-athlete s primary insurance is an HMO, the Southeastern Louisiana University Athletic Training Department strongly encourages the student-athlete and/or his/her parent(s)/guardian(s) to change the primary care physician (PCP) to a Southeastern Louisiana University Team Physician or local physician who is possibly in your network. Some HMO policies have away from home care when the student-athlete is out-of-network. 123

129 Please call your insurance company s customer service department for questions and relocation of your PCP. This will allow the student-athlete to have a network of physicians in the Hammond area, as well as better access to care. 5. Insurance Policy Changes Southeastern Louisiana University Athletic Training Department must receive any changes to a health insurance policy as soon as they occur. If proper notification is not received, the Southeastern Louisiana University Athletic Training Department will not be responsible for any delays in payment, collections notices, credit reports, etc. that occur. If a cancellation of a policy occurs without proper notification, all bills incurred during that period will be the responsibility of the student-athlete and/or his/her parent(s)/guardian(s). 6. Medical Bills In the event that a student-athlete should receive a bill/statement for an injury/illness that occurred as a direct result of participation in intercollegiate athletics at Southeastern Louisiana University, the student-athlete must submit the bill/statement to his/her certified athletic trainer within 20 business days of receipt. Bills received after 20 business days will be the responsibility of the student-athlete and/or the student-athlete s parent(s)/guardian(s). Submit all correspondence to: SLU Athletic Training Dept., BOX 10309, Hammond, LA Missed Doctor s Appointment Policy Student-athletes who are late and/or fail to show-up for scheduled appointments with the team physician, medical consultants, and/or diagnostic tests/procedures will be financially responsible for any and all charges resulting from the missed appointment. In addition, the student-athlete will be responsible for rescheduling the appointment and providing his/her own transportation. 8. Exclusions and Limitations for Southeastern Intercollegiate Athletics Secondary Insurance Southeastern s Athletics Department s secondary medical insurance policy does NOT apply to any of the following situations. This list is not all-inclusive. 1. Injuries/illnesses that are not the direct result of participation in intercollegiate athletics during the dates of the primary competitive season and designated offseason activities as approved by the Director of Athletics and in accordance with NCAA regulations. 2. Experimental procedures 3. Cosmetic surgery or procedures, unless directly related to an athletics injury. 4. Hospital room and board charges in excess of the semi-private room rate unless hospitalized in an intensive care unit. 5. Injuries/illnesses that are a result of intramural, club sports and recreational activities (nonintercollegiate activities), as well as, training/conditioning activities that occur outside the primary competitive season and designated off-season periods. 124

130 6. Injuries/illnesses that are recurrences of old injuries/illnesses that were sustained before participation in the intercollegiate sports program without prior physician clearance. 7. Any tests / consultations needed to gain approval for participation in the intercollegiate athletic program. 8. Expenses for athletic injuries incurred after completion of the student-athlete s intercollegiate athletic eligibility. 9. Medical expenses beyond the limitations and exclusions of, or not covered by the Southeastern Intercollegiate Athletics Department insurance policy. Southeastern Louisiana is not an insurance company, and cannot guarantee any payment of medical expenses under any circumstances. It is required that every student-athlete be covered by a policy of health insurance issued by a reputable insurance company. This insurance MUST cover him/her while they are at Southeastern Louisiana and cover sports participation injuries. Policy 1.0 All High Risk Sport student-athletes (Football, Baseball, M/W Basketball, Softball, Baseball, Track and Field Pole Vaulters, Women s Soccer, Volleyball) are required by Southeastern Louisiana University to be covered by a policy of health insurance. No student-athlete is allowed to participate in any practice/competition/weights or conditioning in intercollegiate athletics at Southeastern Louisiana University until proof of insurance is shown and confirmed by the athletic training staff. Each student-athlete s insurance or his/her parent s insurance is considered the primary carrier. Policy 1.1 Student-athletes who come in without primary insurance coverage: - If athlete is receiving any portion of scholarship from Athletics, the Athletics Department at Southeastern Louisiana University will assist in providing primary coverage. Scholarship status will be confirmed with compliance department. - If the athlete does not meet requirements listed above, Southeastern Louisiana University s athletic Department will provide pricing and vendors for the student-athlete to purchase coverage from. - If student has specific coverage that does not have out of network benefits for the state of Louisiana, Southeastern Louisiana will assist in providing coverage for said studentathlete. - Should the athlete not meet the requirements above, the Head Coach of the respective sport may appeal to the Athletics Director in regards to said student-athlete(s). If appeal is granted, Southeastern Louisiana University will assist in providing primary coverage. Policy 2.0 All athletically related injury/illness medical expenses must be submitted to the primary carrier first. The athletic department or its insurance carrier will then pay any costs not paid by the primary carrier. Any cost after expenses are submitted to primary and secondary carrier becomes the responsibility of Southeastern Louisiana University. Policy 2.1 Any instance in which the student-athlete is dropped from insurance coverage during their intercollegiate tenure will lead to the student-athlete no longer being able to participate in his/her sport until proof of insurance is again confirmed. In this instance if any injury/ illness occurring 125

131 during lapse of coverage, the financial responsibility will be of the student-athlete/parent/guardian. Policy 3.0 Southeastern Louisiana University is not responsible for any student-athlete medical expenses related to any pre-existing injuries or illnesses prior to becoming a SLU student-athlete. The athlete or his/her parents or guardians must pay for such medical expenses. Policy 3.1 Southeastern Louisiana University will not pay any medical expenses for any diagnostic testing that must be obtained in order to clear a student-athlete for participation from a pre-existing injury/illness. This includes sickle cell trait testing. Individual sports may opt to pay for their respective student-athlete s testing. This needs to be communicated to the Head Athletic Trainer. Policy 4.0 Southeastern Louisiana University will not pay any medical expenses except where the studentathlete utilizes the services of healthcare providers recommended by Southeastern Louisiana University s Athletic Department. This includes both services which are immediately required and any needed follow-up care. Southeastern Louisiana will not pay for any second opinions that are not referred by the SLU team physicians. Second opinions will only be paid for by SLU when referred by SLU team physicians. Any referral by Southeastern Louisiana University s team physicians will be authorized for SLU secondary payment and processing as long as all necessary paperwork is obtained by the student-athlete and the secondary provider accepts the primary insurance. Failure to obtain proper information regarding primary insurance coverage at the secondary provider relieves SLU of any financial obligation with regard to the unauthorized services. Policy 4.1 Southeastern Louisiana will not be responsible for secondary payment of any associated medical services which may include but is not limited to any treatment, diagnostic testing, physical therapy, occupational therapy, etc. in relation to a second opinion physician s recommendation without an appropriate medical referral in writing by the athletic training staff for each separate medical service and/or provider. This medical referral in writing must have the Assistant Athletic Director of Sports Medicine/Head Athletic Trainer s (John Erwin) signature on it to be valid. The failure of the studentathlete to request/obtain these appropriate referrals relieves SLU of any financial obligation with regard to the unauthorized service(s). Policy 5.0 Southeastern Louisiana University will not pay for any medical expenses that are within the coverage of any other policy of insurance, including but not limited to the student-athlete s own health insurance, health insurance provided by or through the student-athlete s family or employer, or catastrophic injury insurance provided by the NCAA. Policy 6.0 Southeastern Louisiana University will not pay any medical expenses in connection with an illness or injury that is not accurately reported by the student-athlete to the athletic training staff. Policy 6.1 Southeastern Louisiana University will not pay any medical expenses incurred when a studentathlete fails to report an injury/illness in a timely manner as determined by the athletic training staff. 126

132 Policy 7.0 Southeastern Louisiana University will not pay any medical expenses that occur outside of intercollegiate practice or competition that results from inappropriate or excessively risky behavior or actions (as determined by Southeastern Louisiana University Sports Medicine, whose determination shall be final) by a student-athlete. Examples of such behaviors and/or actions may include but are not limited to: injuries or illnesses while under the influence of alcohol and/or drugs, injuries sustained while participating in any illegal activity, injuries due to fighting, injuries sustained from use of deadly weapons, injuries sustained from participation in any extreme sports, snow skiing, water skiing, surfing, hang-gliding, rock climbing, white water rafting, kayaking, etc.; injuries sustained from riding motorcycles, scooters, all-terrain vehicles, snowmobiles, etc.; or injuries sustained from reckless behavior. Policy 8.0 Routine dental problems such as cavities, wisdom tooth removal, or dental abscesses cannot be the responsibility of Southeastern Louisiana University, due to NCAA rule and regulations. SLU will provide secondary coverage for dental injuries that are caused by athletic participation. Policy 9.0 Southeastern Louisiana University may be responsible for vision screening as a secondary provider. However, if corrective lenses are needed for either athletic participation or the classroom the student-athlete or his/her parent(s) or guardians(s) are responsible for payment. Policy 10.0 Southeastern Louisiana University will pay for prescription medications as determined by the Assistant Athletic Director for Sports Medicine/Head Athletic Trainer. 1. All Medications for orthopedic injuries/surgeries 2. Antibiotics/illness medications that are a direct result of athletic participation during inseason only Policy 10.1 If it is deemed that SLU athletics will assist with the payment of prescription medications, the bill will first be submitted to the student-athlete s insurance. The co-pay will then be billed to Southeastern Louisiana University secondary insurance and then to Southeastern Louisiana for payment. Athletic Training staff will instruct student-athletes to utilize Channell Pharmacy. Student- Athletes must have permission of head athletic trainer in order to utilize another pharmacy, otherwise any expense NOT covered by their primary insurance will be their own. Policy 10.2 Long term medications for the treatment of asthma, gastric reflux disease, depression, ADD/ADHD, etc. will be the responsibility of the student-athlete unless determined otherwise by the Assistant Athletic Director for Sports Medicine/Head Athletic Trainer. Policy 11.0 International students must purchase coverage through Southeastern Louisiana s Athletic Training room. This will be used as their primary coverage. 127

133 The importance of having some form of personal health insurance coverage cannot be overemphasized. Medical bills resulting from the aforementioned activities will be submitted to the student-athlete s primary medical insurance. Any unpaid balances are the responsibility of the student-athlete or the parent. The master policy on file at the University contains all the provisions, limitations, exclusions, and qualifications of the Southeastern s Athletics Department s insurance policy, some of which may not be included in this information unless Southeastern is selfinsured. If any discrepancy exists between this information and the policy, the master policy will govern and control the payment of benefits. Student-Athletes will find on the Southeastern Athletics website, under the Sports Medicine tab, ( copies of these policies listed above and the necessary medical forms. After the Student-Athlete has read the policies and understands them, he or she and their parent/guardian must sign the Athletic Injury and Insurance Policy Acknowledgement Form (App. Form 91). This shows that the Student-Athlete and their parent/guardian fully understand the medical policies. D. MEDICAL COVERAGE POLICIES 1. Medical Policy Statement Priority for medical coverage is based upon risk of injury, in-season vs. out-of-season and the availability of a certified athletic trainer. It is necessary that attention be given to studentathletes of all sports whether they are out-of-season, pre-season, or in-season. Sports that are inseason have priority during all pre-practice preparation periods. Athletic training students cannot cover practices, conditioning, or the athletic training room without direct supervision by a certified athletic trainer. In many instances athletic training students will accompany certified athletic trainers in the athletic training rooms and at practices and game events. 2. Southeastern Coaches Responsibility Communication is the single most important factor in the relationship between coaches and the athletic training staff. Athletic trainers strive to keep coaches informed on the status of their student-athletes in a timely manner. The following information will be very helpful in providing expedient care for all student-athletes: 1. A team roster in advance of the pre-participation physicals and first practice. 2. Prompt notification of any changes or additions to the team roster 3. A practice and game schedule as soon as possible. 4. Prompt notification of changes in practice times, scheduled competitions and any team activity that you expect the certified athletic trainer to be present. Taking the following measures will also help in providing prompt care: 5. Prohibiting any student-athlete from participating without medical clearance by the athletic training department. The coach will be responsible for liability actions if a student-athlete is allowed to participate without full medical clearance. 128

134 6. Directing student-athletes whose health, safety, or welfare is in question to the appropriate certified athletic trainer immediately. In addition, the appropriate certified athletic trainer must be notified of any injuries/illnesses. 7. Encouraging injured student-athletes to adhere to scheduled Athletic Training Room hours and physician appointments (i.e. Evaluations, treatment, rehabilitation and follow-up appointments). 8. Supporting and following the athletic training policies and procedures involving the operation of the athletic training facilities and care of all student-athletes. E. TEAM TRAVEL 1. Certified Athletic Trainer The certified athletic trainer assigned to a sport will travel to all in-season competitions. The cost of the certified athletic trainers travel will be the responsibility of the individual team. 2. Athletic Training Students The Southeastern Louisiana University is responsible for providing a complete educational experience for the athletic training students. ATEP faculty request that coaches assist in helping provide an excellent clinical education experience for athletic training students. Please allow the athletic training student the opportunity to travel to away events when feasible. The certified athletic trainer will assign the students and will communicate with head coaches on athletic training student travel. The ATEP faculty understands that there are budget constraints but would appreciate any cooperation that coaches can provide. 3. Procedures for Handling An Injury/Illness While Traveling When injured student-athletes require hospitalization or a lengthy emergency room visit at an away event, the certified athletic trainer or coach will determine who will stay with the injured student-athlete. The decision will be based on what is best for the injured/ill student-athlete s health. In many situations, an assistant coach will stay with the student-athlete so that the certified athletic trainer will be able to remain with the team. In the event that an additional certified athletic trainer is available, that person will be the designated person to stay with the student-athlete. F. SLU Sports Medicine Mental Illness Policy I. Student-athlete referral: If an athlete is determined to be or is suspected to be psychologically distressed, assaulted, abusing alcohol, or drug dependent, the athletic trainer shall refer the student-athlete to the University Counseling Center, located at 912 N. Oak Street ( ). In the event of a counseling emergency during the work day, the student-athlete may go immediately to the counseling center. Individuals with counseling emergencies are seen as quickly as possible. If there is an emergency after hours or during the weekends/holidays, contact the University Police Department at (985) The police department will then contact the on-call Counselor. In either situation, the head athletic trainer as well as the team athletic trainer for that student- 129

135 athlete s sport should be notified. II. Notification In the situation that the student-athlete comes to the team or head athletic trainer seeking counseling, the head coach will only be notified if the student-athlete s participation in team activities will be affected. In the situation that the head coach is requesting the student-athlete attend counseling, the coach will be updated on the student-athlete s compliance only. Details of sessions and medications will remain confidential. III. Prescription Medication: Any medication prescribed to the student-athlete shall be disclosed to the team athletic trainer. A letter from the prescribing doctor that includes patient name, prescription name, prescription dosage, and date should be placed in the student-athlete s permanent file, along with appropriate drug testing documentation. IV. Medical Expenses Southeastern Louisiana University will not be responsible for any medical expenses that have to do with the treatment or counseling for any student-athlete. SLU will help to direct the student-athlete and act as a liaison between the University Counseling Center but will not be financially responsible for any costs that are occurred as a result. IV. NCAA Sports Medicine Handbook guidelines: The athletic department staff member can encourage the student-athlete to go for an evaluation and care, but unless there is a violation, or a threat of harm to themselves or others, then, per institutional policy, the student-athlete can t be compelled to go for an evaluation or care. The student-athlete s privacy must be respected unless they are at risk for harming themselves or others. The studentathlete may be encouraged to inform others about their care as they feel appropriate. Disordered Eating Policy: I. Student-athlete referral: If an athlete is determined to be or is suspected to have an eating disorder, the team athletic trainer shall refer the student-athlete to the University Counseling Center, located at 912 N. Oak Street ( ). The University Counseling Center will refer out as necessary. Both the head athletic trainer and the team athletic trainer for the studentathlete s sport should be notified. II. Notification: In the situation that the student-athlete comes to the team or head athletic trainer seeking treatment for an eating disorder, the head coach will only be notified if the studentathlete s participation in team activities will be affected. In the situation that the head coach is requesting the student-athlete attend treatment for an eating disorder, the coach will be updated on the student-athlete s compliance only. 130

136 Details of treatment and medications will remain confidential. In the situation that the team or head athletic trainer suspect a student-athlete has an eating disorder and is making the referral, the head coach will be notified if the studentathlete s participation in team activities will be affected. III. Medical Expenses Southeastern Louisiana University will not be responsible for any medical expenses that have to do with the treatment or counseling of an eating disorder for any student-athlete. SLU will help to direct the student-athlete and act as a liaison between the University Counseling Center but will not be financially responsible for any costs that are occurred as a result. NATA Disordered Eating Position Statement Signs and symptoms: Cardiovascular: Bradycardia, Hypotension, Atrial and ventricular arrhythmias, Electrocardiographic abnormalities Acrocyanosis Endocrine: Hypoglycemia, Decreased testosterone levels in males, Low female sex hormone levels, Amenorrhea or menstrual dysfunction, reduced bone mineral density, Stress fractures, Delayed onset of puberty, Short stature/arrested skeletal growth Gastrointestinal: Constipation, bloating, postprandial distress, abdominal pain, Bowel irregularities Fluids and Electrolytes: Dehydration, Electrolyte abnormalities, Hypokalemia, Muscle cramps, metabolic alkalosis Edema Thermoregulation: Hypothermia Hematologic: Anemia Dermatologic: Hair loss, Dry skin, brittle hair and nails, Callus or abrasion on back of hand (from inducing vomiting) Oral/facial: Dental decay, Pain in pharynx, swollen parotid glands Others: Significant weight loss (beyond that necessary for adequate sport performance) Frequent and often extreme weight fluctuations Low weight despite eating large volumes Fatigue (beyond that normally expected in training or competition) Muscle weakness 131

137 G. Sexually Transmitted Infection/Disease STIs/STDs affect people of all ages and backgrounds. Approximately 19 million new cases occur in the United States each year. About half of these cases occur among young people aged years. There are many specific types and strains of sexually transmitted infections. Some are easily diagnosed through testing, and some are more difficult to detect. Here are some web resources for information about specific STI/STDs: American Social Health Association: Planned Parenthood: Centers for Disease Control (CDC): If a student-athlete suspects to have an STI/STD, they can seek medical attention at the University Health Center. The Health Center visit is included in the student-athlete s tuition but testing cost will be at their expense. If the University Health Center does not have an available appointment, and informs the Sports Medicine Staff, the Athletic Trainer can help aid the student-athlete in seeking appropriate care. The Sports Medicine Department does not hold any liability to the medical costs unless directly related to participation in a Southeastern Louisiana University Athletic Competition. H. BLOODBORNE PATHOGENS EXPOSURE CONTROL PLAN INTRODUCTION The OSHA Bloodborne Pathogens Standard was issued to reduce the occupational transmission of infections caused by microorganisms sometimes found in human blood and certain other potentially infectious materials. Although a variety of harmful microorganisms may be transmitted through contact with infected human blood, Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV) have been shown to be responsible for infecting health care providers who were exposed to human blood and certain other body fluids containing these viruses, through routes like needle stick injuries and by direct contact of mucous membranes and non-intact skin with contaminated blood/materials, in the course of their duties. Occupational transmission of HBV occurs much more often than transmission of HIV. Although HIV is rarely transmitted following occupational exposure incidents, the lethal nature of HIV requires that all possible measures be used to prevent exposure of health care providers. This exposure control plan has been established by the Southeastern Louisiana University s Athletic Training Department in order to minimize and/or prevent exposure of our employees and students to disease-causing microorganisms transmitted through human blood, and as a means of complying with the Bloodborne Pathogens Standard. All employees and students who are exposed to blood and other potentially infectious materials as a part of their job duties (employees and work study students) or clinical education (athletic training students) are included in this program. (See Part I, Exposure Determination, for a discussion of job categories/tasks and clinical experiences that have been identified as having exposure.) This plan will be reviewed at least annually and updated as necessary by the OSHA Compliance Committee. Copies of this plan are available (for review by any employee or 132

138 ATS) in the following locations: Athletic Department Policy and Procedure Manual, Athletic Training Education Program Student Handbook, Intercollegiate Athletics Policy and Procedure Manual, Dugas Center Athletic Training Room, University Center Athletic Training Room, North Campus Athletic Training Room, and the Graduate Athletic Training Office. Components of this exposure control plan include: I. Exposure Determination II. Methods of Compliance III. Procedures for Evaluation Follow-up of Exposure Incidents IV. Employee and Student Training V. Recordkeeping Procedures I. EXPOSURE DETERMINATION I. Exposure Determination For the purposes of this document, exposure is defined a needle stick or as any skin, eye, mucous membrane, or parenteral contact that an employee or student has with blood or any of the other potentially infectious materials (OPIM) listed below, during the course of their normal job duties or clinical experiences. Exposure determination is made without regard to the use of personal protective equipment (i.e. employees and students are considered to be exposed even if they wear personal protective equipment). Employee and student positions with anticipated or possible risk of exposure are outline below in sections A-C. Other Potentially Infectious Materials (OPIM) Body Fluids - semen - vaginal secretions - cerebrospinal fluid - pleural fluid - pericardial fluid - peritoneal fluid - amniotic fluid - any body fluid visibly contaminated with blood - saliva in dental procedures - secretions from blisters Other Materials - any unfixed tissue or organ from a human (living or dead) - cell or tissue cultures, organ cultures, and culture medium containing HIV/HBV - blood, organs, or other tissues from experimental animals infected with HIV or HBV A. EMPLOYEE POSITIONS WITH ANTICIPATED EXPOSURE Positions listed here have an anticipated risk of exposure due to tasks or procedures occurring in the normal performance of duties. Position Tasks/Procedures Causing Risk 133

139 Athletic Trainer, Full-Time Staff Athletic Trainer, Faculty/ACI Clinical and emergency care of athletic injuries, cleaning of potentially contaminated equipment and/or surfaces, handling of contaminated materials Clinical and emergency care of athletic injuries, cleaning of potentially contaminated equipment and/or surfaces, handling of contaminated materials B. STUDENT POSITIONS WITH ANTICIPATED/POSSIBLE EXPOSURE Positions filled by students that have a risk of exposure to potentially infectious materials. Tasks or procedures that may cause exposure are listed, and an explanation of the student positions follow. Position Athletic Trainer, Graduate Assistants Athletic Training Students Work Study Students Team Manager- Full/Part-time Students Tasks/Procedures Causing Risk Clinical and emergency care of athletic injuries, cleaning of potentially contaminated equipment and/or surfaces, handling of contaminated materials Clinical and emergency care of athletic injuries, cleaning of potentially contaminated equipment and/or surfaces, handling of contaminated materials Cleaning of potentially contaminated equipment and/or surfaces Potentially contaminated laundry B.1. Graduate Assistant Athletic Trainers Graduate assistant athletic trainers will function in the same clinical capacity as staff athletic trainers. Exposure to blood or other potentially infectious materials in the course of normal job duties is to be anticipated. B.2. Athletic Training Students and Work Study Students Athletic Training Students are required to obtain clinical experience under the supervision of a certified athletic trainer, ACI or CI in a clinical setting, as part of the Athletic Training Education Program requirements. These experiences include the evaluation and management of athletic injuries and/or conditions involving the intercollegiate athletes. The administering of first aid and/or managing injuries and conditions, may potentially expose students to blood or other potentially infections materials. Work Study students who are assigned to the Athletic Training Room do not provide care of 134

140 athletic injuries. However, due to the proximity of athletic injuries and assistance with daily cleaning, these students may be exposed to bloodborne pathogens and other infectious material. Students will receive blood-borne pathogen training annually. B.3. Student Equipment Managers/Team Managers The student equipment managers assigned to intercollegiate athletic teams, under the supervision of the respective Head Coach, are responsible for the management of team laundry, therefore, exposing them to the same potential risks as an employee. These students will have the opportunity to view and obtain these policies, so that they may become educated about these standards and procedures. Exposure counseling will take place in the event of an exposure incident, in accordance with the University's policy and procedures. III.METHODS OF COMPLIANCE A. UNIVERSAL PRECAUTIONS All blood or other potentially infectious materials as described in section I, Exposure Determination, shall be handled as if contaminated by a bloodborne pathogen. Under circumstances in which differentiation between body fluid types is difficult or impossible, all body fluids shall be considered potentially infectious materials. The Intercollegiate Athletic Department will follow Universal Precautions, as described by the Centers for Disease Control. NCAA Policy No. 20: Aids and Intercollegiate Athletics will also be made available for review. B. ENGINEERING AND CLINICAL PRACTICE CONTROLS Engineering and clinical practice controls shall be used to eliminate or minimize employee and student exposure. Where occupational exposure remains after institution of these controls, personal protective equipment shall also be used. The following engineering controls will be utilized: 1. Hand Washing Techniques 2. Regulated Waste - Non-Sharps 3. Regulated Waste - Sharps 4. Precautions in Handling Specimens 5. Management of Contaminated Instruments/Equipment 6. Whirlpool Cleaning 7. Personal Protective Equipment 8. Housekeeping (Environmental and Working Surfaces) 9. Laundry 10. Communication of Hazards to Employees, Students, Managers, and Athletes The above controls will be maintained or replaced on a regular schedule. The schedule for reviewing the effectiveness of the controls is as follows: Supervisors will report inadequacies to the OSHA Compliance Committee consist of the SLU Athletic Training Staff, as well as, the ATEP Staff who will review, correct and/or up-date as necessary. The entire policy and procedures will be reviewed annually by the OSHA Compliance 135

141 Committee. 1. Hand Washing and Other General Hygiene Measures Hand washing is a primary infection control measure, protecting both the employee and the patient. Employees and students will wash their hands using soap and water whenever they have become contaminated and as soon as possible after removing gloves or other personal protective equipment. If soap and water are not available, a waterless cleanser may be used. When other skin areas or mucous membranes come in contact with blood or other potentially infectious materials, the skin will be washed with soap and water, and the mucous membranes shall be flushed with water, as soon as possible. Hand washing facilities are located inside the Dugas Athletic Training Room, University Center Athletic Training Room, and North Campus Athletic Training Room. Hand washing facilities for Southeastern Softball Complex at North Oaks Park and Pat Kenelly Diamond at Alumni Field are located inside the restrooms respectively. Employees and students should wash hands between patients, before and after contact with open wounds or lesions, after removing gloves, or in any other instance where contact has occurred/may have occurred with any potentially infectious materials. Employees and students should observe the following rules for proper hand washing: Vigorously lather hands using soap and rub together for at least 15 seconds under a moderate stream of water at a comfortable temperature. Rinse hands well with finger tips down and dry bands with paper towel. Use paper towel to turn faucets off. (will help prevent contamination of "clean" areas) A waterless cleaner will be available to all employees and students for use when functioning in areas where a hand washing facility is not available. Eating, drinking, tobacco use, applying cosmetics or lip balm, and handling contact lenses are prohibited in the SLU Athletic Training Room or other clinical areas where there is a reasonable likelihood of exposure to blood or other potentially infectious materials. Food and drink will not be kept in refrigerators, freezers, shelves, cabinets or on countertops or bench tops were blood or other potentially infectious materials are present. Mouth pipetting/suctioning of blood or other potentially infectious materials is prohibited. 2. Regulated Waste (Non-sharps) The substances listed below must be placed in containers which are: closable, constructed to contain all contents, and able to prevent leakage of fluids during handling, storage, transport or shipping. liquid or semi-liquid blood or other potentially infectious materials; gloves that have come into contact with blood or OPIM contaminated items that would release blood or OPIM in a liquid or semi- liquid state if compressed; (band-aids, steri-strips, telpha pads, gauze, etc.) items that are capable of releasing these materials during handling; 136

142 pathological and microbiological wastes containing blood or other potentially infectious materials. In the athletic training rooms and the physician's office, red biohazard bags will be placed in trash receptacles with a foot controlled lid and red biohazard bags will be placed in each field kit so as to accommodate non-sharp regulated waste on the playing fields and courts. Regulated waste that has been decontaminated need not be labeled or color-coded. 3. Regulated Waste - Sharps Contaminated needles shall not be bent, recapped, or removed. Shearing or breaking of contaminated needles is prohibited. Syringes will not be bent, broken, or disassembled before disposal. Contaminated needles, scalpels, and syringes are to be disposed of in an approved sharps container. Contaminated broken glass is also to be placed in disposable sharps containers. When cleaning up broken glass which may be contaminated, use mechanical means such as a brush, and dustpan, tongs, or forceps. DO NOT pick up directly with the hands. Sharps containers will be closable, puncture resistant, labeled or color-coded, and leak proof on sides and bottom, and maintained upright throughout use. Containers will be located in all athletic training rooms and the physician's exam office. Once the lid on the Sharps container is closed, it officially becomes "waste" and must be disposed of within 14 days. Reusable containers are not to be opened, emptied, or cleaned manually or in any other manner which will expose employees to the risk of injury. DO NOT reach by hand into a container which stores reusable contaminated sharps. Overfilling of sharps containers creates a hazard when needles protrude from openings. Close Sharps containers when 3/4 full. Then it will be disposed of in the proper manner. When disposal of waste or sharps container becomes necessary, please call Jehan Ayap, ext and schedule a time for items to be properly disposed of. 4. Precautions in Handling Specimens 4.1 Collection of Blood or OPIM Specimens of blood or other potentially infectious materials shall be placed in a container which prevents leakage during collection, handling, processing, storage, transport, or shipping. The container must be closed before being stored, transported, or shipped. During the entire specimen collection process, the athletic trainer must use gloves and may need other personal protective equipment as appropriate. 5. Management of Contaminated Equipment and Instruments Assess equipment and/or instruments for contamination, and decontaminate if possible, before servicing or shipping. Equipment and/or instruments which have not been fully decontaminated must have a label attached with information about which parts remain 137

143 contaminated. Sterile instruments will be wiped off with isopropyl alcohol following use and will then be bagged and marked before being taken to the Storage Room, by one of the staff athletic trainers, to be sterilized in the autoclave. Instrument trays will be cleaned once a week or more often if deemed necessary due to contamination. An antimicrobial solution (such as Isoquin) will be used in the trays and thermometer holders. Instruments will be wiped off with isopropyl alcohol before and after each use before being placed back into the instrument trays or thermometer holders. Equipment (i.e. splints, stretchers, oxygen equipment) will be wiped off with antimicrobial solution or discarded using the Regulated Waste - Non-Sharps Management procedure. 6. Whirlpool Cleaning An antiviral/fungal/bacterial cleaning solution (ex. Whizzer) will be used to clean hydrotherapy equipment on a daily basis. During normal operation a water soluble, chlorinated cleaning agent (ex. Hydro-Chlor) will be used to decrease risk of contamination both during and between patient uses. Prior to patient use, the whirlpool will be filled to operational level and the appropriate amount of cleaning agent will be dissolved into the water. When the whirlpool is emptied, the sides and bottom will be cleaned using an antiviral/fungal/bacterial cleaner. On a weekly basis, or more frequently if needed, the antiviral/fungal/bacterial cleaning solution will be run through the agitator. The agitator will be place in a bucket containing a mixture of the solution and the motor will be run for 10 minutes. Following this, the agitator will be rinsed by placing it in a bucket of water and running it for 5 minutes. 7. Personal Protective Equipment General Guidelines All personal protective equipment will be provided, repaired, cleaned, and disposed of by the employer at no cost to employees. Employees shall wear personal protective equipment when doing procedures in which exposure to the skin, eyes, mouth, or other mucous membranes is anticipated. The articles to be worn will depend on the expected exposure. Various sizes will be kept on hand. Employees who have allergies to regular gloves may obtain hypoallergenic gloves. The following items will be made available to persons providing service in the athletic training room: latex examination gloves goggles CPR mouth shields/masks face masks aprons cleaning/utility gloves Items that will be made available to persons with duties in the athletic laundry rooms: 138

144 cleaning/utility gloves aprons If a garment is penetrated by blood or other potentially infectious material, the garment shall be removed as soon as possible and placed in a designated container for laundering or disposal. All personal protective equipment shall be removed before leaving the work area; it shall be placed in assigned containers for washing, decontamination or disposal. 7.1 Protection for Hands Gloves shall be worn in the following situations: when it can be reasonably anticipated that hands will contact blood or other potentially infectious materials, mucous membranes, and non-intact skin. (blisters, lacerations, abrasions, subungual hematoma, etc.) when performing vascular access procedures (administering intravenous solution, if qualified) when handling or touching contaminated items or surfaces. (laundry, soiled bandages, gauze, etc.) when team physician is suturing, draining hematoma auris, managing ingrown toenails, paronchyia, dermatological lesions etc.) when collecting specimens if the employee has cuts, scratches, or other breaks in the skin Disposable Gloves Replace as soon as feasible when gloves are contaminated, torn, punctured, or when their ability to function as a barrier is compromised. Do not wash or decontaminate single use gloves for re-use. Utility/Cleaning Gloves Decontaminate for re-use if the gloves are in good condition. Discard when gloves are cracked, peeling, torn, punctured or show other signs of deterioration (whenever their ability to act as a barrier is compromised). 7.2 Protection for Eyes/Nose/Mouth/Body Employees and athletic training students shall wear masks in combination with eye protection devices (goggles or glasses with solid side shields) or chin-length face shields whenever splashes, spray, spatter, or droplets of blood or other potentially infectious materials may be generated and eye, nose, or mouth contamination can be reasonably anticipated. When cleaning a potentially infectious material spill, employees or students will wear gloves. 8. Housekeeping (Environmental and Working Surfaces) The clinical facilities will be maintained in a clean and sanitary condition. Countertops, treatment tables, rehabilitation equipment and other work surfaces will be cleaned using a disinfectant with virucidal, fungicidal, and antibacterial properties (Whizzer). Cleaning will take place in the following situations: after completing procedures on an individual patient immediately or as soon as feasible after overt contamination with of blood or OPIM 139

145 at the end of the shift if the surface may have become contaminated since the last cleaning. 9. Laundry Employees and students who handle contaminated laundry are to wear latex-free gloves and other appropriate personal protective equipment as needed. Universal precautions will be used when dealing with laundry that has come into contact with blood or OPIM Contaminated laundry will be handled as little as possible with a minimum of agitation. It will not to be sorted or rinsed, but will be placed in a container or bag immediately. Contaminated laundry which may soak-through or cause leakage will be put in a biohazard bag to prevent soak through or leakage of fluids to the exterior. Laundry will be cleaned in the Laundry Rooms located in the Dugas Athletic Building. Contaminated laundry will be washed using detergent and bleach. 10. Communication of Hazards to Employees, Athletic Training Students, Student Managers, Athletes, and Visiting Teams Employees and students will be informed of hazards through a system utilizing red biohazard bags as well as a training program that is discussed in Section VI of this plan. Warning labels will be easily visible on all containers of regulated waste. Labels shall be fluorescent orange or orange-red with lettering or symbols in a contrasting color. The label is either to be an integral part of the container or affixed as close as possible to the container by a method which prevents loss or unintentional removal of the label. The label shall have the biohazard symbol and the text BIOHAZARD. Red bags or red containers may be substituted for the warning label. A visiting intercollegiate athletic team s athletic trainer will be have red biohazard bags and/or sharps containers, and other personal protective equipment made available to them during the course of athletic competition. IV. PROCEDURES FOR EVALUATION AND FOLLOW-UP FOR POST-EXPOSURE Persons who have had an exposure incident shall report the incident to either a staff Athletic Trainer, an ACI, or a member of the OSHA Compliance Committee who will then follow the procedures as stated below. All employees and students who incur an exposure will be offered post-exposure evaluation and follow-up in accordance with the OSHA standard. This follow-up will include the following: 1. Written documentation of the route of exposure and the circumstances related to the incident are to be reported as soon as possible following the exposure. This is to be returned to a member of the OSHA Compliance Committee within 48 hours. 2. The source individual will be identified, if possible. The blood of the source individual will be tested for HIV/HBV infection after consent from the source individual is obtained. 3. Results of testing of the source individual will be made available to the exposed employee or 140

146 student. Exposed individuals will be informed about the applicable laws and regulations concerning disclosure of the identity and infection of the source individual. 4. The employee or student will be offered the option of having their blood collected and tested for HIV/HBV serological status. The blood sample will be preserved for up to 90 days to allow the employee or student to decide if the blood should be tested for HIV serological status. If the employee or student decides after that time that testing will not be conducted then the blood sample will be discarded. 5. The employee or student will be offered post-exposure counseling. The employee or student will be referred to appropriate counseling centers concerning precautions to take during the period after the exposure incident. The employee or student will also be given information on what potential illness to be alert for and to report any related experiences to appropriate personnel. The OSHA Compliance Committee will assure that the policy outlined above is effectively carried out and will maintain records related to this policy. V. EMPLOYEE AND STUDENT TRAINING Employees, Graduate Assistants, and Athletic Training Students will be trained regarding blood borne pathogens prior to initial assignment to tasks where exposure may occur. Additional training will be provided whenever there are changes in tasks or procedures that would affect occupational exposure. Training will take place at least once annually. The training approach will be tailored to the educational level, literacy, and language of the employees and students. The training plan will include an opportunity for employees and students to have their questions answered by the athletic trainer who is competent in the OSHA/Blood borne Pathogen Compliance Issues. The OSHA Compliance Committee is responsible for arranging and/or conducting these trainings. The following content must be included: 1. Explanation of the blood borne pathogen standard 2. General explanation of the epidemiology, modes of transmission and symptoms of blood borne diseases 3. Explanation of this exposure control plan and how it will be implemented 4. Procedures which may expose employees or students to blood or other potentially infectious materials 5. Control methods that will be used at this facility to prevent/reduce the risk of exposure to blood or other potentially infectious materials 6. Explanation of the basis for selection of personal protective equipment 7. Information on the hepatitis B vaccination program including the benefits and safety of vaccination 8. Information on procedures to use in an emergency involving blood or other potentially infectious materials 9. What procedure to follow if an exposure incident occurs 10. Explanation of post-exposure evaluation and follow-up procedures 11. An explanation of warning labels and/or color coding 141

147 I. LIGHTENING AND INCLEMENT WEATHER POLICY (Revised June 2014) PHILOSOPHY The Department of Intercollegiate Athletics at Southeastern Louisiana University believes that the safety of student-athletes and members of the coaching staff is of the utmost importance. Lightning and severe weather bring unique hazards to sporting events and endanger physically active people as well as spectators. Millions of lightning flashes strike the ground annually in the United States, causing nearly 100 deaths and 400 injuries. (NATA Position Statement: Lightning Safety, 2000) The majority of these lightning casualties occur between May and September and between10am and 7pm, coinciding with common hours of athletic participation. Because of this danger, compliance with this policy is mandatory for the safety of Southeastern Louisiana University s student-athletes and members of the coaching staff. POLICY Chain of Command: Athletic Practice 1. The athletic training department will be responsible for daily monitoring of weather and notifying coaching staff members of any possible inclement weather prior to any outdoors athletic activity. 2. The decision to terminate a Southeastern Louisiana University athletic practice in the event of lightning and/or severe weather will be made by a member of the Southeastern Louisiana University Athletic Training staff present at the practice, in consultation with the head coach and/or his/her designee. 3. If there is not a member of the Southeastern Louisiana University Athletic Training staff present at an athletic practice, the decision to terminate practice will be made solely by the head coach and/or his/her designee. 4. The responsibility of monitoring for lightning and severe weather at an athletic practice lies with all members of the coaching staff and athletic training staff present at the practice. Athletic Competition 5. The member of the Southeastern Louisiana University Athletic Training Staff and the game manager for the outdoor competition will have the ability to monitor weather conditions in real-time via the Telvent DTN website. 6. The decision to terminate a Southeastern Louisiana University athletic competition in the event of lightning and/or severe weather will be made by the Southeastern Louisiana University Game Administrator in consultation with a member of the Southeastern Louisiana University Athletic Training staff, the head coach and/or his/her designee, the game official(s) and/or umpire(s), and Southeastern Louisiana University Police personnel. 7. The responsibility of monitoring for lightning and severe weather at an athletic competition lies with the game administrator and the member(s) of the athletic training staff present at the competition. Means of Monitoring Weather: 142

148 1. (Primary) Southeastern Louisiana University utilizes Telvent DTN MxVision WeatherSentry Online Turf Edition as the primary method of lightning and severe weather detection. Telvent DTN is a real-time weather monitoring service. Users are notified via text message of lightning and weather alerts. Desired users should contact the head athletic trainer to be added to the notification list. a. Telvent DTN monitors and advises for National Weather Service watches and warnings in addition to inclement weather and lightning, and will be utilized as such. 2. (Secondary) Flash/Bang Method (ONLY if Televent DTN is unresponsive or down ) a. Count the number of seconds which pass between a lightning strike (flash) and the following sound of thunder (bang) by counting one-one thousand, two-one thousand, etc. b. Take the number of seconds between flash and bang and divide by five. The resulting number is the approximate distance, in miles, from the location of the event to the lightning. Suspension and Resumption of Athletic Activity: 1. Suspension of athletic activity should occur when a. An alert is received from Telvent DTN indicating a lightning strike within 0-8 miles of the University - Members of the Southeastern Louisiana Athletic Training Staff will begin to monitor the storm system once alerted of weather striking within 15-30miles. - Members of the Southeastern Louisiana Athletic Training Staff will notify coaches of impending weather once alerted of weather striking between 8-15 miles. b. Or, lightning is within eight miles, as determined by the Flash/Bang Method (40 seconds) 2. The decision to suspend activity may be based on any of the aforementioned methods utilized in any combination. The decision may be supplemented by local weather reports. 3. When in doubt of the severity or proximity of lightning or severe weather, suspend activity and seek appropriate shelter. 4. Upon suspension of athletic activities, all University personnel and student-athletes should proceed immediately to a designated safe area. 5. Resumption of activity should not occur until: a. Telvent DTN will send an All Clear message to all alert recipients thirty (30) minutes after the last detected strike in within the 0-8 mile range. Declared Safe Area Guidelines: 1. Any fully enclosed, substantial building; ideally with plumbing, electrical wiring, and telephone service, all of which aid in grounding the building. 2. A fully enclosed metal vehicle (not a convertible) with the windows completely closed. 3. Cellular or cordless telephones should be used inside the safe area for summoning help during a thunderstorm. 4. A list of venue-specific Designated Safe Areas may be found in Appendix A. Declared Un-safe Area Guidelines: 143

149 1. Small or non-fully enclosed structures, such as storage sheds, picnic shelters, and baseball dugouts and open batting cages should be avoided during severe weather and lightning. 2. Convertible vehicles and golf carts do not provide adequate protection from a lightning strike and should be avoided. 3. Locker-room shower areas, indoor and outdoor swimming pools, whirlpools, and land-line telephones are also unsafe due to possible contact with current carrying conduction. If no Safe Area is Available: 1. Find a thick of small trees surrounded by taller trees, or a dry ditch. 2. Stay away from the tallest trees or objects (light poles, flag poles, etc), any metal objects (bleachers, storage sheds, and fences), individual trees, standing pools of water, and open fields. 3. Assume a crouched position on the ground with only the balls of your feet in contact with the ground, head lowered, and cover your ears. 4. DO NOT LIE FLAT! 5. A person who feels his/her hair stands on end or skin tingle should immediately assume the position described above. Obligation to Warn: 1. According to a basic principle of tort law, an individual has a duty to warn others of dangers that may not be obvious to a guest of that person. 2. A public address message shall be given warning spectators of Southeastern Louisiana University athletic events if lightning activity becomes an imminent danger in the immediate area. An example of such message is included in Appendix B. 3. Lightning safety information and tips should be published in game programs and media guides of outdoor athletic events. PRE-HOSPITAL CARE OF LIGHTNING STRIKE VICTIMS In case of a lightning strike to a Southeastern Louisiana University student-athlete, member of the coaching or athletic training staff, or a visitor to campus, the following procedures are to be followed: 1. Activate the Southeastern Louisiana University Athletic Training Emergency Plan. 2. Activate the local emergency system by dialing ext 2222 from any on-campus phone or from a cellular phone. This will connect to Southeastern Louisiana University Police Department. 3. Lightning strike victims do not carry an electrical charge and are safe to assess. 4. Survey the scene and move victim to safe area as needed. Do not provide care for victim in an unsafe location if lightning or severe weather continues. 5. Assess victim and administer appropriate emergency treatment including but not limited to: a. Cardiopulmonary Resuscitation (CPR) b. Use of Automated External Defibrillator (AED) c. Care for shock d. Care for hypothermia 144

150 e. Care for burns f. Care for other injuries 6. Communicate with EMS personnel on condition of victim. 7. Notify Head Athletic Trainer at or immediately following incident. The following are designated safe areas for each practice and competition venue at Southeastern Louisiana University. In the event of severe weather and/or lightning in the immediate area, these locations are to be utilized for the safety of student-athletes and members of the coaching and athletic training staffs. Pat Kenelly Diamond at Alumni Field (Baseball) 1. Home locker-room in Dugas building (except in shower areas) 2. Indoor practice facility (all doors MUST be closed; the covered batting cages are NOT lightning safe) 3. Public restroom building behind 1st baseline stands 4. Press Box (not to exceed maximum occupancy) 5. Under the main concourse (LAST RESORT) All other areas, including the dugouts, and covered batting cages, are not considered lightning safe areas. In case of lightning or severe weather during competition, the visiting team must be allowed access to an area in the Dugas building or return to their bus Southeastern Louisiana Track & Field/Tennis Complex 1. Health and Kinesiology Building (except in locker-room shower areas & pool room) Strawberry Stadium (football) 1. Dugas Building Locker room (except in locker-room shower areas & hydrotherapy room) 2. Visiting Team back to their locker room or buses All other areas, including areas under the stadium seats, are not considered lightning safe areas. Football Practice Fields 1. Dugas Building (except in locker-room shower areas & hydrotherapy room) All other areas, including pavilions, storage shed, and parking garage are not considered lightning safe areas. However, the parking garage may be utilized as a last resort. Southeastern Soccer Stadium/ Complex (soccer) 1. Soccer Locker Room (except in locker-room shower areas & hydrotherapy area) 2. Soccer/Softball Indoor Hitting Facility (All doors MUST be closed) 3. A fully enclosed metal vehicle (not a convertible) with the windows completely closed. All other areas, including areas under the press box and film tower are not considered lightning safe areas. North Oak Park Softball Fields (softball) 1. A fully enclosed metal vehicle (not a convertible) with the windows completely closed. 145

151 2. Softball Locker room (except in locker-room shower areas)all other areas, including areas in covered stadium seating, dugouts and equipment storage areas are not considered lightning safe areas. Public Address Message (example) - The following is an example of the public address message to be read for spectators of Southeastern Louisiana University athletic events in case of severe weather and/or danger from imminent lightning strikes in the area. Southeastern Louisiana University has an obligation to warn spectators of possible harms from severe weather or lightning strikes. Due to current weather conditions including, but not limited to, lightning, thunder, and/or other severe weather, it is the policy of the Southeastern Louisiana University Department of Intercollegiate Athletics that all spectators immediately evacuate the grandstand and/or bleacher areas. It is advised that spectators evacuate to hard-topped vehicles until it has been determined that it is safe to return to the grandstand and bleacher areas. J. Summer Camp Medical Coverage Southeastern certified athletic trainers in many circumstances will not be available for summer camps due to teaching responsibilities, continuing education, and professional development requirements. However, the Sports Medicine Department will make every effort to assist coaches with securing qualified individuals to help with summer camp medical coverage. Athletic training students are certified by the American Red Cross as a Professional Rescuer or American Heart Association BLS for Healthcare Providers. They can provide first aid for summer camps. Students being hired as a professional rescuer for summer camps is not required nor related to their completion of the Athletic Training Education Program. The following procedures were developed to ensure that all parties involved have a clear understanding of the agreement. A. Notification Coaches must notify Jehan Ayap, Assistant Athletic Trainer regarding summer camp dates by the end of classes of the Spring Semester. This will allow time to arrange for a professional rescuer or a certified athletic trainer to provide emergency care for summer camps. B. Salary Compensation for summer camp emergency care coverage will be discussed and agreed upon PRIOR to the start of the camp. C. Athletic Training Student Role Athletic training students may be available for summer camps as a Professional Rescuer/ First Responder. Students can assist with non-medical responsibilities such as setup but these duties should be agree upon prior to the camp. Transportation of injured or ill camp participants is NOT the responsibility of the student or certified athletic trainer. Medications will NOT be provided to camp participants or coaches at any time. The Athletic Training Student can perform only duties of a first responder and professional rescuer. A first responder, can 146

152 provide first aid care, emergency care, provide a basic evaluation on an injury, provide hydration stations, and provide an ice bag when necessary. They cannot tape, nor can they treat any injuries, or give a return to play decision (only make a recommendation). D. Supplies and Services 1. Southeastern Athletic Training Services will provide basic medical supplies for the care of campers. These supplies include tape, pre-wrap, and basic first aid items. 2. Every attempt will be made to provide water coolers for summer camps. It is recommended that coaches encourage campers to bring their own water bottle. Cups may be provided if requested in a timely manner. In the event that no medical coverage is provided, every attempt will be made to provide supplies and coolers for the camp if requested in a timely manner. K. Epi-Pen Policies and Procedures The purpose of these policies and procedures is to expedite care for the student-athletes that participate for Southeastern Louisiana University in the event that epinephrine is administered via Epi-Pen Auto-Injector. These policies and procedures have been reviewed and updated by the Southeastern Louisiana University Head Athletic Trainer and the athletic training staff. These policies have been demonstrated and practiced by the athletic and academic athletic training staff on an annual basis. Policy 1.0 In any situation involving an injury/illness to the Southeastern Louisiana University student-athlete requiring administration of the Epi-Pen Auto-Injector, the Southeastern Louisiana University Athletic Training staff will immediately perform a primary survey to assess level of consciousness, responsiveness of the athlete, airway status, respiratory status and circulatory status. Policy 1.1 Epinephrine Epinephrine is the drug of choice for the emergency treatment of severe allergic reactions to insect stings or bites, foods, drugs or other allergens and for the basic life support treatment for severe asthma. Epinephrine works by mimicking the responses of the sympathetic nervous system. It causes vasoconstriction of blood vessels, decreases the amount of the seepage from the vessels, increases the heart rate and reverses the effects of hives, swelling, facial and or oral edema. Also, Epinephrine relaxes smooth muscles in the bronchioles causing bronchodilation, thus alleviating, dyspnea and wheezing. Epinephrine works quickly (within seconds), but has a very short effective duration (i.e minutes). Policy 1.2 Epinephrine Indications/Contraindications: Epinephrine is to be used if the athlete exhibits the signs and symptoms of an anaphylactic reaction. This includes: respiratory distress and/or shock (hypoperfusion) or severe asthma. Severe asthma is characterized by the following: shortness of breath ( 30 resp/min), changes in mental status (i.e. 147

153 confusion, anxiety, drowsiness, aggressiveness, etc), and inability to speak in full sentences, profuse sweating, and inability to lie down. There are no contraindications for the administration of epinephrine in a life-threatening allergic reaction or severe asthma. However, precautions should be taken before administering epinephrine to elderly patients or those with hypertension or heart disease. Policy 1.3 Southeastern Louisiana University staff will be using the Epi-Pen Auto-Injector, which is a disposable delivery system for self-administration. The pen has a spring-activated needle that is designed to deliver a single dose (0.3 mg of 1:1000 solution) of epinephrine to adults when activated. An adult is considered to be anyone 8 years of age or more. Situations may arise where it will be necessary to administer a second dose of epinephrine (i.e. athlete is suffering from a very severe reaction and the initial response was inadequate). Policy 2.0 Emergency Care for Anaphylaxis and/or Severe Asthma with Epi-Pen: - SLU Athletic Training Staff should: o Activate EMS (if not on- site or in-route) (University PD, ext 2222) o Maintain an adequate airway o Administer epinephrine by a prescribed auto-injector o Initiate early emergency transport Policy 2.1 If EMS is activated, the person calling UPD will have the following information for the EMS dispatcher: o Time of injury/illness o History and mechanism of injury/illness o Suspected injury/illness o Athlete s present condition (vitals status) o Status of current assistance (ATC, doctor, etc.) o Location of injured/ill athlete o Amount of dose/dosages of epinephrine delivered and when Policy 3.0 Instructions for Epinephrine Administration: - Check the Epi-Pen to ensure the medication has not expired, has not become discolored and does not contain particles or sediments - Prep skin site with alcohol - Remove the gray safety cap from the auto-injector - Place the tip of the auto-injector against the lateral aspect of the athlete s thigh at the muscle midpoint. - Push the injector firmly against the thigh until the spring-loaded needle is deployed and the medication is injected (approximately 10+ seconds). 148

154 Policy Carefully place the Epi-Pen auto-injector needle first into the tube and screw the cap back on. - Have the Epi-Pen unit transported with the EMS for records of the amount of medication dispersed by the Epi-Pen. - Record that the epinephrine was administered, the dose and the time of administration. Side Effects: The athlete may complain of the following side effects after the administration of epinephrine: Increased heart rate, pallor, dizziness, headache, nausea, vomiting, anxiousness and excitability. Policy 4.0 Reevaluation: After the epinephrine is administered, a reevaluation of the athlete is necessary. This includes a continued evaluation of airway, breathing and circulatory status. If the athlete s severe asthma or allergic reaction is worsening, they will have the following signs and symptoms: decreased mental status decreased blood pressure and increased breathing difficulty. If this is the case, the following interventions should be considered: administering a second dose of epinephrine, provide emergency care for shock, be prepared to begin CPR and apply an AED if athlete becomes pulse less. If the athlete s condition improves following administration of epinephrine, the ongoing evaluation should continue. Athlete may complain of the side effects mentioned above. Conscious athletes may also be given 50 mg of diphenhydramine orally for antihistamine effects. *Any athlete requiring administration of epinephrine should be transported to the closest medical facility for a follow-up evaluation and treatment as soon as possible, because epinephrine has a very short effective duration and the athlete may relapse. Policy 4.1 The student-athlete will be transported via EMS for further evaluation. Student-athletes do not have the option of refusing transportation via EMS after administration of Epi-Pen. Personnel Training for Epi-Pen Epinephrine Usage: Southeastern Louisiana University Athletic Training Staff should complete a training session each year to review the signs and symptoms and emergency medical care for allergic reaction, anaphylaxis, anaphylactic shock and severe asthma. Also, SLU Athletic Training staff will be instructed on proper use and maintenance of the Epi-Pen annually. *Deviation from these policies and procedures are only permitted by the Southeastern Louisiana University Team General Med Physician but the student-athlete will be transported via EMS for further evaluation per Southeastern Louisiana s University s policies and procedures. 149

155 L. Intravenous (IV) Fluid Administration Policies and Procedures IV Fluid Administration Intravenous (IV) Fluid administration is the preferred treatment for emergency heat related illness, severe dehydration, and/or severe muscular cramping episodes. IV Fluids work by directly dispersing NaCl 0.9% Solution (or preferred fluid by physician) directly into the venous system of the athlete. It causes an immediate increase of hydration within the body and decrease of core temperature. Southeastern Louisiana Athletic Training staff will be properly instructed and certified in the administration of IV Fluids. Any staff member who has not gone through the proper training will not be allowed to administer any IV Fluids. 1000mL bags of NaCl 0.9%, along with a variety of catheter sizes and IV Administrations Sets are stocked in the physician office in the Hanner Field House Athletic Training Room. Emergency Care for Severe Dehydration/Cramping/Heat Illness with IV Fluids: - SLU Athletic Training Staff should: o Check and record all vital signs (for any alteration in mental status, a rectal temperature is a must. Oral temperature is appropriate if only cramping/vomiting but can be altered by drinking cold fluids of course) o Make any and all attempts for rehydration and cessation of the condition to occur through oral consumption of food and fluids and/or ice massage, ice bag application, ice immersion, etc. o Send the athlete to see our General Medical Physician if he/she is on location or available to come on location for IV Fluids. o If the situation occurs that the General Medical Physician is not present or cannot be on location, then a staff member certified to administer the IV fluids may administer fluids at that point. o A maximum of three (3) attempts to administer the fluids will be performed and then the athlete must be sent to the ER to receive fluids o A maximum of two (2), 1000mL bags may be given over 2 hours. o Record the amount of fluids given, vitals, and monitor the athlete. Ice packs to axillae and groin may help reduce athlete s body temperature. o If at any point the athlete shows signs of severe heat related illness (heat stroke, heat exhaustion), EMS is to be contacted immediately. Keep the athlete s body temperature controlled and initiate early emergency transport Emergency Care for Illness (Flu, Vomiting, Diarrhea) with IV Fluids: - SLU Athletic Training Staff should: o Make any and all attempts for rehydration to occur through oral consumption of food and fluids o If the athlete is unable to retain the fluids/food and his/her dehydrated status shows no improvement, then the athlete should be sent to the General Medical Physician if the situation occurs during their normal operating business hours or they are able to come on location 150

156 o If the situation occurs while the General Medical Physician s office is closed or they are unable to come on location, then a staff member certified to administer the IV fluids must first contact Dr. Alyssa Lyon OR Dr. Smitty Smith and receive permission to administer fluid and then may administer fluids at that point. o A maximum of three (3) attempts to administer the fluids will be performed and then the athlete must be sent to the ER to receive fluids o A maximum of two (2), 1000mL bags may be given over 2 hours. o Record the amount of fluids given, vitals, and monitor the athlete o If at any point the athlete shows signs of complications, EMS is to be contacted immediately. Emergency Care for Severe Dehydration/Cramping/Heat Illness of SCT (+) with IV Fluids: - SLU Athletic Training Staff should: o Make any and all attempts for rehydration to occur through oral consumption of food and fluids. o Apply ice massage to affected areas o Administer emergency oxygen via nasal cannula and begin to monitor vitals. o If after 2-3minutes of emergency oxygen and rehydration the athlete is not recovering, a maximum of one (1) attempt to administer IV fluids will be performed and EMS will be contacted. Reevaluation: After the IV Fluids are administered, a reevaluation of the athlete is necessary. This includes a continued evaluation of vitals, skin, orientation, breathing and circulatory status. Monitor the athlete s skin turgidity to determine the hydration status of the body as a whole. Once rehydration is met, muscle tonus and spasm must be monitored. If any of the previously mentioned statuses worsens or continues to show no signs of improvement, the athlete should be transported to the hospital and/or EMS should be notified. If the athlete s condition improves following administration of IV fluids, the ongoing evaluation should continue. The athlete is then required to not participate in activity for 24 hours after IV fluids have been administered (barring any pending circumstances). Personnel Training for IV Fluid Administration Usage: Southeastern Louisiana University Athletic Training Staff should complete a training session each year to review the signs and symptoms and emergency medical care for dehydration and heat illness. Also, SLU Athletic Training staff will be instructed on proper use and maintenance of the IV Fluids yearly. M. Emergency Oxygen Administration Policies and Procedures 1.0 Introduction Oxygen (O 2 ) Administration is used as a prehospital treatment for emergency conditions including but not limited to: respiratory distress, altered mental status, chest pain, shock, trauma, seizure, and 151

157 distress in an athlete with sickle cell trait. Southeastern Louisiana University Athletic Training staff will be certified by the American Red Cross in the proper procedures for the administration of emergency supplemental oxygen for a patient annually before each Fall semester. Any staff member who has not gone through the training and certification process will not be allowed to administer emergency supplemental oxygen. 2.0 Purpose The aim of this policy is to set forth clear guidelines for the Southeastern Louisiana University Athletic Training staff s use of emergency and supplemental oxygen as a treatment for student - athletes in respiratory distress. Respiratory distress will be defined from the American Red Cross guidelines: - Adult at rest breathing less than 12b/min or no more than 20 b/min - Child at rest breathing less than 15b/min or no more than 30 b/min - Infant at rest breathing less than 25 b/min or no more than 50b/min Southeastern Louisiana University Athletic Training staff recognizes that athletes will have higher respiratory rates during activity and shortly after the cessation of activity during a recovery phase. 3.0 Contraindications for usage There are no contraindications to administering oxygen prior to hospital care to otherwise healthy athletes. Should there be any concerns about the administration of oxygen to a patient; the Southeastern Louisiana University Athletic Training staff will consult with Dr. Lyon prior to treatment. 4.0 Conditions that may require Oxygen: Southeastern Louisiana University athletes with - Known and documented sickle cell conditions - Known and documented upper respiratory conditions o (i.e. asthma, etc.), - Cardiac arrest - Other respiratory distress situations 5.0 Instructions for Oxygen Administration for Conditions 1. Sickle Cell athlete Southeastern Louisiana University Athletic Trainers will: A. Encourage athlete to breathe normally and attempt to recover. Monitor vitals continuously. B. If a sickle cell event is suspected, ATC will administer oxygen C. Check the oxygen tank to ensure that pressure is at 0 D. Apply all tubes and connect the Non-rebreather mask (NRB) to tube E. Turn on oxygen tank to liters per minute (lpm) 152

158 F. Listen to make sure Oxygen if flowing G. Using the elastic strap, apply the mask to the athlete securing mask to the athletes head H. Encourage athlete to breathe normally I. Continue to monitor vitals continuously J. Activate EMS if vitals deteriorate or athlete shows signs of worsening symptoms K. Cease delivery of oxygen upon recovery or resolution of symptoms L. Non EMS response: RTP is contingent on athlete being asymptomatic and progressive self limiting exertional exercise M. EMS response: RTP will be based upon clearance from team physician 2. Conscious/ Unconscious Athlete Southeastern Louisiana University Athletic Trainers will: A. If unconscious, follow the Southeastern Louisiana University Sports Medicine Emergency Management Policies and Procedures by activating EMS first. (attached) B. If conscious, follow above instructions A - M 3. Asthma Southeastern Louisiana University Athletic Trainers will: A. Encourage athlete to breathe normally and attempt to recover. Monitor vitals continuously. B. If a rescue inhaler has been prescribed for that athlete, it should be used first C. If there is no relief after 5minutes and PEF is less than 60% predicted or best, oxygen may be applied. (follow steps C - M for a sickle cell athlete) D. If vitals and/or respiratory rate are not normalizing, activate EMS 4. Cardiac Arrest Southeastern Louisiana University Athletic Trainers will: A. Immediately activate EMS B. Check vitals and record vitals every 2 minutes until EMS arrives C. Follow steps C - G for a sickle cell trait athlete a. Use Nasal Cannula D. Begin CPR 5. Respiratory Distress Southeastern Louisiana University Athletic Trainers will: A. Respiratory distress will be defined as an athlete with a respiration rate of greater than 60 b/min or less than 12 b/min. B. Encourage the athlete to breathe normally and attempt to recover C. If after a period of 1 minute they are not beginning to normalize, oxygen will be applied, and vitals will be monitored D. Follow steps C - M for a sickle cell trait athletes 6.0 Equipment and Supplies Southeastern Louisiana University Athletics will house 4 emergency oxygen kits. One will be kept at 153

159 the weight room while the remaining 3 will be utilized for Dugas Complex and distributed based upon need with at least one always remaining at the Dugas Athletic Training Room. Kits will be composed of: 1. D Cylinder Oxygen Tank with required stickers 2. Non- Rebreather Mask and tubing 3. Pressure regulator 4. Recording/ Data Sheet of usage Oxygen will receive all maintenance, regulation, and refilling on an as needed basis at Logan Hagan Welding Supply. 7.0 Transportation and Handling of O 2 All Southeastern Louisiana University Athletics oxygen tanks will be transported in their assigned carrying bags and handled with care. They will not be stored near any hazardous or explosive materials, oils, or at heights above 1 ft. If traveling with an oxygen tank, the Southeastern Louisiana University athletic trainer should store the unit inside of the bus, not below. The oxygen will be stored on the bottom shelf of the storage room in the athletic training room when not in use or at practice. N. Exertional Heat Illness Protocol Prevention of Heat Illnesses: - Urine Charts are to be posted above urinals in the all Men s and Women s athletic locker rooms to assist the student-athletes with proper illustration of proper hydration. - Each student-athlete will be given a water bottle prior to pre-season practice to encourage fluid consumption. - Each football player will be required to weigh-in prior to each practice and weightout after each practice in order for the athletic training staff to measure fluid loss during practice. Any other student-athlete wanting to be weighed-in and weighed-out for the same hydration purposes are encouraged to do so. - It is recommended for all student-athletes to consume 20 ounces of fluids 1 ½ hours prior to activity. - It is recommended for all student-athletes to consume 6-8 ounces of fluids every minutes of practice. - It is recommended for all student-athletes to consume 16 ounces of fluid for every pound loss during activity. - Fluids recommended by the athletic training staff include water and/or sports drinks. All student-athletes should avoid carbonated beverages, caffeinated beverages, diuretics, and energy drinks as these may pose possible health risks. Recognition of Heat Stroke The ability to rapidly and accurately assess core body temperature and CNS functioning is critical to the proper evaluation of exertional heat stroke. Medical staff should be properly trained and 154

160 equipped to assess core temperature via rectal thermometer when feasible. Most critical criteria for determination are 1) hyperthermic (rectal temperature > 104F) immediately post-incident and 2) CNS dysfunction (altered consciousness, coma, convulsions, disorientation, irrational behavior, decreased mental acuity, irritability, emotional instability, confusion, hysteria, apathy). Other possible salient findings include nausea, vomiting, diarrhea, headache, dizziness, weakness, hot and wet or dry skin (important to note that skin may be wet or dry at time of incident), increased heart rate, decreased blood pressure, increased respiratory rate, dehydration, and combativeness. Aggressive and immediate whole-body cooling is the key to optimizing treatment of exertional heat stroke. The duration and degree of hyperthermia may determine adverse outcomes. If untreated, hyperthermia-induced physiologic changes resulting in fatal consequences may occur within vital organ systems (e.g., muscle, heart, brain, etc.). Emergency Treatment of Heat Stroke Immediate whole-body cooling is the best treatment for exertional heat stroke and should be initiated within minutes post-incident. It is recommended to cool first and transport second if onsite rapid cooling is possible. Cooling can be successfully verified by measuring rectal temperature. If onsite cooling is not an option, the athlete should be immediately transferred to the nearest medical facility. The following procedures are recommended if exertional heat stroke is suspected: 1) Contact EMS (University Police Department) immediately. 2) Remove clothing and equipment 3) Move athlete immediately to air-conditioned facility or shaded area 4) Cool athlete immediately by: place ice bags or ice over as much of body as possible, cover body with cold towels (replace towels frequently), fan body or spray with cold water or immerse athlete in tub of cold water 5) Monitor ABCs, core temperature, and CNS (cognitive, convulsions, orientation, consciousness, etc.) 6) Cease aggressive cooling: when rectal core temperature reaches approximately 101F; continue to monitor or when Emergency Medical personnel arrive on scene. 7) Transport athlete to nearest emergency medical facility * Ice/cold water immersion has proven to have superior cooling rates to other modes. However, oftentimes with heat stroke the athlete is unresponsive. This may complicate airway management and other emergency interventions if the athlete is immersed in water. The medical staff should make the decision on the most feasible mode of cooling based upon athlete s physical presentation. Choice of cooling modes may also be dependent on other factors, such as size limitations, availability of cooling options and maintaining safety of athlete. 155

161 Recognition of Heat Exhaustion Most critical criteria for determination are 1) athlete has obvious difficulty continuing intense exercise in heat, 2) lack of severe hyperthermia (usually < 104F) and 3) lack of severe CNS dysfunction. If any CNS dysfunction is present, it will be mild and symptoms will subside quickly with treatment and as activity is discontinued. Other possible salient findings include physical fatigue/weakness/dizziness; dehydration and/or electrolyte depletion; ataxia and coordination problems; anxiety; syncope; profuse sweating; pallor (pale, gray, clammy skin); headache; nausea; vomiting; diarrhea; stomach/intestinal cramps; persistent muscle cramps; weak, slow pulse; and rapid recovery with treatment. Emergency Treatment of Heat Exhaustion The following procedures are recommended if heat exhaustion is suspected: 1) Remove athlete from play and immediately move to an air-conditioned or shaded area 2) Remove excess clothing and equipment 3) Cool athlete 4) Have athlete lie comfortably with legs propped above heart level 5) If athlete is not nauseated, vomiting, or experiencing any CNS dysfunction, rehydrate orally with chilled electrolyte drink or water. If athlete is unable to take oral fluids, implement intravenous line using normal saline (if appropriate medical staff is available) according to GSU IV Orders. 6) Monitor heart rate, blood pressure, respiratory, core temperature, and CNS status 7) Transport to nearest emergency medical facility if rapid improvement is not noted with prescribed treatment. Recognition of Heat Cramps Heat Cramps are painful muscle contractions, twitching and/or spasms that are most commonly located in arms, legs, and/or abdomen, although any muscle can be involved. Arnheim, Daniel B. Modern Principles of Athletic Training, 6 th Edition. Immediate Treatment of Heat Cramps Guidelines are as follows: - Remove athlete to an air conditioned room or shaded area if no controlled room is available. - Ingestion of oral fluids such as water and/or sports drinks. - Remove unnecessary clothing such as shoes, socks, and/or any protective equipment. - Check body temperature - Monitor Vitals - Mild stretching with ice massage of the involved area - IV Fluids administered in accordance with SLU IV Orders when recommended by 156

162 team physician. - Athlete must urinate prior to being dismissed from the athletic training room. O. Emergency Management Policies & Procedures The purpose of these policies and procedures is to expedite care for the student-athletes that participate for Southeastern Louisiana University in the event they suffer an injury and require emergency care. These policies and procedures have been reviewed and updated by the Southeastern Louisiana University Head Athletic Trainer and the athletic training staff. These policies have been demonstrated and practiced by the athletic and academic athletic training staff on an annual basis. These policies have been reviewed and demonstrated to the Tangipahoa Parrish Emergency Medical Services staff. Policy 1.0 In any situation involving an injury to the Southeastern Louisiana University studentathlete the Southeastern Louisiana University Athletic Training staff will immediately perform a primary survey to assess level of consciousness, responsiveness of the athlete, airway status, respiratory status and circulatory status. Policy 2.0 The Southeastern Louisiana University Athletic Training staff will activate EMS (ext 2222) in any situation that involves: - an unconscious athlete, - an unresponsive athlete, - an athlete who is having respiratory or cardiac difficulty, - an athlete with a possible head injury, - an athlete with a possible cervical spine injury (fracture/subluxation), - an athlete having a seizure, - an athlete with neurological sequelae, - an athlete suffering from heat illness (heat exhaustion/heat stroke), - an athlete with a compound fracture, - an athlete with vascular compromise, - an athlete with a major joint dislocation, and/or - trauma that requires transportation to a medical facility. Policy 3.0 If EMS is activated, the person calling ext 2222 will have the following information for the EMS dispatcher: - time of injury, - history and mechanism of injury, - suspected injury, - athletes present condition (vitals status), - status of current assistance (ATC, doctor, etc), - location of injured athlete Policy 4.0 If EMS is activated, the Southeastern Louisiana University Athletic Training staff will immediately spine board and immobilize: 157

163 - an unconscious athlete, - an unresponsive athlete, - an athlete with a possible head injury, - an athlete with a possible cervical spine injury (fracture/subluxation), - an athlete with neurological sequelae, and/or - an athlete with a possible hip dislocation/fracture. Policy 4.1 Once it is determined that an athlete will be spine boarded, a certified athletic trainer will assume the duties of stabilizing the head and neck with manual fixation. Three other rescuers will assume positions at the athlete s shoulders, hips, and feet prior to the athlete being moved onto the spine board. Policy 4.2 If the athlete is lying in a prone position, the certified athletic trainer at the head will instruct the other rescuers to perform a log roll maneuver to place the injured athlete on to the spine board. The rescuer at the hips will be responsible for placement of the spine board in line with the athlete s body. The athlete will be rolled to a 90 degree position following the verbal cadence of: roll. The athlete will be then be rolled the rest of the way down onto the spine board following verbal cadence of: down. Adjustments of the athlete on the spine board will be performed by moving the athlete in a vertical plane (not horizontally) by a verbal cadence of up/down and to right/left. Policy 4.3 If the athlete is lying in a supine position, the certified athletic trainer at the head will instruct the other rescuers to perform a half log roll maneuver to place the injured athlete on to the spine board. The rescuer at the hips will be responsible for placement of the spine board in line with the athlete s body. The athlete will be rolled to a 90 degree position following the verbal cadence of: roll. The athlete will be rolled on to the spine board following the verbal cadence down. Adjustments of the athlete on the spine board will be performed by moving the athlete in a vertical plane (not horizontally) by a verbal cadence of up/down and to right/left. Policy 5.0 Once placed on the spine board, a secondary survey and/or life support will be initiated. The secondary survey will consist of the following: 1. Blood pressure (every 3-5 minutes) 2. Pulse and respiration rate (if applicable & every 3 minutes) 3. Neurological Status a. Level of consciousness (LOC) i. Glasgow Coma Scale ii. Concussion Assessment b. Posturing i. Decorticate Posture (upper brainstem lesion)-rigidly still w/ arms flexed, fists clenched & legs extended. ii. Decerebrate Posture (intracranial catastrophe) arms are stiff and extended, forearms pronated, and deep tendon reflexes exaggerated. 158

164 c. Sensory and motor function: i. Cranial nerves ii. Cervical Plexus (C1-C5) iii. Brachial Plexus (C-5-T1) iv. Lumbosacral Plexus (L1-S2) d. Reflexes i. Babinski ii. Patella e. Structural Palpation f. Distal Circulatory function (pulses/capillary refill). Policy 5.1 Life support will consist of: Artificial respiration CPR AED Policy 6.0 If the athlete is wearing football equipment the facemask will be removed by clipping the four plastic clips holding the mask in place while the head is being secured and stabilized by a certified athletic trainer. Policy 6.1 Following a primary survey and secondary survey the athlete will be classified as either stable or unstable. - A stable athlete is defined as an athlete that is conscious and responsive and has: o possible cervical spine injury o neurological sequelae o possible thoracic or lumbar spine injury o possible hip joint dislocation - An unstable athlete is defined as an athlete that is unconscious and/or unresponsive and has: o respiratory or cardiac difficulty o possible head injury o possible cervical spine injury (fracture/subluxation) o having seizures o neurological sequelae o major joint dislocation o other types of trauma that require transportation to a medical facility Policy 7.0 The helmet and shoulder pads are not to be removed by the athletic training staff unless: - If after a reasonable period of time, the face mask cannot be removed to gain access to the airway - If the design of the helmet and chin strap is such that even after removal of the face mask, the airway cannot be controlled or ventilation provided. - If the helmet and chin straps do not hold the head securely such that immobilization of the helmet does not also immobilize the head - The helmet is removed 159

165 - Multiple injuries require full access to shoulder area - Ill-fitting shoulder pads caused the inability to maintain spinal immobilization Policy 7.1 If the helmet and shoulder pads have to be removed in accordance to the policy exception the following method should be put into action: - One person should stabilize the head, neck, and helmet while another person cuts the chin strap. - Accessible internal helmet padding, such as cheek pads, should be removed, and air padding should be deflated before removal of the helmet, while a second assistant manually stabilizes the chin and back of the neck, in a cephalad direction, making sure to maintain the athlete s position. - The pads are removed through the insertion of a tongue depressor or a similar stiff, flatbladed object between the snaps and helmet shell to pry the cheek pads away from their snap attachment. - If an air cell--padding system is present, deflate the air inflation system by releasing the air at the external port with an inflation needle or large-gauge hypodermic needle. - The helmet should slide off the occiput with slight forward rotation of the helmet. - In the event the helmet does not move, slight traction can be applied to the helmet which can then be gently maneuvered anteriorly and posteriorly, although the head/neck unit must not be allowed to move. - The helmet should not be spread apart by the ear holes as this maneuver only serves to tighten the helmet on the forehead and occiput region. - The jersey must be cut from neck to waist and from sternum to each sleeve. - Cut all straps used to secure the shoulder pads to the torso. Attempts to unbuckle or unsnap any fasteners should be avoided due to the potential for unnecessary movement. - Once laces/straps are cut pads tend to flare up towards the face of the athlete-an extra set of hands placed on top of the pads is extremely important so the extra movement of the pads will not cause any risk to the spine - Cut and/or remove any and all accessories such as neck rolls or collars, so they can be removed simultaneously with the shoulder pads. The shoulder pads can now be released with full access to chest, face, neck, and arms. The posterior portion of the shoulder pads helps to maintain spinal alignment when the helmet and shoulder pads are in place. - A secondary rescuer straddles the athlete to take over cervical stabilization by placing his or her forearms just above or on the athlete s chest lightly while holding the maxilla and occiput as the primary rescuer maintains cervical stabilization of the head and neck. Once the secondary rescuer has full stabilization and is in a stable position; with the proper communication a transfer of stabilization takes place. This is a skilled position that requires personnel whom have practiced this technique. - The primary rescuer then should remove the helmet and then immediately remove the shoulder pads by spreading apart the front panels and pulling them around the head. - All shirts, jerseys, neck rolls, extenders, and so on should be removed at this time. - Once the helmet and shoulder pads have been removed, the transfer of stabilization takes place again leaving the primary rescuer in their initial position stabilizing the head and neck again. - Rigid cervical collars should be applied to the athlete s neck suitable for their body type. Policy

166 In any situation that it s been determined the athlete is unstable or has suspected neurological impairment, the athlete will be transported to North Oaks Hospital. This decision lies with the Team Physician s recommendation. The Southeastern Louisiana University Athletic Training Staff will inform EMS personnel of the destination of transportation. Policy 8.1 Athletes with the following conditions and symptoms will be transported to North Oaks Medical Center: - Respiratory or cardiac difficulty with no apparent neurological sequelae - Heat illness (heat exhaustion/heat stroke) - Vascular compromise - Non orthopedic symptoms or other conditions that require transportation to a medical facility. Policy 9.0 In all situations in which EMS transportation is necessitated a member of the SLU athletic training personnel will accompany the EMS personnel and the athlete in the ambulance during transportation when possible. EMERGENCY EQUIPMENT TO BE AVAILABLE AT VENUES SPINE BOARD CERVICAL COLLARS SPLINTS CRUTCHES FACE MASK REMOVAL (FOOTBALL) TELEPHONE: LAND LINE AND/OR CELLULAR AUTOMATIC EXTERNAL DEFIBRILLATOR AT ALL COMPETITION EVENTS AND CERTAIN PRACTICE SITES. A. Introductions B. Hand Signals a. Splint bag/crutches (Arm extended with opposite hand touching elbow) b. Everything- ( X across the chest) Call ext 2222, bring splints, AED, Spine board. i. Unconscious athlete ii. Unresponsive athlete iii. Athlete having respiratory or cardiac difficulty iv. Athlete with possible head injury v. Athlete with a possible cervical spine injury vi. Athlete having seizures vii. Athlete with neurological sequelae viii. Athlete suffering from heat illness (head exhaustion/heat stroke) ix. Athlete with a compound fracture x. Athlete with vascular compromise xi. Athlete with major joint dislocation xii. Trauma that requires emergency transportation to a medical facility C. When we would spine board a. Unconscious athlete 161

167 c. Unresponsive athlete d. Having respiratory or cardiac difficulty e. Possible head injury f. Possible cervical spine injury (fracture/subluxation) g. Athlete with neurological sequelae h. Athlete with possible hip joint dislocation D. Stabilizing the cervical head a. Hand placement b. Repositioning the head-some say yes if athlete can do this without pain, reposition into a neutral position b/c movement in an unstable position when transferring the athlete has been found to be result of further injury. But in some instances it maybe in the best interest of the athlete to stabilize in the position they were found. E. Commands directions for others F. The roll a. Once it s determined an athlete is to be spine boarded, a certified athletic trainer will assume the duties of stabilizing the head and neck with manual fixation and slight traction. Three other rescuers will assume positions at the athlete s shoulders, hips and feet prior to the athlete being moved on to the spine board. i. If the athlete is lying in a prone position, the certified athletic trainer at the head will instruct the other rescuers to perform a log roll maneuver to place the injured athlete on to the spine board. The rescuer at the hips will be responsible for placement of the spine board in line with the athlete s body. The athlete will be rolled to a 90 degree position following the verbal cadence of: roll. The athlete will be then be rolled the rest of the way down onto the spine board following verbal cadence of: down. Adjustments of the athlete on the spine board will be performed by moving the athlete in a vertical plane (not horizontally) by a verbal cadence of up/down and to right/left. ii. If the athlete is lying in a supine position, the certified athletic trainer at the head will instruct the other rescuers to perform a half log roll maneuver to place the injured athlete on to the spine board. The rescuer at the hips will be responsible for placement of the spine board in line with the athlete s body. The athlete will be rolled to a 90 degree position following the verbal cadence of: roll. The athlete will be rolled on to the spine board following the verbal cadence down. Adjustments of the athlete on the spine board will be performed by moving the athlete in a vertical plane (not horizontally) by a verbal cadence of up/down and to right/left. G. FB Equipment anatomy John H. FB Equipment Removal Protocols Helmet + shoulder pads allow for spinal alignment/neutrality- if one is removed the other must be removed. Recommend to remove shoulder pads and hospital once radiography tests have been performed to distinguish the integrity of the spinal injury, because it s a more stable environment. a. If after a reasonable period of time, the face mask cannot be removed to gain access to the airway b. If the design of the helmet and chin strap is such that even after removal of the face 162

168 mask, the airway cannot be controlled or ventilation provided c. If the helmet and chin straps do not hold the head securely such that immobilization of the helmet does not also immobilize the head d. If the helmet prevents immobilization for transport in an appropriate position e. Multiple injuries require full access to shoulder area f. Ill-fitting shoulder pads caused the inability to maintain spinal immobilization I. FB Equipment Removal Technique - One person should stabilize the head, neck, and helmet while another person cuts the chin strap. - Accessible internal helmet padding, such as cheek pads, should be removed, and air padding should be deflated before removal of the helmet, while a second assistant manually stabilizes the chin and back of the neck, in a cephalad direction, making sure to maintain the athlete s position. - The pads are removed through the insertion of a tongue depressor or a similar stiff, flatbladed object between the snaps and helmet shell to pry the cheek pads away from their snap attachment. - If an air cell--padding system is present, deflate the air inflation system by releasing the air at the external port with an inflation needle or large-gauge hypodermic needle. - The helmet should slide off the occiput with slight forward rotation of the helmet. - In the event the helmet does not move, slight traction can be applied to the helmet which can then be gently maneuvered anteriorly and posteriorly, although the head/neck unit must not be allowed to move. - The helmet should not be spread apart by the ear holes as this maneuver only serves to tighten the helmet on the forehead and occiput region. - The jersey must be cut from neck to waist and from sternum to each sleeve. - Cut all straps used to secure the shoulder pads to the torso. Attempts to unbuckle or unsnap any fasteners should be avoided due to the potential for unnecessary movement. - Once laces/straps are cut pads tend to flare up towards the face of the athlete-an extra set of hands placed on top of the pads is extremely important so the extra movement of the pads will not cause any risk to the spine - Cut and/or remove any and all accessories such as neck rolls or collars, so they can be removed simultaneously with the shoulder pads. The shoulder pads can now be released with full access to chest, face, neck, and arms. The posterior portion of the shoulder pads helps to maintain spinal alignment when the helmet and shoulder pads are in place. - A secondary rescuer straddles the athlete to take over cervical stabilization by placing his or her forearms just above or on the athlete s chest lightly while holding the maxilla and occiput as the primary rescuer maintains cervical stabilization of the head and neck. Once the secondary rescuer has full stabilization and is in a stable position; with the proper communication a transfer of stabilization takes place. This is a skilled position that requires personnel whom have practiced this technique. - The primary rescuer then should remove the helmet and then immediately remove the shoulder pads by spreading apart the front panels and pulling them around the head. - All shirts, jerseys, neck rolls, extenders, and so on should be removed at this time. - Once the helmet and shoulder pads have been removed, the transfer of stabilization takes 163

169 place again leaving the primary rescuer in their initial position stabilizing the head and neck again. J. Rigid cervical collars should be applied to the athlete s neck suitable for their body type. K. Head block placement w/ helmet L. Towels, foam placed in any gaps that remain that may cause movement. a. Athlete should be tight on spine board in case vomiting or bleeding occurs from the oral cavity and you have to turn them on their side. b. Transporting athlete with head at rear of ambulance is recommended due to axial loading with accelerating/decelerating of the vehicle. M. Dislocated hip/knee boarding a. Towels/extra head block to stabilize in the position athlete is in w/ the particular dislocation. b. Stabilize all other body parts on the board. N. Fractures a. Vacuum Splints A. STAGING OF EVENTS XV. EVENT MANAGEMENT The proper staging of student-athletic events has become increasingly complex. To maintain effective game administration requires the cooperation of and clear communication among the individuals, sports, coaches, etc. involved is required. Strict adherence to established procedures helps ensure the safety of the spectators and participants, as well as smooth operations during athletic events. The Southeastern Department of Athletics reserves the right to establish reasonable rules and regulations regarding the conduct of patrons attending athletic events. The main purpose governing the conduct of an event is to ensure a safe event, both for those participating and officiating the event, and for those in attendance watching the event. It is recognized that while there are certain rules and regulations that can be specifically identified, there are situations that must be left up to the discretion of the Athletics Department officials to make a determination and ruling on the spot. Rules set by the Southeastern Athletics Department include but are not limited to: 1. No outside food or drink or glass containers of any kind 2. No bags or backpacks allowed. Purses are subject to search and could delay entry 3. No Re-Entry 4. No umbrellas 5. No video cameras 6. No artificial noise makers 164

170 7. No smoking in the seating area 8. Signs must be of appropriate size and in good taste 9. No banners without prior permission 10. No oversized stadium seats 11. No throwing of objects from the stands 12. No animals B. SCHEDULING OF EVENTS The scheduling of all athletic contests is the responsibility of the head coach for each particular sport. They must complete and submit a projected practice schedule prior to the first practice (See Form 36). Final approval is made through the Athletics Directors office. Once a schedule is approved, copies should be sent to the appropriate staff involved (e.g. sports information, concessions, accounting, promotions, etc.) so necessary arrangements can be made. Sports conducted in the University Center should be scheduled with the Director of the facility to insure there are not any conflicts. C. FACILITY USE, SUPERVISION AND SAFETY Southeastern Athletics has priority in the use of all its facilities in regards to events and practice time. Any non-department use of a facility must be cleared by the head coach and the Assistant Athletics Director of Facilities and Operations. The Department of Athletics is not responsible for staging non-departmental events unless specifically arranged by the Athletics Director. 1. Use of Designated Athletics Facilities Southeastern Louisiana University s varsity Division I programs hold prioritization for the use of all designated Southeastern Louisiana Athletics Department facilities for the purpose of hosting practices and competition. Any non-department use of a facility must be approved by the Assistant Athletics Director of Facilities and Operations and corresponding head coach or coaches. The Department of Athletics is not responsible for staging non-departmental events unless specifically arranged by the Athletics Director. 2. General Shared Use Policy Use and scheduling of facilities should be maintained in a manner which is equitable and fair. No sport should receive priority access to a facility due to the gender of the team s participants. In cases in which facilities are used by two or more programs [such as the University Center (Men s and Women s Basketball and Volleyball), North Gym (Softball and Soccer) or Strawberry Stadium (Football and Soccer), the affected head coaches of each sport will submit schedule preferences for use of the facility prior to each academic year. Should a conflict arise, the athletic director and/or assistant athletic director for facilities and operations should meet with the coaches in conflict to resolve a conflict. In resolving a conflict with scheduling preference, the athletic director and/or assistant athletic director for facilities and operations should abide by the following criteria: 165

171 In-season sports will generally have scheduling priority. Student-athlete welfare. Factors that constitute student-athlete welfare include class scheduling conflicts, burden of transportation and accommodations related to the timing of practice (IE: cafeteria closures, bus activity), and competition-related factors. The spirit of sharing the facility will be one which is equitable and fair. No one team should dominate selected prime facility access. The coaches will coordinate the proposed facility use schedule with the Assistant AD for Facilities and Operations. 3. Strawberry Stadium Shared Use Schedule Strawberry Stadium will serve as the primary home competition facility for football, shared practice facility for football and soccer, and alternative competition facility for soccer for the academic year. Competition: Football will have prioritization of Strawberry stadium for all scheduled competitions during the championship segment of the season. In addition, football should receive prioritization to use Strawberry Stadium in the event that an unforeseen circumstance forces a home football contest to be rescheduled at a time that was previously reserved for soccer practice. Strawberry Stadium will serve as the alternative facility for soccer competition in the event that an unforeseen circumstance, such as weather, forces a soccer contest to be moved from soccer s home competition facility. In the event that soccer must move to strawberry stadium, the relocated soccer competition will receive prioritization over a previously scheduled football practice. Disputes over utilization of Strawberry Stadium should be resolved by the athletic director and/or assistant athletic director for facilities and planning. The athletic director, assistant athletic director for facilities and planning, and senior women s administrator should ensure that utilization of Strawberry Stadium for competition is maintained in an equitable and fair manner, with no prioritization awarded on the basis of gender. Practice: In-Season: Soccer generally maintains prioritization of Strawberry Stadium for morning practice during the fall 2014 semester. Football maintains prioritization of Strawberry Stadium for afternoon practice during the fall 2014 semester. Out of Season: Soccer generally maintains prioritization of Strawberry Stadium for morning practice during the fall 2015 semester. Football maintains prioritization of Strawberry Stadium for afternoon practice during the fall 2015 semester. D. GOLF CART POLICY Prior to use on campus all personnel must complete golf cart training and adhere to all such polices. This policy can be seen at 166

172 Effective July 1, 2013 the Office of Risk Management has implemented new policies regarding Authorized Drivers. Any individual who is NOT employed by the State of Louisiana will not be allowed to drive for University Business. They will not be reimbursed for mileage nor will they be allowed to drive University Vehicles including Non-licensed vehicles (Golf Carts). E. EVENT PERSONNEL The Athletics Department of Southeastern is committed to provide the appropriate personnel necessary to insure a quality, competitive event. During an academic year, the number of home events for all sports is high and on occasion, there may arise a conflict for support service personnel. Those conflicts will be resolved on a fair and equitable basis, and every effort will be made to meet the needs of all sports. Ticket takers, ushers, concessions workers will be assigned and coordinated by the Event Manager depending on the need. F. OFFICIALS The SLC will provide officials for Conference home events; however it is the Head Coach s responsible to confirm officials with the SLC Office. An Athletics Department representative is responsible for meeting all officials upon arrival, direct them to their dressing room and take care of any needs or requests. G. SECURITY All security will be coordinated with the Southeastern Campus Police. They will be responsible for all parking and handling of any disturbances that may arise. H. CONCESSIONS Concessions operations are the responsibility of Lions Athletic Association, Aramark/Campus Dining, and North Oak Park Recreational Services personnel. I. MEDIA The Media Relations Office will coordinate all media requests and needs such as interviews, passes, media guides, etc. J. OUTSIDE EVENTS SCHEDULED IN ATHLETIC FACILITIES The Faculty Committee on Athletics has stated that the following shall be the policy for use of SLU athletic facilities by outside agencies. The Athletics Director must approve the request when an outside athletic group (high school, Legion, etc.) or visiting collegiate teams is to use an athletic facility. The Athletics Director, before approving a request, will coordinate with the applicable coach whose facility is involved. The Athletic Facilities form must be completed and signed by the Athletics Director. 167

173 In addition, the Athletics Director's Office must ascertain that such requests for use of facilities meet the regulations as set forth by the NCAA. The following are facilities that are available for lease: Rates for lease are available through the assistant Athletics Director for facilities and operations. 1. Strawberry Stadium (Football) 2. Alumni Field (Baseball) 3. Practice Football Field 4. Billups Room Procedure for Lease 1. Copy of Liability Insurance ($1,000,000 naming Southeastern Louisiana University as certificate holder) must be faxed ( , ATTENTION: Asst. Athletics Director for Operations and Facilities) prior to contract draft. The user is required to furnish the athletics department a certificate of liability insurance for compliance with the Louisiana Division of Administration Risk Management Chapter 7 - Exhibit B freeing Southeastern Louisiana University and the athletics department from any and all liabilities connected with the scheduled events. This certificate is required prior to the signing of this agreement. 2. Contract must be approved and signed by Athletics Director with proof of Liability of Insurance attached. 3. Facility Rentals may come with a deposit to ensure cleanliness subsequent to use. 4. A fee per rental will be billed separately for a Southeastern Staff member to serve as a Site Supervisor for the event. 5. A fee will be billed for a Scoreboard Operator or Public Address announcer if able to secure. XVI. BOOSTER CLUB/ATHLETIC INTEREST INVOLVEMENT A. LION ATHLETICS ASSOCIATION - FUND RAISING AND GIFT SOLICITATION Founded in 1982, the Southeastern Louisiana University Booster Club (The Lion Athletic Association LAA) was organized to foster support for the intercollegiate athletic program. All funds attracted by this private, non-profit organization are used to offset and supplement the expenses of annually operating the Athletics Department. The Director of Athletics and Associate Athletics Director for External Affairs, in conjunction with the LAA officers and Board of Directors, monitor all activities of the Association to ensure compliance with applicable University, SLC, and NCAA regulations. The Athletics Director and designated staff members coordinate fund raising efforts with the 168

174 Association officers, board of directors, and Athletics Department Staff. This consists generally of an annual membership drive, personal solicitations and the corporate sponsorship program. All fund raising plans must conform to established regulations of the University, SLC, and NCAA. All accounting, deposits and disbursements are handled through the Southeastern Development Foundation. All acknowledgments are coordinated by the Executive Director of the LAA. This/these accounts are audited annually and are subject to an audit by the NCAA and the state of Louisiana. The LAA is separated into individual financial accounts representing each of Southeastern s 15 NCAA Division I intercollegiate sports. Each sport, subsequent to the approval of the Associate Athletics Director for External Affairs, the Athletics Director and the Vice President for Advancement may sponsor fund raising activities (e.g. raffles, tournaments, auctions, etc.) to benefit the particular program. All of the restricted funds are deposited in the Booster Club accounts. A statement of all income and expenditures for these events must be maintained and delivered to the Athletics Director and the Associate Athletics Director for external Affairs. Any and all use of Association funds is channeled through the Director of Athletics. To receive approval for use of funds, each coach must submit a completed disbursement form to the LAA Executive Director, subject to approval of the Athletics Director. The Association will not make a direct payment to Athletics Department staff or programs, except for reimbursement of expenses accompanied by proper records (following NCAA guidelines). All donors restricting gifts to a particular sport are recognized as LAA members. All members will receive LAA publications regardless of their affiliation. Thus, all LAA members can be kept abreast of applicable University, SLC, and NCAA regulations. B. ATHLETIC INTERESTS INVOLVEMENT While the University encourages and needs the support of alumni and friends in our athletic programs, strict NCAA and SLC guidelines must be followed. Support from our Alumni Chapters, Booster groups, and friends of the University are needed for the establishment of scholarships, coaching support, travel and improvement of facilities, but it is necessary that all such assistance be channeled through the regular university process. The department will deliver to fans, boosters and applicable alumni information concerning rules of the NCAA regarding outside interest involvement in athletics matters such as recruitment of studentathletes, interaction with student-athletes, and employment procedures. XVII. Social Media Policy A. Southeastern Louisiana University Social Media Policy for Student-Athletes As members of the Southeastern Louisiana University Athletics Department, you are a 169

175 representative of the institution, and as varsity athletes, are subject to public scrutiny. While social networking websites are a great way to communicate, express yourself, and connect with others, it is recommended that you become sensitive to the information and content you post (or others post about you). Information posted creates a permanent record that may lead to implications that adversely impact your personal safety, preservation of personal and institutional character, NCAA & Southland Conference compliance rules, university policy, and career advancement. Student-athletes at Southeastern will be held responsible for any actions that are deemed inappropriate, and that compromise the integrity of the university and/or their sport as well as any behaviors that violate federal and state laws, NCAA or Southland Conference regulations, Southeastern policies, Athletics Department policies, philosophies, or team rules. Any such actions could result in discipline, team suspension, removal from your varsity team, and reduction or non-renewal of annual athletics aid. Violations will result in referral to the Social Media Committee. The Social Media Committee reserves the right to proscribe a punishment appropriate to the violation. Scholarship termination resulting from social media abuse can be appealed to the financial aid committee. Examples of inappropriate or offensive behaviors posted on social networking websites may include, but are not limited to, depictions or presentations of the following: Racial insensitivity Sexually explicit or inappropriate content Hazing Physical Abuse or threatening content Violations of NCAA rules and regulations Use of alcohol and drugs or firearms Use of derogatory or offensive language Lewd or lascivious behavior Access to valuable team information that promotes sports gambling Communicating with sports agents Violations of state/federal laws Violations of Southeastern Athletics conduct expectations Promotion of Commercial Organizations Referencing or mentioning Prospective Student-Athletes Academic Dishonesty Commission of a crime or encouragement of criminal activity Content that portrays the University and/or Athletics in a negative light Negative remarks about past and future opponents For photos and videos, be aware of what is going on in the background, as well as the content of the picture or video itself. In addition, you can be held accountable for what others post on your personal page, as it becomes a reflection on you. Do not let your rights to freedom of speech give you a false sense of security. Social Networks are not the place for you to say and do whatever you want without consequences. In fact, law enforcement has used information posted on social networking sites as evidence. In addition, many employers are now checking social networking sites prior to presenting a job offer. Think about your safety. Take time to explore and use the privacy settings on the various social 170

176 networking websites. Please take care when posting information about course schedules, personal contacts, away messages, etc., as other internet users could have access to your daily patterns and make you more vulnerable to crime. Your safety is of the utmost importance. Please use common sense when publishing anything on the Internet or visiting websites. Please consider the following: Understand that anything posted online is available to anyone in the world and becomes a permanent record. Even if you make your profile private and limit access to it, others can figure out how to gain access to it. Do not post personal information such as your home or school addresses, your phone numbers, etc. Be aware of who you add as a friend many people are looking to take advantage of studentathletes, while others are just looking for a way to get close to you or the team. Reporters and the media may look to your social networking sites for quotes and comments regarding a game, your team, etc. If you don t want it to appear in print, don t put it up on your site! Potential employers, internship supervisors, graduate programs and scholarship committees also use these sites to screen potential candidates. Southeastern, including coaches and administrators, has the right to monitor social websites and your profile(s). If you have any questions concerning the content of your social networking pages, you can consult one of the following people: Team SAAC Representative Team Coach Sherry Kennemer, SWA/Assistant A.D. for Academic Services Karmen King, Dir. of Compliance Tom Dawsey, Asst. Dir. of Compliance Jay Artigues, Athletics Director Dr. Joe Morris, Faculty Athletics Representative (FAR) Form Number Name of the Form Appendix Table of Contents Section Number in PPM 1 Outside Income Declaration VII.A. 9 2 Disclosure of Outside Employment (Part 1 & Part 2) VII.C. 11 Page Number in PPM 171

177 3 Official Interpretation Request Form IX.A Request for Scholarship IX.D SLC Eligibility To Compete Initial And Mid-Term IX.D Declaration 6 Scholarship Renewal Processing Form IX.E Eligibility Verification for Student Athletes Entering After IX.E. 17 August Walk-On Procedure IX.G Institutional Academic Award IX.I SLC Student-Athlete Fund Application (Special Assistance IX.I. 22 Fund Form) 11 Outside (Non-Institutional) Financial Aid Certification of IX.I 22 Exemption From Team Limits form 12 SLC Statement of Financial Support IX.I Basketball coaching and recruiters IX.J Football coaching and recruiters IX.J Other coaching and recruiters IX.J Recruiting Log Basketball IX.J Recruiting Log Football IX.J Recruiting Log other sports IX.J Contact-Evaluation Summary IX.J Phone Log IX.J SELU Official Visit Request Form IX.J.ov Official Visit Verification Form IX I.ov SLC Complimentary Admission Form XI.J.ov SLC Official Visitation Form IX.J.ov SLC Official Visit Roster Baseball IX.J.ov SLC Official Visit Roster Basketball IX.J.ov SLC Official Visit Roster Football IX.J.ov SLC Official Visit Roster Other Sports IX.J.ov Unofficial Visit Roster and Guidelines IX.J.uv SLC Sports Camp/Clinic Declaration IX.K SLC Non Institutional Camps and Clinics IX.K Facility Fee and Leave Forgiveness Documentation IX K Occasional Meal Form IX.N Athletically Related Activities Weekly Log IX.O SLC Playing and Practice Season Declaration Form IX.O Practice Schedule Form IX.O Student-Athlete Employment Authorization IX.P Institutional Promotional Activities Consent Form IX.Q Student-Athlete Charitable Promotion Statement IX.Q Organizational Statement for Student-Athlete Promotions IX.Q Promotional Questionnaire IX.Q SLC Competition Record IX.S Course Withdrawal Form X.A Book Request Form X.A SELU Bookstore Order Form X.A Textbook Return Form X.A Campus Correspondence X.A Team Travel Missed Classes X.B. 42 Coaches. 49 Coaches Pass List XI.C Recruit Pass List XI.D Expense Account XI.F Vehicle Rental Form XI.F Example of Travel Reimbursement XI.F

178 54 Travel Expense Sales Tax Exemption Certificate XI.F Team Travel Budget Worksheet XI.H University Vehicle Reservation Request XI.H Hold Harmless Agreement XI.H Food and Beverage Allowance Form for Student-Athletes XI.H Adidas Order Approval Form XI.K Adidas Order Form XI.K Adidas Return Authorization Summary XI.K P-Card Purchase XI.K Process Form for Payment XI.K Team Order Summary XI.K Work Order form(online) XI.M Employee Exception Log XII.I Employee Exception Log- Request for Additional Time XII.I Missed Punch Form XII.I Exit Interview (Online) XII.O Exit Interview- Minority Student-Athletes XII.O Senior Exit Interview XII.O Senior Exit Interview- Minority Student-Athletes XII.O Senior Exit Interview- Female Student-Athletes XII.O Future Contact Information XII.O Student-Athletes financial aid request form XII.V Summer School Aid XII.V Summer School Eligibility Policies and Procedures XII.V Early Graduates Summer Incentive Scholarship XII.V Fifth Year Aid Application XII.V Fifth Year Aid Agreement XII.V Housing Roster and Information XII.W Drug Test Consent Form XIII Student-Athlete Health Insurance XIV.B.2.a 100 Information/Authorization Form 85 Athletic Pre-Participation Health Form XIV.B , Medical Referral Forms XIV.B Sickle Cell Letter to Parents & Testing Waiver XIV.B Baseline Concussion Test XIV.B.15.a New Student-Athlete Medical History Form XIV.B.15.a Returning Student-Athlete Medical History Form XIV.B.15.a Athletic Injury and Insurance Policy Acknowledgement XIV.C. 128 Form 92 Assumption of Risk 93 Supplemental Health History Student-Athlete Questionnaire 94 ADD/ADHD Medication Disclosure 95 Student-Athlete Medical Responsibilities 96 Buckley Statement EXTRA EXTRA 97 Recruiting Service Declaration Form EXTRA EXTRA 98 Off Campus Individual-Group Visitations EXTRA EXTRA Yellow=Located after Appendix Green=Located on lionsports.net Red=Located on ACS Blue=Done online 173

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183 Request for Scholarship Sport: Name of Prospect: Last Date Requested First Date Issued MI State Zip NLI Delivery :( Bylaw ) Mail Fax# Address City Country SS# - - Date of Birth Contact# High School City of HS Qualifier Y or N Parent/Legal Guardian to Sign (under 21) Junior College First Enrollment Seasons of Competition Good Academic Standing 4-year Transfer First Enrollment Seasons of Competition Good Academic Standing Full Grant-In Partial: Fall Tuition (15.2.1) Fees Books Lab ( ) (15.2.3) Room Board Stipend ( ) Total Out of State Waiver Spring Summer On-Campus Meal: On-Campus Room: Cub Dorm Lions Village Pack Oaks Commuter Return Fax To: Time of Signing: 178

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188 183 Walk-On Procedure Late Certification Last Name First Name Middle Sport S.S. # Campus Address Permanent Address W # Phone Before a Student-Athlete may become eligible to practice, the following steps must be completed. The student-athlete is unable to participate until he/she has been certified cleared through each of the following offices. 1.) Student-Athlete s Signature Date 2.) Head Coach s Signature Date Coach s notification to: kking@, sherry.kennemer@, kchapple@, John.Erwin-2@selu.edu TRAINING ROOM (John Erwin or designee, Training Room) 3.) Physical Examination Scheduled Date Trainer s Initials Date 4.) Exam Complete/Cleared Doctor s Signature Date 5.) Received Insurance Letter Trainer s Initials Date 6.) Institutional Drug Test Consent Y / N ACADEMIC SERVICES OFFICE (Sherry Kennemer: Academic Center) 7.) Academic Information: Yr. Entered SELU First Time Full Time Hours Earned (toward degree if applic) GPA Unofficial Transcript Printed on FTFT Fall 2003 or thereafter: Six hrs/previous semester: Y / N 18 hrs during school year: Y / N 24 hrs/40/60/80 Rule: Y / N 90/95/100/100 GPA: Y / N Major: Y / NA Enrolled in 12 hours: Y / N Asst A.D.-Academic Affairs Date COMPLIANCE OFFICE (Karmen King, WS 213) 8.) E.C. Information: ID: Date IRL ACS Addition/Participation Forms/Hold Harmless Compliance Signature Date 9.) Financial Aid Reviewed Compliance Officer Date 10.) Compliance Forms: NCAA Certification Process Y / N Compliance Officer Date Cleared to Practice: 45 days deadline for E.C. Approval Deadline Date Notification of Clearance to Practice & copy of form to: Head Coach, Athlete, kking@, John.Erwin-2@, sherry.kennemer@selu.edu

189 184 SPORTS INFORMATION (Kemmler Chapple or designee: West Strawberry Second Floor) 11.) Fill out Questionnaire for Sports Information Department & Placed on Roster Initial Date FINAL CERTIFICATION VERIFICATION (Karmen King, WS 213) DATE Eligibility Center Approval verified by Compliance Athlete Coded and Clock Start Inputted in leonet by Compliance Date Verification/Declaration/ Squad List by Compliance Final Cert to: Head Coach, Athlete, Original Form goes to compliance. Date

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196 191 Fall 2014 Last Day To Withdraw From Class: Term I September 26 Full Term October 24 Term II November 19, 2014 Southeastern Louisiana University - Department of Athletics Course Withdrawal Form You are required to attend class until your withdrawal has been processed and you are withdrawn from the class as indicated on your official course schedule. Review yo on Leonet for current information. Date student-athlete picked up form: Date student-athlete returned form w/head Coach Signature: I. To be completed by the Student-Athlete A. Student Name (print): II. III. B. W# C. Sport: D. Semester: E. Course Dept., #, sect., hours: F. Course Name: G. Required Course for your major? Y N H. Current semester hours enrolled: I. Major Concentration J. Why are you requesting permission to withdraw from the course? K. Student-athlete signature Date To be completed by Compliance Staff A. S-A clock start Missed term B. PTD/24 hour rule must be met by AUGUST or DECEMBER C. Percentage needed (circle one): 24 Hour Rule & 90% CUM GPA 40% hour toward degree & 95% CUM GPA 60% hour toward degree & 100% CUM GPA 80% hour toward degree & 100% CUM GPA D. Did student-athlete earn 6 hours in previous semester? Y N Comment i. FOOTBALL ONLY: Did student-athlete pass 9 hours in Fall? Y N N/A E. If Certifying Semester, can Student-Athlete earn 18 hours after dropping this course? Y N N/A F. Semester hours /Semester hours after W G. Comments: H. Compliance office approval Y N I. Compliance Signature Date To be completed by the Head Coach A. Do you support this withdrawal? Y N Provide a brief explanation.

197 192 B. Head Coach signature Date IV. Is student required to enroll in a summer school course in order to meet NCAA satisfactory progress Bylaws? Y N N Academic Support approval Y N Sherry Kennemer Date Compliance office approval Y N Karmen King Date

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201 196 CAMPUS CORRESPONDENCE Southeastern Louisiana TO: DATE: FROM: Month: RE: NAME: W# SPORT: COURSE BOOK TITLE PRICE RETURNED (UBS) (ATH DEPT 1 Item(s) Nothing Below This Line WHITE COPY: YELLOW COPY: PINK COPY: Book Store Athletics Department Student-Athlete Note: Student-Athlete must return the above books, etc. to the Athletic Department at the end of each semester.

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224 219 University Housing Athlete Requests Sport: Baseball Semester: Spring Year: 2014 W Number Name Full New/ Type of Scholarship Returner Housing No New Shared Requested Ro No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared No New Shared

225 220 Southeastern Louisiana University Athletic Training ATHLETE INSURANCE INFORMATION FORM PARENT/GUARDIAN to complete and return to: Southeastern Louisiana University Athletic Training SLU Box 10309, Hammond, LA *** PLEASE ATTACH A PHOTOCOPY OF THE FRONT AND BACK OF YOUR INSURANCE CARD(S) *** FAILURE TO COMPLETE ALL BLANKS WILL RESULT IN CLAIMS PROCESSING DELAYS. PLEASE NOTE: Complete with requested information or N/A if not applicable. Athlete s Name Sport(s) Soc. Sec. # Date of Birth: Do you have Primary Insurance? Y / N Allergies Athlete s Cell Phone: FATHER/GUARDIAN INFORMATION MOTHER/GUARDIAN MOTHER/GUARDIAN INFORMATION INFORMATION Name Name Address Address Name City State Zip City Address State Zip Soc. Sec # Soc. City Sec State # Zip Date of Birth Date Soc. of Sec Birth # Telephone Telephone Date of Birth Employer Employer Telephone Medical Ins. Company Medical Employer Ins. Company Address Address Medical Ins. Company City State Zip City Address State Zip Policy No. Policy City State No. Zip Group No. Group Policy No. Phone No. Phone Group No. Is the company listed above considered one of the following: Is Phone the company No. listed above considered one of the following: HMO Health Maintenance Organization Is the company HMO Health listed above Maintenance considered Organization one of the following: HMO Health Maintenance Organization PPO Preferred Provider Organization PPO Preferred Provider Organization PPO Preferred Provider Organization Does the plan require a second opinion before surgery? Does Does the the plan plan require require a second second opinion opinion before before surgery? surgery? Yes Yes No Yes No Does the No plan cover your son/daughter during their sport Does the plan cover your son/daughter during their sport season? Does season? the plan cover your son/daughter during their sport season Yes Yes No Yes No No I/We hereby authorize Southeastern Louisiana University and its insurance agent to inspect or secure copies of case history records, laboratory reports, diagnoses, x-rays, and any other data covering this and/or previous confinements and/or disabilities. A photocopy of this authorization shall be deemed as effective and valid as the original. This authorization remains valid until revoked in writing by the undersigned. I/We hereby authorize Southeastern Louisiana University and its insurance agent to pay the medical vendors directly for any bills incurred from accident that are covered by the Athletic Department s insurance program. I/We hereby assign all payment for Athletic Training Services rendered to myself or my dependent to Southeastern Louisiana University Athletic Training Services. I/We understand that Southeastern Louisiana University athletic insurance program is a secondary insurance program and that the parental/personal insurance it the primary source of medical insurance. I/We certify that the information provided above is true and accurate to the best of our knowledge. Parents Signature: Student-Athlete s Signature: Date: Date:

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227 222 Department of Intercollegiate Athletics Dear Student-Athlete, Parents and/or Guardian: Please be sure to read through these forms thoroughly and familiarize yourselves with the athletic training policies and procedures at Southeastern Louisiana University. Your signature at the end of this document indicates that you have read and understood the information contained herein. It is the purpose of the athletic training staff to render the best possible medical care available to our student-athletes. As a prerequisite to participation, all new student-athletes must complete and return this letter, medical history forms, and department insurance forms along with a copy of the front and back of their medical insurance card and assumption of risk/release form. Further, all new student-athletes must have an athletic physical examination completed by our team physicians prior to participation. The on-campus physical examination cannot be given until these forms are completed and returned to the athletic training staff. Any diagnostic and/or physician reports concerning any medical conditions present within the past year are to be brought to the athletic training staff by the student-athlete prior to participation in practice, weights, conditioning, or competition. Prior to the upcoming sport season all student-athletes will be read the health insurance Portability and Accountability Act (HIPAA) form, which must be signed on a yearly basis. This allows for injury and/or illness information to be shared between the athletic training staff, team physicians, and coaches so as to protect student-athletes from participation that may not be advisable due to injury and/or illness. Each studentathlete must sign this form in order to participate in Southeastern Louisiana University athletics. Returning student-athletes need to complete a medical questionnaire for review by the athletic training staff and/or team physicians. In addition, a department insurance form must be updated so we have your most current health insurance on file. This must be done on a yearly basis. This department insurance form has parent information that needs to be filled out that includes DOB, SSN, employer information, contact information and address. This information is ONLY utilized if the student-athlete suffers from an injury and steps must be taken to call the insurance company for treatment. All high-risk sport (Football, Baseball, M/W Basketball, Softball, Pole-Vaulters, Volleyball) student-athletes are required by Southeastern Louisiana University to be covered by a policy of health insurance. No high-risk sport student-athlete is allowed to participate in any practices/competition/weights or conditioning in intercollegiate athletes at Southeastern Louisiana University until proof of insurance is shown and confirmed by the athletic training staff. Any instance in which a high-risk sport student-athlete is dropped from insurance coverage during their intercollegiate tenure may lead to the student-athlete no longer being able to participate in his/her sport until proof of insurance is again confirmed. In this instance if any injury/illness occurring during lapse of coverage the financial responsibility will be of the student-athlete/parent and/or guardian. Southeastern Louisiana University will act as a secondary provider towards medical payment in the event that an injury/illness occurs during SLU athletic participation for up to one year after the initial injury date. Under no set of circumstances does Southeastern Louisiana University act as a primary beneficiary towards medical payment. All medical bills incurred due to participation in intercollegiate athletics will be first billed to the student athlete s primary insurance. Southeastern Louisiana University may then pay any remaining balance as long as the injury/illness occurred during SLU athletic participation. Once an explanation of benefit (EOB), statement, or claim has been received by the student-athlete, parent, and/or guardian it is the responsibility of the student-athlete, parent and/or guardian to forward the EOB to Southeastern Louisiana University Athletic Training Staff within 30 days from the date of service for secondary payment. Southeastern Louisiana University cannot make any payment towards the processing of these bills until an EOB has been forwarded to the appropriate personnel. Southeastern Louisiana University will not be responsible for any delays in payment, collections notices, credit reports etc., that occur due to medical bills/eobs not being submitted in the time frame mentioned above. Please be sure you are familiar with the following aspects of Southeastern Louisiana University s medical expense payment program: -Southeastern Louisiana University is not an insurance company, and cannot guarantee any payment of medical expenses under any circumstances. It is required that every high-risk sport student-athlete be covered by a policy of health insurance issued by a reputable insurance company. This insurance must cover him/her while they are at Southeastern Louisiana and cover sports participation injuries. -Southeastern Louisiana University will not pay any medical expenses except where the student-athlete utilizes the services of health care providers recommended by Southeastern Louisiana University s Athletic Department. This includes both those services which are immediately required and any needed follow-up care. Southeastern Louisiana will not pay for any second opinions that are not referred by the SLU Team Physicians. Second opinions will only be paid for by SLU when referred by SLU team Physicians. Any referral by Southeastern Louisiana University s team physicians will be authorized for SLU secondary payment as long as all necessary paperwork is obtained by the student-athlete and the secondary provider accepts the primary insurance. Failure to obtain proper information regarding primary insurance coverage at the secondary provider relieves SLU of any financial obligation with regard to the unauthorized services. -Southeastern Louisiana University will not be responsible for secondary payment of any associated medical services which may include but is not limited to any treatment, diagnostic testing, physical therapy, occupational therapy etc., in relation to a second opinion physician s recommendation without an appropriate medical referral in writing by the Southeastern Louisiana University athletic training staff for each separate medical service and/or provider.

228 223 Department of Intercollegiate Athletics -This medical referral in writing must have the Assistant Athletic Director of Sports Medicine/Head Athletic Trainer s (John Erwin) signature on it to be valid. The failure of the student-athlete to request/obtain these appropriate referrals relieves SLU of any financial obligation with regard to the unauthorized services. -Southeastern Louisiana University will not pay any medical expenses that are within the coverage of any other policy of insurance, including but not limited to the student-athlete s own health insurance, health insurance provided by or through the student-athlete s family or employer, or catastrophic injury insurance provided by the NCAA. -Southeastern Louisiana University will not pay any medical expenses for the treatment of any pre-existing illnesses or injuries that occurred prior to the student-athlete s participation in Southeastern Louisiana Athletics if treatment must be obtained outside of SLU s Athletic Training Room. -Southeastern Louisiana University will not pay any medical expenses for any diagnostic testing that must be obtained in order to clear a studentathlete for participation from a pre-existing injury. -Southeastern Louisiana University will not pay any medical expenses in connection with an illness or injury that is not accurately reported by the student-athlete to the athletic training staff. Reporting an injury/illness in a timely manner will be determined by the athletic training staff (i.e. Head Athletic Trainer). -Southeastern Louisiana University will not pay any medical expenses that occur outside of intercollegiate practice/competition/weights/conditioning or that result from inappropriate or excessively risky behavior or actions (as determined by Southeastern Louisiana University, whose determination shall be final) by a student-athlete. Examples of such behaviors and/or actions may include but are not limited to: injuries/illnesses while under influence of alcohol and/or drugs, injuries sustained while participating in illegal activity, injuries sustained due to fighting, injuries sustained from the use of deadly weapons, injuries sustained from participating in any extreme sports, snow skiing, water skiing, surfing, hang-gliding, rock climbing, white water rafting or kayaking, etc., injuries sustained from riding motorcycles, scooters, all terrain vehicles, snowmobiles etc., or injuries sustained from reckless behavior. -Arrangements for the care of injuries requiring medical attention following the student-athlete s discontinuation of competition, completion of eligibility, or graduation will be performed through an exit screening through the athletic training staff and must be arranged by the student-athlete within two weeks of their last competition or practice date. Failure of the student-athlete to follow these procedures and/or miss their exit screen appointment date waives Southeastern Louisiana University from any financial responsibility. -Arrangements for medical care which has been postponed for whatever reason (academic conflict, surgery schedule, etc.) must be made within two weeks of the completion of the student-athlete s competitive season. These arrangements must be made with the athletic training staff to ensure proper medical care and financial responsibility. Failure to arrange this follow-up care will release Southeastern Louisiana University from any further responsibility. -Arrangements for treatment or rehabilitation ordered by the team physicians relating to an exit screening must take place in the Southeastern Louisiana University athletic training room. The athlete must be compliant and show up for rehabilitation, if the athlete has not shown up on a consistent basis Southeastern Louisiana University will no longer be held responsible for the injury. If you have any questions regarding this information please feel free to contact myself at Sincerely, John Erwin, M.S, ATC, LAT. PES, CES, USAW Assistant Athletic Director for Sports Medicine/Head Athletic Trainer Student-Athlete Signature & Date Parent/Guardian Signature & Date

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232 227 Southeastern Louisiana University Sports Medicine Student-Athlete Medical History Sport: Date: Last Name: First Name: Middle Name: Preferred Name: Date of Birth / / SS Number: - - Year/Sem Entered SLU: SLU W Number: Family History Has anyone in your family ever been diagnosed with or experienced any of the following? Please check all that apply. Sudden Death (before age 55) Diabetes Heart disease/disorder High Blood pressure Migraines/severe headaches Seizures Respiratory Disorder Sickle cell disease/trait Osteoporosis/bone disorder Cancer If you checked any, please list the relationship and explain: Current Medical Conditions Y / N Are you currently under medical supervision for an injury/illness? Y / N Do you have a current ongoing or chronic illness? Surgery/Hospitalization Y / N Have you ever had surgery (other than orthopedic)? List: Y / N Have you ever been hospitalized for a reason other than surgery? Explain: Y / N Have you ever been advised to have a surgery not yet performed? Explain: Medications Y / N Do you regularly use any prescription medication? List: Y / N Do you regularly use NON-prescription medication? List: Y / N Do you regularly take any dietary supplements or vitamins? List: Allergies Y / N Do you have any known allergies? (i.e. medicine, food, bees, insects, seasonal, seafood, etc.) If yes, please list: Illnesses Y / N Y / N Emergency Contact: Relationship: Phone Number: Have you ever experienced any general medical problems? (i.e. Mononucleosis, pneumonia, anemia, diabetes, etc.) If yes, please list: Do you have a loss of, or seriously impaired function of any paired organ? List:

233 Respiratory System Y / N Do you cough, wheeze, or have difficulty breathing during exercise? Y / N Have you ever been diagnosed with asthma? Y / N Do you use an inhaler? If yes, what kind? Cardiovascular System Y / N Do you feel fatigued or become more short of breath faster than your teammates? Y / N Have you ever fainted during or after exercise? Y / N Have you ever had chest pains during or after exercise? Y / N Have you ever been told that you have high blood pressure? Y / N Have you ever been told that you have a heart murmur? Y / N Have you ever been diagnosed with any type of heart disease or condition? List: Y / N Have you ever had a racing heart or skipped heart beats? Neurological System Y / N Have you ever had a head injury or a concussion? Date: Y/N Have you ever lost consciousness or experienced memory problems from an injury to the head? Date: Y / N Have you ever had a seizure? Date: Heat Illnesses Y / N Have you ever had muscle cramps caused be the heat? Y / N have you ever been dizzy or fainted in the heat? Y / N have you ever felt confused in the heat? Y / N Have you ever been hospitalized for a heat related condition? Y / N Have you ever been told that you have sickle cell trait? Protective Devices Y / N Do you wear contacts or glasses? Y / N Do you wear orthotics in your shoes? Y / N Do you wear any corrective braces or supports? Miscellaneous Y / N Have you ever had any dental injuries that required dental work as a result of sports? List: How often do you consume the following substances? (Check one) Caffeine (coffee, energy drinks, etc) Never Occasionally Frequently Alcohol Never Occasionally Frequently Tobacco Products Never Occasionally Frequently Musculoskeletal System Have you ever had any type of injury to any of the following body parts? (Sprain, strain, fracture, dislocation, repeated swelling, etc.) Please check all that apply. Head Face Foot Ankle Shin/Calf Knee Thigh Hip/Groin Back Shoulder Upper Arm Elbow Forearm Wrist Hand/Fingers Neck Chest/Ribs Other Medical Conditions Y / N Have you ever been told, for any reason that you should not participate in competitive sports? Y / N Do you know of, or believe, there is any reason that should prevent you from participating in intercollegiate athletics? 228

234 229 Y / N are there any other medical conditions (injuries/illnesses) that you have experienced that you have not been asked about on this form? Explain: I certify that the answers to the preceding questions are correct and true to the best of my knowledge. I understand that passing the physical exam does not necessarily mean that I am physically qualified to engage in intercollegiate athletics, but only that the examiner did not find medical reason to disqualify me from participation. Notes: Signature of Student-Athlete Date Signature of Parent/Guardian if less than 18 years of age Date **Please leave this area to be filled out by your team s athletic trainer**

235 Southeastern Louisiana University Sports Medicine Returning Student-Athlete Medical History Follow-Up To be filled by Student-Athlete: Sport: Date: Last Name: First Name: Middle Name: Preferred Name: Current Year/Sem: Date of Birth / / SS Number: - - Year/Sem Entered SLU: SLU W Number: Emergency Contact: Relationship: Phone Number: To be filled by ATC: Height: Weight: BP: Pulse: Y / N Have you experienced any type of injury or surgery to any of the following body parts since you last participated in your sport at Southeastern Louisiana University? (Sprain, strain, fracture, dislocation, repeated swelling, etc.) Please check all that apply. Foot Ankle Shin/Calf Knee Thigh Hip Back Shoulder Head Upper Arm Elbow Forearm Wrist Hand Neck Face Chest/Ribs If yes, please explain: Y / N Have you experienced any type of illness or disease for which you saw a physician or took medicine for since you last participated in your sport at Southeastern Louisiana University? If yes, please explain: 230

236 231 I certify that the answers to the preceding questions are truthful and accurate to the best of my knowledge and that these are the only injuries/illnesses that have occurred since my last examination by a SLU Athletic Trainer. I am aware that any false information or withholding information from the SLU Athletic Trainers could cause harm to myself and may jeopardize my ability to participate in sports at Southeastern Louisiana University. Signature of Student-Athlete Date

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238 233 ASSUMPTION OF RISK (BINDING LEGAL DOCUMENT READ CAREFULLY BEFORE SIGNING) Recreational activities and athletic programs involve substantial risks of bodily injury, property damage, and other dangers associated with participation in such activities. Dangers related to such activities may include but are not limited to: hypothermia, broken bones, strains, sprains, bruises, drowning, concussion, heart attack, heat exhaustion, injuries associated with travel, and death. I acknowledge that I am aware that there are risks, hazards, and dangers inherent in such activities and in the training, preparation for, and travel to and from such activities. I further acknowledge that it is my sole responsibility to participate only in those activities for which I have the prerequisite skills, qualifications, preparations and training. I acknowledge that Southeastern Louisiana University does not warrant or guarantee in any respect the competency or mental or physical condition of any individual participant in any athletic or recreational activity. All participants in voluntary recreational activities and athletic programs are required to sign this Release, Waiver of Liability and Covenant Not to Sue form. I acknowledge that I am solely responsible for any hospital or other costs arising out of any bodily injury or property damage sustained through my participation in such voluntary athletic or recreational activities. I acknowledge that Southeastern Louisiana University provides only secondary insurance coverage for me that cover any injury sustained while participating in Southeastern Athletics but not club, intramural, or spirit group activity. I understand that, upon request, I will be provided with a copy of this document, which I have read and understand. I accept and assume all risks, hazards, and dangers involved in such activities in which I may elect to participate, including the training, preparation for, travel to and from the site of such activities. Printed Name Signature RELEASE, WAIVER OF LIABILTY AND COVENANT NOT TO SUE (BINDING LEGAL DOCUMENT READ CAREFULLY BEFORE SIGNING) I hereby agree that for the sole consideration of Southeastern Louisiana University allowing me to participate in voluntary recreational programs or athletic activities and in connection therewith, making available to the undersigned for my use while participating in such programs or activities, certain equipment, vehicles, facilities, grounds, or personnel of the Institution, I do hereby waive liability, release and forever discharge Southeastern Louisiana University and the Board of Supervisors of the University System of Louisiana, its member individually, and its officers, agents, and employees, and the State of Louisiana Office of Risk Management, of and from any and all claims, demands, rights, and causes of action of whatever kind or nature, arising out of all known and unknown, foreseen and unforeseen bodily and personal injuries, damage to property, and the consequences thereof, including death, resulting from my voluntary participation in or in any way connected with such recreational programs and athletic activities, including without limitation travel. I further covenant and agree that for the consideration stated above I will not sue Southeastern Louisiana University or the Board of Supervisors of the University System of Louisiana, their members individually, its officers, agents, or employees, or the State of Louisiana Office of Risk Management, for any claim for damages arising or growing out of my voluntary participation in recreational programs or athletic activities at or in conjunction with Southeastern Louisiana University. I understand that the acceptance of this release, waiver of liability, and covenant not to sue Southeastern Louisiana University or the Board of Supervisors of the University System of Louisiana or any agent or employee thereof, or the State of Louisiana Office of Risk Management, shall not constitute a waiver, in whole or in part, of sovereign, governmental, or official immunity by said Board, its members, officers, agents, and employees. Further I understand that this release waiver of liability, and covenant not to sue shall be effective during the entire period of my enrollment or employment at the Institution. I certify that I am over 18 years of age and suffering under no legal disabilities and that I have read the above carefully before signing. I understand that I may have a copy of this document if I request it. This day of, 20. Printed Name Signature

239 234 Sport: Current Year/Sem: Southeastern Louisiana University Sports Medicine Supplemental Health History Student-Athlete Questionnaire Name: Age: Date: Please answer the following questions to the best of your ability. All answers will be kept confidential between the student-athlete and their team s athletic trainer. ***All student-athletes*** 1. How many meals do you eat a day? How many snacks? 2. What have you had to eat and drink in the last 24 hours? 3. Y / N Are there certain foods or food groups that you do not eat? Explain: 4. Y/ N Have you ever been on a diet? Explain: 5. Y / N Do you feel that your current weight and body composition allows you to meet the demands of your sport? Explain: 6. Y / N Have you ever been diagnosed and/or treated for an eating disorder? Explain: 7. Y / N Do you have any questions or concerns about maintaining a healthy weight and body image? 8. Y / N Have you ever had a stress fracture? ***Female student-athletes only*** 1. How old were you when you had your first menstrual period? 2. How often do you have a menstrual cycle? 3. How long do your periods last? 4. How many menstrual cycles have you had in the past 12 months? 5. Y / N Do you ever experience heavy bleeding or abnormal spotting? How often? 6. Y / N Do you ever experience excessive cramping with your period? How often? 7. Y / N Have you ever had a pelvic exam? If yes, when was the last one? 8. Y / N Have you ever had an abnormal PAP smear? If yes, please explain: 9. Y / N Do you have any impaired female organs or have a condition that affects these organs? If yes, please explain: 10. Y / N Do you currently take any form of birth control or hormone therapy? If yes, please list name and type of medication:

240 235 ADD/ADHD Medication Disclosure Dear Student-Athlete/Parent and/or Guardian: Due to recent changes in NCAA Drug Testing legislation, there has been and increased documentation requirement in order to allow student-athletes to take ADD/ADHD medication while participating at the collegiate level. The majority of ADD/ADHD medications are banned as illegal performance enhancing substances per the NCAA. Student-athletes who have documented cases of ADD/ADHD with supporting documentation for a physician, who has expertise in the area, can apply for medical exemption upon failing a drug test due to the stimulant in ADD/ADHD medication. Due to these increased requirements, Southeastern Louisiana University s Athletic Training Staff have included several forms to help with the gathering of these documents. These documents can be obtained from a member of the Full-Time Athletic Training Staff at Southeastern Louisiana University. For more information, please visit the Drug Free Sport website The Southeastern Louisiana Athletic Training Department MUST have all the appropriate documentation prior to the student-athlete taking the medication. If the student-athlete fails a drug test due to ADD/ADHD medication and HAS NOT turned in ALL of the needed documentation, the SLU Athletic Training Staff will not be able to apply for a medical exemption for the studentathlete. Southeastern Louisiana University, Southeastern Louisiana University Athletics Department, and the Southeastern Louisiana Athletic Training Department will not be held responsible for any failed drug test and the disciplinary actions that may follow due to insufficient documentation being provided by the student-athlete. Furthermore, incomplete paperwork OR paperwork that has not been turned in on a timely manner upon declaration, may result in removal from participation until complete. Each student athlete will be given a one month warning upon declaration, to turn in paperwork via and the head coach will be carbon copied. If you have any questions regarding this information, please feel free to contact John Erwin at Sincerely, John Erwin, MS, ATC, LAT, PES, CES, USAW Assistant Athletic Director for Sports Medicine/Head Athletic Trainer YES, I, (Student-Athlete) currently am OR plan on taking ADD/ADHD medication NO, I, (Student-Athlete) currently do not take or do not plan on taking any ADD/ADHD medication but, understand that I must inform and provide documentation if I do decide to begin taking ADD/ADHD medication Student-Athlete Signature Parent/ Guardian Signature Date Date

241 236 Sport: Current Year/Sem: Southeastern Louisiana University Sports Medicine Student-Athlete Medical Responsibilities I,, hereby grant the athletic trainers, team physicians, Student-Athlete s Printed Name physical therapists, technicians, and consultants of Southeastern Louisiana University to render me any emergency, medical, surgical, or other care that might be deemed necessary to insure proper care of any injury/illness, and to maintain my health and well being. In the absence of the team or authorized physician, I grant permission to a qualified physician to furnish emergency care using the guidelines above. Also, when necessary for executing such care, permission for hospitalization at an accredited hospital is granted. Please read and initial the following: I understand that it is my responsibility to notify the SLU Sports Medicine staff of any and all injuries/illnesses, athletic or otherwise, suspected injuries/illnesses, and any and all pre-existing conditions that may result in further injury/illness to myself, teammates, opponents, or athletic/sports medicine staff. I agree to follow the directions of the SLU Sports Medicine Staff (athletic trainers and team physician) when it comes to my allowed level/amount of activity when I sustain an injury. I have received a copy of the NCAA concussion information sheet, it was explained to me, and I was given the opportunity to ask questions. I understand that it is my responsibility to report any and all concussion symptoms and instances of a concussion to my team s designated medical personnel (SLU certified athletic trainer, team physician) as soon as possible. I also agree to be truthful about my symptoms and will inform my athletic trainer about a change in symptoms as they occur. I,, certify that I have read and understood the statements Student-Athlete s Printed Name above. I understand that my noncompliance with these statements may jeopardize my safety and the safety of those around me, and my ability to participate in athletics at Southeastern Louisiana University. Student-Athlete Signature Date

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