FLORIDA GULF COAST UNIVERSITY. Department of Athletics.

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1 FLORIDA GULF COAST UNIVERSITY Department Of Athletics Team Travel Policy Part 1: Purpose A. To provide a framework for safe and efficient athletic team travel for the FGCU Department of Athletics. B. To provide a framework for other people outside of the FGCU Department of Athletics that may travel with teams. C. To assign responsibility and accountability for enforcement Part 2: Applicability A. For purposes of this policy, athletic teams are defined as: 1. Baseball 2. Basketball, (Women s and Men s) 3. Cross Country, (Women s and Men s) 4. Golf, (Women s and Men s) 5. Soccer, (Women s and Men s) 6. Softball 7. Swimming/Diving 8. Tennis, (Women s and Men s) 9. Volleyball (Indoor and Sand) 10. Spirit Squad and Mascot *** Athletic Training Students, Student Managers, Student Coaches traveling as part of a team listed above. Part 3: Responsibility for Administration A. The FGCU Director of Athletics shall be responsible for overall administration of this policy and shall assign members of the athletic department staff to be responsible for compliance, oversight and necessary recordkeeping. The FGCU Director of Athletics or his/her designee shall provide a copy of this policy to every coach and maintain on file in the Department of Athletics a signed statement from each coach stating that they have read and understand the policy. B. The FGCU Director of Athletics or his/her designee shall have the responsibility to verify the type of vehicle recommended for use for athletic travel by the team is in compliance with this policy. Coaches are responsible for developing their season travel plans, to include recommended vehicle types for the team, and gaining

2 written approval from their appropriate Sports Coordinator in advance of the season or subsequent schedule change. Coaches will consider the type of travel necessary to comply with the department of athletics scheduling and missed class policy. Post-season travel shall be handled according to NCAA, A-Sun Conference and CCSA guidelines and approved by the FGCU Director of Athletics or his/her designee. C. The FGCU Department of Athletics Executive Staff shall review and recommend revision, as deemed appropriate to this policy, annually to the Director of Athletics. Part 4: Accountability Any coach or athletic department staff member knowingly violating this policy will be subject to suspension with or without pay until the FGCU Director of Athletics (or his/her designee) investigates the violation. Violations may result in disciplinary action or termination. Part 5: Supplemental Insurance A. When using rental cars, minivans and vans it is the driver s responsibility to verify appropriate liability coverage at the time of rental. Current state vendors include required insurance within the rental agreement where other rental agencies charge additional fees. Please see the business office for a current list of state vendors. B. FGCU will maintain in effect employee health insurance benefits, provided a Travel Advance Request (TAR) has been submitted and approved, for all Department of Athletics full-time staff while traveling on official University business. C. FGCU will maintain in effect secondary insurance benefits, covering the studentathletes, for travel connected to athletic competition and practice in accordance with NCAA Bylaws. Coverage per person will be in addition to required primary insurance coverage for student-athletes, student coaches, athletic training students, and spirit squad members while on authorized Athletic Department travel. Part 6: Modes of Transportation Used for Team Travel and Requirements for Operation General Requirement: Coaches, assistant coaches, and support staff including graduate assistants or interns may drive vehicles (personal, rentals or University owned) used for team travel or other transport of student-athletes allowed by NCAA bylaws, if the specific requirements of the University for the vehicle are met. Volunteer personnel are also permitted to drive provided that they have a signed FGCU Volunteer Acknowledgement Form on file in the FGCU Human Resources Department.

3 Student-athletes, athletic training students, student managers, student coaches, student volunteers, mascots, and members of the spirit squad may not drive student-athletes or student members of the designated group as part of team travel or other transport of student-athletes allowed by NCAA bylaws. For local practices/events, student-athletes, athletic training students, student managers, student coaches, student volunteers, mascots, and members of the spirit squad may drive personal vehicles at their own risk. The distance traveled will determine the type of transportation. Team travel greater than 650 miles (one-way) should use charter bus or air transportation. Team travel less than 650 (one-way) should use ground transportation. The Sport Coordinator and the Director of Athletics must approve any request for exception, to the type of transportation indicated. I. Ground Transportation A. Automobiles/Minivans (Specific Requirements) 1. Drivers must be at least 21 years of age, have a valid and approved driver s license and be rested with at least 6 hours of sleep within a 12 hour time period before driving. 2. Drivers may not drive in access of 9 hours (one-way) in a single day of driving. 3. Drivers must take the time necessary to become familiar with the operation and safety instructions that are contained within the vehicle, as well as any additional standard operating procedures/policies as determined by the University. 4. It is expected that all vehicles will have a designated passenger navigator assigned to the front passenger seat to give directions, monitor weather conditions, handle communication needs, and/or to help keep the driver alert. 5. Cellular phone(s) must be taken on all trips. Emergency phone numbers of appropriate Department of Athletics Staff should be in the possession of the sport s head coach at all times. (A hands free device must be available for the cell phone.) 6. Drivers are not permitted to text or at any time while operating a vehicle. 7. All occupants MUST wear seat belts at all times. It is the driver s responsibility to insure that this important step is taken before any departure. 8. Van travel is not allowed for trips that will exceed 650 miles one way unless multiple drivers are available per vehicle (student-athletes not included) and the Director of Athletics grants prior permission. 9. Unless the Director of Athletics (or his/her designee) has granted an emergency exception, van travel is not permitted during the hours of midnight and 6:00 A.M.

4 10. The Head Coach and Sports Coordinator should review weather conditions that are expected along the intended route. In the event of inclement weather, the head coach should contact either the appropriate Sports Coordinator or the Director of Athletics for advisement of alternative plans. If either of these individuals is not available, if necessary, the travel party should detour to secure emergency overnight lodging and complete the journey when conditions have improved enough to safely do so. 11. Minivans shall be loaded with no more than five passengers (excluding driver) and equipment. B. Ten, Twelve and Fifteen Passenger Vans (Specific Requirements) 1. Drivers must be at least 21 years of age, have a valid and approved driver s license and be rested with at least 6 hours sleep before driving. 2. Drivers may not drive in access of 9 hours (one-way) in a single day of driving. 3. Drivers must take the time necessary to become familiar with the operation and safety instructions that are contained within the vehicle, as well as any additional standard operating procedures/policies as determined by the University. 4. All vehicles will have a designated passenger navigator assigned to the front passenger seat to give directions, monitor weather conditions, handle communication needs, and/or to help keep the driver alert. 5. Cellular phone(s) must be taken on all trips. Emergency phone numbers of appropriate Department of Athletics Staff should be in the possession of the sport s head coach at all times. (A hands-free device must be available for the cell phone.) 6. Drivers are not permitted to text or at any time while operating a vehicle. 7. All occupants MUST wear seat belts at all times. It is the driver s responsibility to insure that this important step is taken before any departure. 8. Van travel is not allowed for trips that will exceed 650 miles one way unless multiple drivers are available per vehicle (student-athletes not included) and the Director of Athletics grants prior permission. 9. Unless the Director of Athletics (or his/her designee) has granted an emergency exception, van travel is not permitted during the hours of midnight and 6:00 A.M. 10. The Head Coach and Sports Coordinator should review weather conditions that are expected along the intended route. In the event of serious inclement weather, the head coach should contact either the appropriate Sports Coordinator or the Director of Athletics for advisement of alternative plans. If either of these individuals is not available, if necessary, the travel party should

5 detour to secure emergency overnight lodging and complete the journey when conditions have improved enough to safely do so. 11. Twelve and ten passenger vans shall be loaded with no more than eight passengers (including driver) and equipment. Fifteen passenger vans shall be loaded with no more than ten passengers (including driver) and equipment. C. Buses (Specific Requirements) 1. When more than 20 passengers are part of the land travel party, a bus or minibus will be used. This includes transportation between arriving/departing airports. 2. Buses may be used to transport to away venues, transport to hotels from airports, and transport from hotels to playing venues. 3. Approved buses for team transport (originating and returning to the FGCU Campus) are motor coach common carriers contracted for service through the FGCU Office of Procurement (unless otherwise approved by the Director of Athletics) and are required to meet all State of Florida and Federal DOT guidelines. 4. Buses (companies) for team transport (connections between cities on trips utilizing flights) are motor coach common carriers and must provide safety records to the FGCU Department of Athletics prior to the Office of Procurement Services signing any contract for services. Buses must also meet all governing state and Federal DOT guidelines. D. Mini-buses (defined as passenger transports) (Specific Requirements) 1. When more than 20 passengers are part of the land travel party, a bus or minibus shall be used. 2. Mini-buses may be used to transport to away venues, transport to hotels from airports, and transport from hotels to playing venues. 3. Approved mini-buses for team transport (originating and returning to the FGCU Campus) are motor coach common carriers contracted for service through the FGCU Office of Procurement (unless approved by the Director of Athletics) and are required to meet all University and State of Florida and Federal DOT guidelines. 4. Mini-buses (companies) for team transport (connections between cities on trips utilizing flights) are motor coach common carriers and must provide safety records to the FGCU Department of Athletics prior to the Office of Procurement Services signing of any contract for services. Buses must also meet all governing state and Federal DOT guidelines.

6 II. Air Transportation A. Commercial air carriers are the only form of air transportation being used by the FGCU Department of Athletics at this time. B. All tickets must be procured under the purchasing guidelines established by the Florida Gulf Coast University Department of Business and Finance. C. Any consideration for non-commercial flight arrangements must be pre-approved by the Director of Athletics via the FGCU Office of Legal Counsel. Part 7: Team Travel Guidelines A. Student-Athletes 1. Student-Athletes must travel to and from the site of competition with the official team travel party or immediate relatives (permission must be granted by the Head Coach). Separate travel arrangements require advanced written approval of the head coach and Sport Coordinator. This approval also requires an advanced completion of the FGCU Department of Athletics Waiver of Liability Form with signatures of acknowledgement from both the student-athlete and the parent(s) or legal guardian(s) regardless of the age of the student-athlete. 2. Only student-athletes on the official squad list and approved team personnel may accompany a team during an off-campus event. 3. Student-athletes should be well groomed at all times and conform to individual team standards. 4. Student-athletes are responsible for all in-room charges, including but not limited to telephone calls, in-room movies, video games, snack bar, and other incidental expenses. NCAA rules prohibit the University from paying such charges for any student-athlete. 5. Coaches and/or student-athletes friends and/or relatives may not travel with a team at the University s expense. See invited guests below. 6. Department of Athletics Drug and Alcohol policies remain in force while representing FGCU on official travel 7. Team rules remain in force while representing FGCU on official travel. 8. Always leave hotel rooms and visiting locker rooms in better than found good condition. B. Invited Guests 1. Guests are defined as non-employees/non-volunteers (i.e. donors) and/or family members. 2. The Director of Athletics (or his/her designee) must approve all guest team travel and all guests must be listed on the official travel roster for the trip.

7 3. All guests traveling with a team must sign a release of liability waiver prior to departure. 4. All expenses incurred for guests (i.e. flights, meals, hotel, entertainment, etc.) are not permitted to be paid via FGCU Department of Athletic funds. These expenses may be reconciled via the team s foundation gift account with prior approval of the Director of Athletics (or his/her designee.) 5. Spouses and/or family members whose travel is approved by the Director of Athletics (or his/her designee) are required to pay for all expenses incurred above and beyond existing costs as they occur. ***Any clarification or special situations must be addressed in advance to the Director of Athletics

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