SECTION VI SPORT ADMINISTRATION

Transcription

1 END OF SEASON REPORT SECTION VI SPORT ADMINISTRATION All head coaches are required to file with the Director of Athletics an end of season report with a copy to their immediate supervisor and the Director of Athletic Communications. The report outlines the events of the season just past and provides insight to the specific program needs. The end of season report is due one week after completion of the season. See the following sample. EVALUATIONS (COACHING) 1. By Student-Athletes: 2. By Head Coaches: Towards the end of each sport season, the Assistant Director of Athletics will every student-athlete a link to complete a coaches evaluation online. The Assistant Director of Athletics will receive a composite summary of the results, as will his or her direct supervisor and the Director of Athletics. At the end of the academic year, each head coach will evaluate the performance of the assistant coaches under his or her charge using the Coaches' Performance Evaluation Form. The evaluation form is then reviewed by the Assistant Coach, Head Coach and the Director of Athletics. See following sample. 3. By Athletic Administration: At the end of the academic year, each supervisor will evaluate the performance of the personnel that report to them using the Coaches' Evaluation Form or the Performance Evaluation Form. The evaluation form is then reviewed by the Head Coach or Area Head, the Associate Director and the Director of Athletics. See following sample.

2 FUND-RAISING THE LAFAYETTE COLLEGE MAROON CLUB The Lafayette Maroon Club has existed since 1937 to promote the welfare of Lafayette College through the support of its athletic programs. Its Executive Committee consists of alumni, parents, coaches, faculty, friends, and administrators of the College. The Maroon Club also oversees all Friends of Committees for specific athletic programs. The Maroon Club s mission is to enhance the student-athlete experience for all of Lafayette s twenty-three Division I programs. This is done through monetary gifts from supporters of Lafayette Athletics. A gift to the Maroon Club can be directed to the General Fund and/or to a specific athletic program. A gift to the General Fund supports the following four core elements of Lafayette s twenty-three Division I athletic teams. Common Support Programs o Athletic Training Services o Strength and Conditioning o Maroon Club Bus o Equipment Education o Academic and Career Support o Health and Nutrition o Leadership Advancement Marketing and Promotion o GoLeopards.com o Daily Maroon Club o GameTracker Alumni and Student Outreach o Hall of Fame o Golf Outings The Friends of Committees are organized under the umbrella of the Maroon Club. The mission of a Lafayette Friends program is to connect supporters with a specific athletic program, while building an active donor base to raise funds. A Friends of Committee also provides opportunities for the Maroon Club and the coaches to communicate their achievements, financial needs, and future direction to their supporters. The Friends programs also provide an opportunity to promote support of the Maroon Club General Fund. A gift to a specific varsity sport through its Friends program supplements the team s operational budget in the following ways: Assistant Coach s salaries

3 Equipment Needs Recruiting Spring Break and Out of Region Travel Field Enhancements IMPORTANT MAROON CLUB CONTACT INFORMATION Executive Director of the Maroon Club Jamie C. Hughes Director of Athletic Communications and Promotions Scott D. Morse President of Maroon Club Friends of Lafayette Baseball Hal Kamine 78, P hal.kamine@kaminedevelopment.com Vice President of Maroon Club Chair of Friends of Women s Lacrosse Cynthia Oaks Linville 80, P 13 linville5@aol.com Secretary of Maroon Club Friends of Lafayette Baseball William Tucker 81, P btuk@aol.com

4 ATHLETIC COMMUNICATIONS The Director of Athletic Communications & Promotions reports directly to the Vice President for Communications and the Office of Athletic Communications & Promotions is part of the College s Communications Division. The Office of Athletic Communications & Promotions is responsible for the dissemination of all information concerning Lafayette's Department of Athletics. The Office of Athletic Communications & Promotions serves as the College's primary liaison between coaches and studentathletes and the media and advises all athletic department staff on media relations. The Office of Athletic Communications & Promotions provides local, regional, and national news media with information about all facets of Lafayette's athletic programs. 1. Coaches' Obligations to the Office of Athletic Communications & Promotions: a. When Athletic Communications personnel are unable to attend an away contest, the head coach of that sport is responsible for reporting the score and game statistics back to the Athletic Communications Office immediately following the contest per prior arrangements. b. All requests by coaches for reproductions of photographs or video should be submitted through the Office of Athletic Communications & Promotions (i.e., team photos, game action, etc.). The individual sports budget is directly responsible for any costs incurred. c. It is imperative that coaches and athletic administrators do not call media outlets with breaking information or story leads unless prior arrangements were made with the Office of Athletic Communications & Promotions. d. It is the responsibility of each head coach to consult with the Office of Athletic Communications & Promotions prior to informing members of the media about injuries to student-athletes. The Office of Athletic Communications & Promotions will be in constant communication with the Office of Sports Medicine in regards to injury information. Obviously certain injuries will be kept confidential and may only be released with the approval of the student-athlete.

5 SPORTS MEDICINE The Sports Medicine area is responsible for the health and safety of all student-athletes. The Sports Medicine staff reports to the team physician on all matters related to athletic injuries and reconditioning and reports to the Associate Director of Athletics for administrative direction and support and ultimately to the Director of Athletics. The staff is licensed by the Commonwealth of Pennsylvania and certified by the National Athletic Trainers Association as competent to evaluate, manage and recondition all common athletic injuries. In accordance with Commonwealth law, injuries to students who are not Lafayette College athletic team members may receive first aid from the sports medicine staff but must be referred to the college physician for all subsequent treatment. 1. Athletic Injuries Injured student-athletes must first seek treatment from the sports medicine staff. This provides the most efficient entry into the health care system. Injured student-athletes should report to the athletic training room as soon as possible after incurring the injury. All severe injuries will be evaluated, managed and referred to the team physician. Upon completion of the reconditioning program, the team physician will determine when the athlete may safely return to practice. 2. Physical Examination Every student-athlete must successfully complete a medical examination or review by the team physician prior to the first practice each year. All freshmen and transfer student-athletes must complete a full medical examination. Unless otherwise notified, all returning student-athletes must fill out an annual health history questionnaire. Only those studentathletes who have been cleared by the team physician may participate in practice and competition. 3. Insurance Every student-athlete must be covered by institutional, parental or individual medical insurance. Student-athletes will not be allowed to practice or compete without proof of adequate medical insurance. 4. Equipment Student-athletes will be informed what protective equipment is required and what constitutes illegal equipment for their respective sport. Required protective equipment will be issued and must be worn while practicing or competing. Student-athletes engaged in body contact sports are urged to use mouth guard protectors. Student-athletes are prohibited from wearing anything that may be dangerous to other players.

6 5. Special Protective Pads Special protective pads, braces, etc., intended for individual protection and not part of the normal protective equipment required for participation must be evaluated and approved by the Head Athletic Trainer. In many cases, the student-athlete is responsible for providing the pad, brace, etc. 6. Team Physician The Team Physician will diagnose and treat all serious injuries and is solely responsible for the student-athletes safe return to activity. Other health care professionals may prescribe treatment for student-athletes but the Team Physician is the only person who can return an injured studentathlete to practice and competition. 7. Non-Therapeutic Drugs The use of any non-therapeutic drug to enhance or influence athletic performance is forbidden. Lafayette College conforms to all NCAA regulations concerning the use of non-therapeutic drugs including random drug testing of student-athletes both in and out of season and for postseason championships. 8. Nutrition, Diet, and Weight Control The athletic training staff will evaluate diet and weight control programs and will test selected teams to determine lean body mass. The Team Physician will provide in-depth nutritional counseling as required. 9. Athletic Training Room Regulations a. The training room is open to all student-athletes for tape and wrap procedures and reconditioning exercises. It is open to all athletic trainers, coaches and college medical personnel. b. Do not bring equipment of any kind into the training room. c. Do not bring extra clothing, books, equipment bags, friends or animals into the training room. d. No self treatment. Requests for ice, band-aids, etc. must be approved by the athletic trainers.

7 e. The training room is co-educational; appropriate dress and language are required at all times. f. Student-athletes requiring the services of an athletic trainer have 20 minutes to report to the training room upon completion of practice or competition. g. Student-athletes preparing for practice will be served on a firstcome, first-served basis. Student-athletes preparing for a contest will always move to the front of the line. In-season studentathletes are always given priority. h. Reconditioning programs and injury evaluations will normally be accomplished at the Kirby Field House athletic training room during normal working hours of 9:00 2:00 Monday through Friday.

8 CRISIS MANAGEMENT PLAN 1. A crisis is defined as an unstable or crucial time with the distinct possibility of a highly undesirable outcome or any situation that could negatively impact the program, the department, or the College. 2. In the event of a crisis, the following steps should be taken as quickly as possible: a) Comprehend the Entire Situation Everything possible should be done to research as much information as possible. Ask questions of everyone involved. Keep detailed notes for future reference. b) Communicate the Situation Immediately with Your Direct Supervisor Everything that you know and / or find out should be communicated immediately with your direct supervisor. It should not take long for the senior athletic administrative staff to hear of the situation (i.e. assistant coach informs head coach; head coach informs assistant/associate director of athletics or director of athletics). c) Seek Administrative Direction If possible, be near a telephone and be ready to act quickly. Depending upon the situation, a response to the media may or may not be in order. In any event, the senior athletic administrative staff will coordinate the department s reaction to the situation. d) Perform Administrative Direction with Class Although some situations can be difficult emotionally, it is important that we remember to treat everyone associated with the situation (especially the media) with class and respect. e) Critique of the Situation When the smoke clears, all involved will be asked to participate in a critique session. This will be done as soon as possible, so that the information will be fresh in everyone s mind and so we can learn from our experiences.

9 INSURANCE / MEDICAL A medical insurance program for intercollegiate athletes is provided by Lafayette College. The coverage is secondary, not primary. This means that family insurance coverage would be applied first. Expenses from injuries incurred above and beyond the family coverage would be eligible for consideration for Lafayette College coverage. Liability insurance is provided for all College employees. Extreme caution should be taken by all members of the coaching staff to avoid being negligent regarding their legal job responsibilities. 1. Medical a. Lafayette College requires a medical examination performed by the Student Health Service prior to a student-athlete's initial entrance into the athletic program. Coaches are responsible for prohibiting students without physical examinations from participating. Coaches need to provide lists of those expected to try out to the Sports Medicine Staff well in advance of the season. b. A yearly recertification will be required once the original examination has been performed. c. No student-athlete will be provided athletic equipment nor permitted use of the weight room unless the above procedure has been completed. d. A letter explaining the policy regarding insurance is sent to parents and guardians of student-athletes. Family medical insurance information is requested at that time. e. All injuries must be reported to the Training Room. Studentathletes must be informed to report all injuries, etc. to Head or Assistant Coach or Assistant Trainers immediately for proper record keeping and possible referral to the Team Physician. f. Medical treatment by non-college personnel must be authorized by the Team Physician or her/his appointee. g. Unauthorized medical treatment is the sole responsibility of the athlete. 2. Medical Coverage Policy for Sports Camps and Clinics

10 a. Recruitment (1) All camps and clinics must hire an individual designated with providing emergency care. Although it is preferred that this individual be a certified Athletic Trainer, an individual with extensive medical training will be allowable should a certified AT not be available. (2) The recruitment of qualified medical staff for summer sports camps is the responsibility of the individual Camp Director. (3) Priority in selection shall be given to the Lafayette College athletic trainers. (4) The compensation and specific responsibilities shall be determined by the camp director, the athletic trainer selected, the athletic administration, and the Head Athletic Trainer. (5) The camp director shall notify the Head Athletic Trainer by June of the names of the athletic training staff and the mutually agreed upon sum for the services rendered. The Camp Director shall also provide the Head Athletic Trainer with a copy of the athletic trainers certificate issued by the Commonwealth of Pennsylvania. (6) The Camp Director shall ensure that the athletic trainer has access to all pre-participation camp medical forms and release for emergency treatment forms. b. Responsibilities (1) The sports medicine person and the Director of Sports Medicine shall be responsible for: (a) (b) (c) Securing an adequate quantity of medical supplies and equipment. Ensuring that a potable water supply is available and that an adequate supply of drinking cups or individual drinking containers are available. Ensuring that a communication and transportation system is in place for a prompt response to a

11 medical emergency and for transportation of an ill or injured camper. (d) (e) (f) (g) (h) Ensuring that a supply of ice is available for use in injury situations as well as for general camp use. Providing first-aid and emergency care while on duty and coordinating emergency services or emergency transportation. Providing counsel and athletic training techniques for injury prevention thereby maximizing safe participation for staff and campers. Monitoring and supervising the routine medical treatment regimen for any camper. Recording all sports-medicine events in a daily log. Upon completion of the camp the completed log shall be signed and forwarded to the Head Athletic Trainer. c. Operational Guidelines (1) General guidelines for the sports medical person to be reviewed by the Camp Director and the Head Athletic Trainer. (a) (b) (c) (d) (e) Draw supplies from those purchased and stored by the Camp Director. Acquire keys or attain mode of access prior to the first day of the camp session. Preview the communications and transportation systems prior to the first day of camp. Test all necessary telephones to be certain they are indeed in operation and that the posted telephone numbers are correct. Preview all participation medical forms, and note any special problems or situations.

12 (f) Avoid any activity that may be considered "treatment" for existing or newly acquired problems. d. Payment for Certified Athletic Trainer services can be arranged on an individual basis. Current industry standards average $30.00 per hour for regular season contest coverage. ALUMNI CONTESTS Many of our sport teams are incorporating alumni games as part of their Maroon Club friend-raising activities. In some of those contests, current student-athletes are participating. In order to be clear on the protocols for these alumni games and to ensure the Department and College are properly covered the following policy items are in place. 1. The College s secondary insurance policy does cover student-athletes in case of injury in alumni contests. As always, the student s insurance (family or student insurance) is the primary. 2. Insurance Coverage for Alumni a. Any alum wishing to participate in an alumni game will have to sign an indemnity wavier and provide insurance information. It will be the head coach s responsibility to distributed and collect the waivers from their alumni who plan to participate and to ensure that only those signing the waiver participate. 3. Sports Medicine Coverage for the alumni events. a. Each alumni game should be covered minimally by a certified first responder. The level of coverage should be dictated by the inherent level of risk posed by participation in the sport. b. The Director of Sports Medicine schedules all trainer coverage and will determine coverage for alumni events. Varsity competition is given first priority followed by varsity practices then alumni contests.. c. If Sports Medicine staffing schedules cannot accommodate an alumni game and an outside contractor is required, the sport s Maroon Club account will be charged for the coverage. The head coach should be informed as soon as practical if this action is required.

13 SUMMER SPORT CAMPS 1. Camp Proposals Camp Directors are to contact the Associate Director of Athletics to review revenue and cost projections for their particular camp. Camp Directors are required to follow simple budgeting practices, establish at least a break-even point for a program, estimated salaries, and other program expenses. 2. Medical Waiver It is necessary for all summer sports camps participants to have their parents or guardians sign the medical waiver. The medical waiver must be signed and returned at the time the camp application is returned. Individuals may not participate in a Lafayette summer sports camp without the signed medical waiver. It is the responsibility of each Camp Director to enforce this policy. 4. Salary Authorizations for Lafayette College Employees All Lafayette College employees who work with a camp are subject to normal procedures of the Controller's Office for deductions and regular pay dates. Salary authorizations for Camp Director will not be finalized until ALL other obligations relating to the camp have been paid. A final accounting of income and expenditures must also be submitted prior to coaches' salaries being paid. Advances on projected salaries are not appropriate and will not be approved. Please note, it is conceivable that a camp would not have sufficient funds to pay salaries to employees after all other expenses are paid. Coaches agreeing to participate in a camp do so with this understanding. 5. Administrative Charges Each camp must establish its tuition to include the following College and Department of Athletics administrative charges: a. The camp will pay the College's approved room and board rates as they apply to days in residence, linens if required, and costs of food service used. b. After the reduction of room and board charges, the camp will pay 10 percent of the remaining gross receipts to the College for insurance and 10 percent to Athletic Promotions for administrative expenses.

14 7. Financial Settlement for Camps It is the responsibility of the Camp Director to coordinate the financial settlement form for their camp with the Associate Director of Athletics within 30 days of the completion of the camp. When all of the bills and other employees of the camp are paid, then the Camp Director will be paid upon completion and processing of the Financial Settlement for Camps form. 8. Coaches Owning a LLC Coaches may start a LLC to run their own camps and clinics. In this case, coaches are the solely responsible for coordinating field reservations and paying any fees association with facility rental through the Reservation department of the College. 9. Camp and Clinic Compliance All camp and clinic advertisements must be approved the compliance office prior to distribution.