- McNeese State

MCNEESE STATE UNIVERSITY
INTERCOLLEGIATE ATHLETICS
POLICIES AND PROCEDURES
2010-2011
TABLE OF CONTENTS
CHAPTER 1 PHILOSOPHY AND ORGANIZATION
101 - Athletics Department Mission Statement ....................................................... 101-1
102 - Principles ........................................................................................................ 102-1
Objectives ................................................................................................. 102-2
103 - Athletic Advisory Committee and Faculty Athletics Representative
Departmental Organization ....................................................................... 104-1
Athletics Organizational Chart .................................................................. 104-2
Annual Performance Evaluation ............................................................... 104-3
Graduate Assistant Coach ........................................................................ 104-4
Undergraduate Assistant .......................................................................... 104-4
Termination of Service.............................................................................. 104-4
Nepotism .................................................................................................. 104-4
CHAPTER 2 STUDENT AFFAIRS
201 - Code of Conduct/Discipline ............................................................................. 201-1
Standards of Conduct ............................................................................... 201-2
Disciplinary Sanctions .............................................................................. 201-3
Drug Policy ............................................................................................... 201-4
Hazing Policy ............................................................................................ 201-4
Diversity Awareness Policy ...................................................................... 201-4
Grievance Policy....................................................................................... 201-5
202 - Academic Support
Services and Programs ............................................................................ 202-1
Academic Integrity Policy ......................................................................... 202-3
Class Attendance ..................................................................................... 202-3
Summer School Scholarships and 5th Year Scholarships......................... 202-5
Procedures .............................................................................................. 202-8
203 – Student Services
Student Athlete Advisory Committee ........................................................ 203-1
Career Planning and Placement ............................................................... 203-2
Office of Services for Students with Disabilities ........................................ 203-3
Financial Aid ............................................................................................. 203-3
NCAA Post-eligibility Grant-In-aid............................................................. 203-6
Special Assistance Fund .......................................................................... 203-6
Student Athlete Opportunity Fund ............................................................ 203-7
204 – Compliance
Gambling Activities ................................................................................... 204-2
NCAA Operating Bylaws .......................................................................... 204-3
Athletics Department staff athletically related income ........................... 204-3
Bonuses for Specific and Extraordinary Achievement ........................... 204-4
Coaches certification to recruit off campus ............................................ 204-4
Declaration of Coaching staff................................................................. 204-5
Student-Athlete Employment program................................................... 204-5
Student-Athlete involvement in institutional, charitable, educational
and nonprofit appearances ................................................................. 204-6
Memorabilia request .............................................................................. 204-7
Certification of recruited status .............................................................. 204-7
Weekly contact and evaluation summary form ...................................... 204-7
McNeese State Recruiting Log .............................................................. 204-8
Obtaining permission to contact a student-athlete from a four year
Institution ........................................................................................... 204-8
Releasing a student-athlete to another four year institution................... 204-9
National Letter of Intent ....................................................................... 204-10
Camps and Clinics .............................................................................. 204-11
Sports Camp and Clinic Funds ............................................................ 204-12
Use of Institutional facilities ................................................................. 204-13
NCAA student-athlete statement ......................................................... 204-14
NCAA Drug testing consent................................................................. 204-14
Participation record ............................................................................. 204-14
Hardship Waiver .................................................................................. 204-15
Initial eligibility certifications................................................................. 204-15
International student-athlete eligibility certification .............................. 204-16
Continuing eligibility certification .......................................................... 204-17
Transfer eligibility certification ............................................................. 204-17
Scholarship renewals and non-renewals ............................................. 204-18
Automobile registration check ............................................................. 204-18
Occasional meals ................................................................................ 204-19
Declaration of playing and practice season and first date of
Competition....................................................................................... 204-19
Countable athletically related activities ................................................ 204-20
Secondary / major violations ............................................................... 204-20
Principles of Institutional control as prepared by the NCAA
Committee on infractions ..................................................................... 204-21
Ticket Policy ........................................................................................... 204-21
Agent Policy ........................................................................................... 204-22
Outside Competition ............................................................................... 204-23
Redshirt/Medical hardship Policy............................................................ 204-24
Transfer Appeals Process ..................................................................... 204-25
205 – Medical Services and Athletic Training Room ................................................ 205-1
206 – Strength and Conditioning .............................................................................. 206-1
207 –Recruiting
Recruiting materials .................................................................................. 207-1
Official visits ............................................................................................. 207-2
Official visits – institutional limitations ....................................................... 207-2
Purpose .................................................................................................... 207-4
Responsibilities......................................................................................... 207-5
Guidelines for Official Visit ....................................................................... 207-6
Guidelines for Unofficial Visit .................................................................... 207-7
Reporting and Penalties ........................................................................... 207-8
CHAPTER 3 PERSONNEL POLICIES
301 – Human Resources University Policies................................................................. 301-1
302 – Sexual Harassment ............................................................................................. 302-1
303 – Violence Free Workplace .................................................................................... 303-1
304 – Employment ........................................................................................................ 304-1
305 – Campus Services ................................................................................................ 305-1
CHAPTER 4 FINANCIAL AND BUSINESS AFFAIRS
401 - Budgets ............................................................................................................... 401-1
402 – Purchasing and Disbursements .......................................................................... 402-1
403 – Travel .................................................................................................................. 403-1
Credit Cards ....................................................................................................... 403-3
Requirements for Operating University Vehicles ................................................ 403-5
404 – Ticket Operations ................................................................................................ 404-1
CHAPTER 5 DAY-TO-DAY OPERATIONS
501- Athletic Equipment ................................................................................................ 501-1
502 – Facilities Operation.............................................................................................. 502-1
503 – Media Relations .................................................................................................. 503-1
504 – Hall of Fame ........................................................................................................ 504-1
505 – Courtesy Vehicle Program .................................................................................. 505-1
APPENDIX ................................................................................................................. 600-1-2
A) Athletic Scholarship Award ............................................................................ 600-3
Athletic Scholarship Change Form ................................................................ 600-4
B) Recruiting Logs
Sports Other Than Football and Basketball ................................................... 600-5
Basketball ...................................................................................................... 600-6
Football.......................................................................................................... 600-7
C) Official Visit Packet
Official Visit Notification Letter ....................................................................... 600-8
Official Visit Request Form ............................................................................ 600-9
Official Visit Checklist ...................................................................................600-10
Official Visit Limit, Graduation Rates& List of Banned Substances Notice ...600-11
Official Visitation Form............................................................................ 600-12-13
Student Host Receipt and Instructions .........................................................600-14
Official Visit Meal Worksheet ........................................................................600-15
Official Visit Exit Interview ............................................................................600-16
D) Monthly Telephone Log ................................................................................600-17
E) SLC Off Campus Recruiting Form ...............................................................600-18
F) Official Visit Roster
Official Visit Roster- Football .................................................................. 600-19-20
Official Visit Roster – Basketball ...................................................................600-21
Official Visit Roster – Baseball......................................................................600-22
Official Visit Roster- Sports other than Football, Baseball, and Basketball ...600-23
G) 2009-2009 National Letter of Intent Signing Dates .......................................600-24
H) Frequently asked questions – NLI ...............................................................600-25
I) Graduation Rates ..........................................................................................600-26
J) List of Banned Substances ................................................................. 600-27-28-29
K) Unofficial Visitation Form ..............................................................................600-30
L) Non Qualifier Workout Form ..........................................................................600-31
M) Occasional Meal Approval Form ..................................................................600-32
N) Athletics Camps and Clinics – Guidelines .............................................. 600-33-41
Camp/Clinic Application Information ....................................................... 600-42-44
Camp/Clinic Description(Form A) .................................................................600-45
Camp/Clinic Receipt List(Form B) ................................................................600-46
Camp/Clinic Refund List(Form C) .................................................................600-47
Camp/Clinic Individual Discounts(Form D) ...................................................600-48
Camp/Clinic Group Discounts(Form E) ........................................................600-49
Camp/Clinic Staff and Compensation(Form F) .......................................... 600-50
Camp/Clinic Staff and Compensation(Form G) .......................................... 600-51
O) Grant-In-Aid ........................................................................................... 600-52-53
P) NCAA 2009-2010 Recruiting Calendars
Football .............................................................................................. 600-54-56
Basketball ............................................................................................... 600-57
W. Basketball..................................................................................... 600-58-59
Other Sports ...................................................................................... 600-50-62
Q) Non-Recruited Form .................................................................................. 600-63
R) Time Sheet – Athletic Related Activities ............................................... 600-64-65
S) Special Activity form................................................................................... 600-66
T) Competition /Participation Record .............................................................. 600-67
U) Athletic Scholarship Award ........................................................................ 600-68
V) Summer Form ............................................................................................ 600-69
W) Playing and Practice Seasons ............................................................. 600-70-71
X) Coaching Staff and Recruiting Designation
Football..................................................................................................... 600-72
Basketball ................................................................................................. 600-73
Other Sports ............................................................................................. 600-74
Y) Inventory Forms ................................................................................... 600-75-79
CHAPTER 100
PHILOSOPHY AND ORGANIZATION
101 – MISSION STATEMENT
MCNEESE STATE UNIVERSITY
Athletic Department Mission Statement
The primary purpose of the athletics program is to provide opportunities for student
athletes to achieve personal growth and development through a combination of
intercollegiate athletic competition and academics. The program offers student athletes the
opportunity to realize educational goals and to benefit from athletic competition on a
national level. The Athletics Department is committed to NCAA and Southland Conference
rules compliance and competes in Football Championship Subdivision (FCS) in football and
Division I in all other sports.
The Athletics Department holds the philosophy that the athlete’s most important
tasks are pursuit of personal growth through academic work, team experiences, and ethical
responsibility. The department strives to maintain outstanding athletic programs conducted
in a manner that sets an example for good sportsmanship. The department recognizes that
its primary commitment is education of the student athlete and, to this end, extends
academic assistance. Under the auspices of the University, the Athletics Department offers
grants-in-aid to qualifying student athletes, enabling them to pursue both academic and
athletic goals.
The Athletics Department provides the guidance necessary for an exemplary and
competitive athletics program that is beneficial to students, faculty and staff, administration,
alumni, and community.
All activities, operations, and decisions of the Athletics
Department are guided by principles of equal opportunity and nondiscrimination.
Mission Statement revised 6-24-05
101-1
102 – GUIDING PRINCIPLES
Guiding principles for McNeese State University Athletics are as follows:
A.
The responsibility and final authority for the administration of the athletics program is
delegated to and vested in the President.
B.
Financial decisions relating to expenditures of athletically related revenues shall be
under the control of the President.
C.
The Athletics Director reports directly to the President and is responsible for the
administration of the athletics program.
D.
The Athletics Advisory Committee is vested with making policy recommendations to
the President and Athletics Director including matters relating to academics, equity
and financial matters.
E.
Student-athletes will be provided excellent opportunities to participate in
intercollegiate athletics of the highest quality, resulting in their athletics experience
becoming an integral and valued component of their total educational experience at
the University.
F.
Student-athletes recruited to McNeese State University should be capable of
success in the University’s academic programs and provided academic support to
assist in reaching their potential.
G.
Ethnic and gender diversity among coaches, staff and student-athletes should be
ensured, consistent with the University’s educational mission.
H.
Coaches, staff and student-athletes will exhibit high standards of conduct and ethical
behavior, including good sportsmanship. They will carefully comply with the
regulations of McNeese State University, the Southland Conference, and the NCAA.
I.
Core values such as integrity, ethical business practices, sportsmanship and fair
play, commitment to equity, leadership, and academic focus toward graduation will
not be compromised.
J.
Administrators, coaches and student-athletes, as the university’s most visible
ambassadors, will represent McNeese State with class, honor and respect.
102-1
OBJECTIVES
Integrating the mandates established by McNeese State University, the Southland
Conference and the NCAA, the Department of Athletics is guided by the following
objectives:
•
To employ coaches and other administrative staff members who are capable of
performing as professionals in an educational community where high standards of
integrity and ethical behavior, as well as sportsmanship, are expected of its
members.
•
To provide student athletes a high quality educational experience in order to develop
leadership skills, to enhance skills in working and communicating effectively with
others, to prepare students to contribute constructively to society, to promote cultural
and intellectual advancement, and to include ethical conduct education and
sportsmanship education.
•
To provide the University and Southwest Louisiana with a full, balanced schedule in
the sports entertainment program, which will supply wholesome entertainment for
the participants, the student body, and the public.
•
To increase athletic resources (staff, facilities, funding) in order to achieve
departmental mission by producing the revenue necessary to offer and maintain a
comprehensive intercollegiate athletics program that utilizes both high quality
facilities and state-of-the-art equipment.
•
To 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 information procedures consistent
with MSU, Southland Conference, and NCAA guidelines.
•
To ensure gender equity in all athletic programs. To provide equal opportunities for
both men and women by developing and sustaining programs which help studentathletes achieve their maximum potential, both athletically and academically.
102-2
103 – ATHLETIC ADVISORY COMMITTEE AND FACULTY
ATHLETICS REPRESENTATIVE
ATHLETICS ADVISORY COMMITTEE
Membership
The Committee membership shall be composed of sixteen voting members:
one representative from each academic college and the Dore’ School of Graduate
Studies appointed by the President upon consultation with each
appropriate dean,
two Faculty Senate representatives appointed by the McNeese State University
Faculty Senate,
two staff supervisors appointed by the President,
one head coach (one appointed during the fall, one during the spring) appointed
by the Director of Athletics,
two student representatives, one appointed by the Student Government
Association, the other appointed by the Student Athletic Advisory Committee.
One alumni representative appointed by the McNeese State University Alumni
Association board of Directors, and
one chair (the Faculty Athletic Representative) appointed by the President.
Each member shall be appointed for a three-year term. Each member may be reappointed
to an indefinite number of successive terms at the desire of the appointing agent.
Members must attend at least half of the scheduled meetings of each academic year to
maintain membership.
Role
The Athletics Advisory Committee will be responsible for giving advice, support, and
making recommendations to the President in the field of Intercollegiate Athletics. Its role is
to insure that the athletic program is operated in a manner consistent with the overall
policies and operating procedures of McNeese State University.
Meetings
The Athletics Advisory Committee is to meet twice a semester.
FACULTY ATHLETICS REPRESENTATIVE RESPONSIBILITIES
The Faculty Athletics Representative (FAR) is recognized as the representative of
McNeese State University and its faculty in the relationship between the National Collegiate
Athletic Association (NCAA), the Southland Conference (SLC), and the local campus. In
addition, the FAR serves on NCAA councils, cabinets, and committees as appointed.
For a review of operational guidelines go to: www.mcneese.edu/aac/operational
guidelines.pdf
103-1
104 – DEPARTMENTAL ORGANIZATION
The organizational chart for the McNeese State University Department of Intercollegiate
Athletics Is shown on the following page:
104-1
104-2
ANNUAL PERFORMANCE EVALUATION
Staff Evaluation Procedure
Athletic Department personnel are responsible for representing the Athletics Department
and McNeese State University in a manner that will enhance and promote the athletics
program. Coaches are responsible for taking a sincere interest in both academic and
athletic activities to ensure that all student athletes are treated with fairness and provided
optimal opportunities to excel. Coaches must demonstrate positive sportsmanship and
ethical conduct.
At the conclusion of the season the Athletics Director meets with the head coach of each
sport to discuss season results, equipment condition and needs, recruiting status,
scheduling, and personnel. During this meeting, the Athletics Director discusses the
coach’s evaluation based on criteria relevant to performance of assigned duties,
observance of NCAA and SLC rules, conduct on the job, personal integrity, recruiting
practices, budget management, fund raising efforts, and the academic progress and
physical welfare of the student athletes.
All head coaches and other athletics department administrative personnel participate in
institutional administrative performance evaluations which are conducted annually.
Evaluation Procedure
A.
The Athletics Director conducts annual performance evaluations of all head coaches
and non-classified, non-coaching Athletics Department staff.
Performance criteria
shall be discussed with each coach at the time of issuing employment contracts and
may include post season competition, fund raising efforts, student-athlete
recruitment, and compliance with NCAA and Conference rules. For non-coaching
staff, appropriate performance criteria should be established and communicated to
the staff member.
B.
A written summary of the performance evaluation will be provided for each coach
and staff. It will be signed by the Athletics Director and the coach or staff member
being evaluated, and will be kept in appropriate personnel files.
C.
If a coach or staff member does not agree with the performance evaluation, a written
rebuttal may be submitted to the Athletics Director. If there is no satisfactory
resolution the coach may appeal the evaluation to the President.
D.
Head coaches will provide performance evaluations of all full-time assistant
coaches.
104-3
E.
Post season competition along with other exemplary performance may be factors
considered in determining coaches’ compensation.
GRADUATE ASSISTANT COACH
To be eligible for a coaching graduate assistantship, a student must be accepted into a
Graduate degree program at McNeese State University. To be eligible to retain the
assistantship, the student must meet all requirements of the Graduate School as stated in
the Catalog. Graduate assistants work an average of 20 hours per week; duties are
assigned according to the nature of the appointment. Stipends and tuition reductions are in
accordance with University policy. Graduate assistant coaches are subject to policies and
procedures of this manual and those of the Faculty/Staff Handbook. Graduate Assistant
coaches are subject to Bylaw 11.7 limitations on the number and duties of coaches.
UNDERGRADUATE ASSISTANT
An undergraduate assistant is an undergraduate student-athlete who has exhausted
his/her eligibility in the sport or has become injured to the point that s/he is unable to
practice or compete ever again. The student must be within the 5 year eligibility period
and enrolled as a full time student working to complete a Baccalaureate degree. To be
eligible for assistance, a student must meet minimum satisfactory academic progress as
defined by the Financial Aid Office. Duties of the undergraduate assistant are assigned
according to the nature of the appointment, with the rate of pay established by the
Financial Aid Office and in accordance with NCAA legislation, Bylaw 11.01.4.
TERMINATION OF SERVICE
A coach or Athletics Department professional staff member may be dismissed for adequate
cause. Examples of events which may constitute cause for dismissal include but are not
limited to the following: admission and/or conviction of a felonious act, professional
incompetence, unprofessional conduct, unauthorized use of or abuse of University
property, insubordination, theft, physical/mental disability that prevents the performance of
required activities, neglect of professional responsibilities, violation of NCAA rules,
Conference rules, or institutional or departmental policy.
NEPOTISM
The Board of Supervisors of the Universities of Louisiana System authorizes the
employment of persons from the same economic unit, or the same immediate family
104-4
although a separate economic unit, when their individual qualifications are such that they
represent the best possible choice for a given position. Employees from the same
economic unit may not be employed in a situation where one member may have direct
administrative responsibility for the other.
104-5
CHAPTER 200
STUDENT AFFAIRS
201- CODE OF CONDUCT/DISCIPLINE
Participation in intercollegiate athletics at McNeese State University is a privilege and a
unique opportunity during your college career. As a student-athlete, you benefit from
athletics by having the opportunity to develop your potential as a skilled performer; to grow
emotionally, socially and intellectually; to travel and represent McNeese; and learn the art
of being a productive team member. The Athletic Department is proud that you are a
student-athlete and pleased to have you represent the University in athletic competition.
The University expects you to train and strive for your highest degree of athletic excellence,
to demonstrate academic honesty and integrity, and to conduct yourself as a responsible
citizen. You are responsible for the National Collegiate Athletic Association (NCAA) and
Southland Conference (SLC) rules and regulations regarding your responsibility for
intercollegiate athletic participation.
You are also responsible under the civil and criminal laws of the State of Louisiana and the
McNeese State University Code of Conduct governing academic work and student conduct
at the University.
Finally, being a student-athlete at McNeese State University
presupposes a commitment to the principles and policies embodied in the student-athlete
conduct code which follows.
UNETHICAL CONDUCT
Per NCAA Bylaw 14.01.3.3, a prospective or enrolled student-athlete who is found to have
engaged in unethical conduct shall be ineligible for intercollegiate competition in all sports.
Unethical conduct consists of, but is not limited to:
(a) Fraudulence in connection with entrance or placement examinations;
(b) Engaging in any athletics competition under an assumed name or with intent otherwise
to deceive;
(c) Dishonesty in evading or violating NCAA regulations; or
(d) Knowingly furnishing the NCAA or the individual’s false or misleading information
concerning the student’s involvement, in, or knowledge of matters, relevant to a possible
violation of NCAA regulations.
ACADEMIC INTEGRITY POLICY
McNeese State University seeks to strengthen the value of student academic achievement
by fostering a learning environment which is based on honesty, respect, fairness,
responsibility, and excellence. Consequently, the University expects that all members of its
academic community will demonstrate honesty and integrity in all academic relationships.
The purpose of the Academic Integrity policy is to provide students, faculty, and staff with
guidelines about what behaviors violate academic integrity expectations, and the process
for addressing academic integrity issues.
201-1
STANDARDS OF CONDUCT
1. As a student-athlete at McNeese State University, you are a public figure responsible
for representing the University in the most positive way. Your behavior must be exemplary
at all times and befitting the expectations of your teammates, the coach, the University, and
community.
You must also conduct yourself so as not to impair the welfare or educational opportunities
to others in the University community. You must also conduct yourself so as not to impair
the welfare or educational opportunities to others in the University community.
2. The following misconduct is subject to disciplinary action(s);
A. Violation of civil or criminal laws.
B. Violation of the McNeese State University Student Code of Conduct.
C. Repeated and persistent violation of team rules, including but not limited to:
• Conduct reflecting negatively on the team, program, and University.
• Absenteeism from practices, meetings, and competition.
• Tardiness for practices, meetings, and competition.
• Use of abusive language during team practice and competition.
• Noncompliance with prescribed treatment for athletic injury.
• Noncompliance with expected conduct during team travel.
• Noncompliance with policies regarding use of drug, alcohol, and tobacco
products. In accordance with the McNeese Code of Student Conduct. Any
McNeese State University student found guilty of possession of an illegal
substance in the McNeese Drug Free Zone will be suspended from the University
for one semester.
• Class attendance subject to disciplinary action.
As a college athlete you must follow the rules of the NCAA. NCAA Bylaw 10.3 specifically
prohibits sports gambling. In addition the following applies:
1. Neither coaches nor student-athletes may wager legally or illegally on college or
professional athletics.
2. Neither coaches nor student-athletes may share information that will be used for
gambling purposes.
3. Sports wagering in any state other than Nevada is illegal.
4. Internet sports wagering is an illegal activity.
****Disciplinary regulations for intercollegiate athletics are set forth in writing to give
student-athletes general notice of prohibited conduct. Misconduct includes, but is not
limited to, those specific actions listed in this code. The regulations should be read broadly
and are not designed to define conduct in exhaustive terms.
201-2
DISCIPLINARY SANCTIONS
1. Sanctions for Violation of the Student-Athlete Conduct Code may include one or more of
the following:
A. Reprimand: The student-athlete is warned in writing that further misconduct
may result in more severe disciplinary sanctions.
B. Restitution: The student-athlete may be required to make payment to the
University or community for damage incurred as a result of misconduct.
C. Probation: The student-athlete continues as a member of the team, but may be
precluded from specific activities or must abide by other restrictions or conditions
imposed during the probation period.
D. Suspension: Separation from the team for a period of time.
E. Expulsion: Permanent separation of the student-athlete from the team and
intercollegiate athletics at McNeese. Expulsion may also include withdrawal of the
student-athlete’s athletic scholarship.
2. A student who violates civil/criminal law, the McNeese Student Code of Conduct, or
violates team rules risks expulsion or suspension from participation in intercollegiate
athletics unless specific factors are present. Factors considered may include the present
demeanor and past disciplinary record of the offender, the nature of the offenses and the
severity of any damage, injury or ban resulting from it.
3. Temporary suspension: The Department of Athletics reserves the right to take
necessary and appropriate action to protect the safety and well being of the University
community. A student-athlete may be suspended from a team activity by the Head Coach
pending prior notice whenever there is evidence that the student-athlete’s continued
presence would constitute a threat to himself or others for normal team operation. In cases
of temporary suspension, the athlete will be given an opportunity to meet with the Athletic
Director within five (5) business days from the effective date of the suspension.
CONDUCT / PLAYER APPEARANCE / ALCOHOL POLICIES
Player conduct and dress policies applicable to team travel and home events shall be
established by the coach and ensure that players conduct themselves in a manner
reflecting positively upon the reputation of McNeese State University. Note: NCAA rules
prohibit travel uniforms or outfits. Student-athletes shall refrain from partaking of alcohol
beverages while representing McNeese at competitive events or official social events
related to such competition.
201-3
DRUG POLICY
The McNeese State University Athletic Department believes that the use of controlled
substances and performance-enhanced drugs constitute a threat to the integrity of
intercollegiate athletics and a danger to the health and careers of student-athletes, and
unduly exposes student-athletes to exploitation.
Because of pressures and adulation that often accompany sports success; the Athletic
Department recognized that our student-athletes may be particularly vulnerable to
substance and chemical abuse. As a department, we are committed to the overall
development of our student-athletes and have adopted a policy and program for drug
education and the prevention of drug abuse. This program entails a comprehensive
program of education, prevention, testing, and rehabilitation of student athletes engaged in
the intercollegiate athletic program at McNeese State University.
The McNeese Sate University Athletic Department Substance Abuse Program is in
compliance and accordance with the policies and programs of McNeese State University,
Southland Conference and the NCAA. The national Center for drug free sport will provide
you with confidential information concerning banned substances including dietary
supplements. For information call the Resource exchange center at (816)474-7321 or
(877)202-0769. the Head Athletic Trainer is available to assist you with any questions or
problems you may have with banned substances or dietary supplements. He may be
contacted at the Dowell Fontenot Sports Medicine Center at (337)475-5206.
HAZING POLICY
Mcneese State University prohibits any student organization or group from employing a
program of pledge education which includes “HAZING”. Hazing is defined as any action
taken or situation created, whether on or off campus, which is life threatening to the
individual or consists of kidnapping, paddling, slapping, branding, burning or any other
activity which produces mental or physical harm or humiliation. It shall be the duty of all
student organization members and pledges to report immediately, in writing, any violation
of this policy to the Dean of Student Services. The Dean shall immediately investigate and
apply appropriate disciplinary action.
DIVERSITY AWARENESS POLICY
McNeese State University does not discriminate with regard to race, color, national origin,
sexual orientation, religion, disability, veteran status, age, or sex in admission to or
employment in its education programs or activities. Inquiries concerning the application of
Title IX and its implementing regulations or equal opportunity may be referred to the Vice
201-4
President of Special Services and Equity and Title IX Coordinator, Box 93248, McNeese
State University, Lake Charles, Louisiana 70609. Telephone: voice (337) 475-5428;
hearing impaired TDD (337) 475-5722.
The University has adopted The Diversity Awareness Policy to provide for prompt and
equitable resolution of discrimination complaints. The Policy describes the grievance
procedure for individuals who have experienced discrimination. The Policy further defines
racial discrimination, sexual harassment/discrimination, gender discrimination, sexual
orientation discrimination, age discrimination, and discrimination against the disabled.
Individuals who believe they have experienced discrimination, but are uncertain as to
whether a complaint is justified or whether they wish to initiate a formal complaint may
discuss their concerns confidentially and informally with the Vice President for Special
Services and Equity and Title IX Coordinator. Students may also consult a staff member at
the Counseling Center and the Dean of Student Services.
Only acts of discrimination committed by University employees in connection with their
University employment or students may be reviewed through these policies and
procedures. The term “employee” refers to any faculty, staff, or student employee. A
“student” is any student enrolled in the University.
Copies of the complete policy statements including procedures for resolving complaints
area available on the MSU website and in the Office of the Dean of Student Services, the
Counseling Center, the Office of Services for Students with Disabilities, and the Office of
Special Services and Equity.
For a complete examination of the policy go to: www.mcneese.edu/policy/diversity.php.
GRIEVANCE POLICY
The Athletic Department is committed to resolving complaints or grievances brought to its
attention. Persons with complaints/grievances may contact the Director of Athletics, 337475-5563, to schedule a meeting to discuss the problem. It the Director of Athletics
is unable to bring about resolution of the problem, it may be referred to the Vice President
of Special Services and Equity at 337-475-5428. A written explanation of the grievance is
required.
Student-athletes can also access the grievance policy online at
www.mcneese.edu.
For the complete statement on students rights and responsibilities, go to:
http://www.mcneese.edu/policy/docs/Student%20Rights%20and%20Responsibilities.pdf
201-5
202 – ACADEMIC SUPPORT
The Athletics Academic Center of the McNeese State University Athletic Department was
established to assist student-athletes in their efforts toward educational attainment and
graduation. Recognizing the difficulty in being a student and an athlete, the office seeks to
help students develop appropriate skills which will allow them to maximize their academic
potential while members of intercollegiate athletic teams. Accurate record keeping,
charting of academic progress and NCAA rules compliance will also be monitored.
However, the ultimate responsibility for athletic eligibility rests with the student-athlete and
his/her respective coach.
The Academic Counselor for Student-Athletes serves as a liaison between the Athletic
Department and all University staff, faculty and personnel regarding concerns and
procedures. All academic services provided by the Athletic Department shall be in total
compliance with our institutional responsibility as it relates to SLC and NCAA rules,
regulations, agreements, precedents and published interpretations.
The Athletic Department goals regarding student-athletes are:
1.
2.
3.
4.
Select quality student-athletes for admission.
Provide the student-athlete support and encouragement.
Encourage commitment to and continued interest in academic progress.
Enhance the image of the University and provide service to the community.
SERVICES AND PROGRAMS
Academic Advising
Although the Academic Counselor for Student-Athletes will assist with the registration
process, student-athletes must confer with their academic advisor before or during each
registration and at any time when decisions concerning registration (such as withdrawing
from class) are made. Advisors are members of the faculty or staff of the college in which
students are enrolled. They provide assistance in planning students’ academic programs
and help them to become familiar with the academic offerings and regulations of the
University and with academic support services.
Each department or program assumes responsibility for advising those students who have
declared majors in that area. Student-athletes whose advising needs are not being met
should bring the matter to the attention of the Academic Counselor for Student-Athletes.
Study Hall
Professionally supervised study sessions for each athletic team are organized in order to
help ensure the academic success of the student athletes. The main focus of the study hall
program is to help students develop consistent and appropriate study patterns by providing
a structured setting to work on class assignments and to provide tutorial assistance before
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academic problems arise. Although the criteria for study hall is left to the discretion of each
coach, typically, most freshmen and upperclassmen who have not yet achieved a
satisfactory cumulative grade point average are asked to attend study hall. The study hall
is equipped with 10 Dell computers and a laser jet printer. The hours for study hall are as
follows:
Sunday: 5:00p.m. – 9:00 p.m.
Monday – Thursday: 8:00 a.m. – 8:00 p.m.
Friday: 8:00 a.m. – 1:00 p.m.
Tutor Program
The tutorial program is available to all student athletes as they progress towards their
ultimate goal of obtaining a college degree. The utilization of tutors is a privilege designed
to assist student-athletes with their academic course work.
Student-athletes are
encouraged to seek tutorial assistance in The Learning Center. Upon request, studentathletes can also utilize departmental tutors. Student-athletes should always have relevant
class materials, books, homework for tutorial sessions. Remember tutors are here to assist
you, not complete the work for you. The hours for The Learning Center are MondayThursday 9:00a.m. – 8:00 p.m. The phone number for the Learning Center is 562-4148.
The Director of General and Basic Studies and Academic Advising and Retention will
annually assess all student-athlete academic services and report findings to the Dean of
Enrollment Management who has the responsibility for approving of all academic services.
Annual findings will be reported to the MSU Athletics Advisory Committee in the spring of
the academic year.
New Student Orientation
All new student-athletes, both freshman and transfer students, are expected to attend an
orientation session preceding their enrollment. The orientation program is designed to
provide students with information about the University and their academic programs and to
prepare them to register.
Freshman Foundations and Students in Transitions promote the educational and personal
success of all students who are in their first year at McNeese. Every first time freshman is
required to enroll in an appropriate section of FFND 101 during the first semester at
McNeese. For more information, call 562-4207.
Student-Athlete Orientation
Each Fall the Compliance Coordinator and Academic Counselor for all athletes will meet
with each team.
They will review important NCAA information as well as McNeese
policies. You will be given important information about Athletic Department, McNeese
State University, the Southland Conference, and NCAA rules and regulations.
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Student Classification
Definitions of undergraduate student classification are as follows:
FRESHMAN:
A student who has not earned 30 semester hours.
SOPHOMORE:
A student who has earned a minimum of 30 semester hours but less
than 60.
JUNIOR:
A student who has earned a minimum of 60 semester hours but less
than 90.
SENIOR:
A student who has earned a minimum of 90 semester hours.
POLICIES
Academic Integrity Policy
McNeese State University seeks to strengthen the value of the student academic
achievement by fostering a learning environment which is based on honesty, respect,
fairness, responsibility, and excellence. Consequently, the University expects that all
members of its academic community will demonstrate honesty and integrity in all academic
relationships. The purpose of the Academic Integrity policy is to provide students, faculty,
and staff with guidelines about what behaviors violate academic integrity expectations, and
the process for addressing academic integrity issues. For further information, refer to the
McNeese State University Catalog, www.mcneese.edu.
Class Attendance
Class attendance is regarded as an obligation as well as a privilege, and students are
expected to attend regularly and punctually all classes in which they are enrolled. Failure to
do so may jeopardize a student’s scholastic standing and may lead to suspension from the
University.
Student-athletes are expected to attend all classes. Permission to make up missed class
work as a result of absence is granted at the discretion of the instructor. Although
individual instructors may have policies ranging from two cuts to unlimited cuts the Athletic
Department policy supersedes all instructor policies. The only times that a student-athlete
should miss classes are:
1. Absences due to an athletic contest or travel to an athletic contest.
2. Illness or injury verified by a doctor or the athletic trainers.
3. Personal reasons with prior approval of the instructor and the Head coach or
their designee.
Student-athletes must provide a copy of their sports’ schedule and class excuses for team
travel to their instructors at the beginning of each semester. Arrangements for taking any
examinations or completing work assignments affected by team travel are the responsibility
of each student-athlete.
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Due to the importance of class attendance, the Academic Counselor for Student-Athletes
will monitor attendance of all student-athletes. All unexcused absences will be reported to
the head coach. McNeese attendance regulations permit an instructor to assign a “WN”
(Withdrawal for Non-Attendance) as a final grade if the student’s unexcused absences
exceed 10% of the total classes.
The McNeese State University Class
www.mcneese.edu/policy/attendance.php.
Attendance
policy
can
be
seen
at
NOTE: All recipients of federal financial aid should contact the Office of Financial Aid and
consult the section of the catalogue concerning financial aid to understand the implications
of these attendance regulations on funding and the repayment of funding received. In
addition, students should understand that failure to comply with these regulations may have
an impact on TOPS eligibility, private insurance coverage, tax status, etc.
SUMMER SCHOOL AND 5TH YEAR SCHOLARSHIPS
It will be the head coach’s responsibility to determine which student-athletes will receive
summer school and/or fifth year scholarships.
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Academic Retention
There are three categories of academic status: academic good standing and eligible to be
enrolled; academic probation and eligible to be enrolled; and academic suspension and not
eligible to be enrolled. Academic standing notations appear on the academic transcript.
Although students will usually receive official notification of academic status, such notice is
not a prerequisite to students being placed in one of the above categories. Students have
the responsibility to ascertain their academic status prior to the beginning of the next
enrollment period. College within the University may set higher academic status rules.
Academic Probation
A student will be placed on academic probation whenever the cumulative average is 10 or
more quality points below a 2.0 average; this is, the total number of hours pursued,
multiplied by two, exceeds the quality points earned by 10 or more. Once on academic
probation, a student will remain on probation (as long as each semester or summer session
average is at least 2.0) until the cumulative grade-point average of 2.0 or higher is
achieved.
Once a cumulative grade-point average of 2.0 or higher is achieved, a student will be
placed in academic good standing.
Transfer students may be admitted on probation, pending receipt of credentials to
determine academic status.
Academic Suspension
A student on academic probation will be suspended at the conclusion of any semester or
summer session in which a grade-point average of at least 2.0 is not obtained. First-time
freshmen will not be suspended prior to the completion of two semesters of enrollment.
The first period of suspension will be for one regular semester. A student suspended for
the first time at the end of the spring semester may attend the summer session without
appeal. If the cumulative grade-point average is raised to 2.0 or higher, the student is
placed in academic good standing and the suspension period is lifted. The student may
then attend the fall semester without appeal. If the student does not raise the cumulative
grade-point average to 2.0 or higher in the summer session, the suspension for the fall
semester is in effect. In this case, only one suspension is counted.
A second or subsequent suspension is for one calendar year. A student suspended for a
second or subsequent time at the end of the spring semester may also attend the summer
session without appeal.
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A student suspended at the end of any term or semester may appeal to the Academic
appeals Committee to be readmitted. Appeals forms may be obtained from the office of the
Registrar. The committee may grant, delay, or deny a student’s appeal. If the appeal is
denied by the committee, the student may appeal to his/her academic dean for
readmission.
A student suspended from a University of Louisiana System institution may not enroll in
another university within the System, but may enroll in a community college with approval
of both the suspending institution and the community college. Credits earned
under these conditions may be accepted for degree credit at the suspending institution
provided grades of “C” or higher are earned in each of the courses to be transferred.
Registration will be cancelled for a student who registers during regular registration (prior to
the end of a semester or summer session) and is then suspended.
Transfer students who have been suspended from other systems may appeal to enroll at
University of Louisiana System institutions during the academic suspension period only if
they have a 2.0 cumulative average. Appeals may be granted or denied.
Other Suspensions
A student may be suspended or expelled from the University for reasons other than poor
academic performance. In these cases, if a student is permanently dismissed from the
University, the notation “ineligible to enroll” will appear on the student’s academic transcript.
If a student is dismissed for a specific period of time, the notation “eligible to return
(semester) (year)” will appear on the student’s academic transcript.
Academic Readmission
Returning students who 1)have been dismissed from the University and have not been
enrolled for one term or more; 2) withdrew or canceled their registration during a previous
term of attendance; or 3) have been out of school for two or more consecutive terms, must
submit an application for admission and a non-refundable fee of $20.00 to the Office of the
Registrar.
An official transcript from each institution attended since last attending McNeese must be
sent directly from the institution to the Office of the Registrar. This also applies to students
attending only the summer session at another institution.
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PROCEDURES
Recruiting Procedures
The Compliance Office staff assists coaches in meeting recruits and their parents. There
are several recruiting weekends per year when large numbers of students visit the campus.
There are also times when smaller numbers or even one student may come in to visit MSU.
While meeting with prospective students, the Academic Counselor for Student Athletes will
outline services that the Athletic Study Lab offers to each student athlete at MSU, such as
access to tutoring.
Admissions Procedures
The Office of the Registrar reviews every prospective student athlete’s application materials
and evaluates them for admission. A domestic student athlete that is applying to MSU
must submit a completed application, their high school transcript, SAT/ACT score, and a
$20 application fee. After receiving an application, the Office of the Registrar reviews it to
verify that the student meets all the qualifications for admission. For up to date admissions
procedures go to: www.mcneese.edu/prospective.
The admissions requirements for athletes are the same as admissions for all
students.
Eligibility Procedures
Confirming student athlete eligibility is an ongoing process that takes place every semester.
Assessment Procedures
If a student athlete comes to McNeese State University and has been diagnosed with a
learning disability, they are referred to the Services for Students with Disabilities Office.
Academic Release Procedures
The written consent of the student is required for the disclosure or publication of any
information that is 1) personally identifiable of the student; and 2) a part of the educational
record. The Compliance Office offers two waivers to the student athletes to sign in order
for the office to release student information. It permits the staff to discuss the student’s
educational disability as it relates to educational accommodations and modifications.
Scholarship Book List Procedures
The Compliance Office will supply the MSU Bookstore with the schedules and list of all
student-athletes that will be eligible for a book scholarship for the new academic semester.
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The list and schedules will be used for the student-athletes to sign for books at the
University Bookstore. The list and schedules of student-athletes will be used to verify that
the student-athlete is eligible for the books. The book scholarship pertains to textbooks
only and does not include any supplies for the classes.
Billing Procedures**
The Compliance Office creates a list of full and partial tuition fees and payments with the
value of their scholarship and sends it over to Scholarship and Testing Office to be placed
into the MSU system. This information is then sent to Accounting. Accounting then posts
the billings for each student athlete and the statements are mailed out to the student
athletes.
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203 – STUDENT SERVICES
Character, intellect, and athletic ability are the combined qualities that make a student a
candidate for athletic participation at McNeese State University. Once those qualities have
been demonstrated, the Department of Athletics is committed to a program that will develop
student athletes’ athletic skills and prepare them for rewarding careers.
Academics
To promote academic excellence and support the efforts of every student-athlete to earn a
degree,
Athletics
To support the development of athletic potential with a commitment to sportsmanship and
teamwork,
Personal Development
To enhance personal development by emphasizing the qualities of leadership,
Community Service
To establish a commitment of service to others as a foundation for a balanced lifestyle,
and,
Career Development
To foster the development of meaningful careers.
STUDENT-ATHLETE ADVISORY COUNCIL (SAAC)
The Student-athlete Advisory Council (SAAC) is comprised of representatives of each of
the 16 varsity athletic teams. SAAC members are selected by the Head Coach. The
SAAC meets once a month. All representatives are expected to attend unless there are
conflicts with participation.
SAAC Objectives
a) Emphasize academic opportunities and responsibilities of student-athletes in their
college experience.
b) Encourage student-athletes to apply what is learned in athletics to their course of
study and ultimately, to their career development.
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c) Promote positive relationships between student-athletes, the staff, the faculty of the
University, and the residents of the community.
d) Assist in the implementation of programs that will promote a positive image of
intercollegiate athletics and student-athletes which include community service.
CAREER SERVICES
The McNeese Career Services Center offers lifetime career assistance to the students and
alumni of McNeese. Career Services is the campus focal point for students, alumni, and
potential employers. It is committed to serving students and employers and assisting both
to meet their employment needs. Students are encouraged to register, which can be done
via the website: http://www.mcneese.edu/career, to have the opportunity to apply and
interview for job opportunities.
Career testing is also available to McNeese students by appointment for a fee of $35. The
Career Management Battery consists of three assessment tools including aptitude, interest,
and personality. This test administration and interpretation are designed to provide
information to assist students and explore all relevant occupations. Some of the online
programs available to aid in career development and planning are VAULT, an educational
tool utilizing an online career library; a computerized career guidance and planning system
call SIGI PLUS; “Type Focus Careers”, an interactive online program that assists students
in developing career plans using personality type strengths; and “What Can I Do with This
Major?”, a resource that helps students connect majors with careers as well as outlining
common career areas, find typical employers and strategies designed to maximize career
opportunities. The center offers a variety of other career guidance resources and job
search related services as well as skills in resume writing and interviewing.
Career fairs are held biannually on campus through the center which offers an opportunity
for students and alumni to make contact with potential employers in the public and private
sector. Teacher job fairs are also scheduled biannually for education majors and alumni.
The use of electronic applications for students and employers, Cowboy Job Link, enables
the Career Services Center to be of greater assistance in the registration and employment
process for students, alumni and employers. It is not responsible for assuring employment;
however, it provides advice and serves as liaison between the student and the employer.
The student is ultimately responsible for career decisions and employment. The Center is
located in Holbrook Student Union Building across from the bookstore.
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OFFICE OF SERVICES FOR STUDENTS WITH DISABILITIES
The mission of the Office of Services for Students with Disabilities is to provide extensive
post-secondary services for emotionally, physically, and learning impaired students. Goals
include to facilitate the transition from high school to college; to assist students in
developing the necessary skills to succeed in college; to provide counseling, including
career counseling; and to assist in the successful transition from college to employment.
The Office of Services for Students with Disabilities provides academic support services
and accommodations for all disabled students enrolled at this institution as recognized by
the Americans with Disabilities Act (ADA). A major responsibility of the department is to
offer services such as monitored testing, interpreters, and note-takers for students with
disabilities that qualify for these accommodations.
Persons needing reasonable accommodations as provided by the Americans With
Disabilities Act should contact Tim Delaney in the Office of Services for Students With
Disabilities Ph. (337) 475-5916.
FINANCIAL AID
Each academic year, the Director of Financial Aid calculates the cost of attendance for all
McNeese students as well as “Full Grant-In-Aid” budgets for NCAA Athletes. Copies of
each are distributed to the Director of Compliance, Athletic Business Coordinator, and
Budget Officer.
The Athletics Department sends all athletic scholarship forms to the Director of Scholarship
and Testing to sign all of the “Grant-In-Aid” forms. Once the Director has signed the forms,
copies are made to indicate the athletic scholarship awards within the Financial Aid
computer software system. The originals are returned to the Athletic Department.
The amounts of each athletic scholarship award are determined by the cost of attendance
and full grant-in-aid budgets. The Director of Financial Aid determines the cost of
attendance by using the Louisiana Association of Student Financial Aid Administrators
(LASFAA) budget committees recommendations, then adds the average semester tuition
expense plus the average room and board expenses for all McNeese students. The
Financial Aid Office maintains the original cost of attendance and worksheets used to
develop each budget.
The Scholarship and Testing records all athletic scholarship awards in the Financial Aid
software from the different sources, such as:
Copies of scholarship forms once the Director of Scholarship and Testing Office has
signed; Squad listing of awards received periodically from Director of Compliance;
Revised squad listing of awards will be reviewed periodically by the Office of
Scholarship and Testing. The CAi program is accessed online. The changes occur
as he/she receives changes from Compliance office, and sends all changes to the
Scholarship and Testing Office, where adjustments are made accordingly into the
Financial Aid software.
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Each athletic scholarship recipient receives an award letter from the Financial Aid Office
with their estimated scholarship award.
The Director of Compliance sends information to each coach questioning the continuation
or cancellation of each athletic student’s scholarship during the academic year. Through
the information received, the Director of Compliance notifies the Scholarship and Testing
office of any changes to a student’s scholarship award. When a student has been denied
an athletic scholarship, the Scholarship and Testing office prints out each student’s denial
letter. The Director of Scholarship and Testing signs the letters and mails them to each
student.
If a student chooses to file an appeal or complaint pertaining to his/her cancelled or
reduced athletic scholarship, the student has the right to appeal to the Scholarship Appeals
Committee. The procedures for appeal are provided by the Scholarship and Testing office.
The Scholarship and Testing office is to contact the Director of Compliance and/or Athletic
Director if McNeese coaches are found to be bringing students to the Financial Aid Office
seeking financial assistance. The coaches should refer the students to the Financial Aid
office to seek financial assistance on their own without the coaches bringing them
personally.
POLICY ON STUDENT FINANCIAL AID APPEALS
A student who wishes to appeal any decision related to his or her financial aid shall submit
a written request that includes the following:
The student’s name, student number, year in school, sport;
Type and amount of previous financial aid;
Reasons for believing that the decision was unfair, including names of institutional
staff members (e.g., coach, scholarship office, financial aid officer) with whom the
student has discussed the aid;
Copies of any relevant documents (e.g., letter regarding initial award of athletics
grant).
The student must submit these materials to the Scholarship and Testing office within 15
days after the student receives notification that the grant is being canceled. The student
may request an in-person hearing before the Scholarship Appeals Committee. The
Scholarship Appeals Committee reviews the appeal, and the committee’s decision is final.
There is no appeal beyond the Scholarship Appeals Committee. The appeals hearings are
scheduled within three (3) weeks after the appeal has been submitted.
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Financial aid at McNeese State University can take many forms including loans, grants,
scholarships, and work study programs. In order to apply for any financial aid studentathletes must fill out a Free Application for Federal Student Aid (FAFSA). This application
is available at the Office of Financial Aid in the Financial Aid Building. Once the studentathlete has completed the form and it has been processed, the federal government
determines a student’s financial need. Most grants and work-study programs are based on
need. Even if a student does not have financial needs as determined by the federal
government, he or she may still be eligible for student and/or parent loans. Grants and
loans may be separate from the student-athlete’s athletics grants-in-aid. (Athletics grantsin-aid are administered by the Compliance Office.)
Pell Grant
A federal need-based grant that is available to undergraduate students. This grant does
not have to be paid back. Approximate maximum award: $4310.
Federal Stafford Loan (Subsidized)
A federal need-based loan that pays varied amounts depending on the enrollment level of
the student (i.e., freshman, sophomore, junior, senior). The federal government pays all
interest accrued while the student is enrolled full time. Approximate maximum awards:
Freshman $2750 up to Senior $5500.
Federal Stafford Loan (Unsubsidized)
A federal loan that is not based on need that pays varied amounts depending on the
enrollment level of the student (i.e., freshman, sophomore, junior, senior). All students
admitted to degree seeking programs are eligible. The borrower is responsible for paying
all interest cost associated with this loan. Interest payments may be deferred and accrued
as part of the principle until the student graduates. Maximum award: Freshman: $3500 up
to Seniors $4500.
Federal Loan for Parents (FPLUS)
A parent may borrow for a dependent degree-seeking student. Both the parent and the
student are required to sign the FAFSA. Payments begin on FPLUS loans immediately
upon disbursement. A parent can borrow up to the total cost of education minus any other
financial aid the student may receive.
For additional information on Financial Aid, go to: www.mcneese.edu/finaid/.
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Scholarship and Testing
The Office of Scholarships and Testing provides information and assistance to prospective
and current students in meeting their scholarship and testing needs.
Each year McNeese students receive over $5 million in university and private scholarships,
exemptions, and awards. The Scholarship Office coordinates the application, selection, and
disbursement processes for the MSU academic scholarship program. In addition, they
administer the disbursement of all university non-athletic scholarships. Staff provides
workshops on the scholarship search and application processes. The Scholarships Office
also administers the Tuition Opportunity Program for Students (TOPS) and private
scholarships awarded by various organizations, companies, and entities.
The Testing Office provides assistance with a number of examinations related to the
collegiate arena.
The office is located in Kaufman Hall, Room 156 or may be reached by calling (337) 4755140 or 1-800-622-3352 extension 5140, or by email [email protected]
NCAA POSTELIGIBILITY GRANT-IN-AID
Post-eligibility aid is granted to deserving student-athletes for purpose of graduation and
extenuating circumstances. Factors such as academic performance, summer school
attendance, eligibility, and individual circumstances will contribute to receiving 5th year aid.
Recommendation from the Head Coach, academic counselor, and administrative approval
will dictate any 5th year aid. Must see Compliance Office to apply.
SPECIAL ASSISTANCE FUND
The NCAA sets up the Special Assistance Fund to assist student-athletes who have
financial needs. It can provide money for clothes/essential items and special course
supplies. It can also be used to help pay for medical, dental, or vision emergencies. In
addition, the Special Assistance Fund can help student-athletes in the case of a family
emergency.
In order to receive aid from the Special Assistance Fund, student-athletes must qualify for a
Pell Grant. Redshirt, medical hardship, and 5th year aid student-athletes who receive Pell
Grants also qualify. Student-athletes do not have to be on scholarship, but please note:
first year non recruited walk-ons may not apply.
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Course Supplies
Student-athletes who are on Pell and taking a class that requires special supplies (art or
drawing products, etc.) may be able to use the Special Assistance Fund to pay for them.
Here is how to find out:
a)
b)
c)
d)
Take the appropriate syllabus to the Compliance Office.
If the item needed is OK for the Special Assistance Fund, go purchase the item.
Turn in the receipt(s) to the Compliance Office and fill out some forms.
A check will be available at the cashier’s office in about two weeks for pickup.
Medical/Dental/Vision
If a student-athlete has a medical, dental, or vision problem:
a) See the appropriate trainer
b) The trainer will schedule a doctor or dentist’s appointment.
Student-athletes must see their trainer to have the Special Assistance Fund cover these
expenses---if they do not, they will have to pay.
Family Emergency
Any student-athletes who have a family emergency should go to the Compliance Office.
The Special Assistance Fund may provide them with a way to get home for a funeral or
critical illness of a member of their IMMEDIATE FAMILY (mother/father, brother/sister).
If they have an emergency involving other family members, their request may be
considered by administrative review.
STUDENT ATHLETE OPPORTUNITY FUND
The student-athlete opportunity fund is intended to provide direct benefits to studentathletes or their families. The fund shall be used to assist student-athletes in meeting
financial needs that arise in conjunction with participation in intercollegiate athletics,
enrollment in an academic curriculum or that recognize academic achievement.
All student-athletes, including international, are eligible to receive SAOF benefits,
regardless of whether they are grant-in-aid recipients, have demonstrated need or have
either exhausted eligibility or no longer participate due to medical reasons. Additionally,
student-athletes receiving monies from the Special Assistance Fund may also receive
SAOF benefits.
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204 – COMPLIANCE
MISSION STATEMENT
McNeese State University is committed and obligated to the principle of institutional control
in operating its athletics program in a manner that is consistent with the letter and the spirit
of the NCAA, SLC, and University rules and regulations.
The Compliance Office coordinates, monitors, and verifies compliance with all NCAA
requirements and educates the various constituencies of the University and the community
regarding NCAA/SLC regulations. The Compliance Office is dedicated to providing
educational programs and interpretive support to ensure that all individuals involved with
the athletics program understand and adhere to the university’s compliance expectations.
The Athletics Department is committed to the principle of institutional control through the
education of coaches, staff, student-athletes and other individuals within the athletics
program. The Compliance Office has put into place monitoring procedures and educational
programs that provide guidance in how to work within the rules. Each individual within the
Athletics Department is obligated to maintain competency in knowledge of rules, to act
within his or her realm of responsibility in full compliance with the rules and to report any
violations of the rules.
When a violation occurs, the Associate Athletics Director for Compliance conducts an
investigation and reports the findings to the Director of Athletics and the Faculty Athletics
Representative. Rules violations are reported to the conference office and NCAA with
copies going to the President, FAR, Conference Commissioner, Director of Athletics and
any staff members involved. Appropriate self-imposed penalties will be included as well as
any corrective action that was taken to rectify the situation that caused the problem.
The Compliance Office is located in Kaufman Hall Room 325 and is staffed by the
Associate Athletics Director for Compliance, the Compliance Assistant, the Academic
Counselor for Student-Athletics, assistant to the Academic Counselor, Coordinator of
Student-Athlete Mentoring, and 2 graduate assistants.
It is the goal of the compliance program to place the university in a pro-active position by
educating, overseeing, and monitoring the intercollegiate athletics program and maintaining
a positive compliance environment.
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GAMBLING ACTIVITIES
The NCAA membership adopted NCAA Bylaw 10.3 prohibiting athletics department staff
members and student-athletes from engaging in gambling activities as they relate to
intercollegiate or professional sporting events.
Staff members of a member conference, staff members of the athletics department of a
member institution and student-athletes shall not knowingly: (Revised 4/22/98 effective
8/1/98)
1. Provide information to individuals involved in organized gambling activities
concerning intercollegiate athletics competition;
2. Solicit a bet on any intercollegiate team;
3. Accept a bet on any team representing the institution;
4. solicit or accept a bet on any intercollegiate competition for any item (e.g. cash,
shirt, dinner) that has tangible value; or (Revised: 9/15/97)
5. Participate in any gambling activity that involves intercollegiate athletics or
professional athletics, through a bookmaker, a parlay card or any other method
employed by organized gambling. (Revised: 1/9/96, 1/14/97 effective 8/1/97)
The use of the Internet shall be prohibited for the purpose of any gambling activity involving
intercollegiate athletics or professional athletics.
Finally, a prospective or current student-athlete found in violation of NCAA Bylaw 10.3 shall
be subject to becoming ineligible for further intercollegiate competition. An institutional staff
member found in violation of this policy shall be subject to suspension without pay or
terminated if found to be involved in deliberate or serious violations of NCAA regulations.
RULES INTERPRETATIONS
1.
The Compliance Coordinator is responsible for rules interpretations and all questions
concerning NCAA and/or conference rules should be directed to the Compliance
Coordinator.
2.
Only when the Compliance Coordinator is unavailable and the rules interpretation
question is urgent should a question be directed elsewhere. When the Compliance
Coordinator is unavailable, the question should be referred to the Compliance
Assistant or the Athletic Director.
NCAA RULES EDUCATION
All coaches and staff members will be kept informed of NCAA and SLC rules by the
Compliance Coordinator through use of e-mails, phone contact, and memos. In person
Sport department meetings will be conducted periodically. Meetings for coaches and staff
with the Compliance Coordinator will be held monthly to update coaches on rule changes.
All newly hired coaches are required to attend an NCAA introductory rules education
session. Policies and procedures for McNeese State University’s compliance program will
be reviewed
It is the responsibility of the head coach to arrange this orientation at the
earliest opportunity for the new employee.
204-2
RULES VIOLATION REPORTING PROCEDURE
Knowing and understanding NCAA and SLC rules is the responsibility of all athletics
coaches and staff. If any coach or staff member suspects that a rule has been violated
he/she have an obligation to report it to the Athletics Director and the Athletics Compliance
Coordinator on a timely basis.
The Athletics Director, the Athletics Compliance
Coordinator, and the Faculty Athletics Representative will determine whether or not there
has been a violation and will take appropriate action. At the discretion of the Faculty
Athletic Representative, individual violation cases may be brought to the Athletic Advisory
Committee for detailed review. All violations are reported annually to the Athletic Advisory
Committee for review and monitoring.
If any coach or staff member suspects that another school has violated a rule, he/she
should report it to the Athletics Director and the Athletics Compliance Coordinator, who will
inform the conference office of the suspected violation. The conference office will look into
the matter and take appropriate action.
NCAA OPERATING BYLAWS
11.1.2.1 Responsibility of Head Coach. It shall be the responsibility of an institution’s
head coach to promote an atmosphere for compliance within the program supervised by
the coach and to monitor the activities regarding compliance of all assistant coaches and
other administrators involved with the program who report directly or indirectly to the coach.
ATHLETICS DEPARTMENT STAFF ATHLETICALLY RELATED INCOME
BYLAW:
11.2.2
PURPOSE:
Report athletically related income per NCAA rules
FORMS:
Athletics Department Staff Athletically Related Income Form
PROCEDURE:
Forms to be completed by Athletics Department staff member,
reviewed and signed by Director of Athletics then submitted to the
President at the time of signing his/her letter of appointment.
The Athletics Department conforms to NCAA and SLC guidelines relative to athletically
related income. Staff members are required to annually provide a written detailed account
to the chief executive officer for all athletically related income and benefits from sources
outside the institution. The staff member’s request for approval also shall be in writing and
shall include the amount and source of the income. Sources of such income shall include,
but are not limited to, the following: income from annuities; sports camps; housing benefits
including preferential housing arrangements); country club memberships; complimentary
ticket sales; television and radio programs; and endorsement or consultation contracts with
athletics shoe, apparel, or equipment manufacturers.
204-3
Policies for Outside Employment as presented in the McNeese Faculty/Staff Handbook
apply to Athletics Department personnel.
BONUSES FOR SPECIFIC AND EXTRAORDINARY ACHIEVEMENT
BYLAW
11.3.2.3
PURPOSE:
To permit full-time coaches for any McNeese athletic team that wins a
conference championship to qualify for pay adjustments if funds are
available. Bonuses may also be available in accordance with the
University’s policy.
PROCEDURE:
McNeese will permit additional (non-recurring) supplemental pay to
coaches for team participation in post-season games. To be eligible
for such pay, a “team” is defined as a group of at least five studentathletes participating in post-season play. Such play will be funded
from outside funds to be deposited and paid through the University
according to the policy of the Board of Supervisors. The following
table represents the maximum percentage that will be approved for
each level of post-season competition.
Participation in post-season team competition
(First round) leading to a national title (including NIT) 1.50%
Participating in the second round
2.00%
Participation in the third round
2.00%
Participation in additional rounds
2.00% each
Compensation will go only to full-time personnel who coach the particular sport involved.
COACHES CERTIFICATION TO RECRUIT OFF CAMPUS
BYLAW:
11.5.1
PURPOSE:
To certify that coaches have an understanding of the NCAA rules. It is
required by the NCAA and is administered institutionally with oversight
by the Southland Conference.
PROCEDURE:
All coaches receive a copy of the NCAA and Southland Conference
manuals. All recruiting must be in accordance with NCAA and SLC
rules.. At the end of each academic year, all coaches must take the
NCAA Coaches Certification Exam. The NCAA requires a minimum
80% score on the test in order to be certified. All coaches employed at
204-4
later dates are required to take the coaches Certification Exam before
they are allowed to recruit off campus.
The test is administered by the Institutional Representative or by the
Compliance Office.
The Athletics Compliance Office will be responsible for reviewing all
recruiting rules and any new legislation with the various team coaches
prior to their recruiting season. The Athletics Compliance Assistant
will furnish Compliance Calendars to all coaches.
DECLARATION OF COACHING STAFF
BYLAW:
11.7.1.1
FORMS:
Declaration of Coaching Staff Form (Appendix W)
PURPOSE:
This form identifies the number of coaching staff members.
PROCEDURE:
Before each academic year, the Head coach will declare his or her
coaching and support staff. This form is required by the NCAA.
Coaches shall abide by the rules and regulations of the NCAA and any conference of which
the University is a member. If found in violation of NCAA or Conference regulations,
coaches may be suspended for a period of time, without pay, or employment terminated if
the coach is found to be involved in deliberate and serious violations of NCAA or
Conference regulations.
Each year department staff members (including part-time and clerical staff members) will
attest that the individual has reported any knowledge of involvement in any violations of
NCAA legislation involving the institution. (Bylaw 20.3.5)
STUDENT-ATHLETE EMPLOYMENT PROGRAM
BYLAW:
12.4
FORMS:
Student-Athlete Employment Information Letter
Student-Athlete Employment Information Questionnaire
Fee for Lesson Form (Appendix U)
PURPOSE:
Monitor student-athlete employment to ensure that student-athletes are
not in violation of NCAA rules.
204-5
PROCEDURE:
Forms to be completed by student-athlete, compliance Office, and
subsequently verified by student-athlete’s employer.
The forms are to be completed before the first day of employment by
the student-athlete.
Coaches Involvement with Prospects Prior to Full Time Enrollment at McNeese State
University
1. Coaches will send a list of prospects who have not satisfied eligibility
requirements to the Compliance Office.
2. Coaches will not encourage transfer prospects who have not met eligibility
requirements to relocate to Lake Charles, LA nor have any involvement with
academic course work required to meet eligibility standards.
3. Coaches will arrange a meeting for prospective athletes who choose to relocate
prior to full-time enrollment with the Compliance Coordinator. At this time the
prospect will complete the form in which the prospect declares he is residing in
Lake Charles prior to Initial full time enrollment. (Appendix V)
STUDENT-ATHLETE INVOLVEMENT IN INSTITUTIONAL,
EDUCATIONAL AND NONPROFIT APPEARANCES
CHARITABLE,
BYLAW:
12.5
FORMS:
Use of Student-Athlete’s Name, Picture or Appearance to Support an
Institutional, Charitable, Educational or Nonprofit Promotional Activity
Form
PROCEDURE:
The release form used to cover all promotional activities involving a
student-athlete and an institutional, charitable, educational or nonprofit
organization is the Use of Student-Athlete’s Name, Picture or
Appearance to Support an Institutional, Charitable, Educational or
Nonprofit Promotional Activity Form.
There is a space provided for the brief identification of the date, time
and location of the promotional activity, as well as the name of the
organization sponsoring the activity, the context and purpose of the
activity, the student-athletes that will be involved in the activity and any
expenses that may be provided to the student-athlete.
Once all the information is filled out on the form, the final approval of
the activity will be met by the dated signature of the Director of
Athletics on the front of the form.
A copy of the completed form will be kept on file in the promotional
activities folder in the Compliance Office. Not having this form
completed could render the student-athlete ineligible.
204-6
FUND RAISING
Any involvement of student-athletes in fund-raising activities requires prior approval.
Coaches will complete the Special Activity Form ( Appendix S) to receive approval
before conducting fund-raising activities.
MEMORABILIA REQUEST
BYLAW:
12.5
FORMS:
Institutional Memorabilia Record
PURPOSE:
To ensure that memorabilia is distributed within NCAA guidelines.
PROCEDURE:
The form titled Questionnaire for Items Containing the Name,
Picture or Image of a Current Student-Athlete is used.
All memorabilia requests are initiated through the specific coach’s
office, then handled through the Compliance Office.
All requests must complete a form and receive a copy of the guidelines
for autographed item.
CERTIFICATION OF RECRUITED STATUS
BYLAW:
13.02.12.1
FORM:
Certification of Recruited Status Form
PURPOSE:
To determine if a prospective student-athlete is a recruited prospective
student-athlete.
PROCEDURE:
The student-athlete will complete and sign the form. The Director of
Compliance will review the form to determine whether or not the
student-athlete was recruited. After making this determination, the
Director of Compliance will identify the recruited status on the form and
then sign and date the form.
These forms are to be filed in alphabetical order in the appropriate
sports folder.
WEEKLY CONTACT AND EVALUATION SUMMARY FORM
BYLAW:
13.1
FORM:
Prospect Telephone Log (Appendix B)
Off Campus Recruiting Form
204-7
PURPOSE:
To monitor recruiting contacts with a prospect by institutional staff
members.
PROCEDURE:
A copy of the off campus recruiting form is turned in by each coach
who has made a recruiting contact or an evaluation of a prospective
student-athlete for reimbursement.
The form is to be filled out and signed by the coach who made the
recruiting related travel. The form is forwarded to the Compliance
Office.
The prospect telephone log is to be turned in every month to the
Compliance Office for monitoring of phone calls made.
MCNEESE STATE RECRUITING LOG
BYLAWS:
13.1.3, 13.1.6, 13.1.8.1
FORM:
Recruiting log (Appendix B)
PURPOSE:
To monitor weekly telephone calls and recruiting contacts with a
prospect by institutional staff members.
PROCEDURE:
The coaching staff is to turn in all recruiting logs at the end of the fiscal
year. Spot checks will be conducted twice during the academic year.
OBTAINING PERMISSION TO CONTACT A STUDENT-ATHLETE FROM A FOUR YEAR
INSTITUTION
BYLAW:
13.1.1.2 and 13.1.1.3
FORM:
Transfer Release Form
PURPOSE:
To obtain permission of an institution’s Director of Athletics (or
designee) to contact a student at that institution.
PROCEDURE:
When a transfer situation arises, the Head coach requests that a
transfer release form be sent to the institution at which the athlete is a
student. This form is directed to the appropriate college’s Director of
Athletics (or designee) requesting information and permission to talk to
an incoming transfer student.
204-8
RELEASING A STUDENT-ATHLETE TO ANOTHER FOUR-YEAR INSTITUTION
BYLAW:
13.1.1.3
FORM:
Transfer Release Form
PURPOSE:
To grant another four-year institution permission to contact a studentathlete enrolled at McNeese State University.
PROCEDURE:
Please note that McNeese State University will not grant any
“permission to speak” or “releases” to other schools in the Southland
Conference. A student-athlete still has a right to appeal. When a
student-athlete informs a Head coach that he/she would like to transfer
to another institution, he/she must fill out a written exit survey form
before the Compliance Coordinator will provide the requested release.
When a student-athlete notifies the Compliance Coordinator, they must
notify the appropriate Head coach. Then final notification to transfer
should be sent to the Compliance Coordinator. Once notification has
been conveyed to the Compliance Coordinator, it is the Head coach’s
responsibility to determine the student-athlete’s transfer status. If a
Head coach restricts or limits which schools can contact the studentathlete, then it is the Head coach’s responsibility to provide this
information to the Compliance Coordinator. The student-athlete will be
informed of their right to an appeal. NCAA Bylaw 13.1.1.3.1. This
appeal must be done in a timely manner by a committee made up of
individuals outside of the athletics department.
In accordance with Bylaw 13.1.1.3.1, the student-athlete must be
informed of the right to an appeal. The student-athlete must request
an appeal and provide a written statement outlining their reasons for
requesting a transfer. The appeal should be convened in a timely
manner and chaired by the Dean of Student Services and consists of
faculty members and administrators from outside the athletics
department. Once a decision is rendered, the Compliance Office will
be notified of the committee’s findings and the appropriate paperwork
will be completed. Copies of related correspondence, releases and
committee decision will be kept on file with the Compliance Office.
Academic Evaluation of Prospects:
1. Coaches in all sports should present transcripts to the Administrative Specialist
for review before the prospect signs the National Letter of Intent. The suggested
timetable for submission of transcripts is: Football - before December 1; other
sports - two months before signing.
2. The Administrative Specialist will review the transcripts of prospective studentathletes and supply an opinion to each coach as to the probable academic
eligibility of the prospects at McNeese State University.
204-9
NATIONAL LETTER OF INTENT
BYLAW:
13.9
FORMS:
Athletics Scholarship Award Sheet (Appendix A)
National Letter of Intent
Grant In Aid (Appendix O)
PURPOSE:
When signed by a prospective student-athlete, the National Letter of
Intent (NLI) commits the prospect to attend McNeese State University
for the next academic year.
PROCEDURE:
The signing process begins with the head coach/recruiting liaison of a
sport request for a National Letter of Intent and a Grant in Aid for a
prospective student-athlete.
The coaches are responsible for completing the request for a National
Letter of Intent and a Grant In Aid.(Form U in Appendix) The
Compliance Office will complete the forms and return to the coach.
The coach is responsible for obtaining the Director of Athletics
signature on the National Letter of Intent and the Grant in Aid. The
Grant in Aid also must be signed by the Director of Scholarships or her
designee before the papers are sent to the recruit for his/her
signatures.
The Compliance Office keeps notebooks titled GIA for the purpose of
filing the Grant In Aid and National Letter of Intent on each recruit per
sport. The compliance staff must check to ensure that each NLI is a
valid NLI. A valid NLI is one that is completed during an NLI signing
period and filed by the conference within three weeks of the date of the
signee’s signature. Each signed recruit keeps one copy of the Grant In
Aid and the National Letter of Intent, the Compliance Office keeps one
copy of the Grant In Aid and the National Letter of Intent in the
notebooks for the current year. The Director of Athletics office will get
a copy of the National Letter of Intent and the Grant In Aid to keep in
the student-athlete’s folder. The Scholarship Office will receive a copy
of the Grant In Aid.
BYLAW:
13.9.1
An institution shall not provide a high school or preparatory school
prospective student-athlete a written offer of athletically related
financial aid (Bylaw 115.3.2.3) until he or she has registered with the
NCAA Eligibility Center and the institution has placed the prospective
student-athlete on its institutional request list (IRL) with the NCAA
Eligibility Center. (Adopted 4./26/07, effective 8/1/07)
204-10
Prospect Signing:
1. The Compliance Office will compile a list of signees upon receipt of National
Letters of Intent. All comments from coaches and institutional staff about signees
will be made in compliance with NCAA rules.(Bylaw 13.10.8)
2. a. Compliance Coordinator sends a list of signees to Admissions/Records
Technician.
b. The Athletics Compliance Coordinator will mail a signing packet to each
signee.
The packet will include:
• Admissions Application
• McNeese Immunization Policy
• Free Application for Federal Student Aid
• McNeese Housing Application
3. The Admissions/Records Technician receives the admission information from
the Signees and remains in contact with the NCAA Clearinghouse. The
Admissions/Records Technician periodically updates the Compliance
Coordinator as to what forms have been received and what information is
needed by the University or the NCAA Clearinghouse. All Clearinghouse forms
will be distributed to the coaches when updates occur.
4. The Athletics Compliance Coordinator will periodically notify each head coach
as to what forms have been received and which are still needed.
5. The coach that recruits the student-athlete is responsible for reminding the
athlete to send in all of the required forms to the University and the NCAA
Clearinghouse.
6. The head coach of each sport is responsible for submitting to the Compliance
Coordinator all signees’ names along with all returning student-athletes on
scholarship list prior to June 1st of each year.
7. The Compliance Coordinator is responsible for compiling all the studentathletes names on the appropriate squad list and distributing these lists to the
Director of Athletics, Registrar, and Director of Financial Aid by July 1st of each
year.
8. Once the signee has cleared the NCAA Clearinghouse, the
Admissions/Records Technician will work with the Registrar in preparing the
Conference Eligibility list and after obtaining the appropriate signatures,
forwards the list to the Conference office.
CAMPS AND CLINICS
BYLAW:
13.2
FORMS:
Camps and Clinics Packet (Appendix N)
PURPOSE:
To monitor the employment of employees at institutional summer
camps and to monitor the attendance of prospective student-athletes
who attend institutional summer camps.
204-11
PROCEDURES:
The most current Institutional Camps and clinics Policy must be
followed. This policy is located in the Offices of the Vice President for
Business Affairs and the Director of Athletics.
Camp brochures must be presented to the Compliance
Coordinator for approval before printing.
Coaches may operate camps, clinics, or workshops for the teaching of
athletic pursuits on University property to the end of better utilization of
facilities and with suitable compensation paid to the University for use of such
facilities. The use of University facilities will be determined by the availability
of those facilities as established by the University. Coaches in sports other
than men’s basketball may be employed in non-institutional / privately owned
camps / clinics per NCAA By-law 13.12.2.3. Coaches are required to submit
in writing details of employment to the Compliance Coordinator prior to their
employment.
1. Coaches who conduct camps will complete the Camps and Clinics packet.
Copies of this report must be submitted to the Compliance Office and the
Office of Business Affairs.
2. The Compliance Coordinator will check the recruiting list against the camp
list to check for prospects.
3. The Compliance Coordinator will check how recruits got to camp,
registration fees, etc., for NCAA rules compliance.
4. Coaches will follow all McNeese State University policies regarding camps.
SPORTS CAMP AND CLINIC FUNDS
Institutional Accounting Control
Any sports camp and clinic funds must be deposited and expended through
authorized institutional accounts and in accordance with normal institutional
accounting practices and procedures. Daily deposits of all cash and checks are
required. The Office of Business Affairs oversees the financial aspect of camps and
clinics. All requests for authorization should be addressed to the President’s Office.
All registration forms (with accompanying fees) must be submitted to the Athletics
Business Office to be recorded and processed as payment of registration fees
(forms available in the Athletics Directors Office and Athletics Business Office).
A representative of the Athletics Business Office must approve all institutional camp
and clinic expenditures.
No free or reduced fee admissions waivers for any camps or clinics may be granted
without following the attached procedures (Forms available in the Athletics Directors
Office and Athletics Business Office).
The Athletics Business Office must pre-approve all refunds to participants.
The appropriate reporting forms must be used and completed by the camp director
and submitted to the Athletics Business Office (forms available in Athletics Business
Office).
204-12
Within thirty (30) days following the conclusion of the camp or clinic a financial
report/summary must be presented to the Athletics Business Office including the
following:
a. Staff compensation
b. Receipts for registration fees
c. A final list of registrants, no shows, free or reduced admissions
recipients and refunds (including amount and reason for refund)
d. A listing of expenditures related to facility usage, use/purchase of
equipment, facility/field preparation, and maintenance and clean up
e. Concession sales
f. Housing/meal expenses
g. Promotion/advertising expenses
h. Inventory of items used by participants (e.g., equipment, and shirts)
All camps and clinics are subject to financial audit by the Internal Auditor and the
Legislative Auditor.
Process for Corporate Accounts
1. Any sports camp and/or clinic funds must be deposited and expended in
accordance with normal accounting practices and procedures.
2. Receipts:
a. No free or reduced fee admission waivers for any camps or clinics
(camp/clinic individual discounts and/ or camp/clinic group discounts) may be
granted without prior permission from the Athletic Compliance Coordinator.
b. All deposits must be made intact on a daily basis. “Intact” means that all cash
collected since the last deposit must be deposited and that no disbursements
can be made from these un-deposited receipts.
2. Within 30 days following the conclusion of the camp or clinic, a compilation report
will be prepared and submitted by a private certified accounting firm.
3. All camps and clinics are subject to a financial audit by the Internal Auditor and
the Legislative Auditor.
4. Any tax forms required (for example, in the instance of compensation pay) is the
sole responsibility of the corporation.
USE OF INSTITUTIONAL FACILITIES
Prior approval is required before outside (i.e. high school, jr. high, summer league,
etc.) teams involving prospects are permitted to use athletic facilities. The request
should be submitted to the event coordinator at least 24 hours prior to event.
Use of facilities for camps and clinics must be in accordance with institutional policy.
The policy may be found at www.mcneese.edu/policy/ under Policies of Use of
Facilities.
204-13
NCAA STUDENT-ATHLETE STATEMENT
BYLAW:
14.1.3
FORM:
NCAA Student Athlete Statement
PURPOSE:
To monitor and verify eligibility status for student-athletes.
PROCEDURE:
The form will be completed at the beginning of the academic year at
student-athlete compliance orientation or as student-athletes join the
team. The form must be completed prior to competing for the
university.
NCAA DRUG-TESTING CONSENT
BYLAW:
14.1.4
FORM:
NCAA Drug Testing Consent form
PURPOSE:
To affirm that the student-athlete is aware of the NCAA drug testing
program and authorize the NCAA to conduct a drug test. A listing of
NCAA banned drugs is also provided.
PROCEDURE:
The form will be completed at the beginning of the academic year at
student-athlete compliance orientation or as student-athletes join the
team. These forms must be completed prior to competing for the
university.
The completed forms are filed alphabetically in the appropriate sport
folder in the compliance office.
PARTICIPATION RECORD
BYLAW:
14.2
FORM:
SLC Participation Record
PURPOSE:
To identify those student-athletes who actually participated and used
one of their four seasons of competition or identify student-athletes
who were on the squad list for a particular sport but did not actually
participate in any competitions during the sport’s playing season.
204-14
PROCEDURE:
After the playing season of the sport is completed, the Head coach is
asked to place anyone who has participated in the season on the
participation record.
The completed SLC Participation form is signed by the Head Coach,
Director of Athletics, and Sports Information Director before sending to
Compliance office. The Compliance office rechecks for accuracy and
then signs and sends a copy to SLC office.
HARDSHIP WAIVER
BYLAW:
14.2.4
FORM:
NCAA Hardship Waiver Form
PURPOSE:
To petition to the NCAA that a student-athlete who is injured to the
point where he or she can no longer participate during that playing
season in athletic competition and has not already used a redshirt
season may receive a hardship waiver.
PROCEDURE:
A student-athlete can only receive a hardship provide they did not
participate in more than the maximum number of competitions allowed
by the NCAA for their specific sport and the physician attests to the
fact that the injury is season ending. The form is to be completed and
signed by the head coach, the team physician, the director of athletics,
and the faculty athletics representative.
The original completed hardship waiver with attached physician’s
statement regarding the injury is to be forwarded to the NCAA office. A
copy of the completed hardship waiver is to be filed along with the
copies of related correspondence in the hardship waiver file.
INITIAL ELIGIBILITY CERTIFICATION
BYLAW:
14.3
FORMS:
SLC Eligibility Verification for Student-Athletes
SLC Eligibility Certification for Competition
NCAA Eligibility Center Prospective Student-Athlete Details Report
(48-C)
PURPOSE:
To ensure that all student-athletes are certified as eligible to participate
in intercollegiate athletics.
204-15
PROCEDURE:
Prospective freshman student-athletes are placed on the Eligibility
Center’s Institution Request List at the request of the coaches. Prior to
certifying a student-athlete for competition, initial academic and
amateur certification is verified on the eligibility Center website and an
SLC Eligibility Verification for Student-Athletes form is completed and
signed by the Certifying Official (Registrar or Dean of Enrollment
management). It is maintained in the Registrar’s Office.
All student-athletes being certified are placed on the SLC Eligibility
Certification for Competition Form which is signed by the Certifying
Official and the Director of Compliance. The original is filed in the
Athletic Director’s Office and copies are maintained in the Registrar’s
Office, in the compliance Office and copies provided to the Head
Coach.
INTERNATIONAL STUDENT-ATHLETE ELIGIBILITY CERTIFICATION
BYLAW:
14.3.5.4
FORM:
NCAA General Eligibility Form for International Student-Athletes
PURPOSE:
To collect information related to the eligibility and amateur status of the
international student-athlete.
PROCEDURE:
In addition to the Freshman or Transfer Eligibility Certification
procedures, the NCAA General Eligibility Form for International
Student-Athletes must be completed and signed by the student, the
Head Coach and the Certifying Official prior to certification.
The completed form is maintained in the sport’s folder.
CONTINUING ELIGIBILITY CERTIFICATION
BYLAW:
14.4
FORM:
SLC Eligibility Certification for Competition
PURPOSE:
To ensure all student-athletes are certified as eligible to participate in
intercollegiate athletics.
204-16
PROCEDURE:
Progress toward degree requirements are determined by NCAA
standards and are monitored by the Academic Counselor’s office. The
Registrar’s Office certifies that each student-athlete has met progress
toward degree prior to certifying them for competition. The midyear
certification is completed following Fall Semester. Student-athletes’
must meet the required 6 hour rule and the necessary GPA. Before
the start of the Spring semester, all student-athletes’ eligibility status is
renewed and certified.
All student-athletes being certified are placed on the SLC Eligibility
Certification for Competition Form which is signed by the Certifying
Official and the Director of Compliance. The original is filed in the
Athletic Director’s Office and copies are maintained in the Registrar’s
Office, in the Compliance Office and provided to the Head Coach.
TRANSFER ELIGIBILITY CERTIFICATION
BYLAW:
14.5
FORMS:
Transfer Release Letter
SLC Eligibility Verification for Student-Athletes
SLC Eligibility Certification for Competition
PURPOSE:
To ensure all transfer student-athletes are certified as eligible to
participate in intercollegiate athletics.
PROCEDURE:
For all four-year transfers, the Compliance Office obtains a written
release, participation information and progress toward degree
information from the transferring institution.
For all transfer students, an evaluation of transfer credit is done by the
Registrar’s Office. The Departmental Advisor or Department Head
completes a degree plan so that percentage of degree can be
computed by the Registrar’s Office. Prior to certifying a transfer
student-athlete for competition, initial academic and amateur
certification is verified on the Eligibility Center website. The Certifying
Official determines if all transfer and progress toward degree
requirements are met. An SLC Eligibility Verification for StudentAthletes is completed and signed by the Certifying Official (Registrar or
Dean of Enrollment Management). It is maintained in the Registrar’s
Office.
204-17
All student-athletes being certified are placed on the SLC Eligibility
Certification for Competition Form which is signed by the Certifying
Official and the Director of Compliance. The original is filed in the
Athletic Director’s Office and copies are maintained in the Registrar’s
Office, in the compliance Office and copies provided to the Head
Coach.
SCHOLARSHIP RENEWALS AND NONRENEWALS
BYLAW:
15.3.5
FORMS:
Athletic Scholarship Award(Appendix A)
Nonrenewal Letter
PURPOSE:
To notify the student-athlete in writing of the student-athlete’s athletic
scholarship status by July 1 prior to the academic year in which the
scholarship will be effective.
PROCEDURE:
The Compliance Office sends a list to the scholarship office of all
student-athletes who are not being renewed or whose athletics aid is
being cancelled. These students are notified by letter of their right to
an appeal of this decision. The scholarship appeals committee
handles the requests.
AUTOMOBILE REGISTRATION CHECK
BYLAW:
16.02.2
PURPOSE:
To identify improper ownership or loan arrangements between
boosters and student-athletes.
PROCEDURE:
Spot checks of the reported information through campus police are
conducted.
204-18
OCCASIONAL MEALS
BYLAW:
16.12.1.5
FORM:
Occasional Meal Request Form (Appendix M)
PURPOSE:
To monitor occasional meals student-athletes receive throughout the
year.
PROCEDURE:
The coach submits the Occasional Meal Request Form to the
Compliance office before a student-athlete or team is provided an
occasional meal by a coach, staff member or a representative of the
institution’s athletics interests. The coach provides the date of the
meal, the host and location of the meal and the student-athletes that
will be attending.
The information is kept by the Director of Compliance to monitor the
number of occasional meals a student-athlete is receiving each
semester.
DECLARATION OF PLAYING AND PRACTICE SEASON AND FIRST DATE OF
COMPETITION
BYLAW:
17.01
FORM:
Declaration of Playing and Practice Season Form (Appendix W)
PURPOSE:
To acknowledge compliance with NCAA rules as it pertains to the
length of practice and competition season.
PROCEDURE:
Prior to the academic year beginning, the coach will complete and sign
the Declaration of Playing and Practice Season Form. The Director of
Compliance will also sign the form.
The form will be filed in the Playing and Practice section of the
appropriate sports file.
204-19
COUNTABLE ATHLETICALLY RELATED ACTIVITIES
FORM:
Time Sheet - Countable Athletically Related Calendar (Appendix R)
PURPOSE:
To monitor compliance with NCAA regulations governing the studentathlete’s involvement in athletically related activities.
PROCEDURE:
This form is to be used by all sports programs in order to monitor
compliance with the weekly NCAA limitations on the number of hours
and days spent in athletically related activities, practices, and
competitions each sport program spends each week.
SECONDARY / MAJOR VIOLATIONS
BYLAW:
19.02.2
PROCEDURE:
All information is given to the Associate Athletic Director for
Compliance to start the investigative process.
Information is reviewed to determine the following:
1. If it has merit
2. If it appears to be a major or secondary violation
3. What are the immediate eligibility issues
The Athletics Director is notified on every occasion. Head coach of the
involved sport is notified even it they are not involved with the violation.
All relevant documents and records are obtained.
All interviews are conducted by the Associate Athletics Director for
Compliance.
The athlete and coach should be interviewed last.
The final report is written by the Associate Athletics Director for
Compliance and is sent to the Southland Conference office.
The
content of the final report identifies the following:
1. Involved individuals
2. The facts
3. Summary
4. Mitigation
5. Conclusion
6. Penalty
7. Eligibility issues
204-20
All secondary and major violations are reported to the Athletics
Director, the Faculty Athletics Representative, and the President. A
copy of all violations are sent to them via campus mail. The Athletic
Advisory Committee will be informed of all violations.
The report is then filed in the “Secondary Violations” or the “Major
Infractions” file in the Compliance Office.
PRINCIPLES OF INSTITUTIONAL CONTROL AS PREPARED BY THE NCAA
COMMITTEE ON INFRACTIONS
BYLAW: 6
“CONTROL” IS DEFINED IN COMMON-SENSE TERMS
In determining whether there has been a lack of institutional control when a violation of
NCAA rules has been found, it is necessary to ascertain what formal institutional
policies and procedures were in place at the time of the violation of NCAA rules
occurred and whether those policies and procedures, if adequate, were being monitored
and enforced. It is important that policies and procedures be established so as to deter
violations and not merely to discover their existence after they have taken place. In a
case where proper procedures exist and are appropriately enforced, especially when
they result in the prompt detection, investigation and reporting of the violations in
question, there may be no lack of institutional control although the individual or
individuals directly involved may be responsible.
TICKET POLICY
Regulations: complimentary admissions shall be provided only through a pass list for
individuals designated by the student-athlete. “Hard Tickets” shall not be issued. The
institution shall be responsible for this administrative procedure, and the student-athlete’s
eligibility shall be affected by involvement in action contrary to the provisions of 16.2.1.1
and 16.2.2.1(i.e., receipt of more than the permissible four complimentary admissions or
the sale or exchange of a complimentary admission for any item of value). The Head
Coach will inform the student-athlete before the first competition as to the dates and times
to assign the student-athlete’s complimentary tickets.
Issuance Procedures: The individual utilizing the complimentary admission must present
identification to the person supervising the use of the pass list at the admission gate. The
individual then shall be provided with a ticket stub or other information of a specified
reserved seat, directed to a specific reserved-seating area, or treated as a generaladmission ticket holder.
204-21
AGENT POLICY
NCAA rules state: “Any individual who contracts or who has ever contracted orally or in
writing to be represented by an agent in the marketing of the individual’s athletic ability or
reputation in a sport no longer shall be eligible for intercollegiate athletics within that sport.
An agency contract not specifically limited in writing to a particular sport or particular sports
shall be deemed applicable to all sports.
Securing advice from a lawyer concerning a proposed professional sports contract shall not
be considered contracting for representation by an agent under this rule unless the lawyer
also represents the student-athlete in negotiations for such a contract.
A proposed contract also may be reviewed by an authorized institutional career counseling
panel, which may meet with the student-athlete and representatives of professional teams.
Any individual, agent or organization representing a prospective student-athlete for
compensation in placing the prospect in a collegiate institution as a recipient of athletically
related financial aid shall be considered an agent or organization marketing the athletic
ability or reputation of the individual.”
The following guidelines should be observed in order to ensure avoidance of any practice
which might endanger his/her eligibility of good standing as a student-athlete:
1. Report any contact – personal, verbal or written – by anyone wishing to represent a
student-athlete to his/her head coach or the Compliance Coordinator. Be certain to get
names, addresses, and phone numbers of any such person.
2. Inform any agent or counselor that they should contact his/her coach or the Compliance
Coordinator prior to any further contact. They will be informed of the “Agent Guidelines” at
that time.
3. Remember the following critical points:
a. No verbal or written contract is permitted before eligibility is complete
b. Do not accept money or loans from any agent or counselor
c. Do not permit any agent or counselor to buy meals, clothes or anything of
material value.
REPORT ANY CONTACT BY AN AGENT OR COUNSELOR!
204-22
OUTSIDE COMPETITION
DURING THE ACADEMIC YEAR
A student-athlete is not eligible in his/her sport for the remainder of the year and the next
academic year if, during the academic year, he/she competed as a member of any outside
team in any non-collegiate, amateur competition. He/she may compete outside of his/her
declared playing and practice season as a member or an outside team in any noncollegiate, amateur competition during any official vacation period published in the
institution’s catalog. (Bylaw 14.7.1, 14.7.1.1 and 14.7.3)
SUMMER VACATION PERIOD
Participation during the summer vacation period requires written permission from the
Athletics Director or his designee.
REDSHIRT / MEDICAL HARDSHIP POLICY
Every student-athlete is allowed five (5) years to compete four(4) years of athletic eligibility.
This means that every student-athlete is allowed to redshirt one season of athletic
participation. A redshirt is defined as a season during which a student-athlete does not
participate in any intercollegiate competition for an institution that is a member of the
National Collegiate Athletic Association. A student-athlete can be redshirted at any point
during his/her athletic career. A student-athlete will use a season of intercollegiate
eligibility when he/she:
•
•
•
Represents an institution in any contest against outside competition, regardless of
how the competition is classified (e.g. scrimmage or exhibition).
Competes in the uniform of an institution during an academic year, utilizes any
apparel or equipment received from an institution for competition.
Competes and receives expenses (e.g. meals, transportation, room) from an
institution for competition.
Should a student-athlete become injured in the 1st half of the season and the injury result in
the inability to compete the remainder of an athletic season, an institution may petition the
NCAA for a medical hardship.(Bylaw 14.2.4)
204-23
Description
Form
REDSHIRT
MEDICAL HARDSHIP
The term “redshirt” is used to describe a
student-athlete who does not participate
in competition in a sport for an entire
academic year. If the student-athlete
does not compete during the academic
year, he/she has not used a season of
competition.
A medical hardship is for those
student-athletes who have
sustained an incapacitating injury
or illness which prevented them
from competing in the remainder of
the playing season that concludes
with the NCAA championship.
MSU needs to complete a medical
hardship waiver. MSU files all
medical hardship waivers with the
Southland Conference office. The
Southland Conference determines
whether the student-athlete should
be granted an additional year of
competition as a result of his/her
incapacitating injury or illness.
There is no official form to complete
regarding a redshirt student-athlete. A
student-athlete’s participation in
competition is recorded on the
“Participation List” which is submitted to
the Compliance Office at the completion
of a team’s season.
Seasons of Eligibility
• Any competition, regardless of time, during a season in an intercollegiate sport shall
be counted as a season of competition in that sport except as provided below. This
provision is applicable to intercollegiate athletics competition conducted by a twoyear or four-year collegiate institution at the varsity or subvarsity level.
○ Women’s volleyball and soccer: A student-athlete may engage in
outside competition during the segment of the playing season that
does not coincide with the NCAA championship.
○ Preseason exhibitions/preseason practice scrimmages during initial year:
During a student-athlete’s initial year of enrollment at the certifying institution,
he or she may compete in preseason exhibition contests and preseason
practice scrimmages (as permitted in the particular sport per Bylaw 17)
without counting such competition as a season of competition. [14.2.3.1,
14.2.3.1.2, 14.2.3.1.3]
Medical Hardship Waiver
• Hardship is defined as an incapacity resulting from an injury or illness that has
occurred under all of the following conditions:
○The incapacitating injury or illness occurs in one of the four seasons of
intercollegiate competition at any two-year or four-year collegiate institution or
occurs subsequent to the first day of classes in the student-athlete’s senior
year in high school;
○ The injury or illness occurs prior to the completion of the first half of the
playing season that concludes with the NCAA championship; and
204-24
•
•
•
•
○ The injury or illness occurs when the student-athlete has not
participated in more than three contests or dates of competition
(whichever is applicable to that sport) or 30% (whichever number is
greater) of the institution’s scheduled or completed contests or dates of
competition in his or her sport. Only scheduled or completed competition
(including exempted events but excluding scrimmages and exhibition contests
identified as such in the legislation) against outside participants during the
playing season that concludes with the NCAA championship, or, if so
designated, during the official NCAA championship playing season in that
sport (e.g., spring baseball, fall soccer), shall be countable under this
limitation in calculating both the number of contests or dates of competition in
which the student-athlete has participated and the number of scheduled or
completed contests or dates of competition during that season in the sport.
[14.2.4] [New Legislation]
The injury or illness does not have to be the direct result of the student-athlete’s
participation in organized practice or game competition. [14.2.4.3.2]
A student-athlete who suffers an injury in the first half of the season that concludes
with the NCAA championship or who suffers an injury subsequent to the first day of
classes in his or her senior year of high school attempts to return to competition
during the second half of that season and then is unable to participate further as a
result of aggravating the original injury does not qualify for the hardship waiver.
[14.2.4.3.5]
○ A student-athlete does not qualify for a hardship waiver if he/she engages
in any outside competition during the second half of the playing season
including competition not representing MSU.
All hardship waivers must be supported by contemporaneous or other appropriate
medical documentation from a physician (i.e., a medical doctor) who provided care
at the time of the injury or illness. [14.2.4.3.3]
○ Medical documentation for hardship waiver cases involving psychological or
mental illnesses may be provided by an individual who is qualified and
licensed to diagnose and treat the particular illness (e.g., psychiatrist,
psychologist.)
○ Documentation from an individual other than a physician (e.g., chiropractor,
physical therapist, athletic trainer) may only be used to support the medical
doctor’s documentation.
A hardship waiver may be based on pregnancy, or drug or alcohol abuse when
proper medical documentation is presented that the student-athlete was unable to
compete for the remainder of the traditional playing season.
204-25
Athletic Transfer Appeals Committee
Hearing Procedures
(Effective May, 2005)
I.
Composition
The Committee shall consist of the Dean of Students (chair), Assistant Dean of
Students (vice chair), a faculty representative appointed by the Athletics Department, an
elected officer of the Student Government Association appointed by the SGA President,
and a student athlete appointed by the Athletics Department.
II.
Participants
The Athletics Compliance Officer, program sport head coach, and student athlete
requesting relief may be called upon to speak before the Committee. The student athlete
may also be accompanied by a personal advisor as long as said advisor is not an
employee of the University, relative of an employee of the University, or a financial
contributor to athletic programs of the University. The personal advisor may advise the
student athlete but is strictly prohibited from speaking on behalf of the student athlete in
any way during the proceeding.
II.
Quorum
The committee shall obtain quorum when at least one student representative, one
administrator/faculty representative, and the chairman are present.
III.
Call to Order & Decorum
The Chairman shall call the hearing to order, noting the time, date, and location of
the hearing, and identifying a secretary to record minutes of the open session proceedings.
The Chairman shall then introduce all members of the Committee, and will also identify
other participants in the hearing. The Chairman reserves exclusive authority to maintain
appropriate order within the hearing. The Chairman may expel any person from the
hearing who demonstrates improper decorum toward the Committee or its processes, and
may further continue the hearing in the absence of said expelled persons.
IV.
Opening Statement
The Chairman shall begin the hearing by calling upon the Athletics Compliance
Officer to brief the Committee on the specific nature of the case before the Committee,
University athletics policies, state and federal laws, and NCAA regulations relative to the
case. The Chairman shall remind the Athletics Compliance Officer that providing false
information to the Committee is grounds for disciplinary action by the University.
V.
Presentation by Student Athlete
The Chairman will recognize the student athlete and will provide for a fifteen minute
presentation of facts, information, and basis for the student’s appeal to the Committee. The
Chairman shall remind the Student Athlete that providing false information to the
Committee is grounds for disciplinary action by the University. The Chairman may, with
majority vote of the Committee members present, extend this time up to an additional ten
minutes.
204-26
VI.
Presentation by Program Sport Head Coach
The Chairman will recognize the student athlete’s coach and will provide for a fifteen
minute presentation of facts, information, and basis relative to the student’s case to the
Committee. The Chairman shall remind the Program Sport Head Coach that providing
false information to the Committee is grounds for disciplinary action by the University. The
Chairman may, with majority vote of the Committee members present, extend this time up
to an additional ten minutes.
VII.
Questions by Committee
The Chairman will provide an appropriate period for the Committee members to ask
questions of the student athlete and program sport head coach at the conclusion of both
presentations.
VIII.
Closing Statements
The Chairman will provide five minutes for the student athlete to make a final closing
statement. The Chairman will provide five minutes for the program sport head coach to
make a final closing statement.
IX.
Deliberation & Decision
The Committee shall convene into closed session to deliberate the case. No notes
or record of the discussion shall be kept. A majority vote of the committee members, within
the closed session, shall constitute a decision.
X.
Announcement of Decision
The Committee shall reconvene into open session with a call to order by the
Chairman. The Chairman shall verbally inform the student athlete of the Committee’s
finding, including the vote outcome, and shall direct the Athletics Compliance Officer to
provide formal written notification to the student athlete by regular mail within three
business days. The decision of the Committee is final.
XI.
Adjournment
The Chairman shall call for adjournment.
XII.
Disposition of Minutes
The Chairman shall provide to the Athletics Compliance Officer a written copy of
hearing minutes within three business days.
204-27
205 – MEDICAL SERVICES AND ATHLETIC TRAINING
ROOM
STAFF RELATIONS
Physicians and Medical Advisors
The Athletic Training Staff will cooperate completely with any medical advisors working with
the Athletic Training Department. The medical advisory staff for the Department of
Athletics, at this time, includes numerous medical consultants.
Visiting Athletic Trainers
Members of the Athletic Training Staff will conduct themselves according to the manner
outlined in the NAATA Code of Ethics. Athletic Trainers of visiting teams are to be
extended every courtesy during their visit to McNeese State University.
Coaches
Coaches will be kept fully informed as to the health status of student-athletes throughout
the season. This will occur either by personal conversation or by a written report sent
directly to the coach. All coaches, graduate assistant coaches, and volunteer coaches
must be CPR/First Aid certified and act as a first responder in the absence of a certified
athletic trainer. This certification must be completed within 3 months of hiring and
recertification must occur on a yearly basis.
MEDICAL SERVICES AND CARE
Injuries must be anticipated in any type of athletic activity. Almost without exception, every
sport assumes some degree of risk. Therefore, when an injury does occur to a studentathlete participating in the intercollegiate athletics program, the following medical services,
care, and supervision are available:
Financial Coverage of Medical Care – Insurance
It is extremely important that the Department of Athletics policies and procedures related to
insurance and financial responsibility be understood by and communicated to all studentathletes as well as their respective parent(s) and/or guardian(s). there is a mutual
responsibility shared by all parties to adhere to these policies and procedures to ensure the
proper processing and prompt payment of expenses related to the care and treatment of
illness and injury. This section outlines the rights and responsibilities of studentathletes regarding athletic healthcare. It is imperative that the student205-1
athlete read and understand this information so that they know what to expect and
what is expected of them in the event they suffer an injury or illness. This
information will be shared with student-athletes at the beginning of each semester.
Medical Referral Policies
A.
Except in emergencies, a staff athletic trainer MUST screen all conditions prior to
referral to a physician or other consultant. This policy assures proper and immediate
care, close follow-up treatment, and smooth injury management for the athlete and
the McNeese State University Sports Medicine Staff.
B.
The Sports Medicine Staff will make all referral appointments. Transportation to
medical facilities/offices located off-campus will be provided by the Sports Medicine
Staff ONLY if the athlete is unable to arrange personal transportation.
C.
Medical care and treatment of all student-athletes will be done through physicians,
consultants, and healthcare resources associated with McNeese State University
Sports Medicine team.
D.
A consultation between the parent(s) and/or guardian(s) of any student-athlete and
the McNeese State University Sports Medicine Staff will be arranged whenever
requested. All decisions regarding medical approval or disqualification in the
intercollegiate athletic program will be made solely by the McNeese State University
associated physicians and/or consultants.
E.
The McNeese State University Sports Medicine Staff reserves the right to require
referral to an outside medical agency for the evaluation, treatment, and/or
rehabilitation of any problem not related to athletics.
F.
Any student-athlete incurring an illness at a time outside the dates of traditional or
non-traditional seasons, may be required to report to the Watkins infirmary for
treatment.
Medical Expense Payment Policies
A.
All participants are required to provide proof of existing medical insurance in
conjunction with having their initial or annual physical examination. This policy
should provide benefits for athletic related injury. A front and back copy of the
participant’s primary insurance card must be on file with McNeese State University
Sports Medicine Department before the student-athlete will be allowed to participate
in any practice or competition. A fax transmission of insurance information or
policyholder’s signature may be accepted if properly authorized.
205-2
B.
The McNeese State University Department of Athletics will ONLY be financially
responsible for injuries occurring while a student-athlete is representing the
University in an official intercollegiate athletics activity which is supervised by a
coach. Illnesses or injuries outside official practices, formal workouts, or scheduled
games are not covered by the McNeese State University Department of Athletics.
Such incidents are the financial responsibility of the student-athlete and/or
respective parent(s) and/or guardian(s). Care for illnesses such as colds, flu, etc.
will only be covered during a sport season in which the student-athlete is engaged in
formal full-team practices supervised by a coach.
C.
In accordance with NCAA regulations, the Department of Athletics is not allowed to
support financially any injuries or illnesses sustained by student-athletes not directly
related to participation in Intercollegiate athletics. As such, all student-athletes are
encouraged to obtain the Health and Accident Insurance Plan for Students. The
student-athlete may choose to obtain coverage through a private carrier.
D.
The McNeese State Department of Athletics requires that bills or claims be
submitted first to the primary health insurance company of the student-athlete and/or
of his/her parent(s) and/or guardian(s). The McNeese State University Department
of Athletics retains a secondary excess policy. This secondary policy will pay ONLY
AFTER primary insurance has been engaged and only for athletic-related injuries or
illnesses.
E.
Payments or reimbursement checks which are sent to policyholders by insurance
carriers and intended for payment of medical expenses are funds which are the
responsibility of the policyholder to apply fully to payment of such expenses by the
policyholder. The McNeese State University Department of Athletics will not be
responsible for charges not paid by the policyholder in these circumstances.
F.
Student-athletes and/or parent(s) and/or guardian(s) should review the details of
their insurance plan to make sure it provides adequate coverage for injuries and
illnesses, understand their insurance company’s claim filing procedure, and what
must be done if injuries or illnesses occur while away from home. Student-athletes
should carry their insurance ID card (and prescription card, if one exists) on their
person.
G.
It is the responsibility of the student-athlete and/or parent(s) and/or guardian(s) to
inform the Sports Medicine Staff of any peculiarities and changes in his/her medical
insurance coverage (i.e. HMO, PPO). If services are rendered while there is a lapse
in coverage, the student-athlete and/or parent(s) and/or guardian(s) may be
responsible for all charges incurred during this lapse. Please let the Sports Medicine
Staff know of any questions that may arise concerning the medical coverage of a
student-athlete.
205-3
H.
All requests made by insurance carriers for applicable information will be handled in
the most expedient and timely manner possible. Student-athletes and parent(s)
and/or guardian(s) have the responsibility to immediately notify Sports Medicine
office with all requests, letters, claims, and or billing related to insurance for care and
treatment related to insurance for care and treatment received by the studentathlete from healthcare providers and insurance companies. This policy will ensure
timely handling of all matters.
Special Circumstances
Special circumstances which may arise that are not covered by these policies will
be reviewed on a case by case basis and a final decision will be rendered by the head
athletic trainer on any action and disposition.
Procedure for the Care of Athletic Injuries
Any student-athlete who has suffered an injury or illness should make it known to the
Athletic Training staff.
Any student-athlete requiring medical diagnosis or treatment for injuries or other related
medical problems while participating in the intercollegiate athletics program should report
this injury or problem to the athletic trainer assigned to his/her sport. The athletic trainer
will then administer first aid and make arrangements for consultation, if needed.
If the team physician is on the site or is called for consultation and diagnosis, he/she will
prescribe treatment. If the prescribed treatment is available in the athletic training room,
the student-athlete is required to be treated in the athletic training room under the
supervision of the athletic training staff.
If the team physician believes the injury is of the nature or severity that requires the
consultation of another medical specialist, referrals will be made as soon as possible by the
team physician or a member of the athletic training staff.
If the student-athlete is not satisfied with his/her injury diagnosis or recovery progress,
he/she should notify the Head trainer of Sports Medicine. If necessary, arrangements will
be made for a second opinion and the Department of Athletics will cover the expenses in
the usual manner. However, the Athletic Department will not cover the expenses of other
physicians, hospital bills, etc. when the student-athlete has not been referred by the athletic
training staff or team physician.
Medical records are maintained in the athletic training rooms for all student-athletes
participating in the intercollegiate athletics program. The athletic training staff and the team
physician, when needed, are the final authority on when an injured or ill athlete may return
to practice or competition. HIPPA guidelines are strictly enforced.
205-4
News Media
All of the information gathered and kept private by the athletic training department is highly
confidential and is protected by the Federal Right to Privacy Act (HIPAA). A student-athlete
must sign a waiver for release of any information to any family member, media source,
healthcare professional, or professional scout. All questions from the news media will be
referred to the head athletic trainer. After a release of information has been granted by the
student-athlete, the athletic trainer may answer questions. Unless other arrangements are
made, no information whatsoever regarding the health status of any student-athlete will be
released by the athletic training department.
Injury Records
The athletic training department will keep a record of all injuries, illnesses, and surgical
procedures along with daily injury records and daily treatment records. All medical records
will be secured under double-locked conditions as per HIPAA regulations. All computer
records will be password protected per HIPAA regulations.
Medical Personnel
The athletic training staff consists of a head athletic trainer, two assistant athletic trainers,
two graduate assistant athletic trainers, and several student athletic trainers. The head
trainer and all assistant athletic trainers are certified by the National Athletic Trainers’
Association and licensed or to be licensed by the State of Louisiana.
Certified Athletic Training Staff:
Jim “Doc” Murphy
J.D. Boudreaux
Malia Garza
Head Athletic Trainer
Assistant Athletic Trainer
Assistant Athletic Trainer
Athletic Training Students
Athletic training students must be accepted into the Athletic Training/Sports Medicine
curriculum. Upon admission, each student will be assigned a primary sport responsibility
and work under the supervision of a certified athletic trainer.
Athletic training student scholarships will be reviewed on a semester basis. These
scholarships are available only to athletic training students who are working with
intercollegiate athletics teams and have maintained their academic standards.
205-5
APPROVAL FOR PARTICIPATION IN INTERCOLLEGIATE ATHLETICS
The NCAA requires that student-athletes have a full pre-participation physical examination
prior to the first year of athletic competition. The NCAA requires that all student-athletes
receive a medical recheck screening annually thereafter. All outside pre-participation
exams must be submitted to and approved by McNeese State University sports medicine
department.
No student-athlete at McNeese State University may participate in intercollegiate athletics
without a FULL, ANNUAL pre-participation physical examination. This annual physical
examination should be concluded, and all areas be cleared by a licensed physician, before
the student-athlete may participate in practices or competition.
Each head coach is required to submit their roster of scholarship and non-scholarship
student-athletes to their assigned certified athletic trainer a minimum of 7 days prior to the
start of their pre-season physicals. The athletic training department will make the
necessary arrangements for the pre-participation physical examinations for the studentathletes.
The coach will be informed of the date and time of pre-participation physical exams. It is
the head coach’s responsibility to see that his/her student-athletes attend their scheduled
pre-participation physical exam. If a student-athlete fails to attend his/her pre=participation
physical examination, the student-athlete will remain ineligible until the pre-participation
physical examination is completed.
It must be clearly understood that all student-athletes must receive medical clearance
before participating in intercollegiate athletics. Failure to receive medical authorization to
participate in intercollegiate athletics shall immediately disqualify any student-athlete from
all competition.
In conjunction with the pre-participation physical examination, the student-athlete will also
disclose his/her previous injury or illness record, past medical history, and family history.
Failure to disclose any injury or illness, past or present, relieves the athletics department of
all liability in the event the student-athlete sustains a subsequent injury or re-injury to the
affected part.
Note: It will be the coach’s responsibility regarding liability if a student-athlete
participates without having a pre-participation physical examination.
ATHLETIC INJURIES AND ILLNESS PROCEDURE
If a student-athlete is injured or ill and is restricted from athletic participation, he/she must
be granted clearance by the certified athletic trainer or team physician to resume physical
activity.
205-6
All injuries and illnesses should be reported to the athletic training staff. All studentathletes needing medical attention for illnesses will be referred by the athletic training staff.
Any student-athlete that reports to a healthcare professional or emergency room without
prior approval from athletic training staff, except in the case of extreme emergency, will be
responsible for the financial obligation for treatment received.
Coaches are not permitted to refer student-athletes to any healthcare professional or any
medical facility except in the case of extreme illness or injury when a member of the athletic
training staff is not available. All athletic injuries and illnesses will be handled by the
athletic training staff without interference from the coaching staff.
If a student-athlete is injured during a practice session, workout session or contest, the
athletic training staff will proceed to his/her aid as quickly as possible, evaluate the studentathlete, and proceed with the appropriate, immediate care. The coach will be informed as
quickly as possible regarding the student-athlete’s injury and availability for that particular
practice, workout, or contest.
All therapeutic treatment, if necessary and available, will be administered by the athletic
training staff.
In the case of an emergency, the athletic training staff will administer the necessary
emergency care until EMTs(Emergency Medical Technicians) or a team physician arrives.
COACHES SHOULD NOT UNDER ANY CIRCUMSTANCES REQUEST THE REMOVAL
OF A STUDENT-ATHLETE OR ATTEMPT TO MOVE HIM/HER IF AN INJURY HAS
OCCURRED TO THE STUDENT-ATHLETE’S HEAD, NECK, OR BACK.
Coaches are not to interfere with the athletic training staff and their management of
emergency situations.
PRACTICE AND COMPETITION COVERAGE
The McNeese State University Sports Medicine Department has designed and
implemented an Emergency Management Plan in accordance with NCAA guidelines. Each
certified athletic trainer is required to follow the Sports Medicine Department emergency
management Plan. The Head Trainer of Sports Medicine reviews the plan annually in
order to update changes in procedure, venue, personnel, and emergency contact
information.
Contact/Non-contact Event Coverage
For all contact sports (Football, Men’s Basketball, Women’s Basketball, Softball, Baseball,
and Women’s Soccer) a certified athletic trainer is required to be in attendance for inseason workouts and out-of-season workouts.
205-7
For non-contact sports either a certified athletic trainer, a team coach, or a strength and
conditioning coach who is certified in CPR, First Aid, and AED(automated external
defibrillator) usage will be present during in-season workouts, out-of-season workouts,
weight-lifting sessions, and skill sessions.
Lightning Safety Protocol
In creating a Lightning Safety Protocol for athletic events at McNeese State University, the
Sports Medicine Staff has applied both NCAA and NATA (National Athletic Trainers’
Association) guidelines. The following plan of action should be used in the event of the
threat of severe weather.
1.
The most senior certified athletic trainer will establish a chain of command. He/she
will be in charge of clearing individuals from the field and directing them to a safe
shelter.
2.
The most senior certified athletic trainer will designate a weather watcher (one
person to monitor weather patterns by sight, radio, television, internet, etc.) The
watcher must be able to contact the parties involved and keep them apprised of the
situation. He/she will use the following monitoring methods.
a. When using the “flash to bang” count, begin counting on the lightning flash, and
then stop counting when the associated clap of thunder is heard. Divide the time to
thunder (in seconds) by 5 to determine the distance (in miles) to the lightning flash.
The McNeese State Sports Medicine Staff recommends seeking shelter when the
flash to bang count reaches 6 miles.
b. Radio monitoring can be accomplished by tuning to KYKZ FM 96.1.
c. Internet monitoring can be accomplished by accessing www.nws.com.
d. Television monitoring can be accomplished by accessing KPLC TV 7.
3.
Designate a safe shelter for each venue:
a. Football stadium and practice field – go to the fieldhouse locker room.
b. Basketball – Remain in Burton coliseum
c. Baseball –Go to clubhouse
d. Tennis – Go to Recreational Complex
e. Softball - Go to Hodges Fieldhouse
f. Track and Field – Go to Track Fieldhouse
g. Volleyball – Remain in Memorial Gym
h. Soccer – Go to Hodges Fieldhouse
“If a safe shelter is not available, assume the lightning safe position – crouch on the
ground, weight on the balls of the feet, feet together, head lowered, and ears
covered. You want as little area in contact with the ground as possible. DO NOT lie
flat on the ground or take shelter under a tall tree.
205-8
4.
Once activity has been postponed, wait at least 30 minutes following the last sound
of thunder or lightning flash to resume activity.
5.
When managing victim of lightning strike, observe the following basic first aid steps:
a. Survey the scene
b. If possible, move the victim to a safe location (victims do not carry a residual
charge.
c. Evaluate airway, breathing, and circulation. Begin CPR if necessary.
d. Activate EMS
e. Secondary survey: treat for shock, hypothermia, fractures, burns, etc.
6.
All individuals have the right to leave an athletic site in order to seek a safe structure
if they feel in danger or impending lightning activity, without the fear of repercussions
or penalty.
EMERGENCY PLANS FOR ALL SPORTS VENUES
Emergency personnel: Certified athletic trainer and/or student athletic trainer(s) on site for
practice and competition; additional sports medicine staff accessible from athletic training
facility, M.D. on site for competition (Burton coliseum, Football stadium); paramedic crew
on site for competition (Burton Coliseum—stationed on floor by Southwest corner seating
section, Football Stadium—stationed in Southeast end zone); ambulance for competition
(Burton Coliseum—positioned outside southwest side of building; Football stadium—
positioned by ramp at southeast end zone).
Emergency communications: Cellular phone carried by ATC; fixed telephone line in athletic
training rooms (475-5206; 475-5944).
Emergency equipment: supplies (trauma kit, splints, spine board) located in baseball
training room, on football field, in Memorial gym athletic training room, additional
emergency equipment is accessible from Dowell Fontenot athletic training facility.
Role of First Responders:
1. Immediate care of the injured or ill student-athlete
2. Emergency equipment medical retrieval
3. Activation of emergency medical system (EMS)
a. Call 911
205-9
1.
2.
3.
4.
5.
Provide name, address, and telephone number
Provide number of individuals injured; condition of injured person(s)
Tell operator about first aid treatment already administered
Give specific directions and any other information as requested
Do not hang up first
b. Notify campus police at 475-5711.
4. Direct EMT personnel to scene
a. Open appropriate gates or doors
b. Designate individual to flag down EMT and direct them to the scene
c. Scene control: limit the scene to first aid providers and move bystanders away
from the area
5. Notify team physician
ATHLETIC TRAINING ROOM RULES
1. Report all injuries and illnesses to an Athletic Trainer as soon as possible.
2. Treat Student Athletic Trainers with respect and remember they are an extension of the
Sports Medicine Staff and need to be treated accordingly.
3. Absolutely no food or drinks in the Training Room.
4. Do not take it upon yourself to self-treat in the Training Room.
5. Be on time for appointments. If you are unable to keep a treatment appointment, please
let an Athletic Trainer know.
6. No tobacco in the Training Room (NCAA Policy).
7. In season, athletes will be treated first. Please attempt to schedule an appointment with
an Athletic Trainer.
8. This is a co-ed facility. Please keep that in mind when coming to the Training Room for
treatment.
9. No cleats in the Training Room or Taping Room.
10. No shoes on the treatment tables.
11. No bags or backpacks in the Training Room.
12. No profanity, horseplay, or loud talking.
13. The Training Room is not a meeting place. Only come into the Training Room if you
need to see an Athletic Trainer or require a service provided by the Sports Medicine
Staff.
205-10
14. If you need care for an open wound, please go to the Taping Room.
15. Please shower before coming to the Training Room for evaluation or treatment unless
otherwise instructed by an Athletic Trainer.
16. Equipment is for rehabilitation only. Use only equipment designated by an Athletic
Trainer.
17. Check-in with an Athletic Trainer prior to working out.
18. Please wear appropriate footwear when utilizing equipment.
205-11
206- STRENGTH AND CONDITIONING
The McNeese State University strength and conditioning program is dedicated to the
pursuit of excellence. We are committed to the development of the finest strength and
conditioning program here at McNeese State University. This includes developing the most
professional staff and administering the most comprehensive, efficient and effective
collegiate program. Our goal is to maximize the athletic potential of each student-athlete
by:
•
Providing an expert staff educated in and determined to render the most up-to-date
and effective strength and conditioning procedures to MSU athletics;
•
Developing individualized programs based on scientifically proven principles tailored
to the needs of each athlete;
•
Administering comprehensive programs which address strength, power,
acceleration, speed, agility, core development, flexibility, conditioning, and nutrition
and are designed to develop the total athlete;
•
Monitoring both team and individual progress;
•
Reducing the risk of injury by strengthening weaknesses and working closely with
team doctors and trainers through the rehabilitation process;
•
Enhancing each individual’s self-confidence, sense of well-being, and overall
physical health;
•
Instilling a strong work ethic, discipline and will of heart, which will carry over to the
field of competition and life.
STRENGTH AND CONDITIONING PROGRAM
Because physical well being is essential to success both as a student and as an athlete,
the athletics department takes responsibility for helping each athlete to reach and maintain
optimum physical condition. To achieve this goal, a comprehensive strength and
conditioning program has been established to decrease the possibility of injury or re-injury.
However, should an injury occur, the department is committed to the athlete’s complete
rehabilitation. In this instance, the athletic sports medicine staff and strength staff will work
together to help the athlete rehabilitate and re-condition.
206-1
All intercollegiate athletic teams have access to the strength training facility and a strength
training program. Each program addresses flexibility, strength, power, and conditioning on
both a team and individual basis.
Motivation
We must develop strong relationships with each athlete. This is a critical building block in
motivating each athlete to physically develop to his or her full potential.
•
•
•
•
•
•
•
Be personable. Develop professional relationship with athletes and get to know our
athletes as people.
Be enthusiastic.
Create a positive and fun atmosphere the athletes will enjoy.
Be a great teacher of the technical lifts.
Provide a tremendous amount of positive feedback.
Offer constructive criticism.
Treat all athletes equitably.
GENERAL RESPONSIBLIITIES OF STRENGTH AND CONDITIONING STAFF
•
Be an ambassador of MSU and the MSU athletic program.
•
Look, act and be professional. No bleached hair or earrings (men); wear shirts tucked
in, and no hats in weight room when working with athletes.
•
Work hard! We cannot expect the athletes to outwork us.
•
Present all memos, emails, testing results, proposals and requests in a professional
way—typed.
•
Wear MSU assigned gear when coaching. Athletes need to be able to identify you as
someone who can assist them.
•
Keep office space (Your office, desk and work space) “recruiting ready” 100% of the
time. Everything must have a “place” when it is not being used, put it in its place.
•
All communication regarding administrative issues must go through the Director of
Athletics.
•
At all times, demonstrate courtesy toward others in the weight room.
206-2
•
Be assertive and demanding of our athletes.
EVERYTHING RIGHT ALL THE TIME.
It is critical that athletes DO
•
Make sure our athletes are using the correct weight and good technique and are
working hard.
•
Report any weight room related injuries to the Head Athletic Trainer as soon as
possible.
•
If you recommend the use of steroids or an illegal substance to any athlete, you will be
terminated.
•
If you know of any athlete that may be taking steroids, or any illegal substance, report it
confidentially to the Head Athletic Trainer.
•
Strength staff personnel are discouraged from dating any student-athlete. Remember,
you are a coach and they are athletes you work with daily. Make your relationships
professional.
•
Learn and teach proper lifting and spotting techniques on all lifts.
•
Be alert for bars that are not properly loaded, or any other potential risks of injury. Take
measures to eliminate these injuries and risks.
•
Do not ever allow any weights to be out of place.
•
Profanity and foul language will not be tolerated.
•
Assist in the general maintenance and cleaning of the strength facility and equipment.
•
Learn emergency procedures.
•
Enforce weight room policies and rules at all times.
•
Develop a professional relationship with the athletes and coaches with whom you work.
•
Be on time.
•
Maintain a POSITIVE ATTITUTE.
206-3
•
Question and be critical behind closed doors – Support and back 100% outside those
doors.
•
Be responsible.
•
Take Initiative.
STRENGTH AND CONDITIONING FACILITIES
If you would like your team to workout in the weight room as a group, you must schedule a
time with the Head Strength coach. There may be times during regular hours when the
weight room is filled to capacity and unscheduled teams or individuals will not be allowed to
lift.
If a team needs to have access to the room outside regular hours, appointments must be
made with the Strength coach.
When the weight room is open, a strength coach must be present. ATHLETES MUST
NOT BE IN THE WEIGHT ROOM UNSUPERVISED.
The strength program provides the best training available while maintaining the highest
safety standards. One of the reasons athletes lift weights is to become stronger and more
injury resistant. The weight room is not a place where injuries should occur. If an injury
should occur, contact the Head Athletic Trainer immediately.
206-4
207 – RECRUITING
McNeese State University (MSU) recognized the importance the official visit plays in the
recruiting process. The visit offers an opportunity for coaches and prospective studentathletes to understand and focus on the importance of the academic mission of the
institution. Prospects can then make an informed decision on how an education at the
University will prepare them for their vocations and future contributions to society.
The University is committed to conducting prospects’ campus visits without recruiting
abuses and to avoid 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. If applicable NCAA, SLC,
University or criminal policies are violated, immediate disciplinary action shall be taken.
Such action could include termination of University employment and permanent los of
eligibility for prospects or student-athletes.
RECRUITING MATERIALS
BYLAW:
13.4
All printed recruiting materials must be in accordance with NCAA rules
and must be approved in advance by the Athletics Compliance
Coordinator. The Compliance Coordinator will keep the coaches and
staff updated on NCAA rules regarding recruiting materials.
OFFICIAL VISITS
BYLAW:
13.6
FORMS:
OFFICIAL VISIT PACKET Official Visit Request Form
Official Visit Check List
Official Visit Notification Letter
Official Visit Limit, Graduation Rate, and List of NCAA Banned
Substances Notification
Official Visitation Form
Official Visit Exit Interview Form
207-1
PURPOSE:
To record and monitor a prospective student-athlete’s activities and
expenses during the official visit, to notify a prospect at the time of the
invitation of the five-visit limitation, to ensure the student host understands the guidelines related to the permissible use of the
entertainment money set by the NCAA which must be followed during
the prospect’s official visit and that the student host has attended a
student-athlete host seminar that was conducted by a member of the
compliance staff.
PROCEDURE:
The Official visit request form is completed and sent to the Compliance
Office along with high school transcripts and test scores, and an
itinerary for the visit. Also, documentation that the prospective studentathlete has registered with the NCAA Eligibility Center and has been
placed on MSU institutional request list. This form must be signed by
the Athletics Compliance Coordinator or Compliance Assistant before
a prospect can come to campus for an expense paid visit. (Bylaw
13.6.13.6)
The official visit notification letter, official visit limit, graduation rate, and
list of NCAA banned substances notification, official visitation form and
the official visit exit interview form are completed and signed by the
prospect student-athlete and returned to the recruiting coach.
OFFICIAL VISITS – INSTITUTIONAL LIMITATION
BYLAW
13.6.2.6
PURPOSE:
To ensure that certain sports do not exceed the institutional official visit
limitation set by the NCAA.
PROCEDURE:
Official visits by prospects are recorded in sports notebooks.
There are limitations set by the NCAA for the following sports:
Football----56 visits
Basketball---12 visits
Baseball---25 visits
The official visit notebooks are audited to ensure that the limitations
are not exceeded.
207-2
Host’s Responsibilities
Recruiting visit legislation, policies and any applicable laws will be thoroughly reviewed with
student-athletes prior to service as a host. These student-athletes will have the
opportunity to ask questions regarding policies. Student-athlete hosts will then be held
responsible for full compliance with the policies, for representing the institution in
accordance with its stated mission for recruiting visits, and for avoiding even the perception
of impropriety during recruiting visit activities.
Pre-communication with prospects and parents or legal guardians.
Pre-communication with prospective student-athletes and parents and legal guardians shall
be included in efforts to educate all groups involved in the conduct of recruiting visits. The
University’s recruiting visit policies applicable to student-athlete and prospective studentathlete conduct and expectations will be forwarded to prospects in advance of official visits
(e.g., with visit itineraries or advisement of NCAA banned drug list). This is the
responsibility of the Head Coach/Administrative Assistant.
Forms and receipt policies used for prospects and student hosts.
The Conference Official Visit Form (Form 11) was enhanced to include a required
affirmation that student-athlete hosts understand and have received recruiting visit policies
when they obtain host monies. This form also requires a detailed account of official visit
accommodations, activities and expenditures, as well as official visit exit interview
questions. Written exit interviews shall be administered to all prospects making official visits
to ensure strict compliance with visit policies.
Participation of head coaches to communicate standards and policies.
Head coaches must be a fundamental participant in the recruiting visit process. Head
coaches are ultimately responsible for ensuring that recruiting visits in their programs are in
full compliance with recruiting visit legislation, policies and applicable laws. Head coaches
must be committed to and effectively communicate the policies to any individuals (e.g.,
student-athlete hosts, assistant coaches, student managers and athletics staff) involved in
recruiting visits.
Recruiting visit activities.
Entertainment Activities
All recruiting visit activities will be in full compliance with NCAA, Conference and
institutional legislation and with all laws and ordinances of the institution’s locale. Such
prohibitions include but are not limited to the underage use of alcohol and the use of illegal
drugs. In addition, sex shall not be used as a recruiting device and sexual harassment
shall not be tolerated. Finally, gambling and gaming activities and the use of strippers,
gentlemen’s clubs or an equivalent entity are strictly banned from recruiting visit activities.
Violations of these provisions will result in immediate and appropriate disciplinary action,
which could include permanent loss of eligibility.
207-3
Recreational Activities
Participation in Athletics Activities while on unofficial/official visits. Coaches are not
permitted to observe prospects taking part in “pick-up” games/voluntary activities.
Bylaw 13.11.1
Recreational activities or physical workouts are permitted provided they are not observed
by members of the athletics department coaching staff and are not designed to test the
athletic ability of the prospect. Bylaw 13.11.2.2
Applicable sanctions, including a provision for an annual report of violations to the
conference office (to the NCAA in the case of independents).
The membership shall submit secondary violations of recruiting visit policies to the
Conference office in the same manner as other secondary violations are reported. The
Conference office shall provide the NCAA with an annual report of all secondary violations,
including those involving recruiting visit policies. After investigation, any major or
suspected major violation shall also be reported to the Compliance Committee via the
Conference office.
The Compliance Committee is charged with ensuring all violations are adequately
addressed, including that appropriate sanctions are self-imposed and that procedures are
established to avoid similar future violations. The reporting institution is able to appeal
Compliance Committee actions to the full Conference Advisory Council. After Compliance
Committee processing, the Conference Office shall submit all violations to NCAA
Enforcement for further processing.
PURPOSE OF POLICY
The purpose of this policy is to define the guidelines and expectations of all recruiting
practices and procedures at MSU. The policy will guide Athletic Department staff,
current student-athletes, representatives of athletic interest and any other constituencies
involved in the recruiting process.
The policy will set a foundation of personal accountability on the part of prospects, studentathlete hosts (Hosts), coaches and Athletics Department staff members while prioritizing
student-athlete welfare in the recruiting process.
The following guidelines have been established to ensure the hosting of Prospects is
conducted in a manner consistent with National Collegiate Athletic Association (NCAA)
rules, Southland Conference (SLC) guidelines, MSU regulations, and local laws.
207-4
RESPONSIBILITIES
Academics
1. Transcripts and test scores must be on file prior to an official visit.
2. The prospect must be registered with the NCAA Initial Eligibility Center before an
official visit.
Coaches
1. The coaching staff will communicate the official visit policies and procedures to the
prospect, parents or guardians of the prospect, host and other constituencies
involved with the visit.
2. Coaches will provide the prospect with a detailed itinerary and official visit guidelines
before or upon arrival.
3. The recruiting or head coach will sign off on the Official Visit Form indicating each
official visit was in compliance with NCAA bylaws, SLC guidelines, MSU policies,
and local laws.
4. The coaching staff is responsible for the completion of all forms associated with the
visit.
Student Hosts
1. All prospective Hosts must be educated on hosting a student-athlete prospect.
2. A student host may receive a maximum of $30 per day to cover all actual costs of
entertaining a prospect and $15 per day for additional prospect. At no time may
cash be given to a prospective student-athlete.
3. Upon concluding hosting duties each Host will sign the Official Visit Form indicating
compliance with NCAA bylaws, SLC guidelines, MUS policies, and local laws.
Compliance Office
1.
2.
3.
4.
Conduct host training.
Keep official visit records and related forms (See “Forms” section below).
Have a copy of prospect’s transcript and test scores on file.
The Compliance Office will monitor and continually educated student-athletes,
coaches, and other athletics department staff involved directly or indirectly with
recruiting.
5. Review and investigate, as necessary, any violations reported by athletics
department administrators, coaches, student-athletes, hosts or prospects.
207-5
GUIDELINES FOR OFFICIAL VISIT
All activities and events taking place during an official visit must be in accordance with MSU
policies, SLC guidelines and NCAA rules and regulations. All MSU coaches bringing
prospects to campus for official visits will develop a written itinerary of their visit to limit
unstructured time and ensure appropriate supervision of the prospects. An official visit
shall not exceed 48 hours. The 48-hour time period begins once the prospect arrives on
campus. Unless a coach transports the prospect by automobile, in which case the 48 hours
begins at time of contact. At the completion of the 48-hour visit, the prospect must leave
campus immediately; otherwise MSU cannot pay expenses incurred by the prospect upon
departure from the institution’s campus, including the cost of return transportation.
Transportation
MSU may pay the prospect’s actual round-trip transportation costs for his or her official visit
to its campus. Airline flights must be commercial airlines (no charter flights or private
planes) and must be standard coach class airfare.
When a prospect travels by automobile on an official paid visit, MSU may pay round-trip
expenses to the individual incurring the expense (except the prospect’s coach as provided
in NCAA Bylaw 13.9.1.1) at the same mileage rate it allows its own personnel.
While on campus a prospect may be transported using an institutional, or comparable,
vehicle normally used to transport prospective students visiting MSU.
Coaches and hosts are permitted to use their personal vehicles to transport a prospect
(and those accompanying the prospect) around campus during an official visit.
Meals
MSU may provide three standard meals per day plus one reasonable snack for the
prospect and the prospect’s parents/legal guardians.
Lodging
Lodging may be provided to a prospect, the prospect’s parents (or legal guardians) and
spouse as long as it is comparable to that of a normal student and it is within a 30-mile
radius of the institution’s campus. Additional persons (e.g. prospect’s brother, sister, or
friend) may stay in the same room as the parents or prospect. However, the institution
cannot pay for any charges for the additional occupants.
Prohibited Activities
The following shall be strictly prohibited during the recruiting visit:
1. Consumption of alcohol by prospects and hosts.
207-6
2.
3.
4.
5.
6.
7.
8.
Use of illegal drugs by prospects and hosts.
Arrangement of sexual favors.
Behavior in violation of criminal law.
Gambling or gaming activities.
Hiring of strippers/use of gentlemen’s club or equivalent.
Any contact with a sport agent.
No entertainment will take place outside of 30 miles of Lake Charles.
PROCEDURES FOR OFFICIAL VISITS
Prior to Visit
Communication will be made with the prospect prior to or upon any visit to outline important
university and NCAA regulations regarding official visits.
All necessary forms must be submitted and obtained prior to an official visit. Transcripts
and test scores must be on file with the Compliance office and the prospect must have
registered with the NCAA Eligibility Center.
Concurrent with Visit
Coaches shall meet with prospect upon arrival to campus. Recruit will sign any necessary
paperwork, mileage money forms and verification of paid visit form.
Coaches will provide prospect with an itinerary of events and meetings.
Post Visit
All necessary forms must be completed in full and turned in to the Compliance office within
three days of official visit.
The institution will not require the submission of receipts for the $30 entertainment money
since the various forms signed by the student host and coaches should adequately provide
an account of these funds.
GUIDELINES AND PROCEDURE FOR UNOFFICIAL VISIT
MSU may not pay any expenses or provide any entertainment within the scope of general
student-life, except for a maximum of three complimentary admissions (issued only through
a pass list) to a campus athletics event in which an MSU team practices or competes.
Additional tickets may be purchased only in the same manner as any other member of the
general public.
207-7
Prospects on an unofficial visit may pay the actual cost of meals and eat with other
prospects who are on their official visits or with enrolled student-athletes.
A prospect on an unofficial visit may stay in an enrolled student-athlete’s dormitory room
only if the prospect pays the regular institutional rate for the lodging.
A MSU athletics department staff member may arrange academic interviews for the
prospect.
REPORTING AND PENALTIES
Reporting
It is the responsibility of all athletics department administrators, academics staff,
compliance staff, coaches, and hosts to report any potential violations of NCAA bylaws,
SLC guidelines, university policies and regulations or local laws.
An violations or potential violations known by administrators or coaches must be reported
to the Director of Athletics, Compliance Office or the Faculty Athletics Representative
(FAR).
Any violation (regardless of the degree of the violation) known by the student host must
be reported to his or her head coach. It is then the responsibility of the head coach to
report the violation to the Director of Athletics, compliance office, or FAR. The Compliance
Department will review and investigate any reported or perceived violations.
Penalties
The severity of a particular violation will be determined based on intent of the act and
recruiting advantage gained.
FORMS
Official Visit Notification Letter
1. Sent to prospect before visit.
2. Outlines expectations and important guidelines.
Student-Athlete Host Form
1. Outlines official visit guidelines.
2. Outlines rules for host money.
3. Host must sign off prior to receiving money.
Itinerary
1. Given to compliance office before visit and to prospect at time of arrival.
2. Detailed schedule of events, meetings, meals and planned activities.
207-8
Official Visitation Form
1. Filled out by host and recruiting coach after official visit.
2. Signed by prospect and student host.
3. Includes guests of prospect, entertainment activities, complimentary admissions
and vehicle transportation information.
Official Visit Exit Interview
1. Filled out by prospect in conjunction with Official Visitation Form.
2. Serves as an attestation of compliance to NCAA bylaws, SLC guidelines, MSU
policies, and local laws.
Official Visit Checklist
To be used by recruiting coach to verify all forms and paperwork are confirmed for
signatures and accuracy.
NOTE: All prospects’ transcripts and test scores (SAT, ACT, PSAT, or PLAN) must be
submitted by the coaches to the Compliance office prior to an official paid visit.
CONCLUSION
This policy has been established to ensure that each prospective student-athlete’s visit to
our campus is a quality one. The MSU athletics department strives to achieve visits that
are free from any type of activity that would jeopardize the safety of a prospect and at the
same time ensure compliance with NCAA bylaws, SLC guidelines, MSU policies, and local
laws.
207-9
CHAPTER 300
PERSONNEL POLICIES
301 – HUMAN RESOURCES
UNIVERSITY POLICIES
Athletics Department staff are MSU employees and operate under the University’s human
resources policies and procedures. The most up-to-date policies can be found on the
University web site at
http://www.mcneese.edu/facstaffhandbook/2010-2011%20FS%20HandbookDRAFT.8.23.10.pdf for faculty, administration, and staff or at
http://www.mcneese.edu/hr/pdfs/classified.pdf for civil service employees.
McNeese State University does not discriminate with regard to race, color, national origin,
sexual orientation, religion, disability, veteran status, age, or sex in admission to or
employment in its education programs or activities. Inquiries concerning the application of
Title IX and its implementing regulations or equal opportunity may be referred to the Title IX
Coordinator and Equal Opportunity Officer: Vice President of Special Services and Equity,
Box 93248, McNeese State University, Lake Charles, Louisiana 70609. Telephone: voice
(337) 475-5428; hearing impaired TDD (337) 475-5722.
LEAVE POLICY:
Employees accrue leave according to employment type. Leave accrual rates are based
upon years of state service. Classified and Unclassified administrators and staff (12 month
employees) accrue both sick and annual leave each pay period in accordance with accrual
rate schedule. Faculty members (9 month employees) accrue sick leave only in
accordance with accrual rate schedule. Faculty members who teach summer school accrue
additional sick leave for the summer session. Leave accrual is pro-rated for part time
employees according to FTE percentage.
Upon separation from employment, eligible employees are paid leave as follows:
• Classified employees may be paid up to 300 hours of annual leave.
• Unclassified Administrators and Staff (12-month) employees may be paid up to 300
hours of annual leave and upon retirement or death only up to 200 hours of sick
leave additionally.
• Faculty members may be paid up to 200 hours of sick leave upon retirement or
death only.
Leave payoff amounts are dependent on leave balances at time of separation.
EMPLOYEE BENEFITS
Retirement Plans: All eligible employees are required to participate in a Louisiana state
retirement system plan in accordance with the guidelines for such. The employee
301-1
contribution is currently set at 8% of gross and is tax sheltered. The employer contribution
rate is set annually.
Classified Employees: Current state laws require all eligible employees to enroll in
Louisiana State Employees Retirement System (LASERS). LASERS is a defined benefit
plan which guarantees a benefit based on your age, years of service, and final average
compensation at retirement. For more information regarding LASERS benefits, you may
visit the website at www.lasers.state.la.us. You may register for a pin number on the active
member’s webpage that will allow internet access to important personal membership
account information.
Unclassified Administrators, staff, and faculty: Current state laws require all eligible
employees to enroll in the Teachers Retirement System of Louisiana (TRSL), or an
Optional Retirement Program which is an alternative retirement plan provided by a private
carrier. TRSL is a defined benefit plan which guarantees a benefit based on your age,
years of service, and final average compensation at retirement. For more information
regarding TRSL benefits, you may visit the website at www.trsl.org. You may register for a
pin number on the member’s webpage under member’s access that will allow internet
access to important personal membership account information.
The State of Louisiana has entered into contract with the following companies to represent
the Optional Retirement Program:
•
•
•
AIG-Valic (www.valic.com)
TIAA-Cref (www.tiaa-cref.org )
ING (www.ingretirementplans.com )
The ORP is a defined contribution plan. These contributions are invested by the
designated ORP carrier in the options chosen by the member. The performance of the
member’s investments determines the retirement benefit.
There are limited exceptions to membership in either state retirement plan based on age at
hire and/or prior participation/vesting in another federal or state retirement system program.
IMPORTANT INFORMATION CONCERNING SOCIAL SECURITY (FICA TAX
WITHHOLDING): State of Louisiana regulations do not allow withholding for FICA tax
(Social Security) when the employee participates in a mandatory state retirement system.
Government Pension Offset: reduction for spouse’s or widow(er)’s benefit
Normally, when your spouse retires on Social Security, you are eligible for 51 percent of
your spouse’s benefit if you are at least age 62. However, since you are eligible for a
301-2
benefit from TRSL, you may be subject to the Government Pension Offset. You will not
have a reduction in your benefit from Social Security, if you meet one of the following
conditions:
• You were eligible to retire before December 1982, and you meet all the
requirements for Social Security spouse’s benefits in effect in January 1977. (A
divorced woman’s marriage must have lasted at least 20 years, and a husband or
widower must have received one-half of his support from his wife.); or
• You were eligible to retire before July 1, 1983, and were receiving one-half of your
support from your spouse.
Windfall Elimination Provision
If you receive a TRSL retirement benefit, a modified benefit formula, known as the Windfall
Elimination Provision (WEP), is usually used to reduce your own Social Security earned
benefit.
The WEP was gradually implemented beginning in 1986 and is now in full effect when you
reach age 62 or become disabled. The WEP does not apply in the following situations:
• You were age 62 or disabled before 1986; or
• You qualified for a TRSL retirement benefit (including a reduced benefit) before
1986, even if you continued to work beyond 1986 (excludes LSA-R.S. 11:272[D], as
amended by Act 132 of 1995). You can call TRSL at 225-925-6446 or toll-free at 1877-ASK-TRSL (1-877-275-8775) to request a letter verifying your earliest
retirement date; or
• You have at least 30 years of "substantial" earnings in a job where you paid Social
Security taxes. If you have 21 to 29 years of "substantial" Social Security-covered
earnings, you won’t be subject to the full reduction. The full reduction is on the order
of 50 to 60 percent of the Social Security benefit you would otherwise be due.
The WEP formula is complex, so we recommend that you contact the Social Security
Administration for explanations of possible reductions.
TAX DEFERRED ANNUITIES (403B): Payroll deductions for tax-deferred annuities:
• AIG-Valic (www.aigvalic.com)
• TIAA-Cref (www.tiaa-cref.org)
• Aetna-ING (www.ingretirementplans.com )
Employee pays full contribution.
DEFERRED COMPENSATION PLAN (457): Payroll deductions for the State of Louisiana
Deferred Compensation Plan. The plan is a defined contribution pension plan where the
participant assumes the investment risk.
301-3
Employee pays full contribution.
For more information please visit: www.louisianadcp.com
GROUP HEALTH INSURANCE PLANS: Group health insurance/major medical is
available to all full-time university employees (working 75% - 30 or more hours per week 120 or more consecutive days per year). Premiums are paid through employee and
employer contributions. Premiums are payroll deducted. State of Louisiana Office of Group
Benefits currently offers three (3) health plans:
• PPO, administered by Office of Group Benefits
• EPO, administered by Blue Cross/Blue Shield
• HMO, administered by Blue Cross/Blue Shield
More information on each plan may be obtained by visiting www.groupbenefits.org .
Insurance coverage is NOT automatic; IT MUST BE APPLIED FOR WITHIN 30 DAYS OF
EMPLOYMENT in the Office of Human Resources. Coverage for each employee who
completes the applicable Enrollment Form and agrees to make the required payroll
contribution is to be as follows:
• If employment begins on the first day of the month, coverage is effective the first
day of the following month.
• If employment begins on the second day of the month or after, coverage is
effective the first day of the second month following employment;
• Employee coverage will NOT become effective unless the employee completes an
application for coverage within 30 days following the date of employment. An
employee who completes an application after 30 days following the date of
employment will be considered an overdue applicant.
PREMIUM CONVERSION: Tax free deduction on eligible insurance premiums.
HSA/DCSA ACCOUNTS: Health Care Spending Accounts and Dependent Care Spending
Accounts are available to full time employees after one year of employment. A debit card is
provided for reimbursement on the Health Spending Account. There is a minimal annual
charge to participate in spending accounts which is payroll deductible.
GROUP LIFE INSURANCE: Offered through Prudential Life.
Eligible employees may choose Basic Life or Basic plus Supplemental Life Insurance. The
life insurance includes special payment provisions for cases of accidental death or
dismemberment. Rates and coverage amounts are based on salary. Premiums are paid
through employee and employer contributions.
Optional dependent life insurance is also available with employee paying full contribution.
301-4
VOLUNTARY LIFE AND ACCIDENTAL DEATH & DISMEMBERMENT INSURANCE:
Employee pays full premium.
Current vendor participation:
• Unum AD&D
• Lafayette Life of Indiana (rates based on age)
• AIG Life (rates based on age)
SHORT TERM DISABILITY: Employee pays full premium.
Current vendor participation:
• AFLAC
• Colonial
• Conseco
VISION INSURANCE: Employee pays full premium.
Current vendor participation:
• AFLAC Vision Care
• American Vision Source (AVS/Spectera)
• VSP
The Eye Clinic currently offers, at no cost to the University or the employee, a discount on
services.
DENTAL INSURANCE: Employee pays full premium.
Current vendor participation:
• AFLAC Dental
• Delta Dental
• Crescent Dental
• Dina Dental.
COBRA - Benefits under all insurance plans for a covered employee will terminate on the
last day of the calendar month during which employment terminated voluntarily or
involuntarily, the employee no longer meets the definition of an employee or coverage
under a leave of absence expires unless the covered employee elects to continue at the
employee’s own expense. Employees terminated for gross misconduct are NOT eligible for
COBRA. Employee must notify the Office of Human Resources Services prior to
termination/resignation. COBRA and portability applications can be obtained in Human
Resources.
WORKERS COMPENSATION: All employees are covered, free of charge, under the State
of Louisiana, Office of Workers Compensation in accordance with applicable rules and
regulations related to on the job injury or illness. Lost time payments and payment of
medical bills will be made to employees for covered injuries or illnesses which occur
during the scope of employment.
301-5
FEE REDUCTION WAIVER: A faculty or staff member who has been employed full-time at
a University of Louisiana System institution or System Office at least two years may enroll
for undergraduate or graduate instruction at a reduced fee schedule which shall annually
be set by the Board of Trustees.
UNIVERSITY PRIVILEGES: The following is a brief summary of available privileges:
Bookstore discount on selected purchases/free gift wrapping/charge accounts
Discounted Athletic
Tickets
Dining Facilities
ID card
Library Services
Join Recreation Complex (payroll deductible) Direct Deposit
Join MSU Federal Credit Union
Banners Series (payroll deductible)
Internet Service-Personal(payroll deductible) Federal Post Office
EMPLOYEE ASSISTANCE PROGRAM (EAP): The Employee Assistance Program is
available to all employees and their immediate family. The services provided by the
members of the Counseling Center are free of charge. You can locate the MSU Counseling
Center in Kaufman Hall, Room 167 or they can be reached by phone at
(337) 475-5136.
The State of Louisiana also offers the following EAP programs. Eligibility requirements
must be met:
• LaCHIP: Louisiana Children’s Health Insurance Program. No-cost health insurance
for children. 1-877-252-2447.
• LaMOMS: Helping Pregnant Women Have Healthier Babies. No-cost Health
Insurance for Pregnant Women. 1-888-342-6207.
• Medicare Savings Program (MSP): Pays for your Medicare Part B premiums. 1888-544-7996.
• Medicaid Purchase Plan: Full medical coverage for workers with disabilities. 1888-544-7996.
• Region V Office for Addictive Disorders: (337) 475-3100, ww.dhh.state.la.us
• Office of Group Benefits Members: (337) 475-8052, www.groupbenefits.org
LEAVE TYPES:
Employees accrue leave according to employment type. Leave accrual rates are based
upon years of state service. Classified and Unclassified administrators and staff (12 month
employees) accrue both sick and annual leave each pay period in accordance with accrual
rate schedule. Faculty members (9 month employees) accrue sick leave only in
accordance with accrual rate schedule. Faculty members who teach summer school accrue
additional sick leave for the summer session. Leave accrual is pro-rated for part time
employees according to FTE percentage.
Upon separation from employment, eligible employees are paid leave as follows:
• Classified employees may be paid up to 300 hours of annual leave.
• Unclassified Administrators and Staff (12-month) employees may be paid up to
300 hours of annual leave and upon retirement or death only up to 200 hours of
sick leave additionally.
• Faculty members may be paid up to 200 hours of sick leave upon retirement or
death only.
301-6
Leave payoff amounts are dependent on leave balances at time of separation.
Benefit eligibility is determined by employment type and percentage of time employed.
Please contact Human Resources for information regarding benefit eligibility, benefit
programs offered, and current rates. The university strives to provide benefit programs for
all employment types.
Contact Information
Charlene Abbott – Director of Human Resources, [email protected], 337-475-5977
Yvonne Jacobs – Administrative Coordinator 4, [email protected], 337-475-5105
Located in Smith Hall
301-7
302 – SEXUAL HARASSMENT
Sexual Harassment in the Workplace
The policy of this organization always has been that all our employees should be able to
enjoy a work environment free from all forms of discrimination, including sexual
harassment. Sexual harassment is a form of misconduct which undermines the integrity of
the employment relationship. No employee--either male or female--should be subjected to
unsolicited and unwelcome sexual overtures or conduct, either verbal or physical. Sexual
harassment does not refer to occasional compliments of a socially acceptable nature. It
refers to behavior which is not welcome, which is personally offensive, which debilitates
morale, and which therefore interferes with our work effectiveness. Such conduct, whether
committed by supervisors or non- supervisory personnel, is specifically prohibited. This
includes: repeated offensive sexual flirtations, advances or propositions; continued or
repeated verbal abuse of a sexual nature; graphic or degrading verbal comments about an
individual or his or her appearance; the display of sexually suggestive objects or pictures;
or any offensive or abusive physical conduct. In addition, no one should imply or threaten
that an applicant or employee's "cooperation" of a sexual nature (or refusal thereof) will
have any effect on the individual's employment, assignment, compensation, advancement,
career development, or any other condition of employment.
University Sanctions
In accordance with McNeese State University policies, when an employee is found to be in
violation of the Sexual Harassment Policy Statement, he/she may be subject to penalties
up to and including termination. Employees may also be required to satisfactorily
participate, at their own expense, in appropriate counseling and/or continuing education
programs. Any questions regarding either this policy or a specific situation should be
addressed to the appropriate supervisor or personnel officer. Persons who feel that they
have been harassed or confronted with unacceptable behavior should contact the Division
of Special Services & Equity, Dr. Rosemary Gray, EEO Officer for a grievance form and/or
an interview. All managers and supervisors must report, within three working days,
actual or alleged violations to the Office of Special Services & Equity.
302-1
303 – VIOLENCE FREE WORKPLACE
McNeese State University is committed to providing an environment for its faculty, staff,
and students which is safe, secure, and respectful – an environment that is free from
violence. Consequently, no form of intimidating, hostile, threatening, or violent behavior will
be tolerated. This policy applies to all McNeese State University students, faculty, staff,
contracted employees, and campus visitors.
MCNEESE STATE UNIVERSITY PROHIBITS THE FOLLOWING:
A. Any act or threat of violence made by an employee against another person's life, health,
well-being, family or property.
B. Any act or threat of violence, including, but not limited to intimidation, harassment, or
coercion.
C. Any act or threat of violence which endangers the safety of employees, customers,
vendors, contractors, or the general public.
D. Any act or threat of violence made directly or indirectly by words, gestures, or symbols.
E. Use or possession of a weapon on the University premises other than University Police
officers.
It is a requirement that employees report to their supervisors and the Human Resource
Manager, in accordance with this policy, any behavior that compromises the University's
ability to maintain a safe work environment. All reports will be investigated immediately and
kept confidential, except where there is a legitimate need to know.
To meet our commitment to provide a safe environment for employees, customers, and
visitors, the University has created a violence prevention team to develop and implement a
Workplace Violence Prevention Program. The team is comprised of (1) V.P. for
Administrative & Student Affairs, (2) Human Resource Manager, (3) EEO Director, (4)
University Police Director, (5) Director of Media Services, and (6) Director of Counseling.
The team will provide assistance to employees and communicate information to the media
in the event of an emergency.
The University believes that employees may be better prepared to avoid or prevent
violence if they are able to recognize early warning signs and follow response procedures.
Employees will therefore play a crucial role in the administration of this Workplace Violence
Policy.
Policy must be viewed in its entirety at www.mcneese.edu/hr/violence.htm.
303-1
EMPLOYEE PROCEDURE
1. Report any act of workplace violence to your supervisor and to the Personnel Office.
Request to speak with the Human Resource Manager. You will be required to complete
an incident report that will include the date of the incident, place of the incident, time of
incident, time incident ended, your name, your title, phone and work location.
2. The Human Resource Manager will investigate the incident, request written statements,
and report to the Workplace Violence Prevention Team. The team is comprised of the
Human Resource Manager, EEO Director, V.P. for Admin. & Student Affairs, Director of
University Police, and Director of Media Services.
3. The team will take appropriate action in accordance with Civil Service rules for classified
employees, recommend action to appropriate Vice-President for incidents involving
unclassified employees or faculty members.
DEFUSING WORKPLACE VIOLENCE
1. Make eye contact
2. Give the person your full attention
3. Speak to the person in a calm voice
4. Be open and honest
5. Give the person the opportunity to tell his/her side
6. Listen attentively.
7. Ask for specific examples.
8. Ask open-ended questions and make sure you understand the situation before providing
feedback. The original Violence Free Workplace Policy is kept on file at the McNeese
State University Library. Copies can be found in the President's office, the Vice-President's
office, and with each Workplace Violence Prevention Team member.
The original Violence Free Workplace Policy is kept on file at the McNeese State University
Library. Copies can be found in the President's office, the Vice-President's office, and with
each Workplace Violence Prevention Team member.
303-2
304- EMPLOYMENT
The Board of Supervisors for the University of Louisiana System authorizes the
employment of persons from the same economic unit, or the same immediate family
although a separate economic unit, when their individual qualifications are such that they
represent the best possible choice for a given position. Employees from the same
economic unit may not be employed in a situation where one member may have direct
administrative line responsibility for the other or work in the line of supervision or
administrative responsibility for which the other has oversight.
Reference: http://www.uls.state.la.us/site100-01/1001055/docs/chapter_3_9_5_03.pdf
(section IX)
Reference: http://www.mcneese.edu/policy/docs/nepotism.pdf
HIRING
Formal Hiring Plans
The University has formal hiring plans for certain Unclassified and Classified employment
types.
The
•
•
•
•
•
•
following appointment types must be hired through a hiring plan:
Unclassified Employment
Faculty
Non Faculty, Non Classified
Visiting Lecturer
Graduate Assistant
Classified Employment
Approval
The hiring process begins with Executive Staff approval to fill a position and ends with
Appointing Authority or delegated Appointing Authority approval to employ an individual in
the position. ULS Board approvals and the Department of Civil Service approvals must also
take place.
The President of the University is the Appointing Authority.
The President delegates
Appointing Authority for certain matters to include hiring processes.
The President approves the hiring process for Faculty and Non Faculty, Non Classified
appointment types.
The Provost/Vice President of Academic Affairs approves the hiring process for Visiting
Lecturer and Graduate Assistant appointment types.
304-1
The Director of Human Resources approves the hiring process for Classified employment.
NO EMPLOYMENT MAY BEGIN UNTIL THE HIRING PROCESS IS COMPLETE AND
APPROVED BY ALL CONCERNED.
Probation Period
Most classified employees are hired under a probation period.
The probation period is a working test period to determine if the employee is performing
up to supervisor and university expectations.
A classified employee is first eligible to receive permanent status after serving 6 months of
the probation period.
The probation period may extend as long as 2 years.
Normally, an employee will not be retained after 1 year if the supervisor does not feel the
quality and/or quantity of work is not up to university standards.
An employee on a probation period does not have the right of appeal.
Performance Evaluations -- Classified Employment
The Performance Planning and Review system for classified employees begins with a
formal planning session at the time of hire, and ends with a formal rating session on the
anniversary date. After the rating session, the planning session is conducted again for the
upcoming year.
The anniversary date is 6 months from the hire date, and is never changing throughout the
career.
If the final rating score is satisfactory or above, the employee will be eligible to receive a
4% merit increase.
The employee will be eligible each year thereafter for a merit increase, if the final rating
score is satisfactory or above.
Performance Evaluations -- Unclassified
Annual Performance Evaluation program for certain unclassified employees is
mandated by the University of Louisiana System board rules.
The evaluation program begins with a formal planning session at the time of hire and ends
with a formal rating session on the anniversary date.
The anniversary date is one year from the hire date.
The
LEAVE
All TWELVE MONTH employees who are on a regular tour of duty where the appointment
will exceed 120 days will accrue annual and sick leave at an amount applicable to years of
service as listed below:
304-2
CLASSIFIED EMPLOYMENT
0-3 years
3-5 years
5-10 years
10-15 years
15 years and above
3.6880
4.6080
5.5360
6.4560
7.3840
hours bi-weekly
hours bi-weekly
hours bi-weekly
hours bi-weekly
hours bi-weekly
LEAVE
UNCLASSIFIED EMPLOYMENT
0-3 years
8 hours per month
3-5 years
10 hours per month
5-10 years
12 hours per month
10-15 years
14 hours per month
15 years and above
16 hours per month
*Faculty members accrue sick leave only*
FACULTY EMPLOYMENT
0-3 years
3-5 years
5-10 years
10-15 years
15 years and above
7.2 hours per month
9 hours per month
10.8 hours per month
12.6 hours per month
14.4 hours per month
LEAVE
Other leave types available for employees:
Family and Medical Leave (FMLA), Bereavement, Civil and National Leave, Leave Without
Pay, and Military Leave
Leave is pro-rated for all part time employees
Handbook contains more information
www.mcneese.edu/hr under handbooks
on
leave
accrual
and
regulations
at
Application for Leave
pre-approval of leave system is a requirement of the university, the Department of Civil
Service and the University of Louisiana System Board.
When leave is foreseeable, the employee should complete a proper Application for Leave
form and submit to supervisor in advance for approval.
When the leave is not foreseeable, the employee should complete a proper Application for
Leave form, and submit to supervisor immediately upon return to duty for approval.
A
304-3
PAY PERIODS, TIMESHEETS, LEAVE FORMS
Employees are responsible for the timely completion and submission of an Attendance and
Leave Record (timesheet) each pay period to the Department Head. The Attendance and
Leave Record is normally provided by the department secretary or department head.
Leave requests should be in advance and must have department/division approval before
leave begins.
The standard Application for Leave form may be downloaded and printed from the Human
Resources website at www.mcneese.edu/hr.
Classified employees are paid bi-weekly on Friday. Faculty and administrative staff are
paid monthly on the last working day of the month.
HOLIDAYS
12 month employees follow the university Holiday schedule which can be found on the
Human Resource website under communications. Forced Closure dates are days the
university closes, and the employee must charge annual or compensatory leave to be paid
for these days.
Faculty members follow the academic calendar listed in the catalog.
DIRECT DEPOSIT
First check is pre-noted to check accuracy; second check is direct deposited.
Multiple account direct deposit is available.
Forms are available in Human Resources or Payroll or can be found on the Human
Resource website under Forms.
TUITION REDUCTION
McNeese State University promotes educational opportunity for employees.
An employee may attend one 3 credit hour (3 clock hour) course during the normal work
day with supervisor approval.
You must use appropriate leave or adjust lunch period to cover your absence.
A tuition reduction is available for eligible employees.
Policy and forms are available on the Human Resource website at www.mcneese.edu/hr.
304-4
PARKING PERMITS
Parking Permits are required for each vehicle that will be parked on campus.
Parking permit fees are payroll deductible.
Parking regulations and permit information must be viewed on the University Police website
at www.mcneese.edu/police.
ID CARD
The first ID card issued is free.
There is a fee for lost or stolen ID cards.
You must have to use Recreation Complex, check out books from the Library, obtain
discounts, etc.
Picture taken at University Police and ID card made and issued immediately.
WORKERS COMPENSATION
Employees are covered by workers compensation, which provides for payment of medical
expenses and partial salary payments in the event of an approved work-related injury or
illness. The amount of the benefits payable and the duration of payment depend on the
nature of the injury or illness and the employee’s salary. In general, usual and customary
medical expenses incurred in connection with an injury or occupational illness are paid and
partial salary payments are provided beginning after the seven-day waiting period.
You must complete an Incident/Accident Investigation form when an accident occurs during
the scope of employment and immediately report the injury to the direct supervisor. Drug
testing will be conducted if the injury is serious and requires medical treatment.
If you sustain a work related injury or occupational illness, you should immediately inform
your supervisor and contact Human Resources at 475-5105 for further information.
EMPLOYEE MOVING EXPENSES
The Athletics Department, may, when funds are available, reimburse new coaches or
administrative staff for part of the expense of moving household goods and other personal
property to the University.
Dollar Limitations: The maximum allowable moving expense, despite funding source, as
stipulated below:
1. $1000 limit for Head Coaches
2. $750 limit for Assistant Coaches/Administrative Staff
3. $250 limit for Part time Coaches
304-5
Advance Approval: Prior to committing the Athletics Department to a financial obligation, a
staff member must have the request approved by the Athletics Director. If prior approval is
not obtained, the individual staff member could be held personally responsible for the
resulting charges.
Moving Expenses Covered: Reimbursement for moving expenses covers:
• The cost of moving household goods and other personal property belonging
to an anticipated permanent full time employee and his/her immediate family.
• Expert packing and unpacking services
• Do-it-yourself moving expenses which may include:
Rental of truck or trailer
Use of private vehicles (mileage reimbursement paid at the current
mileage rate as per state travel policy)
Rental of Dolly, hand truck, or furniture pads
Other actual and reasonable costs of rental services
Packing/crating services or packing/crating materials
Employees may not claim reimbursement or damage insurance for motor homes, campers,
trailers, boats, motorcycles, plants, pets, etc.
Obtaining Reimbursement: Units may charge reimbursable moving costs either to their
regular operating budget or to other funds available for operating purposes (MSU
Foundation). If regular operating budget is to be used, a requisition is required. A
purchase order will then be issued to the moving company. See purchasing policies and
procedures.
If MSU Foundation account is to be used, a proper invoice is attached to the McNeese
State University Foundation Check Request Form. See MSU Foundation policies and
procedures.
FORMS
Accident / Incident Investigation Form (DA-2000)
Authorization and Driving History Form (DA-2054)
Bomb Threat Action Checklist
Driver’s Accident Report Form (DA-2041)
Driver Authorization Affidavit Form
Emergency Response Contact List
Floor Fire Drill Report Form
Hazard Control (HA-1-90)
Hepatitis B Vaccination Declination Statement Form
Job Safety Analysis Form
Laboratory Safety Inspection Checklist
304-6
305 – CAMPUS SERVICES
RECREATION COMPLEX
Facilities include: Olympic Size Pool, 4 Racquetball Courts, 3 Full-Length Basketball
Courts, Volleyball Courts, Badminton Courts, Table Tennis, Wellness Area including
Weight Room and aerobic Room, 200 meter Indoor Track, Co-ed Steam and Sauna,
Showers, Locker Rooms, Intramural Playing Fields, and Outdoor Tennis Courts.
Free Aerobic classes offered to paid members.
Fees are per semester and Payroll deductible.
Contact the Recreation Complex for more information at 475-5371.
BOOKSTORE
Employees with permanent status can open a personal charge account.
Textbook adoptions require department approval.
Faculty and Staff receive a 20% discount off all items excluding sales items and textbooks.
Many gift items available including balloon bouquets. Free gift wrapping with purchase.
Contact the Bookstore for more information at 475-5492.
FRAZAR MEMORIAL LIBRARY
At home access to online catalog and journal database with access code-call 475-5725 for
info.
Full text databases such as EBSCOhost and ProQuest are available.
Departments include: Reference, Circulation, Government Documents, and Interlibrary
Loans
Form more information visit the website at http://library.mcneese.edu/.
POST OFFICE
Full service federal contract station.
Full postal services available for the convenience of the faculty and staff.
Post office box rentals at a low charge.
Contact the Post Office for more information at 475-5495.
DINING FACILITIES
Conveniently located in the central part of the campus.
ID card can be used to “load” money for use as a debit card.
Contact the Cafeteria for more information at 475-5476.
305-1
MCNEESE FEDERAL CREDIT UNION
Conveniently located on campus behind Gayle Hall;
Permanent employees are eligible to join as well as their dependents to include brothers,
sisters, children, parents, grandparents, grandchildren, and active McNeese alumni;
Fast, friendly personal service;
Four qualified staff members who have a combined total of 95 years of financial
experience.
For more information about your McNeese Federal Credit Union, please call 475-5344 or
visit the website at www.mcneesecu.com.
305-2
CHAPTER 400
FINANCIAL AND BUSINESS AFFAIRS
401 – BUDGET
UNIVERSITY POLICIES
The Department of Athletics is responsible for submitting annual budget requests which,
once approved, are incorporated into the University’s annual operating budget. This
budget becomes the basis of authority for the Department’s financial operations during the
fiscal year, which begins July 1.
BUDGET PREPARATION – OVERVIEW
The budget development cycle takes place during the period from January through March.
The Athletics Business Manager and the Budget Officer are responsible for the preparation
of the departmental budget. The departmental budget is comprised of individual budgets
representing each individual sport and each service or administrative area (i.e.:
Compliance, Sports Medicine, etc.)
BUDGET PREPARTION - REVENUES
Revenue projections are developed annually and used as the basis for overall budget
preparation. The Athletics Business manager prepares the revenue budget based on
historical trends, actual data (i.e., contracted amounts), conference estimates, etc.
Departmental revenues are derived primarily from the following sources: ticket sales and
game guarantees; conference distributions; donations and gifts; student fees; corporate
sponsorships; and postseason event distributions.
BUDGET PREPARATION - EXPENSES
The budget development process is dependent upon the Budget office’s guidelines. In
January of each year, the Budget Officer communicates with the Athletics Business
manager guidelines for submitting proposed budgets for the coming year. All head
coaches and unit leaders are required to discuss their budgetary needs with the Athletics
Business manager and then submit their proposals to the Athletic Business Manager.
The proposed budgets include recommendations for individual line items, notes for any
special requests, and supplementary information on requested team trips. While the
various areas are developing their budget proposals for expenditures, the Budget Officer
prepares projections for salary and benefit expenses based upon any increases as
determined by the State.
When the budget requests have been received by the Athletics Business manager and
assembled into a summary of requests, budget meetings are held involving the Director of
Athletics and Associate Athletics Directors. Following these meetings, the budget is
adjusted as desired and then the Athletics Business Manager prepares a budget proposal
to be presented to the Budget Officer.
401-1
BUDGET APPROVAL PROCESS
The budget does not become official until the President has signed the appropriate budget
documents. At that time, the Budget Officer will input the approved budget into the
University’s budget system. The Athletic Business Manager will also distributes copies of
the appropriate areas of the approved budget to each head coach and departmental
administrator.
EXPENDITURE APPROVAL
The Director of Athletics has the authority and responsibility to review and approve all
expenditures of departmental funds. The Director of Athletics may delegate such authority
for approving certain types of expenses to the Senior Associate Athletics Director or the
Assistant Athletics Director for Business. All expenditures must have the written approval
of at least one of those individuals.
Before committing the Department to a financial obligation, a staff member must request
approval from the Director of Athletics or his designee. Prior to granting approval of an
expense request, the Director of Athletics or his designee reviews the appropriate budget to
determine the availability of funds. Once an expense request has been approved, the staff
member is responsible for submitting eh appropriate University documents necessary to
process the request and generate payment to the individual or vendor.
BUDGET CONTROL
Budgetary control measures are an integral part of the system for approving the
expenditure of departmental funds. Prior to committing the Department to a financial
obligation, a staff member must have the request approved. If prior approval is not
obtained, the individual staff member may be held personally responsible for the resulting
charges.
BUDGET ADMENDMENTS
Requests to transfer amounts between line items within the existing approved budget must
be approved by the Athletics Business manager. The approving party will ensure that such
amendments are in compliance with University and departmental guidelines. The total
Athletics budget amount can be revised only with the approval of the University President.
401-2
402–PURCHASING AND DISBURSEMENTS
UNIVERSITY POLICIES
The Department of Athletics operates under the University’s purchasing and payables
policies and procedures. A copy of the University’s policies can be found on the McNeese
State
University
Web
sites
at
http://www.mcneese.edu/administration/vpba/comptrollerabout.asp
and
http://www.mcneese.edu/administration/vpba/pcabout.asp.
ADDITIONAL POLICIES AND PROCEDURES
All procurement actions for commodities or contractual services from sources outside the
University must be processed through the Purchasing Department. Any acquisition of a
commodity or a service made before the Purchasing Department issues a purchase order
may become the personal obligation of the individual obtaining the commodity or service.
All procurement actions for commodities or services from sources within the University
must be processed through the Purchasing Department using an interdepartmental
requisition form. Some items purchased from University sources include books, general
office supplies, and copying services.
All purchases will be delivered to the receiving office (warehouse) for the University, unless
otherwise indicated in the purchase order. In cases where it is not practical to utilize the
warehouse, shipments can be delivered directly to a department or some other location.
Payment for all purchases, including those where normal purchasing procedures were not
available or where a vendor did not accept a purchase order will be processed through the
University’s Payables Department.
All University employees engaged in the procurement and payment process, including
requisitioning, purchasing, receiving, payment, and related activities, shall conduct
business dealings in a manner above reproach in every respect. Transactions involving
The expenditure of departmental funds require the highest degree of public trust to protect
the interest of the University.
‘
402-1
403 – TRAVEL
UNIVERSITY POLICIES
Official travel policies are located in the Office of the Athletics Director. Travel budgets are
prepared based on the number of athletes participating in each sport. Head coaches are
responsible for team travel arrangements.
Requests for travel should be received in the Accounting Department at least one week
prior to the scheduled date of departure.
The State of Louisiana currently contracts with a travel agency to provide travel-related
services. It is mandatory that all airline reservations be made through the state's
contractor. If a lower rate than the contractor can provide can be obtained, a travel
exception approval must be secured from the state travel office in Baton Rouge prior to
travel. Additional information can be obtained by contacting the Accounting Office.
State travelers have the option of booking all in-state hotel/motel reservations themselves
or they may elect to use the contracted travel agencies.
Out-of-state lodging and vehicle rentals are to be handled through the contracted travel
agencies. Some additional restrictions apply to the rental of vehicles. Approval from the
President is required to rent a vehicle.
See state travel policy at
www.doa.louisiana.gov/osp/travel/travelOffice.htm.
New allowance reimbursement for mileage is .25/mile for courtesy vehicles and .50 for
personal vehicles.
Team Travel
Only student athletes who are eligible and have been officially certified by the University to
compete according to NCAA and SLC regulations may be allowed to travel. (Bylaw
16.8.1.2)
Approval for team trips, including practice games, is required prior to team departure and
copies of approved schedules and any and all changes must be provided to Accounting
Services. When in travel status for road games, transportation, lodging, and meals will be
provided for team members and other University personnel who are members of the official
University team party. New policy regarding staff travel prohibits payment of meals for
same day travel not requiring overnight stay.
Cost free telephone use by student-athletes is expressly prohibited by NCAA regulations,
except in cases of emergency.
403-1
The official University team party may include the following:
ATHLETES
COACHES
TRAINERS
AND
MANAGERS
OTHER
TOTAL
FOOTBALL
68
12
12
15
107
M BASKETBALL
14
4
3
5
26
M CROSS COUNTRY
10
4
2
2
18
M TRACK & FIELD
35
4
3
2
44
M GOLF
6
2
1
2
11
M BASEBALL
30
3
3
5
41
W BASKETBALL
15
4
3
5
27
W CROSS
COUNTRY
10
4
2
2
18
W TRACK & FIELD
35
4
2
3
44
W GOLF
6
2
1
3
12
W SOFTBALL
28
3
3
5
39
W VOLLEYBALL
13
3
3
3
22
W SOCCER
28
3
3
5
39
W TENNIS
10
3
2
3
18
SPORT
A volunteer coach may be included if permitted by NCAA. The numbers listed above are
the maximum for athletes, coaches, graduate assistants, trainers, and managers; however,
the normal traveling party is much smaller.
Others consist of the following: President, team doctors, athletics director, associate
athletics director, ticket manager, sports information representative, film crew,
radio/TV/press. All the above totals are the maximum allowable. Changes are made in
accordance with NCAA regulations.
403-2
The Athletics Director is responsible for allocating available funds for transportation,
lodging, and meals in the most efficient, effective and equitable way.
Meals
Team meals should be prearranged with a set cost per person. The cost of such meals
must be documented with a cash register or credit card receipt and a meal list identifying all
participants. Meal allowances provided during travel status must be supported by
statement signed by the individual receiving the funds. Regular meal allowance rates will
apply in both circumstances. Current rate for athletics is as follows:
In State
Out of State
Breakfast
$6.00
$6.00
Lunch
9.00
10.00
Dinner
14.00
15.00
$29.00
$31.00
Holiday meals will be provided to student-athletes who are in season and required to
remain on campus for practice / competition. Either meals or per diem will be provided
within state guidelines. Student-athletes who live at home are not eligible for meal money.
(Bylaw 16.5.2(d)(1)). Holiday meal money is equal to $20 a day.
Post Season Game Meals – Meal reimbursement will follow the system policy.
Lodging
The athletics department negotiates room rates with hotels and strives to get the lowest
rate possible for team travel (two student-athletes per room). Approval required for
additional student-athletes to stay in room. Rental of roll away will be provided.
Negotiated rates must be in compliance with state and University travel policy.
Mode of Transportation
The athletics department follows the following guidelines for mode of transportation:
Air travel
Four hundred (400) miles or more
Chartered Bus
Two hundred fifty (250) miles to three hundred ninety- nine (399) miles
University Van
Two hundred forty-nine (249) miles or less
Squad size is considered in determining mode of travel.
When traveling by van, if the remaining distance back to campus is 100 miles or greater at
2 a.m., travel will be suspended and resumed after a period of rest.
Exceptions to mode of travel may by made by the Athletics Director. Exceptions may
include but are not limited to:
squad size, budget considerations and coaches
recommendation.
403-3
When space is available on charter flights or buses, the Athletics Director is authorized to
sell as many available seats as possible. Any remaining space can be used for other
invited guests. Each invited guest must sign a waiver of liability. Invited guests should be
limited to the following categories:
1.
Contributors to the department
2.
Potential contributors
3.
Selected University guests deemed appropriate by the Athletics Director.
Invited guests are not members of the official team party and must cover their own cost for
lodging and meals.
The department must identify by name and above category each individual for whom
transportation is provided. For charter flights, a flight manifest must be provided identifying
by name and category each passenger on the charter.
On commercial flights, invited guests must pay for their own tickets.
All travel expenses to be paid for team travel must be submitted by the Athletics
Department to Accounting Services via travel expense vouchers to be audited and
processed by the travel accountant. Invoices, passenger manifests, rooming lists, meal
lists, and/or other supporting documentation as is appropriate must be provided with all
such travel expense vouchers. Any non-reimbursable expenses paid or any expenses
provide for invited guests must be reimbursed to the University, and documentation
supporting such reimbursement must be attached to the related travel voucher. Such
expenses due from invited guests must be charged to the appropriate athletic clearing
account and not to a departmental account.
CREDIT CARDS
The University has entered into an agreement with a major credit card company to provide
Administrative and Professional staff members with a Corporate Card for University related
travel expenses. Travel expenses charged on the corporate card are billed to each
cardholder monthly and are the personal responsibility of the cardholder. Employee travel
expenses are reimbursed after submission of an Expense Report and providing proper
receipts.
The instructions and restrictions on use of credit cards are:
a)
b)
c)
University issued credit cards may not be used for charging personal travel or
for purchasing other personal services. These cards are for the exclusive use
of the individual employee to whom they are issued, and are not to be loaned
or transferred to another employee or to a non-employee.
Immediately upon termination of employment, the employee is to return all
University credit cards to the Athletic Business Manager.
A Travel Request must be completed for each trip on which a credit card was
used, even though no other expenses may have been incurred.
403-4
d)
e)
f)
g)
An Expense Report must be filed immediately following the completion of
travel.
Failure to promptly submit travel authorization and reimbursement
documentation, or failure to properly use University-issued credit cards will
constitute sufficient grounds for the removal of credit card privileges and may
subject the offending party to personal liability for the credit card charges.
A credit card holder is personally liable for any charges incurred with the use
of the credit chard which cannot be legally paid from University funds.
If University-issued credit cards are lost or stolen, the cardholder should
immediately notify the Purchasing Office, who will in turn notify the credit card
company.
REQUIREMENTS FOR OPERATING UNIVERSITY VEHICLES
All drivers must be at least twenty-one (21) years of age, have a valid driver’s license, have
taken the defense driving test, and be a state employee.
All persons diving vehicles rented from vendors for university use must be twenty-five (25)
years of age.
Drivers must be coaches, graduate assistants or staff members of McNeese State
University.
Go to www.mcneese.edu/rec and click on Defensive Driving for complete information.
Coaches Responsibilities
A. Coaches must set up exact departure times.
B. Coaches must address their team as to acceptable modes of behavior and conduct
that is essential for a safe and courteous trip.
C. All traffic violations will be the sole responsibility of the driver. The Athletics
Department will not pay for fines, tickets, etc.
D. Athletics Department vans will only be used for athletically related business.
E. If the vans are not available due to heavy scheduling, it is the responsibility of the
coach to pursue his/her needs through an independent vendor.
F. Seat belts must be worn at all times.
G. Coaches shall not exceed the number of passengers permitted in the vans.
Accidents
If an accident occurs, it is the responsibility of the driver to insure that all pertinent
information is recorded. This includes names, address, phone numbers, insurance carrier,
and a police report. This information should be reported immediately to the Director of
Athletics.
Go to: http://www.mcneese.edu/administration/vpba/safety/manual/714.pdf
information.
403-5
for
more
404 – TICKET OPERATIONS
RESPONSIBILITIES AND EXPECTATIONS
The Athletics Ticket Office is responsible for the sale and assignment of tickets to all
athletic events in which McNeese State University is a host or participant. Currently,
McNeese State requires tickets for home events for the following sports: football, men’s
basketball, women’s basketball, baseball, softball, and soccer. In addition to regular
scheduled home events for these sports, the university may host conference and NCAA
championship events. The Athletics Ticket Office is responsible for the sale and
assignment of tickets for these events as well. The Athletics Ticket Office also handles
tickets for away events involving MSU teams or individuals.
The Athletics Ticket Office is expected to work closely with: 1) the Assistant Athletics
Director for External Affairs in the promotion and sales of tickets; 2.) the University
Cashier’s Office in the deposit and accounting of all revenues form the sale of athletics
tickets; and 3.) the Athletics Compliance Office in the distribution of complimentary tickets
to guests of student-athletes and prospective student-athletes.
PERSONNEL
The Athletics Ticket Office is staffed with the following personnel:
Athletics Ticket Manager. This position is responsible for the overall operation of the
Ticket Office and enforcement of all related regulations of the NCAA, SLC, State, University
and department, and game-day operations.
Ticket Office Intern. This position reports to the Ticket Manager and is responsible for the
day to day operations of data entry, internet, mail, phone, and window order processing,
seating assignments and cash reconciliation with the Cashier’s Office.
Customer Service Representatives (Part-time Assistants). These positions are filled on
an as-needed basis, mostly by MSU students. They report to the Ticket Manager and are
responsible for delivering customer service including, but not limited to, handling mail,
phone and window orders.
404-1
CHAPTER 500
DAY-TO-DAY OPERATIONS
501 – ATHLETIC EQUIPMENT
MISSION STATEMENT
The goal of the athletic equipment staff is to provide safe, high quality athletic equipment
and apparel to the student-athletes and staff of the McNeese State University Department.
Operating under guidelines established by the NCAA, the Southland Conference, and
McNeese State University, athletic equipment staff members seek to enhance the lives of
the student-athletes by providing a positive environment both on the field and in the
equipment room.
GENERAL PROCEDURES
All sports within the McNeese State University Athletics Department operate under the
basic guidelines. However, some sports are more “labor intensive” from an athletic
equipment standpoint than others. As a result, equipment procedures vary from team to
team based upon the needs of each team.
EQUIPMENT ROOM PERSONNEL, FUNCTION AND PURPOSE
The function and purpose of the equipment room staff is to order, receive and maintain
inventory, to replace all equipment and supplies for the McNeese State University athletic
teams.
With football having the only equipment manager, the head coaches are
responsible for ordering, receiving, maintaining inventory and replacing all equipment and
supplies for their respective teams.
Equipment Purchasing Procedures
All athletic equipment, either purchases or complimentary, should be procured through
equipment manager or designated coach in each sport.
Operating within these
parameters, the equipment manager or designated coach will be able to assist in the
maintenance of institutional control as it related to the NCAA, Southland Conference and
Athletics Department rules.
All athletic equipment purchases will be received and added to the current inventory and
maintained by a designated person in each of the sports.
1.
2.
3.
4.
Records are kept of equipment issued to every student-athlete.
All new equipment is accounted for and marked upon arrival.
Records are kept on each player for sizing and lost equipment.
Total inventory will be completed once a year to re-order for the next season.
501-1
Issuance and Retrieval of Athletic Equipment
Equipment will be issued only when the prospective student-athlete has met the following
criteria:
1. Department medical personnel have examined and approved the studentathlete for practice and/or competition.
2. Department academic and eligibility personnel have submitted an eligibility list to
the respective coach.
3. the student-athlete has rectified any outstanding equipment holds with the coach.
All issued equipment is property of the McNeese State University Athletics Department and
must be returned upon request.
A student-athlete may be permitted to retain certain items that can not be reissued for
future seasons.
EQUIPMENT RETURN POLICY
Per NCAA interpretations, apparel items that are not reusable by other team members in
subsequent seasons (subject to the discretion of the institution) could be considered the
property of the involved student-athlete. In consultation with review of the NCAA
interpretations Committee, the legislative services staff determined that although shoes are
considered equipment under NCAA legislation, a student-athlete is permitted to retain such
items if they are no longer reusable at the end of the institution’s playing season. Further, a
student-athlete is permitted to retain only those warm up uniforms that were issued and
utilized for actual practice and travel. These interpretations have been reviewed with the
McNeese State University Compliance Office.
501-2
502- FACILITIES OPERATIONS
UNIVERSITY POLICIES
The Department of Athletics, as an auxiliary department within McNeese State University
will conduct facilities operations as specified in the University’s policies and procedures
manual. A copy of the University’s facilities operations policies can be found on the
University Web site at http://www.mcneese.edu/administration/vpba/facilities/about.asp.
REPAIRS AND MAINTENANCE
All Athletics Department facilities and fields are maintained by the University Facilities and
Plant Operations and Grounds Departments. Sports or staff sections needing repairs
and/or maintenance support will process all requests through the Maintenance Office and
Grounds Department. All request for facility modifications utilizing private donations,
foundation funds or operating budget shall be submitted to the Facilities and Plant
Operations office.
502-1
503 – MEDIA RELATIONS
PRESS RELEASES
The Athletics Sports Information Office is responsible for generating press attention for
each sport and other special events within the Athletics Department. The Athletics Sports
Information Office generates all press releases within the Athletics Department.
The Athletics Sports Information Office generates a press release prior to every athletic
competition that serves as a notice to media outlets for pre-event publicity as well as
providing media covering the event with statistics and information that should prove useful
in their effort to cover the sport or student-athlete. The Sports Information Office also
produces a press release following every MSU sporting event, which reports the results of
the competition to media outlets throughout the state and region. The Sports Information
Office produces a number of releases throughout the year on specific events and/or points
of information that the athletics department or the University believes should be of interest
to media and fans. All press releases reach all known media outlets within the state of
Louisiana and many within the surrounding states. Releases are distributed by email and
by facsimile and are often available on the official athletics website,
www.mcneesesports.com.
PUBLICATIONS/MEDIA GUIDES
The Sports Information Office publishes a media guide in both printed and electronic form
for each intercollegiate sport at McNeese State University. The sizes of media guides vary
due to historical material. statistical content, NCAA rules and media application. The
publication contains biographies on the coaching staff and student-athletes, a season
outlook, a review of the season before, profiles on the city of Lake Charles and McNeese
State University and a records and results section. Material going into the guides is
determined by the sports information director and is as standardized as possible for all
publications. The Sports Information Office also produces team posters for the sports of
football, men’s and women’s basketball, volleyball, baseball, softball soccer, and women’s
golf.
Programs for home events are also produced by the Sports Information Office for each
sport. The size and content of these programs vary depending on the needs of each
individual sport. Postseason media guides are produced for athletic teams that advance to
national tournaments and championship games.
RESULTS AND STATISTICS
All MSU events are covered and reported, via email and facsimile, to the media by a
member of the Sports Information Office. Results are also posted on the website of
503-1
MSU athletics, www.mcneesesports.com, along with a game story. Statistics and records
are kept for all intercollegiate sports by the Sports Information Office. Current statistics on
all sports are available on www.mcneesesports.com.
INTERVIEWS
All interview requests, both on the local and national level, for McNeese State studentathletes are coordinated by the Sports Information Office. While several interviews are
conducted over the phone, student-athlete phone numbers are never given to the media by
the Sports Information Office. In-person interviews are often conducted in the sports
information office or one of the conference rooms located in the Jack Doland Fieldhouse.
Interviews may also be conducted on the practice or playing fields or courts. Problems in
which student-athletes are missing scheduled interviews are handled by the sports
information director and coach of the sport. Media are not allowed to seek interviews at the
Jack Doland Fieldhouse without approval of the Sports Information Office.
PHOTOGRAPHY
All photography is the responsibility of the Sports Information Office where it related to the
sports. Each sport has its student-athletes photographed in a head shot pose prior to the
start of each season. These pictures are available to the media. Action photographs are
also available to the media. Actions pictures are taken by the MSU photographer with the
action shots to be used in the media guide for the next year as well as providing action
shots to media covering the sport throughout the season.
TRAVEL
Members of the Sports Information Office accompany the football, men’s and women’s
basketball, volleyball, soccer, softball and baseball teams on road trips on a regular basis.
Some of the responsibilities on these trips include disseminating information such as game
notes and recaps during and after competition and reporting final scores to the hometown
media. There is also travel in the postseason where a media demand is more common.
503-2
504 – HALL OF FAME
The McNeese State Hall of Fame was founded in 1980 by sports information director Louis
Bonnette. The Hall recognizes those who have distinguished themselves in athletics at the
university. Membership in the Hall now numbers 95 and of those, 40 were former football
players or coaches. Bonnette serves as chairman of the Hall of Fame committee which also
includes Desmond Jones, Johnny Suydam, Ron Hayes, Pam Lafosse, Dr. Daryl Burckel,
Kenneth Sweeney and Sonny Watkins. The Hall of Fame is located in the foyer of the
McNeese athletic fieldhouse.
504-1
505 – COURTESY VEHICLE PROGRAM
PURPOSE
The Courtesy Vehicle Program has been developed to provide support to the McNeese
State University Athletics Program by making vehicles available for use by designated
coaches and staff. The program helps to defray direct costs of the Athletics program and
aids the Department of Intercollegiate Athletics in promoting its sports program in the areas
of recruiting and public relations.
ADMINISTRATION PROCUREMENT AND ASSIGNMENT PRIORITIES
The Director of Athletics is responsible for procurement of the vehicles from qualified
donors and administration of the benefits due to donors under the courtesy vehicle
program. Eligibility and priority for assignment of a vehicle are determined by the Director
of Athletics. Should a dealer opt out of the program, the Director of Athletics will have the
final decision as to changes in vehicle assignments. The user of the vehicle should
understand that assignment of a vehicle is not guaranteed.
Responsibility for developing a personal relationship with the assigned dealer lies with the
courtesy vehicle recipient.
No staff member should solicit vehicles without prior approval of the Director of Athletics.
However, you are encouraged to assist the department by identifying new potential dealers
to the Director.
REMINDER: New allowance reimbursement for courtesy vehicles is .25/mile.
505-1
APPENDIX
600
APPENDIX—Forms:
A) Athletic Scholarship Award
Athletic Scholarship Change Form
B) Recruiting Logs
Sports Other Than Football and Basketball
Basketball
Football
C) Official Visit Packet
Official Visit Notification Letter
Official Visit Request Form
Official Visit checklist
Official Visit Limit, Graduation Rates, and List of Banned
Substances
Official Visitation Form
Student Host Receipt and Instructions
Official Visit Meal Worksheet
Official Visit Exit Interview
D) Monthly Phone Logs
E) SLC Off-Campus Recruiting Form
F) Official Visit Roster
Football
Basketball
Baseball
Sports other than Football, Baseball, and Basketball
G) 2009-2010 NLI Signing Dates
H) National Letter of Intent- Frequently Asked Questions
I) NCAA Graduation Rates Report
J) NCAA Banned Substances
K) Unofficial Visit Form
L) Non-Qualifier Work-Out Form
M) Occasional Meal Approval Form
600-1
N) Athletics Sports Camps/Clinics Packet
Application Information
Camp/Clinic Description(Form A)
Camp/Clinic Receipt List(Form B)
Camp/Clinic Refund List(Form C)
Camp/Clinic Individual Discounts(Form D)
Camp/Clinic Group Discounts(Form E)
Camp/Clinic Staff and Compensation(Form F)
Camp/Clinic Staff and Compensation(Form G)
O) SLC Grant-In-Aid Offer
P) NCAA 2009-2010 Recruiting Calendar
Football
Basketball
W. Basketball
Other Sports
Q) Non-Recruited Form
R) Time Sheet- Athletic Related Activities
S) Special Activity Form
T) Competition Record
U) Fee for Lessons
V) Summer form
W) Playing and Practice Season
X) Coaching Staff & Recruiting Designation
Football
Basketball
Other Sports
Y) Inventory forms
600-2
APPENDIX A
ATHLETICS SCHOLARSHIP AWARD
Sport:________________________________
Name of student-athlete: ____________________________________________
Address:_________________________________________________________
City___________________ST._________ ZIP:__________________________
SS# or MSU ID#:_____ _____________________________________________
Date of Birth:______________________________________________________
Phone Number: ___________________________________________________
1st time freshman____________
Jr. college Transfer ____________
Please check the following boxes for your student-athlete’s financial aid award:
________
Out of State Fees
________
Out of State Fees and Tuition
________
Tuition and Fees
________
Amount towards tuition ____________
________
Books
________
Amount towards books _____________
________
Amount towards On Campus Room and Board_________________
________
Amount towards Off Campus Room and Board________________
Signature of coach: _______________________________________________
600-3
APPENDIX A(1)
ATHLETIC SCHOLARSHIP CHANGE FORM
DATE:
____________________________________
NAME OF STUDENT-ATHLETE:
____________________________________
MSU #:
____________________________________
SPORT:
____________________________________
DESCRIPTION OF CHANGE:
____________________________________
REASON FOR CHANGE:
________________________________________
________________________________________________________________________
_________________________________
ATHLETE’S SIGNATURE
________________________________
COACH’S SIGNATURE
________________________________
ATHLETIC DIRECTOR’S SIGNATURE
600-4
APPENDIX B
RECRUITING LOG
(SPORTS OTHER THAN FOOTBALL AND BASKETBALL)
Revised July 2003
PROSPECT’S NAME: _______________________
ADDRESS: _______________________________
_________________________________________
PHONE #: ________________________________
SOCIAL SECURITY #: ____________
SCHOOL:_________________________________
CLASSIFICATION: ____HS ____2YR ____4YR_____
ADDRESS: _______________________________
COACH: __________________________________
PHONE #: ________________________________
COUNSELOR: _____________________________
PRINCIPAL: _______________________________
CONTACTS/EVALUATIONS
* 7 total, with no more than 3 contacts *
1.
2.
3.
4.
5.
_______________________________________
_______________________________________
_______________________________________
_______________________________________
_______________________________________
OFFICIAL VISIT
DATE/TIME
ACCOMPANIED BY
1. _____________________________
UNOFFICIAL VISIT(S)
DATE/TIME
1.
2.
3.
4.
5.
ACCOMPANIED BY
_______________________________________
_______________________________________
_______________________________________
_______________________________________
_______________________________________
*See Bylaw 13.1.6 for regulations on contacts.
*See Bylaw 13.1.8 for regulations on recruiting opportunities.
RECRUITING COACH: ______________________
600-5
BASKETBALL RECRUITING LOG
PROSPECT’S NAME: _______________________
ADDRESS: _______________________________
_________________________________________
PHONE #: ________________________________
DATE
COMMENTS
1. _________________________________________
SOCIAL SECURITY #: __________________
2. ______________________________________
SCHOOL:_________________________________
CLASSIFICATION: ____HS ____2YR ____4YR____
ADDRESS: _______________________________
COACH: __________________________________
PHONE #: ________________________________
COUNSELOR: _____________________________
PRINCIPAL: _______________________________
3. __________________________________________
4. _________________________________________
5. __________________________________________
6. __________________________________________
7. ___________________________________________
8. ___________________________________________
9. ___________________________________________
10. __________________________________________
Revised July 2003
PHONE CALLS
CONTACTS/EVALUATIONS
(Academic Year)*
1. _______________________________________
2. _______________________________________
3. _______________________________________
4. _______________________________________
5. _______________________________________
*Women-Five total with no more than three contacts.
*Men-Limited to five total during the academic year, with
not more than one contact at the high-school during the
April contact period of the junior year, and not more than
Three contacts during the prospect’s senior year.
*See Bylaw 13.1.8 for regulations on evaluations.
*See By law 13.1.6 for regulations on contacts.
OFFICIAL VISIT
DATE/TIME
ACCOMPANIED BY
1. _____________________________
UNOFFICIAL VISIT(S)
DATE/TIME
1.
2.
3.
4.
ACCOMPANIED BY
_______________________________________
_______________________________________
_______________________________________
_______________________________________
RECRUITING COACH:
_______________________________________
600-6
FOOTBALL RECRUITING LOG
Revised July 2003
PROSPECT’S NAME:____________________.
ADDRESS: ___________________________
____________________________________
PHONE CALLS
_____________________________________
DATE
COMMENTS
PHONE #: ____________________________
1. _______________________________________
SOCIAL SECURITY #: __________________
2. _______________________________________
SCHOOL: ____________________________
3. __________________________________________
CLASSIFICATION: ____HS ____2YR ____4YR___
ADDRESS: _______________________________
COACH: __________________________________
PHONE #: ________________________________
COUNSELOR: _____________________________
PRINCIPAL: _______________________________
CONTACTS(LIMIT OF 7)
1. _______________________________________
2. _______________________________________
3. _______________________________________
4. _______________________________________
5. _______________________________________
6. _______________________________________
7. _______________________________________
EVALUATIONS
Per Bylaw 13.1.6, three total are allowed during the academic
year-one In the Fall and not more than two between April 15
and May 31 (one must assess athletics ability and one must
assess academic qualification).
DATE/TIME
1. Spring (Acad,) ____________
2. Spring (Ath.) ______________
3. Fall
______________
4. __________________________________________
5. ___________________________________________
6. ___________________________________________
7. ___________________________________________
8. ___________________________________________
9. ___________________________________________
10.___________________________________________
11.___________________________________________
12.___________________________________________
13.___________________________________________
14.___________________________________________
15.___________________________________________
16.___________________________________________
17.___________________________________________
18.___________________________________________
19.___________________________________________
20.___________________________________________
SITE
______________________
______________________
______________________
OFFICIAL VISIT
DATE/TIME
ACCOMPANIED BY
1. _______________________________________
UNOFFICIAL VISIT(S)
DATE/TIME
ACCOMPANIED BY
1.________________________________________
2.________________________________________
3.________________________________________
4.________________________________________
5.________________________________________
*See Bylaw 13.1.6 for regulations on contacts.
600-7
RECRUITING COACH:
________________________________
APPENDIX C
MCNEESE STATE UNIVERSITY
OFFICIAL VISIT NOTIFICATION LETTER
Dear
McNeese State University (MSU) is very pleased that you have chosen to make an official visit to our
campus to evaluate our academic and athletic programs. Because it is an official visit, we will pay
your expenses. We hope your visit is enjoyable.
You cannot make more than one expense-paid visit to any institution. (You can make as many visits
on your own as you wish; however, only one per institution and a total of five can be official, expensepaid visits.)
An official visit can last no more than 48 hours on campus and is paid by the institution you are
visiting. You are allowed to receive meals, lodging, complimentary admission in the general seating
area to athletic events on campus. Additionally, a current student athlete may host you
(parent/guardians or spouse) to learn more about the campus life at MSU. The host is permitted to
spend only $30 per day to cover any cost for entertainment for your parents / guardians or spouse.
However, this money CANNOT be used to purchase souvenirs or mementos, like T-shirts or other
MSU memorabilia.
The NCAA and Division I institutions have established new recruiting policies that limit certain
activities for the student host and prospective student-athlete while on your official visit. The following
list consists of activities you are NOT PERMITTED to partake in while on your official visit at MSU:
•
•
•
•
•
Attend adult entertainment venues
Receive expensive meals or transportation (limousines or hummers)
Underage use of alcohol or tobacco products
Use of escort services or exotic dancers
Participate in gambling activities or other similar services
Upon the completion of your official visit you will be asked to fill out a questionnaire about your visit.
You will be given the initial eligibility requirements. All incoming freshmen must apply with the NCAA
Clearinghouse. If you have any questions regarding NCAA rules or initial eligibility, please call Bridget
Martin, Compliance Coordinator at (337) 475-5296.
Sincerely,
Head Coach
600-8
APPENDIX C
MCNEESE STATE UNIVERSITY
OFFICIAL VISIT REQUEST FORM
In accordance with NCAA Bylaw 13.6.3 the institution may not provide an expense paid visit to
a prospect unless the institution has a score from an ACT, a SAT, PLAN or a PSAT test taken
on a national testing date under national testing conditions. McNeese must also have a copy of
the prospect’s high school or college academic transcript in accordance with NCAA Bylaw
13.6.2.2.2.1 and 13.6.2.2.2.2.
I would like to provide an expense-paid visit to:
______________________________________ ID#_________________________________
(Name of prospect)
______High School
_____ Jr. College Transfer
______ 4 year Transfer
Names of other persons accompanying prospect and relationship to prospect: ______________
____________________________________________________________________________
on _________________________ Designated Host:__________________________________
(Dates of Visit)
(Required)
Signature ________________________________________ Date_______________________
(Recruiting coach)
_________________________________________________________________________________________
I have reviewed the prospect’s records and we have
G
Received
G
Not received
a) Confirmation that prospective student-athlete has registered with NCAA InitialEligibility Clearinghouse and has been placed on the institutional request list which would
be in compliance with NCAA Bylaw 13.6.3 (Attach web status report)
b) Test score and an academic transcript which would be in compliance with NCAA
Bylaws 13.6.2.2.2.1 and 13.6.2.2.2.2.
c) Tentative itinerary for official visit activities provided.
Signature _______________________________
(Bridget Martin or Penny Brown)
600-9
APPENDIX C
MCNEESE STATE UNIVERSITY
OFFICIAL VISIT CHECKLIST
SPORT _________________________
PROSPECT ________________________________SOC SEC #____________________________
SCHOOL _________________________________ DATES OF VISIT:______________________
BEFORE VISIT
OFFICIAL VISIT REQUEST FORM RETURNED BY COMPLIANCE OFFICE
SAYING THAT MCNEESE HAS PROSPECT’S ACT/SAT SCORES (NOT
REQUIRED FOR JC PROSPECTS) , A COPY OF THEIR HIGH SCHOOL
OR COLLEGE TRANSCRIPT, and CONFIRMATION THAT THEY HAVE
APPLIED TO THE NCAA INITIAL-ELIGIBILITY CLEARINGHOUSE.
OFFICIAL VISIT NOTIFICATION LETTER, GRADUATION REPORT AND
COPY OF BANNED SUBSTANCES SENT TO PROSPECT BY HEAD COACH.
DURING VISIT
OFFICIAL VISIT LIMIT NOTIFICATION, GRADUATION RATE FORM, AND
LIST OF BANNED SUBSTANCES RECEIVED SIGNED BY PROSPECT.
OFFICIAL VISIT RECORD COMPLETED AND SIGNED BY PROSPECT.
DAILY EXPENSE LOG COMPLETED.
STUDENT HOST INSTRUCTION REVIEWED AND SIGNED BY HOST.
EXIT INTERVIEW QUESTIONNAIRE FROM PROSPECT
ALL OF THE ABOVE FORMS ARE TO BE COMPLETED, SIGNED AND RECEIVED BY
THE COMPLIANCE OFFICE WITHIN FIVE WORKING DAYS OF VISIT.
MY SIGNATURE BELOW, CERTIFIES THAT THIS OFFICIAL VISIT HAS BEEN CONDUCTED IN
COMPLIANCE WITH ALL NCAA AND SOUTHLAND CONFERENCE RECRUITING RULES.
___________________________________________________
RECRUITING COACH’S SIGNATURE
_________________________________________
HEAD COACH’S SIGNATURE
600-10
_______________________
DATE
____________________________________
DIRECTOR OF COMPLIANCE
APPENDIX C
MCNEESE STATE UNIVERSITY
COMPLIANCE COORDINATOR
BOX 90375
LAKE CHARLES, LA 70609
337/475-5296
OFFICIAL VISIT LIMIT, GRADUATION RATE, AND LIST OF NCAA BANNED SUBSTANCES
NOTIFICATION
By signing this I acknowledge that I have been notified by the McNeese State University Athletic Staff
that this counts as one of my five official (expense paid) visits allowed by NCAA rules, that I have
been furnished a copy of its current NCAA graduation report in accordance with Bylaw 13.3. and that
I have been furnished a copy of the NCAA list of banned substances.
____________________________________
Signature
___________________________
Date
600-11
APPENDIX C
FORM D
OFFICIAL VISITATION FORM
FORM 11
Prospect’s Name:
Parent(s) Legal Guardian Name:
______________________________________
Transportation:
Accompanied by:
Sport:
Date of Arrival:
Date of Departure:
Lodging: ❑ Hotel
Revised July 2004
Time:
Time:
❑ Dorm Other
___
___
___
* Visit begins when prospect arrives on campus, except when university coach accompanies prospect to visit in an
automobile. If such accommodations are made, visit begins when coach makes contact with prospect or the prospect’s
parents. Visit ends when prospect leaves campus unless coach accompanies prospect home – visit then ends when
contact ends.
Method of travel:❑ Institutional vehicle ❑ Personal vehicle ❑ Commercial bus ❑ Commercial air ❑
Other
Mileage reimbursement: ($.25 X miles = $
) Provided to:
Total cost of travel (to be filled out by office personnel):
Accompanied by Other(s) (including university coach)? ❑ Yes
❑ No
If yes, Name(s)
Relationship:
Complimentary Admission(s)
Complimentary Admission(s) (maximum of 3 per event)
Event:
Persons Attending:
____________
Notice to Prospective Student-Athlete: By signing and dating this form, you attest to the best of
your knowledge that the information listed on the front and back of this form is accurate as it relates to
your official visit to:
Institution
___
____________
Prospective Student-Athlete’s Signature
Date
For Office Use Only
Total Expense of Visit: $
DAY ONE
Meals
Breakfast
Lunch
Dinner
Location
Lodging (please check all that apply):
Number Eating
❑ Local Hotel
❑ Student Dormitory
Cost
❑ Other
Cost of Lodging (to be filled in by coach): $
Activities and Meetings:
__________
600-12
OFFICIAL VISITATION FORM
PAGE TWO
DAY TWO
Meals
Breakfast
Lunch
Dinner
Location
Lodging (please check all that apply):
❑ Local Hotel
Number Eating
❑ Student Dormitory
Cost
❑ Other
Cost of Lodging (to be filled in by coach): $
Activities and Meetings:
DAY
THREE
Meals
Breakfast
Lunch
Dinner
Location
Lodging (please check all that apply):
❑ Local Hotel
Number Eating
❑ Student Dormitory
Cost
❑ Other
Cost of Lodging (to be filled in by coach): $
Activities and Meetings:
Student Host Receipt and Instructions:
Your role as a student host is very important in the recruiting process for our athletic teams. You
have the responsibility to understand and abide by NCAA, and institutional regulations. Please
carefully review the following rules:
1. Only one student-athlete per day from our institution can serve as an official host for each
prospect. If you are a freshman, you must have been a high school qualifier. Other students may
assist with hosting the prospect, but shall pay for their own entertainment and meals.
2. A maximum of $30 for each day of the visit may be provided to cover all actual costs of
entertaining yourself, the prospect (and the prospect’s parents, legal guardians or spouse),
excluding the cost of meals and admission to campus athletic events. 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 $15 per day for each additional prospect you entertain.
3. No cash may be given to the visiting prospect or to anyone accompanying the prospect.
4. You may not use vehicles provided or arranged for by any coach, institutional staff member or
booster of the university. Never allow the prospect to use or drive your car.
5. You may not transport the prospect or anyone accompanying the prospect more than 30 miles
from the campus.
6. You should not allow recruiting conversations to occur on or off campus between the prospect and
a booster of the athletics program. (If an unplanned meeting occurs, only an exchange of
greetings is permissible).
7. You may receive a complimentary admission when accompanying a prospect to a campus athletic
event.
Student Host’s Signature
Date
600-13
Student Host Receipt and Instructions:
Your role as a student host is very important in the recruiting process for our athletic teams. You
have the responsibility to understand and abide by NCAA and institutional regulations. Please
carefully review the following rules:
1. Only one student-athlete per day from our institution can serve as an official host for each
prospect. If you are a freshman, you must have been a high school qualifier. Other students may
assist with hosting the prospect, but shall pay for their own entertainment and meals.
2. A maximum of $30 for each day of the visit may be provided to cover all actual costs of
entertaining yourself, the prospect (and the prospect’s parents, legal guardians or spouse),
excluding the cost of meals and admission to campus athletic events. 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 $15 per day for each additional prospect you entertain.
3. No cash may be given to the visiting prospect or to anyone accompanying the prospect.
4. You may not use vehicles provided or arranged for by any coach, institutional staff member or
booster of the university. Never allow the prospect to use or drive your car.
5. You may not transport the prospect or anyone accompanying the prospect more than 30 miles
from campus.
6. You should not allow recruiting conversations to occur on or off campus between the prospect
and a booster of the athletics program. (If an unplanned meeting occurs, only an exchange of
greetings is permissible).
7. You may receive a complimentary admission when accompanying a prospect to a campus
Athletic event.
8. Per NCAA rules, you and the visiting prospect must abide by all institutional and
NCAA policies for official visits listed below.
Host Responsibilities.
Recruiting visit legislation, policies and any applicable laws will be thoroughly reviewed with studentathletes prior to service as a host. These student-athletes will have the opportunity to ask questions
regarding policies. Student-athlete hosts will then be held responsible for full compliance with the
policies, for representing the institution in accordance with its stated mission for recruiting visits, and
for avoiding even the perception of impropriety during recruiting visit activities.
Forms and receipt policies used for prospects and student hosts.
The Conference Official Visit Form (Form 11) was enhanced to include a required affirmation that
student-athlete hosts understand and have received recruiting visit policies when they obtain host
monies. This form also requires a detailed account of official visit accommodations, activities and
expenditures, as well as official visit exit interview questions. Written exit interviews shall be
administered to all prospects making official visits to ensure strict compliance with visit policies.
Recruiting visit activities.
All recruiting visit activities will be in full compliance with NCAA, Conference and institutional
legislation and with all laws and ordinances of the institution’s locale. Such prohibitions include but
are not limited to the underage use of alcohol and the use of illegal drugs. In addition, sex shall not
be used as a recruiting device and sexual harassment shall not be tolerated. Finally, gambling and
gaming activities and the use of strippers, gentlemen’s clubs or an equivalent entity are strictly
banned from recruiting visit activities. Violations of these provisions will result in immediate and
appropriate disciplinary action, which could include permanent loss of eligibility.
600-14
MCNEESE STATE UNIVERSITY
OFFICIAL VISIT MEAL WORKSHEET
DATE:_______________
BREAKFAST ($6 PER PERSON)
LUNCH ($9 PER PERSON)
RESTAURANT____________________________ RESTAURANT__________________________
TOTAL COST $___________________________ TOTAL COST $_________________________
NAMES OF DINERS
NAMES OF DINERS
________________________________________ _______________________________________
________________________________________ _______________________________________
________________________________________ _______________________________________
________________________________________ _______________________________________
________________________________________ _______________________________________
________________________________________ ______________________________________
DINNER ($14 PER PERSON)
RESTAURANT____________________________
TOTAL COST $___________________________
NAMES OF DINERS
________________________________________
YOU ARE ALLOWED TO FEED:
________________________________________
RECRUIT(S)
PARENT(S) OF RECRUIT(S)
(1) HOST PER RECRUIT
(1) RECRUITING COACH
(1) HEAD COACH
________________________________________
________________________________________
________________________________________
________________________________________
ATTACH ALL RECEIPTS THAT APPLY FOR THAT DAY!
600-15
APPENDIX C
OFFICIAL VISIT EXIT INTERVIEW
[To be Completed in Conjunction with Southland Conference Form 11]
Before departing campus following an official visit, we ask that you complete this survey to assist us in
confirming that all institutional and NCAA policies regarding recruiting visits were complied with.
Thank you for your time.
Prospect’s Name: ____________________________
Sport: _____________________
_ Date: _________________
_____________ Age: ________ Phone No.:________________
Please answer the following to the best of your ability:
1.
Did you receive a copy of the University’s official visit policies before you arrived for your visit?
______________________________________________________
2.
Were the University’s academic expectations reviewed with you during your visit?
____________________________________________________________________
3.
Did you consume alcohol or illegal drugs during your visit? If so, where and with whom?
whom? _______________________________________________________________
___________________________________________________________________
4.
Did any of your official visit entertainment include strippers, gentlemen’s clubs (or
an equivalent), or gambling and/or gaming activities? If so, please explain._______
_______________________________________________________________________
5.
Please list the names of University students or others who served as your visit host(s) (e.g.,
drove you, showed you around campus, took you to meals or entertainment):
________________________________________________________________________
________________________________________________________________________
6.
Did you receive anything of value (other than meals, snacks, transportation and lodging)
during your visit? If so, please explain. ______________________________
________________________________________________________________________
7.
Did you participate in any athletic related activity (play your sport) while on the official visit?
Yes/No_____ _ If yes, did a member of the coaching staff observe this activity?
_______________________________________________________________________________
___________________________________
Prospect’s Signature
___________________________
Date
Thank you for your time and for visiting the University!
600-16
600-17
APPENDIX E
SOUTHLAND CONFERENCE
OFF-CAMPUS RECRUITING FORM
MSU Coach: ___________________________________
Sport: _______________________
Cities Visited: ________________________________________________________________
Evaluations:
Date
High School or JC Visited
Type of Evaluation
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contest:_____________________________________
Practice
Film
Academic
Authorized HS or JR College Official’s Signature:____________________________________
Contacts:
Name/School
Contact 1
Contact 2
Contact 3
Eligibility
Assessment
Date:
Core:
Location
Test:
Date:
Location
Date:
Location
Date:
Location
Date:
Location
600-18
APPENDIX F
OFFICIAL VISIT ROSTER
FOOTBALL
NCAA regulations permit Division I member institutions to provide official visits to a total of 56 prospects in the sport of
football during each academic year. A prospect in football and in one or more other sport(s) shall be counted against the
visitation limitation in football. NCAA Bylaw 13.7.1.6.4 requires the institution to maintain a written record of these visits.
Bylaw 13.7.1.6.2 allows an institution to retain a maximum of 6 unused visits from the previous academic year. Such visits
may be used during the subsequent academic year. Prospects who made official visits to the institution during the
__________________________academic year are:
Prospect’s Name
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
High School/College
Date
Head Coach’s Signature
Date
Compliance Administrator’s Signature
600-19
Date
FOOTBALL OFFICIAL VISIT ROSTER
PAGE TWO
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
43.
44.
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
56.
Head Coach’s Signature
Date
Date
600-20
Compliance Administrator’s Signature
APPENDIX F
OFFICIAL VISIT ROSTER
BASKETBALL
FORM 13
Revised July 2003
NCAA regulations permit Division I member institutions to provide a total of 12 official visits in the sport of
basketball during each academic year. A prospect in basketball and one or more other sport(s) (other than
football) shall be counted against the visit limitation in basketball. NCAA Bylaw 13.7.1.6.4 requires the
institution to maintain a written record of the paid visits in basketball. The following prospects made official
visits to this institution during the
academic year:
Prospect’s Name
High School/College
Date
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Head Coach’s Signature
Date
Date
600-21
Compliance Administrator’s Signature
APPENDIX F
OFFICIAL VISIT ROSTER
BASEBALL
FORM 14
Revised July 2003
3
NCAA regulations permit Division I member institutions to provide a total of 25 official visits in
the sport of baseball during each academic year. NCAA Bylaw 13.7.1.6.4 requires the institution to
maintain a written record of the paid visits in baseball. The following prospects made official visits
to this institution during the
academic year:
Prospect’s Name
High School/College
Date
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
Head Coach’s Signature
________________________________________________
Date
Compliance Administrator’s Signature
Date
600-22
5
APPENDIX F
OFFICIAL VISIT ROSTER
(SPORTS OTHER THAN FOOTBALL, BASKETBALL & BASEBALL)
Academic Year:
Prospect’s Name
Sport:
High School/College
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
Head Coach’s Signature
Date
Date
Compliance Administrator’s Signature
600-23
Revised July 2003
Date
APPENDIX G
Signing Dates for the 2011-2012 Academic Year, go to
http://www.national-letter.org/dates.
SIGNING DATES
For Prospective Student-Athletes Enrolling in the 2011-2012
Academic Year
Sport
Initial Signing
Date
Final Signing
Date
Basketball and All Other Sports Not
Listed (Early Period)
November 10,
2010
November 17,
2010
Football (Midyear JC Transfer)
December 15,
2010
January 15,
2011
Football (Regular Period)
February 2, 2011
April 1, 2011
Field Hockey, Soccer, Track and
Field, Cross Country, Men's Water
Polo
February 2, 2011
August 1, 2011
Basketball (Regular Period)
April 13, 2011
May 18, 2011
All Other Sports Not Listed (Regular
Period)
April 13, 2011
August 1, 2011
Future Signing Dates
600-24
APPENDIX H
For questions, go to www.national-letter.org/faq/
600-25
APPENDIX I
Graduation Rates
For detailed information, go to
http://web1.ncaa.org/app_data/inst2009/402.pdf
600-26
APPENDIX J
2010-11 NCAA Banned Drugs
a.
b.
c.
d.
e.
f.
g.
h.
The NCAA bans the following classes of drugs:
Stimulants
Anabolic Agents
Alcohol and Beta Blockers (banned for rifle only)
Diuretics and Other Masking Agents
Street Drugs
Peptide Hormones and Analogues
Anti-estrogens
Beta-2 Agonists
Note: Any substance chemically related to these classes is also banned.
The institution and the student-athlete shall be held accountable for all drugs within the
banned drug class regardless of whether they have been specifically identified.
Drugs and Procedures Subject to Restrictions:
a. Blood Doping.
b. Local Anesthetics (under some conditions).
c. Manipulation of Urine Samples.
d. Beta-2 Agonists permitted only by prescription and inhalation.
e. Caffeine if concentrations in urine exceed 15 micrograms/ml.
NCAA Nutritional/Dietary Supplements Warning:
Before consuming any nutritional/dietary supplement product,
review the product with your athletics department staff!
•
•
•
•
Dietary supplements are not well regulated and may cause a positive drug test result.
Student-athletes have tested positive and lost their eligibility using dietary supplements.
Many dietary supplements are contaminated with banned drugs not listed on the label.
Any product containing a dietary supplement ingredient is taken at your own risk.
It is your responsibility to check with the appropriate athletics staff
before using any substance.
600-27
Some Examples of NCAA Banned Substances in Each Drug Class
NOTE: There is no complete list of banned drug examples!!
Check with your athletics department staff before you consume any medication or supplement.
Stimulants:
amphetamine (Adderall); caffeine (guarana); cocaine; ephedrine; fenfluramine (Fen);
methamphetamine; methylphenidate (Ritalin); phentermine (Phen); synephrine (bitter orange);
etc.
exceptions: phenylephrine and pseudoephedrine are not banned.
Anabolic Agents – (sometimes listed as a chemical formula, such as 3,6,17-androstenetrione)
boldenone; clenbuterol; DHEA; nandrolone; stanozolol; testosterone; methasterone;
androstenedione; norandrostenedione; methandienone; etiocholanolone; trenbolone; etc.
Alcohol and Beta Blockers (banned for rifle only):
alcohol; atenolol; metoprolol; nadolol; pindolol; propranolol; timolol; etc.
Diuretics (water pills) and Other Masking Agents:
bumetanide; chlorothiazide; furosemide; hydrochlorothiazide; probenecid; spironolactone
(canrenone); triameterene; trichlormethiazide; etc.
Street Drugs:
heroin; marijuana; tetrahydrocannabinol (THC) – no other substances are classified as NCAA
street drugs.
Peptide Hormones and Analogues:
growth hormone(hGH); human chorionic gonadotropin (hCG); erythropoietin (EPO); etc.
Anti-Estrogens :
anastrozole; tamoxifen; formestane; 3,17-dioxo-etiochol-1,4,6-triene(ATD), etc.
Beta-2 Agonists:
bambuterol; formoterol; salbutamol; salmeterol; etc.
Any substance that is chemically related to the class of banned drugs is also banned! (unless
otherwise noted)
NOTE: Information about ingredients in medications and nutritional/dietary supplements can be
obtained by contacting the Resource Exchange Center, REC, 877-202-0769 or
www.drugfreesport.com/rec password ncaa1, ncaa2 or ncaa3.
It is your responsibility to check with the appropriate athletics staff
before using any substance.
600-28
The National Collegiate Athletic Association
May 2010
MEW
APPENDIX K
Revised July 2003
UNOFFICIAL VISITATION FORM
Prospect’s Name:
Sport:
Parent(s)/Legal Guardian Name:
_________________________________________
Transportation Description:
Date of Arrival:
Accompanied by:
_____Time:________
Date of Departure:
Lodging: ❑ Hotel
COMPLIMENTARY ADMISSIONS
Campus Athletic Events
___________
Time:
❑ Dorm
Number of Admissions
❑ Other
Date
(maximum of 3 per event)
Did prospect receive transportation to view off-campus practice and competition sites?
If “yes”, name of driver:
❑ Yes ❑ No
Did prospect eat meals with other prospects or current student-athletes?
❑ Yes ❑ No
If yes, did prospect pay for his/her meals?
❑
Yes
❑ No
If prospect is in a sport other than football and basketball, did he/she receive meal as part
of an admissions department event?
❑
Yes ❑ No
Did prospect stay in residence hall or off-campus with current student-athletes? ❑
Yes ❑ No
If yes, did prospect pay for his/her room?
Yes ❑ No
❑
If no, did prospect have a pre-existing established relationship with the student-athletes with whom he
lodged?
❑ Yes
❑ No
Prospect’s signature
Date
_____________________________________________________
Athletic Department Staff Member
Date
_________________________________________________
Title
600-29
APPENDIX L
MCNEESE STATE UNIVERSITY
COMPLIANCE & ACADEMIC OFFICE
NONQUALIFIER WORKOUT FORM
Print Name ______________________________ ID#_________________
Campus Address___________________________ Phone #_____________
As a nonqualifier, I understand that under NCAA rules I can receive workout
apparel and work out in the weight room with the strength coach or trainer. I
understand that I cannot practice, attend practice or meetings, or serve as a
student-host on recruiting visits. I can receive one complimentary admission to
all home contests. I certify that I am enrolled as a student at McNeese State
University and that I have read the statement above.
__________________________________
Student Signature
____________________
Date
I certify that this student is enrolled at McNeese State University and have
checked the information provided above. I approve this student for weight
training and workout apparel only.
__________________________________
Director of Compliance
600-30
__________________
Date
OCCASIONAL MEAL APPROVAL FORM
(Must be completed and evaluated by Compliance Coordinator before receiving meal)
NCAA bylaw 16.11.1.5 allows a student-athlete or the entire team in a sport to
receive an occasional meal in the locale of the institution on infrequent and special
occasions from an institutional staff member. An institutional staff member may
provide transportation to student-athletes to attend such meals.
A student-athlete may receive an occasional family home meal from a representative
of athletics interests on infrequent and special occasions under the following
conditions:
a) The meal may be provided in an individual’s home (as opposed
to a restaurant), on campus, or at a facility regularly used for home
competition and may be catered; and
b) A representative of the athletics interests may provide reasonable
local transportation to student-athletes to attend the meal function
only if the meal function is at the home of that representative.
Please complete the following:
Date of Meal:
__________________________________
Name of person providing meal:
__________________________________
Location of Meal:
__________________________________
Student-Athletes involved:
__________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Will transportation be provided: __________________________________
Person/Persons providing transportation:_____________________________
By signing below you verify that all NCAA requirements are understood and will be
strictly adhered to:
_______________________________
Head Coach Signature
______________________________
Compliance Coordinator Approval
Date___________________________
Date_________________________
600-31
APPENDIX N
600-32
APPENDIX N
600-33
600-34
600-35
600-36
600-37
600-38
600-39
600-40
600-41
APPENDIX N
CAMP/CLINIC APPLICATION INFORMATION
Sports Camp and Clinic Funds
Required Prior Information for Approval- Brochure must be approved also!
Purpose of the camp or clinic.
________________________________________________________________
________________________________________________________________
Type of camp or clinic (i.e., specialized, diversified or developmental) as defined
by NCAA legislation, including the sport(s) to be covered.
________________________________________________________________
________________________________________________________________
Facilities and equipment to be utilized.
________________________________________________________________
________________________________________________________________
Inclusive dates of the camp or clinic.
________________________________________________________________
________________________________________________________________
Characteristics of campers (e.g., prospects, senior prospects, athletics-award
winners).
________________________________________________________________
________________________________________________________________
Any restrictions on participants (e.g., age, sex, number).
________________________________________________________________
________________________________________________________________
Methods of soliciting participants (e.g., advertisements, distribution of brochures,
invitations).
________________________________________________________________
________________________________________________________________
Transportation or travel expenses of participants.
________________________________________________________________
________________________________________________________________
Number, names and characteristics of employees.
________________________________________________________________
________________________________________________________________
Prospects and student-athletes (e.g., age, institution attending, sport
participation, athletics-award winners).
________________________________________________________________
________________________________________________________________
600-42
Coaches (e.g., restricted, volunteer, high-school, junior college, employing
institution, sports, division classification).
________________________________________________________________
________________________________________________________________
Method, source and amount of payment for employees (e.g., stipend, honoraria,
travel expenses, institutional payroll).
________________________________________________________________
________________________________________________________________
Responsibilities of employees (e.g., instructing, supervising, officiating, lecturing).
________________________________________________________________
________________________________________________________________
Registration fees (including deposits, refund policies and any consideration of
free and/or reduced admissions, scholarships, group rates and discounts).
________________________________________________________________
________________________________________________________________
Schedule of camp or clinic activities (including amount of instruction, physical
tests, and competition).
________________________________________________________________
________________________________________________________________
Room and board arrangements for participants and employees.
________________________________________________________________
Any awards and/or merchandise provided for campers and clinic attendees.
________________________________________________________________
________________________________________________________________
Concession arrangements (e.g., types of merchandise, expected revenues,
concession employees).
The following information must be included on all MSU sports camp or
clinic applications:
Name of camper:
Address:
City/State/ZIP:
Phone number:
School.:
Age, Height, Weight:
600-43
I am an athletics award winner:
Yes _____ No _____
If Yes, please describe:
I am being recruited by MSU: Yes _____ No _____
If Yes, please describe:
Name of parent or guardian:
Emergency telephone number:
Medical release:
Medical insurance information:
Parent's signature:
600-44
Camp/Clinic Description
Coach:
Sport:
Dates:
Location:
-(Form A)
Who is responsible for the camp administration?
Description of purpose of the Camp/Clinic:
Camp financial structure: (Privately owned/incorporated, finances run through University,
etc.)
Facilities and equipment to be utilized:
Age group: _______________
Projected # of Participants: _________________
Restrictions on participants (if any):
________________________________________________________________________
Amount of registration fee:
________________________________________________________________________
Will any discounts be available? ________ On what basis? ________________________
Number of employees:
Types of employees (coach, counselor, lecturer):
________________________________________________________________________
[Please attach a copy of job descriptions]
Describe any concession arrangements if any:
________________________________________________________________________
Will any awards or mementos be given?
(describe):_______________________________________________________________
600-45
Camp/Clinic Receipt List - (Form B)
Camp: _________________________
Name:
Date(s): _______________________
Type of Payment: (e.g., credit card, cash)
1
2
3
4
5
600-46
Amount:
Camp/Clinic Refund List
- (Form C)
Camp: _________________________________
Date(s):_________________________________
1
Name: _________________________________
Refund Amount:
Reason for refund:
2
Name: _________________________________
Refund Amount:
Reason for refund:
3
Name: _________________________________
Refund Amount:
Reason for refund:
4
Name: _________________________________
Refund Amount:
Reason for refund:
5
Name: _________________________________
Reason for refund:
600-47
Refund Amount:
Camp/Clinic Individual Discounts -(Form D)
Camp: _________________________________
Date(s): ________________________________
1
2
3
4
5
Name: _________________________________
Reason for discount:
Name: _________________________________
Reason for discount:
Name: _________________________________
Reason for discount:
Name: _________________________________
Reason for discount:
Name: _________________________________
Reason for discount:
600-48
Discount Amount:
Discount Amount:
Discount Amount:
Discount Amount:
Discount Amount:
Camp/Clinic Group Discounts -(Form E)
Camp: _________________________________
Date(s): ________________________________
Name of Group: ____________________________________________
Basis for and Amount of Discount: ______________________________
Names of recipients: _________________________________________
__________________________________________________________
__________________________________________________________
__________________________________________________________
__________________________________________________________
600-49
Camp/Clinic Staff & Compensation -(Form F)
Student-Athletes:
Name SS#
Position
Compensation
1
2
3
4
5
Description of Duties for Student-Athlete Employees:
Others:
Name SS#
Position
1
2
3
4
5
600-50
Compensation
Camp/Clinic Staff & Compensation E -(Form G)
Camp: _________________________________
Date(s): ___________________________
Camp/Clinic Director: ________________________________________________
Will transportation expenses or mileage be provided or reimbursed for any employee?
If yes, please include the value associated with this benefit in the compensation column.
Will the son/daughter of any employee receive free or reduced admission?
If yes, please include the value associated with this benefit in the compensation column.
Athletics Department Employees:
Name SS#
Position
Compensation
1
2
3
4
5
Description of Duties for Student-Athlete Employees:
High School/Two year College Coaches:
Name SS#
Position
1
2
3
4
5
600-51
Compensation
APPENDIX O
GRANT-IN-AID OFFER
Revised September 2010
Name:
Address
City, State, Zip:
Sport:
Social Security #:
Date of Issuance:
This award will become effective
and will conclude
Dear
:
This is to advise you that the committee on student financial aid at MCNEESE STATE UNIVERSITY
has awarded you an athletic grant-in-aid as described below for use in your education at this institution.
This offer will be honored by this institution only after you have satisfactorily met all institutional,
Southland Conference, and National Collegiate Athletic Association (NCAA) academic requirements
and/or admissions standards. Your acceptance of this offer means that you agree to abide by these
provisions.
The financial aid offer consists of:
NOTE: The receipt of athletic aid may limit your ability to receive nonathletic aid such as
institutional and/or outside scholarships, a supplemental educational opportunities
grant or a public education grant. You must inform the athletics office before accepting
any nonathletic aid.
A summary of the NCAA rules applicable to student-athlete financial aid awards is on
the reverse side of this form. Please read this carefully. If you wish to accept this award and
will attend this institution, sign all copies and return by _
_ ________ to the
compliance coordinator at the following address:
e
COMPLIANCE COORDINATOR
MCNEESE STATE UNIVERSITY
BOX 90375 MSU
LAKE CHARLES LA 70609
If this offer is not returned by the indicated date, it is null and void
Accepted
Date
Student-Athlete
Signed
Director of Financial Aid
Date
Date
600-52
GRANT-IN-AID OFFER
PAGE TWO
__________________________________________________________________________________
SUMMARY OF PRINCIPLE TERMS AND CONDITIONS
1.
The award must conform to rules and regulations set forth by the institution, the Southland
Conference and the National Collegiate Athletic Association (NCAA).
2.
Athletics financial aid may be awarded for any term during which the student-athlete is in regular
attendance as an undergraduate student with eligibility remaining (as per NCAA Bylaw 15.01.5).
The renewal of athletics financial aid must be made on or before July 1 prior to the academic
year it is to be effective.
3.
Maximum permissible financial aid may not exceed those elements defined in NCAA Bylaw
15.2.
4.
A student-athlete may receive financial assistance only if it is administered by the institution,
received from anyone upon whom the student-athlete is naturally or legally dependent, or
received from permissible outside sources per NCAA Bylaw 15.2.6. Ask your coach or the
compliance administrator at the awarding institution about other important NCAA rules
applicable to non-institutional aid that may impact whether it can be received.
5.
When athletically-related financial aid is awarded to a student-athlete, such aid combined with
other institutional financial aid the student-athlete receives may not exceed the value of the
institution’s cost of attendance. All athletically related aid combined cannot exceed the full
grant-in-aid limit. Some government grants are excluded from this limit. See NCAA Bylaw
15.1.1, 15.1.3, 15.2.4.
Institutional aid may NOT BE REDUCED OR CANCELLED during the period of this award FOR
THE FOLLOWING REASONS:
1.
2.
3.
On the basis of a student’s athletic ability, performance or contribution to a team’s success;
Because of an injury that prevents the student from participating in athletics; or
For any other athletically-related reason.
Institutional aid MAY BE REDUCED OR CANCELLED during the period of this award if this
recipient:
1.
2.
3.
4.
5.
Does not satisfy the stated institutional academic requirements for like scholarships or grants-inaid;
Renders himself/herself ineligible for intercollegiate competition for any reason;
Fraudulently misrepresents any information on an application, letter of intent, OR financial aid
agreement. NCAA Bylaw 15.3.4.1.1 states that “if a student is awarded aid on the basis of
declaring intention to participate in a sport……action on the part of the (student) not to
participate (either by not reporting for practice or after making only token appearances as
determined by the institution)……would permit the institution to cancel or reduce the aid.”
Engages in serious misconduct warranting substantial disciplinary penalty. (An institution may
reduce or cancel the financial aid of a student-athlete who is found to have engaged in
misconduct by the university’s regular student disciplinary authority, even if the loss-of-aid
requirement does not apply to the student body in general); or
Voluntarily withdraws from a sport for personal reasons.
*A student must receive written notice of a hearing opportunity if aid is
reduced or cancelled during the period of award for any reason.*
600-53
APPENDIX P
NCAA Division I Football Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.4 for football calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this
document but are subject to change per Constitution 5.2.3.1 or if certain dates change (e.g., National
Letter of Intent signing dates).
(a) August 1 through November 27, 2010, [except for (1) below]:
(1) 42 evaluation days (54 for U.S. service academies) (see Bylaw
13.02.6.2) during the months of September, October and November,
(not to exceed a period of 42 days) selected at the discretion of the
institution and designated in writing in the office of the director of
athletics; authorized off-campus recruiters shall not visit a
prospective student-athlete’s educational institution on more than
one calendar day during this period.
(b) November 28, 2010, through January 29, 2011, [except for (1) through
(7) below]:
Six in-person off-campus contacts per prospective student-athlete shall be
permitted during this time period with not more than one permitted in any
one calendar week (Sunday through Saturday) or partial calendar week:
(1) December 12, 2010, all junior college prospective student-athletes
who intend to enroll midyear.
(2) December 13-16, 2010, all junior college prospective student-athletes
who intend to enroll midyear [except for (a) below]:
(a) Institutional staff members may have contact with a
prospective student-athlete who has been admitted for midyear
enrollment, provided the prospect has signed a National Letter
of Intent or other offer of admission and/or financial aid to
attend the institution and is required to be on campus to attend
institutional orientation sessions for all students.
Quiet Period
Evaluation Period
Contact Period
Quiet Period
Dead Period
Contact Period
(3) December 17-18, 2010, all junior college prospective studentathletes who intend to enroll midyear.
Quiet Period
(4) December 19, 2010:
Quiet Period
(5) December 20, 2010, through January 3, 2011, [except for (a) below]:
Dead Period
600-54
(a) Institutional staff members may have contact with a prospective
student-athlete who has been admitted for midyear enrollment,
provided the prospect has signed a National Letter of Intent or
other offer of admission and/or financial aid to attend the institution
and is required to be on campus to attend institutional orientation
sessions for all students.
Contact Period
(6) January 9, 2011:
Quiet Period
(7) January 10-13, 2011, [except for (a) below]:
Dead Period
(a) Institutional staff members may have contact with a prospective
student-athlete who has been admitted for midyear enrollment,
provided the prospect has signed a National Letter of Intent or
other offer of admission and/or financial aid to attend the institution
and is required to be on campus to attend institutional orientation
sessions for all students.
Contact Period
(c) January 30, 2011:
Quiet Period
(d) January 31 through February 3, 2011:
Dead Period
(e) February 4 through April 14, 2011:
Quiet Period
(f) April 15 through May 31, 2011, [except for (g) below]:
Evaluation Period
One hundred sixty-eight evaluation days (216 for U.S. service academies)
(see Bylaw 13.02.6.2) (excluding Memorial Day and Sundays) selected at
the discretion of the member institution and designated in writing in the
office of the director of athletics [as provided in (1) below]:
(1) An authorized off-campus recruiter may use one evaluation to
assess the prospective student-athlete’s athletics ability and one
evaluation to assess the prospective student-athlete’s academic
qualifications during this evaluation period). If an institution’s
coaching staff member conducts both an athletics and an academic
evaluation of the prospective student-athlete on the same day during
this evaluation period, the institution shall be charged with the use
of an academics evaluation only and shall be permitted to conduct
a second athletics evaluation of the prospective student-athlete on a
separate day during this evaluation period.
(g) Those days in April/May not designated above for evaluation opportunities:
Quiet Period
(h) June 1 through July 31, 2011:
Quiet Period
600-55
NCAA Division I Men’s Basketball Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.2 for men’s basketball calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this manual but
are subject to change per Constitution 5.2.3.1 or if certain dates change (e.g., National Letter of Intent
signing dates) are altered.
Note: All live evaluations during the academic year shall be limited to regularly scheduled high
school, preparatory school and two-year college contests/tournaments, practices and regular
scholastic activities involving student-athletes enrolled only at that institution:
(a) August 1through September 8, 2010:
Quiet Period
(b) September 9 through October 5, 2010:
Contact Period
(c) October 6, 2010 through March 30, 2011, [except for (1), (2) and (3) below]:
Evaluation Period
(1) November 8-11, 2010:
Dead Period
(2) December 24-26, 2010:
Dead Period
(3) March 16-22, 2011:
Contact Period
(d) March 31 through April 7, 2011, (noon):
Dead Period
(e) April 7 (noon) - 20, 2011, [except for (1) below]:
(1) April 11-14, 2011:
Contact Period
Dead Period
(f) April 21 through July 5, 2011, [except for (1)below]:
(1) May 19-28, 2011, [except for (i) below]:
Quiet Period
Dead Period
(i) To be determined (NBA pre-draft camp only):
(g) July 6-15, 2011:
Evaluation Period
Evaluation Period
(h) July 16-21, 2011, [except for (1) below]:
Dead Period
(1) It is permissible for an institution to have contact with a prospect who
is enrolled in the institution’s summer term (i.e., summer session or
summer bridge program)and has signed a National Letter of Intent or
other written commitment to attend the institution. (Adopted: 4/25/02)
(i) July 22-31, 2011:
Evaluation Period
600-56
NCAA Division I Women’s Basketball Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.3 for women’s basketball calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this manual but
are subject to change per Constitution 5.2.3.1 or if certain dates change (e.g., National Letter of Intent
signing dates) are altered.
Women’s Basketball staff members shall not exceed 100 recruiting-person days. A recruiting person day is
defined as one coach engaged in an off-campus recruiting activity of a women’s basketball prospect on one
day; two coaches engaged in recruiting activities on the same day shall use two recruiting days.
(a) August 1 through September 15, 2010:
Quiet Period
(b) September 16 through October 6, 2010:
October 1-3, 2010: Evaluations permitted at nonscholastic
women’s basketball events.
(c) October 7, 2010 through February 28, 2011, [except for (1) and (2) below]:
Contact Period
Evaluation Period
(1) November 8-11, 2010:
Dead Period
(2) December 24-26, 2010:
Dead Period
(d) March 1 through March 31, 2011:
Contact Period
(e) April 1-14, 2011, [except for (1) and (2) below]:
(1) One women’s basketball event certified by the NCAA (Bylaw 30.17)
held in conjunction with, and conducted in the host city of the NCAA
Division I Women’s Basketball Championship:
(2) April 8-10, 2011:
Dead Period
Evaluation Period
Quiet Period
(f) April 15 -19, 2011
Note: Evaluations permitted at nonscholastic women’s
basketball events -- April 15-17, 2011.
(g) April 20 through July 5, 2011:
Evaluation Period
Quiet Period
(h) July 6-15, 2011:
Evaluation Period
(i) July 16-21, 2011, [except for (1) below]:
(1) It is permissible for an institution to have contact with a prospect
who is enrolled in the institution’s summer term (i.e., summer session
or summer bridge program) and has signed a National Letter of Intent
or other written commitment to attend the institution.
(j) July 22-31, 2011:
Dead Period
Evaluation Period
600-57
NCAA Division I Baseball Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.1 for baseball calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this
manual but are subject to change per Constitution 5.2.3.1 or if certain dates (e.g., National Letter
of Intent signing dates) are altered.
(a) August 1-31, 2010:
Contact Period
(b) September 1-9, 2010:
Quiet Period
(c) September 10 through November 7, 2010:
Contact Period
(d) November 8-11, 2010:
Dead Period
(e) November 12, 2010, through February 28,
2011, [except for (1) below]:
Quiet Period
(1) January 6 (12:01 a.m.) through January
10, 2011, (12:01 a.m.)*:
(f) March 1 through July 31, 2011, [except
for (1) below]:
Dead Period
Contact Period
(1) April 11-14, 2011:
Dead Period
*Dates are based on the American Baseball Coaches Association Convention. January 6-9,
2011, registration and convention dates.
600-58
NCAA Division I Softball Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Bylaw 13.17.7 for softball calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this
manual but are subject to change per Constitution 5.2.3.1 or if certain dates (e.g., National Letter of
Intent signing dates are altered).
(a) August 1 through November 24, 2010, [except for (1) below] *:
(1) November 8-11, 2010:
Contact Period
Dead Period
(b) November 25, 2010 through January 1, 2011, [except for (1) below]:
(1) December 8 (12:01 a.m.) through December 12, 2010, (12:01 a.m.):**
(c) January 2 through July 31, 2011, [except for (1) and (2) below]:
Quiet Period
Dead Period
Contact Period
(1) April 11-14, 2011:
Dead Period
(2) May 31 through June 9 (noon), 2011:
Dead Period
(d) During high school regional and state championship competition
that does not occur during a dead period:
Evaluation Period
(e) The following state specific contact/evaluation periods are permissible:
(1) In Hawaii, contacts and evaluations shall be permissible between
November 25, 2010 and January 1, 2011, [except for (a) below)].
(a) 12:01 a.m. on the day of registration for the national
convention of the National Fastpitch Coaches Association
December 8, 2010, (12:01 a.m.) to on the day after
adjournment of the convention December 12, 2010
(12:01 a.m.)
Dead Period
(2) In those states that play high school softball season in the fall, e
valuations shall be permissible during those seasons, except during
dead periods.
* Each institution is limited to 50 evaluation days (August 1 through July 31)
per Bylaw 13.02.6.2, which do not include employment of coaches in
instructional camps/clinics or the observation of prospects participating in
high school softball competition.
**Dates are based on the National Fastpitch Coaches Association Convention (December 8-11,
2010)
600-59
NCAA Division I Women’s Volleyball Recruiting Calendar
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.9 for women’s volleyball calendar formula)
The dates in this calendar reflect the application of Bylaw 13.17 at the time of publication of this
manual but are subject to change per Constitution 5.2.3.1 or if certain dates (e.g., National Letter of
Intent signing dates) are altered.
(a) August 1 through December 5, 2010, [except for (1) below]:
(1) November 8-11, 2010:
Contact Period
Dead Period
(b) December 6-14, 2010:
Quiet Period
(c) December 15-31, 2010, [except for (1) and (2) below]:
Dead Period
(1) Coaches attending the AVCA annual awards banquet may have
incidental contact with two-year college prospects being honored
at the banquet, provided no recruiting conversation occurs.
(Bylaw 13.02.4.4.1)
(2) Thursday of the Division I Women’s Volleyball Championship
through the Sunday immediately following the championship
(December 16-19). An institution’s authorized coaching staff
members (see Bylaw 11.7.4) may evaluate on only one day and
may attend only one event on that day during this period. Such
an event shall occur within a 30-mile radius of the site of the
championship (Kansas City, Missouri). Coaches from the same
institution who attend such an event shall attend the same event
on the same day. Coaches shall not attend events that occur at the
same time that any intercollegiate competition in conjunction with
the NCAA championship occurs:
Evaluation Period
(d) January 1 through July 31, 2011, [except for (1), (2) and (3) below]:
Contact Period
(1) January 1-14, 2011:
Quiet Period
(2) April 11-14, 2011:
Dead Period
(3) May 1-27, 2011:
Quiet Period
(e) The following state-specific contact and evaluation times are permissible:
(1) In those states that play the high school volleyball season in the winter, contacts and
evaluations shall be permissible January 1 through the Friday prior to the Presidents
Weekend Tournaments.
600-60
NCAA Division I Dead and Quiet Periods in Sports For
Which No Recruiting Calendar Has Been Established
August 1, 2010 through July 31, 2011
(See NCAA Division I Bylaw 13.17.11 for complete listing of recruiting calendars)
Women’s Gymnastics
Dead Periods
• November 8-11, 2010, (during the period Monday through
Thursday of the initial week for the fall signing of the
National Letter of Intent).
• April 11-14, 2011, (during the period Monday through
Thursday of the initial week for the spring signing of the
National Letter of Intent).
• April 13-18 (noon), 2011, (the day before the first day of
the Division I Women’s Gymnastics Championships to
noon on the day after the championships).
Men’s Ice Hockey
Dead Periods
• November 8-11, 2010, (during the period Monday through
Thursday of the initial week for the fall signing of the
National Letter of Intent).
• April 11-14, 2011, (during the period Monday through
Thursday of the initial week for the spring signing of the
National Letter of Intent).
• April 6-10 (noon), 2011, (Wednesday prior to the Division
I Men’s Ice Hockey Championship to noon on the Sunday
after the game).
Women’s Ice Hockey
Dead and Quiet Periods
• November 8-11, 2010, (during the period Monday through
Thursday of the initial week for the fall signing of the
National Letter of Intent)
• March 17-21 (noon), 2011, (the day prior to the Division I
Women's Ice Hockey Championship to noon on the day
after the game).
• April 11-14, 2011, (during the period Monday through
Thursday of the initial week for the spring signing of the
National Letter of Intent).
• April 25 through May 31 2011, is considered a quiet
period. [Monday prior to the American Hockey Coaches
Association Convention (April 28 through May 1)].
600-61
Field Hockey
Dead Periods
• November 17-22 (noon), 2010, (Wednesday prior to the
Division I Field Hockey Championship to noon on the
day after the game).
• January 31 through February 3, 2011, (during the
period Monday through Thursday of the initial week for
the signing of the National Letter of Intent).
Soccer and Men’s Water Polo
Dead Periods
January 31 through February 3, 2011, (during the period
Monday through Thursday of the initial week for the
signing of the National Letter of Intent).
All Other Sports
Dead Periods Exceptions: U.S. Diving
National Championships (Bylaw
13.17.11.1.1)
North American Cup Fencing
Championship (Bylaw 13.17.11.1.2)
• November 8-11, 2010, (during the period Monday
through Thursday of the initial week for the fall signing
of the National Letter of Intent).
• April 11-14, 2011, (during the period Monday through
Thursday of the initial week for the spring signing of the
National Letter of Intent).
When the dead period for recruiting occurs during the
U.S. Diving National Championships, it shall be
permissible for authorized coaching staff members to
observe prospective student-athletes participating in that
event.
When the dead period for recruiting occurs during the
North American Cup Fencing Championship, it shall be
permissible for authorized coaching staff members to
observe prospective student-athletes participating in that
event.
600-62
APPENDIX Q
MCNEESE STATE UNIVERSITY
CERTIFICATION OF RECRUITED STATUS
Please answer all the following questions accurately so that it can be determined
whether or not you are considered a “recruited” or “non-recruited” student-athlete
at McNeese State University.
1.
Did you ever make an “official visit” (expense paid) to the campus of
McNeese State University?
YES________ NO_______
If yes, when:___________
2.
Did a coach, staff member, or representative of the institution’s athletic
interest from McNeese State University ever arrange an in person offcampus encounter with you, your parents, or a legal guardian?
YES_______
NO_______
If yes, explain:
3.
Did a coach, staff member, or representative of the institution’s athletic
interest ever initiate or arrange a telephone contact with you or your
family for the purpose of recruitment on more than one occasion?
YES_______
NO_______
If yes, explain:
My signature hereby certifies that to the best of my knowledge, the above
responses are correct.
__________________________ _______________
____________
Print Full Name
Date
Sport
______________________________
_________________________
Student’s Signature
ID Number
FOR OFFICIAL USE ONLY
I have reviewed the information provided above and determined that this studentathlete is considered:
_______RECRUITED ATHLETE _______NON-RECRUITED ATHLETE
___________________________________
Director of Compliance
600-63
__________________
Date
Appendix R
MCNEESE STATE UNIVERSITY
 In Season
 Out of Season
SPORT____________________________
WEEK OF __________________________
COACH ___________________________________
TIME SHEET
ATHLETICALLY RELATED ACTIVITIES
During the playing season, NCAA Bylaw 17.1.5.1 indicates that a student-athlete’s participation in countable
athletically related activities shall be limited to a maximum of four (4) hours per day and twenty (20) hours per
week with one (1) required day off. During the off-season, student-athletes are limited to not more than eight (8)
hours per week of conditioning.
Instructions: You MUST record the hours on a daily basis. Record and total the exact number of hours
spent (in quarter-hour increments) on each activity noted below in the proper “day” column. At the end of each
week, record and total hours. Competition always counts as three (3) hours.
You MUST sign the form and send it to the Director of Compliance by Wednesday of the next week.
DESCRIPTION
SUN
MON
TUE
WED
THU
FRI
SAT
Competition (games)
Practice, with coach present
Weight room/Conditioning
Film Review (required)
Meeting with coach
Individual (required workout)
Other on field/court activities
TOTAL HOURS
Please note: The following activities are not to be counted:
...Training table or competition-related meals
...Physical rehabilitation
...Dressing, showering, taping
...Study hall, tutoring
...Meetings with coaches on non-athletic matters
...Travel to and from practice and competition
...Medical exams or treatments
...Participation in regular P.E. classes
...Voluntary individual workouts and film review, provided they are not required by coaches; may be
monitored by Conditioning coach, for safety purposes
...Individual consultation with coach initiated by student, provided you do not engage in athletically related
activities
I certify the hours noted above are correct (exceptions are noted on the reverse side),
Student-Athlete ____________________________________
Date __________________________________
Head Coach ______________________________________
Date __________________________________
Coach (if different) ________________________________________
600-64
If number of hours per day spent on each activity certified on Page 1 differs for a particular
student-athlete, please complete the following information:
STUDENT-ATHLETE
DATE
ACTIVITY/COMMENT
600-65
HOURS
APPENDIX S
SPECIAL ACTIVITY FORM
FORM 37
CREATED July 2003
THIS FORM MUST BE COMPLETED AND APPROVED PRIOR TO ANY ATHLETIC
DEPARTMENT ACTIVITY THAT IS NOT A ROUTINE ACTIVITY . EXAMPLES OF
ROUTINE ACTIVITIES ARE GAMES, PRACTICES, TEAM MEETINGS, AND PRE-GAME
OR POST-GAME MEALS. EXAMPLES OF SPECIAL ACTIVITIES ARE FUNDRAISERS,
STUDENT-ATHLETE SPECIAL MEALS, AWARDS, BENEFITS, AND EXPENSES AND
REQUIRE PRIOR APPROVAL.
Coach Requesting Approval of Activity:
Detailed Description of Activity:
Date of Activity:
_______________
Purpose of Activity:
Individuals Participating in Activity (circle all that apply):
Student-athletes on scholarship
Coaches
Student-athletes not on scholarship
AD staff
Others (explain briefly)_______________________ Guests
APPROVED:
Athletic Director
Date
_______
Compliance Coordinator
**Form created by Deanna Falcon at Nicholls State University**
600-66
_____
Date
APPENDIX T- For form on line, go to
http://www.southland.org/fls/18400/pdf/CF2.pdf?DB_OEM_ID=18400
COMPETITION RECORD
Revised July 2010
Institution:
Sport:
McNeese State University
Year: ___________________________________

This is to certify that the following student-athletes competed in at least one competition,
regardless of time, during the season per Byulaw 14.2.3.1.
Seasons of
Seasons of
Eligibility
Eligibility
Used
Used
This form is no longer due to the Conference office but should be maintained on campus. At least two
of the following signatures should be completed:
Head Coach’s Signature
Date
Sports Information Director’s Signature Date
Athletics Director’s Signature
Date
Compliance Administrator’s Signature Date
600-67
APPENDIX U
STUDENT-ATHLETE FEE FOR LESSON DOCUMENTATION
NCAA rules stipulate that student-athlete employment earnings must comply with the following restrictions:
a)
Your compensation does not include any remuneration for value or utility that you may have for
the employer because of the publicity, reputations, fame, or personal following that you have
obtained because of athletics ability.
b)
You will be compensated only for work actually performed; and
c)
You will be compensated at a rate commensurate with the going rate in that locality for similar
services.
You may receive compensation for teaching or coaching sports skills or techniques in your sport on a fee-forlesson basis, provided:
(a)
You may not use McNeese State facilities (athletics or otherwise) to teach the lessons;
(b)
You may not be paid for “;playing lessons” (it’s not permissible to be paid for playing someone, as
opposed to teaching them);
(c)
You document the recipient of the lesson(s) and the fee for the lesson(s) and provide the
Documentation to Athletic Compliance.
(d)
Your compensation is paid by the lesson recipient (or recipient’s family) and not another
individual or entity;
(e)
When you teach lessons for multiple individuals, your instruction to each individual is comparable
to the instruction that would be provided during a private less; AND
(f)
You do not use your name, picture or appearance to promote or advertise the availability of feefor-lesson sessions
Questions?
Call: 337/475-5296
E-mail: [email protected]
COMPLIANCE STATEMENT
My employment is consistent with the legislation stated above:
Student-Athlete Signature:_______________________________________Date:___________________
Lesson Recipient Signature:______________________________________Date___________________
FEE FOR LESSON DOCUMENTATION
S-A Providing Lesson:___________________________________________Sport:__________________
Person Receiving Lesson:_______________________________________________________________
Date & Type of Lesson:_________________________________________________________________
Amount Received for Lesson:____________________________________________________________
Location of Lesson:____________________________________________________________________
Who Paid for Lesson:__________________________________________________________________
Relationship to Lesson Recipient:__________________________________________________
Phone Number:_________________________________________________________________
Return Documentation to: Compliance Office, McNeese State University, Kaufman
Room 325, Box 90375, Lake Charles, LA 70609
600-68
APPENDIX V
Form to monitor prospects that relocate to Lake Charles prior to initial full-time
enrollment.
__________________________
Prospect’s name
__________________________
Address
__________________________
City, State, Zip
_______________________
Phone number
_______________________
E-mail Address
Circle One
Previous institution attended: High School / 4 yr. college / 2 yr. college
Name of institution: ________________________________________
If High School, has prospect been certified by Clearinghouse? ______
If 2 year college, has prospect received AA degree? ______________
Date degree conferred: ________________
Reason for relocating: ____________________________________________________
Summer employment: ____________________________________________________
How did prospect learn of job opportunity? ___________________________________
Prospect is / is not currently enrolled at any institution. If yes, give name of
institution._________________________________________
Type of course: (e.g.- Correspondence courses, distance learning, independent study,
conventional course). Please describe: ____________________________________
List any academic assistance provided:
_______________________________________________________________________
The above information is complete and accurate to the best of my knowledge. I understand
that providing false information could result in my ineligibility for athletics participation at
McNeese State University.
__________________________________________
Prospect’s Signature
Date
By signing below, I affirm that I have read and understand the application of NCAA Bylaw
10.1 and the information provided by the student-athlete is accurate and complete to the
best of my knowledge.
___________________________________________
Coach’s Signature
Date
600-69
APPENDIX W – for form, go to
http://www.southland.org/fls/18400/pdf/CF11.pdf?DB_OEM_ID=18400
PLAYING AND PRACTICE SEASON AND
FIRST DATE OF COMPETITION
FORM 16
Institution:
*Segment 1.
*Segment 2.
I.
McNeese State University
Revised June 2010
Sport:
The segment of the playing season that concludes with the NCAA championship.
The remaining portion of the playing season.
Baseball and Softball
A maximum of 132 days:
Segment 1:
From:
To:
Days Used
Segment 2:
From:
To:
Days Used
**Segment 2 shall be conducted within a period of 45 consecutive days during September,
October and November.
II.
Soccer and Volleyball
A maximum of 132 days:
Segment 1:
From:
Segment 2:
III.
To:
Days Used
From:
To:
Track and Field
(For Institutions that conduct BOTH Indoor and Outdoor)
A maximum of 156 days:
Segment 1:
From:_______
To:_________
Segment 2:
V.
Days Used
Golf, Swimming, Tennis, Cross Country
(For Institutions that sponsor only Outdoor OR Indoor, but not both)
A maximum of 144 days:
Segment 1:
From:
To:
Segment 2:
IV.
From:
To:
From:_______
To:_________
Days Used
Days Used
Days Used_________
Days Used_________
Men’s Basketball
The season is the period of time between the start of preseason practice and the end of the regular
playing season. On-court preseason practice can begin:
Friday, October 15, 2010, 5:00 p.m.
Women’s Basketball
No earlier than 5 p.m. on the date that is 40 days prior to the date of the institution’s first regularseason contest. An institution shall not engage in more than 30 days of countable athletically related
activities prior to its first regular-season contest.
Preseason Practice Start Date:___________________________________
First Date of Intercollegiate Competition:____________________________
Number of Practice Sessions:____________________________________
600-70
PLAYING AND PRACTICE SEASON
PAGE TWO
VII.
Football
Shall not commence official preseason football practice sessions prior to the date that will permit a
maximum of 40 UNITS prior to the first scheduled intercollegiate game. During the preseason period,
institutions may not engage in more than 29 on-field practice sessions (see Bylaw 17.9.2.1). The length
of playing season is limited to the start of preseason practice and the end of the regular playing season.
Preseason Practice Start Date:___________________________________
First Date of Intercollegiate Competition:____________________________
Number of Practice Sessions:____________________________________
_____________________________________________
FIRST DATE OF COMPETITION DECLARATION
First date of team competition in your sport (spring or fall):
The first contest (game or scrimmage with outside competition for the following sports shall not occur prior to):
Football:
September 1, 2010
Basketball:
November 12, 2010 (men and women)
Soccer:
August 201, 2010
Volleyball:
August 27, 2010
Cross Country:
September 1, 2010
All Other Sports:
September 7 (or first day of class, whichever is earlier)
MINIMUM/MAXIMUM NUMBER OF CONTESTS/DATES OF COMPETITION
1.
The minimum number of contests/dates of competition per NCAA Bylaw 20.9.4.3 is
.
2.
The maximum number of contests/dates of competition per NCAA Bylaw 17 (Fig. 17-1) is ____.
3.
The number of team contests or dates of competition for the ________ academic year is ___________.
By signing and dating this form, you attest that to the best of your knowledge, the above information is accurate
and if any changes are made, the compliance administrator shall be notified immediately.
Signature of Head Coach
Date
Signature of Director of Athletics
Date
Signature of Compliance Administrator
Date
600-71
FOOTBALL COACHING STAFF & OFF-CAMPUS
RECRUITERS DESIGNATION
FORM 21___________________________________________________________________________
Revised July 2010
Institution: __________________________________________
Date: ________________________
• In NCAA Football Championship Subdivision, off-campus contacts and evaluations are limited to
countable coaches, (head and assistant). No more than seven (7) may contact and evaluate off-campus at
any one time (Bylaw 11.7.3.
HEAD OR ASSISTANT COACHES (NCAA BYLAW 11.01.2)
POSITION
NAME
OFF-Campus
Recruiter?
(Y/N)
Head Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Assistant Coach
Undergrad Asst.^
Undergrad Asst.
Undergrad Asst.
NO
NO
NO
^ No limit on undergrad assistant coaches as long as they meet the criteria of 11.01.5. Undergraduate coaches may
not be involved in off-campus activities involving the contacting or evaluating of prospective student-athletes. Off
campus recruiting is limited to head and assistant coaches.
Items To Remember:
1. There is a limit of seven coaches (including the head coach) who may contact and evaluate prospective studentathletes off campus at any one time.
2. All coaches involved in off-campus recruiting activities must be certified pursuant to Bylaw 11.5;
3. The Conference does not need to be notified of changes in designated recruiters – but a list should be
maintained on campus;
4. If it is necessary to replace a countable coach for reasons other than employment changes, the institution may
do so pursuant to Bylaw 11.7.1.1.1.2; and
5. Volunteer coaches are not permitted in football or basketball.
_________________________________________
Head Coach
_____________________________
Date
_________________________________________
Director of Athletics
_____________________________
Date
600-72
BASKETBALL COACHING STAFF & OFF CAMPUS
RECRUITERS DESIGNATION
______________________________________________________________
Revised August 2005
Institution: ______________________________
•
Men:______ Women: ______ Date:_____________
Off-campus contact and evaluation of prospects is limited to three coaches at any one time, during both
the academic year and July evaluation period (see Bylaw 11.7.5).
HEAD OR ASSISTANT COACHES (NCAA BYLAW 11.01.2)
POSITION
NAME
OFF-CAMPUS
RECRUITER?(Y/N)
Head Coach (NCAA Bylaw 11.01.2)
Assistant Coach
Assistant Coach
Assistant Coach
Coach, Stud.,Asst.(NCAA Bylaw 11.01.4)^
^ No limit on undergrad assistant coaches as long as they meet the criteria of 11.01.4. Graduate Assistant and
Undergraduate coaches may not be involved in off-campus activities involving the contacting or evaluating of
prospective student-athletes. Off campus recruiting activities are restricted to head and assistant coaches who have
been certified per Bylaw 11.5.1.1..
Items To Remember:
1. See Bylaw 13.1.8.8 (a) and (b) for Men’s and Women’s Basketball evaluation guidelines.
2. All coaches involved in off-campus recruiting activities must be certified pursuant to Bylaw 11.5;
3. The Conference does not need to be notified of changes in designated recruiters – but a list should be
maintained on campus;
4. If it is necessary to replace a countable coach for reasons other than employment changes, the
institution must request approval from the NCAA (Bylaw 11.7.1.1.1.2); and
5. Volunteer coaches are not permitted in football or basketball.
__________________________________________________
Head Coach
_______________________
Date
__________________________________________________
Director of Athletics
________________________
Date
600-73
COACHING STAFF & OFF CAMPUS
RECRUITERS DESIGNATION (Sports Other than Football and Basketball)
____________________________________________________________________________________________________
Revised August 2005
Institution:______________________________
•
Sport: _________________
Date:__________________
There shall be a limit on the number of coaches who may be employed by the institution and who may
contact or evaluate prospects off-campus at any one time (see Bylaw 11.7.4).
HEAD OR ASSISTANT COACHES (NCAA BYLAW 11.01.2)
POSITION
NAME
Off-Campus Recruiter? (Y/N)
Head Coach (NCAA Bylaw 11.01.2)
Assistant Coach
Assistant Coach
Coach, Grad. Asst. (Bylaw 11.01.3)
Coach, Stud. Asst. (Bylaw 11.01.4)^
Undergrad Asst.
Undergrad Asst.
Volunteer Coach (Bylaw 11.01.5)*
Volunteer Coach
Volunteer Coach
N
N
N
N
N
N
^ No limit on undergrad assistant coaches as long as they meet the criteria of 11.01.4. Undergraduate coaches may not be
involved in off-campus activities involving the contacting or evaluating of prospective student-athletes.
* Track programs that offer indoor, outdoor and corss country may have up to three volunteer coaches.
Items to Remember:
1. All coaches involved in off-camps recruiting activities must be certified pursuant to Bylaw 11.5;
2. Notification of changes in a coaching staff must be provided in writing to the Conference;
3. The Conference does not need to be notified of changes in designated recruiters – but a list should be
maintained on campus; and
4. If is it necessary to replace a countable coach for reasons other than employment changes, the institution must
request approval from the NCAA (bylaw 11.7.1.1.1.2)
_____________________________________________________
Head Coach
_____________________________________________________
Director of Athletics
600-74
__________________________
Date
__________________________
Date
APPENDIX Y
INVENTORY FORMS
FORM A
McNeese State University Athletic Department
End of Year Athletic Inventory
Sport:
Date:
Quantity
Done by:_________________
Description
Color
Reviewed by______________________
600-75
INVENTORY FORMS
FORM B
McNeese State University Athletic Department
Newly Received Athletic Inventory
Sport:
Quantity
Done by:
Date:
Description
Reviewed By:
600-76
Color
INVENTORY FORMS
FORM C
McNeese State University Athletic Department
Student Athlete Equipment Issued/ Returnable Form
Name:
ID#:
Description
Signature of Athlete
Color
Date
Quantity
Date Issued
Signature of Coach
Notes:
600-77
Date Returned
Date
INVENTORY FORMS
FORM D
McNeese State University Athletic Department
Student Athlete Equipment Issued/Non-Returnable Form
Name:
ID#:
Description
Signature of Athlete
Color
Date
Quantity
Signature of Coach
Date
Notes:
600-78
Date Issued
INVENTORY FORMS
FORM E
McNeese State University Athletic Department
Surplus Transfer Form
Sport:
Quantity
Description
Signature of Coach
Justification
Date
Signature of AD
Date
(only if any items has material value)
600-79