2014 NCAA Division III Men’s and Women’s Cross Country Regional
Transcription
2014 NCAA Division III Men’s and Women’s Cross Country Regional
2014 NCAA Division III Men’s and Women’s Cross Country Regional Championships Midwest Regional Participant Manual TABLE OF CONTENTS Section No. SECTIONS PAGE 1 2 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 4 5 6 7 8 9 10 Introduction Championship Location and Competition Site Information Entry Procedures and Championship Format Entry Procedures Final Declaration Packet Pick-up Practice Schedule Finish Line Procedures Results Protest Awards Medical Athletic Training Information Weather Policy Drug Testing Uniforms Logo Policy Misconduct Criticism of Officials Misconduct Incident to Competition Squad Size Awards Host City Spectator Information Championship Operations Host Personnel and Contact Information NCAA Division III Track and Field Committee and Staff Liaisons Championship History 1 2 2 2 3 3 3 3 4 4 4 4 5 5 6 7 7 8 8 8 8 8 9 9 10 11 12 APPENDIXES A B C D E F TITLE Chips, Bibs, Hip Numbers and Special Instructions Sample Schedule of Events Men’s 8K Course Map Women’s 6K Course Map Sample Emergency / Evacuation Plan Coaches Checklist 13 14 15 16 17 25 SECTION 1 – Introduction Introduction. The NCAA Division III Cross Country Regional Championships Participant Manual is intended to serve as a guide to the policies and procedures of the 2014 Cross Country Regional Championship event. Included in this manual is information about the championship location, site, entry procedures, travel, lodging and reimbursement. Coaches are strongly encouraged to read the entire manual and make use of the coach’s checklist. 1 2014 NCAA Division III XC Midwest Regional Championship Participant Manual SECTION 2 – Championship Location and Competition Site Competition Site. The 2014 NCAA Division III Cross Country Midwest Regional Championships will be held at Lake Breeze Golf Club at 6333 Ball Prairie Road, Winneconne, Wisconsin. Directions. The course is at Lake Breeze Golf Club at 6333 Ball Prairie Road, Winneconne, Wisconsin. Take Hwy 41 to exit 120 to Hwy 45 North and exit at Hwy 116 to Winneconne. Turn right on Ball Prairie Road. The golf course will be on your left. Competition Site Maps. The men’s and women’s course maps are included as Appendix C and D. For additional information, please go to the host website located at the following link: http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index Locker Rooms. There are locker rooms available at Kolf Sports Center on the UW Oshkosh campus. There are no locker rooms available at the golf course. Parking / Admission. Parking/Admission to the 2014 NCAA Division III Men’s and Women’s Regional Cross Country Championships is $5 per person. There is team parking only at Lake Breeze Golf Club. Spectator parking is at Winneconne High School. There is a round trip shuttle service to and from Lake Breeze Golf Club. Please see specific spectator parking details at the 2014 Midwest Regional webpage located at the following link: http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index SECTION 3 – Entry Procedures and Championship Format Entry Procedures. Entry Forms. Coaches will be allowed to submit a maximum of 10 student-athletes on the entry form. Only the 10 student-athletes listed on the entry form may compete in the regional championship meets. Coaches will be able to change the 10 student-athletes on the entry form should the team qualify for the national championship meet. (See the Pre-Championships 2 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Manual for guidelines). Coaches must submit the forms ONLINE by 5 p.m. Eastern time, Sunday, November 9. Institutions submitting late entries are subject to a fine of $400 per gender. Any exceptions to the roster policy will only be considered in extraordinary circumstances and should be addressed in writing to the Track and Field Committee and NCAA championship manager. Each institution should print a copy of its entry forms to hand carry to the regional should any issues arise. The qualifying finish of teams and individuals at the regional meets will constitute entry into the national meet. No further declaration to compete is needed. After the regional championships, coaches will have until 9 p.m. eastern standard time the Sunday prior to nationals to make changes to their roster for the national championship on Direct Athletics. The system will shut down at 9 pm eastern time sharp so please give yourself enough time to make the necessary changes to your rosters. Any exceptions to the roster policy will only be considered in extraordinary circumstances and should be addressed in writing to the committee and NCAA championship manager. Final Declaration. Student-athletes must check in with the clerks at their assigned box 20 minutes before the start of their race. Packet Pick-Up. Packets will be available Friday, November 14, from 3 to 4:30 p.m. in the Lake Breeze clubhouse. Course maps and descriptions will also be available and host representatives will be there to answer any questions on the course. Practice Schedule. Practice access to the course is limited to Friday and the day of competition, weather permitting. The practice date and time is Friday, November 14 from 1 to 5 p.m. The course will be open at 9 a.m. the morning of the race. **Please call 920/582-7585 or check @UWOshkoshTitans Twitter feeds for severe weather updates on race day if needed. Finish Line Procedures. Details on the timing chips, championship bibs, and hip numbers are located in Appendix A. 3 2014 NCAA Division III XC Midwest Regional Championship Participant Manual The order of finish will be verified with Finish Lynx system. Two Lynx cameras will be on each of the finish line mats. A secondary video system will be used as a backup. Timing mats may be used on the course at select marks. Men’s splits and team scores may be collected and displayed in the final results. Women’s splits and team scores may be collected and displayed in the final results. While student-athletes may run over mats at other locations, splits may only be taken at the designated locations. Runners should continue racing past both sets of mats at the finish line. Once they have crossed the mats, runners should continue to move through the finish chute to their designated box for retrieval of their warm up apparel. Runners need not maintain their order of finish in the chute. Water and athletic trainers will be available at the end of the finish chute. Coaches can wait for runners outside of the finish chute. Results. Each coach will receive one copy of the official results with the results ticket from their packet. Coaches can pick-up their copy of results at the clubhouse near the finish line. Official results will also be posted on the host website in a printable format. Protests. A protest/appeals table will be located in the clubhouse by the coach’s only results area. Forms will be available at the protest table for the head coach to provide information about the alleged incident or problem, citing the NCAA rulebook. The Head Referee’s ruling and explanation will be posted along with the results of the race. The protest period does not begin until the results of the last race have been posted. Awards. The awards ceremony will be held in front of the club house at 1:15 p.m. Medical. The following information pertains to athletic training and medical coverage for the championships: • The medical tent on-site will be open Friday, November 14 from 12:30 to 5 p.m. and will be supplied with ice and water. On Saturday, November 15, from 9 a.m. until 2 p.m., the tent will be supplied with muscle stim, ultrasound, combination stim/US, hot packs and ice. • Athletic trainers will be available Friday in the Kolf Athletic Training Room. Saturday, athletic trainers will only be available in the medical tent on the course. In addition, physicians, EMTs and ambulance services, will be on-site Saturday. 4 2014 NCAA Division III XC Midwest Regional Championship Participant Manual • Student-athletes needing treatments on race day should go to the medical tent on-site. Treatments will be performed Friday, November 14 in the Kolf Training Room from 10 a.m. until 5 p.m. Each team is responsible for bringing a fully stocked medical kit along with insurance and emergency contact information. Student-athletes needing treatment on Saturday, November 15 must schedule an appointment with the UW Oshkosh sports medicine staff. • Any student-athlete needing modalities must have a signed letter from their certified athletic trainer or team physician stating the parameters of the treatment to be rendered. Athletic Training Contact Information. Wade Peitersen, Head Athletic Trainer office 920/424-7138 Cell 920/420-0091 Fax 920/424-1068 Weather Policy. For the safety of all spectators, student-athletes, officials and coaches the following will be used in case of severe weather (e.g., cold temperatures and / or heavy snow): 1. The meet director and NCAA site representative will monitor the weather during the week and morning of the championships. 2. A phone number to call for information or Twitter Feed on delays and/or postponement to the following day. The host can leave a message at that number alerting coaches of different start times or a delay in course inspection times due to inclement weather. This number (920/582-7585) will be placed in the information with the coaches’ packets and on the meet website. Twitter Feeds: @UWOshkoshTitans 3. The games committee will determine whether the start of the meet should be delayed or if the meet should be postponed until the following day. All consideration should be taken in regards to the policies toward competition on Sunday for each institution. 4. If the race has already begun and would have to be suspended in the middle of the competition, the track and field committee would recommend the following: a. Women’s 6,000 meter - If competition is suspended before the 2,000 meters mark you may run the same day with a two hour delay. If competition is suspended after 2,000 meters we would recommend postponement until the next day. 5 2014 NCAA Division III XC Midwest Regional Championship Participant Manual b. Men’s 8,000 meter - If competition is suspended before the 3,000 meters mark you may run the same day with a two hour delay. If competition is suspended after 3,000 meters we would recommend postponement until the next day. 5. If necessary, competition may be postponed until Sunday, per NCAA policy, with competition not starting before Noon. This information must be communicated with all involved institutions. 6. If the meet is postponed to Sunday because of severe weather, the following time schedule may be used: 1 p.m. 2:15 p.m. Men’s 8,000 meter race Women’s 6,000 meter race ** Appropriate provisions will be made to the facility to ensure the safety of competitors and spectators. The games committee reserves the right to make changes to the above policies and schedules as they see fit. Drug Testing. NCAA championships committees, following a recommendation from the NCAA drug-testing subcommittee, have discontinued the practice of announcing whether drug testing will be conducted at NCAA championships events. Although knowing before competition whether NCAA drug testing was to occur had value for reasons of convenience, it left open the possibility that student-athletes might be tempted to use banned substances if they knew that NCAA testing was not being conducted at the site of competition. Therefore, all coaches and student-athletes should presume that post-event NCAA drug testing will occur at this championships event. Please inform your student-athletes that in the event they are notified of their selection for drug-testing, the student-athlete must inform an official representative of your institution (e.g., coach, athletic trainer) before proceeding to the drugtesting site. At individual championships drug-testing couriers will be instructed to remind selected student-athletes of such. If drug testing is to occur, the following format will be used: • Number Tested: nine men, nine women. • Test Plan: Top three plus six at random. 6 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Uniforms. In all events and award ceremonies, competitors must wear the proper uniform (warm-ups included) of the institution they represent in the championships. Uniforms for all cross country team members must meet the following criteria: (1) school issued; if they are singlets, they must be identical; (2) pants may be of any length, but must have identical color; and (3) visible undergarments must be of an identical solid color. Uniforms must be clean and of a material and design so as not to be objectionable. Bare midriff tops are not acceptable. (Note: The uniform top must meet or hang below the waistband when the competitor is standing.) Uniforms must allow for competitors’ numbers to be placed above the waist (front and back) and for hip numbers to be placed on the hip, not on the leg or thigh. Uniform tops must not obscure hip numbers. Logo Policy. The provisions of NCAA Bylaw 12.5.3 indicate that an institution’s official uniform and all other items of apparel (e.g., socks, headbands, T-shirts, wristbands, visors or hats, and towels) that are worn by student-athletes in competition may bear a single manufacturer’s or distributor’s normal trademark, not to exceed 2 1/4-square inches, including any additional material (e.g., patch) surrounding the normal trademark or logo. The logo or trademark must be contained within a four-sided geometrical figure (i.e., rectangle, square, and parallelogram). In addition, an institution’s official uniform cannot bear a design element similar to the manufacturer’s that is in addition to another logo or that is contrary to the size restrictions. A student-athlete representing an institution in intercollegiate competition is limited to wearing apparel items that include only the logo (not to exceed 2 1/4-square inches) of an apparel manufacturer or distributor. The student-athlete may not wear any apparel that identifies any other entity, other than the student-athlete’s institution. These restrictions apply to all apparel worn by student-athletes, and any and all credentialed personnel in the bench area during the conduct of competition, which includes any practices and pregame or postgame activities. This bylaw will be strictly enforced at all NCAA championships and the names of individuals and institutions that are not in compliance with this bylaw shall be forwarded to the NCAA enforcement staff. Non-compliance with this legislation could result in loss of eligibility, forfeiture of points earned by those ineligible student-athletes and adjustment of team standings. 7 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Misconduct. Misconduct in an NCAA championship is any act of dishonesty, unsportsmanlike conduct, unprofessional behavior or breach of law occurring incident to, en route to, from or at the locale of the competition or practice that discredits the event or intercollegiate athletics. Criticism of Officials. Members of the coaching staff or other representatives of participating institutions or conferences shall not make public statements critical of officiating in any NCAA championship event. Failure to comply with this policy may subject the individual, institution or conference to the misconduct provisions of NCAA Bylaw 31. Misconduct Incident to Competition. If the act of misconduct occurs during the competition, under normal circumstances the individual shall be allowed to complete the competition in which he or she is participating at the time of the incident. An administrative hearing shall be held at the conclusion of the day’s competition, during a break in the continuity of the championship (e.g., between races) when no competition is being conducted or at the conclusion of the championship. However, if the act of misconduct is so flagrant that it obviously violates the principles of fair play and sportsmanship, the games committee may immediately withdraw the student-athlete or institutional representative from the competition and conduct the hearing after this action. Other acts of misconduct may be dealt with at the governing sports committee’s convenience. SECTION 4 – Squad Size Squad Size. Teams are limited to a maximum of seven competitors. Institutions entering five to seven runners in the meet must compete as a team. If fewer than five competitors run, studentathletes will compete as individuals. SECTION 5 –Awards USTFCCCA Awards. Following the conclusion of the regional meet the USTFCCCA representative will present 35 men All-Region medallions and 35 women All-Region medallions. In addition, each region will receive one men’s team champion plague and one women’s team championship plague. 8 2014 NCAA Division III XC Midwest Regional Championship Participant Manual SECTION 6 – Host City Spectator Information Websites. Please see the following websites for spectator and venue http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index. information. Tickets. The cost of spectator shuttle service/admission to the regional championships is $5 per person. Children five and younger are free. Parking. Spectator parking is located at Winneconne High School, 100 Wolf Run, Winneconne, Wisconsin 54986. Only teams will park at Lake Breeze Golf Club. SECTION 7 – Championship Operations Emergency / * Evacuation Plan. *See Appendix F for a sample emergency / evacuation plan for the championships. Lightning Policy. The purpose of this lightning policy is to provide a uniform code of procedures to follow during weather where the risk of lightning strike is high. This is done to protect the health and wellbeing of the student-athletes. Ceasing Activity. The NCAA has made arrangements through Telvent DTN to provide a lightning detection and weather monitoring system. Weather will be monitored electronically. In case there are issues with the Telvent DTN weather monitoring system, the SkyScan Lightning Detector (portable, electronic) and Internet Doppler radar will be used. The primary method of communication, in case of inclement weather, will be through the public address announcer. The PA announcer will inform all teams, fans and spectators to seek shelter immediately. Flash-to-Bang Method. The flash-to-bang method will also be used as a visual reference. Shelter Locations. In the case of bad weather people should take shelter in the clubhouse, team vehicles, volunteer vehicles, shuttle buses or maintenance shed. 9 2014 NCAA Division III XC Midwest Regional Championship Participant Manual SECTION 8 – Host Personnel and Contact Information Title Meet Director Division III NCAA Site Representative NCAA Championships Liaison Media Coordinator Name Vicci Stimac Assistant Director of Athletics/Senior Woman Administrator [email protected] Mahesh Narayanan Head Women’s Cross Country Coach/Asst. Women’s Track and Field Coach, North Central College [email protected] Tyrone Lockhart Assistant Director, Championships and Alliances [email protected] Kennan Timm Sports Information Director [email protected] Contact Numbers Work: 920/424-1384 Cell: 906/281-0135 Work: 630/637-5525 Cell: 630/388-9633 Work: 317/917-6474 Cell: 317/532-7658 Fax: 317/917-6235 Work: 920/424-0365 Cell: 920/621-8991 Head Athletic Trainer Wade Peitersen Head Athletic Trainer [email protected] Work: 920/424-7138 Cell: 920/420-0091 Fax: 920/424-1068 Promotions/Marketing Cameron Wengrzyn Marketing & Development Specialist [email protected] Work: 920/424-1226 Cell: 502/316-1539 Facilities Coordinator John Zupanc [email protected] Work: 920/573-6364 Cell: 920/573-6364 Volunteer Coordinator Deb Vercauteren [email protected] Work: 920/573-6365 Cell: 930/573-6365 Hospitality Coordinator Vicci Stimac Assistant Director of Athletics/Senior Woman Administrator [email protected] Work: 920/424-1384 Cell: 906/281-0135 10 2014 NCAA Division III XC Midwest Regional Championship Participant Manual SECTION 9 – NCAA Division III Track and Field Committee and Staff Liaisons Division III Track and Field Committee and Staff Liaisons. Atlantic Central Kate Curran, Outdoor Track and Field Liaison Head Track and Field Coach St. Lawrence University Augsbury Center Canton, New York 13617 Office: 315/229-5813 Cell: 610/715-2266 Email: [email protected] Term expires: September 2015 Chris Daymont, Cross Country/Indoor Track and Field Liaison Head Women’s Cross Country Coach St. Olaf College 1520 St. Olaf Avenue Northfield, Minnesota 55057 Office: 507/786-3810 Cell: 612/702-0460 Email: [email protected] Term expires: September 2016 Great Lakes Mideast Paul Sargent, Indoor/Outdoor Track and Field Liaison Head Cross Country and Track and Field Coach Franklin College 101 Branigin Boulevard Franklin, Indiana 46131 Office: 317/738-8037 Cell: 317/403-0908 Email: [email protected] Term expires: September 2015 Bill Ross, Cross Country Liaison Assoc. Dir. of Athletics & Rec. Services Allegheny College 520 N. Main Street Meadville, PA 16335 Office: 814/ 332-2316 Cell: 814/ 573-8057 Email: [email protected] Term expires: September 2017 Mahesh Narayanan, chair Head W. Cross Country/Asst. W. Track and Field Coach North Central College 450 South Brainard Street, cm#286 Naperville, Illinois 60540 Office: 630/637-5525 Cell: 630/388-9633 Email: [email protected] Term expires: September 2015 Kelly Scafariello, Cross Country Liaison Senior Woman Administrator/Associate Athletics Director Salve Regina University 100 Ochre Point Avenue Newport, Rhode Island 02840 Office: 401/341-2247 Cell: 407/619-8998 Email: [email protected] Term expires: September 2017 Midwest New England South/Southeast West Francie Smith, Cross Country/Indoor Track and Field Liaison Head M&W Cross Country and T&F Coach Southwestern University (Texas) P.O. Box 770 Georgetown, Texas 78627 Office: 512/863-1615 Cell: 512/818-0565 Email: [email protected] Term expires: September 2017 Michael Orechia, Indoor Track and Field Liaison Director Cross Country/Track and Field University of Puget Sound 1500 N. Warner St. #1044 Tacoma, WA 98416 Office: 253/879-3453 Cell: 425/773-3274 Email: [email protected] Term expires: September 2018 11 2014 NCAA Division III XC Midwest Regional Championship Participant Manual SECTION 10 – Championship History Men’s History 1993 North Central College Women’s History 1993 State University College at Cortland 1994 Williams College 1994 State University College at Cortland 1995 Williams College 1995 State University College at Cortland 1996 University of Wisconsin, La Crosse 1996 University of Wisconsin, Oshkosh 1997 North Central College 1997 State University College at Cortland 1998 North Central College 1998 Calvin College 1999 North Central College 1999 Calvin College 2000 Calvin College 2000 Middlebury College 2001 University of Wisconsin, La Crosse 2001 Middlebury College 2002 University of Wisconsin, Oshkosh 2002 Williams College 2003 Calvin College 2003 Middlebury College 2004 Calvin College 2004 Williams College 2005 University of Wisconsin, La Crosse 2005 State University College at Geneseo 2006 Calvin College 2006 Middlebury College 2007 New York University State University College at Cortland North Central College 2007 Amherst College 2008 Middlebury College 2009 University of Wisconsin, Eau Claire Haverford College Middlebury College Washington University (Missouri) 2008 2009 2010 2011 North Central College 2010 2011 2012 North Central College 2012 Johns Hopkins University 2013 St. Olaf College 2013 John Hopkins 12 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Appendix A Chips and Bibs Special Instructions COACHES All coaches will receive bib numbers with pins and chips for each participant as part of the packet obtained during packet pick-up on Friday November 14. RUNNERS AND COACHES Participants must wear a timing chip and a front bib number in order to receive a finishing time and place. The Finish Lynx system will record times and places; however, all close finishes will be verified by Lynx cameras, so bibs MUST be worn. 13 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Appendix B NCAA Midwest Regional Championship 2014 (All Times are local) Friday, November 14 1:00 p.m.-5:00 p.m. Course Inspection/Practice 3:00 p.m.-4:30 p.m. Packet Pickup Lake Breeze Golf Club Clubhouse 4:30 p.m. Mandatory coaches meeting Lake Breeze Golf Club Clubhouse Saturday, November 15 9 a.m. Course Opens Please call 920/582-7585 for frost warning or severe weather updates on race day if needed 10:30 a.m. First Gun Fired (30 minutes to start) 10:35 a.m. National Anthem 10:40 a.m. Second Gun Fired (20 minutes to start) Men’s competitors must report to assigned boxes. Begin clerking procedure 10:50 a.m. Third Gun Fired (10 minutes to start) 11 a.m. Men’s 8,000 Meter Championship Race 11:30 a.m. First Gun Fired (30 minutes to start of women’s race) 11:40 a.m. Second Gun Fired (20 minutes to start) Women’s competitors must report to assigned boxes. Begin clerking procedure. 11:50 p.m. Third Gun Fired (10 minutes to start) 12:00 p.m. Women’s 6,000 Meter Championship Race Awards: Immediately after the 30 minute protest period. Awards to the top 35 individuals in each race and recognition of top two teams (Automatic qualifiers to the NCAA National Championships) Appendix C 14 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Men’s 8,000 Meter Course Map 15 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Appendix D Women’s 6,000 Meter Course Map 16 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Appendix E Guideuwosh.edu/emergency This guide provides the University of Wisconsin Oshkosh community with a quick reference that can be used to prepare for and respond to an emergency on campus. We encourage you to review and become familiar with this guide before an emergency occurs. Communities and individuals are most effective in an emergency when they are prepared. This document does not cover every emergency that might arise. If you are unsure of what to do in your building, please contact University Police at (920) 424-1212. UW Oshkosh uses the TitanAlert system to reach the campus community with emergency information. TitanAlert messages may be sent or posted through multiple channels, including text messages, email, electronic signage on campus and the University website, uwosh.edu. Additional copies are available from the University Police (424-1216), the Administrative Services/ Risk Management Department (424-3030) or Integrated Marketing and Communications (424-2442). Reporting Emergencies When to call 911: Call 911 in all emergencies. Note: Dial 9-911 from a University phone. What is an emergency? An emergency is any immediate threat to life and/or property that requires immediate response from police, fire or Emergency Medical Services. Some examples of emergencies are crimes in progress, any kind of fire or a serious injury or illness. If you are not sure if an incident falls into an emergency classification, feel free to call 911, when an immediate response is needed. University Police can be reached at 424-1212; dial 1212 from a University phone. How should I report an emergency? • • • • Stay on the line with the dispatcher. Provide the address, location and a description of the emergency. Provide the phone number at your location. Provide a thorough description of the incident to assure appropriate resources are dispatched. Non-Emergency Telephone Numbers The following telephone numbers are provided for non-emergency situations. Using these numbers will provide a prompt response from the responsible agency, while keeping 911 lines free for emergencies. All 911 calls are voice and TTY. University Police non-emergency (920) 424-1216; Administrative Services/Risk Management (920) 424-3030; Facilities. (920) 424-3466. 17 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Reporting Emergencies Bomb Threats Follow these instructions in the event that you receive a telephone bomb threat: • Listen to the caller carefully and write down what you are told. Always remember to ask the caller when and where the device is supposed to activate. Try to fill out as much of the information on the form below, but don’t be surprised if the caller simply hangs up before you can react. This is typical. • Do not panic. The vast majority of phoned-in bomb threats are pranks. • Call University Police immediately at 424-1212 and report what the caller said. Stay on the telephone with the University Police dispatcher. You may receive instructions from the dispatcher or an officer over the phone, depending on the circumstances. An officer will always be dispatched immediately to meet with you. • Do not activate a fire alarm unless told to do so by an officer or the dispatcher. The University Police Department follows specific procedures regarding bomb threat response and evacuations. Building evacuations will be conducted only if ordered by the person in charge of the incident. • If you are told to evacuate, close your room door but do not lock it. Take lunches, purses, backpacks and personal packages (as they could be mistaken for concealed explosives) and exit the building. Move well away from the building (500 feet is recommended) for your safety. Stay away from windows. Remember — stay calm and do not hang up. Questions to ask: Evaluating the caller’s voice: 1. When is the bomb going to explode? Accent (specify) Any impediment 2. Where did you put the bomb? Voice (loud, soft, etc.) Speech (fast, slow, etc.) 3. When did you put it there? Diction (clear, muffled) Manner (calm, emotional) 4. What does the bomb look like? Did you recognize the voice? If so, who do you think it was? 5. What kind of bomb is it? Was caller familiar with the area? 6. What will make the bomb explode? Threat language: Well-spoken 7. Did you place the bomb? Incoherent Irrational 8. Why did you place the bomb? Taped Message read by caller 9. What is your name? Abusive Other 10. Where are you? Background noises: Street noises 11. What is your address? Aircraft Voices 18 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Exact wording of the threat: Bomb Threat Music Machinery Local call l Long distance l Other Other: Sex of caller Estimated age Call taken: Date Time Duration of call Number called Recipient: Name (print) Telephone number Signature Chemical or Hazardous Waste Spill • • • • Keep people away from the spill. If you know what the substance is, consult the Material Safety Data Sheet (MSDS) for hazards and clean-up instructions. If the release is small enough and can be cleaned up easily and isolated safely, handle it as a “Simple Spill” and clean it up as part of your normal job duties. If the MSDS is not available or the substance is unknown and the severity of the hazard cannot be determined, please contact: 1. Your immediate supervisor If the supervisor cannot identify the substance or cannot be reached, then call: 2. Campus Environmental Health and Safety (EHS), (920) 424-3426 3. University Police Department, (920) 424-1212 If you determine that an imminent hazard (i.e. serious fire or major injury) exists, immediately contact University Police at (920) 424-1212 and evacuate the area. Next, contact your supervisor and the EHS officer. Do not call 911 unless an immediate medical emergency exists. Note: Whenever handling chemicals or hazardous waste, employees have the right and are required to have the appropriate MSDS available for immediate consultation. Also, it always is a good practice to consult the MSDS prior to handling any chemical or hazardous waste. Disturbance If you are a victim or a witness of a verbally abusive individual or disruptive event: • Call personally or have someone else call University Police (424-1212). • Identify your name, location and need for assistance. Stay on the phone with the dispatcher and follow any directions given. • Stay calm and be supportive to others who may be experiencing verbal abuse. • If you can, remove yourself or the targeted staff member to his/her office and lock the door. • Attempt to diffuse the situation. Acknowledge anger, but calmly ask the abusive person to leave. • If the person still will not leave, advise them that the police have been called and that they must leave immediately. 19 2014 NCAA Division III XC Midwest Regional Championship Participant Manual • • Identify your name, location and need for assistance. Stay on the phone with the dispatcher. Never endanger yourself needlessly or continue to argue with an abusive person. Chemical or Hazardous Waste Spill / Disturbance Fire If you see fire or smoke in your immediate area: • Use the RACE acronym as a guide: R = Remove anyone in immediate danger. Advise students, staff and visitors to evacuate the building. Evacuate the building via the closest exit doors located away from the fire. Do not use elevators. Assist handicapped individuals to the nearest stairwell landing and advise police and/or firemen of their location. Move well away from the building (500 feet is recommended). A = Activate the fire alarm. Pull the nearest fire alarm station. Call the University Police at 424-1212 to report the location of the fire/smoke and any other pertinent information. If the call can not be made safely from the building, call as soon as you find a safe place. C = Confine and contain. Close all doors as you leave the building. Do not lock the doors. E = Extinguish. Only if you know the location of a nearby extinguisher and can do so without endangering your safety. If you hear a fire alarm: • • • • You must evacuate the building. Ensure that all present in your area also evacuate. Shut off your room lights and close the door. Do not lock the door. Take your backpack, briefcase, purse and coat with you. Do not retrieve these items, if doing so would delay your evacuation. Evacuate the building via the nearest fire exit and remain well away from the building (at least 500 feet), until informed by a University Police officer that you may re-enter. Medical Emergency • • • • • • • • • Do not approach people who have been injured by electrocution or toxic exposure, unless they are clearly away from the hazard. Do not move a seriously injured person, unless they are in an unsafe area. If the victim must be moved, move as a unit, always supporting the head and neck. Do not bend or twist the injured person’s body. Call 911 and report the following information: • Location of the emergency. • What happened? • Number of people injured. • Is the injured person conscious? • Is the injured person breathing? • Is there severe bleeding? After calling 911, stay with the victim until help arrives. Restore or maintain breathing and heartbeat. Stop severe bleeding with direct pressure when possible. Keep victim warm. Follow the instructions of the 911 dispatcher. Fire / Medical Emergency Severe Weather 20 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Watches When conditions are right, a severe weather watch may be issued. Continue with normal activities, but monitor the situation. Warnings When severe weather is imminent, a warning will sound. If severe weather approaches, be prepared to move to shelter. • Remain indoors and away from all windows until the severe storm passes. If large hail begins to fall and you are outside, seek shelter immediately. • Report any injuries or damage by calling University Police (424-1212). • Be prepared to give the following information: Your name. Building name. Type of injury or damage. Location of injured person(s) or building damage. Room number you are calling from. Tornado Watch or Warning Tornado Watch The National Weather Service issues a tornado watch when conditions are favorable for the formation of a tornado. A watch does not mean that a tornado has been sighted. However, you should remain aware of current or changing local weather conditions. When a tornado watch is issued: • University Police send an email tornado watch notice on the University-wide employee email list. • University Police call selected administrative offices that are responsible for passing information on to others in their area. • Advise staff, students and visitors of the tornado watch. • Monitor weather conditions locally by observation or via a local radio station. Tornado Warning • • • • • • • • • A tornado warning is issued when a tornado has been spotted and people in its path are in danger. There will be no email or phone notice of a tornado warning from University Police. Tornado Warnings are announced by the National Weather Service via radio and by local authorities via emergency service radios and Civil Defense warning sirens. These are the only notices of a warning you will receive. When a tornado warning is issued: The emergency warning sirens will sound. Do not pull the fire alarm for tornado warnings. Do not evacuate occupants of buildings. Everyone should move from offices and classrooms to an interior hallway. If time permits, attempt to move to the lowest-possible level of the building. Take mobile phones, bottled water or soda with you, if available. Do not stop at vending machines to purchase these items while taking shelter. Sit on the floor with your back to the interior wall. Cover your head with your arms. Stay as far away as possible from furniture, windows and exterior doors and exits. Remain in the building unless told to evacuate by police or fire personnel. Active Shooter An active shooter is a person who is using a firearm or other weapon with the intent to injure or kill others. Law enforcement personnel will deploy to the location of the active shooter with the primary goal of stopping the shooter. 21 2014 NCAA Division III XC Midwest Regional Championship Participant Manual An active shooter incident can occur under a variety of circumstances, so no one set of guidelines is able to cover specific actions to take in every situation. Even so, familiarity with the following information can help with planning your own survival strategy in a variety of incidents. When an active shooter is OUTSIDE your building or room: • • • • • Proceed to a room that can be locked. On your way to the room, tell as many people as possible to do the same. Lock all doors and windows and turn off the lights. Have one person in the room call 911 or 424-1212 and be prepared to advise the dispatcher of: • Your location. • Your name. • The number of people in the room with you. • Any and all information about the shooter and the shooter’s actions and location. Remain in the room until advised by law enforcement personnel to exit the building. Do not respond to unidentified or unrecognized voice commands or fire alarms. Officers will enter your building and check each room. If you have not been contacted within one hour, call 911 or 424-1212 for further instructions. When an active shooter is INSIDE your building: • • • Determine if the room you are in or near can be locked or otherwise secured. If so, follow the procedures as indicated above. If the room can not be locked or secured, locate the nearest exit and determine whether or not you can exit the building safely. If you can safely leave the building, do so by following the instructions listed below under “How to exit a building safely.” When an active shooter enters your office or classroom: • • • • • • • • • Try to remain calm and call 911 or 424·1212, if possible. If you are unable to speak, leave the phone line open so that the dispatcher can hear what is taking place. If you cannot escape or hide, you may: • Try to negotiate with the shooter. • Pretend to be unconscious. • Attempt to overpower the shooter with force, as a last result. How to exit a building safely: Have a route planned before attempting to leave. Do not attempt to carry anything with you while fleeing. Move quickly and keep your hands visible with palms upraised, as you exit the building. Do not attempt to treat or remove injured people, but note their locations so that you may provide the information to emergency responders. Proceed to a safe location, but do not leave campus unless directed to do so. Keep in mind that the entire area is still a crime scene, and officers will need to obtain information from you before you leave. Remain at the designated assembly area until you are released. Always comply with commands from law enforcement officers. What to expect from responding officers: Police officers responding to an active shooter may be wearing regular uniforms or special tactical gear, but they will be clearly identified as law enforcement officers. • Responding officers will point firearms at you while seeking the threat. This is a normal part 22 2014 NCAA Division III XC Midwest Regional Championship Participant Manual • • • of their training and response. Avoid any sudden furtive movements and obey all officer commands. Keep your hands visible to officers at all times. Responding officers are trained to proceed immediately to the area where shooting is taking place to neutralize the threat. If you are injured, they will not stop to assist you. Another group of officers and/or tactical medics will follow to provide medical assistance and help with evacuation. Remain calm and immediately comply with all commands from law enforcement officers. Suspicious Letter or Package How to identify a suspicious letter or package: Use reasonable judgment in identifying suspicious mail. Packages or letters exhibiting characteristics listed below may raise suspicions, particularly if several of the items on the list below are present. Note whether you are familiar with the addressee or the address of sender and whether the addressee was expecting package/letter. If so, verify contents. Also check for: • No return address • Insufficient postage • Return address and postmark are not from same area • Wrapped in brown paper with twine • Grease-stained or discolored paper • Strange odors • Foreign mail, air mail or special delivery • Restrictive markings, such as confidential, personal, etc. • Excessive postage • Hand-written or poorly typed addresses • Incorrect titles • Titles but no names • Misspellings of common words • Excessive weight • Rigid envelope • Lopsided or uneven envelope • Protruding wires or tinfoil • Excessive securing material, such as masking tape, string, etc. • Visual distractions If a suspicious package is received, notify the University Police immediately at 424-1212. If a parcel is open and/or a threat is identified ... Bomb: HAZMAT Unit Mental Health Emergency In the event of overtly threatening behavior constituting an immediate threat to self or others, notify University Police at (920) 424-1212. In non-emergency situations, refer students to the University Counseling Center at (920) 424-2061; refer faculty and staff to the Employee Assistance Program at (920) 424-2061. Don’t worry alone. If you are concerned about a student and are unsure what to do, consult with the Dean of 23 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Students Office at (920) 424-3100 or the Counseling Center at (920) 424-2061. Express your concerns directly to the individual. Make referral in the presence of the individual and offer to accompany them. Watch for changes in behavior: • Verbal expression of suicidal or violent thoughts; • Excessively morbid, violent or depressing themes in written assignments; • Impaired speech or garbled/disjointed thoughts; • High levels of irritability; • Excessive drinking or drug use; • Severe loss of emotional control; • Changes in hygiene, speech, attentiveness or social interaction; • Significant changes in academic or work performance. Additional Preparedness Resources Wisconsin Emergency Management 2400 Wright St. P.O. Box 7865 Madison, WI 53707-7865 Phone: (608) 242-3232 Fax: (608) 242-3247 emergencymanagement.wi.gov/ American Red Cross Oshkosh Chapter 515 S. Washburn St., Suite 201 Oshkosh, WI 54904 Phone: (920) 231-3590 newredcross.org National Oceanic & Atmospheric Administration (NOAA) 1401 Constitution Ave., NW Room 5128 Washington, D.C. 20230 Phone: (202) 482-6090 Fax: (202) 482-3154 noaa.gov/ Federal Emergency Management Agency (FEMA) 500 C St., SW Washington, D.C. 20472 Phone: (800) 621-FEMA (3362) fema.gov/ U.S. Department of Homeland Security Washington, D.C. 20528 Phone: (202) 282-8000 Comment line: (202) 282-8495 dhs.gov/ Mental Health Emergency / Additional Resources Quick Reference Guide Common Emergency Response University Police 424-1212 24 2014 NCAA Division III XC Midwest Regional Championship Participant Manual Appendix F Coaches Checklist Make hotel reservations and provide hotel with your teams rooming list. ______ Read and understand the Medical section of this manual and act if needed. ______ Read and understand the weather, drug testing, uniforms and, logo and misconduct policies. ______ Make any desired roster changes for national championships on DirectAthletics no later than 2 pm the day after your regional championship. If no changes no action needed. ______ Notify the NCAA Committee of a team or individual who choose NOT to compete in the national championships by 9:00 pm on Sunday November 16. ______ Postchampionship Complete the Championship Evaluations survey. You will receive a link to the survey in a e-mail following the championships. All responses are confidential and used to enhance future championships. 25 2014 NCAA Division III XC Midwest Regional Championship Participant Manual ______