Orientation Manual  For  ACAC Athletic Directors 

 Orientation Manual For ACAC Athletic Directors September 2014 Table of Contents Purpose of Orientation ........................................................................................................................................................... 2 History of the ACAC ................................................................................................................................................................. 3 Mission .................................................................................................................................................................................... 4 Guiding Principles ................................................................................................................................................................... 4 Code of Ethics.......................................................................................................................................................................... 5 Rules of Eligibility .................................................................................................................................................................... 6 Customary Athletic Director Responsibilities ......................................................................................................................... 8 ACAC Expectations of Member Athletic Directors .................................................................................................................. 9 Annual ACAC Meeting Plan ................................................................................................................................................... 10 ACAC Audit Program ............................................................................................................................................................. 11 CCAA Membership/Operating Code ..................................................................................................................................... 13 CCAA Orientation Manual ..................................................................................................................................................... 13 Recruiting .............................................................................................................................................................................. 14 Harassment Policy ................................................................................................................................................................. 14 Hazing Policy ......................................................................................................................................................................... 14 ACAC Fines ............................................................................................................................................................................ 15 List of ACAC Documents ........................................................................................................................................................ 15 ACAC Website ....................................................................................................................................................................... 16 ACAC Office Staff ................................................................................................................................................................... 16 ACAC AD Contact List ............................................................................................................................................................ 17 Evaluation of Orientation Manual ........................................................................................................................................ 18 Appendix 1.1 Universal Transfer Form ................................................................................................................................. 19 Appendix 1.2 Expense Claim Form ........................................................................................................................................ 20 Appendix 1.3 Event Incident Report ..................................................................................................................................... 21 Appendix 1.4 Collaborative Program Registration Form ...................................................................................................... 22 Appendix 1.5 League/Tournament Sport Applications ......................................................................................................... 23 1 Purpose of the Orientation Manual Welcome to the Alberta Colleges Athletic Conference. In the ever changing landscape of the membership of the ACAC we have found that when new athletic directors are brought on board the amount of information introduced can be overwhelming. The Orientation Manual was developed as a guide to newcomers as they wade through a vast amount of information. Within existing colleges there is a fairly significant turnover in administrations which results in fresh faces around the Council table and many questions about processes, history and tradition can be answered within the pages of this document. Historically, new AD’s have had to learn on the job and seek assistance from both the ACAC office or from other AD’s. Failing this, mistakes are made, fines are administered and colleges are censured because of administrative errors or behaviors that do not fall within ACAC guidelines. With the creation of this document we hope to offer an easy reference manual for new members. It is intended to be used as a reference guide for new AD’s to smooth their transition into the ACAC. This Manual offers an overview of policies, procedures, forms, guidelines and timelines currently in use within the Conference and may well provide many of the answers to questions you as a new AD within the ACAC may have. This, combined with a review of the ACAC Operating Code, should provide you with a comprehensive orientation to the Conference. It is our hope that current AD’s will also find value in a manual that is comprehensive and up to date on rules and regulations, policies and procedures. Welcome to the Alberta Colleges Athletic Conference! Please enjoy this brief history of our organization. A detailed account is available on our website: www.acac.ab.ca. The History of the ACAC In 1963 an organizational meeting was held to discuss the forming of the WICC (Western Inter‐College Conference). The meeting was held at the Mount Royal Junior College in Calgary and was attended by representatives from five Alberta colleges including: Camrose Lutheran College, Lethbridge Junior College, the Northern Alberta Institute of Technology, the Provincial Institute of Technology and Art (SAIT) and the host college, Mount Royal Junior College. In 1964, the first year of competition in this newly formed conference, these institutions competed in the sanctioned sport of men’s basketball. The sports of volleyball, hockey, cross country running, curling, badminton and bowling were competed on an exhibition basis only. Fine Arts competitions were also held in debating, public speaking, dramatic arts, newspaper, and yearbook. CLC, LJC, MRJC, NAIT and SAIT were the competing colleges. The next two years saw an expansion of the conference when in 1965 Red Deer College was admitted to the WICC and hockey, wrestling, golf and volleyball were added as officially sanctioned conference sports. 1966 saw the Olds Agricultural and Vocational College join the conference bringing the total members to 7. In 1968 the WICC was changed to the Alberta College Athletic Conference (ACAC) and the fine arts component of the Conference was discontinued. Medicine Hat was admitted to the Conference in 1969 as a full time member and the following year Grande Prairie was admitted. 1970 also saw the ACAC enter into affiliation with the college athletic conferences in the three other western provinces to form the 4‐West Conference for regional play‐downs. In 1971 the first 4‐West Conference Championships were staged in men's and women's basketball, volleyball and men's ice hockey. The following year badminton and curling were added to the list of 4‐West Conference Championship sports and Vermillion College was admitted to the ACAC. 1974 gave the ACAC an opportunity to shine on a national stage with the founding of the Canadian Colleges Athletic Association (CCAA, now the Canadian Collegiate Athletic Association) and with that, the first national championships were staged. Camrose Lutheran College won the first ACAC National Championship by capturing the gold medal in men’s ice hockey. 1974 was also the year Grant MacEwan Community College was admitted to the ACAC. In 1978 the title of the Conference was changed to the Alberta Colleges Athletic Conference. The following year the ACAC elected to permanently abandon the 4‐West Conference Championships in favour of sending its own ACAC Champions to the CCAA National Championships. The ACAC received incorporation status under the Alberta Societies Act in 1981. The following year the first ACAC Executive Director, Allan J. Buttle of Calgary, was employed. The first ACAC business office was opened in Calgary in 1985, the same year that Keyano College was admitted to the ACAC. Four years later the ACAC office relocated to the Percy Page Centre in Edmonton. The Conference continued to grow with the addition of AVC Lac La Biche in 1991, Concordia University College of Alberta in 1992, Briercrest Bible College, Prairie Bible College in 1995 and The King’s University College in 1996. The new millennium saw the addition of women’s hockey as an ACAC sport with five participating colleges; this number grew to six with the admission of The University of Calgary into the ACAC in 2002. In 2003 the ACAC declared a moratorium on new membership, the introduction of new sports and participation by current members in new sports. 3 In 2005 Prairie Bible College withdrew from ACAC participation and in 2006 the moratorium was lifted. Swimming was discontinued as an ACAC tournament sport in 2007. 2009 saw the University of Calgary withdraw from ACAC (golf and women's hockey) to pursue participation in CIS (Canada West), while the sport of futsal was sanctioned by the ACAC as an exhibition sport. The following year futsal became an officially sanctioned sport with six participating colleges. Badminton ceased to be a sanctioned sport in 2012‐13 however returned to the ACAC in 2014‐15. As of the 2014‐2015 season the ACAC is comprised of 17 members throughout Alberta and one college in Saskatchewan. Our Mission
The ACAC is the governing body for intercollegiate athletics in Alberta. Its mission is to foster the development of the student‐athlete through the administration and promotion of intercollegiate athletics as part of the education experience and provide a leadership role in the development of sport in Alberta. Our Guiding Principles
The ACAC will: 



Encourage academic success and promote a total educational experience. Continually contribute to the development of sport provincially and nationally. Provide structures that encourage competitive opportunities relevant to all members. Present training and competition at a level appropriate to meet the primary goal of completing a post‐
secondary education.  Afford an athletic experience that assists members in striving for conference and national championships.  Operate in a fiscally responsible manner. Our Code of Ethics
The ACAC Code of Ethics is available in detail in the ACAC Operating Code. A downloadable file is accessible to everyone on the ACAC website under Conference Publications. Our Code of Ethics contains guidelines for athletic directors and other athletic department personnel, coaches and student‐athletes. Within the Code of Ethics you can expect to find guidelines for the following:  Interaction with game officials  Health and safety of student‐athletes  Academic integrity  Modeling proper behavior  Professional development  Respect in victory and defeat  Student‐athlete personal conduct  Post‐Competition Handshake Protocol 5 Rules of Eligibility
Once again the rules surrounding eligibility are extensively outlined in the ACAC Operating Code. Athletic directors are strongly encouraged to become fully informed of these rules and to ensure their coaches are equally familiar with all Conference requirements. Below you will find a brief summary along with examples of the forms needed to complete this key task. Eligibility is completed using the ConfLink 2.0 system found on the ACAC website: The ACAC will provide each institute with a user name and password to access this online system. This password should be protected by the member and shared only as required. An ACAC eligibility checklist will be sent to each member institution outlining any new ACAC or CCAA motions that may affect eligibility. The ACAC Office will provide a list of eligibility deadline dates to all AD’s and their administrative staff sometime in July. The CCAA Office will distribute a similar document itemizing key CCAA dates. Each year administrative staff are required to attend a mandatory information session to learn how to use or review the use of ConfLink and learn any new rules. Important Operational Information:  Eligibility is entered online through the ConfLink system 
Data on student‐athletes from previous years will already exist in the ConfLink system and can be easily updated by accessing the ConfLink Archives. 
Only students “new to the ConfLink system” must be entered as “New Students.” 
As rosters are accessed via the ConfLink system, it is imperative that all the information needed for rosters be entered prior to any competition. Failure to supply this information will result in fines as noted in the ACAC Operating Code. 
Not all the information requested on the ConfLink system is mandatory for the actual eligibility form. However, the student‐athlete’s name, ID number, year of eligibility, program code, drug education date, commencement and completion dates are required. Questions related to the ConfLink registration system should be directed to the Coordinator of Administration and Finance in the ACAC Office. Five days prior to the first competition you must have the remaining information entered into ConfLink: full program name, height, position, hometown and high school. Please note, in the case of hockey, last team played for, not including your institution, is required rather than the student‐athlete’s high school (e.g. the last team played for should not be your institution’s team even if the student‐athlete is in his/her second year at your institution). Once a team has been entered into ConfLink a printed copy must be signed by the athletic director and sent to the Registrar’s Office for verification. Once all data has been verified the Registrar’s Office will sign and date the document and stamp the eligibility sheet with the official seal. Once the form is signed and sealed you may go back to the ConfLink system and mark your eligibility as “signed by the Registrar” as well as noting the date signed by the Registrar. This can be done in bulk by clicking on the Dashboard. We recommend running the two reports seen here to ensure you have completed eligibility properly. All student‐athletes must complete the CCES Drug Education class online. Athletic directors are given two sets of user names and passwords: one to send to coaches to pass on to student‐athletes and the other to check for certificates of completion. Student‐athletes who have not completed the drug education are ineligible for ACAC competition. A signed copy of your eligibility sheet must be faxed to the ACAC Office (780.427.9289) by midnight of the main eligibility deadline date and the original must be signed and stamped with the official institutional seal document before being mailed to the ACAC Office. Eligibility rules may vary for different student‐athletes. Apprenticeship students, student‐athletes enrolled in Academic Upgrading programs and students with disabilities pose unique challenges and certain standards have been put in place to address these challenges. Please refer to the Operating Code for detailed information. A quick overview of eligibility is outlined below; however, it is imperative that you read the entire section of the Operating Code pertaining to eligibility:  Eligibility may vary within the Conference and each ACAC member institution has the right and responsibility to determine a standard of academic eligibility for its student‐athletes.  To be eligible for ACAC competition, a student‐athlete must be enrolled as a full‐time student in post‐secondary courses in the semester of participation at the accredited post‐secondary institution for which they represent. 7  Each member institution will file its academic criteria for the eligibility of student‐athletes with the ACAC Office on September 1 of each academic year; minimum standards to receive student financial assistance is also required.  Collaborative Programs must also be filed with the ACAC Office by September 1 of each academic year.  Two Semester Athletes: To be a student in good standing, a student athlete must pass eighteen (18) credit hours in an academic year to be eligible to participate in the subsequent semester and must pass a minimum of six (6) credit hours in the September – December semester to be eligible for the January – April semester.  One Semester Athletes: To be a student in good standing, a student‐athlete must pass a minimum of nine (9) credit hours during the academic semester in which they participated.  A student‐athlete who begins play for an ACAC team in September (participates for one semester, e.g. soccer) must pass a minimum of either 18 credit hours over the full academic year, or 9 credit hours in the semester of participation in order to be eligible to participate in the subsequent academic year.  A student shall have a maximum of five (5) years of eligibility in ACAC competition.  The ACAC Office must be in receipt of The Universal Transfer Form from the athlete’s former institution indicating his/her academic status. Receiving institutions must assume responsibility for ensuring the Forms are completed satisfactorily. The ACAC Office shall circulate weekly during the competitive season a listing of those student‐athletes who have been ruled eligible by transfer and are therefore eligible to play. NOTE: If your transferring athlete is NOT on the list, he/she is ineligible to participate. Please find a copy of the Universal Transfer Form Appendix 1.1 These and other eligibility‐related questions can be addressed and discussed more thoroughly by your administrative assistant during the annual August Administrator’s Meeting. This meeting, now held online effective 2013, provides a good first opportunity for you too to familiarize yourself better with the Conference’s ConfLink system and this most important aspect of Conference business. We encourage you to attend this meeting in your first year on the job. Customary Athletic Director Responsibilities (these may vary by institution)
 Ensure that all college and athletic association (ACAC/CCAA) policies and procedures are followed.  Hire and provide supervision to coaches and staff responsible for the teams and other programs within varsity athletics.  Coordinate/approve all travel arrangements.  Maintain athletic departmental budget and have oversight of team budgets including approval of expenditures. Vet all expenditures.  Liaise with other post‐secondary institutions and sport organizations as needed.  Liaise with institutional administration and other departments to assist with recruiting, admissions, athletic awards and academics.  Provide support and or counsel to all varsity student‐athletes with regard to eligibility, academic concerns/challenges.  Develop and enforce policies and procedures, both institutional and Conference.  Supervise athletic events and manage promotions.  Ensure all events are hosted and managed to the highest of standards, ensuring that all ACAC and CCAA regulations are adhered to in the hosting of all events.  Attend ACAC and CCAA meetings and advocate on behalf of sports, coaches, student‐athletes and the post‐secondary institution as a whole. Serve the ACAC on committees and as sport conveners in order to contribute actively to the continued growth and development of the Conference.  Assures that all eligibility lists and participation reports are submitted on time.
 Maintains, promotes and encourages academic success among students. Develop a grade check
system for the entire athletic program.
ACAC Expectations of Member Athletic Directors
 It is expected that member athletic directors familiarize themselves with the ACAC Operating Code.  It is expected that member athletic directors familiarize themselves with the CCAA Operating Code.  Member athletic directors understand that both the ACAC and CCAA Operating Codes are living documents and as such receive regular revisions and updates. As a result, AD’s are expected to refer to these documents regularly when making procedural or policy‐based decisions so that such decisions are made with the most current information.  Athletic directors are expected to utilize the resources of the “living” Operating Code to make appropriate decisions as opposed to accessing the ACAC Office in this capacity.  Member athletic directors are expected to contribute to committee level work at both the ACAC and CCAA levels.  As owners of the ACAC brand and members of the CCAA you are expected to be invested in the leadership and growth of the Conference through taking an active role in the governance model and through consistent transparency in liaising with other members.  Member athletic directors are expected to both actively seek and provide guidance and mentorship to fellow ACAC athletic directors when needed to strengthen the whole of the Conference. 9 Annual ACAC Meeting Plan
The ACAC Annual General Meeting format follows a standard format with minor changes from year to year based on emerging agenda items. The standard meeting plan proceeds in this format in most instances: 1.
Call to Order
2.
Acceptance of the Schedule/Agenda
3.
Adoption of December Minutes
4.
Strategic Plan – Presentation / Motion
5.
Executive Reports
6.
Information Items
7.
a)
b)
c)
Discussion / Decision Items
Principles and Policy Making Items Board Strategic Direction Items Monitoring and Reporting Items 8.
Identification of Emergent Items for Next Agenda
9.
Delegation and Special Representation
a) e.g. CCAA AGM Delegates
10.
a)
Anticipated Tabled Motions / Elections
Convenor Elections / Slate (Note: these are normally two year terms) i) Basketball ii) Curling iii) Futsal iv) Golf v) Hockey vi) Soccer vii) Volleyball viii) X‐C Running b)
Executive Positions Elections (Note: these positions rotate bi‐annually to ensure continuity on the Executive Committee) 11.
Adjournment
The meeting schedule is dependent on travel times to the location of the meeting. A rotational host procedure has been implemented to encourage all athletic directors to have a chance to visit all member institutions. At the same time, this equalizes better annual travel requirements. Currently, the December Planning Meetings alternate annually between Calgary and Edmonton. ACAC Audit Program
The ACAC audit program was created to provide a year‐at‐a‐glance view of each member institution. The audit is completed every second year, currently during the fall semester of even numbered years (e.g. 2012). Of importance to AD’s is that information shared by member institutions may be valuable in negotiations and/or development of programs on one’s home campus (e.g. for new sport applications). There are eight sections covered within the audit. Each team is listed as a separate entity and then an overall average is extrapolated. The sections include the following: 1. Academic Performance a. Number of athletes who used eligibility b. Number of ACAC academic awards c. Number of student‐athletes academically ineligible after first semester d. Average GPA at year end e. Number of Jimmie Condon’s awarded (total dollar value) f. Other financial aid awarded (total dollar value) 2. Budgets a. Travel regular season b. Business travel/meetings c. Equipment d. Staffing e. Game day staff f. Advertising/promotion g. Recruiting h. Awards Night i. Professional development j. Non‐conference k. ACAC playoffs l. CCAA Championships 3. Non Cash Value a. Contra items b. Media support 11 4. Department Administrative Support Internal on‐campus staff: a. Number of athletic staff (non‐student) b. Head Coach c. Assistant coach/managers/trainers/etc. d. Other staff e. Volunteers External off‐campus staff: f.
g.
h.
i.
Head Coach Assistant coach/managers/trainers/etc. Other staff Volunteers 5. Game Day Staff 6. Salary (a salary range is listed here) a.
b.
c.
d.
e.
f.
g.
Athletic Director/Manager Administrative Assistant Supervisor/coordinator Game day coordinator Athletics Assistant Marketing and promotions Other 7. Event Management – Ticket Prices a. College student b. Child c. Student d. Adult e. Senior f. Season passes g. College staff 8. Attendance a. Average attendance over the year for each event Although the gathering of data to complete the audit is a great deal of work the information gathered is invaluable CCAA Membership/Operating Code
The CCAA Operating Code is available in its entirety on the CCAA website (Under “Members Area”: Username – ccaamember; Password – ccaa2011): http://www.ccaa.ca/web/index.php/en/members‐area/policies‐and‐procedures CCAA Orientation Manual
The CCAA Orientation Manual is also available on the CCAA website under Members Area/General Forms and Documents: 13 Recruiting
Recruiting rules are outlined in detail in the ACAC Operating Code. AD’s should ensure their coaches are well versed in this section, as well as the sections regarding eligibility and sport specific rules. You will find the following items covered in the Recruiting section.  Violations are subject to investigation and consequences to be applied at the discretion of the Commissioner.  Financial assistance  Hosting high school tournaments  Contacting student‐athletes from other institutions  Offers and inducement  Recruiting trips and travel  Player Identification (ID) camps Harassment Policy
The ACAC does not tolerate any form of harassment and undertakes to protect all members from harassment by other members of its organization on the grounds laid down by the Canadian Human Rights Act. Therefore an extensive harassment policy has been put in place by the members of the Conference. The harassment policy will define harassment and sexual harassment as it pertains to our student‐athletes. This section also covers abuse of professional authority, institutional and individual member responsibility. Hazing Policy
The ACAC is committed to the dignity, well‐being and care of the student‐athletes and others that comprise its membership. It is the objective of the ACAC to provide a safe environment in which members may pursue their athletic, academic and career goals. The ACAC does not tolerate any form of hazing and undertakes to protect all members from hazing and initiation rites. This will include officers and staff of the Conference and athletic personnel of member institutions such as AD’s, other staff, coaches and sport therapists as well as all student‐athletes. Within this section of the Operating Code you will find a comprehensive list of actions that may be deemed “hazing”. The hazing policy will also outline the responsibility of both the institutional and individual members. ACAC Fines
The ACAC Operating Code covers the fines and deposits relating to Conference operations in Section 3, including:  Protests  Submission of videotape  Letters of appeal of Commissioner’s ruling  Manifest hardship  Schedule changes  Schedule and score posting  Defaults  Gymnasium scheduling restriction requests filed after February 1st.  Obligatory use of host hotel  ConfLink rosters  Meeting attendance Institutions are subject to fines when they:  fail to meet the deadlines set out by the ACAC when filing eligibility forms 
fail to fulfill tournament commitments 
do not report scores on time or fax game reports and official’s reports as required within the allotted timeframe These requirements are normally reviewed annually during the DakStats and/or Event Coordinators Meetings at which institutional attendance is mandatory. List of ACAC Documents (sample documents in Appendix 1):
 1.1 ACAC Universal Transfer Form  1.2 ACAC Expense Claim Form  1.3 ACAC Incident Report Form  1.4 ACAC Collaborative Program Registration Form  1.5 New League and Tournament Sport Application Forms 15 ACAC Website The ACAC currently employs a Conference news writer to assist in creating stories for the ACAC website. Member institutions are still encouraged to submit their own press releases to populate the site with current news through your individual sports information positions. Members can access the content management system for www.acac.ab.ca at the following web address: http://www.acac.ab.ca/admin with the admin codes used to access ConfLink. If you only have yourself or a single staff member with access to ConfLink you can still submit stories by copy and paste method. The full document with instructions on how to access the content management system for the website is located in Appendix 2 at the end of this Manual. ACAC Office Visits With Staff The ACAC office is located at: Percy Page Centre 11759 Groat Road, 3rd Floor Edmonton, AB T5M 3K6 Office hours are 8:30am – 4:30pm Monday – Friday, please call ahead to schedule a visit. Office Staff
Interim General Manager  Mark Kosak ‐ Phone: 403‐875‐7329; Fax: 780‐427‐9289; [email protected] Finance & Administration Coordinator  Kelly Schmidt ‐ Phone: 780‐427‐8068; Fax: 780‐427‐9289; [email protected] Operations Manager  Anthony Wong ‐ Phone: 780‐644‐1143; Fax: 780‐427‐9289; [email protected] Commissioner  Bill Hendsbee – Phone: 780‐428‐8222 (wk); Fax: 780‐989‐4809; [email protected] Conference News Writer  Curtis J. Phillips ‐ Phone: 780‐743‐4853; [email protected] ACAC Athletic Director Contact List
List of Current ACAC Athletic Directors (as of July 1, 2012) NAME Ryan Willison Institution Ambrose University Greg Ryan University of Alberta, Augustana Nigel Mullan Briercrest College Joel Mrak Concordia University College of Alberta Francois Fournier Grande Prairie Regional College Abbrev’n AUC Phone # 403‐ 410‐2924 UAA 780‐679‐1564 BC 306‐631‐0337 CUCA 780‐479‐9321 GPRC 780‐539‐2230 email [email protected] [email protected] [email protected] [email protected] [email protected] KC 780‐791‐8925 [email protected] 780‐853‐8405 Wade Kolmel Keyano College Alan Rogan Lakeland College LAKE Todd Caughlin Lethbridge College LETH Ken Schildroth MacEwan University MacEwan Terry Ballard Medicine Hat College MHC Linda Henderson NAIT NAIT Bob Murray Olds College OC Jim Knight Portage College PC Keith Hansen Red Deer College RDC Mark Pretzlaff SAIT Polytechnic SAIT Grace Scott The King’s University College KING’S Chris Shoults St. Mary’s University College STMU [email protected] 403‐382‐6912 [email protected] 780‐497‐5795 [email protected] 403‐529‐4823 [email protected] 780‐471‐8803 [email protected] 403‐507‐7783 [email protected] 780‐623‐5673 [email protected] 403‐342‐3267 [email protected] 403‐284‐8363 [email protected] 780‐465‐3500 x 8223 [email protected] 403 ‐254‐3728 [email protected] Evaluation of the Orientation Manual
Please take a few minutes to answer the following evaluation questions to provide feedback on the Orientation Manual For ACAC Athletic Directors. Please submit your responses to the ACAC Office via e‐mail for review by the Leadership Committee. Please answer the following questions using the following scale: 1‐ Strongly Agree 2 – Agree 3‐ No opinion 4‐ Disagree 5 – Strongly Disagree 1) The Orientation Manual For New Athletic Directors was useful and provided valuable information. 17 2) I will use the Manual in the future and keep is as a reference tool in my daily work. 3) The lay‐out and organization of the Manual was useful and logical for the information I needed. Please provide short written responses for the following questions: 4) The one element of the hand book I found most useful was? 5) What else would you like to see in the handbook or the Orientation? Thank you for taking the time to answer these questions and welcome to the ACAC! (ADHB – Appendix 1.1)
ALBERTA COLLEGES ATHLETIC CONFERENCE
UNIVERSAL TRANSFER FORM (2014-15)
(Please complete all fields on this form and forward to the requesting college and the ACAC Office if the student‐athlete competed last season.) STEP 1: TO BE COMPLETED BY THE STUDENT-ATHLETE
(PLEASE PRINT CLEARLY)
I
hereby authorize
(name of student)
(name of previous institution attended)
(name of current institution attending)
Gender:
M/F
to release the following information to
department of athletics for the purpose
of determining my athletic eligibility.
Previous ID #:
Student-Athlete’s Signature:
Date:
STEP 2: TO BE COMPLETED BY THE REQUESTING INSTITUTION
(PLEASE PRINT CLEARLY)
Please return form to:
(Institution)
(Contact Person)
(Fax #)
Please also forward to ACAC Office: Fax #: 780-427-9289
( Email)
Email: [email protected]
STEP 3: TO BE COMPLETED BY THE PREVIOUS INSTITUTION
1.
Participation in your athletic program
Sport
2.
Seasons of participation
2.
3.
What jurisdiction does your institution participate in?
CIS
4.
Number of years eligibility was charged
What Academic Program(s) was the student-athlete enrolled in? (i.e. academic upgrading, business, etc…)
1.
3.
(PLEASE PRINT CLEARLY)
CCAA
NCAA
NJCAA
NAIA
Other
Did the student-athlete transfer from another previous institution?
YES
NO
YES
NO
If yes, what institution?
5.
Was the student-athlete in good standing upon leaving?
6.
How many credits did the student-athlete successfully complete
in each term in the last academic year of athletic participation?
7.
Would this student-athlete be eligible to compete in the following semester had they remained at your institution?
YES
If not, why?
8.
Has this student previously sat out 1 year in order to “regain” their academic eligibility? YES
Form completed by:
Name:
Title:
Fall:
Winter:
NO
NO
Date:
This form must be completed and transmitted to the ACAC office before the athlete is eligible to participate in an ACAC league game (OC Article I, Section 5, Item 1.6.4). 19 (ADHB – Appendix 1.2)
Expense Claim Form Event Attended: Dates: Travel to: Location: Mode of Travel: Own Car
Rented Car
began on (location) began on (location) at (time) (date) Return travel to: Plane
Other
at (time) (date) EXPENSES: Car Rental: Mileage: km @$0.45 per km Accommodation at: Meals: Date Breakfast Lunch Dinner @12.00 @13.00 @20.00 Air Fare: Via (Carrier) Per Diem ($7.50/day): Taxis: Registration Fees: Miscellaneous: Totals Mail payment to: $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Signed: ( ) (Name) (Phone #) (Mailing Address) (Prov.) (Postal Code) (ADHB – Appendix 1.3)
ALBERTA COLLEGES ATHLETIC CONFERENCE EVENT INCIDENT REPORT (This Report Must Be Completed and Submitted 4 Hours Following Any ACAC Event Where A Player or Coach Ejection or Other Exceptional Incident – e.g. Spectator Incident, Suspension of a Contest, Officials No Show – Has Occurred) Sport/Gender: Host College: Report Filed By: Game Day Supervisor: Date & Time: Visitors: Phone #: Position: Description of Incident (explain in detail what took place prior to, at the time of and following the incident): Names/Contact Information of Officials (if involved): Submit To: ACAC Office, via E‐Mail ([email protected]), no later than 4 Hrs after the Incident (please keep a copy of this Form for your records. 21 (ADHB – Appendix 1.4)
ALBERTA COLLEGES ATHLETIC CONFERENCE
COLLABORATIVE PROGRAM – REGISTRATION FORM
________________________________________________
For further information on ACAC Collaborative Programs and requirements, see ACAC Operating Code,
Article I, Section 5 – Eligibility, 1.1.5 – 1.1.6
Name of Institution: _________________________________________________ Academic Season: _______________________ Does your Institution provide Collaborative Programs? Yes No Note: Please reproduce this box if your institution has additional collaborative programs. A box must be filled out for each collaborative program. Collaborative Institution:____________________________________________________ Name of Collaborative Program:_____________________________________________ Is the program of study published in your institution’s academic calendar as collaborative with an individual partner institution? Yes
No
Is at least 50% of the collaborative program delivered on your institution’s campus? Yes
No
Print Name: ___________________________________________ Position at Institution: ____________________________________ (*Must be Senior Students Services Officer or equivalent) Signature: ______________________________________________ (ADHB – Appendix 1.5)
ALBERTA COLLEGES ATHLETIC CONFERENCE
League Sport Application
____________________________________________________________
Institutions wishing to submit a League Sport Application must provide the following information to
support their application. If applying for more than one sport and gender please complete and submit
one League Sport Application Form for each sport and gender.
Institution:
League Sport/Gender:
Application for Competitive Season:
Document 1: Team Leadership
1.1 Head Coaches job description
1.2 Current Head Coach’s resume
1.3 Provide a list of the past three coaches (include years coached)
1.4 Summary of Professional Development opportunities provided to the Head Coaches
Document 2: Athletic Department Operational Budget
2.1 Provide a complete budget detailing all CURRENT sources of revenue and expenditures.
Revenues
Institution
Athletes
Fundraising
Other Sources (List):
Total Revenues
Expenses
Exhibition Travel
League Travel
Equipment
Staffing:
 Head Coach
 Assistant Coaches
23  Athletic Therapy
Scholarships
Recruiting
League Fees
Game Day Operations
Facility (including any rentals)
Other Expenses (List):
Total Expenses
Net: Revenues-Expenses
2.2 Provide a complete budget detailing the FUTURE sources of revenue and expenditures for the program’s
participation in the ACAC over the next three years.
Revenues
Institution
Athletes
Fundraising
Other Sources (List):
Total Revenues
Expenses
Exhibition Travel
League Travel
Equipment
Staffing:
 Head Coach
 Assistant Coaches
 Athletic Therapy
Scholarships
Recruiting
League Fees
Game Day Operations
Facility (including any rentals)
Other Expenses (List):
Total Expenses
Net: Revenues-Expenses
Document 3: Competitive Preparation
3.1 Provide and outline the programs Seasonal Plans for the following,
3.1.1 Current season plan
3.1.3 Transitional seasonal plan
3.1.3 Season Plan for first year in the ACAC
3.2 Provide an outline of the following:
3.2.1 All health and wellness services provided to your student athletes, including areas of
physical and mental support.
Document 4: Performance Results
Provide the following:
4.1 Copies of your team rosters for the past three seasons.
4.1.1 Include: name, year, position, hometown & high school
4.2 Competition Record from past three seasons:
4.2.1 Include schedules and results from both league play within your current sport
and exhibition play against ACAC opponents
organization
4.3 Sport facilities on campus:
4.3.1 Include a description of gymnasium/field dimensions, lighting, spectator seating capacity, locker
rooms (home & away), officials’ rooms, etc.
NOTE: If facilities are not on campus, please include the following:
4.3.2 Name and location of facilities – proximity to campus
4.3.3 Description of facilities as listed above
4.3.4 Facility rental agreement – must include agreement to prioritize availability of facility
to accommodate an ACAC schedule if sport is accepted
4.4 Qualified officials in your location:
4.4.1 Include a letter of confirmation from appropriate officials’ association explaining
availability and qualifications of local officials.
4.5 Sport development and growth:
4.5.1 Demonstrate evidence of campus and community support and funding for this sport.
4.5.2 Explain recruitment strategy and retention.
4.5.2.1 Explain how you intend to attract and retain athletes
4.5.2.2 List specific areas in which you plan to draw recruits? Describe the skill level of
surrounding high school and club teams?
Document 5: Academic & Eligibility Standards
5.1 Provide an outline of the following
5.1.1 Current & Future Eligibility Standards
5.1.2 Academic & Advising Services & Supports provided to student athletes
5.1.3 Procedures for monitoring academic eligibility
Document 6: Summary
6.1 Provide a summary of your application for this League sport and include a vision statement of how your
institution plans to both partner with your community and the ACAC to provide student-athletes with a quality
educational and athletic experience. Explain how accepting your institution into this sport will enhance the
ACAC. Discuss how your institution’s Athletics Program plans to be involved in the ACAC (i.e. committees,
etc.).
25 ALBERTA COLLEGES ATHLETIC CONFERENCE
VERIFICATION OF APPLICATION
Name of Institution:_________________________________________________
Application For:
_____Full Member
_____Associate Member
_____Guest Member
List Tournament Sports/Gender:
List League Sports/Gender:
Primary Athletic Staff Member
Contact:________________________________________________________
Phone:_______________________________
Fax:______________________
Email:__________________________________________________________
Application to the ACAC is subject to non-refundable fees as outlined in the Bylaws. Consideration of
membership applications to the ACAC must meet the timelines described and any required fees being paid.
Verification of Application by Athletic Department
______________________ _____________________
Athletic Director
Signature
____________
Date
Verification of Application by Executive Officer
Declaration: As Executive Officer of the institution making this application, I have reviewed this document and
am confident in the veracity of the submission. In the event our institution is successful in its application to the
Alberta Colleges Athletic Conference we understand the College will be required to comply with the
Conference Operating Code and its Bylaws.
Name:_________________________________________________
Position:_______________________________________________
Signature:_____________________________________________
Date:_________________________________________________
ALBERTA COLLEGES ATHLETIC CONFERENCE
Tournament Sport Application
____________________________________________________________
Institutions wishing to submit a League Sport Application must provide the following information to
support their application. If applying for more than one sport and gender please complete and submit
one League Sport Application Form for each sport and gender.
Institution:
League Sport/Gender:
Application for Competitive Season:
Document 1: Team Leadership
1.5 Your Head Coaches job description
1.6 Current Head Coaches resume
1.7 History of all past Head Coaches
1.8 Summary of all Professional Development opportunities provided to the Head Coach
Document 2: Athletic Department Operational Budget
2.1 A complete budget detailing all CURRENT sources of revenue and expenditures for the program.
Revenues
Institution
Athletes
Fundraising
Other Sources (List):
Total Revenues
Expenses
Exhibition Travel
League Travel
Equipment
Staffing:
 Head Coach
 Assistant Coaches
 Athletic Therapy
27 Scholarships
Recruiting
League Fees
Game Day Operations
Facility (including any rentals)
Other Expenses (List):
Total Expenses
Net: Revenues-Expenses
2.2 A complete budget detailing the FUTURE sources of revenue and expenditures for the programs first year
of participation in the ACAC.
Revenues
Institution
Athletes
Fundraising
Other Sources (List):
Total Revenues
Expenses
Exhibition Travel
League Travel
Equipment
Staffing:
 Head Coach
 Assistant Coaches
 Athletic Therapy
Scholarships
Recruiting
League Fees
Game Day Operations
Facility (including any rentals)
Other Expenses (List):
Total Expenses
Net: Revenues-Expenses
Document 3: Competitive Preparation
3.1 Provide and outline the programs Seasonal Plans for the following,
3.1.1 Your current season plan
3.1.4 Transitional seasonal plan
3.1.3 Season Plan for your first year in the ACAC
3.2 Provide an outline of the following:
3.2.1 All health and wellness services provided to your student athletes, including areas of
physical and mental support.
Document 4: Performance Results
Provide the following:
4.1 Copies of your team rosters for the past three seasons.
4.1.1 Include: name, year, position, hometown & high school
4.2 Competition Record from past three seasons:
4.2.1 Include schedules and results from both league play within your current sport
and exhibition play against ACAC opponents
organization
4.4 Sport facilities on campus:
4.3.1 Include a description of gymnasium/field dimensions, lighting, spectator seating capacity, locker
rooms (home & away), officials’ rooms, etc.
NOTE: If facilities are not on campus, please include the following:
4.4.2 Name and location of facilities – proximity to campus
4.4.3 Description of facilities as listed above
4.4.4 Facility rental agreement – must include agreement to prioritize availability of facility
to accommodate an ACAC schedule if sport is accepted
4.5 Qualified officials in your location:
4.4.1 Include a letter of confirmation from appropriate officials’ association explaining
availability and qualifications of local officials.
4.5 Sport development and growth:
4.5.1 Demonstrate evidence of campus and community support for this sport.
4.5.2 Explain recruitment strategy and funding for this sport.
Document 5: Academic & Eligibility Standards
5.1 Provide an outline of the following
5.1.1 Current & Future Eligibility Standards
5.1.2 Academic & Advising Services & Supports provided to student athletes
5.1.3 Procedures for monitoring academic eligibility
Document 6: Summary
6.1 Please summarize any other comments you wish to make in regards to your application for this
sport.
League
29 ALBERTA COLLEGES ATHLETIC CONFERENCE
VERIFICATION OF APPLICATION
Name of Institution:_________________________________________________
Application For:
_____Full Member
_____Associate Member
_____Guest Member
List Tournament Sports/ Gender:
List League Sports/Gender:
Primary Athletic Staff Member
Contact:________________________________________________________
Phone:_______________________________
Fax:______________________
Email:__________________________________________________________
Application to the ACAC is subject to non-refundable fees as outlined in the Bylaws. Consideration of
membership applications to the ACAC must meet the timelines described and any required fees being paid.
Verification of Application by Athletic Department
______________________ _____________________
Athletic Director
Signature
____________
Date
Verification of Application by Executive Officer
Declaration: As Executive Officer of the institution making this application, I have reviewed this document and
am confident in the veracity of the submission. In the event our institution is successful in its application to the
Alberta Colleges Athletic Conference we understand the College will be required to comply with the
Conference Operating Code and its Bylaws.
Name:_________________________________________________
Position:_______________________________________________
Signature:_____________________________________________
Date:_________________________________________________