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TRANSCRIPT
Saluki AthleticsStaff Handbook
September, 2013
Quick Link GuideAll Staff
Mission
Inclusion & Diversity Statement
Code of Sportsmanship
Compliance
Organization
University Policies
Grievance Procedure
General Departmental Policies & Procedures
Procurement of Goods & Services
Staff Ticket Policy
Travel
Weight Room
Sports ProgramsAcademics
Alcohol Policies
Athletic Injuries: Care, Prevention, and Treatment
Awards
Budget and Purchases
Camps and Clinics
Complimentary Admissions
Drug & Alcohol Education & Testing Program
Equipment
Financial Aid Policies and Procedures
Roster Management
Scheduling Policies
Strength & Conditioning
Team Travel
Transfer Appeal Policy
Uniforms
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PREFACE
This Saluki Athletics Staff Handbook is intended for use by athletics department staff members as a source of information on the operation of the athletics program. It is available to staff on the Saluki Athletics Website at:
http://www.siusalukis.com/ot/staff-handbook.html
The handbook has been divided into two primary sections: one designated for All Staff which begins on page 8 and a second section titled Sports Programs which begins on page 28 for staff members who also have sports program responsibilities. The Quick Links page which precedes this preface is a tool designed to provide you with easy access to major sections of the handbook. If you put your cursor on the topic you want and simultaneously press the control button and left click on your mouse, the link will take you to the appropriate page. The same is true for each heading in the Table of Contents, which will act as a link to the appropriate page in the handbook. The most recent version of the handbook will always be on the website under the Inside Saluki Athletics heading.
There are also numerous references in the handbook to Southern Illinois University policies and procedures. Web links to those documents are available throughout this handbook to assist you. For the most up-to-date version of University policies and procedures and the SIUC Employees Handbook, please check the University’s website.
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TABLE OF CONTENTSPREFACE.......................................................................III
ALL STAFF......................................................................8
INTERCOLLEGIATE ATHLETICS - MISSION STATEMENT 8
INCLUSION & DIVERSITY VALUE STATEMENT. 8
MISSOURI VALLEY CONFERENCE CODE OF SPORTSMANSHIP 8
COMPLIANCE.................................................................8
ORGANIZATION............................................................8
PERSONNEL.....................................................................9
STAFF MEETINGS............................................................9
UNIVERSITY POLICIES...............................................9
TITLE IX.........................................................................9
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION................9
SIUC Affirmative Action Policy Statement.............10
CLERY ACT REPORTING REQUIREMENT.......................10
ABUSED AND NEGLECTED CHILD REPORTING.............10
SEXUAL HARASSMENT.................................................11
Policy Statement......................................................11
CONSENTING RELATIONSHIPS......................................11
AMERICANS WITH DISABILITIES...................................12
GRIEVANCE PROCEDURE........................................12
GENERAL DEPARTMENTAL POLICIES AND PROCEDURES 12
ABSENCE AND VACATION POLICIES.............................12
Absences..................................................................12
Time Reporting Requirement..................................12
Absences Due to Athletic Clinics............................13
Sick Leave................................................................13
4
Vacation Policies....................................................13
ANNUAL PERFORMANCE EVALUATIONS......................15
GENERAL OFFICE POLICIES AND PROCEDURES............15
Electronic Information Privacy...............................15
Fax...........................................................................15
Keys.........................................................................16
Office Furniture......................................................16
Parking....................................................................16
Phone Calls.............................................................16
Photocopying/Printing............................................16
Postage and Stationery...........................................17
Reserving Meeting Rooms.......................................17
Student Workers......................................................17
Tuition and Fee Waivers for Staff...........................17
Tuition and Fee Waivers for Children of Seven-Year Employees 18
University and Holiday Calendars..........................18
ALCOHOL POLICIES..................................................18
CORPORATE SPONSORSHIPS.................................18
COURTESY CARS........................................................19
COURTESY CARS (SALUKI WHEEL CLUB)...................19
Purpose...................................................................19
Supervision..............................................................19
Importance..............................................................19
Benefits....................................................................19
Responsibilities of Assigned Coach or Administrative Staff Member 19
PROCUREMENT OF GOODS AND SERVICES......19
SIU FEIN Number...................................................19
Payments to Outside Parties...................................19
Joint Purchase.........................................................20
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Charges for University Services..............................20
Purchasing Equipment............................................20
Purchase Requisitions.............................................20
Procurement Card...................................................20
STAFF TICKET POLICY.............................................22
COMPLIMENTARY TICKETS..........................................22
Athletic Staff............................................................22
MEN’S BASKETBALL COACHES....................................23
TRAVEL..........................................................................23
ABSENCES DUE TO TRAVEL.........................................23
Staff.........................................................................23
PROCUREMENT SERVICES.............................................23
TRAVEL ADVANCE.......................................................23
LODGING & MEALS......................................................24
Lodging...................................................................24
Meal Policies...........................................................24
Meals (Applicable to Single-day trips only):..........25
Meals (Applicable to overnight travel only):..........25
USE OF PERSONAL VEHICLES.......................................25
STANDARDS FOR AUTOMOBILE TRAVEL MILEAGE......25
USE OF RENTAL CARS..................................................25
Rental Car Contract................................................25
Car Insurance..........................................................25
SCHEDULING UNIVERSITY VEHICLES...........................26
Travel Service..........................................................26
Vehicle Reservation.................................................26
Drivers.....................................................................26
BUS CONTRACT............................................................26
AIR TRAVEL PURCHASE POLICY..................................26
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STAFF PROFESSIONAL TRAVEL (CONFERENCES, CLINICS) 27
WEIGHT ROOM...........................................................27
SPORTS PROGRAMS..................................................28
ACADEMICS/STUDENT SERVICES.........................28
ADMISSIONS.................................................................28
Preliminary Review of Transfer Student-Athletes...28
http://www.siusalukis.com/auto_pdf/p_hotos/s_chools/silu/genrel/auto_pdf/transferassess. 28
Mid-Year Transfers.................................................28
HTTP://WWW.SIUSALUKIS.COM/OT/COMPCOACHFORM.HTML 28
COMMUNITY SERVICE..................................................28
GRADESFIRST...............................................................28
ON-CAMPUS HOUSING.................................................28
Break Housing.........................................................29
STUDENT ATHLETIC ADVISORY COMMITTEE...............29
STUDENT-ATHLETE EVALUATIONS AND EXIT INTERVIEWS 29
STUDENT SERVICES STAFF...........................................29
STUDENT-ATHLETE HANDBOOK..................................29
STUDY TABLE...............................................................30
TROUTT-WITTMANN ACADEMIC CENTER....................30
Hours of Operation.................................................30
UNIVERSITY TRAVEL ABSENCE POLICY.......................30
ATHLETIC INJURIES: CARE, PREVENTION AND TREATMENT 30
GENERAL POLICIES.......................................................30
EMERGENCY PROCEDURES...........................................30
MEDICAL POLICIES.......................................................31
Medical Policies and Procedures...........................31
Treatment of Student-Athletes.................................31
Physical Examinations............................................31
Tryout Waiver Policy..............................................32
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Injury Prevention....................................................32
Infectious Diseases Policy.......................................32
MRSA.......................................................................33
Nutritional Supplements..........................................33
Over-the-Counter Drug Policy...............................33
Weight Management................................................34
Eating Disorders.....................................................34
Mental Health Emergency SIU Contact Protocol...34
Student-Athlete Pregnancy......................................35
INSURANCE...................................................................35
General....................................................................35
Athletic Related Injuries..........................................35
Non-Athletic Related Injuries and Illnesses............36
TRAINING ROOM GUIDELINES......................................36
Training Room Rules for Student-Athletes..............36
ICE................................................................................36
AWARDS.........................................................................36
MISSOURI VALLEY CONFERENCE ALL-SPORTS TROPHY36
LETTER AWARDS..........................................................36
BUDGET AND PURCHASES.......................................37
ACCOUNTS....................................................................37
BUDGET PROCEDURES..................................................37
FINANCIAL REPORTS....................................................37
INCOME.........................................................................37
Foundation Funds...................................................37
Official Visit Recruit Reimbursements....................37
Break and Meals Incidental to Competition for Student-Athletes 38
CAMPS AND CLINICS.................................................38
Policy on Activities Involving Minors.....................38
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COMPLIMENTARY ADMISSIONS...........................38
High School/Junior College Coaches.....................38
Student-Athletes.......................................................38
Prospective Student-Athletes (PSAs).......................39
Others......................................................................39
DRUG & ALCOHOL EDUCATION & TESTING PROGRAM 39
EQUIPMENT..................................................................40
GENERAL EQUIPMENT USE STATEMENT......................40
IN AND OUT-OF-SEASON PRACTICE AND GAME PREPARATION 40
MAINTENANCE.............................................................40
REPAIR..........................................................................40
REPLACEMENT AND ORDERING....................................40
FINANCIAL AID POLICIES AND PROCEDURES. 40
SUMMER SCHOOL AID..................................................41
FIFTH-YEAR AID..........................................................41
ADDITIONAL FINANCIAL ASSISTANCE.........................41
Pell Grant................................................................41
Federal Work Study (FWS).....................................42
Illinois Monetary Award Program (MAP) Grant. . .42
ILLINOIS RESIDENCY....................................................42
Guidelines...............................................................42
Applications.............................................................42
In-State Residency Policy for Domestic Student-Athletes (Rev.2011) 42
INTERNATIONAL STUDENTS..........................................43
ROSTER MANAGEMENT...........................................43
SCHEDULING POLICIES...........................................43
MISSED CLASS POLICY.................................................43
REQUESTS FOR FACILITIES...........................................44
CANCELLATION AND RESCHEDULING OF EVENTS.......44
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HTTP://WWW.SIUSALUKIS.COM/OT/STAFF-HANDBOOK.HTML 44
PRACTICES DURING HOLIDAYS AND EXAM WEEK......44
AWAY EVENTS.............................................................44
STRENGTH & CONDITIONING................................44
SCHEDULING.................................................................44
OUT-OF-SEASON WORKOUT PRECAUTIONS.................45
TEAM TRAVEL.............................................................45
TEAM TRAVEL INFORMATION SHEET...........................45
MEAL POLICY FOR TEAM TRAVEL...............................46
Transportation.........................................................46
Lodging Policies......................................................46
TRAVEL CONDUCT AND RULES....................................47
Leaving the Group...................................................47
Non-Competing Student-Athletes Traveling with the Team 47
TRAVEL BY FRIENDS AND FAMILY WITH SALUKI ATHLETICS TEAMS/INDIVIDUALS 47
TRANSFER APPEAL POLICY...................................47
STUDENT-ATHLETE TRANSFER APPEAL POLICY [REVISED 7/10] NCAA BYLAW 14.5.5.1 & 14.5.5.2.10 47
UNIFORMS.....................................................................48
COLORS……………………………………………….49
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ALL STAFF
INTERCOLLEGIATE ATHLETICS - MISSION STATEMENT
Southern Illinois University Carbondale (SIUC) is a contemporary, comprehensive student-responsive University committed to providing quality teaching, research and service. In keeping with the University’s mission, the primary purpose of Intercollegiate Athletics is to sponsor a broad-based, fiscally and ethically responsible athletics program designed to promote each student-athlete’s academic, athletic and personal well-being and development. It is our goal to create a culture of excellence for our student-athletes, staff and fans that values integrity, diversity, equity, sportsmanship and community service. Southern Illinois University Carbondale’s athletics program strives to build pride in and support for the University among the citizens of Southern Illinois and among the thousands of SIUC students, staff, and alumni. [Rev. 1/24/05]
INCLUSION & DIVERSITY VALUE STATEMENT
We in Saluki Athletics believe that each individual can contribute a unique perspective based on life experience that will make our program better as a whole. We will strive to create an environment of inclusion, regardless of race, ethnicity, gender, age, socio-economic status, national origin, sexual orientation, disability and religion where each individual student-athlete and staff member feels valued and welcome to participate as a member of the athletics family.
Further, we will strive in the environment we create and our recruiting and hiring practices to maintain a racial and gender mix of staff and student-athletes that reflects that of the SIUC student body.
MISSOURI VALLEY CONFERENCE CODE OF SPORTSMANSHIP
The Missouri Valley Conference (MVC) has adopted a Code of Sportsmanship which each student-athlete, administrator and coach is required to sign each
academic year. The code is designed to develop and maintain healthy environments for competition within the Conference and is based upon six core principles: trustworthiness, respect, responsibility, fairness, caring and good citizenship. A copy of the MVC Code of Sportsmanship can be found at: http://www.mvc-sports.com/media/pdf/code_of_sportsmanship.pdf
COMPLIANCE
Each NCAA institution is responsible for complying with NCAA rules, monitoring its compliance with those rules and self-reporting any instance of noncompliance. Every member of the athletics department staff is responsible for knowing and complying with NCAA, Conference and University rules as related to their area of job responsibility. It is always better to ask before you act if you have a question about the rules. Our most important objective should be to do nothing that impacts a student-athlete’s eligibility for competition. Each staff member is responsible for reporting any violation of such rules of which they are aware. Once per year each staff member signs a certification of compliance indicating that all known violations have been reported. If you have a question or need to report a violation, please contact the Assistant Athletic Director for Compliance.
NCAA Bylaw 10.3 also prohibits any athletics department staff member from knowingly participating in sports wagering activities or providing information to any individuals involved in or associated with any type of sports wagering activities concerning intercollegiate, amateur or professional athletics competition. Examples of sports wagering include, but are not limited to, the use of a bookmaker or parlay card; Internet sports wagering; auctions in which bids are placed on teams, individuals or contests; and pools or fantasy leagues in which an entry fee is required and there is an opportunity to win a prize. A wager is defined as any agreement by which an individual or entity agrees to give up an item of value (e.g., cash, shirt, dinner) in exchange for the possibility of gaining another item of value.
ORGANIZATION
Intercollegiate Athletics at Southern Illinois University Carbondale is headed by Director of Athletics, Mario Moccia, who reports directly to the
Chancellor of the University and serves as a member of the Chancellor’s Executive Committee. He directly supervises the sports of football and men’s and women’s basketball. The Director of Athletics and the Chancellor are advised by the Intercollegiate Athletics Advisory Committee (IAAC), which is comprised primarily of faculty as well as representation from other University constituency groups. The University’s Faculty Athletics Representative is Dr. Harold Bardo, the Director of the University’s MedPrep program. Assisting the Director of Athletics are his executive staff which includes the following individuals: Deputy Associate Athletic Director Chet Savage supervises the sports of baseball and men’s and women’s golf and oversees the external affairs of the department including Saluki Way fundraising, major donors, Saluki Athletics Scholarship Fund (SASF), marketing and promotions, media services, and the ticket office. Executive Associate Atheltic Director Mark Scally is the department’s chief financial officer and supervises the sport of softball and responsible for business operations. Senior Associate Athletic Director Kathy Jones supervises the sports of swimming and diving, men’s and women’s tennis, track & field, and volleyball. She oversees the areas of student services, compliance, sports medicine and training, and strength and conditioning. Associate Athletic Director Andy Pettit is responsible for athletics facilities including game management, scheduling and facility maintenance. He also oversees new construction and renovation projects.
Additional details regarding the athletics departmental structure, including the administrative and support staff, organizational chart and contact information can be found through the links below.
Personnel
Organizational Charts: See http://www.siusalukis.com/ot/staff-handbook.htmlContact Information: See http://www.siusalukis.com/staff-dir/silu-staff-dir.html
Staff Meetings
Communication is one of the hallmarks of leadership within Intercollegiate Athletics. Staff meetings within the athletics department are conducted on a monthly basis for all athletics department staff. Head coaches meet on a monthly basis with athletic administration. All coaches attend a monthly meeting with compliance and student services as
well. Members of the senior staff meet with the Director of Athletics on a weekly basis. An executive committee comprised of the Athletic Director and the Associate Directors of Athletics also meet on a weekly basis.
Athletics department staff members are also kept informed through the athletics department website and are included in electronic press releases as necessary.
UNIVERSITY POLICIES
Title IX
Title IX of the Education Amendments of 1972, is a law enacted by Congress on June 23, 1972 that states: “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance." Although the name was later changed to the Patsy T. Mink Equal Opportunity in Education Act in honor of its principal author, it is still commonly referred to as Title IX.
Title IX of the Education Amendments and Southern Illinois University Carbondale policy prohibits discrimination in the provision of services of benefits offered by the University based on gender. Any person (student, faculty or staff) who believes that discriminatory practices have been engaged in based upon gender may discuss their concerns and file complaints of possible violations of Title IX with the SIUC Title IX Coordinator:
Dr. Linda McCabe SmithAssociate Chancellor (Diversity)110 Anthony Hall MC 4341Southern Illinois University CarbondaleCarbondale, IL 62901(618) 453-1186 or (618) 453-4295 (fax)
For the full text of this amendment go to http://www.dol.gov/oasam/regs/statutes/titleix.htm.
Equal Opportunity/Affirmative Action
In accordance with the laws of the State of Illinois and the United States, the Board of Trustees of Southern Illinois University Carbondale is committed to a policy of equal opportunity for all persons and is committed to
taking affirmative steps aimed at overcoming historical patterns of discrimination in our society. The Board of Trustees directs that all elements of Southern Illinois University adhere to procedures which promote this policy in all phases of University activities including employment, educational programs, choice of contractors and relationships with employee organizations (Statutes of the Board of Trustees, Article VII).
SIUC Affirmative Action Policy Statement
It is the policy of Southern Illinois University Carbondale to provide equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, status as a disabled veteran or a veteran of the Vietnam era, sexual orientation or marital status. The University is committed to the principles of equal employment opportunity and affirmative action and will continue to conduct all personnel actions in accordance with the letter and spirit of applicable state and federal statutes and regulations, including Executive Order 11246 as amended. Personnel actions include, but are not limited to, recruitment, hiring, position assignments, compensation, training, promotion, tenure consideration and award, retention, lay-off, termination, and benefits.
For the full text of the University’s policy, go to http://bot.siu.edu/leg/policies.html#7E.
Clery Act Reporting Requirement
Many crimes and incidents, especially crimes involving physical or sexual assault, are not reported by the victim to the police, but are reported to a trusted member of the faculty or staff. To ensure that all students have the ability to be aware of potential dangers on their campus, the Jeanne Clery Act requires institutions to gather and publish data from designated Campus Security Authorities, including athletic department staff. If you become aware of a crime that must be reported, or to see the types of crime that are required to be reported under the act, see the Clery CSA Report Form available at http://www.dps.siu.edu/Documents/CrimeAndHateCrimeFormFinalSubmit.pdf. Failing to report a crime under the Clery Act may result in a fine of $35,000 per violation. Contact Student Rights and Responsibilities or the Department of Public Safety http://www.dps.siu.edu/ for more information about your legal obligations under the Clery Act or if you are unsure if or how to file a report.
Abused and Neglected Child Reporting
The Illinois Abused and Neglected Child Reporting Act outlines a variety of persons who are considered “mandatory reporters.” As of June 27, 2012, ALL employees of higher education institutions became mandatory reporters, and are required to sign a form acknowledging that they understand the reporting requirements. http://www.state.il.us/dcfs/docs/cants22.pdf
“Abused Child” is defined as one whose parent or immediate family member, or any other person responsible for the child’s welfare, or any individual residing in the same home as the child, or a paramour of the child’s parent: Inflicts, causes to be inflicted, or allows to be inflicted upon such child physical injury, by other than accidental means which causes death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function; creates a substantial risk of physical injury to such child by other than accidental means which would be likely to cause death, disfigurement, impairment of physical or emotional health, or loss or impairment of any bodily function; commits or allows to be committed any sex offense against a child (as defined in the Criminal Code, or in the Wrongs to Children Act, and extending those definitions to include children under 18 years of age); commits or allows to be committed an act or acts of torture upon a child; inflicts excessive corporal punishment; commits or allows to be committed the offense of female genital mutilation (as defined in the Criminal Code), against the child; or causes to be sold, transferred, distributed, or given to a child under 18 years of age, a controlled substance, as defined by the Illinois Controlled Substance Act, except those substances that are appropriately prescribed; commits or allows to be committed the offense of involuntary servitude, involuntary sexual servitude of a minor, or trafficking in persons for forced labor.
“Neglected Child” is defined as any child who is not receiving the proper or necessary nourishment or medically indicated treatment or other care necessary for child’s wellbeing, including adequate food, clothing and shelter, or who is abandoned or a newborn infant whose blood, urine or meconium contains any amount of a controlled substance.Exception: Medical treatment to mother results in controlled substance content for newborn.
As a mandatory reporter, you are required to report cases of suspected child abuse or neglect to the Illinois Department of Children and Family Services (DCFS) toll-free 24-hour Child Abuse Hotline, at 1-800-25-ABUSE (22873). DCFS will then investigate the matter. Any person who knowingly or willingly fails to report is guilty of a Class A misdemeanor for the first violation, and a Class 4 felony for a second or subsequent violation.
Call the Department of Children and Family Services (DCFS) hotline at 1-800-25 ABUSE or 1-800-252-2873. You must send written confirmation to the appropriate DCFS field office within 48 hours of the initial report, on a form provided by the Department. The filing of a false report is a Class A misdemeanor, punishable by a term of imprisonment for up to one year, or by a fine not to exceed $1000, or by both. A second violation is a Class 4 felony.
For more information, see Abused and Neglected Child Reporting Act: http://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=1460&ChapAct=325%26nbsp%3BILCS%26nbsp%3B5%2F&ChapterID=32&ChapterName=CHILDREN&ActName=Abused%2Band%2BNeglected%2BChild%2BReporting%2BAct%2E
Sexual HarassmentPolicy StatementSouthern Illinois University is committed to a policy of providing equal employment and educational opportunities. In particular, Southern Illinois University is committed to maintaining a community, in which students, faculty, and staff can work and learn together in an atmosphere free of all forms of discrimination, including sexual harassment. Sexual harassment violates the dignity of the individual and the integrity of the University as an institution of higher learning, and thus, sexual harassment in any form will not be tolerated at Southern Illinois University. This policy applies to all employees, students, contractors, and visitors of Southern Illinois University.
This policy prohibits sexual harassment, retaliation related to sexual harassment claims, knowingly reporting false sexual harassment complaints and knowingly providing false information during the investigation of a sexual harassment complaint. All University employees are responsible for taking reasonable and necessary action to prevent sexual harassment, and all members of the University
community are expected to contribute to an environment free of sexual harassment, and are encouraged to report promptly (pursuant to campus procedures) any conduct that could be in violation of this policy. Each SIU campus shall adopt specific procedures for reporting, investigating and resolving harassment claims.
This policy shall not abridge any individual’s speech and due process rights under the First and Fourteenth Amendments; nor shall it abridge principles or rights of academic freedom or the University’s educational mission. Prohibited sexual harassment and discrimination are not expression protected as a matter of academic freedom.
For the full text of the University’s policy, go to http://bot.siu.edu/leg/policies.html#7D.
Consenting Relationships
Consenting romantic and/or sexual relationships between a faculty member and a student under the faculty member’s academic supervision, or between a supervisor and an employee under the supervisor’s supervision are inappropriate and unprofessional behavior and should not occur. Taking note of the respect and trust accorded a professor by a student and of the power exercised by the professor, a relationship between a faculty member and a student should be considered one of professional and client, in which sexual relationships are inappropriate. A similar relationship exists between a supervisor and an employee. The power differential inherent in such relationships may compromise the subordinate’s free choice. Others may view such relationship as one of preferential treatment and detrimental to themselves or others. A faculty member or supervisor who enters into a sexual relationship with a student or an employee, where a professional power differential obviously exists, must realize that if a charge of sexual harassment is subsequently lodged, the burden will be on the faculty member or supervisor to prove immunity on grounds of mutual consent.
Relationships between a graduate student and an undergraduate, when the graduate student has some supervisory responsibility for the undergraduate, belong in this category. Among other relationships included are those between a student or employee and administrator, coach, adviser, program director, counselor, or residential staff member who has supervisory responsibility for that student or employee.
For the full text of the University’s policy go to. http://policies.siu.edu/personnel_policies/chapter4/ch4-all/consenting_relationships.html
Americans with Disabilities
Title II of the Americans with Disabilities Act of 1990 [ADA] (42 U.S.C., Section 12102 et. seq.) states in part, that “No qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of a public entity, or be subject to discrimination by any such entity.” Under the following ADA Grievance Procedure, an individual alleging non-compliance with the terms of Title II of the ADA may lodge a complaint and seek a satisfactory resolution of said complaint.
The Associate Chancellor for Institutional Diversity, having been designed as ADA Compliance Officer, will supervise ADA compliance efforts. Those who wish to review the ADA or regulations implementing Title II of the ADA, or those who wish to lodge complaint under Title II should contact the office of the Associate Chancellor for Institutional Diversity at Anthony Hall 110 (618-453-1186). The University Ombudsman and the Faculty-Staff Ombudsman are also available to assist individuals in submitting complaints alleging noncompliance with the ADA. Requests for such assistance may be directed either to the University Ombudsman at Woody Hall C302 (618-453-2411) or the Faculty-Staff Ombudsman at Woody Hall C112 (618-453-5248).
For the full text of the University’s policy go to http://bot.siu.edu/leg/policies.html#7E.
GRIEVANCE PROCEDURE
Intercollegiate Athletics is committed to maintaining an atmosphere free of harassment, intimidation or discrimination of any kind. Any Intercollegiate Athletics staff member or student-athlete who feels that he or she is being harassed or discriminated against based on age, sex, race, marital status, sexual orientation, national origin, religion, disability or status as a disabled veteran or a veteran of the Vietnam era should contact the Senior Associate Athletic Director or the Director of Athletics to seek resolution informally. Formal complaints are routinely investigated through the Associate Chancellor (Diversity).
GENERAL DEPARTMENTAL POLICIES AND PROCEDURES
Absence and Vacation Policies
Absences
When a staff member is not in the office and available on a daily basis, an Absence Request Form must be completed. If staff members know ahead of time that they are going to be absent, they should fill out a form in advance. In case of illness, the Absence Request Form should be completed upon return to work. Accurate reporting is necessary for auditing purposes. Forms are available in the Saluki Athletics main office and online.
Faculty/Administrationhttp://eforms.siu.edu/siuforms/info/hro1011.html
Civil Service http://eforms.siu.edu/siuforms/info/hro1012.html
Failure to submit absence requests for personal time may result in unapproved absences being treated as unpaid leave. Failure to submit absence requests for business travel may complicate University insurance coverage and workmen’s compensation claims in the event of an accident. Questions regarding sick leave or vacation should be directed to either the athletics business office or the administrative assistant to the Director of Athletics.
Time Reporting Requirement
In addition to the Absence Request Form required by the University, the State Officials and Employees Ethics Act requires that University employees periodically submit time sheets documenting the time spent each day on official business to the nearest quarter hour. Beginning July 1, 2007, the Administrative/Professional and Exempt Civil Service Employee Time Recording Sheet should be completed by each Administrative/Professional or exempt civil service staff member and approved by the Executive Associate Director for Business. The form should be submitted to the athletic business office no later than the 4th day of the following month
and can be found at: http://eforms.siu.edu/siuforms/forms/hro0114.pdf
Absences Due to Athletic Clinics
For camps, coaches and staff must take vacation time to receive any additional compensation. Coaches and staff are permitted to earn up to 20% of their annual salary working clinics and camps sponsored by SIU or other providers. This income is subject to the University’s Outside Income, Internal Consulting and Conflict of Interest Policies.
Sick Leave
Coaches and Administrative Staff/Employees
Coaches and administrative/professional staff employees with continuing appointments shall be granted both non-accruable and accruable sick leave benefits. These benefits will be implemented in accordance with administrative guidelines authorized by the Chancellor of Southern Illinois University at Carbondale and approved by the President of the Southern Illinois University System.
Non-accruable sick leave benefits will be granted to staff on full-time academic or fiscal year appointments at the rate of 43 work days per contract year.
Accruable sick leave will be awarded to staff with continuing appointment at the rate of 7.2 work days per contract year. As of July 1, 1984, all term appointment employees are ineligible for accruable sick leave.
Upon termination of employment for any reason, an employee or employee's estate is entitled to be paid for one-half of the unused sick leave which was accrued on or after January 1, 1984 and before January 1, 1998.
For further information on vacation and sick leave policies, please refer to the SIUC Employees Handbook: http://policies.siu.edu/personnel_policies/Chapter6/leavescs.html.
Civil Service
Civil Service employees are allowed one (1) sick day per month; the University will pay for one-half of
sick leave accrued after 1/84 and before January 1, 1998 when resigning, etc. After using five (5) consecutive days of sick leave, civil service employees are entitled to an additional twenty (20) days of extended sick leave per fiscal year. For further information on extended sick leave benefits see the administrative assistant to the Athletic Director.
Vacation Policies
The following policy on vacation benefits for Faculty and Administrative/Professional Staff was approved by the Chancellor on August 26, 2004:
Vacation for faculty and administrative/professional staff employees on fiscal year appointments shall be earned at the following rates:
Years of Employment
Days Earned
Mo. Accrual
RateMax
Accrual0 – 3 25 2.083 504 – 6 26 2.166 527 – 9 27 2.250 5410+ 28 2.333 56
Part-time employees in fiscal year appointments shall earn vacation in accordance with the proportionate rate of the contract.
An employee in a continuing fiscal year appointment may accrue up to two years vacation credit, but no additional accumulation will be credited to his/her account whenever a two-year maximum is accrued.
Employees in term, fiscal year appointments, with the exception of coaches on multi-year term appointments, must use the vacation benefits during the period of appointment or the benefit will be lost to the employee.
Requests for absence from normal duties because of vacation should be submitted on an Absence Request form to the individual's immediate supervisor at least one week in advance of the date vacation is to begin.
Staff should avoid requesting vacation time during the week before school starts as well as the first two weeks of each term.
The staff in Intercollegiate Athletics fall within one (1) of five (5) categories with respect to vacation policies. These categories are as follows:
Civil Service Employees
Academic AppointeesProfessional Staff (full time)(a) 12-month(b) 11-month(c) 10-month(d) 9-monthProfessional Staff (part-time)(a) 12-month(b) 11-month(c) 10-month(d) 9-monthGraduate Assistants
Civil Service Employees (Regular Hours)
Civil Service employees work 7.5 hours a day with two 15-minute breaks (one [1] a.m. and one [1] p.m.).
Flex-Time
Flex-time is intended to assure that the university’s goals are met in an orderly and efficient manner, at the same time permitting employees and their supervisors to establish work schedules which recognize individual needs. Individual work schedules, which must total 37 ½ or 40 hours per week, depending on the job classification, and include a minimum lunch break of 30 minutes, must be approved in advance by the department head. Because of the varied nature of university departments, each department head must determine the extent to which flex time may be used and may require that work schedules be adjusted from time to time to conform to changing departmental needs.
For the full text of the University’s policy go to http://policies.siu.edu/personnel_policies/chapter4/ch4-cs/workhrcs.html
Academic Appointees
These employees are requested to have daily office hours either a.m. or p.m.
Professional Staff (full-time)
These employees are requested to have daily office hours in both the a.m. and the p.m. When not in the office for an extended period, professional activity and whereabouts should be reported. If not present in the office and/or if not on a professional assignment during any given work day, a vacation day must be taken.
These employees receive 25 vacation days per year in addition to the approximately 12 University holidays.
Professional Staff (part-time)
According to University policies, these employees should earn the same type of vacation benefits as full-time staff. Half-time employees should earn the same type of vacation benefits as full-time staff. Half-time employees are charged only .5 days of a vacation for every day. Therefore, they can be absent 25 days, being charged 12.5 days (one-half [1/2] of total staff). Staff on .75 appointment also can miss 25 days, being charged .75 days for each full day's absence for a total of 18.75 days. They are requested to have daily office hours either in the a.m. or p.m.
Identification Cards
A new employee receives notice of his/her employment in the terms of a Notice of Appointment, shortly after he/she begins working. If a change occurs in employment status, a new notice of employment and Notice of Appointment will be issued reflecting the change. In July of each year, all employees receive new Notices of Appointment which indicate an updated fiscal-year expiration date. A Staff Identification Card should be obtained at the administrative office of the Student Center by presenting the Notice of Appointment or other documentation verifying the employee’s employment status. The Staff Identification Card is an official identification for access to University facilities and services. Loss, mutilation, or theft of the ID card, which is the property of SIU, must be reported to the Student Center ID Card office.
An employee may obtain a Spouse/Domestic Partner Identification Card by presenting proper identification at Employee Records. This card, which permits a spouse or domestic partner to gain access to some selected University facilities and services, must be renewed for each new appointment period or fiscal year.
For the full text of the University’s policy go to http://policies.siu.edu/employees_handbook/chapter4/all-employees/idcardcs.html
Moving Expenses
A new full-time staff member who moves to this area to take a position with Saluki Athletics may request
reimbursement for reasonable moving expenses in an amount up to 5% of their annual gross salary. This request requires the approval of both the Athletic Director (or designee) and the Chancellor (or designee). The expenses must be actual costs for moving ordinary household goods; must be accompanied by receipts or invoices and must comply with the University’s policies on reimbursable moving expenses. The University does not pay costs of transportation for new staff members or their families as “moving expenses.” The University’s moving expense form and policy may be found at http://www.procurement.siuc.edu/howto/movingexp.pdf
Annual Performance Evaluations
The University requires that all Administrative/Professional (A/P) staff and all civil service exempt staff have their job performance evaluated on an annual basis. A copy of the A/P evaluation form can be found at http://eforms.siu.edu/siuforms/info/hro3015.html and the Civil Service form at http://eforms.siu.edu/siuforms/info/hro5015.html. In addition to the performance factors identified on the form, all athletics department staff members must be annually evaluated on their compliance with NCAA rules. The annual performance evaluation will be discussed at a meeting with the staff member’s supervisor and the staff member will receive a copy of his/her evaluation.
The Athletic Department also conducts Head Coach and Assistant Coach Evaluations. The forms can be found at:
General Office Policies and Procedures
Electronic Information Privacy
Southern Illinois University takes justifiable pride in the electronic information systems provided to its faculty, staff, and students. These resources include computer systems, University-owned computers and work stations, software, data sets, and communications networks. Members of the University community may use these resources only for purposes related to their studies, instruction, the discharge of duties as employees, official business with the University, or other University-sanctioned
activities. Any other use, unless specifically authorized, is prohibited.
Access to the University’s electronic information systems is a privilege to which all University faculty, staff, and students may be entitled to some degree. Certain responsibilities accompany that privilege; understanding them is important for all users. Those within the University community who make use of these resources are subject to high standards of ethics to insure the privacy, security, and proper use of data. Recognized as a primary educational, research, and administrative asset, the University’s electronic information systems should be protected from unauthorized modification, destruction, disruption or disclosure-whether accidental or intentional.
[The above policy was approved by the Board of Trustees of Southern Illinois University on July 14, 1994 with amendments on March 13, 2003, and appears at SIU Board of Trustees 5 Policies J.]
http://bot.siu.edu/leg/policies.html#5J
Inappropriate Usage
Computing and networking resources may be used only in accordance with accepted University practice.
Electronic Mail
The University considers electronic mail to be a confidential, direct communication between sender and receiver(s). Accordingly, it should not be monitored, observed, viewed, displayed, or reproduced in any form by anyone other than the sender or intended recipient(s). E-mail users should exercise the same restraint and caution in drafting messages that they would when writing a formal memorandum using University letterhead and assume that their messages will be saved and be seen by someone other than the original addressee.
Electronic mail may be disclosed to others with a need to know under law and University policy.
Sanctions
Violation of the policies described herein for use of computing resources will be dealt with seriously. Violators are subject to disciplinary procedures of the University and, in addition, may lose computing privileges. Illegal acts involving the University's computing and networking facilities may also be subject to prosecution by state and federal authorities.
Fax
Department fax machines are located in the following locations:Athletic Director (453-5152)Athletic Training (453-4173)Baseball (453-4731)Basketball (Men’s and Women’s) Office (453-7804)Football (453-5350)Media Services (453-2648)Ticket Office (453-7995)
Keys
Keys are assigned and distributed by the athletic facilities staff.
Office Furniture
Before ordering new furniture or getting rid of old furniture you must contact the athletic facilities staff so that the proper paperwork can be filled out to send the furniture to surplus property, or for the unwanted furniture to be reallocated to the department. It could take up to two weeks for the old furniture to be moved. No furniture should be moved out into the hallways! Please also clear all furniture purchases with the facilities and business office staff to ensure that all state regulations are met.
ParkingStaff
Every staff member must have a parking decal to park on campus. Each summer new decals are required. Forms can be obtained from the SIUC Traffic and Parking Division. Complete the appropriate forms and return them to the administrative assistant to the Athletic Director, with payment to the same person. She or he will obtain your decal for you. At other times during the year, decals can be purchased or tickets paid by going to the Parking Office at Washington Square. A Parking Decal Application is available at https://www.dps.siu.edu/buydecal/.
Guest
For temporary guests (e.g., job candidates, recruits, speakers, donors, etc.) a temporary parking permit can be obtained for particular dates and specific lots. See the athletic department receptionist in advance for a guest sticker.
Participants in Clinics, Workshops and Camps
Permits must be purchased for a nominal fee ($4.00 for spring, summer and fall) for short stays on campus. Contact Parking for information regarding costs and restrictions that apply.
Athletic Events
Priority parking is available for football, and men's basketball. Priority parking is based upon the level of giving of the donor. The athletic development office handles parking passes for all athletic events.
Phone Calls
To call an on-campus number (prefix 453 or 536) dial the last number of the prefix and the four-digit number.
To call a local, off-campus number (Carbondale, DeSoto, Murphysboro, Herrin, or Grand Tower), dial 9 plus the seven digit number.
To call a long-distance number, dial 8 + the authorization code + area code (if not 618) + seven-digit number. Long distance authorization codes may be obtained from the administrative assistant to the Athletic Director, and are not to be shared with others.
To call long-distance directory assistance, dial 8 + authorization code + area code (if different than 618) + 555-1212. To call toll free numbers dial 9 + 1 + 800 + seven-digit number.
To make a personal call, dial 9 + 0 + the number to be called and then indicate to the operator that the call is collect or a third party call. For a credit card call, dial in your credit card number at the sound of the tone.
Third party calls are not permitted by Telephone Service. You may not call from an outside phone and have the call billed to your athletic department account nor may you call from an athletic department phone and have the call billed to another number.
Try to minimize the number of long distance calls made. Also, please keep calls under five minutes whenever possible.
Coaches and staff should not provide their telephone credit cards or access numbers to student-athletes.
Photocopying/Printing
Copy machines and printers are located throughout the athletics offices. A numerical copy code is necessary for access and can be obtained from the athletic information technology staff.
For large quantities, orders should be sent to Printing/ Duplicating Services on campus with a completed duplicating form. Forms are available in the main office copy room.
Please report all problems and concerns with copies to Stiles, 529-4357, or information technology staff.
We are making every effort to reduce printing costs by diverting most regular computer printing jobs to the black and white copiers located throughout the department. You can assist in this cost reduction effort by using the color printers only when necessary, printing regular jobs on the black and white copiers and printing on both sides of the paper when possible.
Postage and Stationery
Mailboxes are located in the copy room of the main office in 118. Mail is sorted in the morning and usually ready for pick up by 11 a.m.
For off-campus mailings, use the business envelopes with Intercollegiate Athletics return address. Be sure to attach your departmental numerical code slip to the envelope. Departmental code slips can be obtained from the athletic department receptionist or the administrative assistant to the Athletic Director. Departmental code slips are barcodes that identify billing accounts for postage and are unique to each department across campus.
Use the manila campus envelopes for on-campus mailings (be sure to completely fill in the FROM and TO sections and to include mail code numbers). The athletic department’s mail code number is 6620. Mail codes for all departments can be found in the index in front of the SIU campus directory or on the second line under an individual’s contact information when searching the SIU campus directory alphabetically.
On and off-campus mailboxes are located in the copy room of the main office.
For bulk mailings consult one of the secretaries for the most efficient and least expensive mode of sending. They can provide you with the proper
CAMPUS MAIL form and instructions for your mailing.
Stationery, mailing labels, and envelopes are available in the main offices.
Reserving Meeting Rooms
Room 125 and the Tedrick Auditorium are available for meetings. Tedrick Auditorium is located in the Boydston Center and can accommodate 120 people. Room 125 is located across from the Business and Track offices and can accommodate up to 30 people. Reservations for either room can be made through the Facilities Office.
Student Workers
The hiring of student workers must be approved by the Athletic Director or Executive Associate Director before a firm commitment is given.
Work for student workers in the main office should be given to the secretary responsible for seeing that work is done in a particular area. All work should be submitted 48 hours in advance of expected completion.
Student workers may serve as scorekeepers, statisticians, timers, office support staff, runners, equipment room attendants, etc. and for special events if approved by the supervisor in advance. These students must be registered on the Saluki Athletics payroll before performing such work. Registration and payroll information may be obtained from athletic business office.
Student workers employed as receptionists and office staff should not be sent on errands unless it is an emergency or their work area is covered.
Every possible effort should be made to hire workers who qualify for Federal Work Study (FWS). Permission to hire non-FWS must be obtained from the Athletic Director or the Executive Associate Director.
Student employees are limited to 25 hours of work per week for all campus jobs combined. It is the responsibility of the student employee to track hours worked. Violation of this policy will result in immediate termination. Student employees (including student-athletes) should only be paid for hours actually worked.
Tuition and Fee Waivers for Staff
The tuition and fee waiver benefit for faculty and administrative/professional staff waives full tuition and all regular fees except any late registration fees. The waiver benefit does not limit the number of credit hours that may be taken each semester. However, the Graduate School has established a limit of eight graduate hours per semester for full-time employees (a limit of 6 graduate hours for summer semesters). Full-time employees who intend to register for graduate hours that exceed these limits must seek approval from the Graduate School. Adjunct 0% appointments are not entitled to a tuition waiver. To receive the tuition and fee waiver benefit, a staff member must complete an Application for Tuition Waiver each semester. The form can be obtained and submitted at the Graduate Registration Office, Woody Hall Room B-104, or at Employee Records, 806 S. Elizabeth. Note that staff members who register on or after the first day of the semester will be assessed a $15.00 late fee, which is not covered by the waiver. The late fee and any past due amounts must be pre-paid before registration will be processed. An Application for Tuition Waiver is available at:http://eforms.siu.edu/siuforms/info/hro1052.html.
Tuition and Fee Waivers for Children of Seven-Year Employees
The tuition and fee waiver benefit for children of seven-year employees waives 50% of the tuition for the number of credit hours in which the student is enrolled. The employee’s child must be under the age of 25 at the beginning of any academic year in which the benefit is claimed. The waiver benefit will be granted for a total of 130 semester hours. The parent must be a seven-year employee and employment shall be defined as 50% time or greater over a minimum of seven academic years. To receive the tuition benefit, a Child of Public University Employee Tuition Waiver application must be completed and returned to Employee Records, 806 S. Elizabeth St. The complete text of the tuition waiver policy may be found at: http://policies.siu.edu/personnel_policies/Chapter8/tuitdep.html
The application is available at:http://eforms.siu.edu/siuforms/info/hro1053.html.
University and Holiday Calendars
University and Holiday calendars and can be found on the campus web site at: http://www.siuc.edu/events/.
ALCOHOL POLICIES
University regulations prohibit the use of alcoholic beverages on property owned or controlled by the University, except as specifically authorized. Exceptions to allow possession or consumption of alcoholic beverages by persons of legal drinking age at designated events and locations on campus may be approved by the President or his/her designee. Such exceptions may take place only at times and places which will not interfere with the academic functions of the University, and only if all applicable requirements of the regulations are met by the event’s sponsor.
Any athletic-sponsored event on campus that wishes to serve alcohol must have written permission from appropriate University authorities. The request should start with the Associate Athletic Director for Facilities and must have approval from the Athletics Director before proceeding through the proper University channels. Submission of the written request does not ensure that the request will be granted by the University. Any off-campus athletic-sponsored event that wishes to serve alcohol must have written permission from the Athletics Director.
Alcohol sponsorships are a very sensitive issue in the University community. No promotional materials for athletics department events or teams should contain alcohol references without prior written approval from the Director of Athletics. Such requests should start with the Deputy Athletic Director (External Relations).
CORPORATE SPONSORSHIPS
Saluki Sports Properties, a property of Learfield Sports, manages the multi-media rights for Southern Illinois University Athletics. In this capacity, Saluki Sports Properties is responsible for packaging, selling and managing the marketing and sponsorship opportunities for our department including the following: signage, radio, television, print, internet advertising (siusalukis.com), game/event sponsorships, on-court/on-field promotions, and hospitality events. Before entering into any kind of sponsorship/naming arrangement with a local business entity, please check with the Saluki Sports Properties General Manager.
COURTESY CARS
Courtesy Cars (Saluki Wheel Club)
Any person or business who provides a courtesy car for a member of the Saluki Athletics staff is a member of the Saluki Wheel Club.
Purpose
The Saluki Wheel Club allows area auto dealers the opportunity to aid the athletic department in promoting its sports program through recruiting, scouting, and public relations. The dealers can also assist the department in attracting and keeping quality coaches and athletic personnel by providing a personal benefit for them common to most NCAA Division I programs.
Supervision
The Saluki Wheel Club is under the supervision of the Director of Athletics and is coordinated by the athletic development office. The dealer will work directly with the assigned coach or staff member. The success of the Saluki Wheel Club is dependent on the personal relationship between the athletic department's assigned coach or staff member and the car dealer.
Importance
The Saluki Wheel Club is of great benefit to Southern Illinois University and the SIU athletic department both in terms of cost and convenience. Participating dealers are held in high esteem for their contribution to the University and especially to the athletic department.
Benefits
Each member of the Saluki Wheel Club is recognized as a donor to the SIU Foundation-Saluki Athletics Scholarship Fund and receives the benefits of a Saluki Council contributor when they provide a courtesy car for one full year. These benefits include special parking and seating priorities as well as many other privileges that are exclusive to members of the Saluki Wheel Club.
Responsibilities of Assigned Coach or Administrative Staff Member
1) Keep the courtesy car clean and neat at all times.
2) Never use a spare tire unless it is an emergency.
3) The car is to be serviced regularly to manufacturer’s specifications and at the dealer’s service department if at all possible.
4) The car is to be returned promptly to the dealer at agreed time, mileage allowance, or upon separation of service from the University.
5) Responsible for all repairs required, not covered by the manufacturer’s warranty, including deductible portions of insurance if involved in a chargeable accident.
6) Responsible for any and all traffic and/or parking violations.
7) Return car in good, resalable condition.
8) Responsible for insurance coverage as agreed to with dealer, as applicable.
9) Responsible for licensing fee as agreed to with dealer, if applicable.
10) All automobile accidents must be reported by the coach or administrative staff member to the car dealer, Intercollegiate Athletics’ development office, and the University Risk Management immediately following accidents.
11) It is recommended to stay in constant communication with your dealer and develop a good relationship. For more information regarding the Courtesy Car Program, contact the Assistant Athletic Director for Development.
PROCUREMENT OF GOODS AND SERVICES
SIU FEIN Number
The SIU Tax ID Number (TIN, also called FEIN) is 37-6005961. See the athletic business office for completion of any forms requiring a tax ID number.
Payments to Outside Parties
See the athletic business office for proper procedures on all payments to vendors, outside parties including sports officials, and internal transfers of funds. Staff members must confer with the athletic business office
for all purchases over $1,500. All quotations, invoices, and other descriptive materials must be provided to the athletic business office for correct payment. Failure to obtain authorization and proper purchasing documentation prior to making a purchase will result in personal liability for the purchaser.
Joint Purchase
The Executive Associate Director must approve all purchase orders for equipment which are to be used by more than one coach or staff member.
Charges for University Services
Charges incurred through University offices will be billed internally. Contact the athletic business office for proper accounting information and forms.
Specific forms can be found on the individual service unit websites.
Purchasing Equipment
When equipment is delivered, the equipment supervisor and the purchaser should be informed immediately. If the equipment is received by the Associate Athletic Director for Facilities or the equipment supervisor, the purchaser will be informed immediately. This communication is essential!
When the equipment is received, items must be checked to ensure that all parts are received and are in working order so that claims and tracers can be filed within appropriate time intervals. The purchaser and athletic facilities staff are responsible for ensuring that all equipment is marked "Intercollegiate Athletics--SIU," and correctly tagged through the Fixed Assets Department. The item(s) must be added to a specific inventory. The equipment supervisor or Associate Athletic Director for Facilities will assist with these duties.
Purchase Requisitions
All purchases over $4,999.99 require authorization before the purchase is made. Any equipment purchases $1,500 and above also requires authorization prior to the transaction. Failure to obtain authorization and a purchase order will result in personal liability for the purchaser.
Purchase requisitions should be used for the purchase of items which cost $4,999.99 or more (or equipment
at $1,500+) and must be processed through the athletic business office prior to making the purchase. A complete quotation, including style, and/or model designations, sizes, and quantity desired, pricing, and the preferred vendor (if any) must be provided. If one particular brand or item is necessary, include “No Substitutes, Please” below the description.
Items on the purchase requisition may be put out for bid by the Procurement Services Office or be requested to be bid by the athletic business office. Any small goods or services over $50,000 and any professional service over $20,000 must go out for bid. See the athletic business office for proper procurement procedures and time frame required for the bidding process prior to making any purchases. A Purchase Requisition Form can be found at the following link under Departmental Forms: http://procurement.siu.edu/forms.html
Procurement Card
Obtaining a Procurement Card
Requests for Procurement cards (P-Cards) are made at the departmental level by completing the P-Card Cardholder Agreement form and the Cardholder Account form. See the athletic business office to request a p-card.
Training
Cardholders do not have access to the PaymentNet and are given “Informative Training” when they pick up their new P-Card. New Cardholders should see the athletic business office for instructions on proper use of the p-card.
Keeping Your Card Secure
Always keep the P-Card assigned to you in a secure place. Treat it as if it were cash. If your P-Card is lost, stolen or misplaced, follow the procedures at http://www.procurement.siuc.edu/pcard.html
Use of Card
1) Limitations
a. Cardholder Account Form Established Limits
b. Single Purchase Limit shall not exceed $3,500 per transaction. This amount includes all shipping, postage, freight, and handling charges.
c. Exceptions to established limits must be requested through the athletic business office by submitting a Higher Transaction/Monthly Limit Request form.
2) Making successive purchases (“stringing”) to circumvent the $3,500 single transaction limit, or $50,000 competitive selection limit, are not permitted.
3) The card is not to be used to modify or pay for any regular Purchase Order or annual orders.
4) Transactions with suppliers or individuals where a conflict-of-interest may exist are strictly prohibited.
5) Acceptance of gratuities (i.e., merchandise, cash, or services) for making purchases is not allowed.
6) When using the P-Card, the Cardholder agrees to:
a. avoid purchasing unnecessary items;b. Perform a price/cost analysis; andc. avoid purchasing from parties debarred,
suspended, or otherwise excluded by federal or state agencies from being awarded a contract.
7) Non-use of the P-Card for twelve consecutive months will result in withdrawal of the P-Card by the issuing Bank.
8) The Cardholder may not make personal purchases on the P-Card. The University will be authorized to make salary deductions for any personal charges made by Cardholders.
9) Misuse or fraudulent use of the P-Card may result in disciplinary action and possible termination of employment. Periodic reviews for proper card use will be conducted.
For further details go to the SIUC Procurement Card Program, Policies and Procedures Manual at:http://www.procurement.siuc.edu/pcard.html
Prohibited Purchases/Exceptions List
View the Prohibited Purchases/Exceptions List before making any purchase utilizing a P-Card. A current copy of the list is available at http://procurement.siu.edu/pcard/geninfo/pcardprohexc.pdf under General Information.
Tax Exemption
The University is exempt from sales and use tax in Illinois, thus the Cardholders should avoid paying sales tax on purchases from suppliers registered in Illinois. Purchases from suppliers outside the State of Illinois may or may not be exempt. Southern Illinois University is imprinted on each card along with the words IL Tax and the tax-exempt number to assist the Cardholder in avoiding being charged sales tax by the supplier. The University’s tax-exempt status and exemption number should be emphasized when telephone orders are placed. An IRS issued SIU Tax Exemption Letter is available for faxing to any Supplier requesting documentation. The letter is available at:http://procurement.siu.edu/taxexempt/illinois.pdf.
P-Card Purchase Request
Upon making a purchase, please complete the P-Card Transaction Form. All itemized receipts and related documentation must be attached to the Transaction Request. If a receipt is not possible to obtain after all efforts have been exhausted to do so, a P-card Expense Certification Form should be completed and attached to the P-Card Transaction Form. This form is available online at: http://procurement.siu.edu/forms.html under the header P-Card. Upon completion forward the form to the athletic business office for reconciliation.
Receipt/Documentation
Each and every purchase must be supported by an itemized receipt from the supplier. Packing or credit card slips alone are not acceptable.The receipt must include:
1) Supplier2) Amount3) Date4) Itemized description of item(s) purchased
If the P-Card receipt only includes the total purchase amount, attach the detail receipt, packing slip with detail information, or invoice to the receipt.
Lost, Stolen/Misplaced Cards
Immediately upon realizing the P-Card is lost, stolen or misplaced, the Cardholder must notify:
(a) JP Morgan Chase: 1-800-316-6056(b) SIU P-Card Administrator 453-6728(c) Athletic Department P-Card Manager
JP Morgan Chase will inactivate the card and issue a new one. The new card will be sent to Procurement Services for processing and distribution.
The Cardholder’s department may be liable for all charges incurred until the card is reported lost, stolen or misplaced. Go to http://procurement.siu.edu/pcard/manuals/polprocmanual.pdf under the General Information drop down menu for all details relating to lost, stolen or misplaced P-cards.
Important Phone Numbers/Addressees
Disputed Transactions:JP Morgan Chase1-800-316-60561-847-931-8861 – FaxJP Morgan Chase Disputes DepartmentPO Box 2015Elgin IL 60121-2015Lost, Stolen, Misplaced Cards:JP Morgan Chase: 1-800-316-6056Purchasing P-Card Administrator:Rich Jarvis: 453-6728
Reconciliation
Statement from JP Morgan Chase
The monthly P-Card statement from the Bank will be mailed to the cardholder. The calendar month starts on the 6th and ends on the 5th of every month. Statements usually arrive around the 12 th of each month. If the statement is not received by the 12th, contact the P-Card Administrator.
The statement must be reviewed and approved by the Cardholder each month. All charges that were electronically received by the University during the calendar month will appear on this statement and the monthly Accounting Information System (AIS) reports.
The Cardholder statements must be reviewed and approved monthly to ensure that receipts and other acceptable documentation supports each purchase. Failure to have the appropriate documentation, authorization signatures, etc., for each statement may result in revocation of the card and/or termination of employment. The Cardholder will be audited for compliance on a regular basis.
After the athletic department P-Card Manager has determined that the appropriate receipts and other
supporting documentation are on file for each purchase on a statement, the Cardholder must verify the charges were correct and related to University business.
STAFF TICKET POLICY
Complimentary Tickets
Complimentary tickets are the equivalent of cash to our department. It is important that complimentary ticket use be kept in this perspective. Intercollegiate Athletics is accountable for every ticket that is used. Complimentary tickets must be viewed as a direct cost to a particular departmental budget. The Athletic Director must approve all complimentary ticket requests other than those listed below.
Athletic Staff
Full-time members of the athletic department may receive two (2) complimentary tickets for each home game or special event (if available). These tickets are to be used by immediate family members only. To obtain tickets, sign your name and number of tickets needed in the ticket request book located in the athletic ticket office. Each available event will have a sign-up sheet and deadline. The deadline is 12 p.m., two (2) days prior to the event requested. Tickets will be distributed after the deadline has passed.
Staff members who would like to obtain reserved seats for football and/or men’s basketball can purchase one season ticket, and receive one free. If staff members would like to sit in areas requiring a contribution for seating, they must be a member of the Saluki Athletics Scholarship Fund at the appropriate level.
Full-time assistant coaches in the respective sport receive four (4) complimentary tickets and graduate assistants receive two (2).
Coaches and families of sports involved may receive the same number of complimentary tickets for an away game as for a home game. If the tickets must be purchased, costs are charged to the respective sport.
Away game tickets for athletic department staff will be handled by special request through the Athletic Director.
Men’s Basketball Coaches
Men’s basketball coaches are required to submit a list of potential guests they may want to leave tickets to for our event. This form will be sent by the Assistant AD for compliance to the men’s basketball staff before the start of the season. The staff will return the sheets before the first game of the season. The list will include guests for all contests not just home games. If the sheets are not returned, tickets will not be issued to the staff until receipt of the lists.
TRAVEL
For questions regarding travel, contact the athletic business office, and the Accounts Payable website “Know Before You Go” Travel Manual located at http://procurement.siu.edu/travel/know.pdf, clicking on the TRAVEL link. You may also call the Travel contact in the Procurement Services Office at 453-1306 or 453-1301.
Absences Due to Travel
Staff
Staff members should complete Absence Request forms at least one (1) week in advance of a competitive or professional trip and at least 48 hours in advance of recruitment or other type of trip. Forms are available in the Saluki Athletics main office and online.
Faculty/Administrationhttp://eforms.siu.edu/siuforms/info/hro1011.html
Civil Service http://eforms.siu.edu/siuforms/info/hro1012.html
If a staff member must miss a staff meeting due to travel to an event, it is the responsibility of the absent party to find out what was missed in order to meet obligations and deadlines presented at the meeting. Check with a colleague about the information if minutes are not immediately available.
Procurement Services
Within one (1) week after the trip, prepare a Travel Expense Voucher. The AP Travel Expense Voucher is available online. Access the form via the eforms website http://eforms.siu.edu/siuforms/info/acp0303-fy13.html. The athletic department uses the Non-Standard Rate Travel Expense Voucher. It must be
submitted to the business office with all receipts and trip forms attached. For assistance with completing the Travel Expense Voucher, see the athletic business office.
During the trip, receipts must be dated and kept for all expenses, including meals, lodging, tolls, parking, entry fees, and rental vehicle and transportation expenses (if non-University transportation is used).
All receipts must be attached to the AP Travel Expense Voucher and must match expenditures on the request. If you do not have a receipt for a charge that was done using a P-card, please use an Expense Certification form, found online at http://procurement.siu.edu/forms.html under the heading P-card. If you do not have a receipt for a charge that was placed on a personal card, an Expense Certification-Employee form should be completed and attached to the voucher. This form is available online at http://procurement.siu.edu/forms.html under the section titled Travel. This form provides an explanation of the loss of the receipt or of the inability to obtain the receipt.
Daily receipt totals for meals and lodging must be prorated according to staff/student-athlete expenses.
If you use a P-card in payment for expenses incurred while traveling on University business, an itemized bill must be obtained from the vendor. The credit card slip is unacceptable as an itemized receipt.
Travel Advance
Athletics staff members may procure aTravel Advance of funds with which to pay expenses only for a team competition trip or a staff member’s recruiting trip lasting more than seven days. This advance is in the nature of a temporary loan from Procurement Services and must be fully repaid within one week after returning from the trip.
Athletic travel advance request forms are available from the athletic business office. The form includes the Invoice Distribution Form (IDF) located at http://procurement.siu.edu/forms.html under Departmental Forms. The Invoice Distribution Form must be signed by the correct fiscal officer or delegate. The Procurement Services Office needs to be notified at least 5 days in advance. Travel Advance checks must be picked up in Procurement Services and a photo ID is required.
Lodging & Meals
Exceptions to meal and lodging limits may be granted by the Executive Associate Director for Business upon consideration of such factors as the number of persons in the travel party and geographic location of the travel site.
Lodging
It is the responsibility of each employee to request the lowest available lodging rate at the time of making the reservations.
A person who requires special consideration due to a handicap may be reimbursed for the actual cost to obtain a room that is adequately accessible. The traveler is still required to request the least costly rate available considering the circumstances. If another person or department is taking care of your lodging reservation, you need to make sure that they are aware of the limitations and policies.
If your lodging is paid by an outside source other than the University, please state this on the voucher.
Procurement Services needs an itemized receipt that shows the form of payment used.
If using a credit card, please make clear whether a personal credit card or the University P-Card was used.
If the room is shared with another individual, please make clear which person made the payment. If a room is shared with another individual, both names must be stated on the voucher even if the other person is not a University employee.
If lodging is paid by the University P-Card, an incidental account should be set up at the time of arrival to cover other items not allowed on the P-Card. Items allowed on a P-Card are room charges plus tax and business related phone calls.
Meals cannot be paid for by the P-Card while on recruiting travel status. Only meals for competition travel may be charged to a p-card.
The lodging receipt must be in the traveler’s name or justified as to why it is not.
Lodging Limits
Most areas of the state and country have per night lodging limits. An amount in excess of lodging limits will not be reimbursed without justification. They are, however, still subject to review by the Higher Education Travel Board. Maximum allowed rates by area are posted at http://www.procurement.siuc.edu/travel/reimbursement.pdf
Overnight accommodations at a hotel in the St. Louis area before a flight leaving the next day, are allowed only if the flight is scheduled to leave before 10:00 a.m. This must be noted on the Travel Expense Voucher.
Conference lodging and official meeting lodging may be reimbursed in an amount greater than the maximum allowance provided in the Reimbursement Schedule, as can “overflow” hotels as designated by the conference organizers.
NOTE: MAXIMUM HOTEL RATES FOR A SPECIFIC AREA CAN ONLY BE EXCEEDED IF THEY ARE A CONFERENCE SITE OR THEY ARE THE ONLY AVAILABLE ROOMS IN THE AREA.
Package deals that include both airfare and lodging can only be paid or reimbursed by the University if there is sufficient documentation clearly stating the cost of the airfare separate from the cost of the lodging. This documentation must be provided along with the itemized receipt for the package deal. Do not purchase a package deal unless you are certain you can provide an itemized receipt showing the breakout of all expenses for that package.
Meal Policies
In order for an employee (and student-athlete) to receive reimbursement for breakfast expense, he/she must be on travel status and leave the designated official headquarters or home if reporting directly to destination other than her/his official headquarters prior to 6:00 a.m. In order to be reimbursed for dinner, he/she must leave before 6:30 p.m.
University employees will not be reimbursed for lunch unless on overnight travel status, but student-athletes will be reimbursed for lunch.
In order for an employee (and student-athlete) to receive reimbursement for dinner expense, he/she
must be on travel status and arrive back at her/his official destination or home if traveling directly from a destination other than her/his official headquarters after 7:00 p.m.
Athletics Department Maximums for Professional and Recruitment Travel:
Meals (Applicable to Single-day trips only):
Competition In-State Out-of-State$5.50 $6.50$5.50 $6.50$17.00 $19.00
In-State Out-of-State$5.50 $5.50$0 (No lunch amount allowed)$14.00 $14.00
Meals (Applicable to overnight travel only):
Amounts broken into quarters:1st quarter 12:00 a.m. to 5:59 a.m.
2nd quarter 6:00 a.m. to 11:59 a.m.3rd quarter 12:00 p.m. to 5:59 p.m. 4th quarter 6:00 p.m. to 11:59 a.m.
Per Diem
In-State Competition travel is $28.00 per day or $7.00 per quarter a day.
Out-of-state competition travel is $32.00 per day or $8.00 per quarter a day.
Recruiting travel is $25.00 a day or $6.25 per quarter a day.
Use of Personal Vehicles
When a University employee uses a personal vehicle on official University business and has an accident, that employee’s personal automobile insurance provides primary coverage and the State of Illinois coverage is secondary. If a non-University employee (e.g., student-athlete or volunteer coach) uses a personal vehicle for University business and has an accident, that individual’s personal automobile insurance is primary. The State of Illinois does not provide secondary coverage. If a non-University employee uses a University vehicle on official
University business and has an accident, the State of Illinois coverage is primary only if prior approval for the driving arrangement has been secured through Travel Service.
Standards for Automobile Travel Mileage
All cost estimates in planning and budgeting for future travel should be based upon mileage information from mapquest.com or other internet sites that calculate mileage and is an acceptable form of back-up documentation for reimbursement.
Athletic department mileage reimbursement is $0.375 per mile [eff. 8/1/09].
Reimbursement for courtesy car or car stipend mileage is $0.14 [eff. 8/1/09].
Use of Rental Cars
Rental Car Contract
SIU currently has a contract with National Car Rental. It is the preferred vehicle rental agency, if available, at the travel destination.
Car Insurance
Do NOT take out insurance for rental cars when on University business. Reimbursement will be disallowed. State Universities in Illinois are now self-insured.
The traveler should be aware that the standard rental agreement for vehicles states that NO ONE UNDER 21 YEARS OF AGE OR NO ONE OTHER THAN AN EMPLOYEE OF THE UNIVERSITY is permitted to drive the leased vehicle. (Avis requires the driver to be 25 years of age.) If these conditions are violated, the insurance of the lessor is voided. It is important that all authorized personnel who lease vehicles in the name of SIU include the name of the University as the lessee. If a loss should exceed the lease liability coverage, the state fleet policy would be the excess liability carrier and not the traveler's personal automobile insurance.
Scheduling University Vehicles
Travel Service
The Travel Service business office is open Monday through Friday from 7:30 a.m. to 5:00 p.m. The Auto Shop is open from 6:00 a.m. to 8:00 p.m. Travel Service can be contacted at 453-3357 for any questions.
No per day charges will be assessed until the date designated for the trip to begin. In instances where vehicles cannot be picked up Friday afternoon, the current procedure established to pick up vehicles at Physical Plant Facilities Operation Center (Central Control) can be utilized. Arrangements must be made in advance for afterhours pick up.
Staff should avoid speeding and other violations while driving University vehicles. All violations (alleged and actual) are recorded with the University.
Always examine campus vehicles for safety and equipment before leaving on a trip. Also, it is wise to verify the accuracy of the beginning mileage.
The law governing drivers transporting individuals states that drivers can be on duty for a 15-hour period, of which only 10 of these hours can involve driving. When a driver reaches these limits, there must be an eight-hour period where the driver is out of the vehicle and off duty. If a driver is going to be driving for 10 hours, he/she must have an 8-hour rest period prior to the start of the next drive. No exceptions to this rule are permitted.
Vehicle Reservation
Complete and submit a vehicle reservation form at the SIUC Agile Fleet Commander website at https://siu.agilefleet.com/login.asp well in advance for each vehicle desired. Travel vehicle reservation forms must be coded according to the type of trip. Travel vehicle requests must be coded according to the type of trip. Use the following codes:
Competitive Travel--Budget Purpose number; Object Code 7889
Recruiting Trips--Budget Purpose number; Object Code: 7989
Staff Travel--Budget Purpose number; Object Code: 5192
Vans are scheduled mid-month for the following month. If you request a van two (2) or three (3) months ahead of time, vehicles are scheduled on a first come, first served basis. Submit requests early!
Vehicles must be picked up on time. If you are going to be late, notify Travel Service. They will hold a vehicle for two (2) hours after your scheduled pickup time. Vehicles which are picked up after two (2) hours after their noted pickup time will be assessed a late charge. If you fail to pick up the vehicle by then, you will be charged a cancellation fee and lose the vehicle.
If you must cancel a vehicle, notify Travel Service even if only one (1) hour prior to pickup time. You will not be charged a cancellation fee if you do so.
Vehicles which are returned two (2) hours or more after their noted return time will be assessed a late charge.
Rates for vehicles are available at:http://www.pso.siu.edu/travel/svc_vehrntl_rates.html.
Drivers
Although University policy permits student drivers who are 21 years of age and have a valid Illinois driver’s license, under athletics department policy, no student-athlete should be permitted to drive during team travel for competition.
Bus Contract
We have a contract for Charter Bus Services that is renewed annually. All requests for charter bus service should be made through the Business Office. A Travel Service Bus Request is provided through the SIUC Agile Fleet Commander at: https://siu.agilefleet.com/login.asp.
Air Travel Purchase Policy
All Competition air travel reservations must be approved by the business office before purchase. All other air travel is at the discretion of the purchaser, who must strive at all times to obtain the best available price. Travel agents may NOT be used without prior approval from the business office. In addition, early boarding and/or preferred seating are also NOT to be purchased under any circumstance.
Staff Professional Travel (Conferences, Clinics)
The following policies apply for staff travel financed by Saluki Athletics when the trip is not made for purposes of recruiting or chaperoning student-athletes as a coach.
The trip should be budgeted whenever possible through the proper sport (1) year in advance (i.e., when the coach submits her/his budget for the next fiscal year).
A direct relationship should exist between the trip and the duties of the person(s) involved. The trip should benefit the student-athlete(s) and/or their program in some meaningful way.
The request for the trip must be made at least two (2) weeks in advance and must be approved by the Sports Administrator.
Saluki Athletics per diem must be used for professional travel and recruitment. Convention materials can be paid with a P-card or cash.
Recruitment Travel
Recruitment travel requires completing all the same forms as standard travel. In addition, when recruiting, you must include the initials of the prospective athletes(s) being recruited on any and all paperwork. If you are recruiting several athletes, include the name of the event (e.g., Illinois High School State Tennis Tournament).
Team Travel
Refer to Team Travel
WEIGHT ROOM
The weight room is for student-athlete/Intercollegiate Athletics team strength training. Athletics department staff members are allowed to use the facility (tipically over the noon hour), if staff member of the strength and conditioning staff is present and it does not interfere with the training of the student-athletes. Athletic department staff members will be held accountable to the same policies and procedures as the student-athletes as outlined in the Student-Athlete Handbook.
For more information see Strength & conditioning
SPORTS PROGRAMS
ACADEMICS/STUDENT SERVICES
Admissions
The Associate Athletic Director for Student Services (AAD-SS) serves as the departmental liaison with the Director of Undergraduate Admissions and monitors the admissions process of each student-athlete to ensure adherence to University admission requirements. Each sport is responsible for ensuring that a prospective student-athlete submits the required documents for admission. The Student Services Office distributes a weekly Admissions Status report on all prospective student-athletes to the head coach of each sport.
Preliminary Review of Transfer Student-Athletes
Prior to a prospective student-athlete’s (PSA) official visit on campus, the Transfer Student Services Office will perform a preliminary review of the PSA’s academic record. Transcripts from all institutions attended must be submitted to the Compliance Coordinator. The CC will provide the transcripts to Transfer Student Services for evaluation of credit hours and GPA. Upon completion of the review by Transfer Student Services, the evaluation will be provided to the Associate Athletic Director-Student Services to determine eligibility in the PSA’s selected major. The AAD-SS emails a copy of the evaluation to the respective coach, the Compliance Coordinator and the Assistant Athletic Director-Compliance.
http://www.siusalukis.com/auto_pdf/p_hotos/s_chools/silu/genrel/auto_pdf/transferassess.
Mid-Year Transfers
In order to ensure mid-year transfer student-athletes are admitted to SIU in a timely manner, guidelines have been established by the office of undergraduate admissions. These guidelines can be found online at:
http://www.siusalukis.com/ot/compcoachform.html
Community Service
SIU Athletics is dedicated to giving back to the community that so generously supports us. The student services office creates community service projects designed to assist schools, charities and other agencies in the Southern Illinois area. Each team is required to select a local charitable organization to work with each academic year. All requests for student-athletes to volunteer in the community should be directed to the academic staff. The academic staff will make every effort to fulfill the request and ensure a Community Service Request Form is completed and submitted to the Director of Athletics for signature. The form can be located online at http://www.siusalukis.com/auto_pdf/p_hotos/s_chools/silu/genrel/auto_pdf/promoact. A copy of the form will be provided to the Assistant Athletic Director for Compliance.
GradesFirst
GradesFirst is an academic management database used by the Student Services staff to monitor study table attendance and the academic progress of student-athletes. Coaches have access to the database by visiting https://siusalukis.gradesfirst.com. Username and passwords are provided to each head coach by the Student Services Staff.
Throughout each semester, instructors of student-athletes complete progress reports through the GradesFirst system. The instructors provide information on attendance, grades and general comments. If a professor considers a student-athlete to be “at-risk”, the report is also sent through email to a member of the student services staff as well as the head coach. The student-athlete will also receive an email indicating they are at-risk in a course. Coaches and student-athletes have access to academic progress reports through the GradesFirst website.
On-Campus Housing
The Associate Athletic Director for Student Services (AAD-SS) coordinates housing arrangements for student-athletes who live on campus. All student-athletes are required to live on campus during their freshman year. Once a student-athlete is admitted to SIU, they are required to complete a housing contract on-line. Athletics is provided with a group of rooms
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for incoming freshmen. The AAD-SS assists the head coach with assigning student-athletes to the on-campus spaces.
Break Housing
When on-campus housing is required during University breaks, the Associate Athletic Director for Student Services (AAD-SS) works with University Housing to ensure space is reserved. Head coaches are required to submit a request for break housing at least one week in advance of the University break. Students who reside in Neely Hall may remain in their rooms over scheduled University breaks throughout the academic year. Break Housing is an additional $24.00 per night during breaks for the Fall 13/Spring 14 academic year. To schedule Break Housing for the academic year, contact Associate Athletic Director at 618-453-5468. Break housing keys must be picked up and returned at the Trueblood Area Office.
Student Athletic Advisory Committee
The Student Athletic Advisory Committee (SAAC) is a registered student organization on campus comprised of student-athletes representing all eighteen sports sponsored by the University. The purpose of SAAC is to give student-athletes an opportunity to provide input on matters affecting student-athlete welfare. SAAC is also active in community service projects and encouraging student-athletes to support each other’s teams. Each team is represented by two team members with the exception of football and track & field who have four team representatives. Selection of each team’s representatives is critical in making sure that the representatives understand their responsibility to bring information from SAAC to the team and from the team back to SAAC. It is also important that coaches provide an opportunity for SAAC representatives to discuss issues and upcoming events with the team they represent. This committee meets twice monthly and is chaired by an executive committee elected each year.
Student-Athlete Evaluations and Exit Interviews
Each student-athlete gets an opportunity on an annual basis at the end of their sport season to evaluate their experience as a student-athlete. The evaluation form is completed via computer and results are tallied and
distributed to coaches and relevant athletics department staff. This provides the coaching staff and support units with feedback that helps us to identify issues and make changes designed to improve the student-athlete experience.
In addition, an in-person group exit interview is conducted by the Athletic Director and sport administrator with each team’s seniors at the conclusion of the sport season. This meeting provides another opportunity for student-athletes to evaluate the athletics program. These seniors are also invited to schedule an individual interview if they so desire. This information again is shared with coaching staff and support units so that improvements can be made.
Student Services Staff
The student services staff in Intercollegiate Athletics helps student-athletes to reach their full potential by offering an academic support program that assists all student-athletes with their transition into college. The staff is located in the Troutt-Wittmann Academic & Training Center.
The duties of the Student Services office include but are not limited to advising student-athletes regarding programs of study and course selection, counseling and mentoring student-athletes, monitoring academic progress, overseeing study hall and tutoring programs and coordinating on-campus housing, educational programming and community service activities. The staff also coordinates the distribution of travel absence letters to faculty and provides referrals for counseling and other on-campus support services. The Student-Athlete Handbook, which includes detailed information on academic support services as well as academic requirements of student-athletes, is available on-line.
Student-Athlete Handbook
Each student-athlete has on-line access to the Student-Athlete Handbook through the following website: http://grfx.cstv.com/photos/schools/silu/genrel/auto_pdf/2012-13/misc_non_event/Handbook13.pdf. This handbook contains valuable information on policies, procedures and resources for both student-athletes and their coaches. Coaches should familiarize themselves with the policies and procedures contained in the handbook.
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Study Table
Student-athletes with a cumulative GPA of 3.0 and below are required to study a minimum of six hours per week in the academic center. All freshmen and transfer student-athletes are also required to attend study table a minimum of six hours per week. The attendance of these student-athletes is monitored through the GradesFirst database and study hour reports are provided every Monday to each head coach. Coaches can also monitor the hours of their student-athletes throughout the week. Sanctions for missing study table are determined by the individual sports.
Troutt-Wittmann Academic Center
The Troutt-Wittmann Academic Center is available to all student-athletes including student-athletes who have exhausted their athletic eligibility and are receiving fifth-year aid.
Hours of Operation
Fall and Spring SemestersSunday 12:00 p.m. – 10:00 p.m.Monday-Thursday 8:00 a.m. – 10:00 p.m.Friday 8:00 a.m. – 5:00 p.m.
Summer SemesterMonday-Thursday 8:00 a.m. – 6:00 p.m.Friday 8:00 a.m. – 5:00 p.m.
University HolidaysClosed
University Travel Absence Policy
SIU recognizes there will be times when a student-athlete must miss class due to travel for competition. For this reason, a standardized letter along with the Undergraduate Student Absence form will be provided to each student-athlete by the student services staff. The student-athlete is responsible for handing this form to each professor at the beginning of each semester. For more details, see the “Missed Class Policy” in the Scheduling Policies section of this handbook.
ATHLETIC INJURIES: CARE, PREVENTION AND TREATMENT
General Policies
Coaches must inform all student-athletes during the first week of practice that they should go directly and immediately to their athletic trainer for the care of athletic and non-athletic related injuries and illnesses. Student-athletes should be sure to inform their coach when they are seeing the athletic trainer. Failure to comply with these policies may result in inadequate treatment or unnecessary costs charged to the student-athlete.
During athletic events at SIU, an athletic trainer should be at each competitive site in case of an accident. Minor accidents can be treated at the SIU Health Service. Injured student-athletes from other universities will be treated at the SIU Student Health Service if the injury occurs during the hours of operation.
The certified athletic trainer in charge of the sport should be notified 24 hours in advance (or by Friday noon, whichever allows more time) in regard to: practices to be held on weekends, changes in scheduled practice times, and cancellations of scheduled practice times. The Health Service is open weekdays from 7:30 a.m. to 4:30 p.m.
Emergency Procedures
Intercollegiate Athletics has developed a Sports Medicine Emergency Action Plan to help ensure that the best care will be provided. Please see the following link:
http://www.siusalukis.com/ot/staff-handbook.html
In the absence of an ambulance or team physician, the certified athletic trainer will determine which medical facility will be used in the event of an emergency occurring at a practice or scheduled athletic contest. Emergencies may be sent to Health Services or an ambulance may be called for
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transportation. Site specific emergency plans are located online at:
http://www.siusalukis.com/ot/VisitingTeam s.html
Persons in serious accidents with any of the following characteristics should be sent directly to Memorial Hospital of Carbondale: unconsciousness, severe bleeding, penetrating wounds, displaced or open fractures, seizures, and serious neck or back injuries. If an ambulance is required for a student-athlete from a visiting team, the institution in which the individual is enrolled is responsible for this expense, and the attendant and coach should be informed. If a student-athlete should require emergency services for illness or injury when the Health Service is closed, (s) he should go to Memorial Hospital of Carbondale.
Medical Policies
Medical Policies and Procedures
The coordinator of sports medicine and team physician for SIU is Dr. Rollin Perkins. Southern Illinois Orthopedic Associates is the primary provider of orthopedic services. The team physician is ultimately responsible for the health and medical welfare of all intercollegiate student-athletes. All members of the athletic staff that coach, condition, train, or supervise organized University teams report to the team physician and athletic trainer in all matters involving the health and medical welfare of the student-athletes.
No student-athlete should be permitted to risk permanent aggravation of existing disability whatever the circumstance. Following an injury or significant medical problem, the team physician will decide when the student-athlete can resume practice and/or competition. In the absence of the team physician, or designee, the athletic trainer will decide whether the student-athlete can participate or practice. Should the injury be serious enough for the student-athlete to be hospitalized or require surgery, the student-athlete’s family should be notified by the head coach or athletic trainer.
The athletic trainer will follow the physician’s orders on all treatment and will inform the physician on a routine basis as to the progress the student-athlete is making on her/his rehabilitation and treatment. A medical treatment log will be maintained by the athletic trainer for each student-athlete. It is the
student-athletes’ responsibility to make sure that their treatment and rehabilitation is recorded on the treatment log. All athletic training students will serve under the supervision of the team physician and certified athletic trainer. If a coach experiences a problem with an athletic training student, they should notify the supervising certified athletic trainer immediately.
If a student-athlete is under the care of a physician other than a physician designated by Dr. Perkins, (s)he must provide the athletic trainer with a written statement from that doctor permitting practice and competitive activity with any restrictions or modified activity carefully specified. The student-athlete will not be permitted to participate without this documentation.
Treatment of Student-Athletes
All athletic and non-athletic injuries and illnesses should be reported to the athletic trainer immediately. Referral to physicians (Health Services) for all injuries and illnesses should be made only by the athletic training staff except in cases of extreme emergency or prior permission from a staff athletic trainer. Initial referrals are made to Dr. Perkins, or designee who will make any additional referrals.
The student-athlete should present to/call the training room before 11 a.m. and a staff member will make an appointment for him/her at the Health Service if deemed necessary. The Health Service requires patients to report 15 minutes prior to the appointment time. If a student-athlete is late for an appointment or misses an appointment without canceling two hours in advance, (s) he will be required to pay a $6.00 charge.
An athletic trainer accompanies student-athletes to appointments whenever possible. Coaches shall neither require nor permit a sick or injured student-athlete to practice or participate in a game without the approval of the team physician or athletic trainer. The athletic trainer should inform the coach immediately when a student-athlete should not practice or participate. The media will not be allowed in the training room.
Physical Examinations
Pre-participation physicals will be performed only on freshmen and transfer students, those student-athletes requesting a physical, and those student-athletes
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whom the athletic training staff or medical staff believes should have a physical. All physical exams will be performed by the team physician or his/her designee. The physicals for selected student-athletes, freshmen and transfer students will be performed prior to and during the first two weeks of the Fall semester each year. All returning student-athletes will receive an annual cardiovascular physical prior to participation in summer weight training, conditioning workouts conducted by the SIU strength and conditioning staff.
The physicals for newly chosen Shakers, Cheerleaders, and Mascots will be performed following try-outs on a date to be determined, in conjunction with the first summer camp practice. Student-athletes who are unable to obtain their physicals during the regularly scheduled times (above) will be seen at the Health Service with an individual appointment. These appointments will be dependent upon the appointment schedule of the Health Service. Physical examinations will include a thorough medical examination, an orthopedic examination and a laboratory work-up for all new student-athletes.
Student-athletes cannot condition, practice, or lift with the team until they have passed a complete physical examination and have a Physical form signed by the physician. All student-athletes (including returning student-athletes) are required to complete a medical history information sheet.
Tryout Waiver Policy
The athletic administration has approved the use of tryout waivers by certain sports to prevent unnecessary physicals from being performed on those prospective student-athletes who are not ultimately selected for participation on the team. The following are limitations to the tryout waiver:
1) Each prospective student-athlete must bring a current medical physical (within the last six months) from a licensed physician. If the physical exam is obtained somewhere other than SIU Health Service, the exam should include a sickle cell solubility test (SST), hemoglobin 5 quantitative, or documentation of results of a prior test. Please include lab results. Also, the medical history on the reverse side of the tryout waiver must be completed.
2) The prospective student-athlete is limited to five days of tryouts.
3) A certified athletic trainer will review all medical histories. Questionable histories will be referred to the team physician.
4) The signed tryout waiver and medical history form must be approved by the sports medicine staff and will be kept in the athletic training room.
5) Intercollegiate Athletics will accept no liability for injury or illness incurred by a prospective student-athlete as the result of a tryout.
6) If a prospective student-athlete has received a refund of the Extended Medical Care Benefit Plan fee, they must be willing to repay this fee if they are selected to be on an Intercollegiate Athletic team.
7) Tryouts will not include collision or high-risk activity.
8) Anyone under the age of 18 must have their parents’ approval, in writing, to participate in a tryout.
Injury Prevention
All new student-athletes will undergo strength and evaluative tests to determine weaknesses and problem areas prior to beginning practice, but no later than the beginning of the Fall semester. Temporary standards for strength adequacy by experience level will be used until reliable individualized data can be established.
Individual programs for each student-athlete will be designed and implemented. Pre-season and in-season conditioning programs should be implemented in all sports with few exceptions. The cooperation of coaches in injury prevention programs is essential.
Infectious Diseases Policy
This policy was developed due to recommendations made by the Center of Disease Control and the SIU AIDS Task Force on infectious disease control and the HIV virus. The policy should be followed by all personnel working in Intercollegiate Athletics.
Anyone who handles blood or any other body fluids shall wear latex gloves. The gloves protect the person handling blood or fluids from being infected from a variety of diseases including Hepatitis B and HIV. Goggles shall be worn if there is any chance of blood or body fluids getting into the eyes of the provider. Latex gloves must be readily accessible and easily
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seen in all areas where blood or body fluids are handled.
Germicides must be used to disinfect areas which have contact with potential infectious diseases. Three areas in Intercollegiate Athletics where the possibility of infectious disease is the highest are the training room, weight room and locker rooms. A germicide must be used to clean all treatment tables, rehabilitation equipment and sinks frequently throughout the day. If a student-athlete has a known infectious disease, the table must be cleaned immediately. A whirlpool used by anyone with an infectious disease must be cleaned using bleach immediately. The equipment in the weight room must be cleaned frequently using a germicide. Any equipment in the weight room used by a person with an infectious disease must be cleaned immediately. Any disposable items that are contaminated by blood or body fluids must be placed in a separate container labeled infectious waste. All athletic department laundry shall be treated with universal precautions. It shall be assumed that laundry is contaminated with blood or body fluids. Athletic department personnel shall wear latex gloves when handling contaminated laundry. All laundry shall be containerized in SIU laundry containers. Any blood or body fluid spills must be cleaned in the following manner: Dilute with 10 percent bleach solution for one minute and cover. Use latex gloves and dispose of covering and cleaning cloths in infectious waste container.
MRSA
Methicillin Resistant Staphylococcus Aureus, (MRSA) is an infection that has affected many college campuses as well as both professional and collegiate athletic teams. Southern Illinois University has not been immune to this situation. Intercollegiate Athletics has been very pro-active in its response to this problem in an attempt to safeguard the health of our student-athletes. In September of 2005, Intercollegiate Athletics invited the State of Illinois Epidemiologist, a member of the Illinois Department of Public Health Regional Communicable Disease Control Section along with representatives of the Jackson County Health Dept. Student Health Service to conduct a very thorough review of the SIU athletic facilities. A twelve-point list of recommendations was developed and responsive action was taken to address each point. Preventative educational handouts were developed and are distributed to each student-athlete and the coaching staff when necessary to address what the infections are, proper hygiene,
and what to do if a lesion is suspected. In October 2006, Intercollegiate Athletics went a step further and hired Sports Antimicrobial Systems to do a preventative spray treatment of our football locker room, weight room, and athletic training room as a further preventative measure. Should an area of high incidence recur a repeat application would be considered.
Nutritional Supplements
Nutritional supplements are not strictly regulated and may contain substances banned by the NCAA, resulting in a positive drug test and loss of eligibility for intercollegiate competition. Student-athletes should be advised that before consuming any nutritional/dietary supplement, they should review the product and its label with their athletic trainer, coaches, or strength and conditioning staff. Student-athletes should be provided accurate information on nutritional supplements, and should be suspicious of any product claiming to be “performance enhancing.” It is not worth risking eligibility for products that have not been scientifically proven to improve performance and may contain banned substances.
Over-the-Counter Drug Policy
Each year more and more medications become non-prescription and are available to student-athletes over-the-counter (OTC). Student-athletes frequently purchase these medications. It is not uncommon for student-athletes, listing their medications prior to NCAA drug testing, to include six or more OTC drugs being used simultaneously, and in addition to prescription medications. Side effect profiles for many of these compounds are significant.
It is impossible to prevent student-athletes from purchasing their own OTCs. Unfortunately, another source of OTCs to student-athletes is from coaches. Intercollegiate athletic trainers dispense OTCs under a protocol previously approved by the athletic administration, and there is documentation of each medication dispensed. No such documentation exists when OTCs are dispensed by coaches, and coaches rarely know what prescription medications their student-athletes are taking. Because of potential side effects and interactions of OTCs with prescription medications, and because of lack of proper documentation, coaches must not distribute OTCs to student-athletes at any time.
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Weight Management
Policy Regarding Weight Management
When a coach feels a student-athlete has a performance problem potentially related to a body composition issue, the student-athlete will be referred to the athletic trainer who will further assess the situation and refer as deemed necessary to the appropriate healthcare professional. (Certain criteria will be established for identifying potential problems: performance changes and medical problems. Some of these problems would include but not be limited to: stress fractures, chronic illness, chronic fatigue, anemia, irregular menstrual cycle, appetite changes, insomnia, and inability to concentrate. Based on the findings of the assessment by the athletic trainer, the referral would be made to one of the following: physician, dietician, psychologist, or any other healthcare professional determined beneficial.)
The coach should express concern regarding performance issues that may be related to body composition in a positive manner without using negative terms. For example, discussion of weight or percent body fat is considered negative feedback where recommendations of evaluating diet and energy expenditures with consideration to changes in proper performance eating would be a positive response.
Coaches should not recruit a student-athlete with the intentions of bringing in the athlete and expecting the student-athlete to lose or gain weight to reach the desired weight. There should be an educational aspect for student-athletes regarding body composition, performance eating, and disordered eating. In addition, they will be informed of the coaches’ role in addressing weight and nutrition issues.
Eating Disorders
The incidence and seriousness of eating disorders such as bulimia and anorexia nervosa have received much public attention in our weight-conscious society. The student-athlete population is susceptible to these psychological problems, and affected student-athletes often endure severe medical complications because of poor nutritional habits combined with the added physical demands required in training and competition.
The Intercollegiate Athletics staff is understanding and supportive of student-athletes who suffer from eating disorders (as well as from other psychological and physical problems) and will assist in seeking treatment, so that student-athletes can continue as a contributing member of their team. Confidentiality is guaranteed at both the Health Service and the Counseling Center. Individuals who suspect that a student-athlete has an eating disorder should consult the certified athletic trainer in charge of the sport. Personnel in Intercollegiate Athletics want to help student-athletes with eating disorders and want to retain student-athletes on our teams while the problem is being add
Mental Health Emergency SIU Contact Protocol
During Office Hours:
Call the Counseling Center, 453-5371
State your name, office on campus, and that you are calling regarding a mental health emergency concerning a student or employee.Ask to speak with:1) Dr. Frank Kosmicki, Chief Psychologist2) Dr. Rosemary Simmons, Director3) Counselor on Duty
After Hours:
If the student is stating s/he is suicidal or they have made an attempt, they need to have a mental health assessment at Carbondale Hospital Emergency Room.
1) The student needs to be transported to the Memorial Hospital of Carbondale Emergency Room. You may call DPS, 453-3771, for transportation assistance. The student will be treated by the physician who will also call H Group to complete a mental health assessment.
2) The staff member who witnesses the incident and/or called 911 should report the incident (call, email, text) within 24 hours to the Director of the Counseling Center - Dr. Rosemary Simmons, Counseling Center, Student Health Center, Room 253, Day phone: 618- 453-5371, text or call after hours: 618-521-0793, email: [email protected]
3) DPS officers will email the police report to Dr. Rosemary Simmons if they help with the incident.
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4) The H Group mental health counselor will call the Counseling Center the morning of the next business day and provide his/her verbal report to:
a. Dr. Frank Kosmicki, Chief Psychologistb. Dr. Rosemary Simmons, Directorc. Counselor on Duty
Emergency Consultation:
Department of Public Safety Officers, Coordinators of Residence Life and Hall Directors, and Athletic Trainers may call the Counseling Center Director for emergency consultation after hours. You may reach the Counseling Center Director or her designee by calling the Counseling Center after Hours Emergency Cell Phone Number: 618-521-0793. This can be used while in Carbondale or while traveling with the team.
Student-Athlete Pregnancy
Intercollegiate Athletics will be proactive in terms of dealing with student-athlete pregnancies. The procedures for dealing with a student-athlete pregnancy will be consistent with NCAA guidelines. Pregnancy will be treated as any other temporary health condition regarding receipt of an institutional grant-in-aid. Female student-athletes are permitted a one-year extension of the five-year period of eligibility under NCAA rules for reasons of pregnancy. A student-athlete will not be forced to terminate a pregnancy because of financial or psychological pressure or fear of losing her institutional grant-in-aid.
Insurance
General
All student-athletes should be familiar with Intercollegiate Athletics medical policies. Failure to comply with these policies may result in inadequate medical treatment or unnecessary costs charged to the student-athlete. Be sure to note differences in insurance policies for athletic-related and non-athletic-related injuries and illnesses.
Each student-athlete’s personal group, family, or individual health insurance plan provides his/her “PRIMARY” insurance coverage. The athletic medical coverage will be provided by the SIU Student Health Programs Extended Care Plan (Insurance). Please refer to the Extended Medical Care Benefit Plan information. The athletic coverage is“EXCESS” or “SECONDARY” coverage.
Therefore, a medical claim must first be submitted to the family, group, or individual insurance plan prior to consideration by the Student Health Programs Plan. When the student-athlete’s “primary” insurance company has processed the claim, the “Explanation of Benefits” from the “primary” insurance company, plus the itemized due bills, should be sent to the Student Medical Insurance Office, SIUC, 374 E. Grand Ave., Mailcode 6740, Carbondale, IL 62901. For each athletic-related injury an SIU Extended Care Plan Claim Form must be completed.
The Student Medical Benefit Fee is technically a fee which the student may request to have refunded; however, because of the exclusiveness of the services and insurance provided by the fee, all student-athletes are required to retain the coverage. Only the head athletic trainer may grant permission for a student-athlete to request that any part of the fee be refunded. It is essential that the Athlete Family Insurance Information and Record Release Form requesting parents’/guardians’ insurance information be completed fully and accurately. Also, a copy of the insurance card(s) should be provided. If there are questions about insurance and/or medical bills please see the Assistant Athletics Director immediately.
Athletic Related Injuries
The Student Health Programs Extended Care Plan covers athletic-related injuries which occur during practice and/or competition in an intercollegiate sport under the direct supervision of an athletics staff member. The Student Health Programs medical plan does not cover treatment of pre-existing conditions (illness, injury, or condition for which medical advice or treatment was received within six (6) months preceding the student’s effective date of coverage under the SIU Plan, or which produced clear distinct symptoms that indicated the illness, injury, or condition probably manifested itself before the effective date of the student-athlete’s coverage.)
Pre-existing conditions are not eligible for coverage until the student-athlete has been continuously enrolled in the SIU Plan for (12) months. Please refer to the Extended Medical Care Plan brochure or online at:http://shc.siu.edu/resources/forms_applications.html#insuranceforms for additional information regarding this plan limitation. The SIU coverage for student-athletes requires that a student-athlete initially seek attention for an athletic
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injury from an SIU staff athletic trainer or Intercollegiate Athletics team physician or designee If a student-athlete would seek treatment from an outside physician without an SIU Referral, the plan will not make payment.
Non-Athletic Related Injuries and Illnesses
The SIU Student Health Programs Clinic (Health Service) is the primary care provider for the student-athlete. Appointments are scheduled through the athletic trainer for non-athletic injuries or illnesses. The student-athlete is billed a fee of $6.00 per visit, and this charge is billed on the Bursar’s Account. Medications prescribed for non-athletic injuries and illnesses are not covered. The student-athlete will be billed on their Bursar’s Account for medication received at the Student Health Programs Clinic/Pharmacy.
Training Room Guidelines
The training room is equipped with modalities and supplies for the management and care of injuries sustained in Saluki Athletics participation. All student-athletes using the Training Room must have completed the medical history questionnaire and have been cleared for participation by the coordinator of sports medicine/team physician.
Training Room Rules for Student-Athletes
1) Proper attire should be worn in the athletic training room at all times
2) Do not wear cleats or spikes in the athletic training room
3) Take a shower after practices before receiving treatment
4) Avoid horseplay, loitering, improper language, and unnecessary confusion
5) Avoid self-treatment; all taping, bandages, etc. will be applied by the athletic trainers
6) Do not use athletic training room equipment or supplies without permission
7) Do not remove equipment or supplies from the athletic training room without permission.
The athletic training room will open from 8:00 a.m. until the end of practice every day. During this time, treatments will be administered and specific help will be given concerning use of the rehabilitation and other conditioning equipment. The athletic training
room will be closed from 12:00 p.m. to 1:00 p.m. and student-athletes may receive treatment by appointment only. Those student-athletes who must have care before practice should report one hour before practice; coming in five (5) minutes before practice will not give enough time for proper treatment and treatment will not be administered.
Ice
The ice in the training room is for treatment of our student-athletes. Athletic trainers are not to make a practice of distributing ice for any other reason. A staff athletic trainer may distribute ice if it will not create a shortage or inconvenience in the training room.
AWARDS
Missouri Valley Conference All-Sports Trophy
We in Saluki Athletics strive for excellence across the board in all of our sports. One measure of that success is the MVC All-Sports Trophy, which is based on a school’s average finish in each of the championships sponsored by the Conference. Teams are awarded one point for first, two for second, three for third, etc. and the total accumulated points are divided by the number of sports in which a particular school competes. Finishes in baseball, basketball, softball, tennis and volleyball are based on regular-season competition. All other sports are determined by finish at the championship tournament or championship meet. Winning the All-Sports Trophy is an athletic department goal.
Letter Awards
A letter award winner is an individual who has contributed to the success of the team through exceptional performance, dedication and effort. The letter award winners for each sport are determined by the head coach based upon a published set of standards for each sport.
1) 1st Year Letter winner Letter Winners Jacket
2) 2nd Year Letter winner Watch
3) 3rd Year Letter winner Blanket
4) 4th Year Letter winner Framed Varsity Letter
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Note: Participants who letter for the first time in their last year of eligibility may select a letter jacket in lieu of a watch.
Student trainers who complete their senior practicum with a sport may receive a letter award based upon the recommendations of the head athletic trainer and the head coach of the respective sport. Student managers may letter in their senior year upon the recommendations of the coordinator of equipment and facilities and head coach. The award will be the same as that for a senior who has not previously qualified for a letter.
Junior college and transfer student-athletes with two years of eligibility who qualify for a letter will receive a jacket their first year and a watch their last year. Junior college and transfer student-athletes with 3 years of eligibility at SIU who qualify for a letter will receive a jacket their first year, a blanket their second year, and a watch their third year.
BUDGET AND PURCHASES
Accounts
Per NCAA rule, any funds associated in any way with SIU athletics must be kept in a University account. Account names and titles are obtained from the athletic business office staff.
Budget Procedures
Prior to the beginning of the fiscal year, each coach or member of the support staff will be notified of the amount allocated to her/his sport or area for the upcoming year.
Staff must plan carefully in order to stay within their budgets. If for some unforeseen reason(s), approved expenses exceed the budget, the overage will be deducted from the amount allocated for that activity the following year, or recovered from other sources (e.g., SIU Foundation account).
Coaches and support staff will be asked to submit a budget for the following year. This budget should be itemized and specific (e.g., number of people per meal, trip site, equipment needed, etc.). The budget should be typewritten and justifiable in every respect. Forms will be provided for assistance in budget preparation.
Budgets should be submitted by April 1st each year unless requested earlier.
Financial Reports
Monthly financial reports will be issued to all coaches and support staff. Monthly reports should be checked carefully, and any errors should be reported immediately to the athletic business office.
Coaches should maintain accurate records of expenditures apart from monthly reports. Records should be kept throughout the fiscal year.
Income
All funds collected should be delivered the following business day to the athletic business office for deposit into the correct University account. Solicitation of advertising and/or promotional funds must first be approved by the Assistant Athletic Director for Marketing.
Foundation Funds
All coaches and staff should assist in raising maximum unrestricted funds through the Foundation in addition to raising restricted funds for their specific sport or activity.
Each sport has an “improvement” account in the SIU Foundation. The coach may conduct special fundraising events each year contingent upon the approval of the Athletic Director and the Deputy Athletic Director (External Operations). See the Deputy Athletic Director (External Operations) for proper approval procedure and Foundation Fund-Raising Guidelines.
Official Visit Recruit Reimbursements
When a recruit comes to campus on an official visit, and reimbursement is requested, the prospective athlete must sign an invoice voucher before departing and provide receipts for transportation to the hosting coach within one week.
All official recruiting visits must be recorded and receive approval from the Compliance Office and kept on file. Coaches must maintain complete records of expenditures for these visits.
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Break and Meals Incidental to Competition for Student-Athletes
Meals for student-athletes who are required to remain on campus during University breaks for practices and competitions may be provided. Coaches are encouraged to have student-athletes dine at the residence halls whenever possible. Dining at selected local eating establishments is permissible when residence halls are not available. See the athletic business office two weeks prior to the break to request per diem to pay for student-athlete break meals.
Per diem may only be provided student-athletes (not coaches). However, coaches may dine with student-athletes at pre-and post-game meals. If cash is given to student-athletes for meals, each student-athlete must sign a signature sheet for each day per diem is received.
CAMPS AND CLINICS
Coaches and support staff are encouraged to conduct camps, clinics and workshops as a service function as well as for the purpose of generating needed income for their respective activities and supplementing their personal income.
Coaches and support staff are encouraged to run camps through the Division of Continuing Education. Athletic department personnel who have questions regarding camps, or would like to start a camp, should confer with the Associate Athletic Director for Facilities who is responsible for the operation of summer camps. Coaches and staff are permitted to earn up to 20% of their annual salary working camps and clinics sponsored by SIU or other providers. This income is subject to the University’s Outside Income, Internal Consulting and Conflict of Interest Policies. For camps occurring during normal working hours, coaches and staff must take vacation time to receive any additional compensation.
Clinics, whether they be coaching clinics or player development clinics, are operated solely within the athletic department. Coaches wishing to conduct clinics should confer with the Associate Athletic Director for Facilities who is responsible for camps and clinics.
When conducting any kind of camp or clinic, the coach must confer with the Assistant Athletic Director for Compliance regarding applicable NCAA
rules on names, dates, locations, participant limitations, staff payments, and advertising of the camp or clinic. Finally, all of our camp and clinic activities must be in compliance with the recently adopted Policy on Activities Involving Minors which can be explained in more detail below.
Policy on Activities Involving Minors
Southern Illinois University, as a part of its public engagement mission, has many activities that include minors. The protection and safety of minors in these activities is a high priority of the University and of the organization administering these activities. The University is committed to providing a safe and enjoyable environment for minors when they are using campus facilities or interacting with campus departments and staff. This comprehensive policy is set forth to provide that all reasonable steps are taken so that activities involving minors are carried out in accordance with all applicable laws, policies, and regulations.
For more complete Policy on Activities Involving Minors visit http://policies.siu.edu/employees_handbook/chapter10/activities-involving-minors.html and http://policies.siu.edu/_common/documents for Activity with Minors Event Form.
COMPLIMENTARY ADMISSIONS
High School/Junior College Coaches
All varsity and JV head and assistant coaches of the Southern Illinois Coaches Association may be granted two (2) complimentary admissions (via a pass list) per home event in the sport they coach (e.g. football for football, basketball for basketball). Tickets are only available for home games on a space-available basis. The coaches must show their SICA card and be listed on the high school’s roster provided by each school’s Athletic Director.
Student-Athletes
No hard tickets may be issued to student-athletes. Complimentary admissions are only provided via a pass list for individuals designated by the student-athlete.
Complimentary admissions for home and away games may be issued to varsity squad members. Each
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squad member (as designated by the coach of that squad) may receive up to four (4) admissions for each home game and up to four (4) admissions for each away game upon request.
A student-athlete must designate all persons, by name, who receive complimentary admission. It is the responsibility of the student-athlete to inform the designated person that a photo I.D. is required for admission.
No switching names will be allowed at the pass list gate after the deadline to sign up for complimentary admissions has passed.
Coaching staff must provide the athletic ticket office with a listing of all persons designated to receive complimentary admissions two (2) days prior to home games and two (2) days prior to departure for away games. If a student-athlete has a reason for not complying with the deadline, his/her coach must be informed prior to the signing deadline.
A maximum of four (4) complimentary admissions may be granted to a squad member for post-season competition regardless of number of years on the squad. The total cost of admission is charged to the respective sport.
Prospective Student-Athletes (PSAs)
During an official or unofficial visit, (3) complimentary admissions may be provided (only through a pass list) to a PSA and the PSA’s parents, spouse or guests. The head coach should submit a PSA complimentary pass list form to the Saluki Athletics compliance office prior to the athletic event in which coach would like to provide the PSA with complimentary admission. If a PSA is a member of a non-traditional family (erg., divorce, separation), SIU may provide up to two additional complimentary admissions to the PSA in order to accommodate the parents accompanying the PSA (er., stepparents) to attend a home athletics event. Please note: the admissions may be provided only on an individual-game basis to a campus event in which an SIU team practices or competes. Please review the information below for ticket distribution policies at selected events.
Men’s Basketball:
The PSA and their parents/guest will sign the PSA complimentary pass list and be issued their reserved
ticket stubs. Remind your PSAs to enter at the West Side Entrance to SIU Arena.
Women’s Basketball:
The PSA and their parents/guest will sign the PSA complimentary pass list and be issued their reserved ticket stubs. Remind your PSAs to enter at the West Side Entrance to SIU Arena.
Football:
The PSA and their parents/guest will sign the PSA complimentary pass list and be issued their reserved ticket stubs. Remind your PSAs that the ticketing table is located at the West Gate of the Football Stadium under the south end of the pressbox.
Volleyball and Softball:
PSA and their parents/guest will sign the PSA complimentary pass list and be issued their reserved ticket stubs. Remind your PSA’s that the ticketing table is located at the front of the venue.
Others
Media persons (number and names to be determined by Director of Media Services).
DRUG & ALCOHOL EDUCATION & TESTING PROGRAM
During the 2001-02 academic year, the athletics department implemented a Drug & Alcohol Education & Testing Program for our student-athletes. Prior to implementation, we worked with representatives from University legal counsel, the wellness center, the health center, the athletics department staff and student-athletes to develop a policy that emphasizes education and deterrence rather than punishment. We received a great deal of assistance from the Center for Drug Free Sport, which is the entity that conducts NCAA drug testing. The program includes a “Safe Harbor” clause that allows a student-athlete to self-identify and receive treatment for alcohol or other drug problems. The policy also includes a provision that treats as a first positive test result any conviction or plea of driving under the influence of alcohol, public intoxication, drunk and disorderly or other violations of law or the SIUC Student Conduct Code involving drugs or alcohol. This allows us to deal with alcohol or drug
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abuse that results in legal or disciplinary action in a positive way to get the student treatment. We have developed a referral system for student-athletes who test positive so that coaches are made aware of compliance with treatment requirements and also have the opportunity to provide information to the counselors about the student-athlete’s behavior subsequent to the positive test and during counseling. A copy of the Drug & Alcohol Education & Testing Program is included in the Student-Athlete Handbook.
EQUIPMENT
General Equipment Use Statement
All equipment issued to student-athletes, coaches, managers, trainers and other persons using athletic department facilities including game gear, practice gear and field equipment is the sole property of the Department of Intercollegiate Athletics-Southern Illinois University at Carbondale.
Return of Equipment
Any equipment issued to any person is to be returned to the Coordinators of Equipment and Facilities upon request or at the end of an athletic season in the condition it was issued subject to wear and tear and normal use.
Any issued equipment not returned as above mentioned will be charged to the responsible person at the current replacement rate.
Any outstanding debts will result in a hold on all athletic awards and records and a Bursar's hold being placed on the responsible person.
In and Out-of-Season Practice and Game Preparation
It is at the discretion of a sport’s head coach or equipment room liaison to determine what the needs are for a given practice, game or workout and convey their needs to their Coordinator of Equipment and Facilities in an acceptable and timely manner. Prior to the beginning of the season, it is up to the coach to meet with the Coordinator of Equipment and Facilities to evaluate practice and game needs.
Maintenance
The coaches and equipment room liaison are responsible for working with the Coordinators of Equipment and Facilities to keep equipment clean and in good order throughout the season.
Repair
Broken equipment should be immediately reported to the Coordinators of Equipment and Facilities in order to be repaired or replaced in a timely manner. Charges for the repair of broken equipment will be paid by the group responsible for breaking the equipment. Equipment destroyed beyond repair should be reported to the Coordinators of Equipment and Facilities who will then report it to the Executive Associate Director/CFO.
Replacement and Ordering
New equipment needs and replacements should be included in the budget which is submitted to the Associate Athletic Director for Finance/CFO. For additional information on ordering equipment, see the section on Budget and Purchases.
FINANCIAL AID POLICIES AND PROCEDURES
Athletic scholarships, the values of which are varying combinations of tuition, fees, books, room and board are available to student-athletes who demonstrate outstanding athletic ability as well as the ability to academically succeed in the University classroom.
To qualify for this scholarship, student-athletes must fulfill the admissions requirements of Southern Illinois University, and meet and maintain the eligibility requirements for athletics participation and financial aid established by the NCAA, Conference and Southern Illinois University Carbondale.
These scholarships are granted for a period of one academic year and may be upgraded, downgraded, renewed, or non-renewed in accordance with NCAA regulations after each year of participation.
Student-athletes who receive athletic aid will be informed no later than July 1 of each year of the exact amount of aid they will be offered for the following year. If the student-athlete’s athletics aid is reduced or not renewed for the following year, he/she
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has the right to an opportunity to appeal the decision. The student-athlete may request a hearing through the campus financial aid committee, which is chaired by the Director of Financial Aid.
Summer School Aid
In order to be eligible for summer athletically related financial aid, a student-athlete must take at least three hours during the summer. To receive institutional aid such as school loans, a student must be enrolled in at least six hours for the summer. Also, a student wishing to work on-campus during the summer must be enrolled in at least three hours.
Any student-athlete wishing to receive athletically-related financial aid for summer school should meet with their head coach and athletic academic advisor. Student-athletes are required to submit a summer school aid application, available from the Saluki Athletics compliance office. Summer school aid may only be used to pay for courses which are degree applicable. Courses for double majors or minors will not be paid for. Provision of summer school aid is at the discretion of each coach, subject to availability of funds and final approval of the student-athlete’s application request by the Director of Athletics or the Associate Athletics Director.
The following NCAA rules apply to summer aid:
1) Summer financial aid may be awarded only to attend SIU’s summer term.
2) The student-athlete may not receive athletically related financial aid to attend SIU’s summer session unless the student-athlete received such athletically related aid from SIU during the student-athlete’s previous semester, unless a student-athlete who has not received athletically related aid from SIU during the previous academic year may receive athletically related financial aid if:
(A) The student-athlete has been awarded athletically related financial aid for the following academic year; and
(B) The aid is awarded only in proportion to the amount of athletically related financial aid the student will receive for the following academic year. (Bylaw 15.2.3.1.2.5)
3) Summer aid may be awarded only in proportion to the amount of the athletically related aid received during the student-athlete’s previous academic year (e.g., someone who received 50
percent in athletic aid is eligible for a maximum of 50 percent of summer athletic aid).
4) If the student-athlete drops his/her summer school class(es) after the drop deadline, receives a D/F/INC, and/or does not put forth the appropriate effort, the student-athlete will be responsible for ALL charges associated with the class(es) (e.g., tuition, fees, and other financial aid granted based on enrollment in the class(es)).
Fifth-Year Aid
Limited financial assistance is available for fifth-year student-athletes who have completed their eligibility. Student-athletes requesting such aid must complete and submit a Fifth Year Aid Application along with a graduation plan obtained from their advisor. Applications are available from the Saluki Athletics compliance office. Provision of fifth-year aid is at the discretion of each coach, subject to availability of funds and final approval of the student-athlete’s application request by the Director of Athletics or the Associate Athletics Director. Only courses that count toward graduation will be paid for by fifth-year aid.
Additional Financial Assistance
The Financial Aid Office processes many sources of financial aid in the form of grants, scholarships, student work, and loans. The basis for this aid is usually academic excellence and/or financial need. Student-athletes must complete a Free Application for Federal Student Aid Form (FAFSA) each year in order to be eligible for on-campus employment and to determine eligibility for other types of aid. All financial aid awards received by a student-athlete are subject to NCAA regulations and must be approved by the athletic department before the student-athlete can receive the award. The following are a few of the forms of financial aid available to student-athletes. Please see the Saluki Athletics Compliance Office for more information.
Pell Grant
The Pell Grant is a federal aid program designed to provide assistance to undergraduate students who demonstrate financial need. The amount of the grant is based on the expected family contribution (EFC), the level of funding, and the cost of education. Students enrolled less than full-time will receive a reduced grant award. Eligibility must be established each year by filing the current FAFSA at http://www.fafsa.ed.gov/.
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Federal Work Study (FWS)
Students awarded and accepting FWS should review the Job Listing Board and obtain a Student Employment Referral at the Financial Aid Office (FAO) at SIU.http://www.studentjobs.siu.edu/_common/documents/supervisors-student-employement-manual.pdf. Illinois Monetary Award Program (MAP) Grant
The State of Illinois Monetary Award Program (MAP) Grant offered by the Illinois Student Assistance Commission (ISAC) assists undergraduate students in need who are enrolled at least half-time. The student and their parents must be Illinois residents in order to qualify for this grant. Grant funds are used to pay fees and tuition only.
Illinois Residency
Intercollegiate Athletics strongly encourages each out-of-state student-athlete to become an Illinois resident at the earliest possible time. This allows our department to provide tuition for two Illinois residents for the same cost as for one out-of-state student. Criteria for establishing residence include but are not limited to, year-round residence and Illinois driver’s license.
Guidelines
The student must, at a minimum, move to Illinois, get an Illinois driver’s license, and register any vehicles in Illinois. Tax returns, pay check stubs, deeds to property, and other evidence may also be presented in support of the residency application. These steps must be taken at least six months before the start of the school term in question. Please consult with the Saluki Athletics compliance office regarding deadlines for applying.
Applications
Undergraduate students may pick up an Illinois Resident Tuition Application at the Office of Admissions. Student-athletes may also pick up an application in the Saluki Athletics compliance office. The application must be signed in the presence of a Notary Public. A Notary Public is available in the Office of Admissions as well as in the athletics
department. Completed applications may be submitted to the athletics compliance office.
In-State Residency Policy for Domestic Student-Athletes (Rev.2011)
Objective:
In order to reduce the skyrocketing costs of the budget for athletics scholarship without impacting the competitiveness of our teams, it is the policy of the SIU Athletics department that each student-athlete shall be strongly encouraged to apply for in-state residency as soon as is feasible during their first year of attendance to be eligible for in-state tuition rates.
Procedures:
Each head coach will identify to the Compliance Office and their sport supervisor one or more coaches from his/her team who will be responsible for ensuring that nonresident student-athletes acquire and submit the required documents prior to the relevant deadline.
That coach and the head coach will work with the Compliance Office and their sport supervisor to ensure compliance with this policy, including the requirement that upon their arrival to campus (at the latest), all student-athletes produce their required documents necessary to obtain in-state residency.
**Please be advised that Department of Motor Vehicles (DMV) requirements for obtaining a drivers license and/or state ID change frequently, so please see the Compliance Office for these requirements before each residency application. At the present time, student-athletes are required to present a valid driver’s license from another state, an original birth certificate, and an original social security card.
Deadlines:
For student-athletes who enter SIU in the summer, the deadline for acquiring and submitting documents for residency requirements is July 15.For student-athletes who enter SIU in the fall, the deadline for acquiring and submitting documents for residency requirements is October 15.For student-athletes who enter SIU in the spring, the deadline for acquiring and submitting documents for residency requirements is February 15.
Exceptions:
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International student-athletes are not permitted to become residents of the state of Illinois.Nonresident student-athletes entering SIU in the fall of 2009 and thereafter as part of the “border state initiative” may remain residents of those states (so long as the tuition they are charged is equivalent to the in-state tuition rate). The current states included in this tuition program are Arkansas, Indiana, Kentucky, Missouri, and Tennessee.Student-athletes for whom the residency process would be a hardship should contact the sport supervisor for their team to discuss their specific circumstances.
Consequences:
Domestic non-resident student-athletes who arrive to campus without the required documents necessary to obtain in-state residency (see ** above) will not be permitted to practice, condition, and work out with their team until the required documents are produced.In sports where student-athletes do not complete the requirements and gain in-state residency by their first opportunity to do so (see “Deadlines” above), the difference between the amount paid for tuition at the nonresident rate and the amount that would have been paid at the resident tuition rate (e.g., $5,500 per semester) will be deducted from the sport budgets, foundation resources, or any other resources deemed appropriate by the Athletic Director.In sports where student-athletes do not complete the requirements and gain in-state residency by their first opportunity to do so (see “Deadlines” above), tuition paid by the athletics department as part of summer school and fifth-year aid scholarships will be limited to the in-state rate for all student-athletes beginning with summer 2010 and the 2010-11 academic year.
International Students
Upon arrival on campus, each international student-athlete will meet with the SIU Nonresident Alien Tax Specialist. The end result of the above procedures is that:
1) International student-athletes receiving on-campus room and board will have 14% of the room and board amount charged to their Bursar account (unless their respective countries have tax-exempt treaties with the U.S.)
2) International student-athletes receiving off-campus room and board will have 14% of the monthly amount payable withheld from their
monthly check (unless their respective countries have tax-exempt treaties with the U.S.)
ROSTER MANAGEMENT
Intercollegiate Athletics at Southern Illinois University has chosen to comply with Title IX’s accommodation of interests and abilities requirements by using the proportionality test which measures the participation of male and female student-athletes as compared to the percentage of males and females in the student body. By utilizing a strategy called roster management, we manage the numbers of men and women on our teams by setting maximums for men’s teams and targets for women’s teams so that the proportion of male and female student-athletes closely mirrors the proportion of males and females in the student body.
SCHEDULING POLICIES
Missed Class Policy
Coaches should make every effort to minimize student-athlete absences from class and exams in scheduling travel and athletic competitions. Off-campus competition during finals exams is strongly discouraged. Each team’s travel schedule must be submitted in advance to the appropriate sport administrator for review of projected missed class days and approval of the schedule.
When practice schedules conflict with class schedules, student-athletes are required to attend class. Student-athletes who must schedule classes during practice times shall have their class schedules approved in advance by a member of the athletics academic services staff.
Under the University’s Undergraduate Student Absence Policy for University-Approved Activities, instructors will provide reasonable accommodation to students who miss exams, quizzes and the like due to participation in University-approved activities such as travel for athletics competition. It is the student’s responsibility to use the Undergraduate Student Absence Form to officially inform instructors of all scheduled absences as soon as possible in the term. It is also the students’ responsibility to arrange for the completion of all missed classroom work. Ultimately, students are responsible for the material covered in class. The Undergraduate Student Absence Form is located online at:
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http://registrar.siu.edu/pdf/AbsencePolicyForm.pdfStudent-athletes who will be traveling to away competitions should be notified of their travel schedules at the beginning of each semester and in turn notify their instructors accordingly. Coaches whose travel rosters vary should inform student-athletes who will travel at least one week prior to the event, if possible. Student-athletes are expected, if possible, to make up missed assignments prior to their departures for athletic events.
Requests for Facilities
Coaches should submit all requests for the scheduling of facilities (Davies, Arena, Stadium, Rec Center, etc.) to the Facilities Office. The coaches involved will be consulted regarding conflicting requests. Final decisions regarding time and space assignments will be made by the Associate Athletic Director for Facilities, in consultation with the athletics administration.
Cancellation and Rescheduling of Events
In the event of inclement weather during athletic competition, the event manager in coordination with athletic training staff, coaches and officials will determine if an event needs to be delayed or cancelled. In emergency situations, local authorities may be consulted for assistance with ensuring public safety. During athletic practices the athletic administration, athletic trainer as well as the head coach will determine if conditions warrant delay or cancellation of practice, based on the safety of participants. After approval for delay or cancellation is granted, the press will be informed by the Director of Media Services or his authorized representative.
For more details, see the athletic department’s policy statement on Lightning & Severe Weather at:
http://www.siusalukis.com/ot/staff-handbook.html
Practices During Holidays and Exam Week
Practice times may differ from regularly scheduled times because of student-athlete / athletic trainer schedules, facility availability, and NCAA rules regarding vacation period activities.
Those who will practice and the times at which they will practice over breaks should be identified when housing requests are submitted.
Notify the Associate Athletic Director for Facilities two weeks in advance of practice plans for holidays and exam weeks.
Notify the head trainer two weeks in advance of practice plans for holidays and exam weeks.
Away Events
The Sports Administrator should approve the schedule for each sport before any verbal or written contracts are made.
Contracts for all away competitions are given to the respective coach as soon as they are received. Please check the time, date, etc., and initial the form in the lower right hand corner before returning the form to the Sports Administrator for signature.
STRENGTH & CONDITIONING
Scheduling
A member of the strength and conditioning staff will meet with each Head Coach to determine scheduling of the facility for respective teams. A team meeting and facility orientation will be scheduled to cover user agreement, standards of use and care of the facility. Our objective is to provide an enjoyable yet challenging work environment, where athletes can train safely and efficiently. We encourage staff to use the training facility, but ask that you confine your usage to off-peak hours, and abide by NCAA mandated regulations (please consult Head S&C Coach if there is a question).
Prior to the beginning of any strength and conditioning program, the student-athlete will be required to receive a physical examination by an athletic department approved physician. Only Southern Illinois University student-athletes are permitted to use the facility. Any exceptions to usage will be determined by the Head S&C Coach prior to an individual’s use of the facility. All users (student-athletes, coaches, and administration) will be held accountable to the policies that are outlined in the Student-Athlete Handbook. Any misuse or failure to adhere to the weight room policies can result in immediate expulsion and the loss of the privilege of using the facility.
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Use Policies for Student Athletes
Only Southern Illinois University student-athletes are permitted to use the weight room. Workouts must take place during scheduled team training sessions or supervised hours. You may contact us at 453-5454 with any questions.
Respect our department - part of your commitment to the athletics program is to perform the training that accompanies your sport. Show up and be ready to work. If you have special considerations, address them with the strength staff BEFORE starting the workout.
Respect the facility - We have use of an outstanding facility. Show some pride and keep it clean. If something is out of place, return it to its proper spot – everything has a place. If you find something broken or irregular, report this immediately to the strength & conditioning staff.
Respect those athletes who are training around you - Be purposeful when in the training area. When appropriate, help those around you with spotting, technique, and training questions - otherwise, stay out of the way. If you witness an injury, report it immediately to one of the strength & conditioning staff.
Respect the coaching staff - The coaching staff is well trained and has your best interest in mind. They have the final word. If you are requested to leave, do so without question. Stay out of the offices unless there is an emergency.
Respect the team that you represent - Be on time, and be courteous to other teams in the room. Challenge your fellow teammates to perform at a level that is consistent with the ideals of your program. Personal music devices and cell phones are not allowed in the team training environment.
Respect yourself - Wear appropriate workout attire (some teams require team-issued gear). Avoid distractions and behave like an adult. Train hard, and complete your workout in a reasonable amount of time. If you are/become injured, report this immediately to one of the strength & conditioning staff.
Respect the training environment - Be aware of your surroundings, avoid distractions, and always lift a manageable amount of weight. When a coach on the floor tells you to do something, respond without hesitation – it’s probably for your own safety. Again, when training, be considerate and purposeful.
Out-of-Season Workout Precautions
In terms of out-of-season workouts, in addition to the application of the emergency medical plan, Intercollegiate Athletics strength and conditioning staff will offer non-mandatory weight training and conditioning opportunities. Those sessions occur at pre-determined times and a member of the sports-medicine staff is present at all times. In addition to the full-time staff members of athletic training, two certified graduate assistant athletic trainers are employed over the summer to assist with coverage of summer workouts. All sports medicine protocols and emergency medical plans apply.
Specifically, in the sport of football, a member of the athletic training staff is present any time a member of the strength and conditioning staff with department-wide responsibilities is conducting football-conditioning activities.
Coaches who individually work with student-athletes in skill instruction are required to have certification and training in CPR, first aid, prevention of disease transmission and familiarization with the emergency medical plan. This training and recertification is provided annually by the department.
TEAM TRAVEL
Team Travel
All forms travel forms need to be completed in the same fashion as standard travel and recruitment travel. Refer back to the Procurement Services Section on page 23 for help with acquiring the correct forms. When filing out the forms be sure to include the number of staff, number of student-athletes, athletic trainers, etc. on the work sheet.
Team Travel Information Sheet
A Team Travel Information Sheet should be completed for travel involving student-athletes. This form facilitates the notification of parents in case of an emergency. Please submit the form to the Assistant Athletic Director for Compliance the Senior
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Associate Athletic Director 48 hours in advance of the trip. See the following link for a sample of this form: http://grfx.cstv.com/photos/schools/silu/genrel/auto_pdf/2012-13/misc_non_event/TeamTravel1.pdf The Team Travel Information Sheet should include travel dates and time schedules.
In the event of an emergency while traveling, call the athletic office (618) 453-5311 during the day. During non-office hours call the SIU Department of Public Safety (618) 453-2381. In the event of an emergency relating to the health and physical wellbeing of a staff member, student athlete, or other traveling parties, always call 911 first, before contacting the athletic department or SIU Department of Public Safety.
Meal Policy for Team Travel
The meal policy for team travel is consistent with the policy on page 24. However, providing equivalent value team meals is preferred. Per diem amount should be the same whether traveling or staying in Carbondale over break. The value of meals or cash-in-lieu provided during team travel may not exceed the University’s limit on per diem unless there are extenuating circumstances or the request is approved in advance.
Transportation
Teams with over 8 individuals traveling must use bus or minibus. Van travel is not permitted between midnight and 6 am. Van travel is not permitted for trips that exceed 500 miles one way, unless multiple certified drivers are available per vehicle (not including student-athletes). Coaches drive no more than eight hours at one stretch.
When the distance is greater than 500 miles one way, commercial airline transportation should be used unless there are extenuating circumstances or alternative arrangements are approved in advance.
Airline travel may also be used for conference-mandated travel during the week in order to minimize missed class time.
Policy for Allocation and Distribution of Meal Money Directly to Student-Athletes
Coaches are encouraged to pay the actual costs of meals for student-athletes when on University travel for the following reasons:
1) Eating as a group contributes to team unity and an "esprit de corps."
2) The department is more cost accountable when receipts are received for actual meals purchased.
3) The coach can be sure that student-athletes are or are not eating.
4) With the coach present, student-athletes may make a wiser choice than when eating on their own.
It is recognized that during competitive travel, student-athletes often have varying competitive schedules, e.g., running at different times during a track meet, swimming at different times during a swimming meet, and having different tee-off times in golf, etc. In these situations, it is probably advantageous for student-athletes to eat at a selected time compatible with their competitive events. It may be possible also to eat at less cost, depending upon the site of the competitive event. In such instances, it is appropriate for coaches to give student-athletes cash for meals.
When meal money is given to student-athletes, the coach must have the student-athlete sign a receipt each day when the cash is received. The per diem for meals for student-athletes does not exceed $28.00 per day for in-state travel, and $32.00 for out-of-state travel (information also located on Lodging & Meals)
Lodging Policies
During travel to regular season events and championships, student-athletes must be housed 2 or 3 to a room with each student-athlete having his/her own bed (rollaway beds are acceptable). The $30.00 per student-athlete per night maximum should be observed.
During travel to NCAA Regional or National Championships, student-athletes may be assigned two (2) to a room regardless of cost if the additional cost can be covered by the sport budget or is paid by the NCAA.
If it is necessary to exceed the lodging allowance, prior approval is required. Early reservations will reduce the number of requests. If early reservations have not been attempted, approval may NOT be forthcoming.
During vacations/breaks, student-athletes who must train or compete will be housed in University Housing or with friends/teammates who reside in off-
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campus housing. Requests for such housing should be centralized through the Associate Athletic Director for student services and academics. All athletic housing requests should go through the student services office. University Housing charges a fee per student-athlete per night.
Travel Conduct and Rules
Coaches are responsible for the conduct and safety of any team or individuals traveling on behalf of the University for athletic competition. Each staff member and student-athlete traveling on a University-sponsored trip is expected to represent the University and athletic program in a manner that is above reproach. Use of alcohol by student-athletes on team trips is prohibited. Coaches should set specific team travel policies to ensure that student-athletes are safe, under appropriate supervision and representing the University well. [Rev. 2/27/08]
Dress for travel on Saluki Athletics sponsored trips should be appropriate and in good taste. No smoking is permitted in a University vehicle (car, plane, or bus) while on a Saluki Athletic-sponsored trip. No smoking is permitted on the athletic field or playing court. There shall be no smoking while at a restaurant or other eating place while on a Saluki Athletics-sponsored trip.
No alcoholic beverages are to be consumed at any time while on a Saluki Athletics-sponsored trip. No drugs other than those prescribed for medical purposes shall be taken at any time while on a Saluki Athletics-sponsored trip.
Leaving the Group
Permission to go out after arriving at a given destination may be granted by the coach. The coach should be informed at all times with respect to where each student-athlete can be reached. The coach is legally responsible for every individual on the trip. Everyone should be in their rooms and quiet at a reasonable hour.
In order for a student-athlete to have permission to travel to or from an event by means other than team transportation, written permission of the student-athlete's parent(s) or guardian(s) is necessary (FAX is acceptable). The permission must be received by the coach before the travel occurs. An acknowledgement of Exception to University Athletic Travel Policy form can be found at:
http://www.siusalukis.com/auto_pdf/p_hotos/s_chools/silu/genrel/auto_pdf/ExceptiontoTravelPolicy
Non-Competing Student-Athletes Traveling with the Team
Student-athletes who are ineligible cannot travel with their teams. “Redshirts” whose eligibility has been certified are permitted to travel on selected trips approved by the sports administrator.
Do not assume that an injured student-athlete who does not plan to compete may accompany a team on a trip. Special cases may be discussed by the coach with the sports administrator.
Travel by Friends and Family with Saluki Athletics Teams/Individuals
Non-Saluki Athletics personnel who travel on Saluki Athletics trips must have prior approval from the sports administrator. Non-Saluki Athletics personnel must be listed on Team Travel Information Sheets. Their travel should not result in any inconvenience to student-athletes involved, and should not result in cost to Saluki Athletics unless a service is being performed by the person(s) or the trip is a donor benefit.
TRANSFER APPEAL POLICY
Student-Athlete Transfer Appeal Policy [Revised 7/10] NCAA Bylaw 14.5.5.1 & 14.5.5.2.10
Southern Illinois University will comply with all NCAA and MVC regulations regarding transferring to and from the University. NCAA legislation mandates that if an institution received a written request for a release from a student-athlete and/or a written request to permit another institution to contact the student-athlete about transferring, the institution shall grant or deny the request within seven business days of receipt of the request. If the institution fails to respond to the student-athlete’s written request within seven business days, the release shall be granted by default and the institution shall provide a written release to the student-athlete. If the institution denies the student-athlete’s request, the institution must notify the student-athlete in writing of his/her right to a hearing. The institution shall conduct the hearing and provide written results of the hearing to the
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student-athlete within 15 business days of receipt of the student-athlete’s written request for a hearing. The student-athlete shall be provided the opportunity to actively participate (e.g., in-person, via telephone) in the hearing. If the institution fails to conduct the hearing or provide the written results to the student-athlete within 15 business days, permission to contact and/or the release shall be granted by default and the institution shall provide written permission and/or a written release to the student-athlete.
In accordance with NCAA regulations, Intercollegiate Athletics at SIU has established a committee on transfers to hear appeals from student-athletes who have been denied either a request to be contacted by another institution or a one-time transfer exception.
The committee will be chaired by the Faculty Athletics Representative and will include five members from the Intercollegiate Athletics Advisory Committee (three of whom must be faculty members), as well as a student-athlete selected by the Faculty Athletics Representative. If possible, that student-athlete will be a member of the Student Athletic Advisory Committee. The Assistant Athletic Director for Compliance will serve in an ex officio capacity to advise the committee on NCAA and Conference rules.
The following procedures will be in effect:
1) A student-athlete must submit a written transfer request (for permission to contact or the one-time transfer exception) to the Assistant Athletic Director for Compliance who will provide a written institutional response within seven business days, including notice of the right to a hearing.
If denied, the student-athlete may submit a written request for a hearing to the Assistant Athletic Director for Compliance within 10 business days of notice of the denial.
2) The Faculty Athletics Representative will convene the committee for the hearing within 15 business days of receipt of the student-athlete’s written request for a hearing.
3) The student-athlete will submit the basis for his/her appeal in writing to the Faculty Athletics Representative for the committee’s review prior to the hearing. The coach will also submit a written statement prior to the hearing.
4) The student-athlete will be provided the opportunity to appear in-person or via telephone in order to actively participate in the hearing. During the hearing, the student-athlete may present his/her case and the coach will be permitted to present his/her position.
5) The student-athlete will be notified of the committee’s decision in writing within 15 business days from the student-athlete’s request for the hearing. The committee’s decision will be based on whether the athletics department’s denial of permission to contact/transfer was clearly unreasonable. The committee’s decision will be final.
UNIFORMS
Uniform Checkout Policies for Student-Athletes
Each student-athlete shall be provided with the appropriate game uniform and game and practice equipment for the sport activity in which he/she will be participating. Uniform items issued to a student-athlete are to be worn only while participating in competition events, games, practices and while traveling to and from athletic events.
Checkout Procedures: The student-athlete's name and the issue numbers of each item to be borrowed shall be recorded by the Coordinators of Equipment and Facilities or coaching staff.
Responsibility: Each student-athlete shall be responsible for the exact uniform and equipment items issued to him/her throughout the loan period. Normal wear and tear on items is expected and will be understood; however, items which appear to be abnormally abused will be repaired or replaced by the Coordinators of Equipment and Facilities at the expense of the student-athlete. A student-athlete will be billed for items lost or ruined while under his/her care.
Due Date: The exact equipment and/or uniform items checked out to each student-athlete are to be returned to the Coordinator of Equipment and Facilities or coach on the required date as designated by the Coordinator of Equipment and Facilities or coach for that particular sport.
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If a student-athlete does not comply with the Due Date of the equipment assigned to him/her, the student will be charged the amount to replace the item(s) in question. Any outstanding debts will result in a hold on all athletics awards and records and a Bursar’s hold being placed on the responsible person.
Denial: Intercollegiate Athletics may refuse to issue uniforms and/or equipment items to a student-athlete until all previous debts are paid such as replacement fees and repair fees. Coaches should make student- athletes aware of these policies at the beginning of each sport season. son
Uniform Checkout Procedures for Coach
Coaches or equipment liaisons should provide their Coordinator of Equipment and Facilities with a competition schedule and departure dates for away competition. Let the Coordinator of Equipment and Facilities know the color of the uniform color to be packed, along with any other items that should be placed in the travel bag. Should the coach wish to have the athletes pack their own travel uniforms, the Coordinator of Equipment and Facilities will place the uniforms in student-athlete lockers.
Colors
The primary colors in uniforms are maroon, white, and black. For the correct shade of maroon request Pantone 209. For the correct shade of black request pantone process black. Any variance from this should be approved by the Director of Athletics and the Assistant Athletic Director for Marketing.
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