COACHES MANUAL
Napa Valley College
2016 - 2017
MISSION STATEMENTS
College Mission
Napa Valley College prepares students for evolving roles in a diverse, dynamic, and
interdependent world. The college is an accredited open-access, degree- and certificategranting institution that is committed to student achievement through high-quality programs
and services that are continuously evaluated and improved. The college serves students and
the community in the following areas: transfer courses, career-technical education and
training, basic skills, and self-supporting contract education and community education classes.
Athletic Department Mission
The mission of the Napa Valley College Athletics Department projects a code of conduct that
exemplifies hard work, commitment, and accountability. We honor academic integrity, positive
sportsmanship, and achievement of one’s full potential as a productive member of the
community.
The Napa Valley College Athletic Department dedicates itself to providing a comprehensive
community college environment where teaching, student learning and public service are of the
highest quality. The Athletic Department works diligently to provide equitable opportunities for
all student-athletes and staff, regardless of gender, ethnic background or sexual orientation.
The Storm Athletic Programs are the cornerstone of enthusiasm and loyalty; they engage our
graduates with the College long after they leave our campus; they serve as a common rallying
point for the community of Napa; and they reinforce the College’s commitment to diversity and
community.
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WELCOME
Welcome to Napa Valley College Athletics. The athletic department is committed to the overall
vision and mission of our institution. Student-athlete will develop academically, socially,
mentally and through the physical realm of competition.
The coaching staffs and I are committed to the success of our student-athletes, and work
diligently to promote the growth and well-being of each student-athlete.
Napa Valley College is a proud member of the Bay Valley Conference which provides our
student-athletes opportunities for competition, as well as post-season play.
We look forward to the challenges ahead and hope that you and your families become a
member of the Storm Athletic family.
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PHILOSOPHY
It is the philosophy of the college to strive for excellence in teaching and coaching, while
maintaining programs that are supported by the community, administration, the Board of
Trustees, as well as faculty and staff.
The Napa Valley College athletic program is guided by the following principles:

Athlete safety and well-being is our primary concern.

Athletic programs will exhibit and promote equal opportunity

Athletes, coaches, and administrators will achieve and maintain high
levels of performance within a moral and ethical framework.

We will support the rules, we will follow the rules and we will maintain
professional standards, sportsmanship and decorum at all times.

All programs will demand hard work, dedication, commitment and the
character necessary to be a positive and supportive team member.

Athletes will be provided the best opportunity available to receive a
quality education.
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AFFILIATIONS AND ORGANIZATIONS
The Napa Valley College Storm Athletics is a member of the California Community College
Athletic Association (CCCAA). The CCCAA sets rules and regulations for all community college
athletic programs in the state of California. It is the coach’s responsibility to know and comply
with the following regulations:
1. State: The CCCAA sets rules and regulations for all community college athletic
programs in the state of California.
2. Conference: Napa Valley College competes within the Bay Valley Conference (BVC)
in M/W Basketball, M/W Soccer, Baseball and Softball. Men’s and Women’s Golf
competes within the Big 8 Conference.
Bay Valley Conference: Napa Valley College, Solano College, Contra Costa College,
Laney College, Folsom Lake College, Yuba College, Mendocino College, Los Medanos College,
Merritt College, College of Marin, and College of Alameda
Big 8 Conference: Napa Valley College, American River College, Cosumnes River College,
Diablo Valley, College Modesto Jr College, Sacramento City College, San Joaquin Delta College,
Santa Rosa Jr College, Sierra College
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CCCAAA AUTHORITY AND OVERSIGHT
The CCCAA is authorized by the California Education Code to supervise the administration of
the men’s and women’s intercollegiate athletic programs. The State Athletic Constitution
includes policies and procedures guiding the administration of California community college
intercollegiate athletic programs. A copy of the Constitution will be provided to you annually at
the mandatory in- service training meeting.
Amendments shall be made to the Constitution, including language changes that do not change
the intent of the Constitution, by the CCCAA Board and management council by majority vote at
any scheduled or special meeting of the Board and shall take effect upon passage. Additionally,
without notice, the Board may upon majority vote at any scheduled or special meeting change
the Constitution to bring it into compliance with state or federal law.
The CCCAA Board may adopt bylaws as required to carry out the functions as described herein.
Bylaws shall be adopted by the Board and may be amended by majority vote at any scheduled
or special meeting of the Board and take effect upon passage. In any matter not otherwise
covered by the Constitution, or by resolution, Robert’s Rules of Order, newly revised, as revised
from time to time, shall constitute the rules of all meetings of the Board.
Whenever in this Constitution the context so requires, the masculine gender includes the
feminine and neutral genders, and the singular number includes the plural and vice versa.
CCCAA Responsibilities
The CCCAA Board supervises the administration of the California community college
intercollegiate programs through the development and implementation of policies and
procedures. Legislation governing the conduct of intercollegiate athletic programs shall apply to
basic athletic issues such as eligibility, recruiting, participation, playing rules, due process, post
conference competition, and financial aid. CCCAA member institutions shall be obligated to
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apply and enforce the Constitution. Enforcement procedures shall be applied to the institution
when it fails to fulfill its obligations.
In all of their activities, the CCCAA is governed by the following values:
Fundamental Values
Student Health and Welfare: The protection and enhancement of the physical health and
educational welfare of student athletes are given preeminence in the administration and
conduct of intercollegiate athletic programs.
Sound Academic Progress: Intercollegiate athletics are a vital part of the student’s educational
program. The athletic programs and their participants are integral parts of the student body.
Student athletes are required to maintain satisfactory progress towards an educational plan
and good academic standing, as directed by the Constitution and institution, in accordance with
approved policies and procedures applicable to the student body in general.
Ethical Conduct: College representatives are expected to conduct their participation with the
highest degree of honesty, integrity, and good sportsmanship. Their behavior reflects a desire
to achieve the positive goals that characterize wholesome competitive sports at the collegiate
level.
Amateurism: Individuals participating in intercollegiate athletics are amateurs whose
motivation is to engage in sports activities as a part of their academic program. Participation
brings about improvement in physical, mental and social wellbeing as derived from wholesome
physical activity.
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Equitable Competition: The opportunity for equitable competition is a basis for the rules that
are written to govern the organization’s programs.
Athletic Achievement of Excellence: Colleges with exceptional teams and individuals have the
opportunity to demonstrate their excellence by competing for a championship title.
Championship competition is administered to ensure equitable opportunities for all
participants, prevent unjust use of participants’ time and energies away from their academic
program, and minimize the cost of participation.
Gender Equity in intercollegiate athletics describes an environment in which equitable athletic
opportunities, benefits, and resources are available to all students. In the athletic environment,
student athletes and athletic personnel shall experience equitable treatment and fairness. The
CCCAA shall promote an atmosphere of respect for and sensitivity to the dignity of every
person. It is the policy of the CCCAA to refrain from discrimination with respect to its
governance policies, educational programs, activities, and employment policies.
Institutional Responsibilities
It is the responsibility of each member institution of the CCCAA to administer the intercollegiate
athletics program in compliance with Constitution and conference policies and procedures.
Each member institution shall monitor its athletic programs to ensure compliance with the
Constitution.
Conference Responsibilities
Athletic conferences shall have jurisdiction over all athletic relations within the representative
conferences. Any conflicts which cannot be resolved within the conferences or between
conferences shall be referred to the CCCAA and the decision of the CCCAA shall be final. Failure
to comply may result in the invoking of penalties. Each conference shall have a commissioner.
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COACHES CODE OF ETHICS
All athletic program personnel, Athletic Director, head coaches, assistant coaches and support
staff are expected to conduct themselves with the highest level of professionalism and ethics.
The actions of the athletic staff serve as role models for our student-athletes and reflect on
Napa Valley College’s teams, the athletic program, the entire College and the community of
Napa.
NON-DISCRIMINATION POLICY
Napa Valley College is committed to equal opportunity in education and employment,
regardless of sex, race, color, religion or national origin.
This includes admissions to the college, enrollment in classes, student services, activities,
financial aid and employment in accordance with provisions of Title VI of the 1964 Civil Rights
Act, Title IX of the Educational Amendment of 1972 (45CRF 86); Section 504 of the
Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA). Student, staff and all
others associated with the college should understand the importance of reporting concerns
about possible violations of the policy.
Napa’s commitment to equal opportunity demands full investigation of possible violations and
an opportunity for a full and impartial hearing on any matter relating to these laws and policies.
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RECRUITING
Recruitment Statement
Each coach is expected to recruit student-athletes within the Napa Valley College District.
Coaches must adhere to the CCCAA recruiting guidelines as well as BVC and the Big 8
conferences. To do so, coaches are expected to establish good rapport with local high school
coaches from Napa, Vintage, American Canyon, Justin-Siena, St. Helena, Calistoga, as well a
contact with all contiguous schools. All coaches are expected to use exemplary ethical and
professional recruiting techniques.
No representative or agent of the institution shall make a visit with a potential student- athlete,
parent or guardian outside the schools recruiting area. For anything outside of this area, the
recruit must make 1st contact with us. This means the recruit must call or email the coach or fill
out the 1st contact, Form C.
All out of district athletes, within California, must fill out a Form C in writing (if the studentathlete filled out the Form C online they must do it again). As a coach you are responsible for
turning in the completed Form C to the Athletic Director on time.
Coaches are strongly advised to document all contacts with student athletes. Coaches must be
aware of and adhere to the CCCAA regulations regarding Recruitment of Student Athletes
including subsidizing, inducements and special privileges.
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ELIGIBILITY
Athletic Eligibility
Bylaw 1 of the CCCAA Constitution covers eligibility rules and regulations.
• Amateur Standing – Required for the sport in which the student-athlete will participate.
• SEP - Student Educational Plan – All second year athletes are required to have a SEP on file.
This is the student-athlete’s responsibility. Coaches are encouraged to take an active role in
making sure this is complete.
• Units Carried – Continuously and actively enrolled in a minimum of 12 units. Count only those
units currently enrolled in, or completed. Nine of the 12 minimum required units must be
courses counting toward the associate degree, remediation, transfer, and/or certification and
must be consistent with the student-athlete’s SEP.
• Season of Participation – Participation in any (even if only one) scheduled game, meet or
match uses a season of eligibility.
• Eligibility for a Second Season – The student-athlete must complete and pass 24 units
between seasons of competition. Of the 24 units, 18 must be in course work counting toward
the associate degree, remediation, transfer, and/or certification as defined by the college
catalog, and are consistent with the student-athlete’s education plan. Units from a course
repeated to raise a grade of “D” or better shall not be counted to satisfy this second season of
sport unit eligibility rule.
• 2.0 Requirement – In order to continue athletic participation in any sport, the athlete shall
maintain a cumulative 2.0 GPA in accredited postsecondary course work. It must be cumulative
since the start of the semester of the first participation in any sport.
• Basketball Exception – Athletes need to be enrolled in a minimum of 12 units for the Fall and
Spring semesters.
• Athletic Eligibility – Napa Valley College’s Athletic Director must certify eligibility clearance of
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enrollment in 12 active units to the conference commissioner prior to the first contest. The
Assistant Athletic Director checks weekly to determine athletes who are not in 12 units.
Athletes are instantly ineligible to participate if they are not enrolled and attending 12 units.
• Transfers - Student-athletes who have previously participated in collegiate athletics at
another California Community College must complete 12 units in residence prior to the
beginning of the semester of competition. Only eight (8) units may be used from summer
school classes towards the residence requirement of 12.
• Participation - Only a student who meets CCCAA Constitution eligibility requirements at the
beginning of the semester / quarter of the sport season shall be eligible to participate during
that season of sport.
• Late Registration – A student-athlete who registers later than 4 weeks after the first day of
class instruction shall not be eligible to participate during that semester.
• Recruiting – It is illegal to solicit an athlete who is a resident of a community college district,
not in our recruitment area or of another country for the purpose of athletic participation.
and/or any other individual acting in behalf of the college is forbidden. A college may not
initiate a visit, provide entertainment, employment, promise of employment, tryouts or
workouts, athletic equipment or any other form of attendance inducement as long as that
student’s residence is not included as part of the college’s district. No college or district
representative may meet at a location outside district recruiting boundaries with an out-ofdistrict student for the purpose of recruiting or soliciting that student-athlete. Exceptions: If a
student/athlete personally makes first contact by filling out a form C, Out-of-District Student
Contact Record form, a representative may then contact that student by phone or on a campus
visit.
• Subsidizing - Furnishing of financial assistance to amateur athletes in return for their athletic
services is strictly forbidden.
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• Seasons of Sport – An athlete will be allowed only two (2) seasons of collegiate competition in
any one sport.
• Disciplinary Action – The college or conference shall impose appropriate penalties against any
athlete, athletic administrator or athletic coach who violates any section of the CCCAA
Constitution.
CCCAA FORMS
FORM C: Out of State Student Contact Form
Form_C.doc
FORM 1: Student Eligibility Report
Form_1.doc
FORM 2: Student Athlete Transfer Form
Form_2.doc
FORM 4: Injury/Illness Waiver Request
Form_4.doc
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NAPA VALLEY COLLEGE 4-STEP ATHLETIC ELIGIBILITY PROCEDURE
1. Prior to the first varsity practice, Form 1’s will be given to Coaches from the Athletic Director
to be completed by the student-athlete at a team meeting. The Coach will collect, review, sign
and return the Form 1’s to the Athletic Director who reviews and forwards them to the Dean of
Physical Education and Athletics.
2. The Dean of Physical Education and Athletics will review the Form 1’s for needed Form C’s,
transcripts and tracers. Upon receiving transcripts the student athlete’s completed units, GPA,
and SEPs are checked.
3. The Dean of Physical Education and Athletics will sign all Form 1’s upon completion of all
eligibility requirements. The Form 1 information will be entered online onto a Form 3 and
submits it electronically to the CCCAA.
4. The original Form 1’s are mailed to the Conference Commissioner along with a copy of
the Form 3 prior to the first contest. Copies of all eligibility papers are kept in the student
athlete’s individual folder. A copy of the Form 3 is kept in the team folder along with a printout
of the weekly unit verification.
CONTINUTING ELIGIBILITY PROCESS
1. Every Monday the Athletic Director will receive a unit verification of each
student-athlete who is “in-season”.
2. If a student-athlete falls below 12 units, the coach and Athletic Director
receive an Athletic Eligibility Status Report.
3. The student-athlete that falls below 12 units cannot participate in practice, play in
games or travel with the team until they bring a copy of their new class schedule to the Athletic
Director’s Office, showing that the student-athlete is once again enrolled in 12 units.
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4. Each coach will notify the Athletic Director if a student athlete has been cut or
has quit. Also notify on any suspensions.
5. Immediately after the sport season has ended, the coach will report to the Athletic Director
the “Season of Competition Used,” for each student-athlete listed on the Form 3.
Transfer student-athletes must provide a copy of his/her transcripts to the Athletic Director.
The Athletic Director is unable to request them from the student-athlete’s previous institution.
It is recommended that the coach informs the student-athlete of these in advance preventing
delays in the eligibility process.
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ADMINISTRATIVE DUTIES OF THE HEAD COACH
Schedule Development
Each head coach is responsible for developing a proposed competitive schedule for the
following season at the conclusion of her/his sport season. All proposed competitive schedules
must be submitted no later than the date agreed upon between the Athletic Director and coach
for each respective sport. This timely schedule development assures a fiscally responsible
schedule and one that supports a meaningful competitive season for student-athletes. All
schedule proposals should be submitted to the Athletic Director for approval. Schedule
development considerations include:
* Meeting all requirements of Article 13 of the CCCAA Constitution, particularly
1. 13.2.2 - number of contests, start and end dates by sport
2. 13.3 – number of tournament, and scrimmage contests, conference contests
given priority over non-conference events, cost containment for the District.
Scheduling Team Physicals
All student-athletes must have a physical prior to the season of play. The Athletic Director and
athletic trainer schedule a team appointment which the head coach must attend. No studentathlete will be allowed to participate in practice or games until they have completed ALL aspect
of their physical.
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Facilities
The Office of Facilities is responsible for all facilities scheduling. A Facilities Request Form is
required for all outside groups, non-conference events or practices. A usage fee may be applied
or insurance restrictions may prohibit such usage. For these reasons, members of the Athletic
Program may not authorize the use of any college facility to an outside entity. Facilities Request
Forms are not required for home athletic contests and practices. However, this schedule must
be submitted to the Office of Facilities at the start of the academic year to assure that our
limited availability in the athletic facilities are not exceeded and overbooked. The Office of
Facilities maintains a calendar of facilities bookings. Coaches should check with the Athletic
Director before changing or scheduling previously unreported practice. The Athletic Director
will confirm availability for these changes.
Keys
Should you need a key to access your office or facilities, the key(s) are requested by the Athletic
Director on your behalf. The keys are checked out to you through the Facilities Department,
using the Key Check-out Form. Consistent with College procedure, keys must never be loaned
to anyone. Please do not leave them unattended. Coaches are responsible to return the keys in
the event of termination.
Equipment and Supplies
It is your responsibility to efficiently and appropriately manage all supplies and equipment used
in your program. The District expects that you will recognize the financial constraints under
which we work - and purchase, care for and supervise supplies and equipment in a fiscally
responsible manner.
The coach is ultimately responsible for all supplies, uniforms, and equipment used in her/his
program. The coach has the responsibility of the proper cleaning, repair, maintenance and
inventory of all equipment and supplies through our Equipment Manager. While the College is
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committed to purchasing supplies and equipment that enable student-athletes to compete to
their fullest potential and have a safe and successful experience, budget constraints make it
imperative that the entire Athletic Program staff work together to maximize the use and
longevity of all supplies and equipment.
Volunteer Coaches
All volunteer coaches must submit a signed Volunteer Application (Non-Paid) Form and
appropriate forms to the Human Resources Department where copies are housed.
Student Conduct on Campus
Napa Valley College is committed to a value of dignity and respect in communication. Because
of this, the College has zero tolerance for student-athletes who exhibit disrespectful behaviors
to other students, staff and faculty. It is the head coaches’ responsibility to communicate this
zero tolerance to all their athletes, and to continue to remind them of its importance. Studentathletes are subject to the college’s Student Code of Conduct as well as the Student Honor
Code.
Mandatory Training
All coaches are required to attend the Athletic Program departmental meeting held at the
beginning of the academic year. At this meeting coaches are given a copy of, and receive their
training on, the CCCAA Constitution and Bylaws. Coaches are to know and understand ALL of
the rules and regulations.
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Practice and Event Responsibilities
All head coaches, assistant and volunteer coaches and student-athletes are expected to abide
by – both the letter and the spirit – of all of the Decorum Standards of the CCCAA and our
conferences (BVC and Big 8). Head coaches are responsible for their own conduct as well as the
conduct of team members, assistant and volunteer coaches. Should a violation occur, coaches
are expected to deal immediately and firmly with the violation and assure that it is not
repeated.
Communication Responsibilities
Insurance and Injuries - All students attending Napa Valley College are covered under the
institution’s insurance plan (Student Insurance). The HIPPA privacy law safeguards certain
health information. With this law in place the appropriate Napa Valley College Staff will no
longer be able to communicate, on behalf of our athletes, with any doctors, hospitals, etc.
without the consent of the athlete. To help make this as easy as possible, the HIPAA Individual
Authorization form must be filled out and signed by all student- athletes. Having this form on
file enables the appropriate NVC staff member to communicate with any parties designated. If
this form is not signed and on file, NVC will not be able to resolve any insurance issues on
behalf of the student-athlete.
Injuries are to be reported to the Athletic Trainer immediately. The coach, athletic trainer and
student-athlete must fill out the Accident Claim Verification Form. The athletic trainer reviews,
signs and submits the claim to the Business Office. Injured student-athletes are not permitted
to participate in any capacity without full written clearance from the treating physician.
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Website Updates
In an effort to keep the website current and informative, please inform the Athletic Director of
any changes required on the Athletic Program website.
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TRAVEL
Vehicle Orientation
Training is offered by the Facilities Department. You must become familiar will the vehicle you
are driving and also accept the responsibility of familiarizing any driver to the vehicle they will
be driving.
Drivers
All drivers must have been cleared and be currently on the PULL list. The Facilities Office will
provide biannual list of those who are eligible to drive.
Post Travel
Upon return from your contest, please refuel and clean the vans. We must understand and be
respectful to those who will be using the van next, often the next day. Those not complying
may be reprimanded.
Please return ALL gas cards upon arrival to Napa Valley College. Please inform the Athletic
Director or Facilities if there is a problem with the van or the gas cards.
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NAPA VALLEY COLLEGE TRANSPORTATION PROCEDURE
Use of Vehicles for District Business
The governing board has a strong interest in ensuring that employees or volunteers who drive
vehicles in the course of district business do so responsibly and act in accordance with
established District procedures. The Risk Manager or designee has the responsibility to monitor,
evaluate and put into place the procedures designed to manage risks associated with this
policy.
The district also has a strong interest in avoiding undue liability risks by curtailing driving
privileges of any person whose driving records suggest they presently pose higher than normal
risks. The Risk Manager or designee further has the authority to recommend suspension or
revocation of privileges to drive district or privately owned vehicles for district business.
All employees that operate district or private vehicles for district business are regulated under
the scope of this document. Vehicles are to be driven for business or transportation which is
associated with the District’s educational program only. Any person using private vehicle for
district purposes must register each year with the risk management office. Drivers must provide
the following:
1. Driver Application

District employees allowed to drive district owned vehicles are required to
complete an Employee Driver Application.

Volunteer drivers using a private vehicle are required to complete the Private
Driver Application.
2. A copy of valid driver’s license
3. Motor Vehicle Report (MVR)

District employees are required to complete the Authorization for Release of Driver
Record Information (DMV Form INF 1101).
4. For drivers using their own vehicle, proof of minimum insurance requirements: Bodily Injury
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- $100,000 each person, $300,000 each occurrence; Property Damage - $50,000 each
occurrence; OR Combined Single Limit - $300,000 each occurrence.
Safe Operation of Vehicles
Drivers are required to observe the following practices while operating a vehicle for business
purposes:
1. Drivers must meet the district requirements prior to the use of vehicles.
2. All traffic laws must be obeyed.
3. Driver must be at least age 21 for driving for business purposes.
4. Driver must be free of any medical condition that may affect his/her ability to operate a
vehicle as defined by DMV.
5. No alcohol or drugs will be consumed prior to, or while operating the vehicle.
6. The number of passengers shall not exceed the capacity for which the vehicle was designed.
7. Transportation is limited to District students and approved personnel.
8. All occupants must wear seat belts whenever the vehicle is in motion.
9. The use of cell phones, walkmans, pagers or other electronic devices while driving is
prohibited per California state law.
10. Smoking a pipe, cigar or cigarette in the vehicle is prohibited.
11. Any fines resulting from violations will be paid by the employee/volunteer.
Drivers License
All drivers must have been continuously licensed during the last 2 years and hold a current
California Driver’s License to operate District or private vehicles for district business, including
off-road motorized equipment. All drivers are responsible for keeping their licenses current.
A driver’s license record check will be done at the time of employment for employees who
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operate vehicles as a part of their job duties. These employees will also consent to an annual
DMV record check. If an initial driving record check on a new employee reveals that the
employee’s driving record is in violation of this policy, the employee may be subject to
corrective action, which may include termination.
Driving Record
The Risk Manager or designee will monitor driving records. Not meeting district requirements
and/or failure to demonstrate the ability to drive safely will constitute an unsafe and
unacceptable driving record.
The following point system shall be used in assigning values to the various types of traffic
violations in order to determine eligibility of the individual to operate vehicles for purposes of
District travel.
Motor Vehicle Report (MVR) Grading Criteria
Convictions/Nolo Contendere Pleas
Minor not involving accident
At-fault accident
Major (past 2 years)
Major (3-6 years)
In addition
2 incidents within 18 months
3 incidents within 18 months
Points
1
3
6
3
1
2
Acceptable point total is 5 Points or less
Major conviction:
Major convictions include, but are not limited to, driving while intoxicated or under the
influence of alcohol or drugs; failure to stop or report an accident; homicide, manslaughter or
assault arising from the operation of a motor vehicle; driving during a period while license is
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suspended or revoked; reckless driving; possession of opened container of alcoholic beverage;
speed contest; drag or highway racing; or attempting to elude a peace officer.
Minor conviction:
Any moving traffic conviction other than a major conviction except the following:

Motor vehicle equipment, load or size requirement.

Improper display or failure to display license plates, provided such plates exist.

Failure to sign or display registration card.

Failure to have in possession driver’s license, provided valid license exists.
Other Considerations:
When an employee’s MVR point totals exceed the acceptable limit, a judgment will be made to
determine if this employee should be permitted to operate a vehicle on District business.
Factors which may be considered in making this decision include:

The necessity of driving a vehicle in the performance of the employee’s regularly
assigned duties.

The overall work record of the employee.

The type and pattern of the conviction.

Police and credit records.

Employee references.

Availability of alternate drivers.
Private Driver Transportation
The Risk Manager or designee may authorize the transportation of students by private
automobile for approved field trips and activities when the vehicle is driven by an adult, age 21
or older, who has registered for such purposes. For persons using a private vehicle for district
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business, the vehicle’s registered owner is responsible for any accidents or violations that
occur. The employee’s/volunteer’s personal auto policy is primary over any insurance or selfinsurance maintained by the District. The District does not cover, nor is the District responsible
for, comprehensive or collision physical damage coverage for private vehicles.
Specific Provisions for Use of District Vehicles
District vehicles are available for use upon request of Facilities Services Department. Requests
will be granted based on availability of vehicles, approval by the site administrator and whether
the operator has met all requirements.
A vehicle inspection form must be completed and submitted to the Facilities Services
Department for each trip when using a district vehicle. The operator will record the starting and
ending mileage on the form. The condition of district vehicles will be checked by the operator
prior to use. Any notable damage or defects should be reported on the vehicle inspection form.
Using a district vehicle is a privilege. Vehicles should be returned:

Free from trash and in a reasonably clean state

With a full tank of fuel, if applicable

To the location as requested by Facilities Services

At the scheduled time
Citations and/or Violations
Driving performance resulting in the issuance of a traffic citation is substandard and dangerous
to human life and property. Employees who receive moving violations issued by a municipal,
county, or state law enforcement officer while operating a district vehicle must report the
citation to the Risk Manager or designee and their immediate supervisor within twenty-four
(24) hours.
Any person whose driving privileges have been suspended or revoked by the Department of
Motor
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Vehicles must inform the Risk Manager or designee of that action within twenty-four (24)
hours.
Any employee found to be operating a motor vehicle for district business with an invalid drivers
license or an unsafe/unacceptable driving record in accordance with this policy will immediately
cease operating the district vehicle and may subject to disciplinary action.
In some circumstances, suspension of driving privileges may be lifted by attendance in and
completion of a local remedial driving program.
Accidents in District Vehicles
If you are involved in an accident in a district vehicle, stop your vehicle at the scene or as close
as is safe. Always ensure your safety first. The police must be contacted if there are injuries, if
there is a disagreement over the accident, if you damage property other than your own, or if
you feel unsafe. If the police are not called to the accident, it is your responsibility to get the
other vehicle information, the name and contact information of the other driver, the names
and contact information of any witnesses, the name of the other driver’s insurance carrier, and
a description of the incident. Do not admit responsibility at the scene of the accident.
The accident must be reported to the Risk Management office as soon as possible. If a
determination is made by a law enforcement agency that the accident was at fault and resulted
in serious injuries or the major damage to property, further action may be taken. This may
include suspension of privileges, disciplinary measures or mandated driver’s training courses.
Single vehicle accidents involving minimal damage or especially mitigating circumstances may
not warrant further action.
Rental Vehicles
Employees or volunteers driving a vehicle rented by the District are permitted to drive this
vehicle for business purposes only. Personal use of rental vehicles is not permitted. Physical
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damage (comprehensive/collision insurance) offered by rental agency must be purchased at
time of rental.
Non-Sponsored Transportation
If transportation is not provided and/or sponsored by the district, it shall be the responsibility
of the area administrator or their designee to be certain that the participants are advised in
writing that the district is not providing transportation, that the participant assumes all
responsibility to make appropriate transportation arrangements, and the district assumes no
legal liability for that transportation. (Non-Sponsored Transportation Notice).
If the District is not providing and/or sponsoring the transportation, the district shall not:

Mandate the route of travel

Mandate the time of travel

Mandate caravanning

Mandate car pooling

Assign riders

Have district equipment or material in the private passenger vehicles

Review driving records of the drivers

Require proof of liability insurance

Check the condition of the vehicle

Approve the driver
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EQUIPMENT ROOM PROCEDURES
OPERATING HOURS
The Equipment Room is open from 6:00 AM – 2:30 PM, Monday - Friday on all regular College
class days.
PRACTICE GEAR LAUNDRY
Daily laundry service of athletic practice gear is provided for all current members of
intercollegiate athletic teams for duration of season. After practice, each athlete may sign out a
laundry rope and thread practice gear on the rope. Deposit laundry in the blue bin provided in
the Equipment Room. Laundered practice gear will be ready the following day by 1:00 PM.
Please leave the rope in the Equipment Room.
ATHLETIC TEAM PRACTICE GEAR, EQUIPMENT & UNIFORMS
All items issued in connection with an intercollegiate team will be recorded on an Equipment
Issue Card. Athletes are responsible for everything issued to them. Everything must be
returned the last day of competition or athlete’s participation with the team.
Items checked out to an athlete that are lost or not returned are the financial responsibility of
the athlete who checked practice gear, equipment & uniforms out. The cost of reimbursing the
College for each item is documented on the Equipment Issue Card. Failure to reimburse the
College for lost or non-returned items will result in a hold being placed on that athlete’s release
of grades and transcripts, enrollment in future semesters, and possibly attachment of the
athlete’s state income tax refund.
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LOCKERS
Each intercollegiate athlete will be issued a locker at the start of the season. Each athlete is
responsible for insuring the safe keeping of items stored in his/her locker.
ALL ATHLETIC TEAM LOCKERS MUST BE CLEANED OUT BY THE END OF THE SEMESTER IN
WHICH THE SPORT ENDS
GAME UNIFORMS
Game uniforms may be picked the morning of competition. Coaches may make special
arrangements with the Equipment Room staff when needed. Please clear game bags of ANY
personal items, including food & cosmetic items that may damage uniforms or bags. If the
Equipment Room is open when a home game is over or upon return from an away game, turn
in your uniform at that time. If the Equipment Room is not open, the coach will collect the
uniforms in the staff locker room. GAME UNIFORMS ARE NEVER TO BE TAKEN HOME TO BE
CLEANED.
UNDER NO CIRCUMSTANCES SHOULD ATHLETES TAKE THEIR UNIFORMS HOME
The Equipment Room Staff looks forward to serving your needs as a Napa Valley College
intercollegiate athlete. THANK YOU for your cooperation in following these procedures. If you
have any question about the Equipment Room procedures please contact Michael Ronald at
(707) 256-7662
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ATHLETIC FORMS
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