2011-2012 OFFICIALS’ MANUAL
Payroll
Officials are responsible for recording their own working hours via web time entry.
Please do so honestly and accurately.
As officials, you must check in and out with the supervisor every night. This will be the
way you sign in and sign out. A supervisor on duty will be responsible for tracking the
hours worked each night. If the last game of a shift is forfeited, officials may be
reassigned if at all possible. Be sure to check with the supervisors on duty to see if they
need assistance. If you are not given any other assignments, you can go home. If you
choose to stay and socialize or do work not assigned, that is your choice, but you will not
be paid for those hours. If you arrive late to your shift then your time worked will reflect
the time that you began to work.
To ensure each official does not leave without checking with the supervisor(s) on duty
and that his/her recorded times are accurate; the senior most supervisor on duty should be
in possession of the payroll binder at all times.
With Web Time supervisors and officials will be responsible for logging their own
time via the web. This will be checked by the graduate assistant and coordinator to
ensure that all times are correct.
Dress Code
On-site:
 Officiating stripes will be provided by the department.
 Black athletic shorts or black athletic pants should be worn.
 Shoes should be athletic and a neutral color.
 Hats and toboggans are acceptable for outdoor sports only; hats must have an
affiliated WKU logo.
 Sandals or flip-flops of any kind are prohibited.
Cell Phone Policy
While you are on duty as an intramural sports official there is no reason to have your cell
phone on. Please leave the phone in your room or car, as there is no secure place to store
your phone while at work.
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If you are off duty but still in uniform, you are considered to still be working and
this policy still applies to you.
In your phone please have the office number, 270.745.6060
If you are caught using your cell phone while on duty you will be reprimanded.
Professionalism
You are representing the Intramural-Recreational Sports Department both while you are
working and while you are participating. Always follow these basic, yet important,
guidelines:
 THE USE OF FOUL LANGUAGE IS NOT ACCEPTABLE
 Do not use any form of tobacco product while on duty
 Do not come to work under the influence of or with the intention of using drugs,
including alcohol
 Treat participants courteously at all times
 Maintain an acceptable standard of professionalism at all intramural events,
regardless of whether or not you’re there on duty or as a participant
 Learn all intramural sports policies, procedures, programs, and their offerings
well enough to answer any questions. Do not give out any incorrect
information; check with another staff member if you do not know the answer
Work Day Procedures
On-site:
1. Check the playing areas for any safety hazards
2. Retrieve necessary equipment for event
3. Make sure all the teams sign-in as they arrive and assist in checking ID’s
End of Shift:
1. Return all equipment to the proper location(s)
2. Make sure all trash is picked up; the facility is clean and ready for the next day
Meetings
We will have meetings typically twice a month on Sunday’s to coincide with trainings.
In these meetings we will discuss situations that have happened, upcoming events, and
risk management.
Officials Training
Training sessions are held in all team sports. These sessions are designed to instruct
prospective officials and inform them of their duties and responsibilities. There may be
up to five days of training for each of these sports. The graduate assistant and
supervisors will be in charge of conducting all trainings. If you do not attend a training
then you will not be able to work that sport.
Sportsmanship Rating System
In team sports involving officials, the “Sportsmanship Rating System” will be utilized.
This system was developed to make participants responsible for their actions while
participating in intramural sports. Make sure ratings are given for each team after the
game. The officials should rate both teams immediately after the game is over.
Sportsmanship Ratings will be based on the following criteria:
“A”
Excellent Conduct and Sportsmanship: Players cooperate fully with the
officials and opposing team members. The captain converses calmly with
officials about rule interpretations and calls. A team that receives any
conduct penalty during their event cannot receive an “A”. (4 points)
“B”
Good Conduct and Sportsmanship: Team members verbally complain
about some decisions made by the officials and/or show minor dissension,
which may or may not merit a conduct penalty. Teams that receive
multiple conduct penalties cannot receive a “B”. (3 points)
“C”
Average Conduct and Sportsmanship: Team shows verbal dissent towards
officials and/or the opposing team, which may or may not merit a conduct
penalty. Captain exhibits minor control over his/her teammates but is in
control of him/herself. Teams receiving multiple conduct penalties will
receive no higher than this rating. (2 points)
“D”
Below Average Conduct and Sportsmanship: Team constantly comments
to the officials and/or the opposing team from the field and/or sidelines.
The team captain exhibits little or no control over teammates or
him/herself. If a team receives a “D” rating, then the game officials need
to fill out a detailed summary of the events that occurred during the
contest that warranted the grade. (1 point)
“F”
Poor Conduct and Sportsmanship: Team is completely uncooperative.
Captain has no control over teammates and/or him/herself. Any team
causing a game to be forfeited, other than by not showing up, or any team
that receives multiple ejections will receive an “F” rating. The team
captain must meet with the Intramural Coordinator and Graduate Assistant
before his/her team will be allowed to play their next contest. (0 points)
Special Contest Situations
 A team winning a contest by forfeit or default will receive an “A” rating.
 A team losing a contest by forfeit due to not showing up will receive an “F” rating
during League play, and a “C” rating during Mini-Leagues.
Individual Participant Sportsmanship Policy
Any individual who behaves inappropriately may receive any of the following:
 Verbal Warning: A player that displays a minor sportsmanship infraction such
as cursing at him/herself for the first time is eligible for a verbal warning.
 Conduct Penalty: A player that displays a major sportsmanship infraction or
hostile behavior such as spiking the ball, taunting an opponent, or cursing/yelling
at an official/participant may be eligible for a sanction.
 Ejection: A player that displays a behavior that has intent to harm any other
individual involved or has repeatedly verbally abused officials/participants.
Any player who is ejected will not be eligible to participate in their team’s next scheduled
contest. They must also schedule to meet and subsequently meet with the Intramural
Coordinator and Graduate Assistant before being eligible for reinstatement.
Based upon the ejected player’s actions further disciplinary action may be taken
Sportsmanship Ratings During Playoffs
Teams are required to have a “B” (3.0) average sportsmanship rating to be eligible for
playoffs. The following procedures will be in effect during the playoffs:
1. If a team receives an “F” rating, they will eliminated from the playoffs.
2. If a team receives a “C” rating, they must come to the intramural sports office the
following day to discuss the rating. A decision will be made as to whether the
team will be allowed to continue participation in the playoffs. If the team is
allowed to continue, they must receive above a “B” rating in all their remaining
playoff games.
3. Any player ejected from a playoff game will be disqualified from all remaining
playoff games, as well as any extramural participation. They must still go
through the reinstatement process.
4. Any player ejected from a playoff game will receive sanctions extending into the
following event(s)/semester(s).
5. The Intramural Sports Department of WKU may enforce additional penalties
against players ejected because of unsportsmanlike behavior in playoff
competitions.
Policies & Procedures
ID Policy
Anyone who has recreation privileges will be allowed to participate in intramural sports.
This includes students, faculty/staff, and faculty/staff spouses (depending on the sport).
All students and faculty/staff members must show their WKU ID Card in order to
participate. Officials are responsible for checking ID’s in team sports. Supervisors
are responsible for making sure the officials are checking ID’s. Checking ID’s is not
limited to officials and supervisors should take initiative to sign in participants for the
next game while officials are on the field.
When checking ID’s follow the procedure stated below:
1. Set up the registration area and make sure the proper score sheets and equipment
are available.
2. Take one ID at a time (all participants must show their ID).
3. Look at the picture on the ID and look at the person who gave you the ID. Are
they the same person? If they are not, do not allow them to play.
4. Look at the name on the ID, find that name on the scorecard, and check it off. If
that name is not on the scorecard, address the problem.
5. Registration officials should double check the roster to ensure that they have not
signed in any ineligible players for either team.
If there is a discrepancy, it must be addressed and corrected immediately. Every name on
the scorecard must be checked off as having shown their ID.
Eligibility & Participation Rules
All Levels and Divisions
 Team members must show their valid WKU ID Card at each contest in order to
participate. If participants do not have a valid WKU ID Card with them, then
they may not participate.
 All full-time students are eligible to play on all or any of the following within
each sport:
o One single gender team (men’s/women’s) in each sport
o One co-rec team in each sport
 Teams using ineligible player(s) will receive a forfeit for each game in which the
player participated illegally. The player will also be suspended from further
competition in that sport that semester and will be placed on probation if deemed
necessary by the Intramural Coordinator. The team captain may also face
disciplinary sanction
 To be eligible to participate in the playoffs, each player on the roster must have
signed in and received a number in one regular season game. Any player not
playing in at least one game prior to the playoffs will be deemed ineligible
 During the playoffs, if a team uses an ineligible player, that team loses that game
and is eliminated from the playoffs
To Be Eligible:
1. Each student must be enrolled in at least 3 credit hours at WKU. If the student is
not a full-time student, then he/she must pay a $30 Preston Center fee for the
semester in order to be eligible to play intramural sports (regardless of the
location of the actual event).
a. The Intramural-Recreational Sports Department defines a full time student
as any individual who is currently enrolled for 12 undergraduate hours or
9 graduate hours at WKU and is registered with the university registrar.
2. Non-student participants must be a member of the faculty or staff at WKU.
a. The Intramural-Recreational Sports Department defines faculty/ staff as all
current faculty/staff, as well as visiting professors at WKU that are paid
through the university payroll department.
3. A team member may be a spouse of a faculty/staff member for some Faculty/Staff
events, but they are not eligible for all intramural events.
4. In order for an individual to be eligible for the playoffs, that individual must have
played for that team at least once during the regular season. However, the same
individual cannot be on two different playoff rosters in the same league. This
means two rosters in a men’s or women’s league. A participant can play for a CoRec and Men’s or Co-Rec and Women’s.
5. A team member may be a former intercollegiate athlete, as long as they have been
365 days removed from the championship game of the league/association in
which their former team played. If they were on the roster, they are considered
to be on the team regardless if they played or not.
6. No more than 2 sport club team members can participate on the same team in any
intramural event that is similar to that which they play at the club level.
7. A team member may be a current intercollegiate athlete, as long as they don’t
compete in their particular sport or a comparable sport. (Ex. Soccer players cannot
play kickball; tennis players cannot play badminton.)
Ineligible Player:
1. An individual participating on more teams than permitted (listed above).
2. An individual who does not have a valid WKU ID Card.
3. An individual who played under an assumed name.
4. Sport Club Rule
a. No more than two members of a sport club team may participate on one team in
the same sport as the club.
b. No more than one member of a club team may participate on one dual sport team
in the same sport as the club.
c. A sports club member is defined as one who is listed on the roster for that
respective sports club during the academic year.
5. Intercollegiate Athlete Rule
a. Members of intercollegiate athletic squads are not eligible for intramural
competition for that particular sport.
b. Members of intercollegiate athletic squads are defined as individuals who are
practicing with or competing with a respective athletic squad. (Included in this
rule are red-shirt athletes and practicing proposition 48 athletes).
c. In activities with separate divisions for men and women’s competition, no person
may participate in a division of the opposite gender without first obtaining
permission from the Intramural Coordinator. When an activity is not offered to
both men and women (in separate divisions) or there is not enough of one gender
to form a league, that gender may have the opportunity to compete with the
opposite gender if everyone agrees
d. Active members of fraternities and sororities may compete with their house or an
independent team, but not both. Active members are defined by the membership
list registered with Greek Affairs at the beginning of each quarter.
Special Note for All Teams:
 Teams that think that their opposing team has ineligible players are highly
encouraged to file a formal protest (please see protest procedure page for
details)
 Teams that help make the intramural program as fair as possible are very much
appreciated, and their formal protests assists the intramural staff in providing a
fair and safe arena for competition
Forfeit Policy
The minimum number of players required to avoid a forfeit will vary from event to event;
however, all supervisors should adhere to the strict enforcement of the forfeit policy. If
one supervisor fails to follow this procedure, it will give the participants reason to be
upset when the next supervisor is strict about the policy.
When a forfeit is declared officials should be reassigned to other fields/courts, facilities,
or to other duties. The only exception to this rule is if the forfeit is the last game of the
shift. The official(s) should be reassigned, but if you cannot do so, then you should send
them home. Remember to always check with the other supervisor(s) before sending
anyone home.
Note: When an official is reassigned, they are expected to work; we will not pay officials
to socialize.
Teams do have the option to use the playing area assigned to their game for practice time
or a scrimmage game. Our equipment should be removed from the field. Officials
should not be allowed to participate in any activity or leave the site during a forfeit.
Additional Information:
1. For team events, all participants’ names on the team winning by forfeit must be
recorded on the proper scorecard. The said team must demonstrate to the
official(s) and the supervisor that they have enough players to start a contest.
Only then will the forfeit be recorded as a victory.
2. If both teams fail to show up or do not have enough players to start the contest,
then a double forfeit will be recorded.
3. During the playoffs, a team will be eliminated after their first forfeit.
4. Forfeits are an inevitable part of the Intramural Sports Program; however, as a
supervisor, your duty may include tracking down teams and/or captains and
giving them verbal time limits. Forfeiting teams is the last alternative.