Newberry College Athletic Department
Policies and Procedural Manual
Updated 22 May 2012
Table of Contents
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Newberry College Mission Statement
The Newberrian Creed
The Mission of the Newberry College Athletics Department
The Philosophy Statement and Vision of the Newberry College Athletics Department
Goals
Priorities and Values…Guiding Principles
Forward
Coach’s Code of Conduct
Student-Athlete’s Code of Conduct
Equal Opportunity Employment
Anti-Harassment
Sexual Harassment
Consensual Relationship
Harassment Grievance
Gender Equity
Substance Abuse
Athletic Department in re Tobacco
Athletic Department in re Alcohol and Drugs
Student-Athlete Substance Abuse
Newberry College Athletic Department Drug & Alcohol Testing & Education Program
NCAA Banned Substances
Procedures for Drug Testing
Definition of a Positive Test
Sanctions as a Result of a Positive Test
Appeals Process
NCAA and Newberry College Tobacco Policy
Educational Opportunities
Coach’s Outside Income
Academics
Academic Enrichment
Supervisor Instructions for Academic Enrichment
Enrichment for Students with ADA Letters of Accommodation
Academic Philosophy Statement
Advisement Duties
Enrollment Requirements
Declaration of major
Academic Progress Reports
Repeating academic courses
Withdrawing from class
Midterm Grade Reports
Athletics Competition and Dealing with Missed Classes
Examinations and Road Trips
Scheduling Athletic Contests
Notification of Travel
Budget Limitation for Travel
Other Scheduling Policies
Game Contracts
Declaration of Playing Seasons
Practice Time
Playing Season Limit
Outside of Season limit
Countable Athletic Related Activities
Participation Lists
Game Official Assignments
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Payment of officials
Official’s Host
Sports Awards
Student-Athlete Primary Insurance
Newberry College Strength and Conditioning Facility Policies
Athletic Administration
Staff Meetings
Hiring and Evaluating Personnel
Open Door Process
Job Descriptions
Examples of Possible Job Descriptions
VPIA/Athletic Director
Associate Athletic Club Director, Business Office Manager
Associate Athletic Director for Compliance and Academic Services
Associate Athletic Director / Athletic Club Director / Football Gameday Operations
Assistant Athletic Director for Sports Medicine
Senior Women’s Administrator
Director of Strength, Conditioning, and Sports Performance
Director of Marketing, Facilities, and Game Day Operations
Athletic Ticket Manager / Executive Assistant
Faculty Athletic Representative
Assistant Athletic Director / Athletic Communications
VPIA/Athletic director – Job Description and Core Job Functions
Head Coaches - Job Description and Core Job Functions
Assistant Coaches – Job Description and Core Job Functions
Office Hours
Coordination of Annual Leave and comp Hours
Mail Distribution
Telephones
Athletic Facility usage
Facility Sheet
Camps and Clinics
Keys
Professional Meetings, Workshops, and Clinics
Grievance Procedures
Sports Agents
Charitable and Educational Projects
Adding/Switching/Quitting a Sport
Voluntary Withdrawal
Switching sports
Multiple Sports
Student Athletic Advisory Council
Compliance
Student-Athlete Eligibility
General Eligibility Requirements
Freshman Financial Aid and Practice Eligibility
Freshman Eligibility
Continuing Eligibility
Transfer Eligibility
Eligibility and Squad List Forms
Athlete Information Forms
Financial Aid Policy
Financial Aid Administration
National Letter of Intent
Grant-in-Aid Termination
Financial Aid Office Authority
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Policy on reduction or Non-Renewal of a GIA
Hardships and Waivers
Knowledge of Rules
Official Visits
Unofficial Visits
Recruiting Travel
Recruiting Guidelines
Try Outs
Accounting of Funds (Recruiting)
Transfer Administration
Permission to Contact a Newberry Student-Athlete
Tickets and Admission Policy
Game and Admission Policy
Conference and NCAA Championships
Ticket Sales Policy
Ticket Office Hours
Methods of Purchase
Will-Call Tickets
On-Site Availability
Ticket Refunds
Conditions of Ticket Sales
No Refunds or Exchanges
Group Admissions
Game Day Ticket Operations
Complimentary Tickets
Athletic Department Tickets
High School Tickets
Media Personnel
Game Workers
Students, Staff, and Faculty Tickets
Player Complimentary Passes
Recruit Passes
Ticket Audit
Travel Policy
Vehicle Accidents
Financial Matters
The Secret
Purchase Orders
Cash advances
Meals
Deposits
Incidental Purchases Under $500
BB&T Statements
Enterprise, Rent-a-Car, Personal Vehicle?
Office Supplies
Account Numbers and Object Codes
Summary of Financial Matters
Budget process
Budget Preparation
Budget Blueprints
Athletic Club Operations
Manner of Giving
Gifts-In-Kind Policy
Athletic Donation Processing
Athletic Marketing
Emergency Preparedness, Network and Internet Security/ OIT, Worker’s Compensation
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Newberry College Mission Statement
Newberry College challenges and nurtures students for lifetimes of service and leadership
through intellectual transformation, social development, a culture of physical well-being, and
through spiritual growth by providing a Christian education in the Lutheran tradition.
The Newberrian Creed
(For every member of the Newberry College community) As a Newberrian, I will honor the
code of honesty in my academic and social life. I will respect the rights of every other member
of this community as a person and creature of God. I will actively support the rights of others as
a keystone to insuring the integrity of Newberry College as a place of free and open debate.
The Mission of the Newberry College Athletics Department
The mission of the Newberry College Athletics Department is to successfully develop the
student-athlete as a person, student, and athlete. The Athletics Department is an integral part of
the College. Its mission is to assure a balance between the desire to win and the desire to
facilitate positive growth of student-athletes. The Athletics Department will strive to graduate
student-athletes who will make significant contributions to society, view their experience in
athletics as rewarding and who will be proud alumni and advocates for the College.
The Philosophy Statement and Vision of the Newberry College Athletics Department
Newberry College Athletics strives to be a national level program through all sports
participating in post-season competition, earning recognition as the premier athletic program in
the SAC, while becoming renowned for academic excellence through outstanding graduation
rates and scholastic honors. Athletics will provide exceptional value and benefit to this mission
of Newberry College and community, demonstrate unrivaled pride, and foster relationships with
all constituents. The Athletic Department is committed to the utmost integrity through NCAA
rules, compliance, fiscal responsibility, and student- athlete personal development.
We believe that the educational, emotional, ethical, and physical development of the
student-athlete is our primary objective;
We believe our people provide our greatest asset and that their positive morale will be an
integral part of each program;
We believe in nurturing diversity and fostering respect and dignity for each individual;
We believe in institutional control of athletics to assure compliance with rules and
regulations;
We believe that service to our alumni, fans, and supporters is important to our program
success. This service is demonstrated by fielding successful teams, providing quality
facilities, ensuring fan satisfaction, all with a caring and concerned attitude;
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Goals
1. Academic excellence:
A) Graduate each and every student-athlete;
B) Maintain Academic Success Rate (ASR) greater than that of the general student body;
C) Be recognized on campus, within the conference, and nationally for academic
excellence and for providing the student-athlete with an environment in which
exceptional scholastic performance can be achieved;
D) Reward and recognize academic excellence of student-athletes;
E) Build and enhance relationships with faculty, advisors, and academic units on campus
2. Student-athlete personal development
A) Provide opportunities for the student-athlete to develop as a person;
B) Provide personal growth opportunities for student-athletes while in school and after
graduation;
C) Provide superior medical coverage for all student-athletes;
3. Program development
A) Ensure that Newberry College athletics compete at the highest levels nationally;
B) Improve the overall recruiting budgets with other SAC schools and determine target
goals for future planning;
C) Develop a recognized strength and conditioning program to assist athletics in ongoing skill development;
4. Personnel
A) Organize the productivity of the athletic department through tactical procedures and
administrative structure;
B) Hire and retain the finest coaches and administrative staff in the SAC and nationally;
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C) Create a productive and enjoyable workplace for coaches and staff;
5. Facilities
A) Orchestrate new construction/renovation projects for athletic facilities and venues;
B) Ensure long-term financial stability;
C) Successfully establish a business-like operational and administrative structure;
6. Compliance
A) No major rules violations;
B) Develop a comprehensive monitoring program which ensures integrity with NCAA
regulations and overall compliance objectives;
B) Create a comprehensive education program which properly communicates with
coaches, staff, student-athletes, and any others who financially support the College;
7. Gender equity
A) Develop procedures to comply with the regulations and the spirit of the law in regard
to gender equity;
B) Successfully review and complete all objectives identified in the gender equity plan
as reviewed by the Vice President for Intercollegiate Athletics;
8. Minority programs
A) Construct a set of procedures to comply with the regulations, the law, and the spirit of
the law as in they relate to minority issues;
B) Successfully review and complete all objectives identified in the minority equity plan
as reviewed by the Vice-President of Intercollegiate Athletics;
9. External outreach
A) To establish unprecedented annual giving and overall membership in the Athletic
Club;
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B) Successfully conduct a comprehensive campaign for new facilities;
C) Establish a comprehensive major gift program which will properly manage the
cultivation, solicitation, and stewardship of key prospects;
10. Marketing
A)
B)
C)
revenue
D)
Increase ticket revenue;
maximize revenues through national corporate sponsors in partnership
creatively market athletics to all constituents and seek to increase special project
grow student attendance and general participation
11. Relationship building
A) build stronger relationships with all constituents throughout South Carolina and
nationally
B) enhance campus relationships with students, faculty, and staff
12. Value to College
A) successfully communicate the benefits of athletics to the College and the community
Priorities and Values…Guiding Principles of the Newberry College Athletic Department
1. Academic excellence and student-athlete personal development
A) Academic study and understanding in a timely manner
B) Personal development…to be a better person
2. Competitive success
A) Program development
B) Outstanding personnel
C) Outstanding facilities
3. Program integrity
A) Fiscal responsibility
B) Compliance
C) Gender equity
D) Diversity
4. External outreach
A) Fundraising
B) Marketing
C) Ticket sales
D) Media relationship
E) Relationship building at the College and in the community
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Forward
This Policy and Procedures Manual is to assist the administration, the coaches, and the staff of
the Newberry College Athletic Department. Please read it carefully and follow all guidelines.
Should there be any questions or any need for clarification, please see the Vice President for
Intercollegiate Athletics or his designee for assistance. In any case where this document has a
discrepancy with the Newberry College Employment Guide, please use the Newberry College
Employment Guide for reference as a superseding document and bring to the attention of the
contradiction to the VPIA immediately.
Policy and procedures have been developed and enumerated herein to help the employees of
Newberry College Athletics to perform their duties as it relates to Newberry College, the South
Atlantic Conference and the NCAA. These policies and procedures are meant to complement
campus philosophy and requirements.
This Manual incorporates in their entirety, and as if repeated herein verbatim, the following: the
Newberry College Employment Guide, the Newberry College Student Handbook, the Newberry
College Academic Catalogue, the Newberry College Student-Athlete Handbook, and the NCAA
Division II Manual. The Athletic Department administration, coaches, and staff should use this
Policy and Procedures Manual in conjunction with these other publications. The Table of
Contents from the Newberry College Employee Manual is attached hereto as for assistance.
Athletic Department Staff Members will have access to Wolf Den where the Community Group
“Athletic Office” Contains important information for staff members, including: Policies and
Procedures, Documents, Educational Material, Manuals, Calendars with Up to Date Information,
etc…. It is the responsibility of each athletic staff member to check the athletic office
community group on a regular basis and consult the website for any documents needed to
promote a good work environment at Newberry College. Consult with the VPIA, Compliance
Office, or Athletic Communications office for any updates that need to be added to the Athletic
Office site.
Nothing contained in this Policy and Procedures Manual may be construed as creating, in
whole or in part, a contract of employment with Newberry College.
Certain abbreviations used herein:
VPIA…Vice President of Intercollegiate Athletics/Athletic Director
AAD-CE…Associate Athletic Director for Compliance and Educational Advancement
AAD-B…Associate Athletic Director for Business
SWA…Senior Women’s Administrator
SAC…South Atlantic Conference
NCAA…National Collegiate Athletic Association
The College…Newberry College
GIA…grant-in-aid
NLI…National Letter of Intent
FAR … Faculty Athletic Representative
LSDBi …Legislative Services Database (Available through the NCAA Member Site)
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CAi …Compliance Assistant Software (Available through the NCAA Member Site)
Coach’s Code of Conduct
Basic guidelines and parameters for the professional conduct and standards for all Newberry
College coaches:
1. Coaches will deport themselves with honesty and sportsmanship at all times so they represent
the honor and dignity of fair play and generally be recognized for their high standards associated
with wholesome competitive sports.
2. Coaches shall manifest a firm commitment to the academic mission of Newberry College and
to the educational advancement of the student-athlete.
3. Coaches have the affirmative duty to stay apprised of all regulations that pertain to their
recruiting and coaching activities.
4. Coaches have the affirmative duty to self-report violations of NCAA, SAC, or College
regulations to the Athletic Department administration when the coach has actual knowledge of a
violation.
5. Coaches shall cooperate with, and furnish to, the NCAA, or the College, truthful and
complete information concerning the coach’s involvement in, or knowledge of, a violation of
NCAA, SAC, or the College rules.
6. Coaches shall have no involvement in offering or providing a prospective student-athlete or
an enrolled student-athlete an improper inducement, and shall have the affirmative duty to report
any knowledge of such wrongdoing.
7. Coaches shall have no involvement in arranging fraudulent academic credit or false
transcripts for a prospective student-athlete or an enrolled student-athlete, and shall again have
an affirmative duty to report such an occurrence.
8. Coaches shall represent only accurate and truthful information to prospective student-athletes.
9. Coaches shall respect a prospect’s or prospect’s parents’ expressed wishes in regard to the
frequency or type of contact with the prospective student-athlete.
10. Coaches have the affirmative duty to advise the prospective student-athlete and his/her
parents of the academic and athletic requirements for admission and participation at Newberry
College.
11. Coaches have the affirmative duty to accurately represent the extent and terms of financial
aid to all current and prospective student-athletes.
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12. Coaches have the affirmative duty to monitor and evaluate the well being of all studentathletes and in accordance with NCAA, SAC, and institutional policies.
Newberry College Athletics Department is dedicated, as an employer, to teamwork and job
satisfaction. As an employee you are expected to develop and maintain positive working
relationships with other Newberry College employees. You are expected to contribute your
talents and energies to continually improve the environment of the Athletic Department as well
as the College and the community.
Be mindful of the public trust. You are expected to handle your personal affairs in such a way as
to avoid discrediting yourself or the Athletic Department.
Student-Athlete’s Code of Conduct
1. Maintain good academic standing.
2. Exhibit the highest ideals of sportsmanship on and off the courts and fields of play.
3. Understand the overall philosophy of the College and the athletic program.
4. Abide by all NCAA, SAC, and College rules and regulations.
5. Be a role model for others in the College and in the community.
6. Avoid any involvement with tobacco, alcohol, and drugs and aggressively assert an influence
on any other student-athlete to avoid substance abuse.
7. Be cognizant of and avoid all contacts with any individual representing gambling interests.
The student-athlete should not bet on sports and should report any contact of such a nature to
his/her coach.
8. Have no contact with an agent or an agent’s runner/representative. Any questions in these
matters should be told to the Vice-president of Intercollegiate Athletics.
9. Be enthusiastic and punctual for all practice, contests, and other team functions.
10. Be responsible for all equipment and supplies.
11. Treat visiting teams and officials as guest of the College.
12. Maintain a positive rapport with our fans and supporters.
13. Project an image of self, teammates and the program to the media at all times.
Equal Opportunity Employment
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Newberry College is committed to equal opportunity in employment and education and does not
discriminate on the basis of race, color, national origin, sex, religion, age gender, veteran status,
generic characteristic, or disability in employment or the provision of services.
Anti-Harassment
Any type of harassment will not be tolerated in the Athletic Department, whether it is in the form
of actions toward a fellow employee, staff, students, faculty, or guests. Harassment can take the
form of verbal or non-verbal communication.
Coaches are given an assertive role to play in explaining Harassment to the student-athletes.
Sexual Harassment
Sexual harassment can be any type of conduct of a sexual nature that is unwelcome by the person
affected by it. Behavior may be unwelcome even if it is not intended or perceived to be so. This
is especially true when the harassment is delivered, intentional or not, by a person perceived to
be in a position of power over another: a boss to an employee, a coach to an assistant, a coach to
a student, a captain to a rookie, a student to a student.
Conduct is considered sexual harassment when the person on the receiving end of the behavior is
made to believe that their employment, academic advancement, playing status, or scholarship
status is dependent on accepting the harassment.
Examples of sexual harassment can take the form of jokes, innuendos, sexual comments, or
advances; also leering, staring, or gestures, as well as visual displaying pictures writings or
objects. Physical harassment can be as innocuous as blocking someone’s movement or, of
course, inappropriate touching. Threats of any kind or not tolerated. Coaches have an
affirmative duty to explain Harassment issues with their players.
Consensual Relationships
The Newberry College Athletic Department is committed to maintaining an environment where
the students are the primary focus. Dating, romantic, or sexual relationships by the
administration, staff, or coaches toward a student, even if consensual, is prohibited. Even when
the employee and student act with intentions of integrity, others may perceive bias or partiality.
Harassment Grievance
When any employee, coach, staff member, administrator is the subject of harassment of any
kind, from a colleague, the proper action to take is to:
1. Confront the offender, if he/she is not a power differential, and tell the offender that it
is inappropriate behavior and you will not tolerate it;
2. If needed, then approach your boss or the coach, as appropriate, and report the
behavior.
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3. The recipient of that information should attempt to remand the offender.
4. At that point the next step, or at any time during this process, report the behavior to
the Vice President of Intercollegiate Athletics.
5. Should the offending party be one such that reporting to the Athletic Department is
deemed not sufficient, a report should be made to Human Resources.
Any report of harassment should be made in a timely manner. There is a “no retaliation” policy
for those reporting harassment to the Athletic Department. Retaliation may lead to termination
of employment.
Gender Equity
The Newberry College Athletic Department strives to maintain and environment that is
productive and promotes gender equity. If at any time there is a grievance or issue involving
gender equity, the event should be reported to the Title IX Coordinator on campus. The position
is currently held by Dr. Donald Johnson-Taylor who has an office located in Keller Hall, Room
206.
Substance Abuse
The Newberry College Athletic Department has a no tobacco, no alcohol, and no drugs policy.
Coaches, administrative employees, staff, and student-athletes who suspect they have a substance
abuse policy are encouraged to seek help before their performance is affected by the problem.
Self-reporting should be to the VPIA.
Alcohol and drugs are not allowed on campus, including any athletic facility. The use of tobacco
is prohibited in all buildings on campus. Tobacco can be used outside if 15 feet from the
entrance of a building.
Athletic Department and NCAA in regards to Tobacco
The Athletic Department does not allow tobacco in the presence of any student, including but not
limited to, in vehicles transporting student-athletes.
NCAA: The use of tobacco by a student-athlete is prohibited during both competition and
practices; they will be disqualified from participation. All game officials are under this provision
as well.
The Athletic Department will immediately remove any student using tobacco during a practice or
competition. If the culprit is not an athlete, the student will be referred to the VPIA for
administrative sanctions. The VPIA also has the right to sanction game officials and game staff
in re tobacco use.
Athletic department in re alcohol and drugs
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The Athletic Department follows South Carolina law as it relates to alcohol and drug use.
Violations of law, warnings, or arrests are expected to be reported to the VPIA immediately.
Violators will be subject to termination. Student-athletes over the age of 21 are not to use
banned substances in the presence of other student-athletes, even if legal and off campus.
Student-Athlete Substance Abuse
The Athletic Department incorporates by reference the Newberry College Student Handbook and
the NCAA in its alcohol and drug policy for student-athletes. Alcohol is not allowed on campus
including the residence halls. South Carolina law applies; student-athletes over the age of 21 can
be subject to discipline if alcohol is used in the presence of other student-athletes.
Newberry College Athletic Department
Drug & Alcohol Testing & Education Program
Introduction
The health and safety of Newberry College student-athletes is one of the main priorities
of the Newberry College Athletic Department. The Department also seeks to promote fair
competition among intercollegiate athletics. Drug use, both performance-enhancing and illicit,
as well as irresponsible alcohol consumption compromise an athlete’s health and fair
competition. Therefore, the Newberry College Athletic Department has implemented this Drug
& Alcohol Testing & Education Program. The all-encompassing purpose of drug and alcohol
testing in sport is to promote fair and equitable competition while protecting the health and
safety of student-athletes. By subjecting student-athletes to drug and alcohol testing, no one
participant will have an artificially induced advantage, be pressured to use chemical substances
in attempting to remain competitive, or be exposed to the health risks associated with using
potentially dangerous drugs and other substances. The goals of this drug testing program are to
define substances that the NCAA and Newberry College has deemed banned, to deter the use of
these substances, to identify individuals who suffer from substance abuse problems, and to
provide access to treatment for such problems.
Purpose
1. To define substances that the NCAA and Newberry College has deemed banned
2. To inform those eligible for drug testing of exceptions to the NCAA’s list of banned
substances
3. To define those eligible for drug and alcohol testing
4. To establish for drug and alcohol testing procedures
a. Periodic Randomized Institutional
b. Reasonable Suspicion
c. Team
d. Periodic Randomized NCAA
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e. NCAA Championship
5. To define a positive test
6. To establish consistent sanctions for a positive test
7. To inform eligible individuals of the appeals process for a positive test
8. To inform student-athletes of the Newberry College Athletic Department’s and the
NCAA’s position on tobacco use
9. To provide those eligible for drug testing with options for drug abuse education and
treatment
NCAA Banned Substances
A complete list of all drugs and substances the NCAA bans for athletic participation and
competition can be found as an attachment. The NCAA does ban some dietary supplements. If
you have any questions abut a specific dietary supplement, please see a member of the Athletic
Training Staff or visit the Resource Exchange Center at www.drugfreesport.com.
Exceptions to the List of Banned Substances
The NCAA allows exceptions for a specific list of banned substances that may be used for
medical treatment. If part of an athlete’s medical treatment involves the use of these exceptions,
the Athletic Training Staff and team physicians will follow the appropriate procedures as
established by the NCAA. *If you are taking any prescription medication, you must provide a
document from your medical physician on letterhead to the Athletic Training Staff providing 1)
the medication and dosage, 2) the reason you are taking the medication, 3) any lab results that
led to the diagnosis, 4) the amount of time you have been prescribed the medication, and 5)
whether or not your physician has considered other treatments and why. A sample letter is
available from the Athletic Training Staff.*
Substances that Newberry College May Test For
Newberry College may test for the following but is not limited to:
1) The NCAA listed of banned drug classes:
a. Stimulants
b. Anabolic Agents
c. Diuretics
d. Street Drugs
e. Peptide Hormones and Related Substances
2) Alcohol
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3)
4)
5)
6)
7)
8)
Beta-blockers
Opiates
MDMA (Ecstasy)
Amphetamine/Methamphetamine
Flunitrazepam (Rohypnol)
Prescription or over-the-counter drugs not medically indicated
Newberry College’s Drug & Alcohol Testing & Education Program is separate and distinct from
the NCAA’ drug testing programs, including but not limited to, banned substances and sanctions
imposed.
Those Eligible for Drug and Alcohol Testing
All students involved with Newberry College athletics will be eligible for drug and alcohol
testing. These individuals include:
1. Student-athletes currently listed on a Newberry College sports’ roster. Redshirt athletes
and athletes who are medically unable to participate are subject to both Institutional and
NCAA testing. These sports include:
a. Baseball
b. Men’s Basketball
c. Women’s Basketball
d. Cheerleading
e. Men’s Cross Country
f. Women’s Cross Country
g. Football
h. Men’s Golf
i. Women’s Golf
j. Women’s Lacrosse
k. Men’s Soccer
l. Women’s Soccer
m. Softball
n. Men’s Tennis
o. Women’s Tennis
p. Volleyball
q. Wrestling
2. Student managers directly involved with the aforementioned sports
3. Student athletic trainers directly involved with the Athletic Training Department
All athletes, managers, and student athletic trainers are required to sign a drug and alcohol
testing consent and agreement form before participation.
Procedures for Drug Testing
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For both Randomized Institutional Testing and Randomized NCAA Testing, each coach will be
provided a list of individuals to be tested within 24 hours of the time of the test. It is the coach’s
responsibility to notify each individual that is to be tested in person or via telephone. Emails,
phone messages, or text messages are not forms of acceptable notification. If a coach is not
available to notify his or her athlete(s) of the test, the Test Site Coordinator will contact the
athlete(s). Testing will take place between the hours of 6:00am and 8:00am the following day.
Note that failure for an individual to be present for testing will be considered a positive test. The
aforementioned procedures do not apply to a test performed due to reasonable suspicion, as
defined below. Institutional and NCAA testing may occur during both traditional and nontraditional seasons. The NCAA also has a Summer Drug Testing program.
Newberry College uses a third party organization to conduct its drug testing. Drug Free
Sport provides specimen collectors and laboratory support. The NCAA also uses a third party
organization, Drug Free Sport, to conduct its drug testing. Individuals are tested through
urinalysis. Tested individuals will be observed during collection by a member of the drug testing
crew of the same gender. Except for academic reasons, a tested individual will not be allowed to
leave the test site until an adequate specimen is provided. If an individual must leave for class,
he or she must return immediately after class to provide an adequate specimen.
1. Randomized Periodic Institutional Drug and Alcohol Testing
a. Newberry College conducts drug testing periodically during the Fall and Spring
semesters. A computer program will randomly choose a pre-established
percentage of individuals from each team roster. Every eligible individual will
have an equal probability to be subjected to drug testing.
2. Reasonable Suspicion
a. Newberry College can selectively test an individual based on specific objective
facts and reasonable inferences drawn from those facts. Reasonable suspicion
testing must be based on:
i. Physical symptoms or manifestations of being under the influence,
including but not limited to:
1. Impaired short-term memory
2. Decreased manual dexterity
3. Periods of unusual hyperactivity, irritability, or drowsiness
4. Body odor
5. Failure to attend class
6. Significant decrease in GPA
7. Failure to attend practice
8. Increased injury rate or illness
9. Physical appearance changes
10. Academic/athletic motivation level
ii. Direct observation or evidence of prohibited use
iii. Possession and/or sale of prohibited drugs
b. An individual notified of reasonable suspicion testing must immediately submit to
a drug and/or alcohol test. Refusing to do so will result in a positive test result.
c. The following will result in an automatic positive test:
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i. Hospitalization or transportation to the Emergency Room related to the
use or consumption of prohibited substances
ii. Arrest or conviction for a criminal offense related to the possession,
transfer, or use of prohibited drugs or substances
d. Requests for reasonable suspicion testing may be made by:
i. The Athletic Director
ii. Associate/Assistant Athletic Director
iii. Head Coach
iv. Assistant Coach
v. Head Athletic Trainer
vi. Assistant Athletic Trainer
vii. Team Physician
viii. Academic Counselor
e. The Head Coach or supervisor (in the case of a manager or student athletic
trainer) will be notified of a Reasonable Suspicion Test before the individual is
tested.
f. Reasonable suspicion tests will be conducted by the Head Athletic Trainer in the
presence of and witnessed by the Director of Athletics, Associate/Assistant
Athletic Director, or a designee. A urine sample will be testing using a drug
testing dip stick. If a positive result appears according to the test’s instructions,
the sample may be sent to a laboratory for further testing upon the athlete’s
request and at his or her expense.
3. Randomized Periodic NCAA Drug Testing
a. The NCAA conducts randomized drug tests during traditional and non-traditional
seasons as well as during the summer. The NCAA may test an institution
multiple times during the school year.
4. NCAA Championship Competition Testing
a. The NCAA can test a student-athlete at any phase of the championship (e.g. first
round, second round, semifinals, finals)
b. The NCAA can test a student-athlete more than once during a championship (e.g.
first round and semifinals)
c. Participating institutions and student-athletes are not given any advanced notice
that drug testing is being conducted at the championship
d. At team championships (e.g. basketball, soccer, volleyball): immediately after
the game, an NCAA drug-testing crew member will provide an institutional
representative with a list of student-athletes who have been selected for drug
testing. The student-athletes must submit to testing immediately. Failure to do so
will result in a positive test.
e. At individual/team championships (e.g. wrestling, tennis, cross country):
official drug-testing couriers will notify student-athletes of their selection of drug
testing.
Definition of a Positive Test
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A “positive test” occurs when:
1. A tester reads a dip-stick test as “positive” according to the test’s instructions
2. A lab that has been consulted by Drug Free Sport or Newberry College reports that a
banned substance is present in a urine sample
a. Alcohol
i. Under 21 years-of-age: ANY amount of alcohol discovered in a urine
sample will constitute a “positive test”
ii. 21 years-of-age and older: A “positive test” constitutes any amount of
alcohol discovered in a urine sample 48 hours before a competition, a
scrimmage, or an exhibition
3. The Director of Residence Life and/or the Dean of Students reports to the Athletic
Training Staff that an individual has been found guilty of a drug or alcohol violation as
established by Student Affairs and Residence Life
4. An individual is hospitalized or transported to the Emergency Room due to consumption
of a prohibited substance
5. An individual is arrested for, or convicted of, a criminal offense related to the possession,
transfer, and/or consumption of prohibited substances
Sanctions of a Positive Test
*Sanctions imposed by the Department of Athletics are not in lieu of any sanctions imposed
by the Department of Student Affairs and/or any state or federal laws*
**ALL OFFENSES ARE CUMULATIVE THROUGHOUT THE STUDENTATHLETE’S ELIGIBILITY**
If an athlete tests positive during a non-NCAA (Institutional) drug test:
1. First Positive Drug Test:
a. The Head Athletic Trainer will notify all appropriate staff including, but not
limited to, the Athletic Director and Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the positive test.
c. The Head Athletic Trainer will send a certified letter to the individual’s parent or
guardian informing him or her of the positive drug test.
d. Notification of the positive test will be provided to the Department of Student
Affairs for inclusion in the student’s disciplinary file.
e. The individual will be referred to the School Counselor for 3 counseling sessions.
If the Counselor deems it necessary, he or she may refer the individual to
Westview Behavioral Health Services for counseling at the individual’s financial
expense. If an individual fails to complete the required counseling sessions after
diligent effort by the counselor to schedule and conduct, he or she will be subject
to further sanction as determined by the Athletic Director.
f. A student-athlete will be suspended for 10% of the regular season’s total games.
The student-athlete may continue to practice. Such sanction constitutes the
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minimum level of punitive action. Each Head Coach, with the Athletic Director’s
approval, retains the authority to institute penalties in excess of the minimum
sanction up to immediate dismissal from the team and/or loss of athletic
scholarship.
g. If a 10% game suspension cannot be satisfied in the present regular season, it will
be carried over into the next regular season. If the infraction occurs during the
non-traditional season, the student-athlete will be suspended from 10% of the
following regular season’s games.
h. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will determine the appropriate penalties up to dismissal
from involvement with Newberry College Athletics and loss of any associated
scholarship.
i. The individual will be subject to random drug screenings every seven to ten days
for up to one year (365 days) at the individual’s expense.
2. Second Positive Drug Test:
a. The Head Athletic Trainer will inform appropriate staff of the second positive test
including, but not limited to, the Athletic Director and the Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the second positive test.
c. The Head Athletic Trainer will send a certified letter to the individual’s parent or
guardian informing him or her of the second positive drug test.
d. Notification of the positive drug test will be provided to the Department of
Student Affairs for inclusion in the student’s disciplinary file.
e. The individual will be referred to Westview Behavioral Health Services for
counseling and education sessions at his or her financial expense. If an individual
fails to attend counseling session(s), at Westview Behavioral Health Services, he
or she will be subject to further sanction as determined by the Athletic Director.
f. The student-athlete will be suspended from 50% of the regular season’s games.
The student may continue to practice. Such sanction constitutes the minimum
level of punitive action. Each Head Coach, with the Athletic Director’s approval,
retains the authority to institute penalties in excess of the minimum sanction up to
immediate dismissal from the team and/or loss of athletic scholarship.
g. A 10% game suspension for the First Positive Test (as described in the previous
section) must be served before the 50% game suspension begins.
h. If a 50% game suspension cannot be satisfied in the present regular season, it will
be carried over into the next regular season. If the infraction occurs during the
non-traditional season, the student-athlete will be suspended from 50% of the
following regular season’s games.
i. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will determine the appropriate penalties up to dismissal
from involvement with Newberry College Athletics and loss of any associated
scholarship.
j. The individual will continue to be subject to random drug screenings every seven
to ten days for a full year (365 days) at his or her financial expense.
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3. Third Positive Drug Test:
a. The Head Athletic Trainer will inform appropriate staff of the third positive test
including but not limited to, the Athletic Director and the Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the positive test.
c. The Head Athletic Trainer will notify the individual’s parent or legal guardian of
the third positive test via certified letter.
d. Notification of the positive drug test will be provided to the Department of
Student Affairs for inclusion in the student’s disciplinary file.
e. A student-athlete must continue both counseling and education programs at
Westview Behavioral Health Services at his or her financial expense. If an
individual fails to attend counseling session(s) at Westview Behavioral Health
Services, he or she will be subject to further sanction as determined by the
Athletic Director.
f. The student-athlete will be suspended from athletic competition for a full year
(365 days), beginning after the 50% suspension for a “Second Positive Test” (as
described in the previous section) is served. The student-athlete will not be able
to practice during that year. The student-athlete will not be able to regain that
year of eligibility. Such sanction constitutes the minimum level of punitive
action. Each Head Coach, with the Athletic Director’s approval, retains the
authority to institute penalties in excess of the minimum sanction up to immediate
dismissal from the team and/or loss of athletic scholarship.
g. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will dismiss the individual from all involvement with
Newberry College Athletics, and he or she will lose all associated scholarship.
The individual may continue counseling and education programs at Westview
Behavioral Health Services at his or her financial expense.
If an athlete tests positive for alcohol:
1. First Positive Alcohol Violation
a. The Head Athletic Trainer will inform appropriate staff of the positive test
including but not limited to, the Athletic Director and the Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the positive test.
c. The Head Athletic Trainer will notify the individual’s parent or legal guardian of
the positive test via certified letter.
d. Notification of the positive drug test will be provided to the Department of
Student Affairs for inclusion in the student’s disciplinary file.
e. The individual will be referred to the School Counselor for 3 counseling sessions.
If the Counselor deems it necessary, he or she may refer the individual to
Westview Behavioral Health Services for counseling at the individual’s financial
expense. If an individual fails to complete the required counseling sessions after
diligent effort by the Counselor to schedule and conduct, he or she will be subject
to further sanction as determined by the Athletic Director.
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f. The student-athlete will be required to complete 20 hours of community service
under the direction of the Department of Student Affairs. Such sanction
constitutes the minimum level of punitive action. Each Head Coach, with the
Athletic Director’s approval, retains the authority to institute penalties in excess
of the minimum sanction up to immediate dismissal from the team and/or loss of
athletic scholarship.
g. If 20 hours of community service are not completed to the satisfaction of the
Department of Student Affairs by the end of the regular school year, any
remaining hours will roll over to the following regular school year.
h. These sanctions apply also to those who are involved in the Athletic Department
but are not necessarily student-athletes.
2. Second Positive Alcohol Violation:
a. The Head Athletic Trainer will notify all appropriate staff including, but not
limited to, the Athletic Director and Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the positive test.
c. The Head Athletic Trainer will send a certified letter to the individual’s parent or
guardian informing him or her of the positive drug test.
d. Notification of the positive test will be provided to the Department of Student
Affairs for inclusion in the student’s disciplinary file.
e. The individual will be referred to Westview Behavioral Health Services for
counseling and education sessions at his or her financial expense. If an individual
fails to attend counseling session(s), at Westview Behavioral Health Services, he
or she will be subject to further sanction as determined by the Athletic Director.
f. A student-athlete will be suspended for 10% of the regular season’s total games.
The student-athlete may continue to practice. Such sanction constitutes the
minimum level of punitive action. Each Head Coach, with the Athletic Director’s
approval, retains the authority to institute penalties in excess of the minimum
sanction up to immediate dismissal from the team and/or loss of athletic
scholarship.
g. If a 10% game suspension cannot be satisfied in the present regular season, it will
be carried over into the next regular season. If the infraction occurs during the
non-traditional season, the student-athlete will be suspended from 10% of the
following regular season’s games.
h. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will determine the appropriate penalties up to dismissal
from involvement with Newberry College Athletics and loss of any associated
scholarship.
3. Third Positive Alcohol Violation:
a. The Head Athletic Trainer will inform appropriate staff of the third positive test
including, but not limited to, the Athletic Director and the Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the second positive test.
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c. The Head Athletic Trainer will send a certified letter to the individual’s parent or
guardian informing him or her of the second positive drug test.
d. Notification of the positive drug test will be provided to the Department of
Student Affairs for inclusion in the student’s disciplinary file.
e. The individual will be referred to Westview Behavioral Health Services for
counseling and education sessions at his or her financial expense. If an individual
fails to attend counseling session(s), at Westview Behavioral Health Services, he
or she will be subject to further sanction as determined by the Athletic Director.
f. The student-athlete will be suspended from 50% of the regular season’s games.
The student may continue to practice. Such sanction constitutes the minimum
level of punitive action. Each Head Coach, with the Athletic Director’s approval,
retains the authority to institute penalties in excess of the minimum sanction up to
immediate dismissal from the team and/or loss of athletic scholarship.
g. A 10% game suspension for the First Positive Test (as described in the previous
section) must be served before the 50% game suspension begins.
h. If a 50% game suspension cannot be satisfied in the present regular season, it will
be carried over into the next regular season. If the infraction occurs during the
non-traditional season, the student-athlete will be suspended from 50% of the
following regular season’s games.
i. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will determine the appropriate penalties up to dismissal
from involvement with Newberry College Athletics and loss of any associated
scholarship.
4. Fourth Positive Alcohol Violation:
a. The Head Athletic Trainer will inform appropriate staff of the third positive test
including but not limited to, the Athletic Director and the Head Coach.
b. The Head Athletic Trainer will meet with the individual personally to inform him
or her of the positive test.
c. The Head Athletic Trainer will notify the individual’s parent or legal guardian of
the third positive test via certified letter.
d. Notification of the positive drug test will be provided to the Department of
Student Affairs for inclusion in the student’s disciplinary file.
e. A student-athlete must continue both counseling and education programs at
Westview Behavioral Health Services at his or her financial expense. If an
individual fails to attend counseling session(s) at Westview Behavioral Health
Services, he or she will be subject to further sanction as determined by the
Athletic Director.
f. The student-athlete will be suspended from athletic competition for a full year
(365 days), beginning after the 50% suspension for a “Second Positive Test” (as
described in the previous section) is served. The student-athlete will not be able
to practice during that year. The student-athlete will not be able to regain that
year of eligibility. Such sanction constitutes the minimum level of punitive
action. Each Head Coach, with the Athletic Director’s approval, retains the
authority to institute penalties in excess of the minimum sanction up to immediate
dismissal from the team and/or loss of athletic scholarship.
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g. If the individual is not a student-athlete, the supervising staff, with the permission
of the Athletic Director, will dismiss the individual from all involvement with
Newberry College Athletics, and he or she will lose all associated scholarship.
The individual may continue counseling and education programs at Westview
Behavioral Health Services at his or her financial expense.
If an athlete tests positive on an NCAA drug test:
1. First Positive Test:
a. The student-athlete cannot compete in any NCAA intercollegiate sport for one
year (365 days) following the test.
b. The student-athlete loses a minimum of one of four years of eligibility in all
sports.
c. The athlete is not able to compete in any NCAA intercollegiate sport until he or
she tests negative on an NCAA drug test.
2. Second Positive Test:
a. The student-athlete loses all remaining eligibility in all NCAA sports and is
permanently banned from NCAA intercollegiate competition.
Appeals Process
When an individual tests positive on a Newberry College (Institutional) drug test, he or
she possesses the opportunity to challenge the result before a committee appointed by the
Athletic Department. The committee shall consist of the Athletic Director, the Head Athletic
Trainer, the Dean of Students, the School Counselor, and a representative from Academic
Support Services. The Athletic Director will preside over this committee. The individual may
act as his or her own advocate or may seek outside counsel at his or her own financial expense.
The individual may have his or her urnine sample retested at a laboratory of his or her choice at
the individual’s financial expense. Any evidence, technical experts, or third party administrators
presented before the committee is the sole responsibility of the individual making the appeal.
After the hearing, the committee’s decision will ultimately be accepted and any subsequent
sanctions applied.
When a student-athlete makes an appeal to the NCAA for a positive drug test, the athlete
will be represented by the Newberry College Athletic Department. An athlete may not make a
direct appeal to the NCAA.
If the NCAA declares a student-athlete ineligible for competition, Newberry College may
conduct an investigation. If the college determines that the athlete was wrongfully declared
ineligible, it may present the case to the NCAA in an attempt to get the athlete reinstated as an
athlete eligible for intercollegiate competition.
NCAA and Newberry College Tobacco Policy
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NCAA Bylaw 17.1.9 states, “The use of tobacco products by a student-athlete is prohibited
during practice and competition. A student-athlete who uses tobacco products during a practice
or competition shall be disqualified for the remainder of that practice or competition.” If any
student-athlete is observed using tobacco products during a practice or competition, he or she
will be removed immediately from said practice or competition. If a manager or student athletic
trainer is observed using tobacco products during a practice or competition, he or she will be
removed immediately from the venue. Use of tobacco products does not constitute a positive
drug test as outlined in the Newberry College Drug & Alcohol Testing & Education Program,
but the Head Coach, with the permission of the Athletic Director, maintains the authority to
institute penalties beyond dismissal from practice or competition. In the case of a manager
violating the Tobacco Policy, the supervising Head Coach, with the permission of the Athletic
Director, maintains the authority to institute penalties beyond dismissal from a practice or
competition venue. In the case of a student athletic trainer violating the Tobacco Policy, the
Head Athletic Trainer, with the permission of the Athletic Director, maintains the authority to
impose penalties beyond dismissal from a practice or competition venue.
NCAA Bylaw 11.1.5 states, “The use of tobacco products is prohibited by all game personnel
(e.g., coaches, trainers, managers and game officials) in all sports during practice and
competition. Uniform penalties (as determined by the applicable rules-making committees and
sports committees with rules-making responsibilities) shall be established for such use.” The
Athletic Director will sanction game or practice personnel (including Head Coaches and
Assistant Coaches) who violate this tobacco policy on a case-by-case basis.
Tobacco products are not to be used or observed in any venue governed by Newberry
College Athletics. This includes but is not limited to all practice and competition sites, the
weight room, the Athletic Training Room, the Physical Education Building, and O.L. Casey. If a
coach or staff member violates this policy, he or she shall be sanctioned by the Athletic Director
on a case-by-case basis.
Educational Opportunities
If you have any questions regarding drug use and abuse, your coaches, athletic trainers,
Student Affairs, and Wellness Services all have information and resources to provide answers,
medical help, and off-campus counseling services if necessary. Don’t wait until a positive test to
seek help.
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Coaches Outside Income
Beyond NCAA regulation, Newberry College has placed no restrictions on coach’s regarding
outside income. There is, however, some language in the Newberry College Employee Manual
that speaks to outside income. Therefore all plans to attend, work at, run, or participate in any
way in a sports camp must be pre-approved by the VPIA. In addition, guidance should be
requested of the Compliance Office for any NCAA rules regarding camps or off-season work
Coaches are encouraged to participate in any camp or activity that they feel will benefit them as
long as it does not interfere with their foremost Newberry College commitments.
Academics
Academic Enrichment
It is the goal of the Newberry College Athletic Department to prepare students for success on and
off the field. It is our policy that each student-athlete be required to maintain a minimum 2.25
GPA, both cumulative and by semester. Students who fail to maintain a 2.25 GPA will be given
help in the form of 8 hours required supervised Academic Enrichment study hall or mandated
enrollment in COL 150 which is an academic study skills course for a one credit pass/fail grade.
The study time will consist of 2 hours on Sunday nights, and an additional 6 hours through the
week. The study halls are to be monitored by coaches or the administration staff, and supervised
by a designated athletic administrator, FAR, and Center for Student Success.
Students must agree, and follow, the following:
1. Arrive 10 minutes early;
2. Present their student ID, and sign in;
3. Show their assignments for the week, with a nightly goal towards
those that need to be completed;
4. Arrive prepared with necessary school supplies
5. To not bring cell phones into the room;
6. To arrange a make-up session, in advance, if hours are to be missed due to
competition
Any behavior that leads to disruption, or any Enrichment sessions missed for an unexcused
reason, will result in the following:
1st offense: referral to their coach and the designated athletic administrator;
2nd offense: mandatory suspension for part or all of a competition to
be determined by the VPIA or his designee;
3rd offense: reduction in scholarship funding and suspension for all or
part of a competition, as determined by the VPIA or his
designee;
th
4 offense: loss of athletic scholarship and loss of a minimum of 1week in competition
Supervisor Instructions for Enrichment hours:
25
As students enter, have them sign in. If you don’t know them, check their student ID
Before they sit down, have them turn their desks away from you, but at an angle. You need to be
able to see their computer screens. At 10 minute intervals, walk around the classroom.
Intentionally look at each screen, including the tabs at the top and bottom of internet explorer. If
students are on Facebook, ESPN, etc., have them close their computers. They have lost the
privilege for the day.
A. If students lose their computers during the first hour, they may use it again in
the second hour
B. if students lose it in the second hour and tell you they have a paper due, or
something else which requires a computer, tell them to write a draft by hand on paper. They can
type it up later on their own time
Students may have drinks with lids and snacks which can be consumed quietly. Students may
have to listen to webcasts or other online instructional videos. They must have earphones and
you should not be able to hear them when you stand next to them. Cell phones need to be put
away. Do not allow them to leave them on their desks or in their pockets. Put them in their bags
or in the front of the room.
Once students have settled in, have them study for 45 minutes. After the first 45 minutes, give
them a 15 minute break. Tell them they can stand up, use their cell phones, Facebook, etc.
After the 15 minutes, settle them down and have them study another 45 minutes. Once
finished, the students must re-arrange the room. Make sure the desks are in straight rows and
all chairs are facing forward.
Bring the folder with the sign in sheets to the Center for Student Success at end of session.
Enrichment Hours Policy regarding students with ADA letters of accommodation
Students who have documented learning disabilities which require special accommodation may
not benefit from a strict study environment such as that provided by Enrichment Hours.
Therefore, students who have an active AA agreement on file in the Office of Disability Services
may be eligible for accommodations in Enrichment Hours as well. The Director of Disability
Services will meet with the student and make a decision on accommodations. Based on that
decision, the Director of Disability Services will:
Make a specific schedule and time for the student to complete their 8 hours a week
1. Work with the student to come up with a plan to verify the hours
2. Send a letter of Enrichment Hours accommodation to the FAR, Associate Athletic
Director, and head coach and,
3. Work with the Center for Student Success to update the Enrichment Hours log book
These accommodations are dependent on good-faith effort from the students. If a student fails to
participate in their education by failing to show up, not engaging in the enrichment hours, failing
to meet performance standards, or engaging in disruptive behavior, the Director of Disability
Services has the right to revoke these accommodations. In this case the Director with notify the
FAR, Associate Athletic Director and Head Coach in writing.
26
All students with Enrichment Hour accommodations are required to meet with the Director of
Disability Services 1 week after midterm for a progress report where changes may be made to
the accommodation plan. These changes will be sent to the FAR, Associate Athletic Director
and Head Coach in writing.
Academic philosophy statement
It is the policy of the Athletics Department that each head coach is directly responsible for the
overseeing of the academic progress of each student athlete involved in their program. The
Center for Student Success will assist in the following areas: maintaining a writing lab with
computers to assist student athletes with papers, arranging tutoring, and providing methods for
the students self-tracking of grades. The designated athletic administrator in conjunction with
the College’s Registrar’s office and Faculty Advisor Representative will assist by monitoring
academic success, progress toward a degree, assisting with academic advisement/registration,
and arranging lifestyle and academic workshops/lectures. In addition to this, effective August
2012, athletic staff will have access to their student-athlete’s academic course history, schedules,
and other pertinent information on Wolf Den. Also, athletic staff already has access to viewing
academic progress and degree declaration in CAi.
Advisement duties
Academic advisement is to be performed by the assigned faculty advisor or by a College 101
mentor. Coaches are encouraged to speak with their student athletes about their schedules so that
classes do not conflict with practice times. The designated athletic administrator or the SWA
will ensure that advisors are aware of the general studies requirements and the special needs of
individual student athletes. Each term, all student athletes should do the following to ensure
NCAA eligibility and satisfactory progress toward a degree: Meet with academic advisor for
advisement and completion of registration schedule form. Be sure:
A. The schedule has at least 12 countable hours (remember that 12 is a minimum, not a
goal)
B. To discuss practice schedule and potential travel schedule with the advisor. Students
should strive to take all of their classes between the hours of 8:00 AM and 3:00 PM to avoid
conflict, however, at times their academic needs will require them to take courses outside of this
time period. Most practices will be scheduled between the hours of 3:00 PM and 7:00 PM.
C. A number of countable alternative courses have been listed just in case the primary
selections are not available
Student athletes should meet with either the designated athletic administrator or SWA to confirm
academic scheduling for the following term.
Coaches will have access to the student athlete’s schedule on Wolf Den.
Coaches and athletes are encouraged to contact the designated athletic administrator or SWA
anytime there may be a question about academic advice a student athlete has received pertaining
to academic advisement or concerning eligibility. A student athlete’s opportunity to participate
should not be jeopardized through ignorance of academic eligibility standards.
27
Enrollment requirement
Each student athlete must be enrolled in a minimum of 12 countable hours per term. A student
athlete who drops below 12 hours will be immediately declared ineligible for practice,
competition, and financial aid for the remainder of the term.
Declaration of major
Prior to the fifth semester of attendance, each student athlete must declare an intended major.
Once a student athlete declares a major, all 24 hours applicable to annual eligibility must apply
to that chosen major.
Academic Progress Reports
Coaches and athletic staff are encouraged to follow academic progress and attendance on Wolf
Den. The head coach will also receive a midterm grade report produced by the registrar’s office.
Coaches will not send out individual grade reports for their entire team. If a there is issues
receiving information on a particular class, please contact the designated athletic administrator
through the FAR to receive missing information in Wolf Den.
Repeating academic courses
Occasionally, it is necessary or desirable for a student-athlete to repeat a course already taken.
When it is in the best interest of the student-athlete to repeat a course, she/he is encouraged to do
so. The student athlete should be cognizant of the impact that repeating a course will have on
his/her eligibility. A higher grade may improve the student athlete’s GPA. Repeating (and
passing) a course previously taken and failed, adds the course hours to the student-athlete’s
eligibility record. However, a course previously taken, passed, and counted, cannot be counted
for eligibility purposes regardless of the grade earned when repeated or if the course was
required to be repeated. No student-athlete should register for a repeated course without
discussing the situation with their coach or designated athletic administrator.
Withdrawing from class
No student-athlete should have their academic future endangered by remaining in a potentially
high-risk academic situation. In this regard, student-athlete’s need to receive council from the
designated athletic administrator to make sure dropping a course will not endanger their
eligibility status. Coaches should know the academic progress of each student-athlete on their
team and should request an individual meeting with the Compliance Office if a question should
arise that could effect academic or continuing eligibility requirements. They will work together
to find a suitable alternative or make arrangements to take the course at a later date.
The following procedures should be followed by students-athletes desiring to drop a
class:
1. The student-athlete meets with the designated athletic administrator or Compliance
Office and their coach at which time the staff will explain the consequences of dropping the
class
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2. If needed, the designated athletic administrator will contact the instructor/and or
advisor about the student- athlete’s class performance and status
3. The student-athlete will begin the drop procedure by getting the advisor’s and the
instructor’s signatures on the drop form and submit the document to the Registrar’s office.
Midterm grade reports
Midterm grade reports will be made available to the coaches via the Compliance Office as soon
as possible following midterm exams. These will be reviewed for athletics eligibility and
satisfactory progress towards degree. Some of this information can also be viewed in Wolf Den.
Athletic competition and dealing with missed classes
On the first day of class, the student-athlete should:
1. Inform each professor of his/her student-athlete status and identify the missing class
days due to competition.
2. The student-athlete should verbally and in writing (email) remind their professor that
they will not be in attendance the class before the miss occurs.
3. The student-athlete should ask the professor for information regarding material to be
covered and assignments to be made during their absence.
4. It is imperative the student-athlete communicates with their professors in advance.
Examinations and road trips
Coaches (or other non-faculty persons) are not permitted to administer examinations for any
course on road trips, and no request to instructors by coaches or players to do such is
permissible. Coaches should allow the Center for Student Success to set up alternative test
taking for the student- athlete if and only if the student-athlete cannot come to reasonable terms
with their professor.
Scheduling Athletic Contests
The VPIA or his designee oversees all scheduling. It is understood that each head coach will plan
all schedules relating to his/her particular sport. Then will take to the following for review and
evaluation; Compliance Office – Media Relations - VPIA. Upon approval of the VPIA, then and
only then, can the sport’s schedule be released by the college’s Media Relations Department. All
schedules must conform to the rules and regulations of the institution, The South Atlantic
Conference, and NCAA.
Notification of Travel
The head coach must submit a valid travel form (located in Wolf Den) to the designated athletic
administrator completed the required information on the document and providing a projected
travel roster at least ten (10) days prior to travel date. This list will be sent by the designated
athletic administrator upon approval to the Office of Academic Affairs who will then distribute
29
the official notice to the faculty. It is still the student’s responsibility to notify their professor in
advance, and their professors can reference the official travel notice to confirm the approved
absence. Students are reminded to reference the syllabus for each class to make sure they are in
compliance with each course’s attendance policy.
Note: Travel Roster Form is also to be used for any student-athletes that will miss class for
home games also.
Note: Any changes to the travel roster after the initial submission should be sent to the
designated athletic administrator prior to campus departure.
Budget Limitation for Travel
All scheduling expenses must be within the limits of the budget blueprint that is submitted and
approved by the VPIA at the beginning of each fiscal year.
Other Scheduling Policies
A sincere effort will be made to schedule as many athletics contests as possible when Newberry
College’s student body is on campus.
A. No practices or games shall be scheduled on “reading day” prior to final exams.
B. No athletic contests will be scheduled on any final examination day, with the
exception of weekend contest.
For any Staff or Coaches who take athletes or other groups of students Absence Reporting: off
campus on official College business (i.e. athletic events, concerts, conferences, or similar
programs) that requires student-athlete to miss class must provide the Compliance Office with an
official travel roster at least ten (10) days in advance
No student-athlete shall miss a class due to an athletic practice taking place on the College’s
home site, per NCAA bylaws.
Game Contracts
Contracts should be signed by representatives of both schools for all athletic contests whether or
not money or services are to be exchanged. Contracts are not necessary for contests scheduled by
the conference office. Game Contract Forms can be found in the Compliance Office or on Wolf
Den.
The VPIA must approve terms of contract prior to being offered. Once approved and agreed
upon by both coaches then contracts must then be processed through the Compliance Office for
approval prior to going to the VPIA for final signature.
Contracts for a single appearance should be initiated by the school which is the host. Multiple
game contracts should be initiated by the host of the first game. All signed copies of game
contracts will be filed in the Compliance office.
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Declaration of Playing Seasons
Each head coach will declare the beginning and ending of the practice and playing season for the
academic year. A copy of this declaration will be kept on file in the Compliance office.
Practice Time
NCAA regulations limit the amount of time a student-athlete can be required to devote to
countable athletically related activities (CARA) each week during the regular academic year and
during final exam periods.
Playing Season Limit
During the traditional playing season this limitation is 20 hours per week with a required day off
each week. See NCAA Article 17 for details.
Outside of Season Limit
Outside of the season during the non traditional season, the limit is eight hours per week and
limited to weight training and conditioning activities, except for two hours per week of
individual skill instruction or team activities. The number student-athletes can be engaged in
such “skill instruction” at any one time is limited based on playing squad sizes. The two hours
must be counted as part of the eight hours allowed weekly. Consult NCAA Article 17 for details
on CARA outside of the season.
In addition, there must be two days off each week during which no countable activity takes
place. “Day” is a calendar day 12:01 to midnight. See NCAA Article 17 for non championship
segment practice calendar opportunities in addition to the 8 hour limit per week for certain sports
which have a window of time and a certain amount of days where normal practices (i.e. fall ball
or spring ball) may occur under certain situations.
Countable Athletic Related Activities
“Countable athletically related activity” during this period includes:
A. Practice
B. Competition
C. Required weight training and conditioning activities at the direction of each sport’s
coach. Not considered countable if run solely by department’s strength and conditioning
coach.
D. Film or video review of athletic practice or contest, required,
supervised or monitored by an athletics staff member.
E. Meeting initiated by coaches on athletically related matters.
F. Any individual workouts required or supervised by a member of the
coaching staff.
Coaches are required to record, using the Weekly Practice Log Form for CARA (located in Wolf
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Den), the amount of time each student-athlete participates during the calendar week. This form,
signed by a student-athlete, shall be submitted to the compliance office on a weekly basis. All
student-athletes who share the same schedule can be listed on the same form. However,
individuals whose schedules differ must be listed separate from one another during particular
periods when teams must train separately. The day’s hours should always be listed and totaled at
the bottom of the form. The start date for each week for Newberry College athletics is counting
Sunday as day 1 every week.
Participation Lists
At the beginning of each sport season, the head coach is responsible for submitting to the
compliance office a roster indicating which athletes are eligible to compete.
A copy of the Squad List, with all the names of all eligible athletes, will be available from the
compliance office for each sport at the start of the season.
Game Official Assignments
The South Atlantic Conference will assign officials for all contest, except in the sport of tennis,
lacrosse, and wrestling.
Payment of Officials
The cost of officials (per contest) will be determined by the Conference office and will be billed
accordingly. Each head coach is responsible to get these figures and account for costs in their
budget blueprint every year. Payment for officials will be processed through the athletic business
office. At no time should a member of the coaching staff be involved in the payment of game
officials at a contest site.
Official’s Host
When it is appropriate, Newberry College will assign an individual to serve as the Official’s Host
(typically a Student Assistant or Team Manager). The Official’s Host will meet and greet each
official (arrival time will be provided by the designated athletic game day administrator) as they
arrive, will show them to their dressing room, and ascertain if the crew has any special needs.
This person is responsible for all pre-game needs which includes towels, bag lunches, and drinks.
The designated athletic game day administrator will be responsible to make sure we have
security guards available for football and basketball contests to escort officials to and from the
locker room and ensure the officials safety with an escort as needed for other home athletic
contests.
Sports awards
Athletic Awards are permitted for recognition for participation in intercollegiate athletics and
special accomplishments. All team athletic awards will be issued and approved by the head
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coach of the particular sport who is responsible for informing, in advance of the award, both the
SID and VPIA. All athletic awards will be given within applicable NCAA restrictions.
Any awards such as the retirement of a jersey, induction into Newberry College Athletic Hall of
Fame, etc. must be approved by the VPIA. A Newberry College Athletic Hall of Fame
nomination must also be approved by the Newberry College Letterman’s Club Board.
Athletics participation certificates may be granted by the VPIA, on behalf of the Newberry
College Letterman’s Club, upon proper recommendation of the head coach. Recommendations
are to be made based on criteria established by the coach with consideration for the following:
A. Participation
B. Athletics Ability
C. Service without participation (seniors only)
D. Spirit and motivation
E. Conduct in and out of uniform
Student -athlete primary insurance
Newberry College provides secondary insurance coverage for all student athletes as required by
the NCAA. All Newberry College student athletes must have a primary health insurance policy
that includes minimum of $10,000 of athletic injury coverage. If an athlete sustains an injury,
and he/she is referred by a Newberry College Athletic Training staff member to receive care
beyond the staff’s capabilities and/or qualifications, the athlete’s primary insurance will be filed
first. As soon as the primary insurance has made payment, Newberry College’s secondary
insurance will then be filed. After both insurances have been filed, any remaining balance is the
student athlete’s responsibility. Newberry College will make no direct payment for medical
expenses incurred as a result of athletic practice or competition outside the limitation of our
secondary insurance policy.
It is the responsibility of the student athlete to notify Newberry College Athletic Training of any
changes in or lapses of coverage. If a student athlete fails to notify Newberry College Athletic
Training of such changes or lapses, he/she is solely responsible for any chargers incurred. If an
athlete chooses to obtain medical care without the referral of a Newberry College Athletic
Training staff member, he/she is responsible for the filing of proper paperwork with his/her
insurance company and Newberry College Athletics secondary insurance policy. Newberry
College Athletics secondary insurance will be filed for injuries sustained as a direct result
of participation in Newberry College Athletics sponsored events only.
Newberry College strength and conditioning facility policies
The Newberry College Strength facility was designed to provide the athlete with the best
possible equipment, instruction and training programs available. A staff of one full time coach
and a student assistant are available to teach proper lifting techniques, design sport specific
programs and motivate each athlete to excel in his or her particular sport.
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The Strength facility is for Newberry athletes only. However, upon request from the Strength,
Speed and Conditioning director, permission to use the facility may also be granted to other
individuals on a case-by-case basis. The individual must sign a waiver release form to use the
strength facility. The strength staff will handle all scheduling and training blocks. Teams or
athletes should always report to the weight room promptly at their assigned time. Assistants will
be assigned weight room duties and supervision as directed by the strength, speed and
conditioning coordinator. The assistants will monitor varsity sports throughout the course of the
year. This includes program design, implementation, instruction and testing. Weight room hours
will be 8:00am to 6:00pm, unless otherwise posted. Take pride in your strength facility by
carefully following the policy guidelines listed below:
1. You must wear Newberry College gear only when training in the facility.
A. Athletic shoes and socks.
B. Athletic shorts (red, black, or white) or athletic practice attire.
C. A Newberry Athletic shirt.
D. No logos of any other high school or college may be worn in the
facility.
E. No track spikes or cleats may be worn in the facility.
F. No rings, necklaces, or any head attire may be worn in the facility.
G. No cell phone use of any kind.
2. All athletes must be on time for their training session and check in with your strength coach
each time that you enter the training facility.
3. No cussing is permitted.
4. No ice bags are permitted in the facility.
5. You must have a workout, follow it, and record workout content on your own.
6. If you have an injury that may in anyway inhibit a portion of your workout, you first must see
a trainer and receive a written slip explaining the injury, which movements are to be avoided,
and which ones may be substituted. Only a Strength Coach or your team coach can dismiss you
from a workout.
7. Lifters are required to uses collars and spotters on every set.
8. Move weights from the weight tress to the bar only. Never set them on upholstery or lean them
against equipment.
9. Strip all bars immediately after use. Return dumbbells to the rack in proper order.
10. Food, drink, gum, tobacco of any kind and toothpicks are not permitted.
11. Spitting or defacing the facility is not permitted and will result in immediate expulsion.
12. The staff offices, telephones, and stereos are off limits to athletes, unless permission to use
them is given.
13. The strength staff is not responsible for holding personal items.
14. Follow all instruction given by coaches.
15. Televisions will remain off during scheduled group lifting sessions.
16. If two sports are using the facility at one time, respect each other and concentrate on only you
and your team’s workout.
17. No sitting down or leaning against equipment in the weight room.
18. Failure to follow any of the policies will result in loss of weight room privileges.
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Athletics administration
Athletics Department programs are expected to be maintained as an integral part of the
educational system of the institution, and the student-athletes shall always be treated as an
integral part of the student body.
As representatives of Newberry College, all coaches, managers, trainers, and other personnel are
expected to conduct themselves in a manner that is commonly accepted for a professional
administrator representing this institution. All personal conduct, appearance, and attitudes
displayed while representing the institution shall reflect positively on the image of the
department and the College. Each will exhibit the highest degree of proper decorum under all
circumstances, particularly on road trips (i.e. in restaurants, motels, and at athletic contest).
Employees should ensure their conduct will bring credit to the College.
It is the policy of the Athletics Department to present to the public, at all times, a positive image.
To this end, appropriate attire and appearance that reflects dignity, good taste, and proper
judgment shall be worn during working hours. An employee of the department is a professional
person and should project a professional image. There should be no wearing of apparel with any
NCAA institution or professional programs while on campus or during travel that is not
Newberry College.
Staff meetings
The VPIA will meet with his administrative staff and coaches at his/her discretion. Senior level
staff meetings for athletic administration are typically held weekly, followed by an athletic
administration meeting. Head Coaches Meetings and All Athletic Staff Meetings will be held
periodically to address any issues.
Hiring and Evaluating all Athletic Department Personnel
Position vacancies are advertised and filled according to institutional policy set by our human
resources department. The VPIA will run a confidential background check and degree
verification when deemed appropriate with the assistance of Human Resources. The VPIA will
also contact the NCAA Enforcement staff as needed for NCAA Compliance Background checks,
along with asking each candidate about their NCAA Violations History.
This evaluation will consist of list of criteria which has been explained prior to the hiring of each
coach. Each year criteria will be revisited, evaluated, and altered to reach desired program goals.
This will help insure the department carries a unified message with the goals we are striving to
achieve
Employees of the College, and expressly the Athletics Department, are expected to maintain
satisfactory performance levels and to conduct themselves in a professional manner in
accordance with the policies contained in the Employment Guide and this Policy and Procedures
Manual.
As the College may, in its unilateral discretion, mollify, skip, or revoke this Action Plan review,
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this policy does not create expressly or implied a contract.
All Athletic department staff, volunteers, vendors, and independent contractors must:
• Pass a criminal background check
• Produce a drivers license
• Present a driving record
• Provide all the necessary personal information
Open door process
The College and the Athletic Department encourages employees to meet and discuss
suggestions, problems, or concerns with the VPIA, the Compliance Office, the Athletics
Business Office and the SWA. Every coach should also use this policy with the student-athletes
and other coaches and staff.
It is the intention of the Athletic Department to utilize the “Open Door”” Policy as a way to
encourage communication and expression. Utilize the following:
• Communicate with your supervisor
• Submit a written request for a meeting if there has been any difficulty regarding a time
to meet
• The employee always has the right to go to human resources for input from that quarter
Job descriptions
The office of Human Resources maintains “job description” sheets on every job awarded in the
Athletic Department. These job descriptions are fluid and may, probably will, change
periodically as jobs are added, deleted, or combined.
Job descriptions are useful for Worker’s Comp, FLSA, FMLA, and Other federal and state laws
where “essential” duties must be enumerated.
The VPIA will give each employee, coach, and staff member a performance review annually.
Depending on the results of that review, the VPIA can implement an Action Plan Review. The
goal of an Action Plan is to communicate and successfully correct one’s performance.
Examples of possible job descriptions
Vice President of Intercollegiate Athletics/Athletic Director
Currently Brad Edwards
Brad is responsible for overall supervision and administration of the athletic program. He
manages day-to-day operations of the athletic department including supervision of staff and
coaches. He also takes an active role in the retention and academic success of student athletes.
He oversees budget responsibility for the entire athletics department, including internal
operations and external operations. This position will also annually evaluate and monitor the
well being of all student-athletes through communications with staff (athletic and non-athletic)
and student-athletes, evaluations of surveys, investigating and evaluating complaints and
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suspicions, and through coordination of the senior staff.
Associate Athletic Club Director, Business Office Manager
Currently Sharon Bryant
Sharon conducts all Athletic Club day-to-day operations, assists in planning Athletic Club
events, as well as all athletic related events. She also coordinates the efforts of bookkeeping and
managing the day-to-day business functions and operations of the athletic department. She
serves as a point of contact for athletic staff members for business affairs.
Associate Athletic Director for Compliance and Academic Services
Currently Matt Finley
Matt monitors athletes and departmental staff to make sure they meet the requirements of NCAA
rules and regulations. This includes Eligibility certification (initial, continuing and transfer). He
oversees retention of athletes. He issues NLI’s and GIA’s, approves recruiting announcements
for signings, Hardships, Waivers, and handles reporting documents to the NCAA, including
SAC Reports, NCAA Reports, EADA Reports, NCAA Self Study Guide, or any other report as
directed by the VPIA and with consultation with the SWA and FAR. He handles investigations
and self-reporting of rules violations, coordinating with a reporting structure and consultant in
the Faculty Athletic Representative, President, and Vice President for Intercollegiate Athletics,
depending on the nature of the item. The Director for Academic Services also consults with the
Center for Student Success and FAR for coordination of athletic academic services, athletic
enrichment, COL 150 Academic Skills Course, and other academically related items to the
athletic department. This position also serves the College on various committees for the athletic
department, including the Title IX Committee. This position also coordinates with each sport
head coach, coaching staff, and athletic administration staff to ensure compliance to NCAA,
SAC, and institutional policies in the daily routine. This position also coordinates with the
Newberry College Letterman’s Club and ensures their compliance with all NCAA legislation and
coordinates their efforts to promote Newberry College. Coordination for this aspect is done in
close conversations with the Athletic Club and VPIA. In addition to these duties, this position
oversees the day to day internal operations from facility management, athletic tickets, game day
operations, promotions, and serves as a liaison to these positions for job performance, NCAA,
SAC, and Institutional Policy Compliance and assists these positions as needed to increase
performance and assure compliance with all NCAA, SAC, and Institutional Policies.
Associate Athletic Director / Athletic Club Director / Football Gameday Operations
Currently Mike Hold
Mike handles the fundraising and relations with athletic club members, boosters, and alumni. He
also coordinates game day operations and facilities for football only. Mike reports directly to the
VPIA for all Athletic Club functions, and coordinates with the compliance office in a regular
basis to ensure NCAA Legislation is followed in regards to all fundraising and works to educate
all booster organizations about current NCAA Recruiting Legislation. Mike also coordinates to
ensure compliance within operations directly relating to football game days.
Assistant Athletic Director for Sports Medicine
Currently Contracted out to the Moore Orthopaedic Clinic: Chris Greenleaf
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Chris oversees the day-to-day operations of the athletic training department. He schedules
trainers to cover athletic games and practices. He provides treatment to athletes when injured
and rehabs athletes after surgery. He draws schedules and provides transportation for medical
testing and surgeries. He makes sure the training room is fully equipped to meet the needs of our
student athletes. He reports directly to the VPIA and consults on a daily basis with the
Compliance Office. He also assists the VPIA in negotiations with Insurance Companies and
processes all student athlete insurance claims.
Senior Women’s Administrator
Currently Emily Bikowski
The Associate Director of Athletics/Senior Woman Administrator is responsible for assisting the
College’s intercollegiate athletics program and establishing policies and procedures that achieve
the parallel goals of development of quality, competitive athletics teams and support of the
individual educational goals of student-athletes. The Associate Director of Athletics/Senior
Woman Administrator assists in ensuring Newberry College compliance with applicable
National Collegiate Athletic Association (NCAA), South Atlantic Conference, and Newberry
College rules and regulations governing all facets of intercollegiate athletics programs. The
Associate Director of Athletics/Senior Woman Administrator supervises student-athletes, event
management, special events, and fund-raising activities as appropriate. The SWA has a reporting
structure that goes to the VPIA, Compliance Office, and/or President of the College, if necessary.
In addition to this, the SWA also coordinates all SAAC functions on Newberry College’s
campus and brings representatives the SAC and/or NCAA SAAC functions, if necessary. The
SWA also serves as a representative on the College’s Title IX Committee.
Director Strength, Conditioning and Sports Performance
Currently Contracted to the Moore Orthopaedic Clinic: David Helms
Under the direction of the VPIA, the Head Strength and conditioning Coach will have full
responsibility for the area of speed, strength, and conditioning. He will have a full understanding
of all SAC and NCAA regulations and policies as they pertain to his responsibility. He consults
with the Compliance Office on a daily basis to ensure NCAA legislation is followed.
Director of Marketing, Facilities and Game Day Operations
Currently Brian Henry
He is responsible for the development and implementation of the marketing, advertising, and
promotional operations for all sports. He is also responsible for soliciting football season tickets
sales. Brian handles game entertainment for all athletic events. His other duties include
coordinating with Aramark and facility maintenance and work order requests, organizing
community relations’ events and he assists in campus marketing. Brian also assists with all
athletic even operations.
Athletic Ticket Manager / Executive Assistant
Currently Kiki Smith
Oversees and coordinates all aspects of the intercollegiate ticket office, athletic promotions, and
assists in the departments marketing efforts. Also coordinates with the athletic administration to
assist with various projects, paperwork, and assignments as designated by the VPIA.
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Faculty Athletics Representative
Currently Sid Parrish
Sid serves as a liaison between the institution and the athletics department, and also as a
representative of the institution in conference and NCAA affairs. Serves as a full time faculty
member, but has duties to the athletic department, student athletes, and college, and reports
directly to the President. This position coordinates closely with the VPIA and Compliance
Office to ensure student athlete welfare and compliance to NCAA Legislation.
Assistant Athletic Director / Athletic Communications
Currently Josh Manck
Josh serves as the Sports Information Director and compiles all statistics for every sport,
maintains the Newberry College Athletic Website, serves some internal operation needs at all
home events and SAC Tournament events as assigned. This position also oversees and hires a
staff to work various events and also coordinates all articles and press releases for Newberry
College Athletics. This position coordinates with the Compliance Office on a daily basis to
ensure NCAA, SAC, and Institutional Policies are followed. This position also coordinates with
Head Coaches of each sport to ensure rosters, schedules, and press releases are up to standard. In
addition, he coordinates with all athletic administration to ensure all media relations for the
athletic department are in good standing and up to date. Coordinates all press conferences for
Newberry College Athletics.
Vice President of Intercollegiate Athletics/Director of Athletics
Job Description: The Director of Athletics shall be responsible for all aspects of the athletic
department - Intercollegiate programs, Cheerleaders, All members of the coaching staff, Athletic
Training Center, Strength and Conditioning Program, Facilities and Grounds, Sports Information
& Promotions, Administration and Compliance, and all fundraising activities.
Core Job Functions:
1. Any other tasks as assigned by the Collegiate President.
2. Remain current on SACS criteria and ensure compliance in area of control.
3. Meet goals and objectives as communicated in the College’s Annual Performance
Review.
4. Effective stewardship of the College’s financial resources
5. Reports directly to the President and serves on the Cabinet.
6. Guides the athletic program to fit the mission of Newberry College and to be in
compliance with the South Atlantic Conference and NCAA.
7. Works with the Vice President for Business Affairs to insure that proper budget
procedures are followed.
8. Responsible for hiring, supervision, and evaluation of staff professionals and related
personnel within the athletic department.
9. Staff contact and Board member for Athletic Club.
10. Staff contact and Board member for Letterman’s Club.
11. Plans, organizes, develops, and maintains a comprehensive intercollegiate program.
12. Attends and represents the Athletic Department on the Athletic Council, Faculty
Athletic Committee, and appropriate athletic and professional associations.
13. Oversees the organization of all athletic events home and away, which may include:
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tickets, transportation, lodging, meals, security, maintenance, personnel, and all other matters
relative to the event.
14. Provides input for strategic planning.
15. Regularly informs the offices and units under direct supervision of the relevant
criteria established by SACS and ensures that their annual personnel evaluations include
assessments of their knowledge of the SACS criteria relevant to their respective areas.
16. Assists the President and Vice President of External Affairs in developing proposals
for external funds and grants, and participates in other forms of fund-raising as appropriate.
17. Supports the Admissions Office in student recruitment and works to increase student
retention.
18. Provides periodic reports to and works to support the Student Affairs Committee of
the Board of Trustees.
19. Responsible to report all possible NCAA violations directly to the Assistant Athletic
Director for Administration and Compliance.
20. Responsible to uphold all South Atlantic Conference and NCAA rules in a framework
of good ethical conduct; violation may result in disciplinary action and/or termination.
Head Coaches
Job Description: Under the direct supervision of the VPIA each head coach has the
responsibility of administering the sport in the best interest of the college, in concurrence with
the policies and regulations approved by the Board of Trustees and the practices and procedures
of the college administration. Each head coach should be familiar with Conference, Region, and
National NCAA II rules and regulations. This is an exempt position
Core Job Functions:
1. Any other tasks as assigned by the VPIA or the College President.
2. Remain current on SACS criteria and ensure compliance in an area of control.
3. Meet goals and objectives as communicated in the College’s Annual Performance
Review.
4. Effective stewardship of the College’s financial resources.
Within the limits imposed by the College, South Atlantic Conference and NCAA policies,
regulations, and procedures, each coach is responsible for and has the commensurate authority to
accomplish the duties set forth below:
A. Demonstrates interest in/aptitude for:
1. Good sportsmanship.
2. Maintaining poise/self-control at all times.
3. Teaches team to play hard but fairly.
4. Good host to visiting teams, coaches, officials, and spectators.
5. Disciplines, and when necessary, dismisses players who disregard good
sportsmanship and team/departmental policies.
6. Shows respect for authority.
B. Organizes and conducts practice sessions.
C. Submits all departmental recruiting reports in appropriate manner and on time.
D. Works with the VPIA on scheduling and team travel.
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E. Responsible for working with Facilities Coordinator and Home Event Coordinator on
all game management issues.
F. Responsible for making appropriate reservations for vehicles, lodging, and food
service in a professional manner.
G. Orders equipment/supplies following proper procedure.
H. Responsible for inventory of college-owned equipment and uniforms.
I. Responsible for recruiting; Departmental goals, departmental procedures, following
SAC and NCAA guidelines.
J. Responsible for enhancing professional growth by attending clinics, workshops, and
seminars relating to their field.
K. Responsible for actively seeking opportunities to be involved in positive public
relation activities.
L. Works closely with Media Relations; media releases, recommend athletes for awards
and special recognition.
M. Works closely with Director of Compliance on all eligibility and compliance issues.
N. Responsible to report all possible NCAA violations directly to the Assistant Athletic
Director for Administration and Compliance and the VPIA
O. Responsible to uphold all South Atlantic Conference and NCAA rules in a framework
of good ethical conduct; violation may result in disciplinary action and/or termination of
employment.
P. Works closely with Athletic Training office for the ongoing care of our athletes.
Q. Monitors the academic progress of the student-athlete.
R. Follow departmental and college policies and procedures in regards to expenditures.
S. Accept responsibility to know current SAC and NCAA rules and policies.
T. Follows College and departmental policy regarding fundraising.
Assistant Coach
Job Description: Under the direct supervision of the Head Coach, the Assistant Coach has the
responsibility of carrying out all duties assigned by the Head Coach as they relate to the
administration of the sport and in the best interest of the College. Theses duties are to be
performed reflecting the policies and regulations established by the Board of Trustees and
College administration.
Core Job Functions:
1. Any other tasks as assigned by the Vice President for Intercollegiate Athletics or the
College President.
2. Remain current on SACS criteria and ensure compliance in area of control.
3. Meet goals and objectives as communicated in the College’s Annual Performance
Review.
4. Effective stewardship of the College’s financial resources.
5. Performs all duties assigned by the Head Coach.
6. Demonstrates loyalty to the Head Coach.
7. Responsible to report all possible NCAA violations directly to the Assistant Athletic
Director for Administration and Compliance and the VPIA.
8. Responsible to uphold all South Atlantic Conference and NCAA rules in a framework
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of good ethical conduct; violation may result in disciplinary action and/or termination of
employment.
Office Hours
All Athletic Department offices are open Monday-Friday from 8:00 AM -4:30 PM. The normal
work weeks generally consists of 37.5 hours but is not limited to, and are not necessarily “in
office” hours as coaches and administrative staff attend off campus meetings, events, games, and
conventions.
Coordination of annual leave and comp. hours
Athletic Staff and coaches are required to fill out a request for absence in the time off section of
the ADP Portal, which can be linked in via Wolf Den. They should also leave with the VPIA an
itinerary including telephone numbers as to where they can be contacted in case of an emergency
during the summer months and vacation periods.
Staff personnel not exempt from the Fair Labor Standards Act will be required to fill out monthly
time sheets as directed by the College’s payroll. These time sheets must be first signed by the
VPIA before they can be submitted. If any work over forty hours occurs, it had to have been
approved by the VPIA beforehand in order to insure payment.
Mail distributions
All athletic department mailings should be sent to:
Newberry College Athletics Department
2100 College Street
Newberry, SC 29108
All outgoing mail should be labeled with this return address along with the sport’s name (i.e.
Baseball, Newberry College Athletics Department) The post office is open Monday-Friday from
10:00 AM – 2:00 PM. Any mailings over 100 need to be called (ext. 5150) into the post office
before dropping to be mailed. All postage is charged against the specific sports operating
budgets.
Telephones
The use of Athletic Department telephones is intended for business purposes only. Personal calls
should be kept to a minimum.
To place a long distance call, you must dial 9 followed by 1 and the number (area code first).
There will be a double pause and the long distance code should then be entered. Your long
distance code will be provided to you by OIT and it is sport specific.
NCAA restrictions: NCAA regulations specifically prohibit student athletes from using
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departmental phones for long distance personal calls (to exclude faxes). Each coach is
responsible for making this policy perfectly clear to all athletes.
Long distance telephone charges are a concern for the entire department. It is to the benefit of
everyone to keep these charges to a minimum as they are posted against each sport’s account
monthly.
Athletic facility usage
Use of facility for practice, competition, or outside interests is scheduled through the facility
coordinator. Priority will be given to sports that are currently in season. However, coaches
should be aware that even then, interruptions in season long practice schedules may occur due to
maintenance, outside events, commencement, etc..
All facilities should be scheduled through the facility coordinator. The following guidelines are
general to all facilities and should be adhered to:
A. Reservations must be made in advance
B. Time of usage must be given to allow security ample time to unlock and lock
the facility.
C. All gates and doors should be secured when vacating a premises.
D. Turn off all lights, air conditioning, fans, TVs, and stereos when leaving a
facility.
E. Put all furniture/contents back in its original configuration (including folding
chairs and tables)
F. Let designated athletic administrator for facilities know if the facility needs to
be cleaned by the Physical Plant after usage.
G. If trash is running over, please pull bag and tie. Use extra liner in the can for
additional trash.
H. Any additional facility questions should be run by designated athletic
administrator for facilites before the usage takes place.
Facility Sheet:
Practice schedules and workout schedules should be emailed to the designated athletic
administrator for Facilities as soon as possible. They need to know at least the time frame they
will be in the gym. It makes it easier when other groups on campus request to use the gym.
Athletics have first priority with their respected facilities.
Make reservations for other facilities, classrooms, conference rooms, etc. through the website:
http://reservations.newberry.edu/ by creating a username or contacting the designated athletic
facilities coordinator to assist you with the reservation. Reservations must be made for all
locations.
Request tables and chairs through the designated athletic administrator for Facilities or the
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physical plant (Aramark). Do not take chairs out of the Eleazer conference room.
The Eleazer Conference room does not belong to Athletics. It is used by the campus so please
respect others’ usage of the room. First come, first serve. Don’t assume if you email that you
need it all season that you will get it all; some other organizations may have already booked it.
Camps and Clinics
A certification of liability insurance must be given to the designated athletic administrator for
facilities before the camp arrives. The host of the camp is normally the one who gives the
insurance. Newberry College does not assume liability. Campers are not permitted to use the
Fitness Center. The school must be notified about all tournaments that are not an official college
event (i.e. baseball tournaments not involving Newberry teams or football scouting days). We
must know about them two weeks in advance and not at the last minute.
There are also charges for all overnight camps and clinics. During inclement weather, in season
sports will have first priority. Do not ask security to open any areas on campus (i.e. the
cafeteria) if you are not authorized to be in there.
Keys
All Athletic Department personnel will be issued the keys necessary to carry out their duties by
the college’s Physical Plant (Aramark). However, to help insure the security of athletics’
facilities, keys will be issued on a need only basis. Before keys are issued the employee must
have met with Human Resources and gotten their employee card signed. By signing this card,
the individual agrees to abide by all College and Athletic Department policies involving the use
of College issued keys. Upon completion of employment, the employee’s check will be held or
garnished ($50 per key) until all keys are returned.
Professional meetings, workshops, and clinics
The Athletics Department encourages its staff and coaches to attend workshops, clinics and
professional meetings on a regular basis. Travel costs for these functions should be included in
the annual budget blue print submitted to the VPIA. Head coaches should encourage assistants
and student assistants to attend these functions also, as budget permits.
Grievance procedures
It is the position of the Athletics Department that all grievances should be addressed in the
appropriate manner and resolved to the satisfaction of all concerned parties. The issue should
first try and be resolved between the two conflicting individuals (head coach to head coach). If
the disagreement is between a head coach and an assistant coach of a differing sport, the other
head coach should be brought into the conversation. If an agreement cannot be reached between
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two head coaches, then the appropriate athletic administrator should be contacted, and if a
resolution can still not be determined, the problem is presented to the VPIA to be resolved. The
decision is then left to his discretion. If the grievance still exists, the complaint can be taken to
the Office of Human Resources or to the Title IX Coordinator.
If a student athlete has a grievance that cannot be resolved by their head coach, they must see the
Compliance Office, SWA, FAR, or Title IX Coordinator.
Sports Agents
NCAA regulations specifically prohibit eligible student athletes from entering into written or oral
agreements with agents. Contact with agents must be monitored closely for the sake of the
student-athlete and the program. The penalty is immediate ineligibility and if not reported
possible forfeiture of athletic contests in which the ineligible student-athlete performed. While
the majority of sport agents are principled and well meaning, the potential for and record abuse
(both deliberate and inadvertent) in this area makes it one of the most important to monitor and
control. Administrators and coaches should regularly remind all student-athletes, but especially
those who may be targeted by agents of this regulation and encourage them to report any contact
by an individual who represents him/herself as an agent or athletic talent scout, or attempts to
arrange a meeting with the same.
1. Agent definition: An agent could be a certified Sports Agent, a local businessman, a
family friend (or lawyer), or a loyal Newberry College supporter.
2. Contact procedure
No student-athlete should enter into an extended conversation or contact with a person
representing him/herself as an agent until reporting the name of the individual to the Compliance
Office and receiving clearance from him/her to do so. The extent of a student- athlete’s initial
contact with an agent should be to request a business card and a list of other athletes whom the
agent represents. The student-athlete should as the agent if he/she has been in contact with the
Compliance Office (not the coach). Regardless of the answer, the student-athlete should tell the
agent, “I have to report this contact to my Director of Athletics. I appreciate your interest and I
will get back in touch with you.”
Under no circumstances should a student athlete sign anything or accept anything else from the
agent (even a meal, a coke, etc.). The contact should be reported immediately to the Compliance
Office at home if at night or on a weekend. Contacting the Coach alone about the agent contact
does not fulfill the requirement of this section. The Compliance Office (or in absence, a senior
athletics administrator) must be contacted.
All agents must register with the Compliance Office prior to each contact with a student athlete
or prior to attending an athletic activity on campus.
Charitable and educational projects release
NCAA regulations permit, under certain circumstances, student-athlete involvement in campus
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and community charitable projects and/or appearance is educational.
Any such participation requires prior approval by the Compliance Office and the signed release
statement of the athlete and/or project promoter(s) that the project or event is within the
guidelines of the NCAA regulations. The intent of the NCAA regulations is to avoid using the
student- athlete to promote a commercial enterprise.
While most of the events or projects are permissible, it is important to have a clear understanding
of exactly what will be taking place and how the student-athlete will be involved. Failure to
comply with these regulations could result in the loss of eligibility and/or financial aid for the
student-athlete.
It should be noted that student-athlete’s who have completed their eligibility (i.e. senior football
players in subsequent terms), but still receiving financial aid, continue to be subject to this
regulation.
Adding, switching, or quitting a sport
If a student-athlete wishes to add, switch, or quit any sport, they should be directed to the
Compliance Office and a meeting will be scheduled with the coach and VPIA if needed.
Coaches make squad cuts at their own discretion. To add, delete, or adjust a squad list, the Head
Coach should submit a change of status form (located in Wolf Den) signed and dated to the
Compliance Office. Upon approval by the Compliance Office, the form will be electronically
sent to the Head Coach, VPIA, FAR, Director of Financial Aid, and Director of Retention.
Voluntary withdrawal
If a scholarship student athlete voluntarily withdraws from the athletics program, all applicable
national governing body rules and regulations must be followed. The athlete shall sign a
“Voluntary Statement of Withdrawal from Athletic Grant-in-Aid” form at this time and the
Compliance Office must be notified immediately.
Switching sports
No scholarship athlete, or athlete who has given up a scholarship in one sport, will be permitted
to leave one sport and participate in another sport without the written consent of the coach who
was previously responsible for the athlete’s scholarship and the VPIA. This applies to athlete’s
switching from one sport to another or who are adding a second sport.
Multiple sports
Any athlete participating in more than one sport must have prior consent from both sport’s Head
Coach and VPIA; then and only then can a student-athlete show up on two squad lists.
Student Athletic Advisory Council
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The SAAC is a primary avenue of communication between the student-athletes, the College, and
the Athletics Administration. The SAAC provides a forum in which student athletes and
Athletics Department leadership can discuss openly issues relevant to intercollegiate athletics
and student athletes involved. This group consists of representatives from each Varsity team.
SAAC representatives are selected annually by the Head Coach and are not necessarily “team
captains”. The group meets based on their own agenda presented by team members or the
athletic department, and is headed up by the SWA.
Compliance
Student-athlete eligibility
General eligibility requirements
In order to ensure a system of checks and balances, the Athletics Department works closely with
the office of Admissions, Registrar, Financial Aid, and the Faculty Athletics Representative in
determine eligibility. Newberry College student athletes will meet applicable NCAA,
Conference and Institutional eligibility requirements before being permitted to practice, compete,
or receive athletically related aid.
Freshman financial aid and practice eligibility
Student-athletes enrolling as freshman with no previous full-time college attendance shall be
certified by the NCAA Initial Eligibility Center for financial aid, practice and competition. Once
certified, these student-athletes remain eligible for athletically related institutional financial aid
during their first year of enrollment for any term in which they are enrolled as a full time student.
The Compliance Office along with the Registrar’s office will have the responsibility for
verifying initial eligibility in coordination with the Faculty Athletic Representative, Head Coach,
and Athletic Director. Athletic Staff are encouraged to recruit prospective student athletes that
will qualify for initial eligibility status by meeting all necessary academic and amateurism
requirements, as set forth by the NCAA Initial Eligibility Center.
Freshman eligibility
Entering freshman must achieve a national test score of either 820 SAT or 68 ACT along with a
2.0 GPA in the required core courses set forth by the NCAA Initial Eligibility. There are 14 core
courses required by the NCAA that will increase to 16 core courses beginning in 2013 for the
student-athletes enrolling 8/1/2013 and thereafter. See figure 14-1 in the 2011-12 NCAA
Division II Manual on page 135 for the breakdown of core course requirements. All incoming
students must also be cleared as final certified with regard to the amateurism requirements as set
forth by the NCAA Initial Eligibility Center using the guidelines of NCAA Article 12.
Continuing eligibility
The Compliance Office in conjunction with the Registrar’s office verifies that each returning
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student-athlete is in good academic standing and is meeting the requirements for satisfactory
progress per NCAA standards. Together they are responsible for certifying the academic
standing and satisfactory progress of each student-athlete. The student athlete must be enrolled
in a minimum of 12 semester hours to be eligible for participation and financial aid. Prior to the
first competition each year, the Compliance Office, Registrar, Faculty Athletic Representative,
and Director of Athletics will review all amateurism status for every student athlete, and evaluate
all continuing eligibility requirements for each student athlete. Then the group will submit and
sign off on the SAC Eligibility Report, NCAA Squad List, and Affirmation of Eligibility Form
designating all facets that go into eligibility and noting the status of each student athlete.
Student-athletes and coaches are responsible for tracking satisfactory progress at all times. The
Athletics Compliance and Registrar’s Offices are responsible for providing coaches with
information, in a timely manner, to enable the coaches to track student athlete satisfactory
progress. Ultimately the decision of eligibility will be determined by the Compliance office with
direction from the Faculty Athletic Representative and the Registrar. All athletic staff members
should be aware of Figure 14-6 on page 141 of the 2011-12 NCAA Division II Manual for
Progress-Toward-Degree Flowchart. The first item to consult in determining continuing
eligibility is the Academic Catalog and Student Handbook to ensure that each student athlete met
the requirements to be in good academic standing with the institution. Then the coach may
consult the NCAA legislation for evaluating eligibility for each student-athlete.
At the end of each semester, the Head Coach and Compliance Office will review together the
academic performance of each student athlete and discuss any eligibility concerns and
ineligibility, probation status, and good academic status and will consult the registrar, FAR,
financial aid office, or the athletic director with any concerns. At the end of the spring semester
each year, during this meeting the Head Coach and Compliance Office will also review
Satisfactory Academic Progress from the Financial Aid Office. Upon completion of this
meeting, the Head Coach will consult with each student athlete to discuss their progress and
make suggestions (i.e. advise student-athlete to take summer courses to make up for a credit hour
deficiency or gpa deficiency) and decisions for the status of each student athlete in the athletic
program.
In addition to these policies, the Registrar Office will coordinate to send notification to the
Compliance Office when any student athlete drops below full time status. Also, athletics
department administration and coaches will be given access to academic information in Wolf
Den to assist in monitoring eligibility in addition to the information located in Compliance
Assistant that is input by the registrar and financial aid offices, including all academic courses
attempted, earned, GPA, and degrees declared and dates declared.
Transfer eligibility
Transfer student-athletes must be in compliance with all applicable NCAA transfer requirements
including required releases from all previously attended four year institutions (that sponsor
NCAA or NAIA intercollegiate competition) and required tracer forms from all previously
attended two year institutions. In addition to obtaining the releases and/or tracers, all previous
college transcripts must be on file at Newberry College as well.
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1. Transfer releases:
FOUR YEAR INSTITUTIONS:
Head Coaches must make an electronic request to the Compliance office to contact a prospect at
another four year institution. During the academic year the compliance office will send a
permission to contact form to the other four year institution and upon receipt of completed
permission to contact form, the Compliance Office will share the information with the Head
Coach making the request. If the prospective student athlete is not attending the four year
institution or has completed the final semester, the same procedure will be followed, except a full
release form will be sent to the other four year institution. For student athletes that choose to
attend Newberry College, a full release form must be on file in the Compliance Office. If a
permission to contact form is on file and the student later finishes up at the four year institution,
the Head Coach must request a full release request form upon the completion of the prospective
student’s attendance at the other four year institution.
TWO YEAR INSTITUTIONS:
Head Coaches must make an electronic request to the compliance office to contact the
prospective student athlete’s previous two year institution(s) attended for a two year tracer form
to be completed prior to the student athlete’s enrollment at Newberry College. This form will
assist the Head Coach and Compliance Office in determining athletic and academic eligibility.
Transfer credit evaluations:
The Registrar’s Office and the Compliance Office will work together to evaluate the transcripts
of transfer student-athletes to ascertain the number of transferable hours, GPA, and degree
earned, if any. All prospective student athletes must receive a transfer evaluation from the
Compliance Office prior to any written offer of athletic aid to ensure eligibility and bring to light
any concerns prior to the student athlete arriving at Newberry College. It is Newberry College’s
intention to only bring in student athletes that will be eligible for athletic competition and only
special approval by the director of athletics may allow a student to transfer into Newberry
College without being eligible for competition during the first year.
Eligibility and squad list forms
The South Atlantic Conference requires intuitions to submit SAC Eligibility Report Forms to be
signed by the Head Coach, VPIA, Registrar or Certifying Office, and FAR at least 3 days before
competition for all student athletes. The Compliance Office will generate this document and
submit to the Conference Office upon completion.
In addition to this, the NCAA requires Squad Lists to be up to date each and every time there is a
change. This document must be signed by the Head Coach and VPIAA upon each update
throughout the academic year. At the end of the academic year, the Conference office requires
submission of the final squad list form along with SAC Certification form, and this must be
signed by the Head Coach, VPIAA, FAR, Registrar or Certifying Officer, and the Director of
Financial Aid. Coaches should coordinate efforts with the SAC Eligibility Report Forms in
advance of any competition with outside teams (including scrimmages and exhibitions) and
Squad Lists Forms with the Compliance Office, along with the NCAA Affirmation of Eligibility
Form.
Athlete Information Forms
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A considerable amount of information is required on all student-athletes before they are
permitted to practice (including tryout periods).
1. Pre-practice meetings
Coaches shall hold squad meetings before the first practice to gather this information.
The Compliance Office, VPIA or his designee, and the Athletic Training Department will
be present. The importance of gathering and completing the following information
before the athlete practices cannot be over emphasized. In addition to filling out required
forms, the athletic director or his designee will address each team in a small group setting
on an annual basis to emphasize the dedication of Newberry College to the student
athletes, the NCAA and SAC Rules and Legislation, Institutional Policies, and
sportsmanship on and off the field and academic performance in the classroom, and relate
how the dedication to these important principles will translate into sustained success for
Newberry College Athletics.
A. Medical history form
B. Medical examination
C. Student athlete information form
D. Buckley Amendment Waiver
E. Required NCAA forms
F. Drug testing consent form (NCAA and Institutional)
G. Primary Insurance Documentation
H. Sickle Cell Documentation Requirement
2. Insurance required
Before participation, all student-athletes must show proof of a current primary
insurance coverage which has a minimum of $10,000 coverage for athletically
related injuries. Also, all prospective student athletes at a tryout must show
current insurance information and sign a waiver.
All athletic Staff and Student Athletes are encouraged to also view the athletic training policy
and procedural manual for more specific information in regards to this field.
Financial aid policy
It is the policy of the Newberry College Department of Athletics to make Athletics Financial Aid
available to all student-athletes in all sports governed by the department. The determination on
which current student-athlete will receive recommendations for athletic aid is the responsibility
of each sport’s head coach. In addition to student-athletes, others possibly eligible for athletics
financial aid (within NCAA limitations) include injured non-participating athletes, fifth year
eligibility completed former student-athletes, student managers; student trainers and student
coaching assistants.
The VPIA will have final say on the availability of funds on a case by case basis.
Financial aid administration
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The Compliance office will maintain the Athletics Department copies of all student-athlete’s
Grant-in-Aid forms and will compare Athletics Department records to the Financial Aid Office
records to assure accuracy.
The Compliance office will maintain the NCAA Squad List form and all attachments as required.
Copies of the Squad List will be provided to the VPIA, AAD-CE, Director of Financial Aid, and
each sport head coach.
Athletic financial aid can only be awarded, reduced or cancelled by Newberry College Financial
Aid Office upon the recommendation of the Athletics Department and the VPIA.
Any private, state, or federal scholarships (grants) received by a student-athlete must conform to
NCAA regulations. All student-athletes are encouraged to apply for need-based assistance. Any
such aid awarded shall be considered within NCAA guidelines.
A full GIA shall consist of tuition, room and board, and required student fees. Currently,
student-athletes must pay all their summer school expenses. If financial aid becomes available
for summer school, it will be at the discretion of the VPIA.
Before a written offer of financial aid can be recommended by a coach, it must be approved by
the VPIA. Renewal of a GIA shall be made on/before July 1st prior to the year it is to be
effective. The individual coach will meet each year with the Compliance Office and Financial
Aid Office to discuss renewals. If the GIA is not to be renewed, the Financial Aid Office will
notify the student of his/her rights of appeal.
All athletics GIA shall be administered according to applicable SAC, NCAA, Newberry College,
and Athletic Department regulations. A GIA can only be issued after a coach has submitted and
been approved for a financial aid by a certifying officer in the financial aid office. Five days
prior to issuance, a GIA recommendation must include the full and correct name of the student,
his/her social security number, a complete home address, and the terms of the aid.
Again, all GIA offers must be approved by the Financial Aid Office and the VPIA or his
designee.
Newberry College and the Athletic Department are participants in the Collegiate Commissioners
Association National Letter of Intent program. All the Athletic Departments NLIs are processed
through SAC.
National Letter of Intent
Once a prospect is ready to commit to Newberry College and the prospect is going to receive
athletic aid, they may be eligible for a NLI if they meet the criteria. In order to obtain a valid
NLI to issue to a PSA, the coach must document the required items in Compliance Assistant to
issue a NLI: Graduation Rates sent to prospect, Banned Drug Lists Sent to Prospect, Initial
Eligibility Standards explained to prospect, date registered with NCAA Eligibility Center,
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Institutional Request List Date, date current high school transcripts received by Eligibility Center
(if not received, date received by institution received and proof – or for two year transfer
students, a current copy of collegiate transcripts on file), and date test scores received (high
school prospects only). Once the aforementioned items are documented, the AAD-CE may
process the NLI from the LSDBi Software and put the approval signature of the VPIA or his
designee on the NLI once the Head Coach of the sport submits a signed and dated Athletic Grant
in Aid with the signatures of the Head Coach and Director of Financial Aid. An electronic copy
of the NLI and GIA will be then emailed to the Head Coach to issue to the prospect and the
originals will be placed in the Head Coach’s mail box. Prospects must sign with the parents or
legal guardians within 14 days; then it must be returned within 14 days, at which time the AADCE has 21 days to submit to SAC.
The GIA is awarded in accordance with Newberry College and the NCAA regulations and it
good for one year. A GIA may be reduced such that the value of the grant, together with other
countable aid, as defined by the NCAA, does not exceed the full amount of a GIA as stipulated
by the NCAA. Financial aid received from any other source other than the College, or from
whom the student-athlete is dependant, shall be reported in writing to the AAD-CE as soon as
the student-athlete is made aware of the reward.
Grant-in-aid termination
Institutional aid may not be cancelled during the period of its award for any of the following:
A. on the basis of the student-athletes performance, ability or contribution to a teams
success.
B. because of an injury that prevents the recipient from participating in athletics;
C. for any other athletics reason.
A GIA may be reduced or cancelled during the period of the award if the recipient:
A. renders him/herself ineligible for intercollegiate completion;
B. fraudulently misrepresents information on an application, NLI, or other documents;
C. engages in serious misconduct warranting substantial disciplinary action;
D. voluntarily removes him/herself from a sport;
E. loses academic eligibility
Financial aid office authority
Any such reduction of aid is permissible only if such action is taken for proper cause. It is
strongly recommended that any coach planning on terminating a GIA have proper
documentation.
Policy on reduction or non-renewal of a GIA
No athletic GIA is required to be renewed after its time period of one year has run. No coach
can promise at the time the grant is signed that it will be renewed, reduced, or cancelled at the
end of one year. The primary responsibility rests with the coach, in accordance with NCAA
regulations, and in concert with Athletic Department.
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A student-athlete who has had his GIA reduced or cancelled may appeal. The Hearing would be
handles by the office of Financial Aid, under guidelines from the Compliance Office.
Renewal and non-renewals of athletic grant in aids must be submitted in writing to student
athletes by the financial aid office prior to the deadline set by the NCAA Legislation, which is
July 1 each year. In order to assist this process, Coaches are to submit grant in aids for all
returning athletes signed by the Financial Aid Director, Head Coach, Athletic Director or his
designee, and student athlete to the Compliance Office and Financial Aid Office at the end of
each academic year, but no later than June 15 each year in order to ensure the student can be
notified of the appropriate renewal or nonrenewal of athletic aid.
Hardships and Waivers
Athletic Staff Members are to bring to light any hardship or waiver request to the Compliance
Office. For medical hardships, the Head Coach will coordinate with the Athletic Training Office
and the Moore Orthopaedic Clinic to document the incapacitating injury and then bring that
along with evidence of compliance for a medical hardship to the Compliance Office (20% or less
competition – with stats and schedules to prove as evidence). Once the medical hardship case is
built, the compliance office will make a decision on whether or not to submit the case to the SAC
Office. All Medical hardship requests should be made by June 30 each year for the previous
academic year to the Compliance Office.
Athletic Staff Members wanting to request a waiver or NCAA case can consult with the
Compliance Office to discuss the possibility and requirements for various cases through AMA
online in the application links of www.ncaa.org
Knowledge of Rules
All applicable SAC and NCAA rules as to compliance must be followed. Before each coach
begins recruiting they must pass the NCAA Coaching Recruiting Exam. The test is
administered through the AAD-CE office. In addition, coaches and other athletic Department
officials will be required to attend athletics compliance meetings and workshops. The AAD-CE
is always available to assist.
All coaches on staff must be certified and on file in the conference office for approval to recruit
off campus. Only athletic staff approved to recruit off campus may have contact with
prospective student athletes. Boosters, Alumni, and any non-certified recruiters are not
permitted to contact any prospective student athlete and anyone having knowledge of
impermissible contact must report this violation to the Athletic Compliance Office and/or VPIA.
Coaches and Administrators are required to present to any booster organizations the NCAA
Rules regarding acceptable and prohibited recruiting practices on an annual basis and may
consult with the Compliance Office to coordinate such efforts.
All athletics program personnel who may be involved in recruiting are required to take the
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NCAA Division II Recruiting Exam and successfully pass the test, attend athletic department
staff meetings for compliance education, attend South Atlantic Conference meetings and
conference calls as required, and coordinate with the VPIA to facilitate additional learning
opportunities and NCAA rules education, including NCAA Conferences, Sport Specific
Conferences, National Organization Conferences, and any other opportunity to continually
educate staff members on current NCAA Rules and Education.
All athletic staff and coaches that make contact with prospective student athletes must first
inform each prospect upon first contact, dialogue, or conversation about applicable NCAA and
SAC rules regarding recruiting rules, practices, and penalties for violating these bylaws. In
addition to informing the prospects, each athletic staff member and coaches involved in
recruiting must also make an effort to inform the parents, legal guardians, coaches, or any
influential person in a prospect’s life about the applicable NCAA and SAC rules and penalties
for violating the bylaws.
All athletic staff members must also become familiar with the one site log on at www.ncaa.org
and become familiar with the ‘my application’ links section, especially Compliance Assistant.
For permissions and access to the site, staff may consult the compliance office. All relevant
information in regards to a prospective student athlete should be entered into Compliance
Assistant on a regular basis, including contact information, academic information, initial
eligibility information, permission to contact, schools attended, correspondence, telephone logs,
documentation of official visits, grant in aids, and national letter of intent documentation. This
online database is monitored routinely by the athletic compliance office and the insurance of
compliance with NCAA rules and legislation depends upon the athletic staff continually utilizing
and updating recruiting information on Compliance Assistant.
Once a prospective student athlete is being recruited, they should be placed in the Institutional
Request List (Located in LSDBi – My Application Links – www.ncaa.org – See Compliance
Office for Assistance) for the respective sport and recruiting cycle. Each PSA should stay on the
IRL while being actively recruited, and can be removed once they are inactive and no longer
being recruited.
Official visits
A prospective student-athlete may receive one paid visit, not to exceed 48 hours to campus, not
to exceed the one time official visit. The student-athlete must be able to provide test scores (high
school prospects only), current transcripts, and NCAA Eligibility Center Registration and
placement on the current sport Institutional Request List before the Official Visit by the
prospective student-athlete. During the visit the annual NCAA graduation list and the banned
substances list will be given to the student-athlete along with an official visit notification letter
that documents the initial eligibility standards.
The respective coach must mail/fax/e-mail the required letters of notification to the recruit in a
timely manner and document these correspondences in Compliance Assistant prior to approval
for the official visit. Coaches will submit an email to the Compliance Office to request Official
Visit approval once all steps have been taken.
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All coaches should submit an Expense voucher for the Official visit. All expense voucher and
receipts should be turned in to the AAD-B with all the corresponding PO/GTR numbers to the
College’s Business office.
Unofficial visits
A prospective student-athlete shall be permitted to make as many unofficial visits as he/she may
desire, as long as it is at his/her expense.
Only three complimentary passes may be provided during an unofficial visit. Boosters and other
persons of interest to the Athletic Department are specifically prohibited from making contact
with a recruit either in person, by mail or phone, unless there is a pre-existing relationship with
the visitor. Check with the AAD-CE as to how close a relationship must exist.
Recruiting Travel
The AAD-B will monitor the Athletic Department travel forms for recruiting to assure coaches
are completing the necessary information. The AAD-B will return the forms to the Business
Office. A history of using the proper form in a timely manner will be noted in the coach’s file.
Recruiting Guidelines
The following checkpoints and files have been developed by the Compliance Office to aid
coaches. All of these should be stored up to date in the Compliance Assistant Software located at
www.ncaa.org under my application links in the one site log in system:
1. List of prospective student-athletes contacted must be updated with Active or Inactive Status
2. Logs of recruiting phone calls kept through June 15, 2012. After this point, intial contact date
must be recorded to assure it is after June 15 of the prospect’s junior year in high school or after
the permission to contact date for four year transfer prospects.
3. List of evaluations and contacts through June 15, 2012. After this point, evaluations and
contacts must not occur prior to June 15 of the prospects junior year in high school or after the
permission to contact date for four year transfer prospects.
4. Official visits are approved via the Compliance Office once the required documentation is
presented in compliance assistant and in LSDBi Institutional Request List for each sport. Once
all items are in place, email the required documents (Graduation Rates, Banned Drug Lists, and
Official Visit Notification Letter including initial eligibility standards) and carbon copy the
compliance office on the email. Once this is submitted, the Compliance Office will send
approval via email to the Head Coach and Carbon Copy the VPIA and document the records in
CAi.
5. All formal athletic grant in aid offers must be approved by the Compliance Office and
Financial Aid Office prior to notifying prospective student-athlete. National Letter of Intent
Program will not be implemented until necessary information is listed in CAi and Athletic Grant
in Aid is Approved.
6. All athletic staff members are required to be knowledgeable and follow the suggested
guidelines as provided by the NCAA Division II National Student-Athlete Advisory Committee
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listed in the document “Recruiting Best Practices” which is located in Wolf Den.
Try Outs
All prospective student athletes must follow current NCAA legislation for try outs. All try outs
must be approved in advance by the Compliance Office and the Athletic Training Department a
minimum of 24 hours in advance. Section 13.11 in the NCAA Division II Manual addresses all
requirements for tryouts, which may be done on an official or unofficial visit to campus for only
high school seniors who are outside their sport season or have completed their eligibility for their
sport. Limit one tryout per prospective student athlete. In order to gain approval, a certified
sport physical (within 6 months or current sport season) and proof of insurance must be approved
by the Head Athletic Trainer in advance.
Accounting of funds (recruiting)
The expenditures of all funds used for recruiting purposes will be handled through the athletic
business office, and the office of Business Affairs, with standard accounting practices. No
outside sources of funding may be used. Transportation fund will be kept separate for the
recruiting budget. Only “budgeted for recruiting” funds may be utilized. All travel for recruiting
must be documented by a College Travel Expense Voucher.
Transfer administration
No member of the Athletic Department is permitted to discuss a student-athlete currently at
another four-year school; permission may be granted by receiving permission from the Athletic
Department of the other school. This permission will come to the Compliance Office and must
contain written permission to approach the student-athlete, academic information, some
background information to assess eligibility. The SAC has a one-year residency requirement an
intra conference transfer.
Permission to contact a Newberry student-athlete
When a Newberry student-athlete wishes to explore a transfer to another institution they must
first talk with their head coach and then contact the Compliance Office (if uncomfortable
contacting head Coach, they can go straight to the Compliance Office). The Compliance Office
will fill out the proper paperwork to grant or deny permission to contact other four year
institutions and upon completion, email the document to the student-athlete and copy the Head
Coach, VPIA, FAR, and Director of Retention. If the student athlete is denied permission to
contact any institution, they may appeal the process in writing within 14 days or receipt of denial
in the Compliance Office.
Tickets and Admission policy
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Game and admission policy
Game admission currently is charged for football, men’s basketball, women’s basketball,
wrestling, baseball and volleyball at Newberry College. All persons attending these games must
have a ticket or valid student I.D. card for admission. Specific admission charges are determined
annually by the VPIA. There shall be no admission charges for other sports, and open
attendance is encouraged at these events.
Conference and NCAA Championships
Newberry College actively seeks to host Conference and NCAA Championship events.
Admission prices and policies to these events are generally set by these two organizations.
Ticket sales policy
Tickets to all Newberry College Athletic events, for which admission is charged, will be
available through the Athletics Ticket Office.
Ticket Office hours
Ticket Office hours are generally 9:00 AM – 4:30 PM M-F unless otherwise posted.
Methods of purchase
Tickets may be purchased by cash, check or acceptable credit cards, either in-person, via
telephone, through mail order (football tickets can be purchased on-line at Athletic Website), or
by e-email at tickets@newberry.edu. Advanced ticket orders, which are paid in full, will be
mailed to the purchaser if time permits for a small handling fee. Tickets that are not mailed will
be held at the game site “will call” ticket window for pick-up.
Identification required: I.D. (photograph ID) will be required at the “will call” window at the
time of pick-up.
Will-Call tickets
All tickets place in the “will call” window will be prepaid or have guaranteed payment
accompanying them. Payment is final whether tickets are used or not.
On-site availability
Tickets will be available at the contest site prior to game time, unless the event has been
determined a sellout.
Ticket Refunds
There will be no refunds for tickets, for any reason. If a rainout occurs, the purchased ticket will
be considered valid for the make-up date of that specific contest.
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Conditions of ticket sales
The following information is agreed upon by the purchaser upon receiving contest tickets. These
are stadium/arena regulations and failure to adhere to these can result in expulsion from the
contest:
A. Artificial noisemakers are prohibited.
B. All spectators are strictly prohibited from bringing alcoholic beverages into Newberry
College athletic facilities.
C. Cups, cans, coolers and bottles are prohibited.
D. As a condition of admission, spectators may be asked to display contents of bags,
boxes, packages, etc.
E. The management reserves the right to evoke the privilege granted by this ticket.
No Refunds or exchanges
The Athletics Department is not responsible for lost, stolen, or damaged tickets.
Every person who will occupy a seat, regardless of age, must have a ticket for admission.
No pets are allowed admittance into any college athletic facility.
Group Admissions:
This is a special request for admission that is designated for home events and is limited by the
scheduled attendance planned for each event. A special rate is available for this purchase and a
specific time period is required. Group sales must be pre-approved by the VPIA.
Game Day ticket operations:
Game day ticket operations will be determined by the Athletic Ticket Manger under the guidance
of the VPIA.
Complimentary tickets:
Complimentary tickets will be available to those persons directly involved in Newberry College
Athletics and others selected at the discretion of the VPIA.
Athletic Department tickets:
Complimentary tickets for athletics department staff will be handled as outlined in this section.
Student-athletes will be allowed complimentary admission in accordance with NCAA
regulations and terms of game contract.
High School tickets:
Coaches of high school teams of that sport will be provided tickets in accordance with NCAA
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regulations when they are requested on a game-by-game basis. These requests should be made at
least two working days prior to the game date. Area high school groups are welcome at
Newberry College athletic events. High School coaches who wish to bring their teams to
Newberry College as part of a campus tour should contact the Admissions Office at least two
working days prior to the desired home date with the number of persons in the party (players and
coaches only, no spouses or parent chaperones) and the name of the coach who will be in charge
of the party. The Admissions Office will then inform the College’s Coach of the visit. NCAA
regulations will be observed.
Media personnel
Complimentary tickets for working media will be issued on a one-for-one basis as requested.
The Assistant Athletic Director for Communications will be responsible for making these
requests to the Athletics Ticket Office.
Game workers
Game workers are admitted by displaying a stadium pass. Complimentary tickets are not
available to Game Workers unless as part of the compensation agreement.
Students, Staff, and Faculty Tickets
All Newberry College students, staff and faculty members are allowed free admittance to athletic
contest as well. They must show a valid employee ID at the gate. Faculty and Staff are also
permitted one accompanying guest into the athletic contest.
Player complimentary passes
In accordance with NCAA Player Complimentary Ticket Policy, Newberry College cannot
provide either the student athlete or the designated recipient with a hard ticket. All such
admissions are handled via a “Pass List”. This list will be available at the stadium gate.
Players can get two (2) complimentary admissions. The minimum number available will be
determined by the AAD-B.
The Player Pass List begins with each player completing the Player Pass List Form. These forms
may differ from sport to sport, but they require the same basic information: name of the studentathlete providing the admission, first and last name of person receiving admission, and
relationship of recipient to athlete.
Violation of NCAA regulations on pass list and complimentary tickets can result in loss
eligibility and/or loss of complimentary tickets for future contests. Each person named on the
list must show proof of I.D. (driver’s license, etc) and will have to sign the list to be admitted.
No substitutions at the gate will be permitted. The Compliance Office will be responsible for
monitoring the Player Pass Lists and Pass List procedures for violations of NCAA regulations in
coordination with the Athletic Ticket Manager.
Recruit passes
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NCAA regulations require prospective student-athletes be admitted to campus athletic events via
a pass list. Newberry College cannot supply hard tickets to prospective student-athletes on
official of unofficial visits. A prospective student-athlete may receive a maximum of three (3)
admissions for each event (Self and two family members).
Each week the ticket office will receive an updated recruiting list from the recruiters which will
be used to verify individuals as prospective student-athletes. For football, this list will be
available at the stadium gate. No coach, employee, booster or other representative of athletic
interests can provide tickets or special seating to a prospective student-athlete or his/her family.
Ticket Audit
At the conclusion of the season, the Athletic Ticket Manger will be responsible to perform an
audit on all tickets. This audit will then be submitted to the VPIA. The following procedures
shall be followed to facilitate the audit:
Travel policy
All travel (team and individual) must be preceded by a fully prepared and signed General Travel
Request (GTR). The GTR will be submitted to the Athletic Business Office for approval prior to
travel. The request for vehicle(s) and a travel advance will be arrange at that time, if necessary.
The Athletic Business Office will approve only those items that are within the budget of the area
from which the request is drawn. Requests which exceed budgeted figures will require the
approval of the Athletic Business Office and the VPIA before the travel can be made.
In the case of both the GTR and the Expense Voucher, it will be the responsibility of the traveler
to the fully complete the information necessary.
Each anticipated team trip must be included in the sport’s approved budge blueprint. This
amount will be the maximum that will be approved for any team trip without special exception
from the Athletic Business Office and/or the VPIA. The coach or individual responsible for
handling the trip funds will receive a check to cover trip expenses. The Athletics Department
strongly suggests that coaches limit the need for cash by using checks school issued credit cards
when possible.
Vehicle accidents
Prior to leaving campus on an Athletic Department authorized vehicle trip, personal car or a van,
the coach or staff member in charge should obtain a copy of an insurance Card. These South
Carolina Financial Certification cards serve the same purpose as an insurance card drivers are
required to carry in their personal vehicle.
If an accident occurs during travel with a team or individual the following must occur:
1. Any trainer on duty and traveling with the team must check every student-athlete for
injuries
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2. Law enforcement must be notified
3. Any student-athlete or staff member must be taken to the nearest hospital per any
EMT first responder
4. The VPIA or his designee must be notified at once, the call made from on-site of the
accident if possible
5. Ms. Betty Franklin in the College Business office must be called; she will want a
verbal synopsis of the accident
6. A written version/synopsis must be prepared for her as soon as possible
7. Ms. Franklin will call the insurance company
8. The team should not proceed to the place or competition until the trainer on-site and
the EMT has cleared everyone for competition
9. Err on the site of caution; remember some injuries (concussion, etc.) are hard to
determine until time has passed
Financial Matters
The Secret
Always, for every purchase or trip or cash advance, think at least 1 month in advance
Always submit two copies of paperwork to the Athletic Business Office and keep a 3rd copy for
your financial log.
Invoices should be submitted for payment within 30 days of receipt.
Please meet with the Athletic Business Office at least once a month to review the status of your
budget.
Purchase Orders
POs are required for any purchase that costs $500.00 or more.
If the purchase is more than $1,000.00, three quotes are required.
A requisition form has to be obtained 10 days prior to obtaining the PO.
Once the PO is in hand, submit, 21 days prior to purchase, thee POPV, invoice, and copy of the
POPV a Purchase Oder Payment Voucher (POPV).
If closing out the PO, do not include the PO with original paperwork. For travel
A general travel form is required (GTR)10 days prior to receiving the PO. Once the PO is in
hand, submit a POPV for a cash advance.
Do not request a cash advance for Enterprise (they direct bill), or for hotels (which can be paid
by the credit card, or by POPV check if costs to come are known).
Newberry College is under no duty to pay invoices that are not accompanied by a valid PO. If
presented with an invoice but no PO, payment will certainly be delayed and may require a coach
to pay the invoice out of his pocket.
If a purchase will be over $500.00 or require travel, please plan ahead and get the proper forms.
If there is an emergency where a purchase must be made outside of these guidelines, the coach
must contact the VPIA and the College CFO.
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Do not try and make multiple purchases (that together total over $500.00 but individually are less
than $500.00) in order to cheat the system.
Cash advances
If one needs a cash advance, plan three weeks ahead. You must submit a POPV, a copy of the
GTR (if applicable), and a copy of the PO. On the POPV list that day’s date, the account number
1-130-0061-00, and the PO number.
A purchase:
Get PO, wait 10 days;
submit POPV, invoice, and copy of PO, wait 21 days
Make your purchase
Submit receipt, POPV, invoice to AAD-B
Travel:
Get a GTR, wait 10 days
Get PO
Submit a POPV, the PO, and copy of GTR for a cash advance, wait 21 days
Travel
Upon return, submit all receipts, listed on separate lines, and travel expense form
For staff travel a “general travel request” needs to be filled out. For faculty travel, a “faculty
travel” request must be filled out.
Meals
Student athlete-athletes can receive $30.00/day for out of town meals in per diem or the meals
may be purchased for the student athletes. Coaches cannot buy their players meals in addition to
meal monies. Coaches and staff members are required to submit receipts for their meals and
document in writing any meal monies distributed to student athletes with a signature
accompanying the document.
The Athletic department encourages coaches to plan their travel so that as many meals as
possible can be from the cafeteria, i.e., the going away meal and the coming home meal.
What is, or is not, an authorized use of meal money for coaches comes down to:
-common sense
-the IRS definition of a business meal
-and what the Athletic Business Office intended for the money to be used for
Deposits
Any monies for deposit must be made on a deposit form. Reimbursements or payments should
be meticulously listed on the deposit form with the code “07” or the respective reimbursement
account object code.
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Money from donors may be tax deductible for the donor; these monies must be brought to the
Athletic Department, where it will be deposited through the Athletic Business Office in
conjunction with the Athletic Club.
All athletics related revenues shall be deposited through the Athletics Business Office. Any
coach or staff member receiving cash or checks on behalf of the Athletic Department or the
Athletic Club must submit all amounts to the Athletics Business Office in a timely manner.
Incidental purchases under $500.00
Do not need a PO (May need VPIA Approval depending on the nature of the purchase)
Make your purchase
Submit a Request for Payment form along with invoice
Is vendor incorporated? If not, get a W-9
If vendor does not give you an invoice, obtain a PO, or school credit card receipt
BB&T statements
To reconcile the BB&T statements for the Athletic Business Office:
Put together:
the Request for Payment,
the BB&T statement,
Then travel forms if applicable (list each trip separately)
Receipts,
The GTR/PO if applicable
Take the summary from the Expense form and list it on the cover of the RFP, referencing the
account number with the object code and PO number. On the RFP list each expense and their
applicable object code and reference the PO number. The BB&T statements are cut on the 16th
of each month; the reconciliation above should be to the Athletic Business Office by the 25th of
each month.
Do not use the College cards for personal expenses. Likewise, do not use the card for something
of which a school check would be more appropriate. The Athletic Department has established all
of these guidelines to coincide with the College Business Office. The business of athletics is as
much a part of your job as the athletics.
Newberry College nor the Athletic department is under any obligation to pay invoices that are
not accompanied by a PO; don’t be caught paying your own way.
Enterprise, rent-a-car, personal vehicle?
1. For Enterprise:
A. book on-line at www.enterprise.com, or by phone
B. corporate account number is “26A3432”, password is “NEW”
C. at pick-up, try to negotiate a lower price
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D. have a requisition to obtain a PO…bill will be mailed to AAD-B
E. upon return, submit invoice, POPV, and copy of PO
2. Personal car or rent-a-car
A. payment for personal car is currently $0.555 per mile
B. check with Athletic Business Office to gauge which is less expensive, your car or a
rental
Office supplies
Please see the Athletic Business Office before purchasing office supplies; the Athletic
Department has a special discount from Staples and no other vendor or store should be used for
office supplies. For exceptions, please obtain VPIA Approval.
Account numbers and Object Codes
Please contact the Atheltic Business Office for assistance with obtaining the correct codes and
account numbers.
Summary of Financial Matters
You need a Purchase Order …a PO:
1. Any line item with anticipated cost of $500.00 or more
2. Any total purchase that adds up to $1,000.00...plus 3 quotes
3. Any and all travel
Conduct the AAD-B before purchasing:
1. copy paper
2. (for paper) send to purchasing@Newberry.net
-paper size
-number of boxes required
-where you would like delivered
-number of which to charge
3. IT equipment, printers, or computers
To receive a PO, a Requisition (except for travel)must be filled out:
1. The date
2. Suggested vendors
3. Division
4. Department
5. date delivery requested
6. Quantity
7. Description
8. Amount
9. Extended amount
10. Tax
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11.
12.
13.
14.
Total
Appropriate account number and code
Person requesting PO
signature of the AAD-B
Budget process
Budget preparation and responsibility
It is a primary responsibility of each head coach in conjunction with the Athletic Business Office
to prepare an annual budget blueprint for their respective sports each year.
Budgets will be monitored on a line item basis. The Athletic Business Office will monitor
expenditures, but will not have the authority to allocate any excess funds. Only the VPIA has the
authority to allocate dollars in excess of budgeted amounts.
Budget Blueprints
Preliminary budget blueprints, prepared by the VPIA and the Athletic Business Office, will be
sent to each head coach by April of each year. The blueprints will be specific to each sport.
Each coach will be expected to use a line-item process in preparing his/her budget. The previous
year should be zeroed out; the new budget will be based on a zero basis. Written requests to the
VPIA may be made if a coach wants to exceed an allotted amount. Completed budgets will need
to be presented to the Athletic Business Office 30 days after initial handout.
This preliminary budget will be reviewed by the Athletic Business Office and sent to the VPIA
for final approval. A final budget is to be available June 1 of each year, or at a later date pending
on Business Affairs finalization of annual budgets, which may be amended at any point in time.
Athletic Club operations
The purpose of the Athletic Club is to raise funds for the advancement of Newberry College
athletic teams. These contributions are set up as memberships, restricted gifts, unrestrictive gifts,
and endowed gifts. Each contributor receives various benefits depending on their level of giving.
The Athletic Club the official organization for those purposes. They are allowed to solicit funds
in the name of Newberry College and the Athletic Department. The Club works in conjunction
with the VPIA. In order to maximize the efforts of the Athletic club, all coaches and staff should
be prepared to attend Athletic Club events, as requested by the VPIA and/or the Club Director.
It is also encouraged for coaches to join as a member.
Any and all solicitation by coaches and Athletics staff must be made in cooperation and in
conjunction with the Athletic Business OFfice, the VPIA, and the Athletic Club.
Manner of Giving
The Athletic Club, and coaches and staff working in coordination with The Club can look for
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gifts, examples:
1. Designated areas: current needs, capital projects, and scholarships
2. Annual giving/non-restricted gifts: given by friends who will allow their gifts to go
into the General Fund
3. Restricted gifts: those who desire their gift to go to a specific sport or department
4. Gifts-in-Kind: contributions of equipment, merchandise, or services (must be
approved by the VPIA)
5. Corporate gifts: many companies have foundations who give to athletics
6. Matching gifts: a donor may accept the challenge to match a friends, or his/her
employees
7. Endowment gift; given by one who wishes to donate on behalf of a certain person in
their life
8. Perpetual remembrance: a donation to keep one’s memory alive, often given in-kind
9. Deferred gifts: for the Athletic Department to receive at a certain date in the future
All funds and solicitation for funds must be with the approval of the VPIA. Projects will be
looked at as those who enhance the functionality, attitude, operation of, or improvements to the
Athletic department trying to assist as many student-athletes as possible.
Gifts-in-kind policy
The VPIA will receive merchandise or services donated as Gifts-in-Kind for Athletic Department
use. Regulations for these gifts will be made by the Athletic Business Office and the
administrative procedures will be emanating from him/her. The Gifts-in-Kind will, again, be for
Athletic Department use, and not for enjoyment personally by coaches or staff.
Athletics donation processing
These are the procedures to follow when turning in a donation. A donation can be a monetary or
any gift. These gifts need to be recorded and a note of thanks sent.
Directly after receiving a gift, if in person, be sure to thank the donor and let them know how
much it will help the program. Turn the donation to the AAD-B for processing. Make sure to
give the Athletic Business Office the name, address, and what the donor intended the gift to be
used, if any.
Include any paperwork pertinent to the gift.
The Athletic Business Office will make a copy of the information provided to keep for future
solicitation. Where appropriate, the Athletic Club will be provided details about the gift. The
Athletic Business Office will take the completed cash transmittal form, if appropriate to the
College Business Office for deposit in the specific sport that the donor wanted to help. A note of
thanks will also be sent by the Athletic Club to follow the previous thank you note from the
recipient.
Athletic marketing
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The purpose and goals of Athletic marketing are to
• Develop and implement marketing and promotion plans for each sport, in or out
of season,
• Create and enhance the College Athletic program in a positive image
• To stimulate ticket sales
• To help secure sponsorships and advertising dollars
Media Relations will provide schedule cards, schedule posters, souvenirs, and a promotional
schedule material through their office. Any revenue gained should be turned into the Athletic
Business Office. No Athletic Department staff member or coaches should solicit funds or giftsin-Kind; all solicitation of funds through solicitation should be done by the Athletic Business
Office or the Athletic Club.
Distribution, on or off campus, of materials promoting Newberry Athletics should only be done
with Athletic Business Office approval.
Emergency preparedness
The College has an Emergency Response Procedures manual to provide a systematic and
comprehensive plan for all students, faculty, and staff. To facilitate communication, the College
utilizes a phone notification, an e-mail notice and any other necessary tool to get out information.
Emergency alert information can be found at www.newberry.edu/aboutnewberry/emergencyalert.asps
Network and Internet security, OIT
All information traveling over the College’s computer network, except those dedicated to a
particular person, as the property of the College. It is a College policy to prohibit unauthorized
access, disclosure, duplication, modification, diversion, destruction, loss, theft of information. In
addition, those third parties who have an authorized need for campus IT will be protected while
on the Newberry College system. All network and internet users are expected to follow these
policies.
Worker’s Compensation
To allow the injured member of the Athletic Department, when that injury is job related to be
awarded Worker’s Compensation just as in any industry.
1. Call 991 and immediately contact Human Resources and inform them of the injury
2. Your manager/supervisor is responsible for an Authorization To Treat form is
complete and forwarded to Human Resources
3. The First Report of injury form must also be filed out by the supervisor, and returned
to Human Resources within 3 working days
4. Both the supervisor and the employee must fill out the Accident Investigation form
and return to Human Resources within 3 working days
5. All injuries must be reported
6. If possible, the College physician must be seen, by appointment
7. The employee must keep there supervisor aware of when, or if, they expect to be back
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at work, even if on light duty
8. Absences for more than 3 days requires the employee to go on FMLA (Family
Medical Leave Act
9. Employees may not work until they can produce a Release to Work certificate
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