SECTION 3
CONTRACTS,
PAYROLL
&
EMPLOYEE
HIRING
CONTRACTS/LETTER OF APPOINTMENT
All full and part-time head coaches, full and part-time assistant coaches and full and parttime athletic administrative personnel will receive letters of appointment from the Office
of Human Resources and the Athletic Department.
Head Coaches of Tier One teams receive contracts signed by the President of the
University.
Regardless of point of origin, all contracts and letters of appointment will specify terms of
compensation, benefits and duration and compliance with NCAA, conference, university
and athletic department rules as terms of employment.
VOLUNTEER COACHES
In an effort to track all volunteers on campus, head coaches should have volunteer
coaches complete a job application. (Available in the Athletic Office) If they are volunteering to
drive, license clearance is required. A license check form can be obtained at
http://www.niagara.edu/bs/documents/MVRReleaseForm.pdf
Whether they are compensated or not, they are viewed as representatives of the University
and need to meet the standards in place for paid employees since the University is liable for any
wrongdoing where this individual is responsible. If you have any questions or concerns, please
contact your sport administrator or Human Resources at ext. 8690.
JOB OPENING PLAN
While every job opening is unique, each hiring manager within athletics should follow university
hiring and affirmative action policies, plus develop strategies to build a diverse pool of
candidates for the position. We are committed to developing a diverse athletics staff.
Give plenty of thought to the minimum job qualifications. Niagara has traditionally required a
bachelor’s degree for full-time head coaches and full-time administration positions. Bachelor
degrees have been preferred for part-time head coaches and assistant coach positions. Be specific
on years of experience and/or years of playing at a college or professional level.
The number of steps the hiring manager personally takes to build the applicant pool is a primary
key for building diversity. Below are suggestions:
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
1.
2.
3.
Full-time administrative and coaching positions should be advertised in the NCAA News,
either via the print or on-line edition, and in the Buffalo News.
Part-time jobs should be advertised in the Niagara Gazette and Buffalo News.
Special thought should be given to advertising the job in at least one media source that
targets an important minority group. Options include:
a. NACWAA (National Association of Collegiate Women Athletics Administrators)
website.
b. Black Coaches Association website. (Free posting provided by the MAAC
Conference.
c. Challenger – Buffalo-based minority newspaper
4.
Advertise on industry specific web sites.
a. Laxpower.com or IWLCA.com
b. College Swimming Coaches Association of America
c. National Soccer Coaches Association of America
d. Women’s Basketball Coaches Association
e. American Baseball Coaches Association
f. AthleticLink.com
g. American Volleyball Coaches Association(AVCA.org)
5.
Fax or e-mail the advertisement to appropriate local colleges. The athletics office has a
master list of fax numbers that includes the MAAC schools and other Division I and II
colleges within four hours of campus.
For administrative positions, fax the job announcement to the sports administration
program at Canisius, Medaille, Robert Morris, St. John’s and Winston-Salem State. Also,
send it to the minority enhancement contact at the NCAA.
Contact via phone or other direct communication with programs that might have
interested applicants, stressing your interest in developing a diverse candidate pool.
Meet with your affirmative action officer to discuss minority targets for the position and
to determine if he or she can suggest any other steps to identify minority candidates.
If you have minority targets required, you should be interviewing the top minority or top
female candidate as appropriate.
6.
7.
8.
9.
ATHLETIC DEPARTMENT APPOINTMENT LETTERS
FOR NEW EMPLOYEES
Date
Section 3 Contracts, Payroll & Employee
Hiring
2
August 2005
Name
Dear:
Welcome to the Niagara University athletics staff. I want to clarify issues related to NCAA rules
compliance during your employment. The point of contact for NCAA rules issues is the Assistant
Athletics Director for Compliance Services. You should schedule a compliance orientation meeting
where you will receive access to an NCAA Manual and the MAAC website for MAAC rules within 10
days of employment. You are responsible for following all of the rules in the manual and on the MAAC
web site. In addition, you should schedule to take the NCAA certification exam for off-campus recruiting
within 30 days of employment. You must pass that test within 90 days of employment. You cannot
recruit off campus until you pass the test and are certified by the Assistant Director for Compliance
Services.
It is agreed and understood that you are directly responsible for assuring that all matters related to the
{sport or area} program would be performed in strict conformity with NCAA regulations. In particular,
you are expected to adhere to NCAA regulations concerning appropriate conduct in, but not limited to,
recruiting, athletics and academic eligibility, and financial support of the {sport or area} program. It is
also expected that the {sport}student-athletes and supporting staff will be made familiar with those
NCAA regulations appropriate and applicable to their positions and responsibilities. You are not
responsible for the personal conduct or violations of others beyond that where you had reasonable
opportunity and authority to influence, control or prevent, but shall be responsible to disclose, report or
otherwise make known to the president, director of athletics and functional officer of athletics, any
conduct of others which maybe in violation of NCAA regulations.
In accordance with NCAA rule no. 11.2.2 of the NCAA Division I Manual, you are “required to receive
annually prior written approval from the chief executive officer for all athletically related income and
benefits from sources outside the institution”. Your request for approval also shall be in writing and
shall include the amount and the source of the income.
Failure to substantially comply with NCAA regulations and the above standards may result in discipline
by the University ranging from private reprimand to termination. Where the failure to substantially
comply as aforesaid is deemed by the University to warrant termination, and you are properly terminated,
the University will be released from further compensation obligations.
________________________
Mike Hermann
Director of Athletics
____________________________
{Name}
{Sport or Program}
Athletic Department Employee Payment Schedule
Full-Time Head Coaches and Assistants (Salaried)
Payment is scheduled for all coaches on the 15th and 30th of each month.
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
Fall Sports
Men’s Soccer
Women’s Soccer
Volleyball
Winter Sports
Men’s Basketball
Women’s Basketball
Men’s Ice Hockey
Women’s Ice Hockey
Men’s Swimming
Women’s Swimming
Spring Sports
Baseball
Women’s Lacrosse
Part-Time Head Coaches (Hourly)
Fall Sports
Winter Sports
M & W Cross Country
Spring Sports
Golf
Softball
Men’s Tennis
Women’s Tennis
Part-Time Assistants(Hourly)
Fall Sports
M & W Cross Country (Asst.)
Men’s Soccer (Asst.)
Women’s Soccer (Asst.)
Volleyball (Asst.)
Winter Sports
Spring Sports
M & W Swimming (Asst.)
Diving Coach
Baseball (Asst.)
Women’s Lacrosse (Asst.)
Softball(Asst.)
Men’s Tennis (Asst.)
Women’s Tennis (Asst.)
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
Hourly Head Coaches and Assistant Coaches
Timesheet Calculations
Part time head coaches will be paid all hours of travel, meals and regular coaching time. Only
time excluded is sleep time and "showering time." (This whole concept is strange for
professionals who are not used to tracking any of their work time, therefore, it would be hard to
understand this concept of tracking their every move, so this section has been included to ensure
all communications are clear.
Part-Time Assistant Coaches:
Paid strictly for coaching time. This would include time with the students, outside of coaching,
when the head coach has asked them to fill in, during their absence.
Cheerleading Coach: will be paid like the assistants due to her minimal workload, basically no
recruiting or travel etc.
Niagara University Department of Athletics
Athletically Related Income
Coach
Academic Year
Date Actual column was completed
Sport
Date estimated column was completed
Source
Estimated
Actual
Speaking Engagements
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
Salary supplement (from outside the athletic dept.)
Endorsements
* Athletics
* Apparel
* Equipment
Television appearances/commercials
Radio appearances/commercial’s
Income from corporations in exchange for charitable work
Sports camps(If income is derived from instl. or private)
Institutional. Camp
Private Camp (Please list name of camp and weeks worked)
Housing benefits
Country club membership
Complimentary ticket sales
Other (please specify)
I hereby certify that I am in compliance with all NCAA, MAAC and institutional regulations
governing outside income. I will notify the chief executive officer of any new information regarding
the sources of income and/or amounts that may affect this agreement.
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
Coaches Signature
Date
The above estimates are conditionally approved. Any additional sources of income must be
approved in advance of the event.
Date
Athletics Director Signature
Chief Executive Officer’s Signature
Date
METRO ATLANTIC ATHLETIC CONFERENCE
MAAC Bylaws, Article VI
Policies and Actions in Support of the Sportsmanship Statement
Council of President
The MAAC Council of Presidents have directed that all representatives of the Conference’s member institutions shall exhibit
ethical behavior at each Conference competition and conduct themselves in accordance with the rules of the NCAA and the
Conference and the playing rules of the respective sports. They have directed that each member shall create a healthy
environment for competition free of a hostile atmosphere for opponents. This responsibility is to be shared by administrators,
coaches, and student athletes, plus others involved in intercollegiate athletics in the conference.
They have directed the Commissioner, supervisor of officiating, and game officials to apply the playing rules tightly and assess
appropriate penalties-not merely issue warnings-when violations occur.
Athletics Administrators
Athletics administrators, led by the Directors of Athletics, must communicate the expectation of good sportsmanship to all
representatives of the institution active in intercollegiate athletics. It is particularly imperative that this message is impressed on
each coach, along with the intention that the coach will require compliance with the Sportsmanship Statement by each member of
the team. The director must ensure that opponents are treated with fairness and respect. All aspects of game management must
be controlled to assure such treatment, including crowd behavior.
Coaches
The coach’s behavior influences that of the players and, frequently, the fans. The coach has a responsibility to educate the
players concerning their obligations to the coach, the institution, intercollegiate athletics and themselves. Respect for an
opponent can most effectively be conveyed to the players by the manner in which the coach speaks of and acts toward the
opponent.
Student-Athletes
Student-athletes must honor the responsibilities that accompany the privilege of representing a MAAC institution by adhering to
Conference and playing rules, and MAAC Sportsmanship Statement. MAAC student-athletes are expected to treat opponents
with respect. They must be aware that significant penalties will be applied for fighting, taunting an opponent or other unethical
conduct.
Public Address Announcers
Each public address announcer should provide an impartial and even-handed report of the event. Partisanship in this area
inflames emotions and can promote poor sportsmanship by participants and spectators.
PA Announcement
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005
Each institution shall read a sportsmanship public address announcement prior to each MAAC and non-conference home
contest.
Cheerleaders, Spirit Groups, Bands, and Mascots
Like the student-athletes, members of cheerleading squads, spirit groups, bands, and mascots are highly visible representatives of
MAAC institutions. They can influence the behavior of others. Each group should welcome its counterpart group, and
demonstrate respect for its members. Likewise, it should convey respect for each opponent player and team.
Officials
Although each game official has a demanding and difficult job to officiate the contest, he/she also will be directed to apply
without hesitation or reservation the rules governing conduct and sportsmanship during each MAAC competition. When doing
so as directed, the official will have support of the Conference, each member institution and its administrations and coaches.
Signage
Each institution shall post signage that promotes league sportsmanship, using elements of the conference sportsmanship
statement or one developed by the school. This signage will be prominently posted in all campus athletic venues. “Best efforts”
will be made to develop and display the same type of signage at all off-campus venues that member institutions utilize for
contests.
Game Day Programs, Media Guides, and/or Websites
Each institution shall dedicate space in media guides, game day programs, and/or institutional websites for the MAAC
sportsmanship statement and/or policies to be printed for access by the student-athlete, coaches, administrators, media members
and fans.
Enforcement
The MAAC Compliance and Enforcement Committee and/or the MAAC staff will handle all sportsmanship issues that are
reported by officials, media, etc. to the conference office.
Coach
Signature:_______________________________________
Date:_____________________________________
Title:___________________________________________
Institution:_________________________________
Section 3 Contracts, Payroll & Employee
Hiring
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August 2005