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California Baptist University Athletics Operations Manual

2016-17

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Athletic Operations Manual

Table of Contents

I. Purpose of Manual ………………………………………………………. 3

II. Mission Statement ……………………………………………………… 4

III. Style Guide ……………………………………………………………… 5

IV. Coaches Do’s and Don’ts……………………………………………… 6-12

V. Department Structure …………………………………………………… 13-14

VI. Athletic Staffing ………………………………………………………… 15-19

VII. Job Descriptions ………………………………………………………… 20-27

VIII. Code of Conduct ………………………………………………………… 28-29

IX. Office Procedures ……………………………………………………… 29-48

X. Academics ………………………………………………………………. 49-58

XI. Financial Aid…………………………………………………………….. 58-60

XII. Revenue …………………………………………………………………. 60-61

XIII. Facilities and Equipment………………………………………………… 61-81

XIV. Student-Athlete Wellbeing ……………………………………………… 82-84

XV. SAAC ……………………………………………………………………. 84-88

XVI. Student-Athlete Grievance Procedures………………………………… 88-91

XVII. CBU Athletic Emergency Plan …………………………………………. 91-94

XVIII. Athletics Department Policy on Amorous Relationships ……………… 94-97

XIX. Appendix …………………………………………………………………. 98

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California Baptist University Athletics Operations Manual

I. Purpose of Manual The Athletics Operations Manual is designed as a guide for coaches and staff, providing information that is essential for a better understanding of the CBU Athletic Department. This publication is intended for use in athletics to serve as a ready reference and procedures for all athletic staff. This handbook is not the sole documents for athletic guidance. The Personnel Handbook, Student Handbook, the University Catalog, and other documents as they are issued serve as a collective body of information to which athletic staff and administration look for information relative to institutional policy and guidelines. Coaches and staff members who have questions regarding this handbook are encouraged to consult with the appropriate administrative leaders and/or the Director of Athletics. II. Mission Statement

A. University Mission Statement

"The primary purpose of this corporation is to conduct regular four-year college courses in education, music, sciences and the liberal arts, and to grant certificates, diplomas and any and all degrees evidencing completion of any course of training, together with any and all honorary degrees and to provide training for Baptist youth and others desiring to be affiliated with Baptist theology and theological instruction and such other instruction as may be needful and advantageous in preparing and qualifying ministers and others for Christian work." (Articles of Incorporation of California Baptist College, 1954.)

Philosophy Statement

California Baptist University is a Christian liberal arts institution founded by Southern Baptists to serve the world. As such, the university community provides an accepting, caring Christian atmosphere in which the growth of individuals is enhanced by spiritual formation, personal development, vocational preparation, and a sound, academic, liberating education. In the midst of the pursuit of truth, individuals are encouraged to investigate, practice, and refine their aesthetic, moral, social, and spiritual values in order to prepare themselves to make substantial

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contributions to the cause of Christ as skilled professionals, thinking citizens, and educated persons.

B. Athletic Department Mission Statement

The Mission Statement of Athletics defines what we do. It will drive our conscious and unconscious efforts, our intentions and attitudes, and our practices and goals.

Honoring Christ through excellence in Athletics Romans 12:1

Core Values The Core Values of the Athletic Department demonstrate the order of our priorities of our department which are Spiritual, Academic and Athletic.

We are committed to the Great Commission (Matthew 28:18-20).

We are committed to academically preparing each student athlete. We are committed to equipping each student athlete to serve. We are committed to competing for conference and national championships.

Committed to the Great Commission (Matthew 28:18-20)

.

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IV.CoachesDo’sandDon’tsOffice of the Registrar 1. Transcript Evaluation Requests: a. When sending Transcript Evaluation Requests, please ensure: i. The transcripts you want evaluated are attached to the email. ii. All course records are legible. iii. All courses have term, course numbers, descriptions, units, and

final grades associated with them. 1. Example: -------------------------------- Fall 2003 -------------------------------- ART204 Basic Drawing 3.00 B

iv. All courses on the transcript are typed and not handwritten. v. The name of the school is on each transcript it is associated with. vi. To the best of your ability, that all final grades are on the transcript, especially if the term has ended. This is to ensure giving you the most accurate and efficient answer. 2. . Academic Eligibility Evaluation Templates:

a. NOTE: DO NOT FORWARD THESE EVALUATIONS OR OTHER INTERNAL COMMUNICATIONS TO YOUR STUDENT ATHLETE AND/OR THEIR PARENTS.

b. We will include these review templates with each Transcript Evaluation Request, please read the below templates with included explanations.

2-year Transfers: (with explanations of each requirement in parenthesis) [Students Name]- [2-year institution student is transferring from] Two-Year Transfer- All other 2 years: {Bylaw 14.5.3 and 14.5.4.2} Six Hour Rule: (every student athlete, or SA, must successfully complete 6.0

transferrable units in the most recent semester/quarter in order to be eligible to compete in the 1st semester of enrollment at CBU). Effective 8/1/16 the SA will need to earn nine hours of academic credit during the 2016 spring to earn to satisfy the requirement.

AND Completed at least two full-time terms: (every SA must have completed two

full-time semesters or three quarters at the previous institutions in order to compete the 1st semester at California Baptist University)

AND

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Credit Hour Rule (12 Avg. Transfer): (every SA must have an avg. of 12 units per semester that they have been enrolled full time at the previous institution) AND Minimum Cum GPA: (every SA must have a cumulative GPA of 2.00 or higher upon entering CBU in order to be eligible to compete the 1st semester at CBU) If Partial Or Non-Qualifier: (The PSA must complete six semester hours or eight quarter hours of transferrable English and three semester hours or four quarter hours of transferrable Math.)

4-year Transfers: (with explanations of each requirement in parenthesis) [Student Name]- [4-year institution student is transferring from]

Four Year Transfer: {Bylaw 14.5.5 and 14.5.5.3.9 One Time Transfer Exception}

Six Hour Rule: (every student athlete or SA, must successfully complete 6.0 transferrable units in the most recent semester/quarter in order to be eligible to compete the 1st semester of enrollment at CBU. Effective 8/1/16 the SA will need to earn nine hours of academic credit during the 2016 spring to earn to satisfy the requirement.

ANDAttended Prior 4-year One Academic Year: (A transfer SA must complete one academic year-in-residence to be eligible to compete, unless the student does not have an unfulfilled residence requirement, at the institution she is transferring from, and meets a 4-year transfer exception.) ONE TIME TRANSFER EXCEPTION

No Prior 4-Year Transfer: (Cannot have previously transferred from a 4-year institution or attended two 4-year institutions.)

AND Good Academic Standing at Prior 4-Year (Per Tracer): (Must have been in good academic standing at previous 4-year institution.) AND

Met PTD at Prior 4-Year One Academic Year (Per Tracer): (Must have met PTD at the previous 4-Year and would have been academically eligible had she remained at the previous institution.) AND Prior 4-Year Cert No Objection to Resident Req. (Per Tracer): (The previous school must confirm that their institution has no objection to granting an exception to the residence requirement.) If 1 Season Of Eligibility Or 2 Semesters/3 Quarters Remaining: (The transfer student must complete an average of 12 hours of transferrable degree credit for each full-time term at any previous institution with a cum GPA of 2.0.)

3. Terms: a. PSA- Prospective Student Athlete (not admitted to CBU yet)

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b. SA- Student Athlete (Already a student at CBU) c. SP12/FA12- Refers to school semesters (Spring 2012/FAll 2012) d. PTD- Progress Towards Degree (Units used toward the students degree) e. FT- Full Time f. PT- Part Time g. IP – In-Progress (used in referring to IP courses and/or semesters) 4. FAQ: a. Q: If this PSA attended CBU how long would it take them to graduate? i. A: Please refer this question to the Athletics Academic Counselor after transfer eligibility is assessed by the Registrar’s Office) b. Q: This PSA was dismissed due to academic suspension, they have since

completed work at a community college, are they now able to return? i. A; Please refer this question to Steve Neilsen, Director of Student Retention. c. Q: What classes does this SA need to take this semester in order to graduate on time? i. A: Please refer this question to the Office of Enrollment Advising. d. Q: Can I share your Academic Eligibility evaluation email with the

student and /or their parents? i. A: No, because these evaluations are highly factual, they need to be

filtered, paraphrased and delivered with tact and sensitivity. Financial Aid Things to know:

• Student- Athletes have access to their own Financial Aid Counselor. • Financial Aid Counselor for Athletics and NCAA Compliance, will be the

first point of contact for Student-Athletes and coaches; unless the front desk can assist the student athlete. If the NCAA Financial Aid Counselor is unable, the next person the Student Athlete or coach should be referred to is the Compliance Coordinator, then the Director of Financial Aid.

• Highly suggest to the Student Athletes to request appointments with the NCAA Financial Aid Counselor.

• Students receive monthly reminder emails in their Lancer Mail about missing documents.

• Financial Aid is able to explain to a coach the process of filing a FAFSA and how to submit documents.

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• Financial Aid is able to give any general financial aid information and direction on a process.

• Financial Aid will copy the Director of Compliance on all emails and the Athletics Director when necessary.

• We are always happy to help, but will do what is necessary to avoid an infraction.

• If information in CA is incorrect a student’s award may also be incorrect.

Financial Aid is NOT able to: • Look into the details of a student’s account for a coach or parent that is not

listed on the FERPA. • Bring the coach in to our office/ or have a conference call to go over the

financial aid of a specific student. • Review FAFSA information with a coach. • Go into detail about why a student may or not have received certain aid • Award a full or full less aid over the student’s direct cost • Give on the spot estimates. This opens us up to error, and if the student was

selected for verification, the estimate could be wrong. • Do not give a student Athlete or Parent the NCAA Financial Aid Counselor’s

extension; give out this number 951-343-4236 • The traditional undergraduate counselors do not have a working knowledge

of NCAA compliance, it is important to speak with the NCAA Financial Aid Counselor.

*This list is not exhaustive.

Admissions It’s OK to ask…

• What is the prospective student-athlete’s status in the admissions process (Applied, Accepted, Enrolled)

• What does the student still need to complete their application? • What majors are available and other general university questions? • Any questions helpful in the recruiting process to help give students information.

Please don’t ask… • How many of their units will transfer for credit to CBU?

o This information comes from the Registrar’s Office @ ext. 4566 • How long will it take for the prospective student- athlete to graduate?

o This information comes from the Advising Office @ ext. 4567 • Financial Aid questions other than basic cost and general information.

o This information comes from the Financial Aid Office @ ext. 4236 • To get a prospective athlete accepted if they do not meet the minimum admissions

requirements. o This is will be reported to the Compliance Office.

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• For special exceptions or accommodations that could be construed as preferential treatment for your PSA’s. Preferential treatment is a compliance violation.

Please:

• Turn in all official transcripts that you receive immediately to the admissions office. o Opened transcripts will be counted as unofficial, even if you personally opened

it on campus. • Make every attempt to schedule appointment in advance with Joel Pulliam or

Wendy England. o You can contact Wendy at wengland@calbaptist.edu or 951-552-8337 o You can contact Joel at jpulliam@calbaptist.edu or 951-343-4378

• Do not use Admissions Preview Days as opportunities for athletic tryouts (during event hours).

Admissions Application Requirements: www.calbaptist.edu/apply

1. Admissions Essay– 3-5 paragraphs 2. $45 Application Fee – This can be paid by cash, check, or credit card online 3. 2 Letters of Recommendation – One of the letters must be an academic reference

(from a teacher or counselor) and the second can be from a pastor, co-worker, or a friend. We do not accept recommendations from family or CBU faculty/staff.

4. Official Transcripts –You will need to provide official High School and/or College transcripts. If you have completed more than 24 college units and have graduated from High School, you do not need to provide official High School transcripts.

5. Test Scores – High School students are required to either submit an official SAT or ACT report. Transfer students with 24 or more completed college units are not required to submit test scores.

* Minimum GPA Required for Admission to CBU

• High School Students – 2.5 Cumulative Total Weighted GPA • College Transfer Students – 2.0 Cumulative GPA from all colleges/universities

attended Academic Advising Academic Advising liaison to Athletics: Jeff Tennis, Director of Academic Advising Registration for Student-Athletes: New student registration for fall and spring semesters:

• Student-athletes will register for their first semester at CBU through a Step Ahead Event on campus or Virtual Step Ahead (for students living 4 hours from campus). Step Ahead is held May through July for the fall semester and December for the spring semester. Newly accepted student-athletes must sign-up for Step Ahead or Virtual Step Ahead on the CBU website. Contact Admissions for additional information.

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• At Step Ahead, Academic Advising will provide the student-athlete with the appropriate registration information and their practice time to assist with registering around practice.

• During the month of August, the newly accepted student-athlete will contact Academic Advising at (951) 343-4567 to schedule an appointment to register during a group registration. Group Registration is held on campus.

• After the semester classes begin, course registration for newly accepted student-athletes is by appointment only.

Returning Student-Athletes:

• Returning student-athletes receive one week of Priority Registration • Student-athletes have the opportunity to meet with Academic Advising staff in the

computer lab or in the Advising office during priority registration. • Coaches, try to keep track of who has registered and who has not - encourage

student-athlete to check for holds and register ASAP. The Athletics Academic Counselor will send a weekly report to the Athletics Compliance Office listing registered and non-registered student-athletes.

Rachel and/or student need to come to Academic Advising when a student-athlete has a registration issue. Student Course Schedules:

• Coaches should not advise students regarding their course schedules.

• Many classes are only offered once a year or every other year. The student-athlete may need to take a specific course within a specific semester to stay on track.

• For the average major, the student-athlete needs to enroll in 15 - 16 units every semester to stay on track to graduate in 4 years. Enrolling in 12 units during the sport's season may put the student-athlete at risk at becoming ineligible if they feel they need to drop or withdraw from a course.

• To avoid student-athletes adjusting their course schedules after being certified, the Athletics Academic Counselor will lock the student-athletes course schedule on August 1st for the fall semester and December 1st for the spring semester. If the student-athlete needs to adjust their schedule after being locked, they must notify the Athletics Academic Counselor or Academic Advising (or the faculty Athletics Representative, if the other persons are not available) to adjust their course schedule. After the adjustment, the student-athlete’s course schedule will be re-locked. An email will be sent to the Registrar’s Office and the Athletics Academic Counselor notifying them of the schedule adjustment.

Practice Times:

• Advising will work with student-athletes as much as possible to schedule around practice times which are provided to us by Athletics prior to the beginning of every

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semester. If you hear otherwise from a student-athlete, feel free to refer student to the Athletics Academic Counselor who will contact Advising for clarification.

• Notify the Athletics Academic Counselor and Academic Advising if you change your practice time. Academic Advising will update practice information which is published on InsideCBU.

Coaches should not contact Academic Advising regarding registration/course scheduling issue. They must contact the Athletics Academic Counselor or the Athletics Compliance Office who will contact Academic Advising as necessary. Prospective Student-Athletes (PSAs) - Transfers: PSAs need to submit ALL unofficial transcripts to the coach and the coach will notify the Athletics Academic Counselor regarding the PSA.

• The coach sends ALL transcript(s) to the Registrar's Office Athletics liaison • The Athletics Academic Coordinator must have the student's intended major • Athletics Academic Coordinator will have a 2-3 day turnaround. It the issue is more

time-sensitive the coach must inform Rachel.

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Name Position Ext. Home Cell Gary Adcock Head Baseball Coach 4382 951-689-2524 951-231-4735 Arsen Aleksanyan Assistant Wrestling Coach 4958 714-865-1483 Hardy Asprilla Assistant Men's Basketball Coach 4532 559-936-3206 Bill Baber Head Softball Coach 4705 951-741-3883 Joyceann Barbarino Assistant Women's Volleyball Coach Chris Bates Strength and Conditioning Coach 4606 562-965-1519 Hillary Belmont Assistant Strength and Conditioning Coach 8544 951-452-1170 Lori Bouchie Office Manager 4318 951-359-4341 951-532-1001 Andrew Brasington Assistant Baseball Coach 4581 951-541-8155 Eldon Carlson 951-780-0996 951-751-0071 Jessica Case Assistant Women's Basketball Coach 8449 714-609-1325 Tim Clark Assistant AD;Sports Medicine, Head Athletic Trainer 8512 714-883-6133 Jeff Couto Assistant M/W Swim and Diving Coach 8204 559-709-7185 Rick Croy Head Men's Basketball Coach 4453 925-518-5417 Chelsea Curran Assistant Women's Water Polo Coach 8697 909-973-8445 Josh Dunaj Assistant Men's Basketball Coach 8760 951-880-8616 Jack Engelschall Aquatics Director 4559 951-208-4443 951-207-0788 Bryan Engle Ass't. Dir. of Athl./Facilities -Game Management 5021 951-337-3834 Tami Fleming Head Cheer Coach 4849 626-975-0519 Anthony Francis Compliance Assistant 8636 951 500-7510 Amber Fry Assistant Cross Country/Track Coach 951-565-6769 Ben Gall Head Cross Country/Track Coach 4941 208-880-9313 John Hackney Head Men's/Women's Golf Coach 4845 252-289-5004 Jeremy Hare Assistant Men's Water Polo, Asst. M/W Swim Coach 4659 951-347-1418 Andrew Hein Assistant Men's Volleyball Coach 4751 310-804-2015 Kim Herbert Athletic Trainer 4837 909-851-4865 Branden Higa Head Women's Volleyball Coach 4596 310-401-7797 Adrian Jauregui Facilities Game Management 8578 951-751-8134 Lindsay Johnson (Henry) Assistant Softball Coach 4452 951-264-5448 AJ Juarez Athletic Trainer 4844 951-704-3144 Rachel Keys Athletic Academic Counselor 4321 951-323-3400 Jason Larkins Assistant Cheer Coach 8545 951-741-7233 Jay Lucas Associate Director of Athletics for Marketing 8818 713-410-0090 Marc Machado Assistant Golf Coach 4807 760-895-8162 Dylan Martinez Assistant Men's Soccer Coach 4445 515-290-1087 Lynnelle McCray Athletic Secretary 4521 951-906-3870 Coe Michaelson Head Men's Soccer Coach 4699 208-350-9689 Jonathan Miller Head Women's Water Polo Coach 8746 559-360-7184 Angelica Ned Assistant Women's Basketball Coach 8092 951-907-0852 Andrew Nicola Assistant Men's Wrestling Coach 8507 260-312-4378 Jarrod Olson Head Women's Basketball Coach 4320 863-581-0276 Micah Parker Director of Athletics 4381 951-215-0044 951-505-3860 Blair Penner Assistant Women's Volleyball Coach 8640 559-960-0032 559-960-0032 Andy Ponce de Leon Assistant Cross Country/Track Coach 4833 909-560-0055 Amy Ramirez Assistant Softball Coach 8716 760-567-5075 Charles Ramos Athletic Trainer 4816 909-268-4162 Kevin Rosa Head Men's Water Polo Coach 8399 951-201-2680 Rick Rowland Head Men's and Women's Swim Coach 4522 951-735-8430 951-847-0360 Michael Scarano Associate Director of Athletics/Compliance 4839 951-207-2455 Derek Schmitt Head Men's Volleyball Coach 5066 864-650-2683 Sammi Sheppard Director of Sports Information 4297 310-780-5667 Andrew Shortall Assistant Sports Information Director 4779 562-355-6748

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VII. Athletic Staffing

A. Hiring Procedures

All departmental hires must be conducted in accordance with the policies set forth by the California Baptist University Human Resources Department. The following is the correct sequence for hiring all athletic employees to the university:

1. Each university position must be approved by the president. A Personnel Action Request form accompanied with a job description must be signed by the Director of Athletics, Vice President of Student Services and the President. After approval, Human Resources will then post the job for a minimum of one week.

2. If the position is posted on another website, it must go through the Sports Information Director.

3. Interested candidate must fill out an online application from our website.

4. Candidate must meet with Athletic Director, Vice Present of Student Services and President. Positions must be posted on CBU’s website for five (5) days before interviews can be scheduled.

5. Once a candidate has been selected, Human Resources will offer the job and schedule an orientation. 6. Sexual harassment training is required annually for all employees, including volunteers. 7. Volunteer Assistant’s, Graduate Assistant’s and Interns are required to complete required forms/paperwork and meet with the Director of Athletics for approval prior to beginning their assignment.

• Direct supervisors are required to submit a job description or list of duties when scheduling the appointment with the Director of Athletics.

Lisa Siregar Assistant Women's Swim Coach 4550 951-313-1676 Julia Smith Assistant Women's Basketball Coach 4620 702-204-1636 Kristen St.Clair Head Women's Soccer Coach 5020 805-637-9682 Seth Taylor Assistant Women's Soccer Coach 4928 330-618-6738 Mark Van Meter Assistant Baseball Coach 4382 951-780-4708 951-235-1400 Michele Vasquez Athletic Trainer 4317 951-683-1973 909-238-8564 Richard "Doc" Wellman Assistant Men's Basketball Coach 8848 626-393-5959 Lennie Zalesky Head Wrestling Coach 4824 530-979-1712 Jesse Zepeda Assistant Baseball Coach 8577 805-720-5740

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8. Camp staff must be current CBU employees, student athletes, or former CBU student-athletes. 9. Compliance With University Policies and NCAA/Conference Regulations

(a) The Coach, in performance of his duties, shall conduct himself at all times in a

manner consistent with his position as an instructor of students. The Coach shall not either directly, or indirectly, breach, or countenance the breach, by any player or coach subject to his control or supervision, of any of the announced and/or published rules of the current NCAA Constitution and Bylaws or the governing policies of collegiate amateur athletics to which the University adheres.

(b) The Coach shall make no public appearance, either in person or by means of

radio or television, nor willingly allow the use of his name in connection with his relationship to the University when any such appearance or use of his name will result in unfavorable reflection upon the University.

(c) Per NCAA By-law 11.3.2, the Coach is required to provide a written detailed

account annually to the chief executive officer for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution's policy related to outside income and benefits applicable to all full-time or part-time employees. Sources of such income shall include, but are not limited to, the following: (a) Income from annuities; (b) Sports camps; (c) Housing benefits (including preferential housing arrangements); (d) Country club memberships; (e) Complimentary ticket sales; (f) Television and radio programs; and (g) Endorsement or consultation contract with athletics shoe, apparel or equipment manufacturers.

(d) The Coach shall not directly, or indirectly, use the NCAA's name or his

affiliation with the association in the endorsement of products or services (NCAA Bylaw 11.1.3). Nor shall the Coach directly or by implication use the University name or logo in the endorsement of commercial products or services for personal gain without prior approval from the Chancellor (NCAA Bylaw 11.1.4). (Such approval will be secured by the Director of Athletics.)

(e) The Coach may be suspended for a period of time, without pay, or the Coach's

employment may be terminated if the Coach is found to be involved in deliberate or serious violations of NCAA or Conference regulations, University policies, or State or Federal laws. These violations may include, but are not limited to: dishonesty, theft, or misappropriation of University property, fighting on the job, insubordination, acts endangering others, or other serious misconduct. In addition, if the Coach is found to be in violation of NCAA regulations, he may also be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures.

(f) The Coach shall recruit student-athletes who are capable of being academically successful at the University. In addition, the Coach shall make every effort to

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insure that all squad members make normal progress toward graduation as defined by the University in relation to NCAA standards (i.e., progress towards a degree). The Director of Athletics may reduce or terminate this contract if it is determined that the Coach fails to meet any of these requirements.

NCAA Guidelines

California Baptist University (CBU) has made a commitment to participate in and abide by the rules and regulations of the NCAA. Compliance is a shared institutional commitment. As a consideration of the Coach’s continued employment in good standing at the University, it is necessary that the Coach shares the commitment to abide by the regulations of the NCAA. Copies of the NCAA Manual are available in the offices of Athletics, Financial Aid, Admissions, and the Vice President. It is necessary that the Coach has read, understands, and abides by the current NCAA guidelines.

If the Coach has knowledge that anyone associated with the CBU Athletics program has violated an NCAA regulation and/or CBU campus policies, however inadvertent it may be, it is the Coach’s responsibility to report such a violation in a timely manner. Violations may be reported to Mr. Michael Scarano (Compliance) or Dr. Micah Parker (Director of Athletics).

Internal operations procedures for incoming and outgoing coaches When a coach is hired, these changes must occur within 24 hours of the coaching change at start date:

• Write/post press release (SID/Asst. SID) • Add to staff directory (SID/Asst. SID) • Add to team coaches page (create personnel file) (SID/Asst. SID) • Add to y:drive roster (SID/Asst. SID) • Post bio (if interim coach is new head coach or stays on as an

assistant, change their bio, staff directory, personnel file) (SID/Asst. SID)

• Link staff directory to bio (SID/Asst. SID) • Add new coach to game notes (if sport has them) (SID/Asst. SID) • Update Visitors Guide (Asst. Director for Facilities/Event Mgmt.) • Update Student Handbook (Compliance) • As soon as coach arrives on campus – get a mug shot)

When a coach leaves, these changes must occur within 24 hours of the coaching change:

• Remove the coach from the staff directory (SID/Asst. SID) • Add TBA or Interim Coach in their place (SID/Asst. SID) • Remove from team coaches page (change personnel file) (SID/Asst.

SID) • Remove from roster on y:drive (SID/Asst. SID)

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• Update information for interim coach (if possible) on: o Bio (SID/Asst. SID) o Staff Directory (SID/Asst. SID) o Coach’s page (personnel file) (SID/Asst. SID)

• Get and post updated Visitors Guide (Asst. AD for Facilities/Event Mgmt.)

• Get and post updated Student Handbook (Compliance)

B. Diversity Statement California Baptist University does not illegally discriminate on the basis of any protected category. It does maintain the right to discriminate as it relates to the category of religion so as to fulfill its religious purposes, so as to be compliant with the Baptist Faith and Message.

With the exception of religion, CBU’s policy prohibits unlawful

discrimination based on race, color, creed, sex, pregnancy, child birth, national origin, ancestry, age (over the age of 40), marital status, physical or mental disability, medical condition including genetic characteristics, veteran status. Likewise the University prohibits discrimination against an employee’s opposition to any violations of law, associations with any of the individuals who are described above as being protected by law, or any other consideration made unlawful as it applies to CBU, by federal, state, or local laws. CBU likewise prohibits unlawful discrimination based on the perception that anyone has any of the characteristics referenced above, or is associated with a person who has or is perceived as having any of those characteristics as referenced above.

This commitment applies to hiring, promotion, discharge, compensation and

any other terms, conditions or privileges of employment. This commitment also applies to all persons involved in the operations of CBU and prohibits such unlawful discrimination by any employee of CBU, including its officers, faculty, staff including supervisors and managers.

To comply with applicable laws regarding individuals with a disability or

perceived disability, CBU will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.

Any applicant or employee, who requires an accommodation in order to

perform the essential functions of a job in a staff position, should contact the Director of Human Resources and request such an accommodation.

C. Complaints Procedures

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Complaints are addressed by the Office of Human Resources and according to Employee Manual 2.18. For more information, consult your CBU employee manual or contact the Office of Human Resources.

D. CPR/First Aid Training Requirement All athletic staff must be CPR Certified. CBU staff provides CPR training as needed to maintain current certification. E. Outside Income Policy Athletic staff that will also be teaching part-time positions at California Baptist University must have prior approval from the Director of Athletics. A written explanation as to how you could make this position work with your current position must be submitted. Other outside income for full-time employees requires approval from the Director of Athletics.

F. Annual Evaluation/Review All staff must complete an annual Self-Appraisal Staff Pre-Performance Review located on Inside CBU. Once submitted, the supervisor of employee completes a Performance Appraisal Evaluation, sent to Area Vice President and then to Human Resources.

1. Commitment to Rules Compliance and Ethical Conduct by Staff Members During the hiring procedures at CBU, Human Resources requires each faculty and staff member to sign acknowledgement that they have received a personal copy of the California Baptist University Personnel Handbook. In the handbook, it states that “The University is committed to a standard of excellence in the services that it provides its customers and in the quality of work expected of its employees. Employees are challenged to achieve their full potential, and to devote their best efforts to the University’s success.”

2. Commitment to Student-Athlete Academic Performance Standards for admission to academic programs and retention of student status shall apply equally to all persons whether athletes or non-athletes.

Grade checks are sent to professors from the Registrar’s office and forwarded to the coach for evaluation. At such times, all student-athletes who are academically deficient as defined by the rules of California Baptist University will brought to the attention of the Director of Athletics.

All students-athletes are expected to attend the classes in which they are enrolled, turn in all class assignments, and take all course examinations. It is the duty of the student to take the initiative in

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arranging with the instructors to make-up missed assignments. Rules regarding make-up exams will apply to student-athletes in the same manner as they apply to all students.

3. Commitment to Student-Athlete Welfare

At the end of a sport season, the Director of Athletics or his designee meets with each team and has each student athlete fill out a “Student Athlete Coach Evaluation”. Student Athlete rates the coach from one to five, five being “strongly agree” on topics of Building Christian Character, Commitment to Academic Success, Personal and Professional Relationships, Character and Conduct, Improvement of Athletic Skills, and Overall.

After compiling the evaluations, the Director of Athletics will meet with the coach and share the evaluation summary with him/her to educate them on ways to improve their program. 4. Incoming Coach/Outgoing Coach All incoming coaches are required to complete a New Coach Orientation checklist within two weeks of employment. Checklists are available in the compliance office or from the Office Manager. Outgoing coaches are required to meet with the Assistant Director of Athletics for Facilities to review the inventory list and the Office Manager to review any outstanding requisitions.

VIII. Job Descriptions Director of Athletics

SUMMARY: This position will be responsible for all aspects of the CBU comprehensive NCAA athletics program by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Provides vision, depth and direction for the athletic department of California Baptist University.

2. Evaluates the athletic performance of each team as well as the entire athletic program.

3. Meets with coaches and staff on a regular basis, individually and collectively. 4. Develops and maintains the Athletic Department budget. 5. Evaluates coaches and staff in the performance of their duties. 6. Responsible for writing, updating, assimilating, and distributing the Coaches

handbook for coaches and administrators. 7. Develop an athletic fundraising plan and lead in its implementation.

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8. Responsible for reviewing all eligibility data for student athletes to certify their eligibility for participation in intercollegiate athletics.

9. Attends all NCAA national meetings and PacWest meetings that call for administrative decisions, as the representative for California Baptist University.

10. Responsible for sending out and signing all official contest agreement contracts to all institutions that will be completing with California Baptist University.

11. Serves as chair of the Faculty Athletic Committee. 12. Serves as athletic representative on the Admissions and Retention Committee 13. Makes periodic inspections of the grounds, buildings and facilities to insure that

they are safe and conducive to effective education and athletic performance 14. Notifies maintenance of any problems in regards to grounds, building and facility. 15. Approves all letters or publications that involve fundraisers, alumni, boosters,

special events or any other general mailing to the public. 16. Responsible for the administration of all home athletic contests (including, but not

limited to; game management, game supervision, game preparation, etc.). 17. A strong belief that excellent academic preparation and athletic accomplishment

can co exist and flourish within an educational environment that is committed to increasing gender, ethnic and racial diversity.

18. Responsible for other duties that may be assigned by the President of California Baptist University or Vice President for Enrollment and Student Services.

Associate Athletic Director - Marketing and Media Relations SUMMARY: Direct and supervise all athletic department marketing efforts including advertising, branding, game promotions and revenue development. Oversee sports information department and all external promotion of the athletic department ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 1. Understand and agree to abide by the mission of CBU and the CBU Athletics

Department. 2. Serve on the Athletic Director's leadership team. 3. Generate and implement short and long-term marketing and advertising plan to

increase brand awareness and game attendance. 4. Establish and enhance community relationships (youth organizations, churches,

businesses, etc). 5. Generate and implement annual game promotion plans for certain sports that

encourage student and community participation which are engaging/entertaining to fans.

6. Responsible to know current NCAA, Conference (and all other organizations in which the University holds membership) rules, regulations, and deadlines governing Athletic sports.

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7. Supervise Assistant Sports information directors. Hire and supervise graduate assistants and marketing interns.

8. Identify and solicit corporate sponsorships. Negotiate contract agreements and develop licensing program.

9. Oversee all web-site and external publications. 10. Represent California Baptist University Athletics by participating on campus

committees. 11. Develop and oversee a Lancers Kids Club. 12. Supervise student spirit group "the Crazies. 13. Maintain up-to-date information of sport regulations, rule changes, and NCAA policies.

Report all compliance issues to compliance office. 14. Implement NCAA DII best practices relating to game environment and promotions. 15. Plan and implement strategies for securing advertising revenue; create and place radio

and newspaper advertising spots including a media trade-out program to promote selected sports.

16. Effectively manage time in a demanding work environment. 17. Respond to all administrative correspondence in the requested time frame and attend

all staff meetings. 18. Ensure the physical, emotional and social welfare of student-athletes. 19. Weekends and evenings required. Travel with sports teams for championships or

longer trips as assigned.

Faculty Athletic Representative

SUMMARY: To ensure the academic integrity of the College athletics program by representing the University and its faculty to the NCAA; to provide advice to the Director of Athletics and the President; and to promote a balance between academics, athletics and the social lives of student athletes to ensure they enjoy the full spectrum of collegiate experiences available to students generally. ESSENTIAL DUTIES AND RESPONSIBILITIES: The FAR must be a full-time tenured faculty member. The FAR may not be a member of the Athletic Department as a coach or administrator. The FAR is appointed by, and reports directly to the President.

Administrative Duties – • Represent the College as a delegate to the annual Faculty Athletic Representative Association Convention. • Represent the College as a delegate to the annual convention. Meet with the President and Director of Athletics to establish the College’s voting positions on legislation. • Serve as one of five recognized individuals authorized to make contact with legislative services and staff. • Participate in searches for senior athletics department administrators and head coaches. • Periodic review of information that relates to the academic wellbeing of student athletes, and communicate to the faculty academic matters relating to student

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athletes (missed class time related to travel for competition, student athlete schedules, team GPAs, etc). • Attend Athletic Department meetings whenever possible and review Athletic Department meeting minutes. • Chair the College Athletics Board meetings and communicate to the President matters relating to intercollegiate athletics on campus. • Be knowledgeable in institutional rules governing athletic eligibility. Periodically attend regional rules seminars. • Meet periodically with the Director of Athletics and/or the President to discuss the athletic program. Student Support Duties – • Coordinate the nomination process for undergraduate awards and postgraduate scholarships. • Assure the welfare of student athletes, by promoting a balance between academics, athletics and the social lives of student athletes to ensure they enjoy the full spectrum of collegiate experiences. • Monitor academic services (tutoring, academic mentors, laptop computer access, etc) to ensure that they are available to student athletes as needed.

The Faculty Athletics Representative (FAR) is a member of the faculty or an administrator who holds faculty rank who is designated by the chief executive officer to represent the institution and its faculty in the institution’s relationships with the NCAA and its conference.

• Represent and support the concept of shared governance concerning all matters within and pertaining to the intercollegiate athletics program

• Ensure that student athletes meet all NCAA, conference and institutional

requirements for practice, financial aid and intercollegiate competition

• Oversee development of statistical reports on the academic preparation and performance of student-athletes for each sports team

• Monitor and advise athletics administration officials on all matters of student

athlete compliance

• Be knowledgeable of NCAA and conference rules related to academic eligibility, transfer requirements, and restrictions/enforcement procedures

• Participate in and/or review all institutional investigations of alleged rules violations

• Have direct contact with student-athletes on a systematic and periodic basis

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• Act as a senior advisor, outside of the athletics department, to the chief executive

officer on all matters related to intercollegiate athletics

• Represent the institution to the NCAA, athletic conference, and FARA meetings

• Chair the Athletics Advisory Committee

• Participate in the recruitment and screening process of senior athletic department administrators and head coaches

• Ensure the quality of the student-athlete experience with respect to balance of

academic/athletic responsibilities, career preparation and transition to life beyond the university

The FAR will be compensated through the Academic Affairs office at the rate of 9 units per fiscal year; 3 units each fall, spring, and summer semester.

Assistant Athletics Director/Facilities and Game Management

SUMMARY: Maintains the Van Dyne Gymnasium facility and other athletic facilities, assists with all athletic administration functions, and represents the Athletic Director by performing the following duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Maintain all athletic facilities in a state of readiness for all athletic events. 2. Coordinates with Director of Maintenance the upkeep of all athletic facilities. 3. Processes work orders necessary to maintain upkeep and safety of athletic facilities. 4. Coordinates with Sports Information Director and Campus Service Director the use

of all athletic facilities. 5. Responsibility to know current NCAA (and all other organizations in which the

University holds membership) rules, regulations and deadlines governing Athletic sports.

6. Conducts Game Management for all home game events. 7. Maintain all athletic facilities in a state of readiness for the following athletic events:

§ Men/Women's Basketball, Volleyball, Soccer, Baseball, and Softball. § Physical education classes § Intramural sports

8. Basketball and Volleyball events require set-up of floor carpet for team chairs, clock and sound equipment. All bleachers must be out for seating, safety rails in place, and side backboards raised.

9. Clean gymnasium floor on a daily basis. 10. Clean and maintain all inside rooms of Van Dyne Gymnasium and Field House each

day.

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11. The usage by other groups (M-FUGE), clean and maintain gymnasium back to order, after activities are over.

12. Signs all official athletic documents in the absence of the Director of Athletics, including but not limited to; game contracts, requisitions, Athletic Grant-in-Aids, eligibility documents, official PacWest and NCAA reports, staff timecards, etc.

13. Acts as the athletic liaison with Provider Contract Food Service related to any athletic food operations.

Associate Athletic Director of Compliance

SUMMARY: Directs and manages the research process for possible national membership for the Athletic Department. Coordinates all operations, and NCAA and PacWest Conference compliance issues associated with the administration of the University's athletic programs. Monitors program compliance with NCAA bylaws and guidelines. 40 hour, 12 month Exempt position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Counsel and instruct all 400 student-athletes on 20 varsity teams on pertinent rules, to ensure full comprehension and understanding by all team members. Administer the Student-Athlete Guidelines, and the Drug Test Consent forms to all student-athletes. Provide follow-up instruction and education to those student-athletes subsequently found to be in violation of any pertinent rules. 2. Collect, review and evaluate information related to coaches’ recruiting of athletes, to ensure compliance with rules. Advise coaches of violations, and recommend future courses of action to remain in compliance with PacWest and National Office alleviations. 3. Research and investigate any reported or suspected instances of rules violations. Recommend and administer appropriate penalties. 4. Coordinate and/or provide administrative support for coaches of all sports teams at California Baptist University; attend practices, home and away games, and conference championships as appropriate to represent the department, assess administrative needs and helping evaluate coaches. 5. Represent California Baptist University Athletics by participating on or chairing committees. 6. Develop policies and procedures to comply with Conference rules and regulations. Communicates the policies and procedures, monitors ongoing activity, directs and recommends action to correct deficiencies and prepares various reports. 7. Provide written and oral guidance, assistance and interpretation (update Coaching Procedures Manual) to the university administration, coaches, and staff and student athletes. 8. Represent the University at conference meetings concerning institutional compliance. 11. Serve on the Faculty Athletic Advisory Committee to deal with issues relative to the academic welfare of the student-athletes.

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9. Monitor student financial aid eligibility and other conference reports. Ensures athletic scholarships and financial aid is awarded properly and with the rules of the GSAC conference and National Office affiliation. 10. Serve as staff sponsor of Student Athlete Advisory Committee (SAAC), conducting meetings throughout year and works with leadership to deal with issues raised by student-athletes. 11. Participate in community service and civic projects as a representative of the university/athletic department. 12. Provides compliance program support and develops recommendations/conclusions for matters concerning student-athlete recruiting, rules education and eligibility. 13. Assists in the development and delivery of rules education seminar for coaches and athletes. 14. Works with National office and various campus offices on initial and continuing eligibility certification for student-athletes. 15. Prepares the Title IX Equity in Athletics Report.

Senior Woman Administrator (SWA)

Responsibilities:

Provide support to all student-athletes. Represent institution at Senior Woman Administrator meetings for the conference and NCAA. Serve as a key voice in the administration and governance of the athletics program; participate in decisions regarding gender equity issues and other issues affecting student-athlete welfare; and assist in the development and implementation of a gender equity action plan. Review the Equity in Athletics Disclosure Act Report. Participate in the evaluation of the coaching staff. Provide insight and information regarding women’s issues and programming at all levels. Represent institution by participating on or chairing search committees and other department, university, conference and/or NCAA committees as assigned; attend all conference meetings and NCAA Convention.

Athletic Academic Counselor 1. Develops, implements and coordinates an Academic Counseling Program for

student athletes. 2. Proposes and oversees the administration of the Program’s annual budget. 3. Interacts with University faculty concerning issues related to student-athletes

and their academic progress. 4. In conjunction with the Associate Athletic Director of Compliance, assists Head

Coaches with admissions procedures, interfacing with the Admissions Office and faculty committees, as required. Assists in monitoring the admissions process for student-athletes.

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5. Monitors the compilation and maintenance of student-athlete academic profiles. Uses this information to develop academic counseling plans and services and to identify resources for these student-athletes.

6. Monitors the class attendance and performance of sports specific student-athletes. Regularly disseminates academic information to appropriate coaches.

7. Regularly disseminates essential student-athlete information, in conjunction with the Assistant Athletic Director for Compliance, to the following individuals:

a. The Director of Athletics and Athletic Certification Officer: reports on Academic progress and eligibility. b. The College Deans: general exchange of pertinent information, lists of all student-athletes for collection of individual related to degree progress; c. The Faculty: questionnaires on academic progress; d. The Coaches: Mid-semester/final grades, class schedules and eligibility status and tutoring reports; and e. The Student-Athletes: notices of academic deadlines; academic deficiencies in course selections or required classes; office appointments and release forms for academic records.

8. Informs sports specific student-athletes of all registration procedures and related due dates. Provides pre-registration counseling and registration services for these student-athletes. 9. Assists with the creation and maintenance of academic files on all student-athletes, including the compilation of academic information on student-athletes for conference eligibility reports and forms. 10. Counsels student-athletes with academic concerns. Refers them to appropriate counseling or support services when needs outside the Academic Counseling Program offerings are identified. 11. Assists with the recruiting program by familiarizing prospective student-athletes with the various academic programs and support services available. 12. Coordinates registration and advising activities for student-athletes. 13. Develops and oversees study programs designed to meet the needs of student-athletes, which include trained tutors, academic support counseling services. 14. Supervises Study Hall operations for the Department through Head Coaches and Academic Success Center. 15. Plans and coordinates summer and fall orientation sessions for incoming student-athletes. 16. Refers student-athletes to appropriate University offices (e.g., Office of Admissions, Financial Aid, Housing, and University Counseling Center, etc.) when needs outside the academic counseling area are identified. 18. Interacts with college registrars and faculty advisors to facilitate appropriate course enrollment. 19. Coordinates all student-athlete outreach activities such as Champions of

Character. 20. Acts as co-chairperson for the Student Athlete Advisory Board.

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21. Attends professional meetings, seminars and continuing education classes (as time allows) to update and increase professional knowledge. Serves on various University committees. 22. Performs additional duties and special projects as assigned by the Director of Athletics.

Head Coach

SUMMARY: Coaches sport activity to individual or groups at California Baptist University facility by performing the following duties personally or through subordinate workers.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Instruct athletes in skills, training, and strategies to achieve success. 2. Has knowledge of game rules and PacWest/NCAA regulations and implements

these rules on a consistent basis. 3. Students will receive instruction and spiritual guidance that will lead to positive

values, acceptable behavior, and self-discipline. 4. Assigns assistant coaches specific duties, supervises the assignments, and

completes proper evaluation at the end of season. 5. Responsible for submitting annual budget to the Athletic Director. 6. Develops in each athlete a respect for University property and its care. 7. Works with the Director of Athletics in setting goals and objectives for the

Athletic Department. Acts in a wise and prudent manner when the Athletic Director is not available.

8. Assists in the recruitment and selection of staff personnel and in the development of roles and responsibilities.

9. A valid Class “B” California Driver’s license may be required.

IX. Code of Conduct

A. Athletic Staff As Athletics’ staff member, you are expected to: Adhere to the conduct policies as outlined and addressed in the California Baptist University Staff Handbook. Education is provided at the beginning of the year at staff orientation and ongoing education is provided at bi-weekly staff meetings and compliance education meetings. Staff members and coaches are obligated to report any possible violation of the CBU code of conduct to the Dean of Students. The link to electronic reporting is below: https://publicdocs.maxient.com/incidentreport.php?CalBaptistUniv B. Dress Code Policy:

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Administrative staff is expected to dress business casual, no shorts, jeans or tennis shoes. During the summer, shorts are appropriate except to attend meetings across campus where pants would be required. Coaches may wear shorts, tennis shoes and Lancer t-shirts as long as they are nice. No flip flops, crocs or slippers. It would not be appropriate to wear another University’s t-shirt during normal working hours or when working with a CBU team outside normal working hours. Athletic shoes should be clean and in good condition. The CBU student dress code can be used as a guide and anything that would violate CBU student dress code would also be impermissible for a staff member. Any clothing or attire with a Lancer logo must be in school colors and meet all branding standards. The Associate Director of Athletics for Marketing and Media Relations can provide additional information if needed. A CBU Athletics style guide is provided for reference and can also be found in the Athletics shared folder. Team Building/Bonding Activities Policy – Off-Campus The CBU Department of Intercollegiate Athletics embraces the concept of building team cohesiveness. To that end, the department provides the following policy regarding team building/bonding activities (herein “Activity” or “Activities”).

• Activities are to be directed at enhancing the student-athletes’ confidence and/or team cohesiveness.

• Those actions (i.e., physical, conditioning) that normally occur in a practice are precluded from occurring in an Activity.

• The Activity may not occur on Sunday without prior approval. • Classes are not to be missed by any student-athlete. • The expense of the Activity is borne by the sport program, specifically the

restricted “15/20” account. Meals, lodging and transportation and other related (i.e., driver, CBU bus).

• The Activity must occur within a 50 mile radius of the CBU Main Campus or at Taquitz Pines. Sport program is required to secure reservations and pay rental fee with Taquitz Pines.

• The time spent in the Activity counts toward the daily and weekly allowable CARA. (Meals, transportation, lodging, movie watching does not count).

• The Director of Athletics must be provided, prior to approval, an outline of the Team Building/Bonding Activity.

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• The Activity must receive prior written approval from the Director of Athletics.

X. Office Procedures General Office Procedures and Performance Evaluations All staff must complete an annual Self-Appraisal Staff Pre-Performance Review located on Inside CBU. Once submitted, the supervisor of employee completes a Performance Appraisal Evaluation, sent to Area Vice President and then to Human Resources. Staff Meetings The Leadership Staff meets bi-monthly and is comprised of the Athletic Director, Associate Athletic Director of Compliance, Assistant Athletic Director of Facilities, Associate Athletic Director for Marketing and Media Relations, Athletic Academic Counselor, Assistant Athletic Director/Director of Sports Medicine, Aquatics Director and Office Manager. Head Coaches meet bi-monthly with the Athletic Director, Associate Athletic Director of Compliance, Assistant Athletic Director of Facilities, Associate Athletic Director for Marketing and Media Relations, Athletic Academic Counselor, Assistant Athletic Director/Director of Sports Medicine and Office Manager. These meetings are intended to update and familiarize the staff with issues concerning the department. Mail The Post and Copy Center is located at Lancer Plaza. Pick-up and delivery services are provided to accommodate us in the Athletic Department. The location serves as the point of delivery for all USPS, FedEx, UPS and other deliveries. Hours of operations and times are available on the website. Athletic Scheduling Contracts (Non-Conference Competition Only) Competition schedules are not official until a contract is implemented. Details of game contracts should include time of competition, location, game guarantees if applicable, and any other pertinent information. Once the schedule is approved by the Director of Athletics/Designee, the game contracts can be submitted. The contract is to be approved by Compliance, signed by the Director of Athletics at CBU and sent to the Director of Athletics of the opposing school and returned for our records. The original is kept in the Compliance Office. Contracts need to be completed well before the season begins so that the Athletics Administration can begin preparations. A game contract does not eliminate the possibility of a forfeit, but provides information for action if a game is canceled.

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Conference game schedules are approved by the Conference Directors of Athletics/Designee and given to the coaches. As soon as the conference schedules are available, coaches will complete the schedule approval form (including all non-conference games) and submit the completed schedule for approval. Sunday competition is limited to conference, national championships if necessary or regional, national opportunities. Weather issues while traveling will be taken into consideration, but will also need approval of the Director of Athletics and the University President.

o Allows CBU to provide a day off for athletes, coaches, and staff during the

regular season and most championship play. o Water polo (Western Water Polo Association) has Sunday play during

championship tourney as a conference requirement. o Allows for presidential flexibility to approve based on sport specific

conference requirements and regional/national opportunities.

• Sunday Practice/Competition Policy Sunday practice/competition is prohibited without prior written approval from the Director of Athletics and the University President. Further, practice (or any countable hours) on Sunday is generally prohibited; on rare occasions exceptions may be approved if a team is traveling and scheduled to compete on the following Monday. Requests for exceptions to the Sunday practice or competition prohibition must be submitted in writing to the Director of Athletics and the University President (Compliance schedule request form). Written approval for such exceptions must be received prior to any Sunday practice. Teams that receive required approval for Sunday practice or competition will be provided opportunity to attend a Sunday church service. *We are not changing conference scheduling or home games. Athletic Event Change Form All coaches must submit this form whenever a change in the athletic schedule occurs. The following is the sequence in which the form is sent for approval via e-mail:

1. Coach sends to Compliance Office 2. Compliance Office will review the Request and sends it to Game Management (Assistant AD/Facilities 3. Assistant AD/Facilities sends to Faculty Athletic Representative 4. Faculty Athletic Representative sends to Athletic Trainer 5. Athletic Trainer sends to Athletics Administrative Assistant 6. Athletics Administrative Assistant sends to Director of Athletics, Provider/CAB 7. Director of Athletics sends to Sports Information Director 8. Sports Information Director sends to Assoc AD/Marketing/Media Relations, Transportation, Cheer and Compliance Office

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9. Pacific West Conference game change forms must be signed by the home and away AD’s and the PacWest Office. (All PacWest forms are on the PacWest website)

*CBU Forms can be found on the Athletics shared drive TRAVEL PROCEDURES

Itineraries Coaches are to send Athletic Administrative Assistant an itinerary and a roster 48 hours prior to departure. Please include the time athletes are to be released from class and the time of departure. The Athletic Office is responsible for e-mailing professors this information. It is also the responsibility of the student-athlete to communicate their absence with their professor.

Only certified employees with a Class B license can transport student athletes. Student athletes may not drive for the team or drive the personal vehicle of the coach.

If your team has a home game that requires the student-athlete to be excused from their class early, this also must be received 48 hours prior to the game.

If flying, please include airline itineraries along with a team roster. All hotel information with address and phone number should also be included. Team Travel Athletic teams are transported either by vans or the CBU bus. Coaches are responsible for reserving transportation through Transportation at extension 8745. Vans are reserved by calling Xpress Rent-a-Car at 951-684-7474. Keys are to be dropped off in the Athletic Department as soon as you return from the trip. 15 passenger van rentals are prohibited. Guidelines for a Team Trips Student-athletes look forward to team trips. They should be planned with the utmost care and attention. Always keep in mind that the safety and welfare of our student-athletes should be the most important consideration. Coaches must follow these guidelines:

1. Only eligible student- athletes and associated staff are permitted to travel with the team. Eligible redshirts and injured athletes may travel on day trips only as long as they are not missing class. Only one manager will travel with each team. Occasional exceptions to this rule would include a spouse traveling with the team (when room on the bus allows and this would not prevent another athlete from traveling) and in some instances the children (when traveling with the guest spouse) of the coach may accompany the team

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on the bus. All parties must be included on the passenger list. Any other exceptions must be approved in writing from the Director of Athletics.

** Post Season Travel Guidelines: • Ineligible athletes may not travel • Eligible redshirts may travel if not missing class (funds must be

taken from restricted accounts to cover costs of redshirts • Only one manager may travel if no class will be missed • Managers are not allowed to travel if missing class or overnight hotel

and flight are involved. • Any overnight trip must be approved by Director of Athletics. • All paid assistants may travel but volunteer coaches may only travel

if restricted funds are used to cover cost 2. Travel by teams to selected away contests shall be in university owned

transportation or properly licensed vehicles and certified drivers. Traveling in personal vehicles or asking a student- athlete to use his/her vehicle for team travel is prohibited.

3. No team shall travel out of town unless a member of the university staff accompanies them on the trip.

4. Injuries at away contests should be treated in accordance with established procedures.

5. Coaches travel with the team to contests and return to campus with the team (exceptions must be approved in advance by the AD). Student-athletes must leave with and return with the team unless prior arrangements have been made and cleared with the Director of Athletics (coach must give written and verbal permission from the parent or guardian to travel to or from a contest).

6. Dress code and behavior should be agreed upon by coaches and players before the trip and in all cases, must reflect positively on the institution. No other team gear can be worn on CBU trips.

7. If any athletes will be missing class to travel, a list of those athletes must be sent to the Athletics Secretary 48 hours in advance of travel. The Athletics Secretary will notify the professors of the absence, however this does not relieve the athlete from their duty to inform their professor themselves – and obtain instructions for any missed class work.

8. Destination, arrival and departure times, hotel/motel names and telephone numbers, travel rosters, competition times, and all other necessary information should be emailed to the Director of Athletics, the Associate Director for Compliance, Athletic Training, Office Manager and Office Assistant no later than the day prior to the trip. A complete travel party list must be accurate and submitted to the Athletics Director before departing campus. Check before you leave!! Make any last minute changes and leave up to date forms in the Athletics Office as directed.

9. A day-by-day accounting of the trip (itinerary) should be given to all team participants and must be submitted to the Director of Athletics (along with the passenger list) prior to departure.

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10. The head coach must make sure that the Director of Athletics has current contact information and is able to reach the travel party at all times (cell phone number, etc.).

11. A travel check list must be completed & emailed or hand delivered to the transportation coordinator prior to departure.

12. Travelling throughout the night prior to the day of competition and/or immediately following competition is prohibited. Arrival time back to campus will be submitted on the Schedule Request Form.

13. Staff members are not permitted to “room” with a student on away from home trips. However, student athletic trainers may room with another student.

14. Coaches who drive must be cleared through transportation according to CHP policies.

*Required forms are located on the Athletics shared drive.

Bus Request CBU Athletics busses are available for use and are scheduled through the Transportation Director. Bus Drivers will be paid an hourly wage, and teams will provide hotel and food which will be charged to their travel account. A master bus schedule will be made available. Priority will be given based on team size but we will make every attempt to make sure no team is routinely disadvantaged. Part-time/Volunteers and Interns – Volunteer Assistant’s, Part-time employees and Interns are required to complete required forms/paperwork and meet with the Director of Athletics for approval prior to beginning their assignment. This includes sexual harassment training and the Baptist Faith and Message. Direct supervisors are required to submit a job description or list of duties and defined dates of service when scheduling the appointment with the Director of Athletics. *Required forms: CBU Intern Form, CBU Volunteer Form, NCAA Volunteer Form, signed Sexual Harassment certificate and signed Baptist Faith and Message. Those who have filled out paperwork with the AD and Compliance to declare themselves as unpaid volunteers conducting business for the University must be cleared in advance of driving a University vehicle or transporting a team in a rental vehicle. Spouses may not drive – since spouses are not required to go on a trip and are not on official business when they accompany an employee on business travel, they are not covered by the CBU insurance as a driver. Spouses may accompany the team on the bus as long as no other athlete is displaced and preventing from traveling. All expenses incurred by the spouse while accompanying you on team travel must be paid by the spouse and not a University account.

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Children of coaches can ride the bus, with A.D. approval, if the non-coaching parent is also traveling to supervise the children (and if no other athlete is prevented from traveling due to space). Managers Each sport is required to submit the name of their manager, a detailed job description and exact number of hours their manager will work to the Director of Athletics for approval. Managers must be entered in CA and identified in the “notes” section of the detail tab. All managers are required to meet NCAA bylaws and complete all NCAA paperwork. All managers are paid by Athletics work grant. Managers are not allowed to travel if missing class or overnight hotel and flight are involved. Managers are not required to participate in fundraising. Waiver Form for Alternative Transportation Verbal and written permission must be given prior to travel to allow any student-athlete authorization to use alternative transportation to and from a scheduled contest. Student-athlete can only ride with the parent or legal guardian. This form should be submitted prior to departing for the contest, however if a parent is present at the contest and requests permission to transport the athlete home, the form may be completed there and submitted to compliance upon your return. All other requests require prior approval from the Director of Athletics. Meal Money for Team Travel

1. Request for team season meals need to be submitted on a requisition two to three weeks prior to the start of the season with an attached roster and schedule. 2. If per diem money is given to the student athlete, a roster with athlete’s signature must be turned into Accounts Payable before or when picking up the next meal money check. Meal money must be distributed to the student-athlete on a daily basis and the athlete must sign for each individual disbursement. The signed meal money form must be returned to compliance. Use of per diem money should be used only when necessary. Whenever possible, the team should eat together and the coach should use the university credit card to pay for the meal. 3. All necessary and approved forms are available on the Athletics shared drive.

University Per Diem is as follows:

• Breakfast $9.00, Lunch $12.00, Dinner $15.00

If the team goes to a restaurant and meal money is spent by coach for the meal, the itemized receipt is required.

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Use of Personal Vehicle When using a personal vehicle, CBU athletic staff must keep a record of the mileage or have MapQuest attached to the expense report. Travel is limited to 100 miles one way; over 100 miles requires a rental car. CASH HANDLING PROCEDURES Coaches are not permitted to receive cash. In cases where cash will be collected (camp/clinic/sale of goods) the coach must request someone from the Athletics Office to be on hand to collect cash and issue receipts. No credit card information may be collected. Note: Athletes are not permitted to collect cash. Petty Cash Funds Petty cash funds are maintained on an imprest basis. Petty cash activity is reasonably small in amount, kept safeguarded, and regularly counted by someone other than the custodian. Petty cash disbursements are restricted to a predetermined maximum dollar amount. Petty cash vouchers are marked “paid” to prevent duplicate reimbursement. No employee IOU’s are allowed. Petty cash reimbursements are made to the order of the custodian and are subject to the same review and approval invoices. Surprise counts made at reasonable intervals by an employee independent of the custodian are required. Petty cash funds in the amount of $250.00 or larger when necessary, will be established through and managed by the Business Office. Petty cash funds must be stored in a safe. They must be handled in a manner or location that limits visibility and risk. For each petty cash fund, the Director may designate only one individual as the custodian and he/she will be responsible for safeguarding and accounting for the fund. Custody should not be shared or transferred to other employees. Allowable Expenditures: Expenditures from the petty cash fund may not exceed $100 for any single item. Inappropriate purchases will be disallowed. The fund is to be used only for the following types of expenditures:

1. Office consumables supplies and instructional materials that cannot be electronically processed through normal purchasing procedures.

2. Recruiting “host” expenses as approved by the Compliance Office (unavoidable last minute emergencies).

3. Cash needed for camp registration desk or other approved activity (office staff only and returned same day).

4. Cashing of personal checks is prohibited.

Use of Fund: A written receipt must support all expenditures from the petty cash fund. The receipt must be imprinted with the name of the store or business. No petty cash expenditure reimbursements will be allowed without a receipt. When the fund is used to reimburse an

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employee of out-of-pocket expenses in connection with the purchase of an item, the following procedures must be used:

1. After the expense has been incurred, the employee must complete a Request for Petty Cash form, obtain the Director’s approval and then submit the form, along with the receipt for the item(s) purchased, to the custodian for processing.

2. Money advanced to the employee in excess of the receipt must be returned to the custodian, along with the receipt for money spent. Advances from petty cash should be returned within 24 hours.

3. The custodian must stamp the receipt with the “PAID” stamp, date, initial and staple to the Request for Petty Cash form.

Administration of Fund Procedures: Request to replenish petty cash fund forms are to be used for the detailed accounting and reconciliation of petty cash expenditures.

1. Petty cash fund request for replenishment should be made when the fund level is reduced to $25.00 and at the end of each month.

2. When requesting replenishment of the fund, you must supply a list of all transactions in detail, all receipts, and include the full account number to be charged.

3. The signatures of the custodian, director and area vice president must appear on the form.

4. Forward the list with petty cash slips and signatures to accounts payable. 5. Upon receipt of the form, accounts payable will verify the contents, matching

receipts with the detailed list of expenditures. 6. A check to replenish the fund will be available 5 days after accounts payable has

received the request with all approvals. 7. The check will be forwarded to the cashier and you will be notified when your funds

are available.

Account Reconciliation: A member of the Business Office staff will perform unannounced cash counts randomly during the year to ensure compliance. If a petty cash shortage occurs, the Director of Accounting will report the shortage to the Vice President for Enrollment and Student Services. Revocation of petty cash privileges will result if petty cash shortages are discovered. Loans of petty cash funds are prohibited and shall be grounds for revoking a petty cash fund. California Baptist University Athletics Receipt, Custody, and Deposit of Revenues

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Receipts: • As a general rule, an official receipt must be written or entry made in the cash

register for each remittance received by a department.

• The Business Office must assign all receipt books, maintain a record of the receipts assigned to each department or unit and monitor the receipts used, including those voided.

• Cash registers must be equipped to issue receipts. Each department using cash registers must prepare a daily report, which compares collections with register readings, identifies overages and shortages and documents remittance of funds.

• Admission tickets must be pre-numbered and must be accounted for by a report to the Business Office accompanying the remittance of collections. Each unissued admission ticket must be transferred to the Business Office for disposal, except in those cases where the unissued ticket may be scheduled for use in a future performance. An inventory of the admission tickets on hand must be submitted to the fiscal department on August 31 of each year.

• Each receipt for cash sales must be itemized to show the name of the purchaser, product or service, quantity, unit price, (if applicable) sales tax, (if applicable) total and signature of person receiving payment.

Custody: • For the purpose of defining cash control procedures, working funds must be

classified as: (1) large funds requiring the use of a vault; (2) departmental working funds, usually reasonable or nominal amounts used in making change or refunds for cash sales;

• Each department must provide an adequate and proper facility for securing funds. The Business Office must advise the departments on appropriate facilities for such protection.

• A designated individual must be responsible for cash funds held within a department. This individual must retain custody and control over the cash funds for which he or she is responsible at all times. For departmental funds, the department head is the assigned secondary responsible person.

• Lock combinations and custody of keys must be maintained by one person. Combinations and keys must always be kept "on the person," and never stored in a desk drawer or other such place, except that for funds less than $100, keys may be stored in a desk drawer or other such place as long as access to the keys is limited to the people having primary and secondary responsibility for the fund.

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• For use in emergencies or absence of the custodian, copies of the combinations and keys must be put in a sealed envelope and stored by the department head, or designee, until needed. In no case should more than two persons have access to combinations or keys. Lock combinations and keys must be changed periodically and always when custody changes hands.

• When one individual transfers custody of cash funds to another, the person receiving funds must execute an official receipt or document acknowledging the transfer. The most usual occurrence of this transfer is when department personnel remits cash collections to Business Office cashiers; however, intermediate steps in the collection and deposit process would also be subject to this documentation requirement. The transfer of funds from the regular custodian to the secondary custodian must also be documented in this manner, including temporary transfer of custody of working funds, which may also be documented upon return of funds to the primary custodian.

• If the funds are part of a cashiering function, the primary custodian may issue smaller amounts as needed and obtain a signature upon issuance and again when the funds are returned.

• The procedures outlined provide the elements necessary for a workable, yet controlled, cash-handling environment. Exceptions to the procedures require prior approval by the University Director of Accounting and would be considered only for unique situations such as operations open on weekends or activities that are held away from headquarters, or where alternative security controls exist.

• In order to be granted such an exception, the affected department must present a written proposal outlining the desired procedures to the University Director of Accounting for approval. Such procedures must require written cash access authorization, and documented witnessing of cash counts and cash security by a second person. A copy of any approved alternative procedures should be on hand in the department at all times for verification and review.

• All fees and other charges collected, proceeds of cash sales, and proceeds from all other sources must be deposited daily or within twenty four (24) hours to the Business Office. Each person transporting cash funds and negotiable securities (excluding restrictively endorsed checks and payroll checks) in excess of $2,500 between offices must be accompanied by a University Police Officer.

• Immediately upon receipt, checks must be endorsed “For Deposit Only.” There is no authorization for any department or similar administrative unit to use the fees or other charges collected or the process or cash sales for any purpose whatsoever other than for deposit in the Business Office. This prohibition includes the cashing of personal checks. Purchases shall not be offset against

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amount due.

Procedures:

• The fund custodian will ensure the following procedures are followed during the receipting process.

• The fund custodian will ensure checks are made payable to CBU, signed and written for the correct amount. The fund custodian will then issue an official receipt.

• The payer’s name, address and phone number must be recorded on the face of the check. If payment is received for or from a student, the student’s ID# must be hand written on the check.

• Monies found should be surrendered immediately to the Campus Police Department.

• Immediately upon receipt, all checks will be endorsed with the “For Deposit Only” stamp provided by the Business Office.

• All monies received must be deposited daily or within twenty four (24) hours to the Business Office.

• Whenever receipt books change hands between custodians, the books must be brought in to the Business Office for proper recording.

• The fund custodian will ensure the following procedures are followed for taking credit card payments.

• When taking a credit card payment from an individual always keep the credit card within the customer’s sight.

• Credit cards shall be accepted for no more than the amount of the purchase.

• Credit card expiration dates shall not be included on the receipt.

• Verify that only the last 4 digits of the credit card number are printed on the receipt given to the customer.

• Restrict physical access to cardholder data by business need-to-know.

• Payments by credit card must only be taken by departments who have a working credit card terminal or at the Business Office. Under no circumstance should anyone take hand written credit card information to process a payment.

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Petty Cash & Revenue Depositing:

• A petty cash book will be used to document any funds that are distributed and their return to the petty cash fund. Signatures are required of anyone receiving funds and returning funds.

• Funds will never be commingled with other petty cash funds or cash boxes for other use (ex. concessions, other event, etc.).

• Receipts will always be maintained onsite.

• Petty cash will be maintained in the department safe and removed as needed and only 3 administrators will have the safe combination.

• Deposits will be made to the cashier when receipts total $50 or within 24 hours (45 hours if the revenue is collected over the week-end).

• Deposit reports will be signed by three responsible parties as “received by” (cash handler at time of event), “verified by” (event manager), and “deposit verified” (office staff verifying the amount after deposit with cashier). The deposit verified signature confirms that the amount received was actually deposited with cashier in the Business Office.

• Sales and revenue will be maintained in the office safe immediately after the event until the deposit is made with the cashier in the Business Office.

• At the end of the fiscal year, all funds will be turned in and audited. To begin a new year, a requisition will be submitted to begin a new petty cash box for each venue needed. (May – August)

Concessions and Sale of Goods:

• A separate cash box will be maintained for concessions/sales and for gate receipts – no co-mingling of funds.

• A balance sheet will be used to audit inventory, sales and revenue. The event manager will verify balance sheet at the end of each event. Cash will be handled and deposited according to petty cash procedures.

• Cash will be maintained in the office safe as policy states for petty cash.

Aquatics:

• Open swim and age group revenue will be deposited into the age group swim account.

• All monies will be handled and reconciled at the end of the fiscal year as per cash

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handling policy.

• Revenue depositing will be the same as described in “petty cash and revenue depositing” above.

Outside Accounts: All university funds must be maintained in accounts that are subject to audit. Therefore, no funds may be deposited into outside accounts. Whenever possible, expense checks should be issued to the hotel, airline, etc. Some cash will be necessary but should be kept to a minimum. Use the University credit card for meals whenever possible. Expense checks that are issued to a coach must be cashed and carried – rather than deposited into a personal account. All trip expenses must be balanced prior to receiving expenses for the next trip and all receipts are required in order to balance. The Compliance Office will conduct periodic audits for recruiting expenses and the Business Office will conduct periodic audits of expense accounts. PURCHASING PROCEDURES

Purchase Orders When submitting a purchase order, an original quote from the vendor needs to be attached. Please allow two – three weeks for approval. Once all merchandise and an invoice are received, the original invoice is to be submitted to the Athletic Office with signature, date and “ok to pay” written on the invoice; payment will then be sent directly from Accounts Payable to vendor. Placing an order verbally without the purchase order is prohibited.

Requisitions Requisitions are submitted for payment to vendors or travel associated with athletic teams. Backup information to support the purchase must accompany the requisition. Requisitions for cash advance must be approved by the Director of Athletics and if cash is being used in connection with an Official Visit, Compliance is required to initial the requisition before it is sent to the Director of Athletics for approval. All cash advances requested for recruiting entertainment must be indicated on Official Visit forms and reviewed with designated host. All Official Visit paperwork is required in advance of the visit. Cash requisitions must be reconciled with Accounts Payable according to CBU policy which is within five days of your return from travel (or the recruiting visit). Any remaining “cash” must be returned to the Student Accounts Office immediately and not kept in the coach’s office. Expense Reports Expense Reports are used for any out of pocket university expenditures related to travel expenses; i.e. air fare, car rental, personal vehicle mileage, meals, etc. When submitting for

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reimbursement, attach original itemized receipts. Mileage for personal vehicle use is $.575 per mile. When using a personal vehicle, CBU athletic staff must keep a record of the mileage or have MapQuest attached to the expense report. Travel is limited to 100 miles one way; over 100 miles requires a rental car. Guidelines for Credit Card Use CBU credit cards can be used by the coach for travel purposes only. This usage would include:

• Gas for vans/rental cars (cannot be used for personal vehicle) • Travel and Food for recruiting • Snacks such as gum or candy should not be purchased with university credit

card nor should personal items. • Recruiting hotel expenditures • Additional purchases must be approved by Director of Athletics (email),

include with credit card statement, prior to purchase Usage not allowed on credit card without prior authorization of Director of Athletics includes:

• Personal purchases of any kind • Entry Fees • Team Hotels (Use the requisition system ahead of time) • Credit cards cannot be used to access 20 account funds without prior

approval from Institutional Advancement • Do not give your credit card to anybody else to use in your absence.

Guidelines for Hospitality Card Use Not allowed:

• Personal meals on campus • High school/JUCO coaches • Student-athlete use • Parents

Allowed: • Prospective donors • Vendor • Former student-athletes (only w/occasional benefits to former S-A approval form)

All purchases must be supported by an original itemized receipt. Monthly statements are sent to Athletics monthly and distributed to the staff member. The statement must be returned within 48 hours. A spreadsheet with the following information must be attached to Visa statement: Itemized receipt, payee, account number, amount and purpose of purchase. Names of those that ate on meal receipts must be written on each receipt. Receipts should be organized in order of purchase (matching the credit card

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statement) and taped to a blank sheet of paper for ease of processing by the Office Manager. Copies may need to be provided to the Compliance Office depending upon the purchase (use for recruiting, etc.) Budget and Financial Procedure Fiscal year begins July 1 and ends June 30. Requisitions are due to the Office Manager by April 15th in order to be processed by the deadline. Each coach is responsible for maintaining their budget records. A monthly statement will be given by the Office Manager and can be reviewed upon request. Coaches can go online and view the University “CX” system to view their accounts. Championship Ring Policy CBU Athletics will purchase rings for NCAA championships only. The Director of Athletics will approve cost per ring and number of recipients. Athletic Grant-In-Aid Form The Athletic Grant-In-Aid form must be completed by the coach in order to request athletic scholarship. Once the form is approved by Compliance and the Director of Athletics, the form is forwarded to the Financial Aid Department for processing. Initial AGIA (i.e., for National Letter of Intent) contracts will be generated by the Financial Aid Office and returned to Athletics within two days of receipt of the AGIA Request Form. AGIA Request forms regarding the renewal or reduction of a student-athlete’s AGIA will be generated by the Financial Aid Office and returned to Athletics within ten days of receipt of the AGIA Request form. The Financial Aid Department completes the grant-in-aid contract and returns it to Athletics for signatures. Once all signatures are obtained, the Athletics Department mails the contract (and NLI if requested) to the PSA. If the coach wishes to FedEx or overnight the contract, he/she will take care of the mailing. Signatures must be obtained by Compliance, the student, coach and Director of Athletics. The order of signing should be:

1. Coach 2. Athletic Director 3. Student and Parents

The grant will not be considered valid until all signatures are received. Once all signatures are obtained, Athletics or Financial Aid (whoever receives the signed award) will enter the receipt date in the shared folder to verify receipt of the signed document. The original will be kept on file with Athletic Office and a copy will be kept in Financial Aid. National Letter of Intent – Release from Institution A National Letter of Intent (NLI) is a contractual agreement between a prospective student-athlete and a college or university. The National Letter of Intent states that the institution will provide certain athletics aid to a prospective student-athlete who is admitted to the institution and is eligible for financial aid under NCAA rules. Under terms of the letter of intent, the institution commits to provide such athletics aid for one academic year

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in exchange for the prospective student-athlete's agreement to attend the institution for one academic year. A National Letter of Intent is established between the student-athlete and the institution, not with a particular sport or coach. A coach is not authorized to release the student-athlete from the letter of intent. In the event that a coach leaves the institution or the athletic program for any reason, a student-athlete remains bound by the provisions of the National Letter of Intent. A student-athlete may be released from a letter of intent obligation only with approval from the institution. The official release must be approved by the institution's Director of Athletics or designee. The National Letter of Intent signed with an institution remains binding if the coach who recruited the student-athlete leaves the institution with which the student-athlete signed. When the student-athlete signs an NLI the student-athlete signs with an institution and not with a coach or a specific team. A coach is not authorized to release the student-athlete from the National Letter of Intent. A student-athlete may be released from a National Letter of Intent obligation only with approval from the institution. The official release must be approved by the institution’s Director of Athletics or designee. Notification of Scholarship Adjustment This form is to be filled out by the coach, signed by the student and approved by the Athletic Director whenever there is a change in scholarship being issued to the athlete. Once approved, changes are sent to Financial Aid and funds will be altered. Reason for adjustment must be filled out before approval granted. Student athletes have the right to appeal any change to their athletic aid to the Exemptions Committee. Reminder: the scholarship amount cannot be changed during the period of the award. Adjustments must be made before the first day of class or the first practice, whichever comes first. Equipment Return Each student-athlete who is issued equipment is responsible for returning it in good condition (allowing for normal wear-and-tear), following criteria established by the Head Coach. In general, all student-athletes are required to return their equipment after the close of their sport’s season. Each individual is held responsible for all equipment that is issued for personal use. Lost or stolen equipment is not replaced without the written approval of the Head Coach. A hold may be placed on financial aid or grades for student-athletes not returning their equipment by the proscribed deadline. Student-athletes withdrawing from the University or dropped from a team are required to return all athletic equipment. Equipment must be returned no later than two (2) weeks following the student-athlete’s drop from the team roster. Coaches should assist with the turn-in of team and department equipment.

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As stated in the introduction of this policy, student-athletes may retain athletics apparel items (not equipment) at the end of the individual’s collegiate participation, per NCAA rules and as approved by the Head Coach. Student-athletes may also purchase used equipment on the same cost basis as charged to any other individual interested in purchasing such equipment. Checks for the purchase of used equipment are to be made payable to CBU Athletics. Each summer each program will be required to turn in a program inventory sheet. Donation of Equipment Policy California Baptist University is permitted, per NCAA Bylaw 13.15.1.6.1, to provide used athletics equipment to a high school or a bona fide youth organization (e.g., the TMCA, TWCA, Boy Scout troops, Girl Scout troops, a summer recreation league) that may consist of some prospective student-athletes. Donation of all equipment must receive prior written approval by the Director of Athletics. Career Ending Injury Policy Student-athletes who suffer a career ending injury (as determined by the CBU team physician) while representing CBU will be assessed on a case by case basis for future institutional aid. In order to be considered for continued institutional aid, the athlete must make an appointment with the compliance office and the team athletic trainer in order to review all medical documents. Once the career ending injury has been confirmed and all contemporaneous documentation is in place, a request for continued aid must be submitted to the Director of Athletics in writing from the student-athlete. The Athlete will be required to continue with prescribed rehabilitation at the CBU Sports Medicine Clinic and required to work in the Athletics Department in some capacity to be determined by the Director of Athletics in exchange for their aid to be continued through CBU. The coach would not have to count the injured athletes scholarship money towards his/her totals or equivalency since the SA is no longer on the roster. CBU would be continuing same amount of aid but without it being an athletic scholarship. There is no guarantee of continued aid so athlete should not assume their scholarship will be renewed. Team Status Change Form This form must be filled out whenever there is a change in the official roster; either adding or deleting an athlete’s name. Coach submits this form to be signed by the Director of Athletics and student. Please complete this form in its entirety. Once approved, it will be sent to Sports Information, Athletic Trainers, Athletic Academic Counselor, Assistant Director of Athletics/Facilities, Financial Aid and Compliance. Squad lists are printed from CA, so any roster change must also be made there. The procedure is as follows:

• Log in to CA (for the current year) and click on the student-athletes

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• Select the student-athlete you wish to change • Click on the sport tab • Click on the status change drop down menu to select the correct option • Enter the status change date in the box indicated • Enter any additional notes in the comments box • Save

The student-athlete cannot actually be removed from this list until the end of the academic year because once they trigger counter status – they are a counter for the year. Also they go on your graduation rates report in that cohort. They will simply not be moved to the next year along with everyone else. The next squad list that is printed will still have them listed but there will be a code which indicates their status has changed. The Athletics Academic Counselor will update the CX system to add or remove the involvement code in order to ensure accuracy of any reports run from CX. The goal is to make sure CX and CA information match at all times. Book Vouchers Obtaining Books

• Only those student-athletes receiving a full Athletics Grant-in-Aid (AGIA) are eligible to receive a Book Voucher Scholarship.

• Only course-related books and course-related supplies (e.g. calculators, art supplies, subscriptions and clickers) specified by course syllabus, institution’s catalog or instructor indicates in writing (e.g. on letterhead or email – upon verification) will be allowed to be purchased from the Book Voucher Scholarship (Athletics Grant-In-Aid).

• Student-athlete agrees to obtain used books, if available. • Student-athlete receiving Book Voucher Scholarship must purchase books from CBU

Bookstore. • Student-athlete must provide CBU Bookstore with printed class schedule and student

identification. • Bookstore staff will confirm student identification and verify the student-athlete class

schedule with the books required for that class. • NCAA legislation prohibits non-course related supplies purchased against Book Voucher

Scholarship.

Dropped/Withdrawn Classes

• Student-athlete must return book(s) to CBU Bookstore. The student-athlete may not retain any refund from returned books due to dropped or withdrawn class(es).

Book Buyback • Student-athlete has the option of retaining their books or obtaining a cash buyback.

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• NCAA legislation prohibits student-athletes from receiving proceeds of the book buy-back sales prior to the end of the term.

Cell Phone Reimbursement California Baptist University will reimburse for pre-approved cell phone expenses– per budgeted expenses. Fill out a requisition for reimbursement monthly and attach an itemized statement. Phone bills are due to Compliance before personal reimbursement can be processed. Children of Athletic Staff The Athletic Department is not a place for child care. Below are a few general guidelines to remember regarding children visiting campus.

- Children are not to be supervised by a CBU athletic department employee during normal office/working hours (up until 5:00 pm Monday-Friday) or while a coach is conducting a practice or workout (“performance of their duties” as stated in HR handbook) outside normal office/working hours.

- Do not have someone babysit your children on campus. - Children must be with an adult who is supervising them while visiting the office or

attending a home game.

University Break Student Meal Policy During the University break periods (Thanksgiving, Christmas & Spring Break) regular meal service will be closed. Meals, however, will be provided for current residential students required to remain on campus during the break due to practice or competition. International athletes or those who do not live locally will not be allowed to stay on campus unless they pay for their own housing and meals. Athletics is not allowed per NCAA bylaw to cover these costs unless the athletes are staying for required practice and competition (those teams that are competing in their championship segment during the holiday). Who can participate?

• Only current residential students required to remain on campus due to practice and competition during their championship segment. Meals provided during breaks are paid by the University, not student meal plan charges. Names and daily counts of participants must be provided to the Campus Life Office (and copied to the compliance office) three weeks before break begins. This information should be submitted on the Break Meal Request form provided by the Campus Life Office.

• Campus Life will approve the final roster and distribute it to the various locations providing meals. Accuracy of this information is very important because it is used to create this roster.

• ONLY those students listed on the approved rosters (distributed by Campus Life) will be allowed to eat and live on campus during the specified break period.

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Where are meals served? • The location of the meals is dependent upon the number of students eating a

particular meal. • Locations will typically include specific Chik-Fil-A, Wanda’s and the ADC. • The Campus Life Office will notify departments of the meal location schedule once

it is officially finalized.

How are the meals charged? • CBU Campus Life Office will…

o Provide flyer to vendors explaining break meal plan policy to students. o Provide a list of approved students to the participating vendors. o Provide specific dates that the students will be permitted to eat at the

approved establishments. o Provide a maximum dollar amount that students are able to spend (this

amount includes tax). o Provide a sign in sheet for the students to sign in on (name, ID#, dollar

amount spent). o Provide contact information for questions during the break period. o Submit final payment to vendor after reviewing all supporting documents.

• Vendors will… o Verify participating students using CBU student ID cards. o Not allow students to exceed maximum dollar amount provided by CBU. o Not allow student to eat on non-designated days. o At conclusion of allotted time period, provide CBU with all receipts, sign in

sheet(s), and a final invoice. Outside Income Approval and Reporting Any outside income earned (speaking, endorsements, CBU camps, clinics and lessons) must be approved by the Director of Athletics. Forms will be provided at the fall staff orientation to complete and submit your estimated outside income for the year.

XI. Academics

A. Athletic Department Academic Procedures 1. The Athletic Academic Counselor will review each athlete’s degree guide at the

beginning of each semester to ensure that classes taken will meet PTD and are according to the degree guide.

2. Any athlete whose cumulative GPA is under 2.5 will be placed on the “red flag list” and be required to meet with the AAC every other week and required to log 6 hours per week in the Academic Success Center (or other approved study hall).

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3. Each athlete will sign a form acknowledging the content of these meetings. 4. Each athlete will sign a form giving the Faculty Athletic Representative, Athletic

Director, Compliance, and the Registrar of California Baptist University, under the Family Educational Rights and Privacy Act, permission to release academic information in order to qualify for any and all academic awards.

5. Athletes may register for their varsity sport as a class. 6. Each athlete’s schedule will be locked after they register so that the athlete cannot

make changes to his/ her schedule without approval of Athletic Academic Counselor or Faculty Athletic Representative.

7. The Athletic Academic Counselor’s role is to: a. Verify courses are taken from the degree guide and count as progress

toward degree b. Review syllabi and assignments with athlete to develop a weekly plan c. Provide support and suggestions for improvement d. Record achievement and note deficiency e. Coordinate progress reports with the Office of the Registrar and make them

available to the coaches f. Gather data and report of success rates of athletes on the red flag list

B. Grade Check Form Procedures

Grade Check forms are sent to the professors twice per semester. They originate with the Academic Services’ Office and are sent out during the fourth and eighth week of each semester. The Academic Services’ Office sends completed forms to the Athletic Academic Counselor who disseminates to the coaches.

C. Student Absence Policy Students who miss class due to a university sponsored event will not be penalized by any punitive academic measure. Students are responsible for making up any work missed during their absence, and professors who assess class participation may require a reasonable assignment to make up for lost class time.

D. General Admission Process Standards for admissions to academic programs and retention of students shall apply equally to all persons whether athletes or non- athletes.

1. Admission for Student Athletes ADMISSION TO THE TRADITIONAL PROGRAM The link to view high school admissions requirements is below: http://www.calbaptist.edu/future-students/why-cbu/applying-cbu/ All students are encouraged to apply for admission to California Baptist University, provided they have an eagerness to learn and a desire to pursue higher education in a Christian environment. Students can apply through the CBU website at www.calbaptist.edu/apply.

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When to Apply The University implements a Rolling Admissions practice. A high school senior or a college transfer student may apply any time before the beginning of each semester. Prospective students are encouraged to complete the application process at least four weeks prior to the start of their intended semester of enrollment. Completing the application process early will permit other offices on campus such as Financial Aid, Residence Life and Enrollment Advising to communicate with the prospective student in a timely manner. Application Procedures

6. Admissions Essay– 3-5 paragraphs 7. $45 Application Fee – This can be paid by cash, check, or credit card online 8. 2 Letters of Recommendation – One of the letters must be an academic

reference (from a teacher or counselor) and the second can be from a pastor, co-worker, or a friend. We do not accept recommendations from family or CBU faculty/staff.

9. Official Transcripts –You will need to provide official High School and/or College transcripts. If you have completed more than 24 college units and have graduated from High School, you do not need to provide official High School transcripts.

10. Test Scores – High School students are required to either submit an official SAT or ACT report. Transfer students with 24 or more completed college units are not required to submit test scores.

Application Fee Waiver Protocol The application fee for a prospective student may be waived by the office admissions if one of the following conditions has been met.

1. Registration and attendance in an official recruiting event sponsored by the admissions office. (such as but not limited to 24@ CBU or Spring Preview Day)

2. Documentation of hardship as approved by the Dean of Admissions. 3. Participation in a recognized AVID (Advancement Via Individual

Determination) program. 4. Documented participation in a marketing program, sponsored by the Office

of Admissions or the Marketing and Communications Office of the university, for prospective students.

Admission Guidelines First-time Freshmen Students will be evaluated on High School curriculum, academic achievement, and SAT (Critical Reading and Math only) or ACT scores. The college preparatory curriculum should include:

1. Recommended Academic Program:

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• Four years of college preparatory English • Three years of mathematics (Algebra, Geometry, and Algebra II) • Two years of History (World and U.S.) • One semester each of United States Government and Economics • Two years of the same foreign language • Two years of Laboratory Science (Life and Physical)

2. Suggested Courses: • Fourth year of Mathematics • Third year of the same foreign language • Third year of Laboratory Science • Religion • Psychology or Sociology • Fine and Performing Arts

Admissions Status Students will be admitted with one of the following academic standings: Honors Honors at entrance may be granted to those applicants with a GPA of 3.3 or above, and a composite score of 1020 (Math and Critical Reading) on the SAT I or 21 on the ACT. Students admitted with Honors may take up to 18 units in their first semester. Standard Standard entrance may be granted to those applicants with a minimum GPA of 2.5 and a composite score of 920 (Math and Critical Reading) on the SAT I or 19 on the ACT. Students admitted under Standard status may take up to 15 units their first semester. The Admissions and Retention Committee will review students who do not meet the requirements for Standard Admissions. Upon review of the student’s file, one of the following decisions will be rendered: Standard Admission, Provisional Admission or Denial. Provisional Provisional entrance may be granted to those applicants who do not meet the Standard entrance requirements, but may be approved by the Admissions and Retention Committee. Students admitted on Provisional status may enroll in 12 units their first semester. Students may be required to enroll in the Student Success Class. Denial may occur when an applicant does not qualify for admission in the above categories. California Baptist University also reserves the right to deny admission to applicants who are antagonistic with the philosophy and purpose of the University.

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Appeals Appeals on any decision regarding admission should be made in writing and addressed to the Admission and Retention Committee in care of the University. All appeals will be heard by the Committee. The appeals may include a personal interview and additional academic transcripts. Once the appeal is reviewed, the Committee will render a final decision. Advanced Standing Freshmen Students who have completed less than 24 units of transferable college credit must complete the Admission Requirements for First-time freshmen. Status will be evaluated on high school transcripts, SAT I or ACT scores, and college transcripts. Students will be admitted with one of the following academic standings: Transfer Students Students who have completed 24 or more units from a regionally accredited college or university will be evaluated on the basis of their official college transcripts. It is highly recommended that transfer students submit their high school transcript to aid in placement and the meeting if competency requirements. Once evaluated a student may be admitted in the following categories:

Honors Honors at entrance may be granted to those applicants with a cumulative GPA of 3.3 for all transferable college work. Students admitted with Honors may enroll in up to 18 units their first semester. Standard Standard entrance may be granted to those applicants with a minimum cumulative GPA of 2.0 for all college work. Students admitted under Standard status may enroll in up to 15 units their first semester. The Admissions and Retention Committee may review students who do not meet the requirements for Standard Admissions. Upon review of the student’s file one of the following decisions will be rendered: Standard Admission, Provisional Admission or Denial. Provisional Provisional entrance may be granted to those applicants who do not meet the Standard entrance requirements, but may be approved by the Admissions and Retention Committee. Students admitted on Provisional status may enroll in up to 12 units their first semester. Students may be required to enroll in the Student Success Class. Denial Denial may occur when an applicant does not qualify for admission in the above categories. A college transfer student may be denied admission if he or she is on academic suspension or dismissal from another college. California Baptist

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University also reserves the right to deny admission to applicants who are antagonistic with the philosophy and purpose of the University. Appeals Appeals on any decision regarding admission should be made in writing and addressed to the Admission and Retention Committee in care of the University. All appeals will be heard by the Committee. The appeal may include a personal interview and additional academic transcripts. Once reviewed, the Committee will render a final decision. Home Educated/Schooled Students California Baptist University welcomes applications from home educated/schooled students. Students must submit the following: a completed application, a $45 non-refundable fee, transcripts documenting a four-year high school record (transcripts through the sixth semester are required for evaluation and final transcript with graduation date is required prior to enrollment), two recommendations, at least one completed by a teacher, counselor, or someone familiar with your academic progress and the second may be from an employer, friend or a pastor of your church (please do not have relatives provide references), and official SAT or ACT scores. A General Education Diploma (GED) or State Proficiency Exam may be submitted in lieu of high school transcript if none is available. Students with a verifiable cumulative Grade Point Average (GPA) are eligible to qualify for all merit scholarships. To be eligible for federal or state financial aid, an Ability To Benefit factor must be completed. In order to qualify students must have completed either the Scholastic Aptitude Test (SAT 1) or the American College Test (ACT) or have a regionally accredited transcript, a General Education Diploma (GED) or a State Proficiency Exam. For more information contact the Office of Undergraduate Admissions at (877) 228-8866. Readmit Students who have attended California Baptist University, but have for any reason discontinued enrollment for one semester will be required to submit a Readmit application, a $25 re-application fee, and official copies of transcripts from all other institutions attended. Readmitted students who discontinued enrollment for more than one semester will enter under the catalog current at the time of re-admission, and will be subject to the admissions and degree requirements outlined in that catalog. The University is not responsible for providing courses or programs which have been discontinued. For more information contact the Office of Undergraduate Admissions Office at (877) 228-8866. Reapply Students who have attended California Baptist University, but have for any reason discontinued enrollment for six or more semesters must reapply for admission. Students in this category must complete all admissions requirements stated under the Transfer Student section of the university catalog. Students will enter under the catalog current at the time of readmission, and will be subject to the admissions and

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degree requirements outlined in that catalog. The University is not responsible for providing courses or programs which have been discontinued. For more information contact the Office of Undergraduate Admissions at (877) 228-8866. Special Students A Special Student is defined as a student who is not working toward a degree at California Baptist University. Students offered Special Student status, are eligible to enroll for up to 6 semester units. To continue beyond 6 units the student must meet admission requirements for Standard status. Application Procedure To be considered for admission students are required to submit the following documents:

• A completed Special Student Application for Admission • A $45.00 non-refundable fee Also one of the following must be submitted: • Official high school or college transcripts sent directly to the Office of Undergraduate Admissions • The Pre Scholastic Aptitude Test (PSAT), the Scholastic Aptitude Test I (SAT I) or American College Test (ACT) • Placement test and/or writing sample.

Special Students who later decide to have their units apply toward a degree at California Baptist University must formally make application for traditional student standing with the Registrar. When an applicant has submitted all the required documents, an evaluation will be made and a decision rendered. Audit Students An Audit Student is defined as a student who is not taking classes at California Baptist University for credit. For more information on auditing a class, please refer to the university catalog. Application Procedure To be considered for admission students are required to submit the following documents:

• A completed Special Student Application for Admission • A $45.00 non-refundable fee

When an applicant has submitted all the required documents, an evaluation will be made and a decision rendered. Advanced Placement Credit Students who score three (3) or higher on an Advanced Placement (AP) exam will receive three units of lower division credit for the equivalent course once official scores are received in admissions and processed in the Registrar’s office. For more information on Advanced Placement please see the Academic Information section of the university catalog.

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College Level Examination Program (CLEP) and DANTES Students wishing to receive credit for CLEP or DANTES Subject Standardized Test (DSST) examinations must provide to the Registrar an official transcript issued by the CLEP board or by DANTES. Additional information about acceptable CLEP and DANTES exams and scores is available in the Academic Information section of the university Catalog. Approval to take CLEP or DANTES exams for transfer credit must be obtained from the Office of the Registrar. International Students California Baptist University welcomes applications from all international students. Authorization California Baptist University is authorized under Federal law to enroll non-immigrant alien students. When to Apply Application for a particular term must be made according to the following deadlines. The closing dates for receiving international student applications are earlier than for standard applications due to the additional time needed to process documents through SEVIS. Session Deadline:

Fall Semester July 1 Spring Semester November 1

Application Procedure To be considered for admission international students must submit the following:

• A completed International Student Application for Admission • A $45.00 non-refundable fee • Official copies of all academic records from secondary schools and

colleges, showing dates of attendance, courses taken, and grades received. These records must be provided along with a certified English Translation (for students applying from non-English speaking countries).

• Two (2 letters of recommendation completed by a school where the applicant most recently attended.

• The Sponsor’s Commitment of Financial Support form, provided by California Baptist University, accompanied by a certified bank statement or affidavit of support indicating sufficient funds for study. Financial support must guarantee and certify funds equal to a minimum of one year of the student’s academic study at CBU

• The California Baptist University Confidential Financial Statement accompanied by a certified bank statement or affidavit of support

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indicating sufficient funds for study. Financial support must be guaranteed and certified for the duration of the applicant’s academic career at CBU

• International students must pay semester charges in full before registration can be completed.

Students applying from non-English speaking countries must demonstrate English proficiency in order to ensure a successful experience at California Baptist University. English proficiency may be demonstrated in five ways:

1. A minimum score of 71 on the Internet Based Test (IBT) of English as a Foreign Language (TOEFL) or 527 on the Paper Based Test (PBT). 2. A minimum score of 430 on the verbal section of the Scholastic Aptitude Test (SAT) 3. A minimum score of 16 on the English section of the American College T Program (ACT) 4. A minimum score of 5.5 on the IELTS. 5. Satisfactory completion (2.0 on a 4.0 scale) of thirty or more transferable semester college units, including the equivalent of English 113 (English Composition), in a college or university where English is the primary language of instruction

Intensive English Program (IEP) The Intensive English Program is a full-time, pre-academic and bridge program housed in the Department of Modern Languages and Literature at California Baptist University. IEP administration facilitates early entrance into CBU by allowing qualified students to go through the Bridge Program of part-time coursework for credit and part-time ESL. California Baptist University reserves the right to require additional English testing/classes after the student has arrived at the university if considered necessary. Admission Requirements The following is required for individuals to be considered for admission to the undergraduate Degree Completion Program*:

1. Completed Application for Admission and non-refundable application fee 2. Official transcripts of all college coursework 3. Minimum of 30 semester (45 quarter) units, with a minimum cumulative grade point average of 2.0. 4. RN-BSN and Criminal Justice Leadership and Administration programs have specific admission requirements which are listed in the program sections of the catalog. *Applicants to the RN-BSN program should refer to program admission requirements set forth by the School of Nursing.

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Admissions Status

Applicants to the Degree Completion Program will be considered according to the following classifications: Standard Standard entrance may be granted to those applicants with a minimum GPA of 2.5 and a TOEFL of 71 IBT. Students admitted under standard status may take up to 15 units their first semester. Joint Joint entrance may be granted to those applicants with a minimum GPA of 2.5 but who do not meet the minimum language proficiency requirement; students will be granted admission to the Intensive English Program and the traditional undergraduate program. Students admitted under Joint status may take up to 12 units their first semester. Denial Denial may occur when an applicant does not qualify for admission in the above categories. California Baptist University also reserves the right to deny admission to applicants who are antagonistic with the philosophy and purpose of the University.

Reapply Students who have attended California Baptist University, but have for any reason discontinued enrollment for six or more semesters must reapply for admission. Students will enter under the catalog current at the time of readmission, and will be subject to the admissions and degree requirements outlined in that catalog. The University is not responsible for providing courses or programs which have been discontinued. For more information contact the Degree Completion Office at (877) 228-8866 for Enrollment Services or (800) 948-6535 for College of Professional Studies.

D. Student Right to Know Graduation Rates Graduation Rates Graduation rates are based on the IPEDS-GRS which is defined as a six-year proportion of those student-athletes who graduated versus those who entered an institution on institutional aid. In addition to the student-athlete data in the graduation-rates data, the Graduation Success Rate (GSR) accounts for student-athletes who transfer into an institution while discounting student-athletes who separate from the institution and would have been academically eligible to compete had they returned. The Academic Success Rate (ASR) also includes freshmen who did not receive athletics aid, but did participate in

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athletics. All member institutions are required to report graduation rates for their student body; those institutions offering athletics aid are required to report for their student-athletes. Data or the graduation rates/GSR/ASR will be collected each spring. E. Orientation – Required for ALL new incoming student-athletes. Requests to be excused must be sent in writing to the Director of Athletics and Vice President for Enrollment and Student Services. The FOCUS program is designed to assist new students with the transition to university life and the California Baptist University community. FOCUS consists of two (2) parts, New Student Orientation and a University Success course. In addition to introducing students to campus culture, providing an overview of campus resources, and conveying University academic and behavioral expectations, New Student Orientation is designed to provide a complete program of social and spiritual activities prior to the beginning of each semester. The FOCUS course is required of all unmarried, full-time undergraduate students who are first-semester freshmen, under twenty (20) years of age. Students who have completed a similar course and/or completed a full semester of transferable coursework at another institution are not required to enroll in the FOCUS course. XI. Financial Aid

A. Procedure for Financial Aid

Budgets (Cost of Education) are provided to the Financial Aid Office (FAO) in March.

New students always receive priority awarding status and are always the first to be awarded. New student financial aid awards typically begin in mid-March. Continuing students typically begin in April/May depending on how many new students we must award. Awarding is based on first-in-first-out method. Any continuing student who has completed their FAFSA and has turned in all documents will be awarded. Continuing students, who are only going to receive an athletic scholarship, must at least fill out a “Statement of Understanding” (SOU) before their athletic scholarship can be applied. Once all of the documents have been turned into Financial Aid and the completed FAFSA or SOU has been turned in, the athletic scholarship will be awarded.

B. Athletic Non-Resident Scholarship Information

All student athletes will, if single, reside in on-campus living centers or with relatives in the Riverside area, provided the said relatives have been approved by the University.

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The student athlete that is receiving scholarship must get approval to live off campus by the coach and the CBU Residential Life Office/CBU Administration if they meet the criteria. Institutional policy requires any student who receives $8,500 or more in institutional aid to reside on-campus unless they live at home with approved relatives in the Riverside area.

C. Tuition Waiver If a student-athlete has a legal guardian that is employed by the university, he/she may apply for a Tuition Waiver. The Tuition Waiver Program of California Baptist University is an employment benefit and not a right. It is designed to provide tuition assistance to eligible applicants in order to complete the first Bachelor of Arts or Science degree or the first 124 semester hours whether earned at CBU or elsewhere. Consequently, fifth year and graduate courses do not qualify for the tuition waiver. Most undergraduate courses below the 500 level qualify for the tuition waiver; however certain courses or programs may not be eligible because of the cost or nature of a particular program. Eligibility criteria for employees are indicated in the University’s Personnel Handbook. Student-Athletes may not receive any other institutional or federal aid if he/she receives the tuition waiver.

D. Letters of Intent – Release from Institution

A letter of intent is an agreement between a prospective student-athlete and an institution in which the institution agrees to provide a prospective student-athlete who is admitted to the institution and is eligible for financial aid under NCAA rules athletics aid for one academic year in exchange for the prospective student-athlete’s agreement to attend the institution for one academic year. A student-athlete may be released from his or her letter of intent obligation with approval from the institution. It is understood that a letter of intent is with the institution and not the particular sport or coach. If a coach leaves the institution or the sports program (not retained, resigns, etc.), the student-athlete remains bound by the provisions of the letter of intent. It is not uncommon for a coach to leave his or her coaching position and the coach is not authorized to release the student-athlete from the letter of intent. The release must be signed by the institution’s Director of Athletics or designee. Appeals Process If the release is denied by the Director of Athletics, the student-athlete may submit a written appeal to the Senior Woman Administrator (SWA) within five days of the denial. An appeals committee (SWA, FAR & V.P. for Enrollment and Student Services) will review documentation from the student-athlete and the Director of Athletes. The committee’s decision will be final. E. “Get Well” Courses

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Coaches may choose to scholarship an ineligible athlete during the fall, spring and summer term (with approval from the Director of Athletics). The Compliance Committee may review cases on an individual basis. CBU does not pay for class taken at other institutions.

XIII. Revenue Definition of Restricted 15 and 20 Accounts

You can access your restricted accounts on CX.

• Gift – a gift is motivated by charitable intent and is defined as a voluntary and irrevocable transfer of funds or assets from a donor to the University, where no goods or services are expected, implied or forthcoming by or to the donor.

• 15 account – these accounts are only for money received through sales and services. • 20 account – these accounts are only for money received through the giving of tax-

deductible gifts. • 20 account funds can only be spent with prior approval from the Vice President of

Institutional Advancement – therefore purchases on your CBU Visa card to access these funds is prohibited.

• 100% tax-deductible donation – If you receive money and the donor does not receive anything of value in return, it is considered a 100% tax-deductible donation and must be processed through IA into your 20 account using the “Athletics Gift Form”.

A. Fund Raising, Booster, Gifts Fundraising is encouraged by Athletics. Before any fundraising begins, the coach must get approval from the Director of Athletics and Institutional Advancement by submitting the Department Fundraiser Request at least 4 weeks before the event. Student-athletes and coaches are not allowed to solicit faculty and staff as part of team fundraising efforts and a coach my not require a student-athlete to raise (or contribute out-of-pocket or “bye-out”) a certain amount as a condition of participation. Coaches cannot penalize student-athlete for not meeting fundraising goal. Individual student-athletes will not be given a goal to achieve. Team goals are permissible, but student-athletes will not be held responsible for meeting a certain goal. Managers are not required to fundraise.

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B. Camps and Clinics All camps and clinics will need to be approved through Athletic Offices, Compliance and Conferences and Events. Cost of camps will come from the Restricted “15” account A spreadsheet showing all camp expenses and revenues with a copy of deposit slips and camp brochures must be submitted on a requisition for camp payment. 5% of the gross revenue will be given to CBU. All approval and reporting forms for camps and clinics are available on the Athletics shared drive. Please review camp and clinic procedures and forms well in advance of your camp to ensure requests, checklists and forms are submitted within the required time limit. Camp check list forms are due two weeks prior to advertising for the camp or clinic. C. Mission Trips - All Mission Trips will be coordinated with the Office of Mobilization and in accordance with NCAA Bylaw. Student-athletes may participate in ISP or USP trips as well as sports missions organized and run through the Office of Mobilization. Student-athletes and coaches are not permitted to collect funds for mission trips. All funds must be solicited and collected according to CBU policy and NCAA Bylaws so funds must be earmarked for the specific mission trip – not a specific student-athlete.

XIV. Facilities and Equipment FACILITIES & OPERATIONS PERSONNEL Bryan Engle 951.343.5021 951.337.3834 Email: bengle@calbaptist.edu Adrian Jauregui, Athletic Facilities Assistant 951.343.5021 951.751.8134 Email: ajauregui@calbaptist.edu Lori Bouchie, Office Manager 951.343.4318 lbouchie@calbaptist.edu Lynnelle McCray, Assistant to the Athletic Office

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951.343.4521 Email: lmccray@calbaptist.edu Jack Engelschall, Aquatics Center Director 951.343.4559 951.207.0788 jengelsch@calbaptist.edu ADDITIONAL SERVICES AVAILABLE ON CAMPUS Facilities & Planning Steve Smith, Director of Facilities and Planning 951.343.4393 ssmith@calbaptist.edu Grounds & Landscaping Ed Schmachtenberger, Assistant Grounds & Landscaping Manager 951.343.4317 eschmach@calbaptist.edu Public Safety Jim Walters, Director of Public Safety 951.343.4311 jmwalters@calbaptist.edu Conferences & Events Coreylon Polk, Conferences and Events 951.343.4374 cpolk@calbaptist.edu Provider Food Services Pam Mitchell, Director of Catering 951.343.5026 pmitchell@calbaptist.edu FACILITIES MANAGEMENT Facility Operations

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1. Facilities

The CBU Athletic Facilities Department has the responsibility of operating and

maintaining several facilities on campus: 1. Lancer Aquatics Center 2. Bob and Dorothy Pentz Tennis Center 3. Van Dyne Gym 4. Lancer Outdoor Athletic Complex

• James W. Totman Baseball Stadium • John C. Funk Softball Stadium

5. Lancer Field (Men’s & Women’s Soccer) 6. Wrestling Practice Facility 7. Lancer Athletic Performance and Development Facility 8. Athletic Training Clinic 2. Grounds, Turf, & Landscape Services

CBU grounds are maintained by Brickman Landscaping. Any questions or concerns

should be directed to Ed Schmachtenberger, Assistant Manager of Grounds and Landscaping at ext. 4315.

3. Key Policy & Card Access

All keys to buildings, gates, offices, storerooms, and equipment are the property of the university and are not to be duplicated except by the Facilities and Planning Department. Keys as well as identification card access will be issued upon completion of Key Requisition Form, or Card Access Request Form, which will be completed by the Assistant Director of Athletics for Facilities (See Appendix).

For the protection of the individual, as well as university equipment and facilities, staff members are not to loan their keys to persons outside the athletics or to students, including athletes.

All lost keys are to be reported immediately to Assistant Director of Athletics for Facilities. A $10 fee may be assessed for a lost or missing key.

Upon employee’s termination from university, all keys must be turned in to the Athletic Director or Assistant Director of Athletics for Facilities.

4. Maintenance (Work Orders)

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It is an important role of each staff member to give assistance in the maintenance of all athletic facilities. Often time, preventative maintenance will save considerable sums of money. Each employee is required to be aware at all times of the condition of all property, equipment, and facilities located within his/her area of responsibility.

Maintenance and repair needs should be reported to the Assistant Athletic Director at (951) 343-5021.

The athletic facilities staff will be able to handle specific requests; however, if special needs are required, Facilities and Planning Department operation may become necessary. Requests for their assistance should be made through the Assistant Director of Athletics for Facilities.

In the event of a major electrical, plumbing, air-conditioning, or mechanical difficulty that must be attended to prior to the proper person being contacted, telephone number for the Facilities and Planning Department is (951)343-4360. The Assistant Director of Athletics for Facilities must be contacted as soon as possible when the emergency procedure is used. Follow-up reporting is required.

5. Pest Control

All issues are to be directed to the Assistant Director of Athletics for Facilities. Facilities and Planning Department maintains a monthly contract with exterminator.

6. Renovations & Capital Projects

It shall be the policy of CBU athletics that all facility construction and/or improvements receive prior approval from the Athletic Director, regardless of the source of funding.

Additionally, it shall be the responsibility of the individual requesting such approval to coordinate any facility construction or enhancement project with the appropriate individuals (i.e., Athletic Director, Assistant Director of Athletics for Facilities and Director of Facilities & Planning, Vice President of Enrollment and Student Services).

7. Summer Camps & Clinics

Request for facility use by CBU athletic teams, for the purpose of camps/clinics, will go through the Athletic Director and Assistant Director of Athletics for Facilities (see “Scheduling” for facility request deadlines). If teams will require any assistance with facility preparation, (i.e. Van Dyne Gym bleachers, etc.) please communicate this to Assistant Director of Athletics for Facilities or Athletic

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Facilities Assistant. Any summer camps or clinics not sponsored by CBU Athletics will be directed to the Office of Conferences and Events at ext. 4374.

8. Signage

All signs and banners must be approved prior to ordering or placing. Final approval will come from Director of Athletics, or current designee.

9. Carts, Tables, Chairs & Other Equipment

All Athletic Department golf carts and equipment are for the sole purpose of performing authorized tasks for the athletic department. Vehicles and equipment will not be taken off campus or used for personal reasons by employees of the department without prior approval of Athletic Director or Assistant Director of Athletics for Facilities. Each staff member who drives a golf cart will be required to complete a Golf Cart Procedures Statement of Understanding annual. Signed statements are due to the Assistant Director of Athletics for Facilities on a yearly basis.

All team apparel, gear and equipment must be inventoried, issued and retrieved as per NCAA bylaws. Approved inventory forms can be found on the Athletics shared drive. If you plan to issue apparel or gear that will not be returned, be sure to confirm with Compliance to avoid NCAA violations. It is not permissible to allow athletes to keep team equipment.

10. Rental of Athletic Facilities

All rentals must have the proper insurance paperwork as stated by California Baptist University (forms can be found on the Athletics shared drive).

• Rental of California Baptist University Athletic Facilities for athletic competitions will require a full-time staff member to be present (from the sport involved).

• General facility rental fee is $350 per game or $500 for a doubleheader. Inside facilities have a minimum charge of $50 per hour. The pool is an additional charge. If the facility is a shared facility, all programs must confirm availability. Additionally, gate admission may be charged (and/or waived) with facility rental.

• Any rental of the California Baptist University swimming pool will require university approved lifeguards. 2 guards for up to 50 guests, 1 guard for each additional 25 guests. (See Aquatics, Section…for policy and more detailed information).

• Any damage caused by rental groups to the California Baptist University Athletic Facilities equipment will result in damage fee charges to the rental group.

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• It is impermissible for athletes to use CBU facilities to give private lessons unless they rent the facility and there is a full-time staff member on the premises. Prior approval is required.

11. Laundry Room

Use of laundry room in Van Dyne Gym is for the sole purpose of athletic teams,

staff, and athletic trainers. Laundering of personal items of student-athletes is not permissible and will result in an impermissible benefit violation. If in doubt, confirm with Compliance Office.

12. Policies and Procedures- Lights/Usage:

1. Lights should only be used during the scheduled days and hours (come on

at dusk).

2. Main control of lights operation lies with the Head Coach, Assistant Director of Athletics for Facilities and Athletic Facilities Assistant. For aquatics light operation, the operation lies with the Aquatics Director.

3. Schedule changes (lights) will need to be made at least 48 hours in advance

with approval from Director of Athletics or Assistant Director of Athletics.

4. Overriding lights for practices must have approval from Director of Athletics or Assistant Director of Athletics, in case of inclement weather, the Director of Athletics or Assistant Director of Athletics will determine the safety and need for lights with consultation from coach.

Facility Administration The following is an overview of what student workers will be responsible for when working in the office:

• Check e-mails for messages that concern event management

• Update game calendar

• Create new sign-up sheets for games and money logs

• Send out reminders to all student workers, for games that will be taking place

during the week.

• Check time cards; prepare E-Time logs prior to the 15th and 31st for Assistant

Athletic Director of Facilities signature

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• Properly record ticket sales and make copies for Office Manager or Assistant to the

Athletic Department to deposit.

• Wash staff polo’s and prepare for next scheduled event

• Clean and organize laundry room as needed

• Dust mop gym floor each day and wet mop as needed

• Perform other duties as assigned SCHEDULING POLICIES

The scheduling of California Baptist University athletic facilities is based on a system with preference for the California Baptist University community followed by outside community groups. This system outlines the priority given to teams/groups using the following CBU athletic facilities:

• Van Dyne Gym • Lancer Soccer Field • James W. Totman Stadium • John C. Funk Field • Pentz Tennis Center • Lancer Aquatics Center • Fitness Center • Wrestling Practice Facility • Lancer Performance Center • Cheer Facility

All scheduling of athletic facilities should be done with the approval of the Assistant Athletic Director or Director of Athletics. SCHEDULING PRIORITY The order of priority is as follows:

1. In-season conference games or matches 2. Out-of-season athletic teams (non-traditional season) 3. In-season athletic teams and kinesiology classes 4. Recreational sports, i.e., intramurals, CAB, student clubs 5. Groups directly affiliated with California Baptist University, i.e., Southern

Baptist Conventions, graduate graduation, etc.

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6. Fee paying outside groups (not affiliated with California Baptist University). These include groups scheduled through athletic office (coaches), Conference and Events, athletic camps, etc.

7. Non-fee paying outside groups (not affiliated with California Baptist University, i.e., Woodcrest Christian High School, etc.)

SCHEDULING DEADLINES

1. Dates for submission of preliminary practice & game schedule

Non-traditional season practice times must be scheduled during pre-semester meetings (August for the Fall semester, December for the Spring semester, April for Summer…subject to change). If not scheduled at the scheduling meeting or modified later, facility space will be subject to availability and will not cause the moving or “bumping” of previously scheduled groups, without administrative approval.

2. Athletic Performance Center (Fitness Center)

Team lifting times are scheduled at the end of spring competition for the following school year. All teams must submit scheduling requests by the end of May. 3. Summer Camps and Clinics Scheduling requests for summer camps and clinics run by CBU athletic teams must be submitted at the start of each calendar year. Any requests for non CBU Athletic camps can be submitted through CBU’s Office of Conferences and Events at ext. 4374 and with the Assistant Athletic Director/Facilities at ext. 5021. Sunday camps are prohibited. 4. Classrooms

Any scheduling requests for Gym 220 classroom must be submitted through the

Athletic Office, ext. 4318.

5. Inclement weather priorities Facility change due to poor field conditions or inclement weather will be made on a space available basis. Teams/groups previously scheduled will not automatically be moved or “bumped” without administrative approval.

6. Change in schedule

When necessary to use another team’s facility (inclement weather, emergencies, use

of specialized equipment, etc.) contact the coach responsible for that facility in advance of the use. If the coach is unavailable, contact the Assistant Athletic Director for Facilities in order to receive permission. Remember that a sport “in

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season” takes precedence over a sport “not in season” with regard to use of a facility.

EVENT MANAGEMENT

Event Management

Teams we currently serve:

• Baseball • Men’s Basketball • Women’s Basketball • Cheer • Men’s Soccer • Women’s Soccer • Softball • Men’s Swimming & Diving • Women’s Swimming & Diving • Men’s Volleyball • Men’s Water Polo • Women’s Water Polo • Wrestling

Event Management Operations:

1. Credentials

Request for credentials for working media personnel should be made directly to Sports Information Director (SID) @ (951) 343- 4297. The request should be made at least 24 hours prior to start time of respective game. They can be picked up at the general ticket window prior to the contest.

2. Ticketing Ticketing staff shall arrive 90 minutes prior to game time to set up ticket window. Ticketing staff obtains money from the Assistant Director of Athletics for Facilities. Once directed by Assistant Director of Athletics for Facilities to stop selling tickets, all money is to be returned to Assistant Director of Athletics for Facilities.

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Current ticket prices are $5.00 for non-CBU Students with current Student ID cards, $7.00 for Adults, $3.00 for senior citizens and $3.00 for Alumni. Children under 12 are free. CBU will not allow student athletes/coaches to leave tickets at the gate for fans to pick up per NCAA policy. Pass lists are required 24 hours in advance of the game and must be submitted to the Assistant Director of Athletics for Facilities. Refer to the compliance manual for full pass list policies and procedures – including those for prospective student-athletes.

3. Parking

Parking at CBU is free of charge. A guest pass may be required on weekdays before 5pm, and can be obtained at the CBU Campus Safety Kiosk at main entrance. Park only in designated parking stalls. Do not park in red zones and only vehicles with the proper displayed identification may park in the handicapped stalls. Visiting teams with buses and vans need to park at the rear of the athletic parking lot. Use the pool parking lot for any aquatic events.

4. Event Staff

CBU Athletics employs student workers to assist in event management. Event staff employees report to Event Management Director. Responsibilities of event staff include set-up and clean-up of events as well as the management of the following, depending on the type of sporting event: visiting team host, ticket sales, ushering spectators, game clock, official book, stats, scoreboard operator, shagging game balls. Dress code for event staff employees is limited to the following:

• Khaki slacks or Capri’s (long khaki shorts are okay for outdoor sports)…(see bullet point on aquatic events)

• Event staff polo or NIKE t-shirt(issued prior to each game) • Shirts may be tucked in or worn un-tucked as long as you look

professional, you are asked to wear only a white, grey-heather or navy blue undershirt under polo…no exceptions. (males)

• Closed toe shoes shall be worn while working events. Please make sure shoes are clean.

• All outerwear must be CBU attire and appropriate school colors. • While working aquatic events, sandals and shorts are permitted, if

working in concessions area, you must have closed toed shoes.

Student workers are limited to 30 hours per week; international students 20 per week (40 during holiday breaks).

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5. Concessions

Concessions for all athletic events are operated by Provider Food Services, which has exclusive rights for all events held in CBU venues.

6. Security

Each athletic staff member should be aware of the importance of security within each of the athletic facilities.

Coaches and staff should secure their areas at the conclusion of daily use. It is imperative that doors, windows, gates, etc., be properly secured each night.

All facilities are patrolled periodically by Public Safety. If a breach of security is suspected or assistance is needed, Public Safety should be contacted at (951)343-4311.

Security is the responsibility of each staff member of the athletics department. Please follow these suggestions to insure the proper security of all athletic venues:

A. Lock gates and doors behind you. When unlocking gates for long periods of time, secure the lock in the fence.

B. Be certain everything is secure at closing time or when facility use is terminated.

C. Be certain all equipment, whether inside or outside, is safe from theft or vandals.

D. Do not assume someone else will lock up after you. E. Supervisors may assign responsibility for security. F. Supervise the responsibility you delegate. G. Report lost keys or key cards immediately. H. Be aggressive (but prudent) in deterring loiterers within the confines

of your facilities by engaging them in conversation, asking if they need assistance, etc.

7. EMS/Ambulance Coverage

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Emergency Medical Services are on-call for games and practices. An Emergency Action Plan (EAP) per venue can be found in the Policies and Procedures Manual under the Athletic Training section

8. Scoreboard All issues with scoreboard should be reported to Assistant Athletic Director, ext 5021, or athletic events staff member.

9. Banners/Signs

A. Hand held signs, banners, pictures, white boards, pennants, etc. are not allowed into an athletic venue if, (1) they are offensive to individuals or/and teams, (2) they block the view of other spectators, (3) they create a safety hazard to fellow spectators or (4) they obstruct the movement of spectators. Banners and signs require prior approval from Athletic Director or Assistant Athletic Director.

B. The hanging or displaying of signs on walls, bleachers, ramps, or areas inside athletic venues is prohibited without prior approval of sign placement from Athletic Director or Assistant Athletic Director.

C. In the event of a special banner day or a special promotions activity (groups or sponsors), banners may be displayed with prior approval of the Athletic Director or Assistant Athletic Director. These banners must be displayed in a designated area. The banners must meet the above venue guidelines as determined by the Athletic Director or Assistant Director of Athletics of Facilities.

10. Catering/Hospitality

Catering of events within the athletics department must go through Provider Food Services. It is recommended that certain facts be determined before contracting with Provider Food Services:

* Budget considerations * Time * Place * Number of people * Menu * Contact person

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Provider Food Services is the caterer for all university events. Plan ahead to allow the caterer at least 48 hours’ notice. All facilities needed for these special catered functions should be reserved well in advance.

11. Visiting Team Guides The visiting team guide can be accessed through the athletic website at www.cbulancers.com. Coaches are encouraged to reference this to visiting teams before each season.

12. Cleaning Cleaning of athletic facilities, offices, locker rooms, athletic training clinic, and restrooms is handled by Haynes Building Services. They may be contacted @ (951) 343- 4360.

13. Visiting teams A host will greet visiting teams and direct them to their designated locker room, athletic training clinic, etc. Visiting teams should park in Athletic parking lot outside of Van Dyne Gym for events taking place in the gym, Lancer Soccer Complex, Totman Stadium, and Funk Field. For Aquatic events, visiting teams should park in the lot adjacent to Aquatics Center; use rear campus entrance off of Diana Avenue.

14. Officials

Officials shall be greeted by Visiting Team Host upon arrival and directed towards Officials Locker Room, if needed. Any further assistance can be requested by contacting the CBU athletic offices at (951) 343-4318.

15. Crowd control (general rules) On site problems will be handled by on site administrators.

16. Lost and found

Any lost items are turned into Public Safety. The campus Lost and Found is located at the main entrance kiosk.

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17. Disabled Services/Seating

Special seating is available in the first row of bleachers on East side of gym. Additional assistance will be provided upon request by event staff.

FACILITY PREPARATION

Baseball/Softball Event Management

Field/Press Box

• Line Fields • Set up scoreboard controller • Set up ticket office

Officials • Provide water bottles for each official • Team host meets officials

Baseball/Softball Event Staff Responsibilities Team Host: 1 Worker

• Arrive 90 minutes prior to start of game • Direct and assist opposing team(s) to locker rooms, dressing/shower facilities,

athletic training room, etc. Concessions:

• Managed by Provider Food Services Ticket Sales: 2-4 Worker(s)

• Arrive 90 minutes prior to start of game • Get money from Athletic Director or Event Management Director (EMD) • Collect entrance fees • Sell until notified by AD or EMD to stop • Return money to AD or EMD

Scoreboard Operator: 1 Worker

• Arrive ½ hour prior to start of game

Men’s & Women’s Basketball Event Management Bleachers

East Side of Gym • Pull out bleachers

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• Set up and secure handrails using electric drill • Place last step and bottom of each aisle

• Leave 2 sections at bottom row pushed in for wheelchair access (2nd section at each end of bleachers) West Side of Gym

• Pull out bleachers keeping 1st row of seating pushed in • Set up and secure handrails with electric drill • Set up all braces along front row, secure with drill • Insert front handrails along front row

Score Table

• Line up score tables (3) along sideline, center of West side of Gym. Facing score table L-R: Media (table 1); book, shot clock, game clock, stat book (table 2); SID dept (table 3).

• Sanitize table tops • 5 chairs per table

Be sure to connect the following: • Internet • Audio • Scoreboards (Daktronics)

Team Benches

• 1 Lancer matt under coaches chairs (closest to score tables) • (1) 18’ blue matt under team chairs, align behind baseline • Vacuum mats as needed • 15 chairs per bench

Officials

• Prep team locker room with towels and water bottles (1 for each official). • Team host meet officials, deliver paychecks.

Visiting Team Locker Room

• Opposing team room located in upstairs classroom • Make sure room generally clean & free of kinesiology sports equipment.

General Preparation

• 1 Lancer mat at East and West entrances • 1 blue mat alongside of bleachers adjacent to team benches (for team water) • Vacuum all mats as needed • Sweep gym floor • Clean backboards • Cover volleyball post slots on gym floor with clear tape

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Men’s & Women’s Basketball Event Staff Responsibilities Team Host: 1 Worker

• Arrive 2 hours prior to start of game • Direct and assist opposing team(s) with dressing rooms, showers, athletic

training clinic etc. Concessions:

• Managed by Provider Food Services Ticket Sales: 2-4 Workers(s)

• Arrive 90 minutes prior to start of game • Get money from Assistant Athletic Director for Facilities or Event Management

Director (EMD) • Collect entrance fees • Sell until notified by Asst. AD or EMD to stop • Return money to Asst. AD or EMD

Game Clock: 1 Worker

• Arrive 1 hour prior to start of game • Meet with appropriate people regarding clock operations • Meet with officials on running clock during warm-ups • Start clock for pre-game protocol • Run clock until completion of play

Official Book: 2 Workers

• Arrive ½ hour prior to start of game • Enter line-ups for home and visiting teams • Meet with officials (if necessary)

Stats: 1-2 Worker(s)

• Arrive 1 hour prior to start of game • Assists Sports Information Director during entire game

Stat Scoreboard: 1 Worker

• Arrive ½ hour prior to start of game • Input line-ups for home/visiting teams • Keep track of players entering/exiting game, fouls, and player points

*ALL STUDENT WORKERS WILL ASSIST IN GYM CLEAN UP AFTER COMPLETION OF GAMES (S). *STUDENT WORKERS WILL WEAR APPROPRIATE STAFF SHIRT AND KHAKI SHORTS/PANTS AT ALL TIMES. NO SANDALS AT ANY TIME. NO EXCEPTIONS!

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Men’s & Women’s Soccer Event Management Field

• Line field • Raise American flag • A-frames; 2 at either side of goal on West end, 1 at South East Corner • Place sandwich board at tennis complex entrance (directing spectators to

enter through ticket booth at main gate) • Place sandwich board sign at main gate directing spectators to restrooms and

soccer game entrance • Coaches will set up corner flags & goals

Announcer’s Table • Easy up at center of field, South side of field • Table with skirt • 2 chairs • Sound system • Scoreboard unit

Team Benches • 2 chairs per bench for coaches • Additional chairs as needed by teams

Visiting Team Locker Room • Room 220

Officials • Team host meets officials, deliver checks • Hydrate officials at half time

Gator parked behind Fitness Center; use this to set up field. Leave a cooler filled with water bottles (one for each official & event staff member) on cart for game.

Men’s & Women’s Soccer Event Staff Responsibilities Team Host: 1 Worker

• Arrive 2 hours prior to start of game • Direct opposing team(s) to dressing rooms, showers, athletic training clinic etc.

Concessions: • Managed by Provider Food Services.

Ticket Sales: 2-4 Workers

• Arrive 90 minutes prior to start of game

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• Get money from Assistant Athletic Director for Facilities or Event Management Director (EMD)

• Collect Entrance Fees • Sell until half-time • Return money to AD or EMD

Ball Shaggers: 2-4 Workers

• Arrive ½ hour prior to start of game • Sit Behind goals or on sidelines • *Assist with breakdown

Game Clock: 1 Worker

• Arrive ½ hour prior to start of game • Set up clock and meet with coach on running clock during warm-ups • Run clock during warm-ups & game • Breakdown scoreboard and cords/power strip

Official Book: 1 Worker • Arrive ½ hour prior to start of game • Get line-ups from coaches prior to game • Record stats and assist Sports Information Director • *Assist with breakdown

Stats: 1 Worker

• Arrive ½ hour prior to start of game • Assist Sports Information Director entire game

*ALL STUDENT WORKERS WILL ASSIST ON FIELD CLEAN UP AFTER COMPLETION OF GAMES (S). *STUDENT WORKERS WILL WEAR APPROPRIATE STAFF SHIRT AND KHAKI SHORTS/PANTS AT ALL TIMES. NO SANDALS AT ANY TIME. NO EXCEPTIONS!

Men’s and Women’s Volleyball Event Management Bleachers

East Side of Gym • Pull out bleachers • Set up and secure handrails using electric drill • Place last step and bottom of each aisle • Leave 2 sections at bottom row pushed in for wheelchair access (2nd section at

each end of bleachers) West Side of Gym • Set up and secure handrails with electric drill • Set up all braces along front row, secure with drill • Insert front handrails behind along front row, behind score table only

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Score Table

• Line up score tables (3) along sideline, center of West side of Gym. Facing score table L-R: Media (table 1); book, shot clock, game clock, stat book (table 2); SID dept (table 3).

• Sanitize table tops • 5 chairs per table

Be sure to connect the following: • Internet • Audio • Scoreboards (Daktronics)

Team Benches

• (1) 18’ blue matt under team chairs, align on top of baseline • Vacuum mats as needed • 11 chairs per bench

Officials

• Team host meets officials, deliver paychecks.

Visiting Team Locker Room • Opposing team room located in upstairs classroom • Make sure room generally clean & free of kinesiology sports equipment.

General Preparation

• 1 Lancer mat at East and West entrances • 1 blue mat along side of bleachers adjacent to team benches (for team water) • Vacuum all mats as needed • Sweep gym floor • Place 1 towel at each end of gym for ball shaggers (towel provided by athletic

training) • Volleyball team sets up net

Men’s & Women’s Volleyball Event Staff Responsibilities Team Host: 1 Worker

• Arrive 2 hours prior to start of game • Direct opposing team(s) to locker rooms, showers, athletic training clinic, etc…

Concessions: • Managed by Provider Food Services

Ticket Sales: 1-2 Workers

• Arrive 90 minutes prior to start of game

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• Get money from Assistant Athletic Director for Facilities or Event Management Director (EMD)

• Collect entrance fees Sell until notified by AD or EMD to stop

• Return money to AD or EMD Ball Shaggers: 2 Workers

• Arrive 1 hour prior to start of game • Shag ALL loose balls when CBU takes the court • Assist officials/linesman with all loose balls • Make sure appropriate player has ball for their team’s serve

Game Clock: 1 Worker

• Arrive 1 hour prior to start of game • Meet w/appropriate people regarding clock operation • Start clock for pre-game protocol • Run clock until completion of last game

Official Book/ Libero Tracker: 1 Worker

• Arrive ½ hour prior to start of game • Enter line-ups for home and visiting teams • Meet with officials (If necessary)

Stats: 1-2 Worker(s)

• Arrive 1 hour prior to start of game • Assist Sports Information Director during entire match

*ALL STUDENT WORKERS WILL ASSIST IN GYM CLEAN UP AFTER COMPLETION OF GAMES (S). *STUDENT WORKERS WILL WEAR APPROPRIATE STAFF SHIRT AND KHAKI SHORTS/PANTS AT ALL TIMES.*NO SANDALS ANY TIME. NO EXCEPTIONS!

Wrestling Event Management Bleachers:

East Side of Gym • Pull out bleachers • Set up and secure handrails using electric drill • Place last step and bottom of each aisle • Leave 2 sections at bottom row pushed in for wheelchair access (2nd section at

each end of bleachers) West Side of Gym • Set up and secure handrails with electric drill

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• Set up all braces along front row, secure with drill • Insert front handrails behind along front row, behind score table only

Score Table:

• Line up score tables (3) along sideline, center of West side of Gym. Facing score table L-R: Media (table 1); book, shot clock, game clock, stat book (table 2); SID dept (table 3).

• Sanitize table tops • 5 chairs per table

Be sure to connect the following: • Internet • Audio • Scoreboards (Daktronics)

Team Benches:

• Set up team benches on North and South ends of wrestling mats, line up with volleyball court end lines

• 18’ blue mat with 1 Lancer mat at either end • 12 chairs; 2ft gap at center of team bench with 6 chairs on either side

Officials:

• Team host meets official, delivers check Visiting Team Locker Room:

• Opposing team room located in upstairs classroom • Make sure room generally clean & free of kinesiology sports equipment.

General Preparation:

• 1 Lancer mat at each main entrance • 1 mat off wrestling mats, behind team benches, for water • Wrestling team sets up wrestling mats prior to event staff set up

Wrestling Event Staff Responsibilities

Team Host: 1 Worker • Arrive 2 hours prior to start of match • Direct opposing team(s) to locker rooms, showers, athletic training clinic, etc…

Concessions: • Managed by Provider Food Services

Ticket Sales: 1-2 Workers • Arrive 90 minutes prior to start of match • Get money from Assistant Athletic Director or Event Management Director (EMD)

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• Collect entrance fees • Sell until notified by Asst AD or EMD to stop

• Return money to Asst AD or EMD XV. Student-Athlete Wellbeing

A. Commitment to Equity

1. Gender Equity The EADA requires the Secretary of Education to collect information and provide to the Congress a report on financial and statistical information on men’s and women’s collegiate sports. Each coeducational institutional of higher education that participates in a Federal Student Financial Aid (SFA) Program (Title IV, HEA) and has an intercollegiate athletic program must prepare an EADA report by October 15 each year. The EADA is designed to make prospective students aware of the school commitment to providing equitable athletic opportunities for its men and women students. The EADA requires schools to make the report available upon request to students, potential students, and the public.

2. Diversity and Minority Opportunities In compliance with both state and federal law, California Baptist University does not discriminate on the basis of any protected category, except to the extent it is necessary to fulfill its religious purposes, so as to be in compliance with the Baptist Faith and Message. .

B. Student-Athlete Support Services 1. Personal Counseling Counseling Services The Counseling Center offers a full program of assistance to individuals as they strive to become more effective, productive, and comfortable as students. The university experience is a time of growth and transition during which students are confronted with questions about self, religious faith, relationships, and future plans. In addition to licensed professional counselors, supervised Marriage and Family Therapy interns and trainees are available through the Counseling Center. Students may discuss and explore freely, and in confidence, problems or feelings that are important to them. During counseling, concerns may be examined, alternatives explored, and decisions made about future courses of action. Individual intelligence and personality instruments, administered by trained personnel, are also available through the Counseling Center. Test results are kept confidential and

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released to authorized personnel at the discretion of the Counseling Center personnel. Services offered without charge to California Baptist University students include individual, group, couples, pre-marital, and marriage and family counseling.

2. Academic/ Tutorial Services Academic Success Center The Academic Success Center (ASC) is responsible for providing support services to help students acquire skills essential to achieve academic success. Services include tutoring for CBU coursework as well as a variety of subjects such as library research, citation (APA, MLA), test-taking strategies, computer skills, and limited CBEST, RICA, CSET and SAT, as available. In addition, the ASC offers study groups, testing services, informal learning style self-assessment, and academic workshops. The ASC is located in Lancer Arms.

Annie Gabriel Library The purpose of the library is to enhance the quality of the academic experience available at California Baptist University by supporting the instructional, learning and research activities of the faculty and students. In addition to over 162,000 volumes (including 40,000 electronic books), the library currently subscribes to more than 400 print journals, and 50 online databases that combined provide access to several million journal records, thousands of full-text articles, and numerous citations for leading scholarly journals. Faculty and students can access books, journal titles, videos, and music through the library’s online public access catalog (WebCat). In additional to the material available through the California Baptist University library, participation in several local, regional and national information networks offer students and faculty access to the collection of numerous libraries. Materials from more than 85 public, academic, special and other libraries are available through local library organizations and loan networks. The majority of the library’s services and materials can be accessed through the California Baptist University web site. The Annie Gabriel Library also includes approximately two dozen computer stations and wireless internet capability. Among the special collections in the University’s library are the California Southern Baptist Archive and Depository, P.Boyd Smith Hymnology Collection, Nie Wieder Holocaust Collection, D. Eugene Wallace Christian Studies Collection and the Virginia Hyatt Memorial Collection for Baptist Studies. Office of the Registrar The Office of the Registrar maintains the student’s official academic record and assists students with transcripts, letter requests, degree and enrollment verifications, veterans benefit enrollment certification and other requests related to the student’s enrollment. The Office of the Register also maintains articulation agreements, completes official evaluation of previous college work, reviews requests for concurrent enrollment transfer approvals, reviews academic variances, processes all applications for graduation, reviews the academic record for final degree completion, and posts completed degrees.

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3. Health Services Student Health Services Undergraduate students enrolled for seven (7) or more units are automatically charged for medical insurance provided by the University, unless proof of medical insurance is submitted to the Student Services Office. Proof of insurance must be submitted to the Student Services Office prior to the last day to drop a class with refund” as indicated in the University calendar, during the first semester of attendance each academic year. International students are required to enroll in the insurance offered by the University. The purchase of student medical insurance is optional for students who are enrolled in less than seven units or enrolled in graduate or degree completion programs. Students who would like information about the student medical insurance plan offered through CBU should contact the Student Services Office.

A student-athlete advisory committee (SAAC) is a committee made up of student-athletes assembled to provide insight on the student-athlete experience. The SAAC also offers input on the rules, regulations and policies that affect student-athletes' lives. Presently, there are separate national SAACs for NCAA Divisions I, II and III. NCAA legislation mandates that all member institutions have SAACs on their respective campuses. Further, NCAA legislation requires that all member conferences have SAACs.

Though the focus of campus SAACs is intended to be more parochial in nature, communication among campus and national SAACs offers student-athletes the opportunity to shape the landscape of intercollegiate athletics.

Members of a campus SAAC have the opportunity to address issues affecting student-athletes at their institution; furthermore, members have the opportunity to offer input on issues which may be national in scope.

The campus committee is meant to serve as a local student-athlete voice in addressing issues of student-athlete welfare at their respective institutions. Campus committees can facilitate better communication among student-athletes from various athletics teams to address issues common to all.

The campus SAAC may also serve as a conduit of communication among student-athletes, coaches and athletics administrators on issues to improve the student-athlete experience and promote growth and education through sports participation. Concerns can be voiced and solutions offered regarding any issue that may be relevant to our student-athletes.

XVI. Student-Athlete Advisory Committees (SAAC)

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Campus SAAC Executive Board

The NCAA recommends the creation of an executive board to oversee the operation of campus SAACs. Traditional board member positions include chairperson, chair-elect, secretary/treasurer and chairpersons of any standing subcommittees. All of these positions should be held by student-athletes. We will follow the NCAA model in regards to an executive board, with slight alterations.

Constitution and Bylaws

The constitution of the campus SAAC is a document written by the executive board and approved by the representatives. The constitution is essential to outline the policies and operating procedures of the committee. It should include the name and purpose of the committee, membership, leadership structure, standing committees, philosophy, advisors, impeachment process, veto powers, ratification and amendment procedures and voting and meeting requirements.

Campus SAAC Enhancement Ideas

Create an annual report for your campus SAAC. Include concerns, committee actions, yearly activities, special honors or recognition received by teams or student-athletes, and other relevant topics. Present and distribute the annual SAAC report to constituent groups (e.g., athletics administrators, athletics council, Board of Trustees, coaches, faculty) Collaborate with other student organizations on campus to organize activities.

STUDENT-ATHLETE ADVISORY COMMITTEE (SAAC) BYLAWS

Mission

• “The mission of the NCAA Student-Athlete Advisory Committee (SAAC) is to enhance the total student-athlete experience by promoting opportunity, protecting student-athlete welfare, and fostering a positive student-athlete image, while honoring Christ through excellence in Athletics.” (Adopted from the mission statement of the National SAAC combined with CBU’s Athletic Department mission statement)

Philosophy

• The CBU SAAC will place high priority on the overall quality of the educational experience and on the successful completion of all students’ academic programs. We will seek to establish and maintain an environment in which a student-athlete’s athletic activities are conducted as an integral part of the student-athlete’s educational experience. We also will seek to establish and maintain an environment that values cultural diversity among our student-athletes and athletic staff, while

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honoring Christ. (Adopted from Division-III philosophy with our own Christian emphasis)

Name

• The name of this student organization shall be known as the Student-Athlete Advisory Committee (SAAC).

Purpose

• The purpose shall be to assist communication between student-athletes and administration and to help members further develop leadership skills, while promoting the opportunity for the exchange of ideas among student-athletes of different sports. Student-athletes should also strive to be “role models” for the CBU community and the larger community as well, which translates into community service. The SAAC will be responsible for planning and implementing our athletic department community service projects for fall and spring. This committee will also be assembled to provide insight on the student-athlete experience and to offer input on the rules, regulations and policies that affect student-athletes' lives.

• SAAC members will be responsible for assisting teammates in learning, understanding and adhering to NCAA rules.

Selection Process

• Each athletic team will be responsible for selecting representatives for SAAC. These representatives shall be selected and their names should be submitted to the President of the SAAC by the first meeting in September. All SAAC members will hold this position for one school year.

• No first-year student or first-year athlete will be allowed to serve on the SAAC Executive Committee.

Attendance

• Attendance at all meetings and organizational events is required. Each member will only be given one unexcused absence. SAAC members that have a schedule conflict to the meeting or event should submit a written reason to the President or Vice President at least twenty-four (24) hours before the meeting or event takes place. Subsequent to the missed meeting or event, the SAAC member is responsible for reviewing the meeting minutes and contacting the President or Vice President with questions and/or concerns. In the event of an emergency the President may grant an exemption to this rule. The alternate member from the SAAC member’s team should be there in place of member who will be missing.

Requirements for Membership

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• The officers and members of this organization must meet the following

requirements:

• Have at least a 2.50 GPA at the time of their selection and it should be maintained through the duration of their term.

• Be considered Full-Time. • Be in good standing with the university. • All are subject to removal from this organization by the Executive Committee or

SAAC advisor, should the SAAC member fail to maintain the requirements described above.

Executive Committee

• It is the responsibility of the Executive Committee to establish committees at the beginning of the year that coincide with the objectives and goals the Executive Committee deems appropriate.

• No single varsity team will occupy all positions of the Executive Committee. • Executive members must attend all meetings unless the president is informed of a

valid reason twenty-four (24) before the scheduled meeting. In regards to not attending the meeting the student-athlete must find a replacement to attend the meeting, from their sports team.

President

• The President must be an entering junior or senior and will be voted on by the council. Voting for all officers will take place in April each year. In the event that the President cannot fulfill their obligations, s/he must submit a letter of resignation. At that time the Vice-President would take over the remainder of the year. The election for the Vice-President position would occur two weeks after the Vice-President has taken office. The Vice-President then would be allowed to hold the President office for two years. (the interim year, and the actual year)

• Must call and preside over all SAAC meetings. • Serves as liaison to the university’s athletic department. • Will support and maintain the mission and philosophies of all councils. • Should create new committees if necessary and the communicate ideas between the

existing council. • Will prepare and maintain an accurate record of all funds and disbursal of funds. • Will be responsible for submitting all budget requests.

Vice-President

• The Vice-President shall be voted into office in April. All nominations or self-nominations for the position should be submitted to the President by the last

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meeting in March. Each member of the SAAC will vote in the Vice-President election. The individual that receives 50 percent plus one vote will be the new Vice- President.

• In the President’s absence, should resume all responsibility. • Is responsible for the communication with council’s executives. • Should form reports on all councils activities, goals, and outlooks. • Oversees subcommittees that may be formed as a response to the needs of the

student athletes. • Should inform President of any thoughts or ideas proposed by any SAAC council.

Secretary

• The Secretary will be voted into office by the SAAC committee in April. All nominations or self-nominations for the position should be submitted to the President by the last meeting in March.

• Will be responsible for all meeting minutes, creating agendas, tracking and taking attendance, creating and maintaining all SAAC bulletin boards, and recording and documenting all individual and team community service projects.

• Is responsible for communicating all relevant information to SAAC council members.

• Is responsible for sending SAAC minutes to the Co-Advisors for approval.

Social Media Coordinator

• Maintain SAAC Facebook Page. • Report on stories regarding SAAC sponsored events and community service. • Work with Sports Information for Athletics Website content. • Responsible for Flyers and graphic design for SAAC sponsored events and

community service.

For future reference: The NCAA Manual States: “Each NCAA institution shall establish a student-athlete committee for its student-athletes. The composition and duties of the committee shall be determined by the institution.”

G. Student-Athlete Grievance Procedures Freedom and Responsibility California Baptist University students are entitled to the same freedom as any other citizen of our country. It is the policy of the University to ensure these rights, consistent with the provisions of law, acceptable tastes, and purposes and goals of the institution. When

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matriculation in the University requires that conditions be placed upon student freedoms, these conditions and their rationale are clearly delineated. On this campus, the concepts of freedom and personal responsibility are inextricably bound together. The campus community, like any other, functions upon the principle that all members respect and protect the rights of their fellow citizens. Students are encouraged to develop these values which represent mature, self-disciplined people who appreciate the privilege of education and are willing to accept its responsibilities. When people choose a college, they commit themselves to its philosophy of education, policies, and regulations. Students are to demonstrate proper respect of University personnel which includes, but is not limited to, compliance with directives of University officials in the performance of their duties. Even though students may not agree with a few rules established by the University, it is expected that they comply with them in a manner conducive to the highest moral standards and in keeping with the discipline of the academic community. Generally, through appropriate procedures, institutional judicial measures shall be imposed for conduct which adversely affects the institution’s pursuit of its educational objectives, which violates or shows a disregard for the rights of other members of the academic community, or which endangers property or persons on institution or institution-controlled property. Responsibility for enforcement of student conduct policy lies with the vice president for enrollment and student services, dean of students, and student services staff. This group defines behavioral expectations and takes appropriate action in support of University policy. Philosophy of Discipline The purpose of discipline at California Baptist University is to assist in maintaining individual and community growth. Personal growth and maturity are encouraged most when each member of the campus community uses self-discipline and shares the responsibility to care enough about others to confront them when appropriate. The responsibility to confront one another in a loving manner should enable inappropriate behavior to be corrected on a personal level. Unfortunately, situations may arise which warrant a formalized judicial process. Judicial procedures are designed to provide a just and equitable process of educational discipline. While every effort is made to protect the rights of students, the University does not attempt to duplicate or to emulate court proceedings and should not be viewed as such.

Hearing A hearing may be scheduled to allow an accused student an opportunity to hear and present evidence related to judicial action. All hearings are closed and the proceedings may be kept confidential at the discretion of the University.

1. Warning – Some students may be issued written or verbal warning for unacceptable behavior and advised to change the behavior.

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2. Restitution/reimbursement or fine – Some students may be required to make restitution and pay a fine for damage or misuse of property, misuse of services, or failure to follow University policy or procedure.

3. Discretionary sanctions – Some students may be required to participate in prescribed educational programs, complete community service, read a book, write a paper, coordinate a living-area program, attend campus programs, or any other activity deemed appropriate for the violation of the Standard of Student Conduct.

4. Loss of privileges – Some students may lose privileges such as visitation, leadership opportunities, campus employment, etc., appropriate to the violation of the Standard of Student Conduct.

5. Residence life probation – Residential students may be placed on probation for a specified period of time. During this time, any further violations of University policy may result in a residence life suspension or expulsion.

6. Student conduct probation – A student may be placed on student conduct probation for a specified period of time. During the time, further violations of University policy may result in suspension or expulsion from the University.

7. Residence life suspension – Separation of the student from University-owned housing for a specified period of time (conditions for readmission may be required).

8. Residence life expulsion – Permanent separation of the student from University-owned living areas.

9. University suspension – For a fixed period of time, the student may not remain on campus, visit the campus, or participate in any academic or other activity of the University. A student who is suspended for disciplinary reasons may petition for readmission at the conclusion of the period of suspension.

10. Interim suspension – Imposed immediately when the seriousness of the offense is such that the members of the community, including the accused student, may be threatened by the student’s continued presence (suspension will be for a stated period of time and followed by a student hearing).

11. Expulsion – Permanent separation of the student from the University. The student is denied the privilege to remain on campus, visit the campus, or participate in any academic or other activity of the University. Only under the most unusual circumstances will an expelled student be readmitted to the University.

12. Deactivation – A recognized University club or organization can lose its privileges, including University recognition, for a specified period of time or permanently. Any student upon whom judicial sanctions are imposed and/or placed on probation may become immediately ineligible for service as an athlete, student leader, and/or student

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representative. Students who fail to comply with the terms and conditions of a judicial sanction are subject to additional judicial action. The guidelines for behavior outlined in this handbook and in the University Catalog provide the basis for judicial action. The Student Services Office is responsible for conducting appropriate investigations of all allegations and complaints. H. Rules Education A mandatory Head Coaches meeting is held bi-monthly by the Athletic Director. The Director of Eligibility, Compliance and Academic Success for Athletics teaches for a portion of this meeting on eligibility rules of our conference. Handouts are distributed and questions are answered. The Compliance Office will meet with each team prior to their competitive season to review rules and complete all requires NCAA paperwork. The Compliance Office will disburse information to student-athletes by e-mail, posted notices, through coaches and through the SAAC Committee for education purposes. NCAA compliance forms and procedures will be posted on the Athletic Web-Site in the Athletics shared folder.

Members of SAAC will also have regular rules review and will be asked to communicate updates or changes to their teams. Coaches will be asked to allow their SAAC Representatives time to make announcements as needed to their teammates. XII. CBU Athletic Emergency Action Plan (EAP) Introduction Emergency situations may arise at any time during events and/or activities. Expedient action must be taken in order to provide the best possible care to the person of emergency and/or life threatening conditions. The development and implementation of an emergency plan will help ensure that the best care will be provided. The Department, in compliance with the University’s overall plan, has established this emergency plan to provide appropriate standards of health care to all participants using the athletic facilities. As accidents or injuries may occur at any time during any activity, it is important that staff members are prepared on how to handle an emergency. This preparation involves formulation of an emergency plan, proper coverage of events, maintenance of appropriate emergency equipment and supplies, utilization of appropriate emergency medical personnel, and continuing education in the area of emergency medicine Components of the Emergency Plan There are three basic components of this plan:

1. Emergency Personnel

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2. Emergency Communication 3. Emergency Equipment

Emergency Plan Personnel With an athletic competition, the first responder to an emergency situation is the certified athletic trainer covering the event. The type and degree of athletic training coverage for an athletic event may vary widely, based on such factors as the sport or activity, the setting, and the type of training or competition. The first responder in some instances may be a coach or other institutional personnel. Certification in cardiopulmonary resuscitation (CPR), first aid, AED, prevention of disease transmission, and emergency plan review is required for all athletics personnel associated with practices, competitions, skills instruction, and strength and conditioning. The athletic trainer stays with the injured athlete until transportation is complete or the situation is turned over to EMT’s and/or team physician(s). This procedure applies to potential serious head injuries, potential spinal cord injury, vertebral fractures and dislocations, heat stroke victims, cardiac patients, any unconscious athlete, any athlete with convulsions, or any serious unstable condition. Without the coverage of an athletic trainer, the first responder then becomes the responsibility of whoever is present at the event. 1. Immediate Care of Injured/Ill The first and most important role is immediate care of the injured athlete or patron. The most qualified individual on the scene should provide acute care in an emergency situation. 2. Retrieval of Emergency Equipment Equipment retrieval may be done by anyone on the emergency team who is familiar with the types and location of the specific equipment needed. Coaches, players, student-athletic trainers, and student workers can assume this role. 3. Activation of Emergency Medical System (EMS) This should be done as soon as the situation is deemed an emergency or a life-threatening event. Time is the most critical factor under emergency conditions. Activating the EMS system may be done by anyone on the team. However, the person chosen for this duty should be someone who is calm under pressure, communicates well, understands the emergency, and can identify location of emergency. 4. Direct EMS to Scene Public Safety Officer should be meeting emergency medical personnel as they arrive and directing the squad to the emergency scene. However, if you do not see an Officer, the person who called EMS should assist in meeting emergency personnel. Key Contacts

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In the event of an emergency, the first call should always be made to: • 911 or Riverside Police Department – (951) 787-7911 • PUBLIC SAFETY – (951) 343-4311

After the police have been notified, the chain of command begins with the A.D. If he cannot be reached, the decision making responsibility moves down the list. At all games, the Associate A.D. or Asst. AD or Event Staff Supervisor will be responsible for notifying the A.D. via cell phone as well as Director of Public Safety of emergency and steps taken. Position Name Cell Phone Director of Athletics Dr. Micah Parker 951.505.3860 Associate Director of Athletics for Compliance

Michael Scarano 951.207.2455

Assistant AD/Facilities & Event Management

Bryan Engle 951.337.3834

Associate AD/Marketing & Media Relations

Jay Lucas 713.410.0090

Athletic Facility Assistant Adrian Jauregui 951.751.8134 Athletic Trainer Sarah Pfau 480.338.0266 Athletic Trainer Michele Vasquez 909.238.8564 Athletic Trainer Kimberly Herbert 909.851.4865 Athletic Trainer Charles Ramos 909.268.4162 EMERGENCY 911

Director of Public Safety Jim Walters 951.343.4311

Assistant AD/Director of Sports Medicine

Tim Clark 714.883.6133

Activating the EMS System Making the Call:

• Emergency number ext. 911 – Riverside Police 951.787.7911

(Campus phone notifies Public Safety exact location when 911 is dialed) 951.343.4311 – Public Safety

• Non-campus phone (cell phone) ext. 911 – Riverside Police 951.787.7911 (After call is made, contact Public Safety to update them)

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• Providing Information: 1) Name, address, telephone number of caller 2) Number of athletes/patrons 3) Condition of athlete(s)/patrons 4) First aid treatment initiated by first responder 5) Specific directions as needed to locate the emergency scene 6) Other information as requested by dispatcher

When forming the emergency team, it is important to adapt the team to each situation or venue. It may also be advantageous to have more than one individual assigned to each role. This allows the emergency team to function even though certain members may not always be present. Emergency Communication Communication is the key to quick delivery of emergency care in trauma situations. Athletic trainers, Athletic department personnel and emergency medical personnel must work together to provide the best possible care to injured athlete/patron. Communication prior to the event is a good way to establish boundaries and to build rapport between both groups of professionals. If emergency medical transportation is not available on site during a particular sporting event, then direct communication with the emergency medical system at the time of injury or illness is necessary. The communications system should be checked prior to each practice or competition to ensure proper working order. Emergency Equipment AED location:

• Athletic Training Room (2 AED’s) • Van Dyne Gym (southwest wall of gym) • Aquatics Center • Performance Center • Rec Center • Wrestling

First Aid kit location (each athletic trainer will have an emergency kit with them at events) Conclusion The importance of being properly prepared when an emergency arises cannot be stressed enough. The athlete/patrons’ survival may hinge on how well trained and prepared healthcare providers are. It is prudent to invest athletic department "ownership" in the emergency plan by involving the athletic administration and sport coaches as well as sports medicine personnel. The emergency plan should be reviewed at least once a year with all athletic personnel, along with CPR, AED and first aid training. Through development and

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implementation of the emergency plan, CBU helps ensure that the athlete/patrons will have the best care provided when an emergency situation does arise. Emergency Management Plan The University has developed a plan that addresses the campus management system for emergencies that cause a significant disruption to the normal functioning of the campus and the surrounding area. The Emergency Management Plan has been developed to respond to the needs of the University during a disaster and will be placed into operation by the University President when an incident reaches proportions beyond the capacity of routine procedures. XVIII. Athletics Department Policy on Amorous Relationships Purpose: The purposes of this policy are: (1) to provide a safe and healthy environment for student-athletes so that they may reach their full potential as students and as athletes; and (2) to ensure that all coaches and other athletics department staff adhere to ethical practices and do not develop inappropriate relationships with student-athletes, regardless of their age or consent. Definitions: Coach: Any person serving as head coach, assistant coach, graduate assistant coach, coaching intern, or volunteer coach in the athletics department. Staff: Any employee or student serving in the athletics department in an administrative, management, or support capacity, or in any capacity in which they supervise student-athletes or have responsibility for the provision of services or other benefits to student-athletes. Supervisory control or authority: this includes any responsibility with the potential to affect the student-athlete’s participation in the athletics program, and includes the provision of direct services and benefits to the student-athlete, such as: training, health services, academic and student life program support, tutoring, counseling, eligibility determinations, program compliance, and control over the student-athlete’s team. Student-Athlete: Any student of the university who is a member of a varsity athletics teams as defined by California Baptist University (“CBU”) and NCAA regulations. Amorous Relationship: Any sexual, romantic, or dating relationship. Scope of the Policy and Its Requirements: COACHES: This policy strictly prohibits amorous relationships between any coach and any student-athlete. Every coach has an ethical obligation to maintain a professional

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relationship with student-athletes and to place the well-being of student-athletes ahead of the coach’s personal interests. This responsibility includes the duty to provide a safe and healthy environment for the student-athlete to flourish, and to serve as a role model within the confines of a professional relationship. As a result, no amorous relationship between a coach and a student-athlete – regardless of the perception of consent by one or both participants – can exist without jeopardizing the professionalism of the coach-athlete relationship and creating a significant conflict of interest. The respect and trust the student-athlete places in a coach, and the vulnerability of the student-athlete in that relationship, make “consent” unreliable in this setting. Conflicts of interest are endemic to amorous relationships between coaches and student-athletes, and the costs to the athlete, the team, the athletics program, and CBU, necessitate a strict prohibition on amorous relations between coaches and student-athletes. Even when a coach has no direct professional responsibility for that student-athlete, other student-athletes may perceive that the student-athlete who has a sexual relationship with a coach may receive preferential treatment from the coach or the coach’s colleagues. Such relationships are incompatible with the ethical obligations of the coach and the integrity of the athletics program. Accordingly, this prohibition applies to relationships between all coaches and all student-athletes in the intercollegiate athletics program. With respect to a coach and a student-athlete on that coach’s team, the prohibition on amorous relationships shall remain in effect for one full year after the end of the final academic year in which the student-athlete was a participant on the team. With respect to a coach and a student-athlete not on that coach’s team, the prohibition on amorous relationships shall remain in effect while that student-athlete is a participant in the intercollegiate athletics program. OTHER (NON-COACHING) STAFF: Amorous relationships between student-athletes and non-coaching staff are problematic when the staff member has supervisory control or authority over that student-athlete. For that reason, any amorous relationship between a student-athlete and a staff member with supervisory control or authority over that student-athlete must be disclosed to the associate athletics director for program compliance and the athletics director. (If the relationship involves either of those persons, it must be disclosed to the Director of Human Resources.) Once the relationship is disclosed, the staff member must be recused and the responsibility reassigned so that he or she no longer has supervisory control or authority over that student-athlete. Care must be taken to ensure that the recusal and reassignment of responsibility does not negatively affect the student-athlete’s participation or benefits in the athletics or educational programs of CBU. Enforcement: Reporting a violation: Any person may allege a violation of this policy by contacting the Associate Athletics Director - Compliance of any other senior athletics department staff, or, if the person does not feel comfortable making the report to a person within the athletics department, to the Director of Human Resources. Any person

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Receiving such a report must immediately document the report and notify the Athletics Director. Any coach or staff member with information suggesting a possible violation of the policy must promptly report it to the Athletics Director, and the failure to do so will be considered a violation of athletics department policy. (If the report or information implicates the Athletics Director in a violation of the policy, it should be directed to the Director of Human Resources instead.) Investigation: Upon receiving such a report or information, the Athletics Director shall immediately notify the Director of Human Resources. Once on notice of a report or information of a possible violation of the policy, the Director of Human Resources shall promptly appoint an investigator outside of the athletics department to conduct a prompt and fair investigation into whether the policy was violated. Such investigation shall include interviews with any coaches, staff, and student-athletes with relevant information, and shall provide any coach or staff member accused of violating the policy with an opportunity to respond to the allegations. In investigating a possible violation of the policy, the standard of proof to be used is whether it is more likely than not that the policy was violated (a “preponderance of the evidence” standard). Using this standard, the investigation will result in a determination of whether the policy was violated. COORDINATION OF INFORMATION TO VIOLATIONS OF OTHER CBU POLICY AND/OR CRIMINAL LAW: If the investigation leads to information suggesting that sexual harassment may have occurred, it shall be promptly forwarded to the appropriate CBU officials responsible for enforcing CBU sexual harassment policy. If the investigation leads to information suggesting potential criminal conduct, it shall be immediately forwarded to CBU general counsel, who will determine, consistent with State and local law, whether to notify appropriate law enforcement officials. However, the enforcement of this policy shall not be delayed pending the results of a criminal investigation. DISPLINARY ACTION: If an investigation finds that a coach or staff member has violated the policy, that coach or staff member shall be subject to disciplinary action, up to and including dismissal. The President of the University, or designee, in consultation with the Director of Human Resources, shall determine the disciplinary action to be imposed. Any disciplinary action shall be taken in accordance with applicable CBU policy. CONFIDENTIALITY: Complaints, reports and information relating to possible violations of this policy shall be handled as confidentially as possible without jeopardizing the enforcement of the policy, and the ability to conduct a fair investigation, or the safety of student-athletes and other persons connected with the athletics program. Information received in connection with a suspected violation of the policy shall be disseminated only on a “need to know” basis; that is, only when necessary to ensure compliance with the policy and/or to ensure the safety of student-athletes or others who come in contact with the athletics program. RETALIATION: Any retaliation for reporting a violation of this policy, or for participating in good faith in any investigation of a violation of this policy, is strictly

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prohibited. Any persons taking retaliatory action in violation of this policy shall themselves be subject to discipline, up to and including dismissal.

Acknowledgment of Manual

This is to acknowledge that I have received my personal copy of the California Baptist Athletics Department Operations Manual. In consideration of my employment with the University, I hereby agree to read, observe, and abide by the conditions of employment, policies, and procedures contained in this Manual. I also understand it is my responsibility to keep my personal copy of the Manual updated with all current revisions as they are distributed by the Athletics Department. I understand that my employment is entered into voluntarily and that the relationship between the employee and the employer is for an unspecified term and considered employment “at will” unless my employment is based upon the terms and conditions of a written contract. Except for those employees employed subject to a written contract, employees and the University share the right to sever the employment relationship at will, at any time, with or without cause or advance notice. I understand that the terms set forth in this Manual, together with the California Baptist University Employee Manual, represent the entire understanding between the University and me. I understand that the policies and procedures described in this Manual may be amended or modified by the University at any time, with or without prior notice. However, this Manual cannot be amended or modified in any way by any oral statements made to me. The only way in which any policy and/or procedure set forth in this Manual can be altered is in writing with administrative approval. _________________________________________________________________ Name (please print) _________________________________________________________________

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Signature Date Copy Distribution to: Athletics Department Human Resources